User Manual of e-Guillotine Regulatory Management Application

Regulatory Management Application
e-GuillotineTM
USER MANUAL
Ver 1.0
User manual – e-Guillotine
Copyrights and Trademarks
Copyright 2007-2013 by Sense Consulting LTD.
All Rights Reserved. This tutorial is subject to copyright protection.
e-Guillotine is trademark of Sense Consulting and Jacobs & Associates.
This document and the product to which it pertains are distributed under licenses restricting
their use, copying, distribution, and de-compilation. No part of this document or of the
associated product may be reproduced in any form by any means without prior written
authorization of Sense Consulting, except for national and provincial use of NCLR project
Armenia.
DOCUMENTATION IS PROVIDED “AS IS” AND ALL EXPRESS OR IMPLIED CONDITIONS,
REPRESENTATIONS AND WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF
MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE OR NON-INFRINGEMENT,
ARE DISCLAIMED, EXCEPT TO THE EXTENT THAT SUCH DISCLAIMERS ARE HELD TO
BE LEGALLY INVALID.
Send comments and suggestions to sense@senseconsulting.eu
or through websites:
http://www.senseconsulting.eu
_______________________________________
Sense Consulting
Web: http://www.senseconsulting.eu
E-mail: sense@senseconsulting.eu
Address: Frane Petrića 4/4 6, 10000 Zagreb, Croatia
Phone: +385.1.4813314
Fax: +385.1.4922433
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Table of Content
1.
2.
3.
Introduction........................................................................................................................ 5
About the product .............................................................................................................. 5
Getting started ................................................................................................................... 5
3.1. Internet access............................................................................................................. 6
3.2. Management approval and user rights ....................................................................... 6
3.3. Application user system .............................................................................................. 6
3.4. Application status setup .............................................................................................. 6
3.5. User name and password ............................................................................................ 7
4. Starting with the Regulatory Management Application .................................................... 8
4.1. Locating the Application .............................................................................................. 8
4.2. Login window............................................................................................................... 8
4.2.1. Invalid username or password ............................................................................. 9
4.2.2. Forgotten username or password ........................................................................ 9
4.3. Application default window ...................................................................................... 10
5. Business Process Dossiers ................................................................................................ 12
5.1. Business Process Dossier window ............................................................................. 12
5.2. Create a new dossier ................................................................................................. 13
5.2.1. Inventory section................................................................................................ 14
5.2.2. Review section.................................................................................................... 21
5.2.3. Process section ................................................................................................... 24
5.2.4. Monitoring section ............................................................................................. 24
5.3. Search dossiers .......................................................................................................... 25
5.4. View dossiers ............................................................................................................. 26
5.4.1. Attachments section .......................................................................................... 26
5.4.2. Comments and replies ....................................................................................... 27
5.4.3. Versions section ................................................................................................. 28
5.4.4. Common actions ................................................................................................ 28
5.4.5. Create proposal .................................................................................................. 29
5.4.6. Remove dossier .................................................................................................. 29
5.4.7. Print dossier........................................................................................................ 30
6. Legal Acts Dossiers ........................................................................................................... 30
6.1. Create a new dossier ................................................................................................. 30
6.1.1. Inventory section................................................................................................ 30
6.1.2. Review section.................................................................................................... 34
6.1.3. Process section ................................................................................................... 34
6.1.4. Monitoring section ............................................................................................. 34
6.2. Search dossiers .......................................................................................................... 34
6.3. View dossiers ............................................................................................................. 35
7. Supporting tabs ................................................................................................................ 35
7.1. My profile .................................................................................................................. 35
7.2. My bookmarks ........................................................................................................... 37
7.3. My notifications ......................................................................................................... 37
7.4. Logout ........................................................................................................................ 38
7.5. My saved searches..................................................................................................... 38
8. Other main tabs................................................................................................................ 38
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8.1. Discussions................................................................................................................. 38
8.2. Online comments ...................................................................................................... 40
8.3. Regulators .................................................................................................................. 41
8.4. Users .......................................................................................................................... 43
8.4.1. User Info ............................................................................................................. 44
8.4.2. User actions ........................................................................................................ 44
8.4.3. User tabs............................................................................................................. 45
8.5. Tags ............................................................................................................................ 47
8.5.1. The Tags dashboard ........................................................................................... 47
8.5.2. The Tag window ................................................................................................. 48
8.5.3. Tag info ............................................................................................................... 48
8.5.4. Tag actions.......................................................................................................... 48
8.5.5. Main tag tabs...................................................................................................... 50
8.5.6. Synonyms ........................................................................................................... 52
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1. Introduction
Simplification of business processes and legal acts consists of two main phases:
 Inventory phase
 Review phase
Regulatory Management Application is set up to support both phases.
First step - users are involved with the inventory phase, meaning research, investigate,
gather and input all business processes and regulations which are in compliance with the
regulatory reform project objective. Every single business process and its relating regulations
should be inputted in a separate new dossier.
Second step - users are involved with the review phase, meaning research, investigate,
consult and make recommendations for every BP which will be short listed by a
management.
2. About the product
The application consists of three main interfaces:
 Document management system - DMS
 Public web - CMS
The Document management Application is the interface for NCLR users for inputting and
reviewing business processes (dossiers).
The Public web is the interface for general public for viewing e-registry of inputted BPs and
commenting on specific BPs.
3. Getting started
The Regulatory management application (e-GuillotineTM) is a web based application. In order
to have access to the Application the user needs a computer, access to the Internet and
authorization rights. The Application can be accessed anywhere and anytime if the user is
approved. Approval consists of the following:
 Location - web address or link where the Application is located
 Username
 Password
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3.1. Internet access
In order to have the best use of the e-Guillotine software, it is recommended that one of the
following web browsers is used:
 Internet Explorer 8 or higher
 Mozilla Firefox
 Chrome
3.2. Management approval and user rights
Management approval is based on the NCLR internal procedures. After the initial user
approval, management will decide on user rights and privileges of every user. User rights are
divided in three main categories:
 Inventory rights
 Review rights
 Management rights
After the approval and definition of user rights, the NCLR system administrator will set up a
user account with privileges and user rights and provide the user with a username and
password for using the Application.
3.3.
Application user system
The Application recognizes 3 levels of authority:
 NCLR user – authority to view and edit dossiers
 NCLR review – authority to view, edit and review dossiers
 NCLR manager – authority to view, edit, review and manage dossiers ways.
These rights can be modified thru the user section.
3.4.
Application status setup
Application architecture has 2 main statuses:
- NCLR
- Public
When a new dossier is created, it is in NCLR status by default. NCLR users, reviewers and
managers have the authority to view or change dossiers in the NCLR status. NCLR users can
set the status to public.
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NCLR
Public
NCLR status is readable to all NCLR members.
Public status is used for displaying dossiers to general public through the web page.
3.5. User name and password
This information will be forwarded to the users e-mail address. It is recommended that the
user keeps this information on a secret place. The user can change his/her password once
he/she logs in to the Application.
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4. Starting with the Regulatory Management Application
4.1. Locating the Application
In order to start working with the Application, the user will be provided with the link (IP
address), username and password.
The Application link is a web address where the Application is located. It can be accessed
either through other public web sites defined by the management or a secret address which
has to be inputted manually in the browser address field:
 http://46.162.195.4/dms
After activating the Application link, the Login window will open.
4.2. Login window
The Login window consists of:
 ‘Username’ - input box
 ‘Password’ - input box
 ‘Login’ - button
 ‘Forgot your password’ – link
In order to enter the Application, type your username and password in the input boxes and
click the ‘Login’ button.
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4.2.1.
Invalid username or password
If a wrong username or password is inputted, the Application will ask the user to use a valid
username and password and try again.
4.2.2.
Forgotten username or password
If the password or username is forgotten, click on ‘Forgot your password’ link and the
Application will open the following window:
To get a new password, input the users e-mail and click ‘Generate new password’ button.
Application will generate a new password and send it to the user.
The new password can be generated and sent only to the valid user and the correct user emails within the Application system. Users e-mail address is entered in the Application
system when the user received management approval and their account were set by the IT
administration.
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4.3. Application default window
After entering the Application system through the Login window, the Application default
window will open.
The Applications default window consists of two main parts:
 Fixed (main) part
 Flexible part
The flexible part always changes and depends on the Applications current activity.
The fixed (main) part is always present, regardless of the current Application activity or user
rights. It consists of two sets of menus:
 Main tabs
 Support tabs (top links)
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The main part consists of:
 Supporting tabs:
o Greetings to the logged in user
o ‘My profile’ – profile of the current user
o ‘My bookmarks’ – list of bookmarked dossiers
o ‘My saved searches’ – list of saved searches
o ‘My Notifications’ – list of dossiers for which change notification email is sent
o ‘Logout’
 Main tabs:
o ‘Dashboard’ – summary of interesting information, opens after login
o ‘Discussions’
o ‘Business Processes’
o ‘Legal Acts’
o ‘Regulators’
o ‘Online comments’
o ‘Tags’
These links can be activated at any time while in Application (except when in Edit mode,
which is explained later).
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5. Business Process Dossiers
In order to manage Business Process dossiers, click on the ‘Business Processes’ link located
on the main tabs in the Application default window.
5.1. Business Process Dossier window
The Business Processes window is divided into 3 main sections:
 Left
o BP dossier search form
 Right
o New Business Process dossier
o Saved search feature (shown after performing a search)
 Down
o Search results (shown after performing a search)
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Several features are possible after the search action:
1. Save the search by giving it a name (later you can use the same search just with one
click)
2. Paginate if more pages are shown
3. Open the dossier in read mode
4. Select more dossiers for multi-action buttons at the bottom
5. Set a status for more dossiers (requires selection of at least one dossier)
6. Remove dossiers (requires selection of at least one dossier)
5.2. Create a new dossier
In order to create a new Business Process dossier, click on the blue ‘Create Business Process’
button on the right. You will get the following dialog:
After you click on the dropdown selection under Choose issuing agency, you will get a
selection of all agencies:
When you select an agency, the New Business process window will open.
The New Business process window (edit Business process window) has four main sections:
 Inventory
 Review
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

Process
Monitoring
Several Application information are available above the main sections in the edit dossier
window:
 Version – dossier version (1 for the new) which is incremented for any later change
 Creator of dossier – which represents responsibility, that is, the person who created
the current new dossier
 Last modified by – which represents information of the person who modified the
Business process last. If it is a new dossier, the Last modified by person will be the
same as Creator of dossier
 Last modified – which represents the time of the last modification. If it is a new
dossier, the Last modified time will be the time of creation
5.2.1.
Inventory section
IMPORTANT: Edit Business process dossier window must be exited only through clicking
‘Save’ or ‘Cancel’ buttons, which are located in the top and bottom left corner of the Edit
Business process dossier window. All other buttons and links are disabled. Do not use the
‘Back’ browser function!
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Inventory tab, under the Edit Business process dossier window, represents the electronic
version of the Inventory Form. It is set up in a way that the user can easily copy-paste all
data from the Inventory Form. There are also some additional criteria which will allow
management a simple use and control of all dossiers in the Application.
First column of the Inventory tab is a list of all questions from the Inventory Form. Some of
the questions have an asterisk sign (*), which means that these input boxes are mandatory
to be fulfilled. If information is not inputted, after trying to save a dossier, the Application
will report an error and will not allow saving the uncompleted dossier.
The Inventory tab consists of multiple input tools such as free text input boxes, dropdown
lists, search engines, check boxes, adding new rows and etc. Functionality of these tools is
explained according with their position in the inventory section.
List of attributes:
‘Dossier number’ – an automatically generated code by the Application representing the
unique code for every business process. A unique dossier code, AP-GDCA-120320131635 is
consisted of two parts:
 AP-GDCA – the issuing agency, defined by two parts:
 AP – represents the code for distinction between Business Processes
(AP, synonymous to BP) or Legal Acts (LD, synonymous to LA)
 GDCA – represents a different short name of each Regulating Agency

120320131635 – the Business Process number, an automatically generated number
by the Application which represents a unique number for a specific Business Process
of Legal Act
‘Name of business process’ – full name of the Business Process
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‘Link to Source’ – a set of two text fields which represent the link to content which
additionally explains the dossier:


URL – the full web-address of the site
Text – name of the site
‘Link to Legal Act’ – a search engine for the objects in the Application
‘Dossier Status’ – is the dossier “Invalid”, “Valid” or “Proposed”. Statuses are managed in the
Tags section of the Application.
‘Publication date in the official gazette’ – three dropdown boxes representing the year,
month and day of publication in the official gazette
‘Date of invalidity’- at what date will the dossier be invalid
‘Area’ – input the area. Areas are managed in the Tags section of the Application.
‘Sub-Area’ – input the sub-area. Sub-Areas are managed in the Tags section of the
Application.
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‘Process’ – has the following:
1. ‘Process step’ – input a short step name
2. ‘Process description’ – input detailed step description
3. ‘Link to LA/BP’ – click on the ‘Search’ button, Application will open a pop-up window
and start inputting the first few letters or words of the LA or BP name. The
Application will automatically start to search through the LA/BP database and offer
all dossiers which have inputted letters or words. Select a related LA/BP from the list
and click on the ‘Add selected’ button. The Application will then automatically pull all
information required in the Inventory Form.
4. ‘Responsible’ – select who is responsible from a dropdown list: “Government”,
“Applicant”, “Other”
5. Check box – if a wrong step has been inputted, click the check box at the end of the
step row and click the ‘Remove selected’ button
If there are more steps than the ones offered, select a number of rows that need to be
added and click on the ‘New row’ button to add them.
‘Documents Needed’ – has the following
1. ‘Document/Requirement needed’ – input the name of the requirement
2. ‘Link to Source’ – input a URL to the source for the requirement (for example:
http://regulations.am or regulations.am)
3. ‘Link To Legal Act’ – click on the ‘Search’ button, Application will open a pop-up
window and start inputting the first few letters or words of the Legal Act name. The
Application will automatically start to search through the Legal Act database and
offer all dossiers which have inputted letters or words. Select a related Legal Act from
the list and click on the ‘Add selected’ button. The Application will then automatically
pull all information required in the Inventory Form.
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4. Check box - if a wrong requirement has been inputted, click the check box at the end
of the step row and click the ‘Remove selected’ button
If there are more requirements than the ones offered, select a number of rows that need to
be added and click on the ‘New row’ button to add them.
‘Process duration’ – input the process duration
‘Implementation Agency’ – input the name of the implementation agency
‘Business process affects’ – select the required value from a dropdown. The affected parties
are managed in the Tags section of the Application.
‘Name, number, code of the document regulating application forms’ – has the following:
1. “Name of the application form” – input the name of the application form
2. ‘Link to Source’ – input a URL to the source for the application form (for example:
http://regulations.am or regulations.am)
3. ‘Link to Legal Act’ – click on the ‘Search’ button, Application will open a pop-up
window and start inputting the first few letters or words of the Legal Act name. The
Application will automatically start to search through the Legal Act database and
offer all dossiers which have inputted letters or words. Select a related Legal Act from
the list and click on the ‘Add selected’ button. The Application will then automatically
pull all information required in the Inventory Form.
4. Check box – if a wrong application form has been inputted, click the check box at the
end of the step row and click the ‘Remove selected’ button
If there are more application forms than the ones offered, select a number of rows that need
to be added and click on the ‘New row’ button to add them.
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‘Business process requires payment of the fee’ – when checked, it opens the attribute for
entering the fees (described after this), also, it denotes that the statement is true
‘Name, number, code of the document regulating fees’ – has the following:
1. ‘Fee Name’ – input the name of the fee
2. ‘Amount of fees’ – enter the amount of fees needed
3. ‘Link to Source’ – input a URL to the source for the document regulating fees (for
example: http://regulations.am or regulations.am)
4. ‘Link to Legal Act’ – click on the ‘Search’ button, Application will open a pop-up
window and start inputting the first few letters or words of the Legal Act name. The
Application will automatically start to search through the Legal Act database and
offer all dossiers which have inputted letters or words. Select a related Legal Act from
the list and click on the ‘Add selected’ button. The Application will then automatically
pull all information required in the Inventory Form.
5. Check box – if a wrong document regulating fees has been inputted, click the check
box at the end of the step row and click the ‘Remove selected’ button
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If there are more documents regulating fees than the ones offered, select a number of rows
that need to be added and click on the ‘New row’ button to add them.
‘Result of this business process’ – input a result of this business process
‘Related business process’ – type in the first few letters in the name of the related Business
Process and click on the ‘Find object’ button. The Application will offer the possible results.
Click on one of the results to mark your choice and fill this field.
‘Public remarks’ – input the public remarks for this dossier.
‘Teams (for internal use)’ – choose the teams associated with this dossier from the
dropdown selections. You can choose up to 3 optional teams. They will be visible on the
DMS side of the Application only. Teams are managed in the Tags section of the Application.
‘DoingBusiness areas’ - choose the DoingBusiness areas associated with this dossier from the
dropdown selections. You can choose up to 3 optional DoingBusiness areas. DoingBusiness
areas are managed in the Tags section of the Application.
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‘Internal remarks’ - input the internal remarks for this dossier. They will be visible on the
DMS side of the Application only.
‘Contact person, phone, e-mail’ – input the contact information for this dossier.
5.2.2.
Review section
In order to work with this section, the user needs to have review user rights.
The Review section has fifteen input fields with the following purposes:
‘Regulatory cost (BASELINE)’ – input the baseline regulatory cost
‘Economic freedom indicator (BASELINE)’ – input the baseline economic freedom indicator
‘Economic Impact Comments (BASELINE)’ – input the baseline economic impact comments
‘Recommendations’ – choose a recommendation for this dossier from the dropdown list.
Recommendations are managed in the Tags section of the Application
‘Necessity’ – analysis of the needs of the dossier
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‘Current situation and issues’ – analysis of the current situation and issues of the dossier
‘Policy in this area’ – analysis of the policy needed for this dossier
‘Aim and essence/nature of regulation’ – analysis of the aim and essence of regulation for
the dossier
‘Institutions and persons participated in the process of elaboration of draft’ – a list of all the
institutions and persons which participated in the drafting of the dossier
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‘Expected results’ – input the expected results for the dossier
‘Reference on the essential increase or decrease of spending or revenues to the state budget
as a result of adoption of (names of draft legal acts)’ – consists of two fields:
 Online editor field – input the reference for this dossier
 Search field - type in the first few letters in the name of the related Legal Act and
click on the ‘Find object’ button. The Application will offer the possible results. Click
on one of the results to mark your choice and fill this field.
‘Reference on existence of necessity or absence to adopt or make changes in other legal acts
as a result of adoption of (names of draft legal acts)’ – consists of two fields:
 Online editor field – input the reference for this dossier
 Search field - type in the first few letters in the name of the related Legal Act and
click on the ‘Find object’ button. The Application will offer the possible results. Click
on one of the results to mark your choice and fill this field.
‘Regulatory cost (PLAN)’ – input the regulatory cost per plan
‘Economic freedom indicator (PLAN)’ – input the economic freedom indicator per plan
‘Economic Impact Comments (PLAN)’ – input the economic impact comments per plan
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5.2.3.
Process section
All of the steps for the processing of the dossier are listed here. The steps are managed in
the Tags section of the Application. Each of the process steps consists of three elements:
1. Check box – if all of the necessary action for finishing this step were completed,
check the check box.
2. Process Step – Name of the process step
3. User [Date and Time] – indicates the user who checked the check box for finishing
the step.
If the user unchecks the check box next to the process step name, a pop-up will ask the user
if he/she really wants to uncheck the process step. Confirmation is needed for the step to be
unchecked.
5.2.4.
Monitoring section
This section is reserved for the monitoring of the dossier. It consists of the following:
1. ‘No action planned’ – check if no action is planned for this dossier
2. ‘Legal adoption scheduled for’ – select year, month and day for the legal adoption of
the dossier
3. ‘Legal adoption completed’ – check if the legal adoption was completed
4. ‘Implementation scheduled for’ - select year, month and day for the implementation
of the dossier
5. ‘Implementation completed by Regulator’ – select a Regulator which completed the
implementation of the dossier from a dropdown
6. ‘Results validated by businesses’ - check if the results were validated by businesses
7. ‘Economic impact’ – free text input of the economic impact for the dossier
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5.3. Search dossiers
In order to search for a Business Process, click the ‘Business Processes’ link in the main tab
and the Application will open the Business Process window. It contains a box for searching
and filtering.
The first line is for content text searching. 2 dropdowns on the right control how the search
is performed:
- will it search for all words, any word or exact phrase
- will it search all fields, only dossier name or only dossier number.
Additionally, the search results can be filtered by:
- regulator (list of Regulators)
- availability (NCLR or Public)
- Dossier Status (list of all statuses)
- period of creation in the system
The Application will short list one or more dossiers which fulfill the specific criteria set by the
user. The list is limited to 15 dossiers per window, which can be changed by clicking ‘next’
and ‘previous’ on the footer of the list. The list can also be arranged in ascending or
descending order based on the following criteria:
 Dossier title
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



Availability
Dossier Status
Dossier issued on
Modification date
Each criterium is a link which, when clicked, will rearrange the list. NOTE: The list is not
sortable by the Dossier number.
There are additional options under the search list.
The ‘Set status’ button sets the Availability of the selected dossiers to either public or NCLR.
The ‘Remove selected’ button removes the checked dossiers.
The ‘Export search’ button creates an Excel spreadsheet with the statistics for the dossiers in
the Application.
5.4. View dossiers
The Business Process view window shows all of the information about a Business process. In
addition to the sections described when in Edit mode, the Business Process view window has
three additional sections:
 Attachments
 Comments and replies
 Versions
5.4.1.
Attachments section
In this section, the user has the option to upload all of the possible files needed for the
dossier (application, fee, requirement forms). These files can be uploaded privately, by
clicking on the ‘Attach private file’ button, or publicly by clicking on the ‘Attach any file’
button.
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After the user clicks on the attachment button (either the ‘Attach any file’ or ‘Attach private
file’ buttons), the Application will open the Edit attachment window which consists of:
1. ‘Metadata’ – choose from a dropdown whether the attachment is “Form”, “Official
Gazzette” or “Other”
2. ‘Current File’ – indicates the name of the file after it is uploaded
3. ‘New file for upload’ – by clicking on the “Browse” button, the user can find the file
whixh needs to be uploaded
4. ‘Notes’ – Free text input box for adding any additional notes on the selected
attachments
If the dossier already has a file attached to it, that file will show up either on the ‘Files’ or
‘Private Files’ lists in the ‘Attachments’ section. Each file will have two icons in the upper
right corner:
1. The pencil icon – means editing. When the user clicks on it, it opens the Edit
attachment window for the selected attachment.
2. The (X) icon – means removal. When the user clicks on it, it removes the selected
attachment.
5.4.2.
Comments and replies
The Application allows users to comment and reply on online comments made by the
external web:
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

Review form
Comment
Comment input window allows the user to input free text and add additional attachments.
Users have the option to leave it as an internal comment or to publish it to the web.
5.4.3.
Versions section
The versions section shows all of the versions created for the current dossier. They are
divided into three types:
 Proposed – the proposed version of the dossier will be placed here
 Valid – the current valid version of the dossier will be placed here
 Invalid – a list of all of the invalid versions of the dossier
All of the items in the different types are links to the version they designate. Also, the
current version the user is viewing will be displayed green.
5.4.4.
Common actions
The main options are located in the right top corner with the following links:
‘Notify me about updates’ – link adds the dossier to the ‘My notifications’ list (above the
header)
‘Add to bookmarks’ – link adds the dossier to the ‘My bookmarks’ list (above the header)
‘Edit’ – link opens the Edit Dossier window (identical to the New Dossier window)
‘Remove’ – link removes the dossier
‘Create Proposal’ – link creates a new dossier which is a copy of the existing one, with a
“Proposed” status
‘Forum’ – link creates a new topic or points to the existing one on the ‘Discussions board’
(main tabs)
‘Print preview’ – link opens a new window for printing
‘Print’ – same as the previous link, with the addition that it opens the print popup
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5.4.5.
Create proposal
If a new version of the dossier needs to be issued, and it is not yet valid, the ‘Create
proposal’ creates the new version with the status ‘Proposed’. If the dossier the user is
viewing is already the ‘Proposed’ version, he/she cannot create a new proposal; instead,
he/she needs to edit the existing one. For security reasons, the Application will ask for
confirmation of creating a proposal of the dossier.
5.4.6.
Remove dossier
The ‘Remove’ link will open the removing procedure from the dossier list. For security
reasons, the Application will ask for confirmation of removal of the dossier and its related
items from the Application.
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5.4.7.
Print dossier
‘Print preview’ – link opens a printer friendly html version
‘Print’ – link opens direct to default printer
6. Legal Acts Dossiers
The Legal Acts window is divided into 3 main sections:
 Left
o LA dossier search form
 Right
o New Legal Act dossier
o Saved search feature (shown after performing a search)
 Down
o Search results (shown after performing a search)
Several features are possible after the search action:
1. Save the search by giving it a name (later you can use the same search just with one
click)
2. Paginate if more pages are shown
3. Open the dossier in read mode
4. Select more dossiers for multi-action buttons at the bottom
5. Set a status for more dossiers (requires selection of at least one dossier)
6. Remove dossiers (requires selection of at least one dossier)
6.1. Create a new dossier
The procedure for creating a new dossier is described in the 5.2 section of this manual.
6.1.1.
Inventory section
IMPORTANT: Edit Legal Act dossier window must be exited only through clicking ‘Save’ or
‘Cancel’ buttons, which are located in the top and bottom left corner of the Edit Legal Act
dossier window. All other buttons and links are disabled. Do not use the ‘Back’ browser
function!
Inventory tab, under the Edit Legal Act dossier window, represents the electronic version of
the Inventory Form. It is set up in a way that the user can easily copy-paste all data from the
Inventory Form. There are also some additional criteria which will allow management a
simple use and control of all dossiers in the Application.
First column of the Inventory tab is a list of all questions from the Inventory Form. Some of
the questions have an asterisk sign (*), which means that these input boxes are mandatory
to be fulfilled. If information is not inputted, after trying to save a dossier, the Application
will report an error and will not allow saving the uncompleted dossier.
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The Inventory tab consists of multiple input tools such as free text input boxes, dropdown
lists, search engines, check boxes, adding new rows and etc. Functionality of these tools is
explained according with their position in the inventory section.
List of attributes:
‘Issuing Regulator’ – a dropdown of all of the issuing regulators
‘Name of Legal Act’ – full name of the Legal Act
‘Legal Act number’ – the official number of the Legal Act
‘Legal Scope’ – is the dossier “Local”, “Normative” or “Individual”. Scopes are managed in
the Tags section of the Application.
‘Adoption date’ – three dropdown boxes representing the year, month and day of adoption
of the legal act
‘OG Publish date’ – three dropdown boxes representing the year, month and day of
publishing the act in the Official Gazette
‘OG Edition’ – the edition of the Official Gazette where the Legal Act is published
‘OG Page’ –the page of the Official Gazette where the Legal Act is published
‘Dossier Status’ – is the dossier “Invalid”, “Valid” or “Proposed”. Statuses are managed in the
Tags section of the Application.
‘Legal act affects’ – select the required value from a dropdown. The affected parties are
managed in the Tags section of the Application.
‘Link to Source’ – a set of two text fields which represent the link to content which
additionally explains the dossier:


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URL – the full web-address of the site
Text – name of the site
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‘Legal Act includes Business Process’ – when checked, it opens the attribute for entering the
name of the business process included (described after this), also, it denotes that the
statement is true
‘Name of Business Process’ – input name of the business process included in this legal act
‘Is the Business process a License or Permission’ – when checked, it denotes that the
Business Process included is a License or Permission
‘Dossier number’ – an automatically generated code by the Application representing the
unique code for every business process. A unique dossier code, LD-CBA-110320131404 is
consisted of two parts:
 LD-CBA – the issuing agency, defined by two parts:
o LD – represents the code for distinction between Business Processes (AP,
synonymous to BP) or Legal Acts (LD, synonymous to LA)
o CBA – represents a different short name of each Regulating Agency
 120320131635 – the Legal Act number, an automatically generated number by the
Application which represents a unique number for a specific Business Process of
Legal Act
‘Affects international trade across borders’ – when checked, it denotes that the Legal Act
affects international trade across borders
‘Area’ – input the area. Areas are managed in the Tags section of the Application.
‘Sub-Area’ – input the sub-area. Sub-Areas are managed in the Tags section of the
Application.
‘Legal Act type’ – a dropdown list of all the legal act types. The Legal Act types are managed
in the Tags section of the Application.
‘Public remarks’ – input the public remarks for this dossier.
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‘Teams (for internal use)’ – choose the teams associated with this dossier from the
dropdown selections. You can choose up to 3 optional teams. They will be visible on the
DMS side of the Application only. Teams are managed in the Tags section of the Application.
‘DoingBusiness areas’ - choose the DoingBusiness areas associated with this dossier from the
dropdown selections. You can choose up to 3 optional DoingBusiness areas. DoingBusiness
areas are managed in the Tags section of the Application.
‘Internal remarks’ - input the internal remarks for this dossier. They will be visible on the
DMS side of the Application only.
‘Contact person, phone, e-mail’ – input the contact information for this dossier.
‘Priority (for internal use)’ – a dropdown list with the available priorities. The chosen priority
will be visible on the DMS side of the Application only. The priorities are managed in the
Tags section of the Application.
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6.1.2.
Review section
The description for the Review section is available at section 5.2.2 of this manual.
6.1.3.
Process section
The description for the Process section is available at section 5.2.3 of this manual.
6.1.4.
Monitoring section
The description for the Monitoring section is available at section 5.2.4 of this manual.
6.2.
Search dossiers
In order to search for a Legal Act, click the ‘Legal Acts’ link in the main tab and the
Application will open the Legal Acts window. It contains a box for searching and filtering.
The first line is for content text searching. 2 dropdowns on the right control how the search
is performed:
- will it search for all words, any word or exact phrase
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-
will it search all fields, only dossier name or only law number.
Additionally, the search results can be filtered by:
- Legal Act Type (list of legal act types)
- Area (list of areas)
- Sub-Area (list of sub-areas)
- Regulator (list of Regulators)
- Teams (list of teams)
- availability (NCLR or Public)
- Dossier Status (list of all statuses)
- period of creation in the system
The Application will short list one or more dossiers which fulfill the specific criteria set by the
user. The list is limited to 15 dossiers per window, which can be changed by clicking ‘next’
and ‘previous’ on the footer of the list. The list can also be arranged in ascending or
descending order based on the following criteria:
 Dossier title
 Availability
 Dossier Status
 Dossier issued on
 Law number
 Legal Act Type
 Modification date
Each criteria is a link which, when clicked, will rearrange the list. NOTE: The list is not
sortable by the Dossier number.
6.3.
View dossiers
All of the additional sections and the common operations are described in section 5.4 of this
manual, including its sub-sections.
7. Supporting tabs
7.1. My profile
My profile window shows the main information about the user.
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The Application also allows the user to change his/her password by clicking on the ‘Change
password’ button.
In order to change the password, a valid old password has to be entered along with a new
password and a confirmation of the new password. If the old password entered isn’t valid,
the Application will report a mistake and ask for retyping a valid password. If the old
password entered is valid, but the new password doesn’t match the confirmation of the new
password, the Application will report a mistake and ask for retyping a new password and its
confirmation.
By clicking the ‘Edit’ button in My profile window, the Application will allow change of basic
user data.
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After changing the ‘Name’ or ‘Contact information’, click the ‘Save’ button in order for the
Application to permanently change the user profile or click ‘Cancel’ to abort activity.
7.2. My bookmarks
This feature enables the users to pick any dossier of their interest (a specific area, regulation,
working on review…) and allow easy access to that dossier.
My bookmarks window is a list of selected dossiers for easy access. In order to remove a
dossier from a list, click the check box in front of the name of the dossier and then click the
‘Remove selected’ button. Only the selected dossiers will be removed from the list.
A user can add a new dossier to the bookmark list using the dossier window of a specific
Business Process or Legal Act, as it was shown in the previous chapters. If a dossier is already
selected as a bookmark, this option will not be offered in the dossier window.
7.3. My notifications
This feature enables the users to get notified by e-mail every time when a change occurs
within a marked dossier, regardless of the type of change or who made the change. This is
very useful especially when more users are working on the same dossier.
Adding a new dossier to the notification list is done through the Dossier window of a specific
regulation, the same way as ‘My bookmarks’.
In order to accept the notification option, click OK.
In order to remove a certain dossier from the list, click the check box in front of the name of
the dossier and then click on the ‘Remove selected’ button. Only selected dossiers will be
removed from the list.
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If a dossier is already listed under ‘My notifications’, this option will not be offered in the
Dossier window.
7.4. Logout
‘Logout’ – a link which will logout the current user and close the Application.
7.5.
My saved searches
After a successful search of dossiers in the search window, a button called “Save this search”
appears on the right side of the screen.
(2 saved searches already listed)
After clicking on the button, an input field shows up to enter a name describing the search.
Once saved, the search can be used from the same screen (the last few saved searches are
listed below on the right side) or via the ‘My saved searches’ link in the top menu.
8. Other main tabs
8.1. Discussions
The ‘Discussions’ window shows all of the main discussion sections with a number of topics
and replies and with links to the last few topics.
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After clicking on one of the discussions in the first column a Discussion window opens.
Users can open a new topic with the ‘New thread’ button. Topics are sorted newest first
with the topic name, number of replies, topic author and last reply.
A ‘sticky’ sign can be attached for the important topics that should always stay on top.
A Topic window allows the user to scroll through other topics by clicking on the ‘previous
topic’ and ‘next topic’ links. Also, the user can edit his/her own replies or create a new reply
by clicking on the ‘edit’ icon or ‘new reply’ links.
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The New Reply window allows writing and formatting comments.
There are two Discussion Forums, the Internal forum which is visible and writable only from
the DMS part of the Application, and the Public Forum which is visible on both the web and
DMS parts of the Application, but writable only from the web.
8.2. Online comments
This feature is linked directly with the official website and online feedback received from the
general public. The Online comments window shows a list of all received online comments
and feedback. For security and censorship reasons (bad language, non-related comments
etc.), every comment has to be edited manually, checked and approved for publication on
the website.
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The comment consists of the following:










Title – title of the comment
Message – some message
Name – Name of the commenter
Email – e-mail address of the commenter
Dossier – a link to the dossier the comment has been left for
Participant – if the user is logged in, this field will show that user, if not, it will show
Anonymous
Evaluated – if a user has changed the comment, this field will show the time of
change
Hidden on web – if the comment is visible on the web
Direct ‘edit’ button – leads to the Comment edit window
‘Show/Hide on web’ button – if the comment is viewed and approved, and no edit is
necessary, this button shows the comment on web
When clicking the ‘edit’ button, comment is opened in edit mode. In order to publish the
comment on the website it is necessary to click on the ‘Survey result visible on web’ check
box. Otherwise, the comment will be only visible internally.
8.3. Regulators
The Regulators window represents a list of all regulatory bodies. This list can be edited with
an unlimited number of new entries.
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The list consists of the following:
 Short name of the regulatory body
 Name of the regulatory body
By clicking on the name of a regulatory body from this list, the Regulator window opens,
showing the edit tools and all of the information related with the Regulator.
Clicking 'Remove' will delete the Regulator from the Application. For security reasons, the
Application will ask for confirmation of removal of the Regulator from the Application.
Clicking 'Edit' in the Regulator window opens the Edit Regulator window, which allows
changes to be made in the name, short name, and the description of the Regulator.
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When inputting data for a new Regulator, the name and short name fields are mandatory,
otherwise the system will not allow the saving of the new Regulator.
8.4. Users
The Users window represents a list of all the users in the system. Each of the users is sorted
into user groups. The list of the groups consists of:
 Title – Name of the group/user
 Type – User or User Group
 Modification Date – date of modification
When viewing the list of users in a specific group we have the added statistics
 All content / Last 30 days – lists the number of all of the dossiers the user created /
the dossiers the user created in the last 30 days
 All forum topics / Last 30 Days – lists the number of all of the discussions the user
opened / the discussions the user created in the last 30 days
Clicking on the name of the user in the list leads to the User window. The User windows
consists of:
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


‘User Info’
‘User actions’
‘User tabs’
8.4.1.
User Info
The top of the User window is reserved for the basic user information.
‘Last change’ shows when the User profile was last changed.
‘Modified by’ shows who was the last to modify the User info.
The user has the ability to enable or disable the currently viewed User by using the ‘User
account status’ dropdown and clicking on the ‘Update’ button.
8.4.2.
User actions
The available user actions are ‘Edit’ and ‘Move’. Clicking on ‘Edit’ opens the Edit user window
which enables the modification of the basic user information such as:
 First Name
 Last Name
 User Account – e-mail of the user
 Signature
 Image
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The ‘Move’ button enables the moving of the user from one user group to another.
8.4.3.
User tabs
There are four user tabs enabled for each user:
1. Info
2. Latest activity
3. Latest discussions
4. Statistics
The ‘Info’ tab displays the basic information of the user:
 Username
 E-mail – e-mail of the user
 Name – Full name of the user
 Signature
 Image
The ‘Latest activity’ tab displays the last 20 dossiers and files the user created or modified in
the Application. Every item on this list consists of the following:
 Name – name of the dossier or file, also a link to the dossier or file
 Action – ‘Created’ or ‘Modified’
 Type – Business process, Legal Act, File, or Private File
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
Time – Date of action
The ‘Latest discussions’ tab displays the last 20 forum topics/replies the user created or
modified in the Application. Every item on this list consists of the following:
 Name – name of the forum topic/reply, also a link to the topic/reply
 Action – ‘Created’ or ‘Modified’
 Type – Forum topic or Forum reply
 Time – Date of action
The ‘Statistics’ tab represents the users activity throughout the Application. It shows how
many dossiers the user created in general and how many he/she created in the last 30 days,
also how many forum topics/replies the user created in general and how many he/she
created in the last 30 days.
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8.5. Tags
This section of the Application allows the user to view and manage all of the lists for the
Business Process or Legal Act attributes which are previously stated as being managed in this
section of the Application.
Clicking on the ‘Tags’ tab opens the Tags dashboard.
8.5.1.
The Tags dashboard
The Tags dashboard consists of:
 Children tags – a list of tags under the top
 Latest tags – a list of the latest tags added
‘Children tags’ list consists of the following:
 ID – tag ID
 Tag name – name of the tag, also a link to the Tag view
 Modified – date and time of the modification of the tag
‘Latest tags’ consists of the following:
 ID – tag ID
 Tag name – name of the tag, also a link to the Tag view
 Parent tag name – name of the tag above the tag in the list
 Modified – date and time of the modification of the tag
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When a user clicks on one of the tags in the Children tags list, the Tag window opens.
8.5.2.
The Tag window
The Tag window consists of:
 Link to the parent tag – left of the tag name
 Tag info
 Tag actions
 Main tag tabs
8.5.3.
Tag info
Tag info consists of:
 ‘Last modified’ – time of the last modification, and the ID of the tag
 ‘Language’ – the current viewed language
8.5.4.
Tag actions
Tag actions are located at the right-hand side of the Tag window and they are
1. Add child tag
2. Edit tag
3. Delete tag
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4. Merge tag
5. Add synonym
6. Convert to synonym
‘Add child tag’ is an action which adds a new tag under the currently selected one. Clicking
on the ‘Add child tag’ button opens the New tag window.
The New tag window consists of:
 ‘Tag name’ – input the name of the new tag
 ‘Use the main language if there is no prioritized translation’ – check box.
 ‘Parent tag’ – the currently selected Parent tag. The user can easily change the
parent tag by clicking on the ‘Select Parent’ button and clicking on the name of a
parent in the pop-up window
 ‘Save’ and ‘Discard’ buttons – clicking on ‘Save’ creates the tag, ‘Discard’ discards all
of the changes
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‘Edit tag’ enables the user to edit the existing tag. Clicking the ‘Edit tag’ button opens the
Edit tag window which looks the same as the New tag window, and has the same
functionalities.
‘Delete tag’ removes the tag. It opens the confirmation window. Only by clicking on ‘Yes’ in
that window can the user actually remove the tag.
‘Merge tag’ merges the tag with another tag. If, for example, there exist two tags which are
linked to the same object and have the same meaning, the user can merge them into one
tag and all of the related dossiers from the merged tag will pass on to the new tag.
‘Add synonym’ adds a new synonym for the tag. The adding is done through the New
synonym window which is the same as the New tag window.
‘Convert to synonym’ converts the tag to a synonym of a different tag. The Convert to
synonym window is the same as the Merge tag window.
8.5.5.
Main tag tabs
Main tag tabs consists of:
 Latest Content – a list of the latest dossiers which used the tag
 Children Tags – a list of tags under the currently selected one
 Tag translations – all of the available translations fo the current tag
 Synonyms – all of the synonyms for this tag
The ‘Latest Content’ list consists of:
 Dossier number
 Title – full title of the dossier
 Availability – Public or NCLR
 Dossier Status – Invalid, Valid or Proposed
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

Creator of dossier – full name of the person who created the dossier
Modification date – date of the last modification
The ‘Children Tags’ list consists of the same elements as the Tags dashboard Children tags
list.
The ‘Tag translations’ list consists of:
 Use the main language if there is no prioritized translation checkbox
 Language – language name
 Main – Yes or No
 Translation – the tag translation for the language
 Locale – the international language code
 Action – three actions are available here. The (X) icon represents the removal of the
translation. The pencil icon enables the editing of the tag in a given translation. The
‘Set as main’ button sets the given translation as the main translation for the tag
The ‘Synonyms’ list consists of:
 ID – ID of the synonym
 Name – Name of the synonym, also a link to the synonym
 Modified – date and time of the modification of synonym
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8.5.6.
Synonyms
Synonyms are the tags which share a meaning with the tag they are created for. When the
user clicks on the synonym name for a tag, the Synonym view window opens. It looks almost
the same as the Tag view window, with some minor differences.
Under the title of the synonym is a link to the Main tag.
Only two actions are available: ‘Edit synonym’ and ‘Delete synonym’.
The ‘Edit synonym’ action opens the Edit synonym window which is the same as the New
synonym window.
The ‘Delete synonym’ action removes the synonym. The user needs to confirm the removal
through the confirmation window.
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