CS-VUE Users Guide for Condition Managers

Transcription

1 CS-VUE Users Guide for Condition Managers NZ Transport Agency August 2014

2 CS-VUE USERS GUIDE FOR CONDITION MANAGERS: CS-VUE is a web-based tool for the management of permits. The internet address is: Support regarding the use of CS-VUE is available at consents@nzta.govt.nz 1 LOG IN Log in: As an authorised CS-VUE user, you will have been allocated a login name and password. Enter these in the space provided, and then select the login button. 2 NAVIGATING CS-VUE There are 6 primary Tabbed Modules available in CS-VUE, see below. Navigate to the Projects tab by clicking on Projects Click on Projects Tab The Projects function allows a user to set up, view and manage a group of permits or a group of conditions across multiple permits. A quick way to find the project is to type the start of the name into the name box and use search. Otherwise you ll need to work through the list until you find the right project. 2

3 3 - MANAGE PROJECT Clicking on the Manage Project Icon: Shows the number of permits, conditions and also the compliance status. Allows Sign-off and Snooze of Conditions Allows the Project Phase to be changed Above: shows the layout of the Manage Project window. 4 SNOOZING CONDITIONS Snoozing Conditions: Non-compliant or pending conditions that are not ready to be signed-off can be snoozed for a specified period or until the next action date. When a snooze date has been reached, an automated alert will be generated. If a condition is a recurring action condition, it cannot be snoozed past the next action date. Must be signed off before the next occurrence can be snoozed. Conditions can be un-snoozed for sign-off if compliance requirements are met before the snooze date is reached. 3

4 Click the snooze date calendar to set the date for the reminder. Write a note in the Snooze Notes, that explains why it is snoozed and the action that is to be taken with it comes of snooze and shows as noncomplying again. Pick the correct name from the drop down menu. 5 SIGN OFF CONDITIONS To notify the Permit Manager (NZTA person) Signing off individual conditions: Click Sign Off For multiple condition signoff for the same reason, click the boxes, then Sign-Off Selected conditions under the Compliance Management. NOTE: some conditions have been set up as actions and these need to be signed off regularly, cannot be snoozed. 4

5 Signing off conditions: Attached evidence of compliance e.g. Photographs, audit forms, Council Notices etc. by scanning them and uploading them using the Browse button [file limit size of 20MB] Write a note explaining the attachments. Then click add attachment Fill out the Sign Off Note explaining how it is compliant and the date. Adding Compliance Data and Signoffs The Conditions Manager will be responsible for monitoring the compliance status for each condition. Compliance data will be collated by the Conditions manager from sub-consultants/contractors who are responsible for managing the delivery of consent conditions. Compliance data includes evidential notes and attachments proving condition compliance. No consent condition can be signed off unless the CS-VUE notes box contains evidence of the decision to sign off. Any type of digital document may be added to CS-VUE, however preferably documents that cannot be edited should be added (such as PDF, Image files). The maximum file size is 20MB. Attachments must be uploaded before the condition is signed off, as you cannot upload or attach retrospectively. For guidance or clarification with regards to sign-off requirements consult with NZTA CS-VUE Specialists consents@nzta.govt.nz 5

6 Using the condition search function for projects when the same conditions apply to multiple permits: Some consent decisions replicate a suite of conditions across a number of permits. To sign these off in a an efficient manner, you can search for the condition then use the multiple sign off of selected condition function. Go to manage project Insert condition number and search Sign off conditions as per the instructions above. 6

7 6 CHANGING THE PHASE OF A PROJECT Phase The Conditions Manger can change the phase of the permit in accordance with the progress of the project. By changing the phase e.g. pre-construction to construction, all permit conditions relevant to construction will move from pending status to non-compliant and will require sign-off or snoozing. An automated will be sent to those listed as receiving alerts for this permit, notifying them of the new set of relevant conditions. Using the Snooze function is one way to manage conditions that need multiple actions. Use the drop down box to change the project phase: 7

8 7 - ALERTS TAB within PROJECT Clicking on the Alert Icon: Shows the following: Non-compliant permits Expiring permits within varying timeframes Lapsing permits It is a simple place to track permits See screen shot below. Alerts Window from within a Project. 8

9 8 USEFUL TIPS To see more: Within the Permits Window Click on the white area on any line to expand the view. E.g. Line 2, shows more detail. Within the Conditions Windows: Clicking in the condition window will display additional information. Condition Managers Sign-off s Attachments etc. 9

10 9. COMPLIANCE DASHBOARD this function is useful to view progress on overall compliance. 9.1 In the main window select the Dashboard Tab Click on Dashboard 9.2 Select Project Based Tab Click Project Based Make sure you click show to see the graphs. Hint: once all the graphs show, save this as the default view 10

11 9.3 Select the project you wish to view: Use the drop down menu select the correct project Then click show 9.4 Viewing the project phase and compliance. The display shows: # permits # of permits due to expire Project phase Degree of compliance Type of consents Consent Managers etc. that can be changed of the drop down menus. Potentially a good tool to include in monthly progress reports on projects. 11

12 10. MOVING ON changing jobs or roles If you do change jobs or roles and will no longer be the condition manager for the contract, it is important you let us know, so we can train your replacement and maintain security within the system. Please when this occurs. 12