User Guide REVISION 6/6/2016 1
Contents 1. System Overview... 3 2. Enrollment Process... 4 3. Managing Company Structure... 5 4. User List... 7 5. User Record... 8 6. Profile/Out of Office... 9 7. Company Profile... 10 8. Department Management... 12 9. Category Management... 13 10. Procedures and Policies... 14 11. Managing Tasks... 16 12. Document Management... 22 13. Alerts... 23 14. Workflow... 25 15. Event Log... 29 16. OpsCheck Site Map... 32 17. User Roles Chart... 33 18. Contact Us... 34 2
1. System Overview Congratulations on becoming an OpsCheck Subscriber! OpsCheck was developed through over twenty years of operations management experience, and designed with the user in mind, providing great customization based on your needs. With the help of OpsCheck, every user, regardless of position can perform their jobs with the precision and attention to deal a great manager would have. Reading this guide will help acquaint you with the vast capabilities of OpsCheck, and determine how it fits your role and your needs, along with the structure that is appropriate for your organization. 3
2. Enrollment Process In order to enroll in OpsCheck, or modify an existing license to accommodate more users please contact info@opscheck.com. OpsCheck licenses an annual subscription for companies, with a cost per user fee so you are never paying for more than you are using. Your company will determine a system administrator, and OpsCheck will create an account for your company giving the determined administrator the authority to add and remove users as they see fit. The administrator will receive an email from OpsCheck containing temporary login credentials that can be changed by the user. You can always check the information about the current status of your subscription on the Company Profile page. More details about the Company Profile page are explained below in the guide. For further questions it is never an inconvenient time to contact support@opscheck.com. OpsCheck operates on New York City hours, but keeps availability during later hours to accommodate our time zone sensitive clients. We at OpsCheck are grateful for your business, and as a software product that aims to adapt to even the most unique business structures, we welcome any and all requests for system enhancements that your company would benefit from to be sent to info@opscheck.com for consideration. 4
3. Managing Company Structure OpsCheck is sensitive to your company s hierarchy, and it is easily able to restrict access to information and functions by assigning company departments and user roles. Depending on the structure of your business, this can be altered to accommodate your hierarchy as desired by giving as few or as many privileges for each user. Figure 1 shows how a hypothetical organization s hierarchy is supported by the system. Fig. 1. The company hierarchy supported by OpsCheck. User Roles and Permissions Depending on each user s specified role, they have access to designated data and functions. Users can be assigned to a combination of several different roles for precise customization. OpsCheck supports the following user roles: Company Administrator This user is responsible for the infrastructure setup. They Can execute the following operations: Management of the company s hierarchy (departments, categories) Management of the company s user accounts Management of task execution process (policies, procedures) User operations staff having minimum permissions. Is only able to see and complete tasks assigned to them. Execution of assigned tasks Department Manager the next level of permissions above user. Limited by the scope of assigned departments. Can execute the following operations: Management of the company s user accounts belonging to the controlled department Management of task execution process (policies, procedures) Definition of new tasks and assignment of responsible persons and performers Monitoring of task execution Execution of assigned tasks Senior Manager Typically reserved for the COO and CEO. Has unlimited privileges in all departments. Can execute the following operations: 5
Management of the company s hierarchy (departments, categories) Management of the company s user accounts Management of task execution process (policies, procedures) Definition of new tasks and assignment of responsible persons and performers Monitoring of task execution Execution of assigned tasks For detailed information on which screens are accessible for each respective role, see 10. 6
4. Profile/Out of Office The user accounts management screen is available via top-level menu: Main->Admin->Users (please ensure your user account is set up with the corresponding permissions). Figure 2 shows the User List screen, where you can perform a search of the company s users. Note: You cannot see those users who belong to departments to which you do not have access. Fig. 2. The User List screen Having clicked on a user s name you will be taken to the User Record screen (see Figure 3). Behavior of the screen depends on the role of the selected user. A user who is in the User role can only change their Work/Cell Phone contact information. A user who is in the Manager or Senior Manager role can change the following fields: First/Last Name, Email, Department, Work/Cell Phone and Role. Important: The Email field should contain the user s actual work address, as this address will be used to send system notifications (see the Alerts chapter). On the right side, you can see the status of the current user: Active or Blocked. If needed, you can block the specified user, without affecting their previous documents or changes. 7
5. User Record Fig. 3. The User Record screen Password change is available via the interactive top-level menu: Main->User Name->Profile. Figure 4 shows the screen for performing a password change. 8
6. Profile/Out of Office Fig. 4. The My Profile Screen The Profile page is used to customize the functions of OpsCheck to desired specifications. The optional email notifications are customizable to exactly what alerts you would like to receive via email. You can also change your password on this page as well. Out of the Office The out of office feature allows you to delegate your tasks to one or more users for specified dates you will be unable to complete these tasks. Each respective task is automatically reassigned and treated as the designated user s own for the date range entered. 9
7. Company Profile The company s profile information is only available for the Company Administrator user role. The screen is shown on Figure 5. Fig. 5. The Company Profile screen The information here can only be changed by the OpsCheck team. To request changes, please contact our helpdesk. 10
Two key pieces of information found on this page: The default company administrator profile, used for initial company setup. Information about the company s subscription status (expiration date, quota for max number of users). 11
8. Department Management Information about company departments is available via top-level menu: Main->Admin->Department List. Figure 6 shows the Department List screen that is used for search. Fig. 6. The Department List screen The screen for updating the selected department s record is shown in Figure 7. Fig. 7. The Department Record screen 12
9. Category Management OpsCheck also allows administrators to set up different categories that are linked to departments. Fig. 8. The Categories List screen Fig. 9. The Category Record screen 13
10. Procedures and Policies The task execution process must be in compliance with the procedures and policies defined within a company. This information can be managed by Company Administrators, Managers, and Senior Managers. The information about declared procedures is available via top-level menu: Main->Admin->Procedures. The Procedure List screen (Figure 10) is used for search. Fig. 10. The Procedures List screen Having clicked on a title, you will be taken to the Procedure Record screen, which is shown in Figure 11. The screen provides the detailed definition of the selected procedure. If you have supplementary files, you can attach them to the screen. For more information about document management please read the Document Management chapter. Fig. 11. The Procedure Record screen 14
The information about declared policies is available via the top-level menu: Main->Admin->Policies. The Policy List screen (Figure 12) is used for search. Fig. 12. The Policy List screen The Policy Record screen (see Figure 13) provides exactly the same functionality as the Procedure Record screen. Fig. 13. The Policy Record screen 15
11. Managing Tasks The typical lifecycle of a task contains the following: 1. The task is created and/or cancelled by a Manager or Senior Manager 2. The task is assigned and/or reassigned by a Manager or Senior Manager: a. A Manager operates only within their assigned department(s) b. A Senior Manager can operate without any constraints 3. The task can be viewed in several ways: a. In the Task List view b. In the Monitor view c. In the Calendar view 4. Task details can be monitored by users with appropriate access & department assignment 5. A User can execute tasks 4.1. Planning a New Task A task can be created or updated by the Manager or Senior Manager role. To create a new task, you can use the top-level menu: Main->Tasks->New Task Record; it will take you to the Task Record screen (see Figure 14). Fig. 14. The Task Record screen When creating a task, you have to specify such attributes as the Start date, End date, and Frequency. If the task has periodicity other than One time, several future instances of the task will be created. Each 16
instance will be assigned to dates satisfying the specified periodicity, as well as any Custom period dates. A custom period is essentially an offset (in days) of the execution day. For example, if an execution day falls on a US holiday or weekend, its substitution would occur on the next business day. Also, the task is assigned to a responsible person (task owner) and a performer. Later, both of these users will receive notifications via emails during task execution. Remind Me functionality is included in order to notify users that a task due date is coming up. The Manager who creates the task can specify the amount of days in advance that a notification is to be sent via the Remind me in # days before due date input. When creating a task, you can use the wizard of predefined tasks containing over one hundred specific hedge fund operations. To pick up a predefined task, use the Suggest me button on the Task Record screen, ad it will take you to the page shown on Figure 15. Fig. 15. The Suggested Tasks screen 17
When you have created a new task, it will show up over all screens (Task List, Calendar, and Monitor) for all of the involved persons. 4.2. Task execution The Calendar screen is shown in Figure 16. Depending on user roles, it may show individual tasks, all tasks up to the department level, or all tasks up to the company level. When a user clicks on the dateheader, they are taken to the Task List screen (see Figure 17) filtered by that date. When a user clicks on a certain task, they are taken to the Task Action screen (see Figure 18). To show only tasks that are not daily tasks, uncheck the Show Daily Tasks box to the left of the filters. Fig. 16. The Calendar screen 18
Alternatively, you can access the Task List screen via the top-level menu: Main->Tasks->Task List. A user can filter/sort data using different criteria. To execute a certain task, a user has to select the corresponding record in the data grid and click the Action button. That will redirect them to the Task Action screen (see Figure 18). Fig. 17. The Task List screen 19
The Task Action screen allows task execution. You can also make comments and attach supplementary documents. Please check out how to work with documents in the Document Management chapter. Once work is done, you can mark the task as completed; your manager can then review the task. Additionally, a Manager or Senior Manager can access the task record screen from the task list, where they can view, modify, or delete a task. They can also view the history of that task. Fig. 18. The Task Action screen Monitoring of task execution can be accomplished using the following tools: The Task List screen The Monitor screen The Calendar screen The Task List screen is shown in Figure 17. The Status column reflects the current execution status of the task. The following statuses available: No icon Open Complete Overdue Closed You can filter by status to narrow down the report. The Monitor screen (see Figure 19) is available for only the Manager and Senior Manager roles; it can be opened via the top-level menu: Main->Monitor. 20
Fig. 19. The Monitor screen The Monitor screen provides task execution statistics aggregated on the company level. If needed, you can filter the data by departments, task owners, etc. Execution statistics: Task Due Today statistic the number of all the tasks (completed and not completed) that should be completed today; Completed statistic the number of tasks that should be completed today and have already completed; Open statistic the number of tasks that should be completed today, but have not yet been completed; Late Tasks statistic the number of all tasks that are past due and have not been completed 4.4.3. Monitoring via Calendar The Calendar screen is shown in Figure 16. Its functionality is described in the Task execution chapter. A user can filter data by task status (late, etc.) 21
12. Document Management To uphold security, OpsCheck does not upload a client s files to the server; all document processing is accomplished locally, on the client s machine. When a file is attached by the user, OpsCheck only stores a link to the server. The link only allows users on the company s intranet to connect to the document file. To ensure that the link works for other users, you must put it to the network shared drive and give corresponding access permissions to all team members. Important: Once a file is attached, OpsCheck stores information about the file s version. If the file was modified after it was linked, the user will be notified that the data has been changed when that link is opened from OpsCheck. If you want to prevent this case, save the file under a different name instead and reattach that new version. In order for the document management functionality to work correctly, you have to install a custom Java plug-in. The plug-in is automatically loaded once you have opened an OpsCheck page. The document management functionality is currently supported for only desktop browsers with the file system FAT16, FAT32, or NTFS. 22
13. Alerts OpsCheck sends email notifications to addresses specified in user profiles. For more information please check out the table below. Event Notification is sent Mailing list New task record added/ updated / Immediately Owner Assigned Performer closed Manager License expires in 30 days New user created (activation email) Password reset link Password reset (Confirmation email) Task Action reminder Late Task Action Notification At 6:00 am and every day until license expires or is extended Immediately Immediately (after a user s request) Immediately (on reset complete) The date specified on the task record and every day after until the due date (emails will stop once the task action is completed) At 6:00 am unless a time is specified. If a time is specified, then an email is sent out immediately after specified time and at 6 am if not already completed OpsCheck Admin Created user User User Performer Performer Manager Late Task Action Digest A list of late task actions At 6:00 am for all late task actions regardless of specified time Manager Senior Manager(s) Task performed by other person Immediately Task Owner Performer User that Completed Task Task completed notification for selected users Task Expiring Immediately Starts at 30 days prior to expiration until the task is extended, or expires. Selected users Owner Performer Manager Alerts are also included in the system interface as a separate button in the page header to keep user 23
posted about events and due or overdue tasks. The user can: a. See if any pending alerts exist b. Navigate to tasks c. Navigate to their individual or department task list (depending on the permission level) 24
14. Workflow New Workflow Record 1. Workflow Title Create a title for your new workflow 2. Description Give some details regarding the nature of the workflow 3. Owner - Select a user to be in charge of managing the workflow. 4. Start Date Select the date to begin taking action within the workflow. 5. Status Open: Workflow is able to be edited and fine-tuned. Established: Workflow is closed to editing, and actively incorporated into calendar. Closed: Choose this when the workflow is complete or has been discontinued. A workflow can only be established once you have added all of the appropriate workflow tasks (8 on the table above). 6. Time Zone For time sensitive tasks, you can customize a workflow to coincide with the proper time zone. 7. Save Workflow Once all of the data is entered, click save workflow to store the information. 8. Add Workflow Task This is where the workflow s structure is built. For every action needed in a workflow, add workflow task should be clicked on and completed. These tasks come with the ability to have the order of them rearranged. 25
This is an example of a new workflow record that has been filled out, but not yet saved. Once all of the necessary information has been inserted, click save workflow. Upon clicking save workflow you will be brought to the workflow list. In order to establish the new workflow, click on the title, which in this example is Workflow 1. 26
At this point you will see a new link under the Task Record column entitled New Record. Once the workflow is formed, it is time to create each task by clicking New Record. 27
At this point just create a new task record, and click save task. After doing this for all of the items that are in the workflow, when you are ready to deploy the workflow to be carried out, go back to the workflow page, and change the status from open to established. Once established, it will be incorporated into the calendar. 28
15. Event Log Fig. 20. The Alerts list The Event Log screen (see Figure 21) is available for only the Manager, Senior Manager, and Admin roles. It can be opened via the top-level menu: Main->Audit. OpsCheck tracks all additions, changes and deletions for the following entities: a. User b. Role c. License d. Company e. Department f. Category g. Policy h. Procedure i. Task j. Task Action k. Task Action Document You can track the history of changes via the Event Log screen (see Figure 21). The screen is available via the top-level menu: Audit link. 29
Fig. 21. The Event Log screen A user can always check the current version of a record or see the difference between field values before and after an update in the Event Record screen (see Figure 21). 30
Fig. 22. The Event Log Record screen 31
32 16. OpsCheck Site Map Fig. 20. OpsCheck site map
33 17. User Roles Chart Company administrator Company User Company Manager Company Senior Manager Login + + + + Monitor + + Calendar + + + Task List + + + Task Record + + Task Action + + + User list + + 1 + User record + + + Departments list + + + + View Department record + + + + Edit Department record + + + Categories list + + + + View category record + + + + Edit category record + + + Policies list + + + + View Policy record + + + + Edit Policy record + + + Procedure list + + + + View Procedure record + + + + Edit Procedure record + + + User own profile + + + + Event Log + + + 1 Within the associated Department(s)
34 18. Contact Us If you are experiencing any issues or have questions, please contact us at support@opscheck.com