Case Management Manual

Transcription

1 Case Management Manual

2 Copyright 2013 STM Environmental Consultants Ltd

3 Table of Contents Start Page... 3 Introduction... 4 Start-Up Window... 7 Case Information Tabs Case Details Tabs Case Details Tab Case Events Tab Contacts Tab Task List Tab Document Tab Document Summary Tab Related Cases Tab New Item Case Summary Tab Inspections Tabs... 3 Main Types of Inspections Inspection List Tab Appointments/Tasks Tab Enforcement Tab Inspection Comments Tab Other Information Tabs Related Sites and Surveys Tab Document Links Tab Contacts Tab GIS Co-ordinates Tab Notes Tab Financials Tabs... 3 Cost Accounting Tab Budgets Tab Using Templates to Create Standard Letters in Word Base Tables Main Base Tables Inspection Base Tables Case Management Base Tables Reports... 3 Archiving and Selected Sites Case Action/Inspection Sheet Closed Cases Report Inspection Reports Enforcement Summary, Performance Statistics & Document List Reports Case Management Module Case Management on Working Days Setting Documents Tab Events Report Case Contacts in Documents Tab Assign Case Officers to Procedures Batch Updating

4 System Update Shortcut Keys

5 Welcome to the Case Management & Enforcement Manual 3

6 Introduction to the Modules The Manual and its Application This manual covers how to record case information and inspections in GeoEnviron. It is assumed that the reader has been hrough the topics covered in the GeoEnviron Basics manual. The manual is useful as a private study tool, provided that you have a computer with GeoEnviron 6.5 at your disposal. This manual is intended to cater for the following modules: Case Management Contaminated Land Investigation Contaminated Land Enforcement Environmental Permits Scope of the Modules The site is the central concept in these as well as most of the other GeoEnviron modules. A site can be for example, a current or former industrial area or waste disposal that has the potential to cause contamination. The modules contains a main window known as the Registration Casement where the basic information on the site is displayed and sub data windows which hold detailed information on the site. These sub data windows are accessible via tab folders which themselves are sometimes found in multiple levels in what is known as the Information Casement. 4

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9 GeoEnviron Start Page The first window you will encounter when using GeoEnviron 7.1 is the Start-up window. This was formally the known as the Calender. We have inserted this as the first page as an aid, you will be able to view all your inspections, cases, tasks etc. The Calendar window is intended to give you an overview of all present tasks registered in the GeoEnviron database - that is all active cases, appointments, programmed inspections, and checkpoints recorded with your case officer code - or with all case officer codes of a department. Select department and case officer code in the two dropdown code fields. The Active Cases Tab This tab shows your cases in progress (not closed) that have been started (received) within a specified interval of years. The expiry date field helps you track case deadlines. The field turns to red if the case expiry date has passed. The field turns yellow if the current date is one day before the expiry date and green if the current date is between 2 and 7 days before the expiry date. The Appointments Tab This tab shows your planned appointments/tasks for this period. Appointments or tasks planned for another period can be shown by choosing start date and end date of the period in the pop up calendar window attached to the two dat e fields. 7

10 The Programmed Inspections Tab This tab shows your programmed inspections for this planning period. Inspections programmed for another period can be shown by selecting this period in the list box. The Task List Tab This tab lists non-executed checkpoints for the selected case officer (or all). It should have a start date in this period, a deadline, and be in progress (no closed date). 8

11 The Expires field shows how many calendar days until a deadline expires. At the same time, the background colour of the field changes accordingly: The field turns green if the deadline expires in within 3 to 5 days. The field turns yellow if the deadline expires in 1 to 2 days. The field turns to red if the current date is the same as the expiry date, or if the checkpoint expiry date has passed. The number of days a checkpoint has surpassed its expiry date will be shown with a prefixed minus, e.g The Menu Tab The Menu tab contains a selection of menu items of the main menu allowing you to open a number of windows in GeoEnviron. Clicking on a button (or using the arrow key on the keyboard) shows menu sub items. Double-clicking on a menu sub item (or using the key on the keyboard) opens the window. Functionality of the Tabs The tabs in the Calendar window have these facilities: The tab lists tasks for the selected period. Tasks for another period can be shown by choosing start date and end date of the period in the pop up calendar window attached to the two date fields. 9

12 Tasks can be shown backwards or forwards in time by unchecking the checkbox to the left of the start date or end date field. Each column can be sorted in either ascending or descending order by clicking on the column headers. Each column can be enlarged or narrowed by pointing the mouse cursor between two column headers, so the cursor changes into this symbol, and dragging the mouse to the right or left. Data in a tab can be printed by clicking the button on the toolbar, selecting this tab in the list box appearing, and initiating the print-out. Double-clicking on a record causes this task to be retrieved in the relevant module window that will open automatically. 10

13 Case Information Tabs Basic information on each case is shown in the 'Case Details' sub tab, this is the first tab that is displayed. Basic information on all cases is listed in the 'Case Files' sub tab. The Case Details Tab Basic information on a case is entered in the 'Case Details' tab. An unlimited number of cases can be added in this tab. When more than one case has been added a scroll bar appears. Please Note! Fields marked with an asterisk (*) are required Fields! In this field you enter the file number attached to the case. File numbers are not required to be unique in the database. When the system is set up for automatic generation of a case file number consisting of three parts, the facility will work in the following way: Start clicking the -button in the 'Case Ref.' field ) and select the codes for Part1 and Part2 via the list boxes. Then click at the New-button - hereby a new case reference is generated. Now click at the Okbutton. Hereby you return to the 'Case Details' tab where the new case ref. is inserted into the 'Case Ref.' field and the code description text for part 1 and 2 are inserted into the 'Case Subject' field, as depicted in the image below. In this field you can enter an external case reference. Here you enter the date on which the case is received. In this field you enter the end date on which the case is finally closed. As long as this field has not been filled in, the case will appear as active in the standard reports and in the start-up window (calender). In this field you can enter the date on which an approval of the case expires. Click the 3D-button and select a case officer from the list box. 11

14 Click the 3D-button and select a department from the list box. Click the 3D-button and select the case type from the list box. A procedure will automatically be in-putted next to the procedure field if a procedure has been linked with a case. Use this field to enter a short description of the case. The contents of this field appears in the standard reports and in the Calendar window. Click the 3D-button and select the case status from the list box. This is useful if you quickly wish to view the current status of a case or query cases based on their status. tab. The check box is automatically checked when notes on the case in question have been added in the Notes sub Ability to print off case action/inspection forms You are able to print off a case inspection form by clicking the button on the 'Case Details' tab while a case related to the site is active. This form contains essential information on the case related to the site and includes a small area at the bottom of the page that allows you to make notes when out on a site visit. Adding Tasks When selecting a case type and its associated procedure from the list box, the case type and procedure name is displayed in the 'Case Details' tab. Tasks of this procedure are automatically added to the Task List sub tab when a new case is created, if this facility is turned on. This is done by setting an initialisation parameter known as aut_action_list within the systems initialisation settings (please, see the chapter on 'System Setup' for further information). Enter the case expiry date when the case is completed and terminated. You will be notified if entering an expiry date before all checkpoints, that are not marked as optional for this procedure, have been executed. Once a case is ended, the data fields in the Checkpoints tab will be greyed. 12

15 The Case Events Tab In previous versions of GeoEnviron, this tab was known as 'Case Progess'; however since GeoEnviron 7.1 it is now called Case Events. In this tab you are able to record the amount of time spent on any actions taken in relation to a case (i.e. planning or permit application). You insert a new row in the tab by clicking at the Insert button while your focus is on the tab. Start by entering the date (and possibly time) of the event of the case. Then click the button to the left of the event field and select a case event from the list box. When selecting, data are entered into the event field and into the two adjoining, grey fields. Select the Case Officer from the list box by click the button. Enter number of hours spent on the event. The total amount of time spent on all actions taken in relation to a case is calculated and displayed below this field. If necessary, finish by adding a comment to the event. To do this click the note Comments. )button to the right of the 13

16 The Contacts Tab Persons/companies/agencies relevant to a case can be recorded here. Please Note! The tab is divided into two independent data windows that must be saved separately (with focus in the data window) by clicking the Update button. First Data Window; Contact and Address Data The address data fields can be filled out in different ways. Clicking the button opens up a dialog allowing you to select a contact already in the database. 14

17 If the contact details do not already exist in the address archive of the database, click the contact to the archive. button to add a You can select an address directly from the GeoEnviron address gazetteer. The button opens up the link gazetteer which then allows you to search for an address. The selected address information is then copied into the Contacts form and subsequently into the Contacts or 'Case Contacts' tab. After the contact details have been entered into the dialog, click the 'Save Address' button. The contact's address details are stored in the database and copied into data fields in the Contacts tab. Finally, it is possible to enter the contact details into the Contacts tab, if these data should not be stored in the address archive. Second Data Window; Contact Type Data 15

18 This section of the tab is used to indicate what kind of relationship the contact has to the site. Click the button and select a Contact type from the list box. If you wish to add more contact types, click the Insert button (when your focus is in the right side of the tab). This will insert a new row of fields which are filled out in the same way. Finish by clicking the Update button while keeping your focus in the right side of the tab. 16

19 The Checkpoints Tab In version 6.5 and later, you are able to associate Cases with Procedures. Procedures may have tasks (formally known as checkpoints) or deadlines for specific actions associated with them. You can set up the system such that the task associated with a procedure are automatically inserted into the Task List tab (which is found below the Cases tab) whenever a case is created. This is done via an initialisation setting named Quality which is found under the System Admin > Settings > Initialisation Settings > Common Settings. All the tasks listed must be assigned to various case officers. A start date and deadline can be entered for each task on the list. When a task has been executed, the executing case officer enters the actual end date into the Closed field. Tasks having a closed date will not appear in this tab the next time the module window is opened. This tab gives an overview of the present status of the case, as only tasks that are yet to be executed will be shown by default. Clicking the Show button in the top right corner of the tab will also show executed tasks. A task will appear in the Start-up window, if it is marked as a candidate for the calendar in the Procedures base table, and if the task has a deadline and no closed date in the modules containing case information. Click on the button to show a detailed description of the task. Clicking on this button opens up a note window where up to 120 characters relating to the task can be entered. Each task can have an action button. Clicking the button inserts a new record in the Document tab and fills out some of the data fields. Subsequently clicking on the button in the Document tab opens a list box of document templates, allowing you to select one and quickly create a standard letter in Word using the template. Adding extra tasks All tasks will automatically be assigned to the case officer that is registered with the case. But clicking on the opens a list box in which another case officer can be selected and assigned to a task. button A case officer can use the Insert button to add new relevant task to the list and fill in the required fields. Please note th at tasks added in this way will not appear in the start-up window. Annulling or Deleting tasks Case officers are able to annul a task by checking its check box. Case officers - who shall be able to delete tasks - must be granted rights to administer the system by checking the 'Sys. Adm.' check box in the main base tables. In order to delete a task point the cursor to the task field, first click the Delete button, next click the Update button. 17

20 The Document Tab This field will automatically receive a unique number when, having finished entering information, you update the tab. In query mode this field can be searched for a particular document number. Select from the drop-own list the document type, i.e. if the document is incoming, outgoing, memo, , or web page. Use the Description to specify if an is incoming or outgoing. (Once this field has been completed and updated, the document type cannot be changed). It is possible to either merge the document with one or several, to do this select an option from the menu. Here you enter the date on which the document is registered. Enter the date on the document in this field. date. Here you enter the date on which an incoming document or is answered - or the latest possible answer the list box. Enter initials of the person registering the document - or press the 3D-button and choose the case officer from Here you can specify where a paper document is archived. The active document can be attached to another case. Click the 'Change Case' button, and choose from the list box appearing another case that has been registered with this site. Here you can enter the name of a reference person on receiver or sender address. A short description of the document can be given, max 25 characters. The document path field is used to store a link/pathway to a document. This type of field is found in several tabs. The button with the folder icon is used to navigate to and select the document file. The open the selected document. button is used to Attaching Documents In this field you can enter the name of the person the document is associated with. Start by clicking this Folder button: Select a disk drive from the file browser box that appears on the screen by means of the drop down list box (see figure below). 18

21 Navigate through the folders until you find your selected file. Double click on file or select it and click open, and the document path will be inserted into the document path field. We refer to the 'GeoEnviron Basics' manual for a more detailed description of this type of field. The address data fields can be filled out in different ways. Copying Address Information from the Registration Casement Clicking on this button will copy name and address data from data fields on the Registration Casement into the Document tab. Selecting Address Information from the Address Database Click the Select button and select from the address database. This copies name and address data into the Document tab. Please Note! Data copied from the address database into the Document tab are not automatically updated when the source data is edited in the address database. Editing address details in the Document tab will not change the source data in the address database. Adding Address Information to the Address Database If the person/company/agency you are looking for does not exist in the address database, you can add the address details to the address database by clicking the New button. The 'Contact Details' dialog opens up allowing you to enter the details of the person/company/agency. 19

22 You are able to select an address directly from the GeoEnviron address gazetteer. The CLPG button opens up the link gazetteer which then allows you to search for an address. The selected address information is then copied into the Contacts form and subsequently into the Document tab. After you have entered the address details, click the 'Save Address' button in the 'Contact Details' dialog. This stores the newly entered address in the database and copies the name and address into the Document tab. Entering Address Information into data fields on the Document tab Alternatively, you can enter name and address into the data fields on the Document tab, then click the Postcode button and choose a post code from the list box - these data will not be added to the address database. 20

23 The Document Summary Tab This sub tab gives you an overview of all documents registered with a particular case - so only documents connected to the active case in the 'Document' sub tab are shown. Double-clicking on a document, shifts to the 'Document' sub tab and displays the recorded information on this document. The button is used to open the selected document. 21

24 The Related Cases Tab You can use the 'Related Cases' sub tab for making references to other cases recorded in the database that are relevant to the active case in the 'Case Details' tab. To add a new case reference, have focus on the tab and click the Insert button to add an empty line. Then click the button to open a list box and select from the list of available cases the case to be referenced. Click Update to save. Clicking the button to the far right of a case reference, retrieves from the database the site record to which the referenced case is attached. To return to the original site record, open the overview window and double-click on the original site. (Clicking the D-button may cause the program to shift to another module, e.g. the Contaminated Land module if the case is attached to an industrial site; use the Window menu for returning to the start module). 22

25 The Notes Tab In the Notes sub tab you can link a number of notes to the active case in the 'Case Details' tab but only one note of each note type per date. 23

26 The Cases Summary Tab The 'Case Summary' tab gives you an overview of all cases connected to the site selected in the registration casement. The 'Case Summary' tab shows for each case if any related cases are referenced in the 'Related Cases' sub tab (a newly added case reference is not shown on the 'Case Summary' tabs until the data on the tab is refreshed from the database by pressing the F5 function key). Double-clicking on a case, shifts to the 'Case Details' tab where the recorded case information is displayed. 24

27 Main Types of Inspection Fundamentally, we distinguish between two main types of inspection: e define an Inspection as the activity of picking up your briefcase and going out to visit a site and carrying out an inspection. Appointment/Task Contrary to the above, we operate with the Appointment/Task definition. Appointments or tasks are internal deadlines set by you - in other words this means carrying out desk inspection, e.g. by controlling whether certain information about a site has submitted. Within both categories it is possible to define different types as required. Generating Inspections and Appointments/Tasks Inspections and Appointments/Tasks can either be added directly on the tabs where they are shown - that is the 'Inspection List' tab and the Appointments/Tasks tab, respectively - or by using the two windows, which can be called up by clicking the buttons labelled 'Generate New' on these tabs (as described in the following two paragraphs). The special generating windows are made to ease the creation of a number of inspections or appointments/tasks at a certain monthly interval. However, you can use these windows to create inspections or appointments/tasks in two different ways: Extendable Inspections or Appointments/Tasks When this type of inspection/appointment/task is generated, inspections or appointments/tasks are automatically set up for a period of two years - at the interval, which has been declared in connection with the generation. These inspections or appoint-ments/tasks can subsequently be viewed on the respective tabs. But at the same time some information is also stored in the database, partly concerning that this inspection/appointment/ task is extendable - i.e. that the transit time of the inspection/ appointment/task can be extended subsequently - and partly containing the information, which formed the basis for the generation - i.e. interval, inspection/appointment/task type, case officer, etc. Non-extendable Inspections or Appointments/Tasks When generating this type of inspection/appointment/task, inspections or appointments/tasks are set up for the period prior to the date stated in the field 'Last Date' - at the interval stated in connection with the generation. Subsequently, these inspections or appointments/tasks can also be viewed on their respective tabs. This is where the story ends, as they cannot be extended further. Extendable inspections or appointments/tasks can be extended by means of a special program, which is called up via the menu items 'System Adm.Batch Updating ProgramsExpand Controls'. This special program always extends the transit time a two-year period. You can find additional documentation on the use of the 'Expand Controls' sub program in the chapter 'Batch Updating Programs'. 25

28 The Inspection List Tab The programme operates with three types of (external) inspections; one-off inspections, periodic inspections, and extendable inspections. The 'Inspection List' tab provides you with an overview of all the inspections connected to the site. It will thus show all those periodical inspections that are added to the site in the window 'Generate Periodical Inspections', which is called when clicking the 'Periodical Inspections' button. But you can also add one-off inspections in this tab. When an inspection has been executed, you sign with date and initials. Adding one off inspections Click the Insert button to add a new row. Click the -button to the far left of the row and select an Inspection type from the listbox. Point the cursor to the Init. field and enter initials of the Case Officer. The current inspection period is automatically added to the two date fields 'From period' and 'To period'. To change the inspection period, click the -button to the left of the 'From period' field and select another inspection period in the listbox. (When you click 'OK' your selection is inserted into the fields 'From period' and 'To period'.) Now click the -button to the left of the 'File No.' field and select a file number in the list box (file no. is recorded in the 'Case Details' tab). If necessary, enter a brief comment on the routine inspection in the Comments field. A click on the -button opens a box for entering and viewing the text. Finish by clicking the Update button. You can sort the inspections shown in the tab in different ways, as all the buttons carrying titles of the fields also act as sorting buttons. A click on one of the buttons will sort the records for that column. Adding periodical inspections When you click this button, the window below appears. You can use this window to add (external) inspections to the case. These inspections will subsequently be shown on the 'Inspection List' tab. At the same time all these inspections will figure on your personal work schedule when you generate the Cases report. 26

29 The programme operates with periodical inspections which will automatically be given a term of two years. Still they can be further expanded at any time by means of the batch updating program 'Expand Controls'. For further information we refer to the chapter 'Special Functions of the Contaminated Land Module' later on in this manual. The current inspection period is automatically added in the two grey fields to the right of the 'Inspection Period' button. If you want to change the inspection period, click the 3D-button and select from the listbox another inspection period (i.e. the period covering the first inspection, you wish to add). Click the 3D-button and select a case officer from the listbox. It is also possible to enter initials into the field. The initials in this field will be linked to the inspections generated, and will determine the Cases report on which the generated inspections will appear. In this field you enter an interval in whole months between the individual inspections. You can enter an end date for generating the inspections. However, if you do not enter a date into this field, the generated inspections will automatically become extendible and generated initially for a period of two years. Please Note! The end date must be within the defined inspection periods of the system - otherwise you will receive an error message when trying to generate your inspections. When clicking this button, the list box appearing will present the different types of inspections you can choose to generate. When having selected an inspection type, its code and name of description is entered into the adjoining fields. In this field you can type in a comment, which will be linked to all the generated inspections. Generally, this field is used to specify what the generated inspections concern. When clicking this button, the inspections you have defined are generated and subsequently will appear on the 'Inspection List' tab. Signing executed inspections When you have carried out an inspection, you sign it on the 'Inspection List' tab by filling in date and initials into the 'E xec. Date' and 'Exec. by' fields. All types of inspections are listed in the Cases report as long as these two fields have not been acknowledged. If necessary, you can add a detailed comment on the inspection (see the 'Inspection Comments' tab later on in this chapter). Associating Part IIA inspections with cases or PPC sites and permits It is possible to associate programmed Part IIA inspections created within the Contaminated Land module to PPC sites and permits in the PPC module. Inspections can also be associated with cases within the same module or in other modules and vice versa. This functionality has been implemented via a couple of new fields within the inspections tab that allow you 27

30 to pick the cases or sites/permits that you wish to associate the inspection with. It is also possible to record the amount of time spent on an inspection or on administrative tasks associated with a case. 28

31 The Appointments/Tasks Tab The programme operates with three types of appointments/tasks (internal deadlines set by you); one-off controls, periodic controls, and extendible controls. The 'Appointments/Tasks' tab provides you with an overview of all the controls that are added to the site, i.e. periodical controls that are generated using the 'Generate New' button, and one-off controls added directly in this tab or using the 'Generate New' button. When a control has been executed, you sign with date and initials. To learn how to add one off and periodical inspections, please see the Inspection List Chapter Signing Executed Controls When you have carried out a control, you sign it on the 'Appointments/ Tasks' tab by filling in date and initials in the 'Exec. date' and 'Executed by' fields. Once the fields 'Exec. date' and 'Executed by' are signed for a control, the control will no longer be shown in the Cases report. 29

32 The Enforcement Tab The 'Enforcement' tab is used for registering case enforcements. You indicate an enforcement in the following way: Click the Insert button to add a new row. Click the button to the far left of the row and select an Enforcement type from the list box. Then enter Case Officer initials and the date of the enforcement into the fields 'Init.' and 'Date'. Now click the button to the left of the 'File No.' field and select a file number in the list box (file no. is recorded in the 'Case Details' tab). If necessary, enter a brief comment on the enforcement in the Comments field. Clicking the -button (placed in the uppermost right corner of the Enforcement tab) enlarges the comments field in order to view the comments text in its full. Finish by clicking the Update button. As you may have observed, there is no field in the tab where you can state a deadline for the execution of the requirements specified in the enforcement. Instead this can be done by shifting to the 'Appointments/ Tasks' tab, creating a control under the pending case or by creating a new case (e.g. called 'Enforcement') in the 'Case Details' tab and linking a appointment/task to it. 30

33 The Inspection Reports Tab On the 'Inspection Comments' tab, you can link comments to an executed Inspection. Linking Comments to an Executed Inspection Go to the 'Inspection List' tab and point to the inspection to which you want to link a comment (make sure first to sign in the fields 'Exec. Date' and 'Exec. By'). Then shift to the 'Inspection Comments' tab. Click the Insert button to add a new line to the tab. Click the button to the left of the 'Comment Type' column and select a control point in the list box appearing. When having selected a comment type, its code and name of description is added to the fields 'Comment Type' and 'Comment Title'. Furthermore, at the top of the tab you will see that information on the active inspection has been transfered from the 'Inspection List' tab to the three fields 'Date' Executed, 'Performed by' and 'Type'. Now click in the 'Comments' field and type your comments on the inspection here. Finish by clicking the Update button. 31

34 The Related Sites and Surveys Tab Within the Related Sites and Surveys Tab, you are capable of linking other sites and surveys (within the database) to a case. Site Tab To relate a site which is already stored within the database, simply click on the List box button dialog will now open: ). The Choose a Site Scroll through the different sites which have been presented to you in the dialog and select the Site you wish to relate this case to: 32

35 Finish by clicking the green tick button in the bottom right hand of this window. Other fields in the window will automatically fill once the selection is complete. You can add further comments in the Comments field. You can go to the Site record by clicking this button. Surveys Tab Much like the Related Sites Tab above, GeoEnviron will allow you to relate Surveys (stored within the database) to be related to a case. 33

36 Select the survey you wish to relate the case to by choosing the survey from the dialog that appears when you have clicked the List box button. 34

37 The Document Links Tab Under Document Links tab you are able to link multiple documents to a case. To do this click on the Find Document ) button. This will open a File explorer dialog: Browse through folders until you have reached the document you wish to link to the case: Finish by clicking the button. 35

38 Documents which have been linked to a case will appear in a list. You must insert a description of the document in the field. You can insert a Document ID in the field, as well as a date in the field. You can open the document by clicking this button. 36

39 The Contacts Tab You can link multiple contacts to a case within the Contacts tab. Select a Contact You can select a contact (already stored within the database) by clicking the with a dialog that contains all the contacts already stored within the system: button. You will be presented Browse through the list and select a contact, finish by click the green tick button. This will insert the contact 37

40 information into the window: You can select the type of contact at the bottom of the window. Select from the List box button and choose a type of contact from the dialog you are presented with. Finish the selection by clicking the green tick button. REMEMBER TO CLICK THE UPDATE BUTTON TO SAVE CHANGES! Adding a Contact You can add another contact to the tab by click the Insert command button. You will be presented with the below window. 38

41 Click the New button and you will be greeted with this window: Fill out the contact details ensuring fields marked with an asterisk (*) are filled in. Finish by clicking the Save button. 39

42 You can select a property from the property gazetteer, click the CLPG button and you will be greeted with CLPG dialog: Click the Retrieve button to see all the properties. Select a property from the list: 40

43 Double click to complete your selection. All the details will be entered into the contact details dialog. Finish by clicking the Save button. 41

44 The GIS Co-ordinates Tab The GIS Co-ordinates tab stores all the geographic co-ordinates of the site the case is linked to. 42

45 The Notes Tab Any further notes you wish to add with regards to a case, it is possible to do so in the Notes tab. Select a Notes No* from the List box, it is possible to select multiple notes by holding down the CTRL button and complete the selection by clicking the green tick box: Enter any text you wish to do so in the Note Text field, you can expand the Note Text by clicking this button : 43

46 The Cost Accounting Tab GeoEnviron comes equipped with a financials tab to allow better budget allocation and cost accounting. Within the Cost Accounting tab it is possible to view the case officers time spent on a case and their hourly wage. It will calculate how much the officer should be paid according to their time spent on tasks, as long as everything has been recorded in the system. You can view the total earnings of a case officer by selecting a period or all. If you select to view cost accounting by period, you must enter the dates in the From and To date. Click the Retrieve button and the system will find all the cost accounting related to that officer. 44

47 The Budgets Tab The Budgets Tab has been designed to keep track of all your financial information relating to projects. Enter a unique number for the budget in the Project Id field. Enter a name for the project The Action Term field has been replaced by Ref. and has been extended to allow for references up to 20 digits. Enter estimated budget costs into the Budget A and B fields. Enter the standard Cost Unit in this field. Click the 3D button to choose the status of a site. It is possible to link a document to a case by clicking the Find Document button. Browse through the file explorer until you reach the file you wish to associate with the case. You can view the document by clicking this button. Budget Details Tab Enter any further comments you have in this field, you can add additional notes by clicking the notes button. A new Budget Details sub-tab has been introduced within the budgets tab for better division of information and improved clarity. 45

48 The field Identification Level has been renamed Item, better reflecting its purpose. The restriction to only one Item of each type to be added into Budget Details has been removed. Each Item in the Budget Details can now be linked to its own document e.g The invoice for this Item in the project. A pop-up noted button has now been attached to each Item in the Budget Details. The Status field for each Item has been renamed Ref1. An additional reference field Ref. 2 has been added. All Cost fields now include 2 decimal places for more precise costings. A number in the bottom right corner of the Budget Details casement now keeps count of the number of Items. 46

49 Using Templates to Create Standard Letters in Word n this chapter we will look at a facility in GeoEnviron that allows you to quickly and easily create standard letters. Please note that at present, this functionality only works with Microsoft Word. You can use templates to create standard letters to either one person or several persons from the Document tab in the site modules. The content of the letters is automatically filled in with data retrieved from various data fields in the GeoEnviron database. First, create a letter template in Microsoft Word. Next, add a reference to the template into the common base tables, and specify the insert method. Please see the description of the Templates tab in the paragraph 'Case Management Base Tables' in the next chapter of this manual. Creating a Standard Letter to One Person Use a template to create a letter to one person in MS Word in this way: Retrieve the case in the relevant site module. Either click on the button of a task in the Task List tab in order to insert a new record in the Document tab. This will set the document type to Out, the merge method to One, the document's registration date to today's date, and will copy the case officer initials from the Checkpoints tab (but these can be changed if relevant). Or, insert a new document record and fill out the relevant data fields. Fill in the addressee details of the letter (please, see the description of the Document tab in the previous chapter on 'Case Information Tabs' for further information). Enter reference person on addressee, if relevant. A bookmark for this field can be used in a standard letter template. Enter a comment to the document in the Remark field. A bookmark for this field can also be used in a standard letter template. Click the Update button to save the document data in the database. Clicking on the button in the Document tab opens a list box of bookmark document templates, allowing you to select one and quickly create a standard letter in Word using the template. The program will show the template that is attached to the tasks (defined on the Tasks tab in the Procedures base tables). 47

50 Select and open the template. Microsoft Word should now open, if it is not already open. This may take some seconds. You will see the template flash on the screen. It will instantly disappear and be replaced by your letter containing the details copied over from the Document tab. The document can be edited while the letter is open in Microsoft Word. After editing, the document should be saved and closed. The name of the document is its serial number shown in this tab. A document is automatically saved to the subdirectory of the case type of the case the document belongs to. The document file path is shown in the Document tab. When the letter is printed and sent, the document can be made non-editable by clicking the Protect Document button in the Document tab. The text 'Document is protected' will be shown. Subsequently clicking the Unprotect Document button will make the document editable. The button next to the document path field is used to open the file. Creating a Standard Letter to Several Persons Use a template to create a letter to several persons in Word in this way: Retrieve the case in the relevant site module. Navigate to the Contacts or 'Case Contacts' tab. Check if all contacts that should receive the letter are registered here. If they are not, they should be added (see the description of the Contacts or 'Case Contacts' tab in the previous chapter on 'Case Information Tabs' for further information). Either click on the button of a checkpoint in the Tasks List tab in order to insert a new record in the Document tab. This will set the document type to Out, the merge method to One, the document's registration date to today's date, and will copy the case officer initials from the Task List tab (but these can be changed if relevant). Or, insert a new document record and fill out the relevant data fields. Select Several in the Merge method field. The text 'Mail merge' is automatically inserted into the Address field, the document's 'Reg. Date' is set to today's date, and case officer initials are copied from the 'Case Details' tab (but 48

51 these may be changed if relevant). Enter a comment to the document in the Remark field. A bookmark for this field can also be used in a standard letter template. Click the Update button to save the document data in the database. Clicking on the button in the Document tab opens a list box of mail merge templates, allowing you to select one and quickly create a standard letter in Word using the template. All contacts registered with this case are listed as addressees. Uncheck any contacts that should not receive this letter in the topmost list. The program will show the template that is attached to the checkpoint (defined on the Checklist tab in the Procedures base tables). If you want to edit the document before merging, click the Draft button in the bottom right corner of the list box (if the document should not be edited, click the Merge button as described below). The document is opened in Microsoft Word. After editing, the document should be saved and closed. Return to the Document tab and click on the button in order to open again the list box of contacts and mail merge templates. Click the Merge button in the bottom right corner of the list box. The document is opened and merged to the selected contacts in MS Word. The name of the document is its serial number shown in this tab. A document is automatically saved to the subdirectory of the case type of the case the document belongs to. The document file path is shown in the Document tab. When the letter is printed and sent, the document can be made non editable by clicking the Protect Document button in the Document tab. The text 'Document is protected' will be shown. Subsequently clicking the Unprotect Document button will make the document editable. The button next to the document path field is used to open the file. 49

52 Base Tables In this chapter we will introduce you to the different base tables that are relevant to recording case information and inspections. Before you start using the system, you should go through the base tables and add the definitions and codes that are relevant to your organisation. Please Note! Before you start editing the base tables, we recommend that you read the more detailed chapter on base tables and editing of base tables, 'Tables and Base Tables', in the 'GeoEnviron Basics' manual. You can also find more specific information about all base tables used in the system in the 'Super User Information' manual. Main Base Tables These are known as common base tables because they are shared by a number of modules. They are found under the menu item: 'Base Tables > Common Base Tables > Main'. Person/Contact Details Found under the Addresses tab this tab allows you to view and edit the contact details of all persons/companies registered in the database. Person/Contact Type Found under the Addresses tab this tab allows you register the contact type of persons/companies that can be registered as case contacts. 50

53 Case Officers Found under the Other tab, this tab allows you to register all case officers and make them active and selectable in list boxes. Case officers - who shall be able to delete tasks - must be granted rights to administer the system by checking the 'Sys. Adm.' check box. The system type defines in which modules the case officer codes are selectable. 51

54 Inspection Base Tables Select the menu item 'Base Tables > Common Base Tables > Inspection'. Planning Periods Defines planning periods which you may choose from at the establishment of inspection. The length of periods (the number of periods per year) is optional. However, the report 'No of Inspections' which counts the number of inspections for each period can handle max. 4 periods per year. Please Note! The defined periods may not overlap each other. This will result in errors in the system! At the establishment of expandable inspection, periods for at least 2 years ahead must be defined otherwise the system gives an error message. Inspections/Appointments Defines the various types of inspections & (internal) controls, which can be used in the module. The type decides if the code may be chosen on the tab 'Inspection List' or the tab Appointments/Tasks. Please Note! It has no effect if an inspection type is set to Yes in GeoEnviron version 6.5. Enforcement Types Defines various types of enforcement, which may be effectuated towards a company. 52

55 Control Points The checkpoints are note headings of remarks, which are associated with an accomplished inspection. Legislation Defines various legislations which can be used in connection with incidents of companies. 53

56 Case Management Base Tables Start by selecting the menu item 'Base Tables > Common Base Tables > Case Management'. Case Types Defines the various case types and makes them active and selectable in list boxes in the modules. A quality management procedure can be selected in a list box and attached to each case type. The same procedure can be attached to multiple case types. The system uses the value entered in the Days textbox to calculate the Expiry date for the case. The Expiry Date is used in the Calendar. Cases that are close to their expiry dates are flagged up by marking them with a colour so they can readily be seen. The Act checkbox allows you to specify whether or not the procedure is active (i.e. whether the checklist tab should be populated each time a case is registered). You can link procedures to individual Case Types. Procedures allow you to specify the essential actions that need to be taken when a particular type of case (or service request) is created. You can also specify the deadlines (Checkpoints) that need to be met for each action. The example below shows how the General Enquiry Procedure has been linked to the General Enquiry case type. See the section on Procedures for more information. Please Note! After adding a new case type, please remember to click the 'Create New Dir. Structure' button in the Parameters tab in order to make sure that a subdirectory for the new case type is created. Clicking on the Remove button to the far right of a case type and procedure, removes the attachment of the procedure with the case type. Department Defines the various departments using the GeoEnviron system. 54

57 Events Defines the events which can take place during the progress of a case. The events are registered under the 'Case Details > Case Progress' tab, and are used in connection with the calculation of time expenditure in the same tab. Case Structure Defines selectable codes for part 1 and part 2 of case file numbers as part of the facility 'automatic generation of case file number'. The hyphen '-' between the parts is added automatically. 55

58 The 'Part 2' sub tab consists of three columns. Only the codes in the second column (Part 2b) are added to the case file numbers. The first column (Part 2a) makes it possible to group the codes. Within each of these groups you can add similar codes in the second column - as long as the combination is unique. And, of cause, all records may contain different descriptions. Parameters Defines a directory structure where case documents are saved to. For each year a new main directory and a subdirectory for each case type is created when clicking the 'Create New Dir. Structure' button. A document is saved to the subdirectory of the case type of the case the document belongs to. Please Note! The first day of a new year, and after adding a new case type (and before you start using the system), please remember to click the 'Create New Dir. Structure' button in order to make sure that a new main directory for this year and a subdirectory for each case type is created. Should this be forgotten, an error will occur when a document is saved and the program is not able to find the subdirectory of the case type of the case the document belongs to. Templates Defines MS Word standard letter templates available to case officers. 56

59 First, save document templates as.doc file type to a common file folder. Next, insert a new record for each template one at a time in this tab. Navigate to and select the template file using the button with the folder icon. After updating, the template file can be opened by clicking on the button while your mouse cursor or focus is on the template. Two types of templates can be defined in this tab; Bookmark documents (to one person) or Merge documents (to several persons). The insert method (bookmark or merge) must be defined for each template. Standard letters to one or several persons can be created using templates from the Document tab in the site modules. The content of the letters is automatically filled in with data retrieved from various data fields in the GeoEnviron database. How to Insert Bookmarks into Templates Create a bookmark document template in MS Word in this way: Open up MS Word, create a new document and type in the content of your letter. Select the Tools > Settings menu item. Navigate to the tab Show and click in the Bookmarks checkbox. After clicking OK, bookmarks will be shown (like this ) in the document. Position your cursor at the place in your document where you would like the bookmark to be entered. Select the Insert > Bookmark menu item. A dialog appears. Enter a bookmark name into the top field of the window (see the list of available bookmarks below) and click Insert. Bookmarks should now be entered in your letter template. Repeat the three previous steps for each bookmark you wish to add (each bookmark can only be used once!). Close the dialog when you have finished. Select the Tools Settings menu item. Navigate to the tab Show and click in the Bookmarks checkbox. After clicking OK, bookmarks will not be shown (like this ) in the document. Save the letter template in any location you wish, and close the file. The following bookmarks can be used: C ompany company_no central_company_no C ompany no. of company (in the C ompany Details tab) Trading licence no. of company (in the C ompany Details tab) C ase Details caseno File/Plan no. of case (in the C ase Details tab) 57

60 Document regdate doc_date response_date init case_officer_name case_officer_name_2 title telephone bno sub_bno bname address postcode postdistrict name name_2 att stage comments Registration date of document (in the Document tab) Document date (in the Document tab) Response date of document (in the Document tab) Initials of case officer (in the Document tab) Name of case officer (in the Document tab) Name of case officer, 2nd time (in the Document tab) Title of case officer (selected in the Document tab) Telephone number of case officer (selected in Document tab) address of case officer (selected in the Document tab) Building no. of addressee (in the Document tab) Sub building no. of addressee (in the Document tab) Building name of addressee (in the Document tab) Address of addressee (in the Document tab) Postcode of addressee (in the Document tab) Postal district of addressee (in the Document tab) Name of addressee (in the Document tab) Name of addressee, 2nd time (in the Document tab) Reference person on addressee (in the Document tab) Description of addressee (in the Document tab) Remark of document (in the Document tab) How to Insert Merge Fields into Templates Create a mail merge template in MS Word in this way: Open up MS Word, create a new document and type in the content of your letter. Navigate to Tools > Letters & Mailings > Show Mail Merge Toolbar (see figure below). Position your cursor at the place in your document where you would like the merge field to be entered. Click on the insert Merge Fields tool on the mail merge tool bar. The Insert Merge Fields dialog appears. Select one at a time the fields you would like to include in your document from the list and click Insert. Click Close when you have finished. Merge fields should now be entered in your letter template. It should look something like this: «postcode» «locality» Save the letter template in any location you wish, and close the file. The following merge fields can be used: Site siteaddress Address of site (in the Registration C asement) C ontact name address postcode Name of contact (in the C ontacts or C ase C ontacts tab) Street of contact (in the C ontacts or C ase C ontacts tab) Postcode of contact (in the C ontacts or C ase C ontacts tab) 58

61 locality Postal district of contact (in the C ontacts or C ase C ontacts tab) C ase Details caseno File/Plan no. of case (in the C ase Details tab) Document documentno regdate init caseofficername caseofficertitle telephone Last 6 digits of doc.no. of document (in the Document tab) Registration date of document (in the Document tab) Initials of case officer (in the Document tab) Name of case officer (in the Document tab) Title of case officer (selected in the Document tab) Telephone number of case officer (selected in the Document tab) address of case officer (selected in the Document tab) Note Titles Defines note headings, selectable on the case notes tab. Case Status Defines status of cases. The system type defines in which modules the case status code is selectable on the 'Case Details' tab. Procedures List The first main tab, List, in the Procedures tab folder provides an overview of all the procedures recorded on the second main tab. Clicking the button to the far right of a procedure, retrieves from the database this procedure on the Procedures tab. Super users are able to create a new procedure based on an existing one. Clicking the button to the far right of a procedure inserts a copy of this procedure which can be edited. The old procedure is locked (non-editable) and will no longer appear in the List tab when the start date of the new procedure is reached. However, old procedures may still be shown by clicking the 'Show all/hide' button. 59

62 Procedures This tab holds basic information concerning the procedures. Some of this information is also accessible in the Procedures List tab. A new procedure can be registered by clicking the Insert button while your mouse cursor or focus is in a field in this tab. Enter the Id number for the procedure. Enter the name of the procedure in this field. You can allocate a sort key for each procedure. The sort key determines the order in which the procedures are displayed. The field accepts only integers. The procedures are sorted in ascending order. It is advisable to enter sort keys with an interval - e.g. 10, 20, 30, etc. as it makes it possible for you to easily alter the sort order, if necessary at a later date. Enter start date of procedure. Enter end date of procedure. This field is used to store a link/pathway to a document or webpage describing the procedure. The document file can be placed either in a common folder, on your organisation's intranet or the Internet. The button with the folder icon is used to navigate to and select the file. The button is used to open the file. Path to a flow chart of the procedure. The file can be placed either in a common folder, on your organisation's intranet, or the Internet. The button with the folder icon is used to navigate to and select the file. The button is used to open the file. Detailed information on a procedure can be recorded on sub tabs which are described in the following. Fields and buttons in the Task List tab Seq: You can allocate a sort key for each checkpoint. The sort key determines the order in which the checkpoints are 60

63 displayed. The field accepts only integers. The checkpoints are sorted in ascending order. It is advisable to enter sort keys with an interval - e.g. 10, 20, 30, etc. as it makes it possible for you to easily alter the sort order, if necessary at a later date. Id*: Enter the Id number for the task. Task Description*: Enter a brief description of the task. In order to enter or show a detailed description of the task point the cursor to the task field and click on the expand viewing button in the top right corner of the tab. Optional: Check this field if the case can be closed not using the checkpoint. S*: Number of calendar days counted from case received date where the task is expected to start. D*: Number of calendar days counted from case received date where the task must end. Dep*: Select the department responsible for the checkpoint from a list box. C: Mark if the checkpoint should be shown in the calendar. Available actions are: Template: Creates a standard letter in Word using a document template. For this action type a reference to a docum ent template can be selected in the Ref. field. The selectable document templates must be registered on the Templates tab in the Case Management base tables beforehand. None: No action is defined and no action button is shown for the checkpoint. The Purpose Tab The purpose of the procedure can be described in an unlimited text field in this tab. The Responsibility Tab The division of responsibilities for the procedure can be described in an unlimited text field in this tab. The Examples Tab References to examples of usage of the procedure can be registered here. Fields and buttons in the Examples tab Sorting: You can allocate a sort key for each record. The sort key determines the order in which the records are displayed. The field accepts only integers. The checkpoints are sorted in ascending order. It is advisable to enter sort keys with an interval - e.g. 10, 20, 30, etc. as it makes it possible for you to easily alter the sort order, if necessary at a later date. Id: Enter the Id number for the example. Example: Enter a brief description of the example here. Path to Document: This field is used to store a link/pathway to a document or webpage describing the example. The document file can be placed either in a common folder or on your organisation's intranet. The button with the folder icon is used to navigate to and select the document file. The button is used to open the file. The Related Procedures Tab 61

64 Links to other procedures that are related to the procedure in question can be registered in this tab. To add a new related procedure, have focus on the tab and click the Insert button to add an empty line. Then click the -button to open a list box and select from the list of available procedures the procedure to be referenced. Click Update to save. Enter a brief description of the related procedure in the Comments field. Clicking the display question. button to the far right of a related procedure reference, retrieves from the database the procedure in 62

65 Reports Ability to archive sites There are two categories of sites 'active sites' and 'archived sites'. Each individual user has the ability to decide whether or not the system should look only for active sites when carrying out searches or producing standard reports, or whether it should include archived sites. This is done by setting an initialisation parameter known as hide_archive within the systems initialisation settings (see the chapter on 'System Setup' for further information). When the hide_archive parameter is enabled, archive sites are not visible within the module and they are not taken into account in any of the standard reports generated by the system. The Selected Sites Report Site records retrieved by a query are presented in the overview window of the module. It is possible to list the retrieved records in a report window. This report window is opened by clicking on the Print icon button in the overview window of the module. The report window can be printed or data can be exported from the report window to a file using the standard facility 'Save as...' that is available when clicking the right mouse button in the report window. For each site in the PPC module, the following data is printed: Site Id - from the registration casement 63

66 Site name - from the registration casement Address - from the registration casement Postal code - from the registration casement Installation type - from the Company Details tab 64

67 The Case Action/Inspection Sheet Case Action You are able to print off a case inspection form by clicking the Report button on the 'Case Details' tab while a case related to the site is active. This form contains essential information on the case related to the site and includes a small area at the bottom of the page that allows you to make notes when out on a site visit. The Cases in Progress Report The Cases in Progress report lists all ongoing cases that are started within the selected period plus all appointments/tasks (controls) and inspections planned for this period (- by a particular case officer if specified), registered in one of the modules Case Management, CL Investigation, CL Enforcement, PPC, or all modules. Please Note! For specifying search criteria in the module, active on, and period code fields, see the paragraph 'Code Fields of Inspections Reports' in the beginning of this chapter. Select module from the dropdown list box, specify active on date, period (either from list box or by entering date values), and possibly initials of case officer, then click the Retrieve button. 65

68 For each site, information in the following fields is printed: Site name and address - from the registration casements User defined field 2 (code and code name) - from the registration casements Installation type (code and code name) - from the Company Details tab Case type (case, appointment/task or inspection?) - from CaseDetails, App./Tasks, Inspec.List tabs Date received/date controlled/start insp.period - from CaseDetails, App./Tasks, Inspec.List tabs C.O. (initials of case officer) - from CaseDetails, App./Tasks, Inspec.List tabs Comments (case subject/comments) - from CaseDetails, App./Tasks, Inspec.List tabs Inspections Reports Code Fields of Inspections Reports Some common code fields are used in many of the Inspections reports. When using these code fields, please be aware of the following: The Module and 'Active on' Code Fields In reports having a module/system type code field (for retrieving data from either a single module or from all modules) and an active on code field, data is retrieved in the database based on the following rules: For the PPC module data in the 'Closed, Date' field on the 'Company Details' tab is checked. If no date exists in this field, the company is active whether the 'Active' checkbox on the 'Company Details' tab is checked or not! For the Case Management and Contaminated Land modules the date in the 'active on' code field has no effect. The Period Code Field Click the Period button and select an interval from the list box appearing (- or simply enter the contents in the two white code fields if you already know the numbers). The C.O./Init field can be filled out with initials of a case officer, if which case only the record(s) with these initials will be retrieved in the database. If you choose not to fill out the Init field, all records for all case officers are retrieved in the database. This field only occurs in some Inspection reports. When you have filled out the fields, click the Retrieve button. The report will now be generated. In most of the reports having a period code field, the following important rule applies (- unless another rule is specified): Cases having a 'Date Received' before the period you have specified in the code field are not retrieved in the database when the report is generated. Inspections having an inspection period partially within the period you have specified in the code field are retrieved in the database when the report is generated. 66

69 67

70 The Appointments/Tasks Executed Report The 'Closed Cases' report lists all closed cases that are started and ended within the selected period plus appointments/tasks (controls) and inspections executed in this period (- by a particular case officer if specified), registered in one of the modules Case Management, CL Investigation, CL Enforcement, PPC, or all modules. Please Note! For specifying search criteria in the system type and period code fields, see the paragraph 'Code Fields of Inspections Reports' in the beginning of this chapter. Select system type (module) from the dropdown list box, specify period (either from list box or by entering date values) and possibly initials of case officer, then click the Retrieve button. For each site, information in the following fields is printed: Site name and address - from the registration casements User defined field 2 (code and code name) - from the registration casements Installation type (code and code name) - from the Company Details tab Case type (case, appointment/task or inspection?) - from CaseDetails, App./Tasks, Inspec.List tabs Init. (initials of case officer, exec. by) - from CaseDetails, App./Tasks, Inspec.List tabs Date received/date controlled/start insp.period - from CaseDetails, App./Tasks, Inspec.List tabs Date closed (date executed) - from CaseDetails, App./Tasks, Inspec.List tabs Comments (case subject/comments) - from CaseDetails, App./Tasks, Inspec.List tabs 68

71 The Outstanding Inspections Report The 'Outstanding Inspections' report lists all planned inspections that fall completely or partially within the selected peri od and are registered in one of the modules Case Management, CL Investigation, CL Enforcement, PPC, or all modules. Inspections can be listed for a particular case officer, if specified. Please Note! For specifying search criteria in the system type, active on and period code fields, see the paragraph 'Code Fields of Inspections Reports' in the beginning of this chapter. Select system type (module) from the dropdown list box, specify active on date, period (either from list box or by entering date values), and possibly initials of case officer, then click the Retrieve button. For each inspection, information in the following fields is printed: Site name and address - from the registration casements User defined field 2 (code and code name) - from the registration casements Installation type (code and code name) - from the Company Details tab Case officer (planned) initials - from Inspection List tab Inspection type - from Inspection List tab Inspection period - from Inspection List tab Inspection comments - from Inspection List tab The Completed Inspections Report The 'Completed Inspections' report lists all inspections, that are executed and signed by a case officer within the selected period and are registered in one of the modules CL Investigation, CL Enforcement, PPC, or all modules. Executed inspections can be listed for a particular case officer, if specified. Executed inspections are listed on both active and inactive companies. Please Note! For specifying search criteria in the system type and period code fields, see the paragraph 'Code Fields of Inspections Reports' in the beginning of this chapter. Select system type (module) from the dropdown list box, specify period (either from list box or by entering date values) and possibly initials of case officer, then click the Retrieve button. 69

72 For each executed inspection, information in the following fields is printed: Site name and address - from the registration casements User defined field 2 (code and code name) - from the registration casements Installation type (code and code name) - from the Company Details tab Case officer (planned) initials - from Inspection List tab Inspection type - from Inspection List tab Planned inspection period - from Inspection List tab Date executed - from Inspection List tab Executed by (initials of case officer) - from Inspection List tab Inspection comments - from Inspection List tab The No. of Inspections Report The 'No. of Inspections' report lists for the specified year the number of planned and executed inspections, for each of the four inspection periods and for the whole year. The calculation includes all sites (active or inactive) with inspections attached for the specified year, registered in one of the modules CL Investigation, CL Enforcement, PPC, or all modules. Please Note! This report can list up to four inspection periods per year which are defined in code tables selecting the 'Base Tables > Common Base Tables > Inspection' menu item and the 'Planning Periods' tab. Select system type (module) from the dropdown list box and specify year, then click the Retrieve button. For each site with inspections, information in the following fields is printed: User defined field 2 (code and code name) - from the registration casements Site name and address - from the registration casements Installation type (code and code name) - from the Company Details tab No. planned inspections for plan period 1 of the year - Calculated field (from Insp.List tab) No. executed inspections for plan period 1 of the year - Calculated field (from Insp.List tab) No. planned inspections for plan period 2 of the year - Calculated field (from Insp.List tab) 70

73 No. executed inspections for plan period 2 of the year - Calculated field (from Insp.List tab) No. planned inspections for plan period 3 of the year - Calculated field (from Insp.List tab) No. executed inspections for plan period 3 of the year - Calculated field (from Insp.List tab) No. planned inspections for plan period 4 of the year - Calculated field (from Insp.List tab) No. executed inspections for plan period 4 of the year - Calculated field (from Insp.List tab) Total number of planned inspections for the year - Calculated field (from Insp.List tab) Total number of executed inspections for the year - Calculated field (from Insp.List tab) The Inspection Statistics Report The 'Inspection Statistics' report calculates various statistics on case management such as the number of ingoing and handled cases, time consumption on case management etc. - for one of the modules Case Management, CL Investigation, CL Enforcement, PPC, or all modules. Please Note! For specifying search criteria in the system type and period code fields, see the paragraph 'Code Fields of Inspections Reports' in the beginning of this chapter. Select system type (module) from the dropdown list box, specify period (either from list box or by entering date values), then click the Retrieve button. The following information is printed: No. cases received - calc. field (data from Case Details tab) No. cases closed - calc. field (data from Case Details tab) No. cases closed within 3 months - calc. field (data from Case Details tab) No. cases closed after 3 months - calc. field (data from Case Details tab) No. outstanding inspections - calc. field (data from Inspection List tab) No. planned inspections on no. sites in the period - calc. field (data from Inspection List tab) No. appointments/tasks on no. sites in the period - calc. field (data from Appointments/Tasks tab) The Inspection Statistics Report 71

74 The 'Inspection Statistics' report calculates various statistics on case management such as the number of ingoing and handled cases, time consumption on case management etc. - for one of the modules Case Management, CL Investigation, CL Enforcement, PPC, or all modules. Please Note! For specifying search criteria in the system type and period code fields, see the paragraph 'Code Fields of Inspections Reports' in the beginning of this chapter. Select system type (module) from the dropdown list box, specify period (either from list box or by entering date values), then click the Retrieve button. The following information is printed: No. cases received - calc. field (data from Case Details tab) No. cases closed - calc. field (data from Case Details tab) No. cases closed within 3 months - calc. field (data from Case Details tab) No. cases closed after 3 months - calc. field (data from Case Details tab) No. outstanding inspections - calc. field (data from Inspection List tab) No. planned inspections on no. sites in the period - calc. field (data from Inspection List tab) No. appointments/tasks on no. sites in the period - calc. field (data from Appointments/Tasks tab) 72

75 The Enforcement Summary Report The 'Enforcement Summary' report lists all enforcements within the specified period that are registered in one of the modules CL Investigation, CL Enforcement, PPC, or all modules. Enforcements can be listed either for a single or all modules. Enforcements are listed on both active and inactive companies. Please Note! For specifying search criteria in the system type and period code fields, see the paragraph 'Code Fields of Inspections Reports' in the beginning of this chapter. Select system type (module) from the dropdown list box, specify period (either from list box or by entering date values), then click the Retrieve button. For each enforcement, information in the following fields is printed: Site name and address - from the registration casements User defined field 2 (code and code name) - from the registration casements Installation type (code and code name) - from the Company Details tab Enforcement type - from the Enforcement tab Comments - from the Enforcement tab C.O. (initials of case officer) - from the Enforcement tab Enforcement date - from the Enforcement tab The Performance Statistics Report The 'Performance Statistics' report calculates various statistics on case management in three report tabs each of which can be turned off/on via three check boxes. The three report tabs calculate per case type the number of cases received, the number of cases closed, and performance statistics on case management within the selected period (for a particular case officer or department if specified). Data is retrieved from all the modules Case Management, CL Investigation, CL Enforcement, and PPC. Specify period by entering date values, possibly initials of case officer (either from list box or by entering case officer code), possibly department. Turn off any irrelevant report tabs, then click the Retrieve button. 73

76 In the 'Cases Received' tab, the following information is printed: No. cases received per case type in the period - calc. field (data from Case Details tab) Total no. cases received per case type in period - calc. field (data from Case Details tab) In the 'Cases Closed' tab, the following information is printed: No. cases closed per case type in the period - calc. field (data from Case Details tab) Total no. cases closed per case type in the period - calc. field (data from Case Details tab) The 'Performance Statistics' tab calculates per case type and procedure performance statistics on individual checkpoints within the selected period. 74

77 For each case type and procedure, the following information is printed: No. tasks annulled - calc. field (data from Checkpoints tab) Total no. tasks annulled - calc. field (data from Checkpoints tab) No. tasks deadline met - calc. field (data from Checkpoints tab) Total no. tasks deadline met - calc. field (data from Checkpoints tab) No. tasks closed deadline not met - calc. field (data from Checkpoints tab) Total no. tasks closed deadline not met - calc. field (data from Checkpoints tab) No. tasks active deadline not met - calc. field (data from Checkpoints tab) Total no. tasks active deadline not met - calc. field (data from Checkpoints tab) For all case types and procedures, the following information is printed: Grand Total no. tasks annulled - calc. field (data from Checkpoints tab) Grand Total no. tasks deadline met - calc. field (data from Checkpoints tab) Grand Total no. tasks closed deadline not met - calc. field (data from Checkpoints tab) Grand Total no. tasks active deadline not met - calc. field (data from Checkpoints tab) The Document List Report The 'Document List' report lists all incoming or outgoing documents for a department with a specific received date - and for a particular case officer, if specified. Data is retrieved from all the modules Case Management, CL Investigation, CL Enforcement, and PPC. Enter date received for case documents (the date of today is shown), choose type of document (incoming or outgoing mail) from the dropdown list box, select department from list box, and enter possibly initials of case officer, then click the Retrieve button. For each case document, information in the following fields is printed: Name of sender or addressee - from the Document tab Address of sender or addressee - from the Document tab Description of document - from the Document tab Case ref. - from the Case Details tab Initials of case officer - from the Document tab 75

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79 Case Management on Working Days Setting Calculate Expiry Date Using Working Days In GeoEnviron 8.1 you can calculate your Case Management expiry date based upon working days, rather than a standard calender. Key Features: Calculate expiry date based upon working days Why not watch our short video on how to set Case Management to only use working days in GeoEnviron? Click here for more information 77

80 Or View the Manual Below? Case Management on Working Days To edit Case Management settings navigate to: System Adm. > Settings > Initialisation Settings 78

81 From there expand the 'Case Management' field by clicking on the cross highlighted below. 79

82 Clocking expand on the cross will bring you to this screen, where you can enter either 'Yes' or 'No' to manage your Case Management working days setting. 80

83 Click update to save the setting. Your Case Management will now factor in working days into its calculation. 81

84 Case Management Documents Tab Document Date is Now a Required Field Document date is now a required field in case management, when linking a document to a case. This is to ensure no documents go undated. Key Features: Manage associated document data effectively Change settings to populate with today's date Why not watch our short video on how to Case Management document settings in GeoEnviron? Click here for more information 82

85 Or View the Manual Below? How to get change Case Management document date settings in GeoEnviron To find help using GeoEnviron navigate to: System Adm. > Settings > Initialisation Settings. 83

86 By clicking on Initialisation Settings you will be presented with the following page. 84

87 From here you can expand the Document Management settings by clicking upon the cross next to it 85

88 Then type yes into the highlighted field before clicking Update 86

89 Part 2 When enetering a new document into the Document tab of Case Management, document date is now a required field. To see this first open up Case Management in either Contaminated Land or Case Management Modules 87

90 From here navigate the chain to: Case Information > Case Details > Document 88

91 From here you can see that 'Doc Date' is now a required field 89

92 Because of the settings we amended earlier, when we link a document to a Case the date automatically fills in with today's date 90

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94 Case Management - Events Report Events Report A new report is available in Case Management - Events Report. This allows you to manage your case events. Key Features: Filter by event type Filter by case type Filter by date range Why not watch our short video on how to create Events Reports in GeoEnviron? Click here for more information 92

95 Or View the Manual Below? Case Management - Events Report Guide First navigate to Reports > Case Management > Events Report 93

96 Then edit your desired dates before clicking Retrieve 94

97 This will bring up a results screen for the report 95

98 To amend the Case Type or Event Type simply click in the boxes highlighted below, and then click Retrieve 96

99 This will successfully bring up your results, filtered by either the Case Type or the Events Type. 97

100 Case Management - Case Contacts in the Documents Tab Add Case Contacts to Documents In GeoEnviron 8.1 you can now add Case Contacts in the Documents tab Key Features: Manage contacts associated with a case easily Why not watch our short video on how to manage case contacts in GeoEnviron? Click here for more information 98

101 Or View the Manual Below? Case Management - Case Contacts You can now enter case contacts in Case Management Navigate to Case Management either through the Contaminated Land or the Case Management Modules Site Modules > Case Management 99

102 From here navigate to: Case Information > Case Details > Contacts 100

103 From here you can copy the address from contacts, before clicking update to save the record. 101

104 Case Management - Procedures Assigned to Case Officers Procedures assigned to Case Officers You can now assign procedures to Case Officers in GeoEnviron helping you stay on top of your work-flow. Key Features: Easily manage procedures and designate responsibility of tasks. Why not watch our short video on how to assign procedures to case officers in GeoEnviron? Click here for more information 102

105 Or View the Manual Below? Case Management - Assign Case Officer to Procedure Navigate to Case Management in either Contaminated Land or Case Management Modules Site Modules > Contaminated Land > Case Management 103

106 Navigate to: Case Information > Case Details > Procedure 104

107 Double Click on the area to the right of Procedures to bring up the Basetable for Procedures. 105

108 Click Insert to add a new Procedure 106

109 Click in the highlighted area to insert a new procedure 107

110 Then click the 'L' to insert a new Case Officer linked to the Procedure. 108

111 Then click update to save your settings. 109