User Manual

User Manual
User Manual
RMSI Workflow Management System
May 2011
Department/Group
CGO/Data & Migration/Navigation Data Update
Release version
Status
V 1.1
 Work in progress
Created By
Poonam Gupta
Reviewed By
Souvik Mudi
Approved By
Vijay Bansal
Issued for Review/Approve Published
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 Archived
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User Manual
Document History Tracking (DHT)
Revision number
Data of Issue
Sections
List of Changes
1
30.11.2010
NA
Initial Version
05.05.2011
Project Summary, Project
Allocation Sheet,
Workforce Management,
Inventory Management,
Administration, Document
Control
2
Document Availability
HARD COPY / SOFT COPY
LOCATION WHERE AVAILABLE
Hard Copy
Soft Copy
Legal Notice
The original controlled document held in RMSI Document server. When printed this document
is uncontrolled.
This document contains information, which is proprietary to RMSI. No part of its contents may
be used, copied, disclosed or conveyed to any party in any manner whatsoever without prior
permission from RMSI.
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Table of Contents
1.
Introduction ...............................................................................................................................4
2.
Host ...........................................................................................................................................4
3.
Login ..........................................................................................................................................4
4.
Home Page .................................................................................................................................5
4.1 Project Summary: .....................................................................................................................6
4.2 Project Allocation Sheet: ...........................................................................................................6
4.3 Workflow Management System ................................................................................................7
4.3.1 Project Monitoring .............................................................................................................7
4.3.2 Workforce Management ....................................................................................................9
4.3.3 Inventory Management .................................................................................................... 10
4.3.4 Administration ................................................................................................................. 11
4.4. Support Management System ................................................................................................ 14
4.4.1 Query Tracker .................................................................................................................. 14
4.4.2 Feedback Monitoring ....................................................................................................... 20
4.4.3 Document Control ............................................................................................................ 26
4.5. Logout ................................................................................................................................... 26
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WORKFLOW MANAGEMENT SYSTEM
1. Introduction
Sensis Work Flow Management System has been developed to help the Sensis project to have an
organized mechanism to manage workflow, queries and quality related issues. The website aids in
recording and maintaining the different applications like Inventory management, Work Allocation,
project monitoring system, Query management, Feedback monitoring, Project scheduling and Priority
assignment. This site is intended to reduce the manual work and expedite the processes involved
therein. Your feedback and suggestions on website will be of help to make it more robust.
2. Host
Following link can be used to access this website:
http://rmsioms.rmsi.com/rmsisensiswms/
3. Login
This page is used by the user to login and subsequently access the other pages of RMSI WMS
Applications. Depending upon the authorization level, the user will be given access to WMS
applications. Enter valid user name and password and click on ‘Login’ button.
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4. Home Page
The home page provides access to the applications available to the user according to the assigned rights
under two major modules.

Workflow Management System
1. Project Monitoring
2. Workforce Management
3. Inventory Management
4. Administration

Support Management system
1. Query Tracker
2. Feedback Monitoring
3. Document Control
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4.1 Project Summary:
Project summary provides an overview of the project completion in the graphical format. Here the
summary is provided on hourly basis, percentage wise and project wise type.
4.2 Project Allocation Sheet:
Project allocation sheet provides information about all the core and custom projects from Sensis that
RMSI is working on.
Projects which are completed and delivered to Sensis get highlighted in green.
Projects which are being accepted by Sensis get updated as Accepted.
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4.3 Workflow Management System
4.3.1 Project Monitoring
Project monitoring is a dashboard for the latest updates on the project status shown graphically using
the progress bar and statistically for better analysis and evaluation of the project status.
It displays work orders, total work packets, planned start and end date, actual start and end date,
planned % completion, actual % completion and status.
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The work orders can be sorted according to Geography and Status using the dropdowns available.
Work order Details provide following information:



Project wise volume details
Project wise Progress details
Workpacketwise Progress Details (the details of project scopes included and the total
percentage completed)
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4.3.2 Workforce Management
Work access rights are managed using this option. Access rights to various functions for every user are
managed using workforce management.
The functions to which access is to be provided could be added or removed using the following window:
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4.3.3 Inventory Management
Inventory details include geography, total number of work packets, planned start date, planned end
date, actual start date, actual end date, priority and suffix.
Inventory details are managed here for new and existing work orders using the following options:


Add New Workorder
Work Order Details
Add New Workorder:
To add new Workorder to the inventory, enter the information in the respective fields and click
on Submit. To enter information regarding a new Workorder click on Refresh to get a fresh
page.
Work Order Details:
The information which has been already updated in the inventory can be modified using the
following options:
i)
Projects are added and removed from the Workorder by clicking on Scope.
‘Add Project’ option is used to include a project under a specific scope.
ii) Actual volumes of work orders can be edited by clicking on Actual volumes
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iii) Edit provides options to make modifications to the existing work order details.
4.3.4 Administration
This tab provides the user with the options to record and manage the information which can only be
viewed under other tabs.
i)
Work Packet Project Assignment
Work projects are assigned to the work packets related to the specific work orders using this
tab.
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ii)
Work Packet Status
The function, priority, status and cycle information pertaining to the all the work packets
within the given work order can me modified using this tab.
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iii)
Add Documents
Documents can be added under the relevant category using this tab.
iv)
Work Packets
Work packets are added to the given Workorder in the Excel format specified by the client
using this option.
v)
Work Allocation Sheets
Work allocation sheet is used to view the information related to various work orders and
related work packets.
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4.4. Support Management System
4.4.1 Query Tracker
During the production phase if a user encounters an anomaly in the data he / she will intimate the same
to the query management team through QMS. On finding a truly unique case, the team will then flag the
same and upload it for review to the Sensis users on the online query management system.
There are following roles in Query Management System.
Raiser
–
Editor from the production team at RMSI
Resolver
–
Specific editors at RMSI
Onsite manager
–
Onsite Manager from RMSI
Sensis Users
–
Resolver at Sensis end
Query Tracker: It will show graphically the cumulative summary statistics of all the projects against
which the queries have been raised. It will show the cumulative status wise and function wise QMS
summary statistics of all the projects.
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Navigation Project Types: It shows the project wise cumulative summary statistics of QMS.
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i)
Raise query: To raise the query against the selected project type
Once the query is raised, notification mail will be sent to all the resolvers.
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ii)
View: By default it shows the queries raised for the selected projects and needs to be
resolved.
Update: Resolver may click on update to give his / her recommendation to resolve the query.
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iii)
Search: Gives the search result as per the selected criteria
iv)
Issue details: Provides detailed information about the query including work order, work
packet, description and comments from the resolver.
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v)
Summary: Provides graphical representation for Summary statistics and Functionwise
statistics. By default if shows the list of Pending Action Items.
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4.4.2 Feedback Monitoring
After shipment of a work order, Sensis users can give their feedback through the “Feedback
Monitoring”. Once the feedback is logged, RMSI users will do the root-cause analysis and action will be
taken against respective logged feedback. After RMSI action, Sensis can give the final recommendation
and on the basis of which further action will taken and finally the specified logged feedback will be
closed by RMSI users.
There are two primary roles in Feedback Monitoring.
Sensis Users – User logs the feedback for the specific work order. He also gives his recommendation
once the RMSI do the root cause analysis and takes action against the logged feedback.
RMSI Users – Users takes action against the feedback logged by Sensis users.
Feedback Monitoring: The link shows feedback summary statistics and category wise feedback statistics
graphically. A summary of work order wise feedbacks are also shown here.
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Work Order: User can view work order wise details. User can search the details with different criteria.
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Feedback: Sensis user can log their feedback using the relevant selection criteria.
Once the feedback is raised a notification mail will be sent to all the RMSI users, and once the RMSI
Action is taken then all the users at client end will be notified for recommendation via mail.
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RMSI Action: RMSI user can validate the feedback and submit the root cause and further course of
action.
Recommendation: Sensis user can view feedback details and submit his recommendation.
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Close: RMSI user can close the feedback
Navigation Project Type: The link shows project wise feedback summary statistics and feedback
category wise statistics, graphically. A summary of all the feedbacks, work order wise is shown as well.
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Feedback Details: Clicking on a sequence number shows the feedback details
Search: Shows search result as per the selected criteria.
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4.4.3 Document Control
The documents which are available under the following headings can be viewed using this tab.
i)
Sensis Work instructions
It contains the work instruction documents which Sensis has shared with RMSI.
ii)
RMSI Specifications and Training Documents
It contains standard specification and training documents followed at RMSI.
iii)
Weekly Conference Call Agenda
It contains the agenda for the weekly meetings which RMSI shares with Sensis.
iv)
Other Documents
It contains other important documents.
4.5. Logout
This tab is used to logout from this website. After logging out from the website the user can login again
as shown in the image below.
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