department of tourism computerization project phase i document management and tracking system 14-16...

Department of TourismComputerization ProjectPhase I

DOCUMENT MANAGEMENT AND TRACKING SYSTEM

14-16 June 2009

DOT COMPUTERIZATION PROJECT PHASE I

AGENDA

01 Objectives 02 Definition of Terms 03 Document Management and Tracking System

3.1 Document Tracking & Management

3.1.1 Draftee

- Create Draft of Communication

- Update Current Status

3.1.2 Approver

- Approve Document for Routing

3.1.3 Records Section

- Route Approved Documents

- Re-route Documents

- Recall Documents

3.1.4 Document Recipient

- Receive Routed/Recalled Document

3.2 Management of Document Requests

3.2.1 Requestor

- Search existing of Documents in the Portal

- Create Document Request

- Answer Document Request

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

OBJECTIVES

The objectives if the presentation are:

• To present the different processes involved in Document Management and Tracking System (DMTS)

• To teach users on how to create Draft of Communications on DMTS

• To teach users on how to approve Draft of Communications on DMTS

• To teach users on how to route approved documents

• To teach users to manage document requests

AGENDA

3.1.1 Draftee

- Route the document

3.1.2 Approver

- Recall Documents

3.2.1 Requestor

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

DEFINITION OF TERMS

Portal/WebsiteInterchangeably used, this refers to the MS Sharepoint portal

that will be used as the primary interface with the different systems

Draft Communication A term to be used for communications drafted for approval and further, for routing to a group of DMTS users. Memo/documents routed to different offices internally

Routed/ Re-routed Communication A term to be used for approved communications disseminated by the Records Division.

Document ClassificationGeneral classification of a document (Memo, Circular,

Orders, etc) that facilitates the indexing and searching of documents in the database

DEFINITION OF TERMS

Scan (Archive)These are paper documents stored in the Records Division from

June 2004 – present date which have been converted to digital documents and are searchable through DMTS.

Online Template DMTS provides templates based on the currently used draft communication types i.e. Administrative Order, Memo, etc

Routing Control Number Each draft communication will be identified through a unique control number.

Hashcode A series of character string generated through a secret hash stored into the document upon approval. The hashcode can only be generated by the final signatory. In the event of tampering, the system saves the hashcode stored in the document. If the hashcode in the system and the hashcode in the document does not match, then a security violation may be detected.

DEFINITION OF TERMS

WorkflowA special feature of the tool Sharepoint to facilitate support to

processes such sending of emails and assigning task with the user.

Workflow status “In Progress” A status of the Workflow that will tell the recipient or user that the document may now be processed.

Workflow status “Not Started” A status of the Workflow that will tell the recipient or user that the user needs to “Complete Task”.

Complete Task An action that the user must make so that the workflow may be set in motion.

DEFINITION OF TERMS

My InboxDefault screen for DMTS that shows communication documents

for the user. My Inbox contains the following groupings:• Communication for Approval• Routed/Re-routed Communications• Routing Progress • Routing Progress(Record Section)

Workflow status “In Progress” A status of the Workflow that will tell the recipient or user that the document may now be processed.

Workflow status “Not Started” A status of the Workflow that will tell the recipient or user that the user needs to “Complete Task”.

Complete Task An action that the user must make so that the workflow may be set in motion.

DMTS taps Sharepoints 2007 built-in functionalities in Document Management Document Library Tracking using Sharepoint Workflow Seamless Integration with MS Office 2003 and 2007

CONCEPTS IN DOCUMENT TRACKING AND MANAGEMENT

There are Components that Sharepoint does not allow to be customized Workflow Model

This will be the workflow model that is used in all Sharepoint products.

We cannot customize MS Office What can be customized is what can also be destroyed

SHAREPOINT CUSTOMIZATIONS FOR DMTS

Customizations Customizations

Sharepoint Sharepoint 20072007

Microsoft Microsoft Office 2007Office 2007

Microsoft Microsoft Office 2003Office 2003CustomizationsCustomizations

There are Components that Sharepoint do not allow to be customized Workflow Model

This will be the workflow model that is used in all Sharepoint products.

We cannot customize MS Office What can be customized is what can also be destroyed

SHAREPOINT CUSTOMIZATIONS FOR DMTS

“Again: Older Office versions [like 97-2003 Office] do not directly support WSS [Windows Sharepoint Services] properties. You can however click on "File Properties" in Office which will open the above "Web File Properties" window reflecting our WSS properties as well (if the document was opened from Sharepoint, otherwise you only get the legacy file properties dialog and will only see WSS properties as normal legacy text properties) In Office 2007 a new properties ribbon was implemented. If you don't see this ribbon after opening a document just click on the Office Button and select "Prepare / Properties". You can now select between "Server-Properties" (WSS), "Document Properties" (common legacy file properties), "Advanced Properties" (this is our legacy Office FileProperties dialog)”

- Microsoft Development Network

Creation of Draft CommunicationCreation of Draft Communication

ApprovalOf Draft

Communication

ApprovalOf Draft

Communication

Routing & Dissemination

Document RoutingAnd Approval of MEMOs,Circulars, and other files.

approvereview

Receive andread

annotate

DMTS PROCESS IN A NUTSHELL

My InboxMy Inbox Workflow Log

Workflow Log

CompleteTask

Always check for new Task Items in My Inbox. Check for the status of the Task Items.•Not Started•In Progress•Completed

Click on the status of the Task Item.See the workflow log to see the different activities associated to the task.Select the task assigned to you. i.e. •New Draft Communication Received

Here you will review the document attached to the task. You may input remarks.Complete the task so that the document may move on to the succeeding steps/process.

AGENDA

3.1.1 Draftee

3.1.2 Approver

- Recall Documents

3.2.1 Requestor

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

AGENDA

3.1.1 Draftee

3.1.2 Approver

- Recall Documents

3.2.1 Requestor

AGENDA

3.1.1 Draftee

3.1.2 Approver

- Recall Documents

3.2.1 Requestor

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> CREATE DRAFT OF COMMUNICATION

Upon Logging-in, User will be able to see the homepage of DMTS. The main body contains the Module Requirement and Things to remember

My Inbox

Workflow Log

CompleteTask

Upon Logging-in, User will be able to view My Inbox which contains List of all Pending Tasks assigned to the user

My Inbox

Workflow Log

CompleteTask

Step 1: Click Create Draft Communication to view list of all draft communications created/authored by you.

My Inbox

Workflow Log

CompleteTask

Step 2: Select New to display templates used for creating Draft of Communication

My Inbox

Workflow Log

CompleteTask

A warning message will be displayed upon selection of the template.

Step 3a: Click Adhoc Communication. This will upload document in any document type like excel, powerpoint and word document. Browse the document to be routed. And press OK to finish.

My Inbox

Workflow Log

CompleteTask

Step 3c: The Success page will be displayed informing that the docunent has been uploaded successfully. Click the link to continue in Create Draft Communication page.

My Inbox

Workflow Log

CompleteTask

Step 3d: The uploaded document will be added in the draft communication list. The newest document will be on the top of the list.

My Inbox

Workflow Log

CompleteTask

Step 4. Click any template displayed in the draft down list. The only difference with all the template is the heading of the document.

My Inbox

Workflow Log

CompleteTask

*If this message appears, click OK to continue.

*built-in double layer security of Sharepoint by design

My Inbox

Workflow Log

CompleteTask

Step 4: Enter Username and Password to open the templateStep 5: Click OK to save information and go back to the default page.

Click Cancel button will go back to the previous page

*built-in double layer security of Sharepoint by design

My Inbox

Workflow Log

CompleteTask

Step 6: Fill-up required fields and create the content of the document

My Inbox

Workflow Log

CompleteTask

Note: The shaded part of the document will be filled in automatically, except for the Communication Subject. Communication subject will be filled in by the draftee. Make sure the subject will be typed inside the shaded portion.

Click the communication subject, this will select automatically the whole area. If selected, use the left or right arrow keys to be able to get inside the communication subject and remove the text inside the shaded part. Undo the changes if the draftee accidentally removed the subject area

My Inbox

Workflow Log

CompleteTask

Step 7: Click X or Close to save draft of communication

Do not use the Save button

My Inbox

Workflow Log

CompleteTask

Step 8: Type File Name to and click Save button. The filename will be changed to hash code for security purposes after the draftee send the document for approval. If the office version installed is 2007, change the Save as type

My Inbox

Workflow Log

CompleteTask

Saving the document will update the List of Draft of Communication. Routing Control Number, Assigned To and Document Status

My Inbox

Workflow Log

CompleteTask

AGENDA

3.1.1 Draftee

3.1.2 Approver

- Recall Documents

3.2.1 Requestor

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> UPDATE CURRENT STATUS

Step 1: Under My Inbox tab, click Communication for Approval to display all the assigned task. By default, the newly document will be assigned to the draftee. The user can use the filter to view a selected status.

My Inbox

Workflow Log

CompleteTask

Step 2: Click the Image to display the Draft Communication page that will be used to route the document

My Inbox

Workflow Log

CompleteTask

Ready to route the Document to approver : Draft Page

My Inbox

Workflow Log

CompleteTask

Communication Details

My Inbox

Workflow Log

CompleteTask

Include the basic information of the communication

Input fields for needed for approval

Fields with * is a mandatory

Step 3: To modify the document click the Name column to display the item menu.

My Inbox

Workflow Log

CompleteTask

Powerpoint

Step 4: Fill-up necessary field so update status to for approval

My Inbox

Workflow Log

CompleteTask

Select Send Copy to Record Section. If Yes, the record section will be responsible for re-routing the document to the recipients. If No, the final approver will trigger to route the document to the recipients

My Inbox

Workflow Log

CompleteTask

Choose Link to PMS on the drop-down list to associate Draft of Communication to a specific project

My Inbox

Workflow Log

CompleteTask

My Inbox

Workflow Log

CompleteTask

Choose Change Document Status the drop-down list, to set the new status of the document, For Review and Approval, For Final Review and Approval and Reject.

My Inbox

Workflow Log

CompleteTask

Input the Approver of the document. This will be the approver of the document. The approver will see this document in his Inbox once the transaction is completed. The user can use the Browse button to search a user.

My Inbox

Workflow Log

CompleteTask

Input Document Recipients, they will be the final receiver of the document. The user can input a group or user in this field. The user can use the Browse button to search a user.

Step 5: To Cancel the transaction, click the Communication for Approval under My Inbox tab or Click OK to save.

My Inbox

Workflow Log

CompleteTask

Step 5: Notification of successful save. Click the link to continue

My Inbox

Workflow Log

CompleteTask

All pending task for Approver will be seen in My Inbox -> Communication for Approval

My Inbox

Workflow Log

CompleteTask

For Review and Approval Page. If the set the status to For Approval and Review, the below will be shown up. Fill up the required field and press OK when done. As long as the status is For Approval and Review, it can be passed to other different approver.

My Inbox

Workflow Log

CompleteTask

For Final Review and Approval Page. If the set the status to For Final Approval and Review, the below will be shown up. Fill up the require field and press OK when done. If the approve choose Approved for Routing, if will be sent to Record Section or the Document Recipients of the document. The final Approver will populate the hashcode automatically.

My Inbox

Workflow Log

CompleteTask

ACTIVITY

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

ACTIVITY

1. Create New Draft of Communication

2. Send Draft of Communication for Approval

a. Document Recipient: DOT DMTS User

b. Select Final Approver to option NO

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> APPROVE DOCUMENTS FOR ROUTING

If the Draftee choose to Send a copy to Record Section, Record Section will be able received all Approved for Routing status of the document sent by the final approver.

My Inbox

Workflow Log

CompleteTask

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> APPROVE DOCUMENTS FOR ROUTING

My Inbox

Workflow Log

CompleteTask

Record Section can add a recipient if the Draftee missed some recipients of the document. Press OK to save.

ACTIVITY

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> RE-ROUTE DOCUMENTS

Step 1: Click Records for Re-routing to view list of all documents subject for re-routing. Only the records section can RE-ROUTE documents.

Step 2: Select New to display templates used to upload document to route.

Step 3: Browse document to be uploaded.

Step 4: Click OK to save information and direct user to Memo for Routing Page.

Click Cancel button will go back to the previous page

Step 5: Enter Recipients of the Document for Routing

Step 6: Click Check In to route Document Click Cancel button will go back to the previous page

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> RECALL DOCUMENTS

Step 1: Click Routed Documents to view list of Routed Documents. Only accessible by Records Section.

Step 2: Click Edit Icon to change Document Status to Recalled

Step 4: Set the Status to RECALLED and state the reason for recall

Step 5: Click OK to update status Cancel button will go back to the previous page

Once OK, Document Status will be updated

ACTIVITY

1. Edit document before Routing

2. Route approved documents

3. Create document for re-routing

4. Recall at least one routed document

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> RECEIVED ROUTED/RECALLED DOCUMENTS

Upon Logging-in, User will be able to view List of all Pending Tasks assigned to the user

Step 1: Click <Task Title> to direct user to the screen where user can complete task in receiving routed/re-routed or recalled document

Step 2: Click Complete Task button to complete task in receiving the document that has been re-routed

Step 3: Click View Documents to view list of all routed documents to the current user

Step 4: Click <Document Link> to view the routed document

ACTIVITY

1. Accept routed document

2. View routed document

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> SEACRH EXISTING DOCUMENTS IN THE PORTAL

Step 1: Choose This Site: DMTS on the drop down list

Step 2: Enter <Value to be searched> to the search field provided on the portal

Step 3: click the search icon to begin search

Step 4: Click on the link of the corresponding query to view the page

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

DOCUMENT MANAGEMENT AND TRACKING SYSTEM> CREATE DOCUMENT REQUESTS

Step 1: Click Request Documents to view list of document requests

Step 2: Select New Request to display templates used for creating Draft of Communication

Step 3: Fill-up necessary fields needed for document request

AGENDA

3.1.1 Draftee

- Recall Documents

3.2.1 Requestor

DOCUMENT MANAGEMENT AND TRACKING SYSTEM>ANSWER DOCUMENT REQUEST

Upon Logging-in, User will be able to view List of all Pending Tasks assigned to the user

My Inbox

Workflow Log

CompleteTask

Step 1: Click <Request Condition> to direct user to the workflow of the

My Inbox

Workflow Log

CompleteTask

Step 2: Once request has been answered, click New Document Request to direct user on the work-flow for document request

My Inbox

Workflow Log

CompleteTask

Step 3: Click <Related list item> to direct user in the request form. A message to inform user that he will be directed in the form to see the details of the

request.

Step 4: Change Request Status to Answered Request. Put Comments if necessary.

Clicking OK will update Request Status

View Document Routing Progress of the Draft Communication. Send to Recipients value will change to Completed if all the Recipients of the Document did the assigned task to them

View Document Routing Progress (Record Section) of the Draft Communication. This view is for Record Section only. This view is where the document being routed by Record Section. Send to Recipients value will change to Completed if all the Recipients of the Document did the assigned task to them

ACTIVITY

1. Search Document on the Portal

2. Create New Document Request

3. Answer document request

a. Attach file to answer document request

b. Query the requested document on the documents archive

REVISIT OF OBJECTIVES

The objectives of the presentation were:

To present the different processes involved in Document Management and Tracking System (DMTS)

To teach users on how to create Draft of Communications on DMTS

To teach users on how to approve Draft of Communications on DMTS

To teach users on how to route approved documents

To teach users to manage document requests

QUESTIONS?

Thank you

department of tourism computerization project phase i document management and tracking system 14-16...

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document request3

document tracking management3

tracking system3

tracking system14

tracking system dmtsto

routedrecalled document3

requestor search

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