Document Review Notice (DRN)

Transcription

1 Document Review Notice (DRN) User Guide Network Rail User Document Review Notice (DRN) User Guide The DRN software was created by OnTrac Ltd

2 Contents Getting Started... 3 DRNs... 4 New DRN... 4 Completed DRNs Delegate DRNs Reporting Standard Reports Bespoke Reports Calendar Options Administration Support

3 Getting Started To login to the Network Rail DRN UAT website go to the following URL: Click the red Login Tab. This will display Account Login. Enter your username and password then select the Log in button (Fig.1): Fig.1 DRN UAT Login The following options will then be displayed in the navigation bar: Page DRNs Description Allows users to create a new DRN form, update active DRNs and view completed DRN projects. Reports Run standard and bespoke reports. Calendar Contains important dates relevant to DRN projects. Administration Allows users with Admin access to manage and upload data. Help Contains the DRN User Guide and FAQ s Options Manage user settings, change password and Log out. 3

4 DRNs A Document Review Notice is a document that is used by NRIP to facilitate the requirements of the Network Rail Standard, Engineering Management for Projects (NR/INI/02009) and Project Advice Note (PAN), Reviews of Engineering Deliverables (PAN/PMSE-E-CDINS-0064). New DRN By selecting New DRN from the DRN tab will present the user with an electronic DRN form as shown below (Fig.2): Fig.2 Document Review Notice To create a new DRN, the user must complete the necessary fields: Field Project Number Description Enter the relevant project in to this field. Once a valid Project Number has been entered the following fields will be auto populated. Project Name, Project Manager and Principal Contractor (drop-down list). Project Name This field is auto-populated from the Project Number and cannot be edited manually. Project Manager This field is auto-populated from the project number and cannot be edited manually. 4

5 Principal Contractor This drop-down list is auto-populated from the Project Number. Site Specific UID This field allows the user to manually enter a UIDI code. NOTE: This is a mandatory field. If no UIDI code is available, then the user must enter the following: N/A. Engineering Deliverables Owner This field allows the user to select a EFO from the drop-down list. Submission Discipline This field allows the user to select a Submission Discipline from the dropdown list. PEM Area This field allows the user to select the relevant PEM Area the drop-down list. Risk Review Level Select the required Risk Review Level from the drop-down list. Delivery Group Select the required Delivery Group from the drop-down list. DRN Number Allows the user to manually enter a DRN number. DRN Subject/Title Allows the user to manually enter a DRN Subject/Title. Document Transmittal/ Submission No This field allows the user to manually enter a Document Transmittal/ Submission No. Date Received The user can manually select the start date of the DRN from the pop-up calendar. Date Return Required The Date Returned Required field will be auto-populated to 2 weeks after the selected start date (Date Received). This field can be manually amended if necessary. 5

6 Document Details Enter document details in this section (Fig.3): Fig.3 Document details Users can add multiple documents by selecting the blue + symbol. A document can also be removed by clicking on the red x symbol. Once completed, click the Save DRN button. Comments After document details have been entered, comments can now be added by Network Rail Lead Reviewer and Reviewers (Fig.4): Fig.4 Network Rail comment field Lead Reviewers and Reviewers can add up to five responses per comment. Once a fourth comment has been entered, users will get a pop-up notification informing them that there is only one comment remaining. How to add a comment 1. Click on the Responses box highlighted in yellow on (Fig.4). 2. Once selected, users are presented with a pop-up window (Fig.5): 6

7 Fig.5 - Spellchecker Enter the Response in to the comment box provided. Once completed click the Add Comment button. Users can run a spell check by selecting the Check Spelling button. Once a comment has been added, the Network Rail user must select a Type from the drop-down list (Fig.6): Fig.6 - Type Once the comments have been added and completed, left-click the Save DRN button to save the changes. Once all Network Rail users have commented on the DRN, the supplier can be notified. To send the DRN to the supplier click on the Send to Supplier checkbox. Suppliers can now login to DRN and respond/accept comments. The DPE / Lead Reviewer can then accept the Supplier s responses by selecting the Response Accepted checkbox, which can be found at the bottom of the DRN within My DRNs (Fig.7): 7

8 Fig.7 Response accepted checkbox Once the responses have been accepted, users will be presented with the Document Review screen displayed below. The DPE or the Lead Reviewer must select the Overall DRN Category from the dropdown (highlighted in Fig.8) to close the DRN: Fig.8 Document Review When the DRN category has been selected, the DRN can be closed. This can be done by clicking the Close DRN button. This can be found in the bottom-right corner of the form. 8

9 My DRNs If My DRNs is selected from the dropdown, the user will be presented with a list of all DRN projects assigned to them. The system will then allow the user to carry out the following actions from the register: Action Update DRN Description Make any required changes to the information within the DRN. Delete DRN Remove the DRN from the Register. Export DRN to PDF Convert the DRN web form in to a PDF document which can be saved locally to a PC. 9

10 Completed DRNs A user can view a register of all completed/closed DRN projects which are assigned to them. The below actions can be taken against each DRN: Action View DRN Description View the completed DRN form. Clone DRN Make a copy of the chosen DRN which will duplicate information in to a new DRN form. Export DRN to PDF Convert the DRN web form in to a PDF document which can be saved locally to a PC. View Re-Open History View the Username, Name and Date/Time of the re-open actions. 10

11 Delegate DRNs Users can delegate their list of DRNs to another user if required. This can be done by entering the nominated users address in the box shown below (Fig.9). The search box will then auto-complete based on the information entered. Fig.9 Delegate DRNs Once the nominated user s has been entered, left-click Save Delegation. The delegated user will then have visibility to view all DRNs. 11

12 Reporting The Reports tab is broken down in to three sections: Section Standard Reports Description Will present you with a selection of predefined reports which will include Supplier Extract Report. Bespoke Report Allows you to create a custom report from scratch. Once a Bespoke Report has been created it can also be saved for further use. Saved Reports Any saved Bespoke Reports will be stored within this section. Standard Reports Selecting Standard Reports will present the user with a pre-defined list of reports as shown below (Fig.10): Fig.10 Standard Report options Once a report has been selected the user then can either Generate Report or Export to PDF. Bespoke Reports Selecting Bespoke Reports allows users to create a custom report for scratch. Once a report has been created, this will be saved within Saved Reports. 12

13 1. Chart Type Firstly, users must select the type of chart to be contained within your report. Chart Type Stacked Bar Chart Description Grouped data displayed in a stack. Line Chart One or more data series plotted as lines. 2. Periods Users must select the range of periods over which to produce a report. Users can provide specific periods and years from which the report is drawn (fixed period Fig.11), or alternatively provide a defined number of periods up to the date on which the report is viewed (floating period Fig.12), by selecting the appropriate option from the tab above the form. Fig.11 Fixed period Fig.12 Floating period 3. Report Data A user can manually select data sources that can be added to the report. The data can be filtered by PEM Areas, Projects and Suppliers. Once a user has selected a data source, press Select. Once all the data sources have been added users must then select the Report DRN Data from the following options: All Categories Category 0 13

14 Category 1 Category 2 Category 3 Once a category is selected, a report can be generated (Fig.13): Fig.13 - Projects 4. Customise Users can customise Report Title, colours, font sizes and spacing (Fig.14): Fig.14 - Customise Users will then be presented with their bespoke report. This can be saved for future use by selecting the red Save Report button. All saved reports will be stored within the Saved Reports tab. 14

15 Calendar The Calendar tab provides you with all important dates assigned to DRN. All notable dates will be highlighted on the calendar as shown below (Fig.15). Fig.15 Calendar By hovering the cursor over the calendar, more information is displayed (example in Fig.16 below): Fig.16 Period 13 report is scheduled for 16 March 15

16 Options Users can manage their internal settings by selecting the Options tab. Option Manage Signature Description The system allows you to upload a file and use the crop function to save your signature. Manage Tagging Filters notifications send to the user. Manage Warning Allows the user to control responses received for when close to comment/response maximum. Change Password Allows the user to change their password. Logout Allows the user to successfully logout of the system. 16

17 Administration The Administration gives admin users the ability to manage specific aspects of the DRN system (Fig.17): Fig.17 Administration dropdown options Manage Users This section enables admin users to add new users to the system and amend current user details. Create a user To add a new user to the system, navigate to the Administration Tab then select Manage Users. The option to add a new user is then displayed (Fig.18): Fig.18 Add new user Once selected, users will be presented with the new user form containing details to be completed (Fig.19): 17

18 Fig.19 Add new user Left-click Create to create this user. Search for a User From the Manage Users page, select Filtered Search. Users will then be presented with the below filter options: Username ( address) First name Last name Click the Apply Filter button to search for the user. Edit a user account To edit a user account, hover the mouse cursor over the Options >> text to the right of the users account details (Fig.20): Fig.20 Edit a user account This will display the following details: Edit Details - ability to edit the user s details. 18

19 Disable Account - Selecting this will disable the user s account. They will then be unable to access the system. Switch to... - Will log the Administrator user into to the chosen users account. Manage Delivery Group This area enables Administration users to define the delivery groups that appear on the DRN forms. An abbreviation for each entry is also required (Fig.21): Fig.21 Manage Delivery Group New delivery groups can be added by selecting the Add Delivery Group button as seen in Fig.21. Once any changes have been made, select Save Delivery Group to save. Administrators can map previous Delivery Group fields to current definitions. Current Delivery Group definitions are set up in the Manage Delivery Group section (Fig.22): Fig.22 Map Delivery Group Manage Disciplines This allows users to define the submission disciplines which appear within the DRN form (Fig.23): 19

20 Fig.23 Manage disciplines A new discipline can be added at any time by selecting the Add Discipline button. Once any changes have been made to this form, Save Disciplines must be selected before navigating away from this page. Manage PEM Areas Administrators can define the PEM areas that appear on the DRN form (Fig.24): Fig.24 Manage PEM Areas A new PEM area can be added at any time by selecting the Add PEM Area button. If any changes are made to this form, the Save PEM Areas must be selected before navigating away from this page. 20

21 Report Scheduling Admin users can specify who/when reports are received (Fig.25): Fig.25 Report scheduling The report type needs to be specified, along with the schedule date and any addresses that need to be added to the report. Users can also be removed from the report by selecting the x at the end of each address. User Account Extract Once this option has been selected, a.csv file will be downloaded locally. DRN Resolution Function If the wrong information is entered in to the DRN, the DRN Resolution function allows administrators to filter and amend data that has been entered in to the DRN (Fig.26): Fig.26 Result filters 21

22 Support The Help tab contains the User Guide and the DRN Frequently Asked Questions (FAQs). For further support, please contact IP Business Systems Support. 22