Shanduka External User Manual

Transcription

1 Shanduka External User Manual Compiled by Core Focus (Pty) LTD 1 st May 2017 Author: Core Focus Version Number V2.0 Page 1 of 39

2 INTRODUCTION The South African National Accreditation System (SANAS) has identified a need for a web based client application system. The system should be a web-based system and should track the application process and ease the application process for the SANAS clients. PURPOSE OF DOCUMENT The purpose of this user manual is to assist SANAS users with the Shanduka application. By using the user manual, users will be able to: Login to the Shanduka system Create the organisational hierarchy Delegate control over certain aspects of the organisational hierarchy for maintenance on the information Populate the system with relevant required information Generate and store applications for submission to the Nominated Representative by the Branch Administrators Approve or reject stored applications to be completed by the Nominated Representative Submit approved applications to SANAS by the Nominated Representative Track the application process Print submitted applications Submit enquiries to SANAS. DOCUMENT HISTORY Version Change Date Drafter Change Description May 2017 Danie Petzer Draft manual May 2017 Danie Petzer Publish Author: Core Focus Version Number V2.0 Page 2 of 39

3 DOCUMENT APPROVAL Version Approval Date Approver Signature May 2017 Danie Petzer Author: Core Focus Version Number V2.0 Page 3 of 39

4 Table of Contents Introduction... 2 Purpose of Document... 2 Document History... 2 Document Approval... 3 Appendix B (External User Manual) General Instructions Accessing the Site System Icons/Buttons Organisation Hierarchy and System Layout Organisational Nominated Representative Branch/Laboratory/Satellite Office Administrator Welcome Page Account Registration User Login Password Change Recover Password Application Process as A Nominated Representative Initial Registration Phase User Information Terms And Conditions Registration of Organisation/Conformity Assessment Body (CAB) Nominated Representative Welcome Page Pending Applications Submitted Applications Logged In User Details Important Reads Notifications Organisation Information Representatives View Documents Branches Author: Core Focus Version Number V2.0 Page 4 of 39

5 3.4.1 Information Personnel Depots View Documents Applications General Requirements Scope of Application Generate Application Review and Submit Application Print Application View Declarations Documentation Required Documents Publications User Manual Enquiries User Settings Information Branch Administrator Responsibilities Initial Registration Phase User Information Branch Representative Welcome Page Rejected Applications Reviewed Applications Logged In User Details Important Reads Notifications Branches Information Personnel Depots View Documents Applications General Requirements Author: Core Focus Version Number V2.0 Page 5 of 39

6 4.4.2 Scope of Application Generate Application Documentation Required Documents Publications User Manual Enquiries User Settings Information Author: Core Focus Version Number V2.0 Page 6 of 39

7 APPENDIX B (EXTERNAL USER MANUAL) 1 GENERAL INSTRUCTIONS 1.1 ACCESSING THE SITE The Shanduka system is a web based application. In order to access the website, you must have internet access, an up to date Browser and username and password, which is obtained during the registration phase. To access the website, the following web address must be used: SYSTEM ICONS/BUTTONS The following icons or buttons enable you to perform actions with the information saved on the system. 1.3 ORGANISATION HIERARCHY AND SYSTEM LAYOUT A brief description of a typical Organisation hierarchy and an overview of how the system has been designed, is presented visually in Image 1: System Structure below. Image 1: System Structure 1.4 ORGANISATIONAL NOMINATED REPRESENTATIVE If you are the Organisational Nominated Representative (NR), you will be able to view and perform the actions available to the Nominated Representative on the site navigation. All the items as described in the application process, must be completed upon first using the system before considering your application as complete and submitted to SANAS. The application process is presented visually in Image 2: Nominated Representative Responsibilities below. Please follow item 3. Application Process as a Nominated Representative in the document index. Author: Core Focus Version Number V2.0 Page 7 of 39

8 Author: Core Focus Version Number V2.0 Page 8 of 39

9 Image 2: Nominated Representative Responsibilities Author: Core Focus Version Number V2.0 Page 9 of 39

10 1.5 BRANCH/LABORATORY/SATELLITE OFFICE ADMINISTRATOR If you have been delegated the role of Branch/Laboratory/Satellite Office Administrator by the Organisational Nominated Representative, you will be able to view and perform the actions available to the Branch/Laboratory/Satellite Office Administrator on the site navigation. As a Branch/Laboratory/Satellite Office Administrator, you will be able to maintain information related to your branch, and also compile applications that can be reviewed by the Organisational Nominated Representative and submitted to SANAS. The information maintenance and application generation process is presented visually in Image 3: Branch Administrator Responsibilities below. Please follow item 4 Branch Administrator Responsibilities in the document index. Author: Core Focus Version Number V2.0 Page 10 of 39

11 Image 3: Branch Administrator Responsibilities Author: Core Focus Version Number V2.0 Page 11 of 39

12 2 WELCOME PAGE When browsing to the provided web address, you will be greeted by the Welcome screen. 2.1 ACCOUNT REGISTRATION If this is the first time you are registering with SANAS, ensure that you follow the registration process. If you have registered with SANAS before, continue to the Login page. External users gain access and a unique identity to the system by completing the user registration. This process only needs to be completed once by an external user and in the event that a user has forgotten their credentials, the registered member can easily reset their password given that they have access to the address the registration was done with. The actions needed to complete Account Registration are as follows: a. Click on the Register link on the Welcome Page. b. Complete the Registration Form. c. Click on the Create Account button to submit the registration request. d. Click on the Continue button to return to the Welcome Page. e. Check your for your registration details. Remember to check your junk and clutter folders if the is not in your inbox. Author: Core Focus Version Number V2.0 Page 12 of 39

13 2.2 USER LOGIN Once you have received the containing your user account details, you will be able to login to the system from the Welcome Page. To login to the site perform the following actions: a. Click on the Login link on the Welcoming Page. b. Provide your user credentials as provided in the SANAS Account Details that was received. c. Click on the Sign In button to sign into your account. 2.3 PASSWORD CHANGE Changing your password can be done once you are logged in to the system. This action can be performed by selecting Change Password from the User Settings tab on the navigation bar. The actions needed to complete a Password Change as follow: a. Provide the requested information as explained on the Change Password page. b. Once all the information is complete, click the Change button. c. You will be directed to your Welcome page. Author: Core Focus Version Number V2.0 Page 13 of 39

14 2.4 RECOVER PASSWORD In the event of failing to recall your account login details, use the password recovery function to receive a new password. Please read the guidelines provided on the page for more information. The actions needed to recover your password are as follows: a. Select the Recover Password link on the site Home Page b. Provide your into the address field. c. Click on the Recover button to submit the request. d. Check your for your new password. Remember to check your junk and clutter folders if the is not in your inbox. 3 APPLICATION PROCESS AS A NOMINATED REPRESENTATIVE 3.1 INITIAL REGISTRATION PHASE During the initial registration phase, you will provide your user information, accept the terms and conditions of submitting applications to SANAS and register your Organisation s initial information USER INFORMATION Upon logging into the system for the first time, you will be directed to the User Information page where you must enter your contact information that will accompany your user credentials in the system. Please read the guidelines provided on the page for more information. After completing this form, you will be able to update the information from the User Settings tab on the navigation. The actions needed to complete the User Information are as follows: a. Complete the User Information form. b. Click on the Save button in order to continue to the Terms and Conditions Page. Author: Core Focus Version Number V2.0 Page 14 of 39

15 3.1.2 TERMS AND CONDITIONS In order to continue with the application process, you must accept the terms and conditions. The actions needed to accept the Terms and Conditions are as follows: a. Read and understand the Terms and Conditions b. Click on the check box at the bottom of the Terms and Conditions page in order to accept the terms and conditions. c. Click on the Accept button to accept the terms and conditions of SANAS. In the event that you do not agree with the Terms and Conditions, please click on the Cancel button and you will be redirected back to the Welcome Page REGISTRATION OF ORGANISATION/CONFORMITY ASSESSMENT BODY (CAB) Once the terms and conditions of SANAS have been accepted you will be directed to the page where you will be able to register your Organisation/CAB. This registration process will only take place once. Upon logging in to the system again, the captured information will be available for you to manage as part of your profile. The actions needed to complete the Organisation/CAB Register are as follows: a. Complete the Organisation/CAB Register form by providing the required information. b. Click on the Save button in order to continue. Author: Core Focus Version Number V2.0 Page 15 of 39

16 3.2 NOMINATED REPRESENTATIVE WELCOME PAGE After the completion of the Initial Registration phase you will be directed to your Welcome page. This page informs you of important information such as Important Reads, Logged In User Details, Pending Applications and Submitted Application Status PENDING APPLICATIONS The pending applications section will provide you with information of any applications that have not been submitted to SANAS and require your review and approval SUBMITTED APPLICATIONS The submitted applications section will inform you to what the status of your submitted applications are within SANAS LOGGED IN USER DETAILS The logged in user details section provides you with information regarding the logged in user. Please ensure that this information is always up to date, as SANAS will use this information to contact you as the Nominated Representative if required IMPORTANT READS The important reads section provides you with information to read before completing your information on the system. It contains information about the documentation that must be made available to SANAS as part of your electronic application NOTIFICATIONS The notifications section will inform you of any new developments or end user requirements for the use of the system that may arise during the systems lifetime. Author: Core Focus Version Number V2.0 Page 16 of 39

17 3.3 ORGANISATION INFORMATION This page allows you to further provide important information concerning your organisation and must be updated before proceeding to the Representative page. Click on the Edit icon next to the Organisation name and complete all the information on the presented form REPRESENTATIVES The representatives section provides you with the ability to capture and update representative information such as your Invoice Representatives for your organisation as the information needs to accompany your application. Optionally as the Organisational Nominated Representative, you can choose to add a Branch Administrator and assign this resource to a captured branch and have him/her manage and maintain the information related to that branch on the system. The Branch Administrator will also have the ability to generate applications and submit them to you as the Organisational Nominated Representative for approval and final submission to SANAS. Click on the Edit icon next to the representative information to update the saved information. Click on the Add new item icon to add more representatives by completing the form that is displayed. Author: Core Focus Version Number V2.0 Page 17 of 39

18 3.3.3 VIEW DOCUMENTS This page allows you to view all the documents uploaded as part of your organisation information. 3.4 BRANCHES INFORMATION This page allows you to provide more detail on your organisation to which Field of Accreditation the entity would like to be accredited for. It is extremely important to complete this information even if you are a single facility without branches that is seeking accreditation. You can update the information by selecting the Edit icon next to the default value for your organisation. To update the information, complete the displayed form. Author: Core Focus Version Number V2.0 Page 18 of 39

19 Multiple Branches For organisations with multiple branches, update the default item that was created for your organisation by clicking the Edit icon next to the Branch name. To add additional branches to the system for your organisation, select the Add new item link and complete the presented form. Author: Core Focus Version Number V2.0 Page 19 of 39

20 3.4.2 PERSONNEL Each branch will have personnel linked to them as assigned by you. These personnel records accompany your application. To add a personnel record and link it to a branch record, select the Add new item link and complete the presented form. Remember to use the Select icon to filter the page information to view records linked to each other DEPOTS If your organisational structure consists of depots, you will be able to add the depot information on this page linking the depots to their parent branches. Author: Core Focus Version Number V2.0 Page 20 of 39

21 To add a depot, select the Add new item link and complete the presented form. Remember to use the Select icon to filter the page information to view records linked to each other VIEW DOCUMENTS The view documents page enables you to view the documents uploaded per branch record. Select the branch to have the uploaded documents returned for you to view. Author: Core Focus Version Number V2.0 Page 21 of 39

22 3.5 APPLICATIONS GENERAL REQUIREMENTS As part of your electronic application, you must submit your answers to the General Requirements per Field of Accreditation that your branch is applying for accreditation. To add or edit an answer sheet for the General Requirements for a branch, select the branch from the dropdown and complete the requested information. Submit the information by selecting the Submit button at the bottom of the sheet. Use the Select icon next to the Branch name that the information was submitted for to view the information. Author: Core Focus Version Number V2.0 Page 22 of 39

23 3.5.2 SCOPE OF APPLICATION The scope of application is required in order to submit an electronic application. This scope of application must be completed for each branch that you want to submit an application for. Once you have completed the scope of application with your specifications, the items will be saved and will be available for selection when you generate your application. The actions needed to be completed scope of application are as follows: a. Click on the Add New Item link. b. Select the information relevant to your application. c. If applicable, assign a technical signatory to the scope. d. Click on the Next button to continue providing information. Author: Core Focus Version Number V2.0 Page 23 of 39

24 e. Click the Add button to add additional information to the scope f. Click the Review/Edit button to add information should it be required else click on the Save button to save your information. g. Click the Save button to submit the form. Use the Select icon to filter the information that is captured per branch. Author: Core Focus Version Number V2.0 Page 24 of 39

25 3.5.3 GENERATE APPLICATION The generate application page will allow you to compile an application based on the assessment type and information linked to the branch that you want to do the application for. To generate an application, select the Assessment Type and then select the branch you want to perform the application for. The scope of application that you captured for the branch will be available for selection. Select the scopes you want to submit as part of the application by checking the Select Scope check boxes. Select the Submit button to have to application processed and made available for review and submission to SANAS. Author: Core Focus Version Number V2.0 Page 25 of 39

26 3.5.4 REVIEW AND SUBMIT APPLICATION The review and submit application page will allow you to review applications that have been generated and that is pending for submission to SANAS. To continue with the submission, select the application you want to review and submit. The information that is part of the application will be returned to the view. To complete the application submission process, download, print, complete, scan the document as.pdf and upload the scanned declaration form in the provided section. Then select the primary and secondary invoice representatives for the application and select the Submit button to have the application submitted to SANAS. If you are not satisfied with the scope that should accompany the application, select the Reject button and perform items Scope of Application to update your scopes and Generate Application to generate a new application PRINT APPLICATION The print application page enables you to print applications submitted to SANAS. To print an application, select the application you wish to print and click on the Print View tab to align the information for you in a printable format. Author: Core Focus Version Number V2.0 Page 26 of 39

27 Right click on the screen and select the Print action from the provided menu VIEW DECLARATIONS The view declarations page enables you to view the declarations that was submitted as part of applications per Branch. Click on the item you would like to view to display the completed.pdf. 3.6 DOCUMENTATION REQUIRED DOCUMENTS The required documents page contains information that must be made available to SANAS as part of the electronic application for accreditation. Please make sure to upload the documents as required per Field of Accreditation. Author: Core Focus Version Number V2.0 Page 27 of 39

28 3.6.2 PUBLICATIONS The publications page contains information that prospective Nominated Representatives and/or Technical Signatories should familiarise themselves with before applying USER MANUAL The user manual is available for download from the User Manual page for your perusal. 3.7 ENQUIRIES Enquiries enable you to perform an enquiry to a specific Field of Accreditation s team assistant. This enquiry tracks the conversation for your convenience. Follow the instructions on the screen to create an enquiry and respond to a conversation. When adding an enquiry you will complete a form like this: Author: Core Focus Version Number V2.0 Page 28 of 39

29 3.8 USER SETTINGS INFORMATION You can update information like your name, surname, initials or contact numbers by selecting the Edit icon next to the information and updating the information on the displayed form as required. 4 BRANCH ADMINISTRATOR RESPONSIBILITIES 4.1 INITIAL REGISTRATION PHASE During the initial registration phase, you will provide your user information that will be saved to the system USER INFORMATION Upon logging into the system for the first time, you will be directed to the User Information page where you must enter your contact information that will accompany your user credentials in the system. Please read the guidelines provided on the page for more information. After completing this form, you will be able to update the information from the User Settings tab on the navigation. The actions needed to complete the User Information are as follows: c. Complete the User Information form. Author: Core Focus Version Number V2.0 Page 29 of 39

30 d. Click on the Save button in order to continue to the Branch Representative Welcome Page. 4.2 BRANCH REPRESENTATIVE WELCOME PAGE After the completion of the Initial Registration phase you will be directed to your Welcome page. This page informs you of important information such as Important Reads, Logged In User Details, Rejected Applications and Reviewed Applications REJECTED APPLICATIONS The rejected applications section will inform you to which applications have been rejected by the Nominated Representative and should be discussed and re-generated if necessary REVIEWED APPLICATIONS The reviewed application section will inform you to which applications are awaiting approval by the Nominated Representative LOGGED IN USER DETAILS The logged in user details section provides you with information regarding the logged in user. Please ensure that this information is always up to date, as SANAS will use this information to contact you as the Nominated Representative if required. Author: Core Focus Version Number V2.0 Page 30 of 39

31 4.2.4 IMPORTANT READS The important reads section provides you with information to read before completing your information on the system. It contains information about the documentation that must be made available to SANAS as part of your electronic application NOTIFICATIONS The notifications section will inform you of any new developments or end user requirements for the use of the system that may arise during the systems lifetime. 4.3 BRANCHES INFORMATION This page allows you to provide more detail with regards to which Field of Accreditation the branch would like to be accredited for. It is extremely important to complete this information before continuing to the applications tab of the navigation. You can update the information by selecting the Edit icon next to the default value for your organisation. To update the information, complete the displayed form PERSONNEL Each branch will have personnel linked to them as assigned by you. These personnel records accompany the application. Author: Core Focus Version Number V2.0 Page 31 of 39

32 To add a personnel record and link it to a branch record, select the Add new item link and complete the presented form. Remember to use the Select icon to filter the page information to view records linked to each other DEPOTS If your organisational structure consists of depots, you will be able to add the depot information on this page linking the depots to their parent branches. Author: Core Focus Version Number V2.0 Page 32 of 39

33 To add a depot, select the Add new item link and complete the presented form. Remember to use the Select icon to filter the page information to view records linked to each other VIEW DOCUMENTS The view documents page enables you to view the documents uploaded per branch record. Select the branch to have the uploaded documents returned for you to view. Author: Core Focus Version Number V2.0 Page 33 of 39

34 4.4 APPLICATIONS GENERAL REQUIREMENTS As part of your electronic application, you must submit your answers to the General Requirements per Field of Accreditation that your branch is applying for accreditation. To add or edit an answer sheet for the General Requirements for a branch, select the branch from the dropdown and complete the requested information. Submit the information by selecting the Submit button at the bottom of the sheet. Use the Select icon next to the Branch name that the information was submitted for to view the information. Author: Core Focus Version Number V2.0 Page 34 of 39

35 4.4.2 SCOPE OF APPLICATION The scope of application is required in order to submit an electronic application. This scope of application must be completed for each branch that you want to submit an application for. Once you have completed the scope of application with your specifications, the items will be saved and will be available for selection when you generate your application. The actions needed to be completed scope of application are as follows: h. Click on the Add New Item link. i. Select the information relevant to your application. j. If applicable, assign a technical signatory to the scope. k. Click on the Next button to continue providing information. Author: Core Focus Version Number V2.0 Page 35 of 39

36 l. Click the Add button to add additional information to the scope m. Click the Review/Edit button to add information should it be required else click on the Save button to save your information. n. Click the Save button to submit the form. Use the Select icon to filter the information that is captured per branch. Author: Core Focus Version Number V2.0 Page 36 of 39

37 4.4.3 GENERATE APPLICATION The generate application page will allow you to compile an application based on the assessment type and information linked to the branch that you want to do the application for. To generate an application, select the Assessment Type and then select the branch you want to perform the application for. The scope of application that you captured for the branch will be available for selection. Select the scopes you want to submit as part of the application by checking the Select Scope check boxes. Select the Submit button to have to application processed and made available for review and submission to SANAS by the Nominated Representative. Author: Core Focus Version Number V2.0 Page 37 of 39

38 4.5 DOCUMENTATION REQUIRED DOCUMENTS The required documents page contains information that must be made available to SANAS as part of the electronic application for accreditation. Please make sure to upload the documents as required per Field of Accreditation PUBLICATIONS The publications page contains information that prospective Nominated Representatives and/or Technical Signatories should familiarise themselves with before applying USER MANUAL The user manual is available for download from the User Manual page for your perusal. 4.6 ENQUIRIES Enquiries enable you to perform an enquiry to a specific Field of Accreditation s team assistant. This enquiry tracks the conversation for your convenience. Follow the instructions on the screen to create an enquiry and respond to a conversation. When adding an enquiry you will complete a form like this: Author: Core Focus Version Number V2.0 Page 38 of 39

39 4.7 USER SETTINGS INFORMATION You can update information like your name, surname, initials or contact numbers by selecting the Edit icon next to the information and updating the information on the displayed form as required. Author: Core Focus Version Number V2.0 Page 39 of 39