WFP SUDAN APPLICATION PORTAL. Document Tracking System User manual

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1 WFP SUDAN APPLICATION PORTAL Document Tracking System User manual

2 Document Review History Date Comments By First version published Luis Ortiz 1

3 Table of Contents Document tracking system Registering a Document Documents Sent to me Documents being processed by you Search Documents Report by Staff Member Report by Unit Report Time by office/unit

Document tracking system This system has been developed to assist in tracking the location of a document and the time it takes a staff member to process

4 Document tracking system This system has been developed to assist in tracking the location of a document and the time it takes a staff member to process that document. To access this system, after you login to the WFP Sudan s application portal ( click the Document Trackin link. 3

5 1. Registering a Document. To register a new document, go to Invoice Tracking -> Register new. The system will ask you to select the following: - Document Type: if you cannot find the document type you are registering contact Khartoum Helpdesk - Origin: If the origin is Internal the system will ask you in the next step to select from a predefined list of internal sources, otherwise, you will be able to type any value in the external source of the document - Description: a general description for the document. Click next for step 2. 4

6 The document key information is a predefined information that need to be completed for each type of document. This key information can be updated upon request and it should be requested to Khartoum Helpdesk The origin will change either if internal (will give a predefined list) or external (giving the option to write any content) Send document to indicate to whom the document will be configured to be sent to. Note that this list only has users who have access to the system. If you cannot see a staff member contact helpdesk. Under the Is document confidential it can be selected yes or no. It a document is confidential, it will only be allowed to be searched and displayed by someone who has been part of the document movement, and otherwise it will be visible and accessible to anyone. Lastly, there is the option to upload a scanned copy of the document is available, but the scanned document cannot be bigger than 2 MB. After the invoice is registered it will give the tracking number 5

7 The tracking number should be registered somewhere in the physical document to link both, digital tracking and physical copy. 6

8 2. Documents Sent to me This is the list of documents that have been digitally sent to you. The physical document might take some time to arrive to your desk but you can click on it and see who sent it to you and see if the document movement has hit some difficulty on the way. To digitally receive a document click on the tracking number of the document you want to receive The complete information will be displayed. On top of the document click the Set Document Received and it will move to the documents being processed by you. 7

9 3. Documents being processed by you This lists the documents that are physically with you and some process is being done. Here you have four options, either send it to someone else for further processing or for information, close the document and archive it, add notes to the document for general information or attach more files to the document in case needed. For any of the two options, first click the tracking number of the document in the list of Processed by me To add a note, simply type the note in the description box and click the Add Note button. To add a file, click the Add file button, then select the file and type a short description about it. 8

To send it to someone else, first select the Unit where the staff member is located. This is used to filter the list of staff members who will be displayed in the next step.

This will move the document from the list of being processed by me to the list of sent by me It is recommended that if a document is sitting under the list of sent by me

10 To send it to someone else, first select the Unit where the staff member is located. This is used to filter the list of staff members who will be displayed in the next step. If you cannot see the staff member in the list of users that is displayed, contact Khartoum Helpdesk, otherwise, select the staff member and click the send button. This will move the document from the list of being processed by me to the list of sent by me It is recommended that if a document is sitting under the list of sent by me for some time, contact the person to acknowledge its receipt or if necessary, contact Khartoum Helpdesk to close and archive the document or to forward the document to someone else. 9

4. Search Documents Click the Search Documents link Select the appropriate filter and click Search. The result will be displayed. Click the tracking number for additional information.

11 4. Search Documents Click the Search Documents link Select the appropriate filter and click Search. The result will be displayed. Click the tracking number for additional information. If you have the document tracking system manager access you will be able to see an additional menu on top of the document where you may close and archive the document or to forward to someone else. 10

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13 5. Report by Staff Member Click the By Staff Member link Select the staff member and click Show results You will see the documents sent to, being processed and sent by the staff member you selected. You can also see more information about a document by clicking the tracking number. 12

14 6. Report by Unit Click the By Unit link. Select the unit you want to see and click the Show Result button. You will see the documents sent to, being processed and sent by all staff members who belong to the unit you selected. You can also see more information about a document by clicking the tracking number 13

A comprehensive report will be shown indicating the time for receipt,

15 7. Report Time by office/unit Click the time by Office/Unit link Select the year and the type of report. A comprehensive report will be shown indicating the time for receipt, processing and to send the documents by month. Click the Unit s name to see the staff members time under that unit 14

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