idemurrage user guide v0within the application having such hyperlinks. some action buttons are in...

User Guide Project Name: iDemurrage Date: 26 December 2013

Sponsoring Business: Downstream MSDC Project Identifier: SD1300006

Project Manager: May-Sze Tan

Version Number: 0.1

Draft/Final as of: 7 January 2014

Printed on: 7 January 2014

Author: Sue Ann See

[email protected]

See Ming Chen

[email protected]

Owner: May-Sze Tan

Approval Signatures

Name Title

Revision History Date Version Author Reviewed

By

Change Description

7 Jan 2014 0.1 Sue Ann See,

See Ming, Chen

Initial Draft

iDemurrage User Guide

Table of Contents

1. Introduction ................................................................................................ 5

2. Logging In and Out ..................................................................................... 6

2.1. Log In .......................................................................................... 6

2.2. Log Out ....................................................................................... 7

2.3. Forgot User ID .............................................................................. 7

2.4. Forgot Password ........................................................................... 8

3. User Support .............................................................................................. 9

3.1. Help ............................................................................................ 9

3.2. Contact Us ................................................................................. 10

3.3. About ........................................................................................ 10

4. Basic Navigation and Action Keys ............................................................ 12

4.1. Menu Bar................................................................................... 12

4.1. Action Buttons ............................................................................ 12

4.2. Image Buttons ............................................................................ 13

4.3. Calendar Pop-Ups ...................................................................... 14

4.4. List Item Hyperlinks ..................................................................... 14

4.1. Multi-page Navigation ................................................................ 15

5. Claims....................................................................................................... 17

5.1. New Claim ................................................................................ 17

5.2. Maintaining Supporting Documents ............................................. 21

5.3. View/Edit Claim ......................................................................... 26

5.4. Claim Status Rules ...................................................................... 29

5.5. Claim Approval Flow Diagram .................................................... 30

5.1. Pending Claims .......................................................................... 32

5.1. Print Claims ............................................................................... 42

6. Masters .................................................................................................... 44

6.1. Companies ................................................................................ 44

6.2. Modes of Transport .................................................................... 46

6.3. Ports .......................................................................................... 49

6.4. Products ..................................................................................... 52

6.5. Reasons ..................................................................................... 54

6.6. Claimants .................................................................................. 57


6.7. Envelopes .................................................................................. 60

7. Reports ..................................................................................................... 63

7.1. Export ....................................................................................... 63

7.2. Ageing ...................................................................................... 64

8. Users ........................................................................................................ 66

8.1. User Role Matrix ......................................................................... 66

8.2. Manage Users ............................................................................ 69

8.3. Change Password....................................................................... 75

9. Email Notifications .................................................................................... 76

9.1. Batch Email Program .................................................................. 76

9.2. Email Notification Rules .............................................................. 76

10. Other System Requirements ...................................................................... 78

10.1. Session Timeout .......................................................................... 78

10.2. Browser Compatibility ................................................................. 78


Glossary Acronym Description

URL Uniform Resource Locator

IRM Information Risk Management


1. Introduction

• iDemurrage is a web-based application to enter, process and manage demurrage claims for Malaysia.

• It is used by authorized users as follows:

User Role Assigned

External/third party users Shipper

Shell Supply Operations business users

Claim Analyst, Claim Manager, Payment Specialist

IT Administrators Admin

Other users (Read Only) Reader

Note: Refer to the User Role Matrix for more information on the allowed access.


2. Logging In and Out

• iDemurrage is accessible via a web site URL: https://www.iDemurrage.shell.com.

• Anyone with an internet browser, internet connection and a valid User ID and Password will be able to log in.

2.1. Log In

Step Description

1 Open your internet browser.

2 Type the iDemurrage web site URL in the address bar.

3 At the User Login page, enter a valid User ID and Password in the text boxes provided.

Click to log in. Upon successful log in, the Welcome page is displayed. You will see:

a. Menu bar with menu groups (in bold) and menu items under each menu group.

b. Welcome back < User Name> message

c. Welcome <User Name> message

d. <Role>

e. Logout link

Note:


• The menu groups/items displayed varies for each user according to their role.

• <User Name> and <Role> for each user are set up at Manage Users.

2.2. Log Out

Step Description

1 At any page within the iDemurrage web site, click on the Logout link to log out of the application.

2.3. Forgot User ID


Step Description

1 At the User Login page, click on Contact Us to access the contact information if you forgot your User ID.

2 Click Home to return to the User Login page.

2.4. Forgot Password

Step Description

1 At the User Login page, click on Click Here to access the Forgot Password page.

2 Type your Email Address in the text box provided. Then, click Send Mail. An email will be sent to your mailbox with the User ID and Password reminder in the following template:


From [email protected]

To <Email Address as per entered>

Subject iDemurrage account details

Body Hi <User ID>, Your account details are User ID: <User ID> Password: <Password>

Note: This is an autogenerated email, do not reply.

You will see a message indicating that “An email has been sent to the specified user.” If the email is sent successfully.

Note: The email address should match what has been set up for the particular user at Manage Users.

3 Click Back to return to the User Login page.

3. User Support iDemurrage provides support information accessible from the User Login page, in the form of:

• Help – Static help content

• Contact Us – Business and support contact information

• About - Application information

3.1. Help

<Help page screenshot to be attached after adding user guide>

Step Description

1 At the User Login page, click Help to access the Help content. The following will be provided:

• Link to User Guide <Not there yet. To be added.>

• Link to Contact information.

2 Click User Guide to view the user guide.

Click Contact Us to view the contact information.

Click Home to return to the User Login page.


3.2. Contact Us

Step Description

1 At the User Login page, click Contact Us to access the contact information. The following will be provided:

• Business contact – a link to send an email to the functional email account is provided. The functional email account is owned and managed by the Shell Supply Business users responsible for processing demurrage claims.

• Support contact – link to Application Support Desk webform and Application Support Desk website is provided.


3.3. About


Step Description

1 At the User Login page, click About to access information on the application version number.



4. Basic Navigation and Action Keys

4.1. Menu Bar

Within the application, user the menu bar on the left to navigate from one component/page to another component/page. Each of the menu items (not in bold) are links to the respective component/page.

4.1. Action Buttons


Note: This screenshot is just an example of a page with action buttons. Most of the pages within the application have action buttons and the number of buttons available on each page varies.

• Action buttons are typically located at the bottom of the page. However, there may be some buttons located within the data entry/form area as well.

• Clicking on each button triggers a particular action. The details of the actions are described at various sections in this document pertaining to each component/page.

4.2. Image Buttons


Note: This screenshot is just a selected example of pages with hyperlinks for the list item(s). There are other pages within the application having such hyperlinks.

Some action buttons are in the form of an image/icon. Click on each button triggers a particular action. The details of the actions are described at various sections in this document pertaining to each component/page.

4.3. Calendar Pop-Ups

Note: This screenshot is just a selected example of pages with calendar pop-ups. There are other pages within the application having such pop-up menus.

• All date fields to be populated within the iDemurrage system have pop-up calendar menus to enable you to easily select a date.

• The pop-up menu appears as soon as you place your cursor within the box for a date.

• Click on a number in the calendar to select a particular day in the month.

• Click on the navigational arrows to navigate to the previous month(s) or following month(s).

4.4. List Item Hyperlinks


Note: This screenshot is just a selected example of pages with hyperlinks for the list item(s). There are other pages within the application having such hyperlinks.

Hyperlinks within a page are typically provided to access to existing or further details.

4.1. Multi-page Navigation


Note: This screenshot is just a selected example of pages with multi-page navigation. There are other pages within the application having such control.

When search results exceed a certain number of row, the results may be displayed in multiple pages. Look out for multi-page navigation links at the bottom of the search results list to access the other pages.


5. Claims

5.1. New Claim

5.1.1. Create a New Claim as a Shipper

Step Description

1 Once you are logged in to the iDemurrage system, click New Claim to initiate a new claim. The New Claim form will be displayed and the following are observed:

• Mode of Transport and Company Code are pre-populated with values as per the


defined at the user profile set up for the currently logged in user but can be edited.

• Claimant and Envelope are pre-populated with values as per defined at the user profile set up for the currently logged in user and cannot be edited.

• Created By and Last Updated By are pre-populated with the currently logged in User ID and cannot be edited.

• Claim Date and Last Updated Date are pre-populated with the current date and cannot be edited.

• All amounts (money and time claimed/spent) are defaulted to zero. Revised and final amounts cannot be edited. Total Port Time and Laytime Spent cannot be edited.

• Claim Status is blank and cannot be edited. (It will be automatically assigned).

• An Upload button is provided for the Supporting Documents.

• All other fields are blank by default and can be edited.

• Action buttons available for a New Claim at the bottom of the page are Save as Draft, Submit, Nil, Cancel.

2 Populate the un-conditional mandatory fields (marked with a red asterisk *). These are un-conditional mandatory fields because they must be populated regardless of whether you are announcing the claim, submitting the claim or submitting a NIL claim.

Note:

• If you click Save as Draft, Submit or NIL and confirm to proceed without populating these fields, you will see a red question mark on the right of the field. For example, if Cargo Number is not populated, the following is shown.

• Bill of Lading cannot be a future date. If a future date is used, the following error message will be displayed at the top of the claim form.

Bill of Lading Date must not be a future date, please correct the date.

3 Populate the conditional mandatory fields. These are conditional because the rules/validation depends on the subsequent action you plan to take.

Action Conditional Mandatory Fields

Save as Draft • Populate the Original Amount either in MYR or USD or both.

• Populate at least one row of details for a load port and at least one row of details for a discharge port. All the details are mandatory except for the Reason.

Submit • Populate the Original Amount either in MYR or USD or both.

• Populate at least one row of details for a load port and at least one row of details for a discharge port. All the details are mandatory except for the Reason.

• Upload at least one supporting document. Refer to Maintaining Supporting Documents for more details.

NIL Populate at least one row of details for a load port and at least one row of details for a discharge port. All the details are mandatory except for the Reason.

Note:

• If you click Save as Draft, Submit or NIL and confirm to proceed without populating these fields, you will see error messages displayed at the top of the claim form as follows:


Issue Error Message

Original Amount is not populated either in MYR or USD or both.

Enter original amount either in MYR or USD.

At least one row of details for a load port and discharge port is not populated.

Minimum one load port and one discharge port should be entered.

Some details populated for load port(s) or discharge port(s) but not all details are populated for the particular row(s).

Partial data entered for one or more of the load/discharge ports.

Supporting document is not uploaded.

Supporting documents must be uploaded for claim submission.

• There are limits on the numerical values allowed. If these values are exceeded, you will see error messages displayed at the top of the claim form as follows:

Issue Error Message

Value entered for Original Amount or Revised Amount in MYR or USD exceeds the limit of 99,999,999.99.

Enter a claim amount value not more than 99,999,999.99.

Value entered for the BL Date Exchange Rate exceeds the limit of 999.9999.

Enter an exchange rate value not more than 999.9999.

Value entered for the Time Claimed for load port or discharge port exceeds the limit of 999.999.

Enter time claimed value not more than 999.999.

3a Click Save as Draft to announce the claim. You will be prompted to confirm your action.

Click OK. You will see:

• A message at the top of the page, indicating that you have successfully performed the action.

• The Claim Status for the user has been updated to “Announced”.

• The Withdraw and Print action buttons are now available.

3b Alternatively, you can click Submit to submit the claim immediately without saving a draft. You will be prompted to confirm your action.




• The Claim Status for the user has been updated to “Submitted”.

• You can no longer Save as Draft, Submit or Withdraw the claim. The only action buttons provided are Cancel and Print.

3c Alternatively, you can click NIL to save a NIL claim if there are zero claims for the particular period. You will be prompted to confirm your action.



• The Claim Status for the user has been updated to “Nil”.

• You can no longer Save as Draft, Submit or Withdraw the claim. The only action buttons provided are Cancel and Print.

5.1.1. Create a New Claim as a Claim Analyst


The steps to create a new claim as a claim analyst are similar to the steps to create a new claim as a shipper with the following exceptions:

• Claim Analyst can edit the Claimant value for a new claim because he/she can submit the claim on behalf of any of the shippers.

• Claim Analyst is not allowed to withdraw a claim after announcing a claim. The action buttons available upon announcing a claim should be limited to Save as Draft, Submit, Cancel, Print.

5.2. Maintaining Supporting Documents


5.2.1. Upload a Supporting Document

Step Description

1 In the claim form, click on the Upload button for Supporting Documents. A pop-up window for uploading supporting documents is displayed.

2 Click Browse..A file explorer pop-up window is displayed. Click on the file name to be uploaded, then click Open.


3 Click Add.

You will be prompted to confirm your action.

4 Click OK. You will see:

• A confirmation message indicating that you have successfully performed the action.

• The selected file being listed under the Attached Files For The Cargo section, with a Delete (thrashcan) button, the file size (in KB), and a link to View File.

Note: The file may/may not be uploaded successfully depending on the file type/size selected. The following errors may be captured. If the file is not uploaded successfully, it will not be listed under Attached Files For The Cargo.

Issue Error Message


Size of the file being added is greater than 10 MB or is 0KB.

Please upload file less than 10MB and greater than 0KB.

The file being added is not a PDF file. File format not recognized. Upload PDF format files only.

5 To upload more documents, repeat steps 2 to 4.

6 Click Close Form to close the Support Documents pop-up once you have completed uploading the required documents.

Note: The uploaded documents will only be saved if you trigger an action on the claim form, for example, Save as Draft, Submit or NIL.

5.2.1. Delete a Supporting Document


Step Description

1 In the claim form, click on the Upload button for Supporting Documents. A pop-up window for uploading supporting documents is displayed.

2 At the existing list of Attached Files For The Cargo, click o the Delete (thrashcan) button to delete the supporting document. You will be prompted to confirm your action.



• A confirmation message indicating that you have successfully performed the action.

• The file is no longer listed under the Attached Files For The Cargo.

5.3. View/Edit Claim

5.3.1. View/Edit Claim as a Shipper


Step Description

1 Once you are logged in to the iDemurrage system, click View/Edit Claim. The View/Edit Claim Details page will be displayed with the claim selection parameters. As a shipper, the Claimant value will be defaulted to the value as per the claimant value defined at your user profile set up. The Claimant value cannot be edited because the shipper can only view own claims.

2a Click Search without entering any selection parameters. This will return all the existing claims for the particular claimant/shipper.

2b Alternatively, you can also enter one or more claim selection parameters and click Search. This will return all existing claims for the particular claimant/shipper with the matching parameters.

3 Upon Search, the claim search results will be displayed with the following columns:

Cargo Number, Voy No, Vessel, Company Name, Claimant, Claim Date, Claim Status, Bill of Lading Date, Load Port(s), Discharge Port(s), Original Amount(MYR), Revised Amount(MYR), Original Amount(USD), Revised Amount(USD), Total Load Port Time Claimed, Total Discharge Port Time Claimed, Total Laytime Spent, PO Number, View Documents hyperlink.

Note:

• Load Port(s) and Discharge Port(s) columns may display up to 3 Load Port(s) and 3 Discharge Port(s) depending on the number of rows populated in the claim form. The Ports are separated by /. For example,


• Final Amounts are not displayed because Final Amounts are equivalent to the latest Revised Amounts.

• If there are no matching claims found, the columns will not be displayed. Instead, a message will be displayed indicating “No Claim found with the provided information.”

4 At the Claim Search Results, click on the View Documents link to access a particular claim’s supporting documents. The Supporting Documents pop-up will be displayed, listing the available supporting documents.

Click View File to view each document.

Click Close Form to close the supporting documents pop-up after you have viewed the documents.

5 At the Claim Search Results, click on the Cargo Number link to access a particular claim’s details. The View/Edit Claims Details page will be displayed with the saved claim form.

Note:

• The fields that can be edited for each claim differs based on Claim Status.

• The action buttons provided at the bottom of the page differs based on Claim Status.

Refer to Claim Status Rules and Claim Controls based on Claim Status for more information.


5.3.1. View/Edit Claim as a Claim Analyst

The steps to View/Edit claim as a claim analyst are similar to the steps to View/Edit claim as a shipper with the following exception:

• Claim Analyst can select the Claimant value at the Claim Selection because he/she can view claims belonging to any of the shippers.

5.4. Claim Status Rules

5.4.1. Claim Status Flow The following table show the typical claim status flow where the claim is initiated by the third party shipper (although claims can also be submitted by the claim analyst on behalf of the shippers).

WHEN STATUS IS… STATUS CAN BE CHANGED TO…

CHANGED BY…

(blank – New Claim) Announced Shipper

Submitted

NIL

Announced Submitted Shipper

Withdrawn

Submitted Approval Proposed Claim Analyst Countered

Hold


Approval Proposed Approved Claim Manager Rejected

Countered Submitted Shipper

Withdrawn

Approved PO Issued Payment Analyst

Hold Approval Proposed Claim Analyst

Countered

PO Issued (final state) Claim Analyst

Rejected Claim Approval Proposed Claim Analyst

Countered

Claim Hold

Withdrawn (final state) -

NIL Countered Claim Analyst

5.4.2. Shipper Claim Status Some of the claim statuses are hidden from the shipper’s view. The table below shows the actual claim status versus the shipper claim status.

ACTUAL CLAIM STATUS (status appearing on non-shipper’s screen)

SHIPPER CLAIM STATUS (status appearing on shipper's screen)

Announced Announced

Submitted Submitted

Approval Proposed Submitted

Countered Countered

Approved Approved

Hold Submitted

PO Issued PO Issued

Rejected Submitted

Withdrawn Withdrawn

NIL NIL

Refer to the following section for illustrations on the shipper view and behind the scenes view of the claim approval process flow.

5.5. Claim Approval Flow Diagram

The following diagrams show the typical claim approval process flow where the claim is initiated by the third party shipper (although claims can also be submitted by the claim analyst on behalf of the shippers).

5.5.1. Shipper View The following diagram illustrates the claim approval process flow between Shipper and Shell Business Users. This is a “Shipper View” that does not reveal the actual Claim Status Approval Proposed, Hold or Rejected to the shipper. Instead, the shipper sees only the status Submitted, prior to the claim being approved or countered. Countering of NIL Claim is only necessary if the NIL Claim was mistakenly submitted.


5.5.2. Behind the Scenes The following diagram illustrates the claim approval process flow between Shipper and specific Shell Business Users when a claim is submitted. This is the detailed, behind the scenes view that reveals the actual Claim Status including, Claim Status Approval Proposed, Hold and Rejected. The Claim Analyst counters a NIL Claim only if the NIL Claim was mistakenly submitted.


5.1. Pending Claims

The pending claims page is only accessible by the Claim Analyst, Claim Manager and Payment Specialist because these roles would need to take approval actions on the claims.

5.1.1. View/Process NIL Claim

<screenshot of NIL Claim with Counter button to be attached>

Step Description

1 Once you are logged in to the iDemurrage system, click View/Edit Claim. Select Claim Status: NIL. Click Search. A list of NIL claims will be displayed.

2 Click on the Cargo Number link to access a particular claim. The View/Edit Claim Details page will be displayed with the claim form whereby the action button Counter will be provided.


3 Click Counter to invalidate the NIL Claim. You will be prompted to confirm your action.

Note: This will only need to be done if the NIL Claim was entered mistakenly. Otherwise, NIL is a final state and need not be further processed.


• A confirmation message indicating that the action has been performed successfully.

• The Claim Status changes to “Countered”.

5.1.2. View/Process Pending Claims as a Claim Analyst

Option 1 – Via Pending Claims - Bulk Processing

Step Description

1 Once you are logged in to the iDemurrage system, click Pending Claims. A list of Claim Details should be displayed, with the first column as a checkbox, and action buttons at the end of the list. For a Claim Analyst,

• The list should include all claims in Submitted, Hold and Rejected status only.

• The action buttons provided are: Propose Approval, Counter, Hold.

2 Click on the one or more checkboxes to trigger an action for the claim(s) at one go.

3 Click on Propose Approval or Counter or Hold to set the claim status for the selected claims as per intended. You will be prompted to confirm your action.


or

or



or

or

• The selected claim(s) are no longer in the list of pending claims if you have chosen to propose approval or counter.

Note: If you have not selected at least one claim, the error message Please select at least one claim. will be displayed at the top of the page.

Option 2 – Via Pending Claims - Process Single Claim


Step Description


• The list should include all claims in Submitted, Hold, Rejected status only.

• The action buttons provided are: Propose Approval, Counter, Hold.

Note: If there are no pending claims, the message No Claim found with the provided information. is displayed.

2 Click on the Cargo Number link to access a particular claim. The View/Edit Claim Details page


will be displayed with the claim form whereby the action buttons Propose Approval, Counter, Hold are provided.

3 Click on one of the action buttons (Propose Approval/Counter/Hold) to process the claim. You will be prompted to confirm your action.

or

or



Or

or

• Claim Status changes as per the action taken:

Propose Approval -> Claim Status: Approval Proposed

Counter -> Claim Status: Countered

Hold -> Claim Status: Hold

Option 3 – view View/Edit Claim


Step Description

1 Once you are logged in to the iDemurrage system, click View/Edit Claim. Select Claim Status: Submitted. Click Search. A list of Submitted claims will be displayed.

• Subsequent steps are the same as Option 2 , Steps 2 to 4.

• To process a claim on Hold, perform Step 1 with Claim Status: Hold. A list of claims on Hold will be displayed. Then, perform Steps 2 to 4.

• To process a claim on Hold, perform Step 1 with Claim Status: Rejected. A list of claims on Hold will be displayed. Then, perform Steps 2 to 4.

5.1.3. View/Process Pending Claims as a Claim Manager

Option 1 – Via Pending Claims - Bulk Processing

Step Description

1 Once you are logged in to the iDemurrage system, click Pending Claims. A list of Claim Details should be displayed, with the first column as a checkbox, and action buttons at the end of the list. For a Claim Manager,

• The list should include all claims in Approval Proposed only.

• The action buttons provided are: Approve, Reject.


2 Click on the one or more checkboxes to trigger an action for the claim(s) at one go.

3 Click on Approve or Reject to set the claim status for the selected claims as per intended. You will be prompted to confirm your action.


or



or

• The selected claim(s) are no longer in the list of pending claims.

Note: If you have not selected at least one claim, the error message Please select at least one claim. will be displayed at the top of the page.

Option 2 – Via Pending Claims - Process Single Claim


Step Description


• The list should include all claims in Submitted, Hold, Rejected status only.

• The action buttons provided are: Approve, Reject.

2 Click on the Cargo Number link to access a particular claim. The View/Edit Claim Details page will be displayed with the claim form whereby the action buttons Approve, Reject are provided.

3 Click on one of the action buttons (Approve/Reject) to process the claim. You will be prompted to confirm your action.

or




or

• Claim Status changes as per the action taken:

Approve -> Claim Status: Approved

Reject -> Claim Status: Rejected


Step Description

1 Once you are logged in to the iDemurrage system, click View/Edit Claim. Select Claim Status:

Approval Proposed. Click Search. A list of claims proposed for approval will be displayed.

Subsequent steps are the same as Option 2, Steps 2 to 4.

5.1.4. View/Process Pending Claims as a Payment Specialist A payment specialist will need to process approved claims, by issuing a PO Number for each claim.

Option 1 – via Pending Claims


Step Description

1 Once you are logged in to the iDemurrage system, click Pending Claims. A list of Claim Details should be displayed. For a Payment Specialist

• The list should include all claims in Approved status only.


2 Click on the Cargo Number link to access a particular claim. The View/Edit Claim Details page will be displayed with the claim form whereby the Payment Details section will be enabled for editing, and there will be an action button to Issue PO.


3 Enter a PO Number for the claim. Then click Issue PO. You will be prompted to confirm your action.



• Claim Status changes to “PO Issued”.

• PO Number is still editable.

• Action buttons Issue PO Number, Cancel, Print are still available.


Step Description

1 Once you are logged in to the iDemurrage system, click View/Edit Claim. Select Claim Status: Approved. Click Search. A list of Approved claims will be displayed.

Subsequent steps are the same as Option 1 , Steps 2 to 4.

5.1. Print Claims

Option 1 – via New Claim

<screenshot to be attached>

Step Description

1 At New Claim, once a new claim is saved as draft or submitted, click Print to print the claim details. A print preview window will pop-up listing, claim details. In addition to that there will be a pop-up for print settings and printer selection.

2 Once you have confirmed your print settings and printer selection, Click Print.


Option 2 – via View/Edit Claim


Step Description

1 At View/Edit Claim, click Print to print the claim details. A print preview window will pop-up, listing the claim details. In addition to that there will be a pop-up for print settings and printer selection.

2 Once you have confirmed your print settings and printer selection, Click Print.


6. Masters

6.1. Companies

6.1.1. Add a new Company

Step Description

1 At Companies, populate the company details at the Add/Edit Company section.

Field Description

Company • Use a short name or company code to identify a particular company.

• Used in the claim forms.

Description • Use a long name or description for the company.

• For information only.

2 Click Add. Upon Add, you will be prompted to confirm your action.



• The new company added to the Company Details section with the details you have entered.


6.1.2. Edit an existing Company

Step Description

1 At Companies, Company Details section, click Edit at the row for the particular company you wish to edit. The existing company details will be populated at the Add/Edit Company section.

2 Edit the details you wish to change. Click Update. You will be prompted to confirm your action.

Note: You can only change the description. The code is a key value that may be used in the claims and cannot be simply edited. If you made a mistake on the code, you will have to delete the master data and re-enter.



• The company description at the Company Details section is updated as per what you have entered.


6.1.3. Delete a Company

Step Description

1 At Companies, Company Details section, click on the trashcan icon at the row for the particular company you wish to delete. You will be prompted to confirm your action.



• The company is no longer appearing in the Company Details section.

Note: When a company is deleted, any user profile assigned with the deleted company will need to be updated. A message will be shown at Manage Users to inform the administrator of any user details with invalid master data.

6.2. Modes of Transport

6.2.1. Add a new Mode of Transport


Step Description

1 At Modes of Transport, populate the Mode of Transport details at the Add/Edit Mode of Transport section.

Field Description

Mode of Transport

• Use a short name or mode of transport code to identify a particular mode of transport.


Description • Use a long name or description for the mode of transport.





• The new mode of transport added to the Mode of Transport Details section with the details you have entered.

6.2.2. Edit an existing Mode of Transport


Step Description

1 At Modes of Transport, Mode of Transport Details section, click Edit at the row for the particular mode of transport you wish to edit. The existing mode of transport details will be populated at the Add/Edit Mode of Transport section.





• The mode of transport description at the Mode of Transport Details section is updated as per what you have entered.

6.2.3. Delete a Mode of Transport

Step Description


1 At Modes of Transport, Mode of Transport Details section, click on the trashcan icon at the row for the particular mode of transport you wish to delete. You will be prompted to confirm your action.



• The mode of transport is no longer appearing in the Mode of Transport Details section.

Note: When a mode of transport is deleted, any user profile assigned with the deleted mode of transport will need to be updated. A message will be shown at Manage Users to inform the administrator of any user details with invalid master data.

6.3. Ports

6.3.1. Add a new Port

Step Description

1 At Ports, populate the port details at the Add/Edit Load/Discharge Port section.

Field Description

Port Name • Use a short name or port code to identify a particular port.



Description • Use a long name or description for the port.





• The new port added to the Load/Discharge Port Details section with the details you have entered.

6.3.2. Edit an existing Port

Step Description

1 At Ports, Load/Discharge Port Details section, click Edit at the row for the particular port you wish to edit. The existing port details will be populated at the Add/Edit Load/Discharge Port section.






• The port description at the Load/Discharge Port Details section is updated as per what you have entered.

6.3.3. Delete a Port

Step Description

1 At Ports, Load/Discharge Port Details section, click on the trashcan icon at the row for the particular port you wish to delete. You will be prompted to confirm your action.




• The port is no longer appearing in the Load/Discharge Port Details section.

6.4. Products

6.4.1. Add a new Product

Step Description

1 At Products, populate the product details at the Add/Edit Product section.

Field Description

Product Name • Use a short name or product code to identify a particular product.


Description • Use a long name or description for the product.





• The new product added to the Product Details section with the details you have entered.


6.4.2. Edit an existing Product

Step Description

1 At Products, Product Details section, click Edit at the row for the particular product you wish to edit. The existing product details will be populated at the Add/Edit Product section.





• The product description at the Product Details section is updated as per what you have entered.

6.4.3. Delete a Product


Step Description

1 At Products, Product Details section, click on the trashcan icon at the row for the particular product you wish to delete. You will be prompted to confirm your action.



• The product is no longer appearing in the Product Details section.

6.5. Reasons

6.5.1. Add a new Reason


Step Description

1 At Reasons, populate the reason details at the Add/Edit Reason section.

Field Description

Reason • Use a short name or reason code to identify a particular reason.


Description • Use a long name or description for the reason.





• The new reason added to the Reason Details section with the details you have entered.

6.5.2. Edit an existing Reason


Step Description

1 At Reasons, Reason Details section, click Edit at the row for the particular reason you wish to edit. The existing reason details will be populated at the Add/Edit Reason section.





• The reason description at the Reason Details section is updated as per what you have entered.

6.5.3. Delete a Reason


Step Description

1 At Reasons, Reason Details section, click on the trashcan icon at the row for the particular reason you wish to delete. You will be prompted to confirm your action.



• The reason is no longer appearing in the Reasons Details section.

6.6. Claimants

6.6.1. Add a new Claimant


Step Description

1 At Claimants, populate the claimant details at the Add/Edit Claimant section.

Field Description

Claimant • Use a short name or claimant code to identify a particular claimant.


Description • Use a long name or description for the claimant.





• The new claimant added to the Claimant Details section with the details you have entered.

6.6.2. Edit an existing Claimant

Step Description

1 At Claimants, Claimant Details section, click Edit at the row for the particular claimant you wish to edit. The existing claimant details will be populated at the Add/Edit Claimant section.






• The claimant description at the Claimant Details section is updated as per what you have entered.

6.6.3. Delete a Claimant

Step Description

1 At Claimants, Claimant Details section, click on the trashcan icon at the row for the particular claimant you wish to delete. You will be prompted to confirm your action.




• The claimant is no longer appearing in the Claimant Details section.

Note: When a claimant is deleted, any user profile assigned with the deleted claimant will need to be updated. A message will be shown at Manage Users to inform the administrator of any user details with invalid master data.

6.7. Envelopes

6.7.1. Add a new Envelope

Step Description

1 At Envelopes, populate the envelope details at the Add/Edit Envelope section.

Field Description

Envelope • Use a short name or envelope code to identify a particular envelope.


Description • Use a long name or description for the envelope.





• The new envelope added to the Envelope Details section with the details you have entered.

6.7.2. Edit an existing Envelope


Step Description

1 At Envelopes, Envelope Details section, click Edit at the row for the particular envelope you wish to edit. The existing envelope details will be populated at the Add/Edit Envelope section.





• The envelope description at the Envelope Details section is updated as per what you have entered.

6.7.3. Delete an Envelope


Step Description

1 At Envelopes, Envelope Details section, click on the trashcan icon at the row for the particular envelope you wish to delete. You will be prompted to confirm your action.



• The envelope is no longer appearing in the Envelope Details section.

Note: When a envelope is deleted, any user profile assigned with the deleted envelope will need to be updated. A message will be shown at Manage Users to inform the administrator of any user details with invalid master data.


7. Reports

7.1. Export

Export report shows claim details of all statuses within a selected claim date range, BOL date range, vessel and claimant.

Step Description

1 At Reports, Export, populate the selection criteria, e.g. Claim Date From: 01 Jan 2014, Claim Date To: 15 Jan 2014

2 Click View to generate the report, it may take a while depends on the selected criteria. Once generated the report will be displayed on the bottom panel.

3

• If the on screen report cannot fit into the bottom panel, you will see the vertical and horizontal scroll bars appearing on the right and bottom respectively. Use them to scroll up/down and left/right to view the entire report.

3

• Page Navigation – To navigate to previous/next page and first/last page of the report

• View Size – To zoom in/out the report

• Search – Enter a text to search through the report. Click Find to start the search, and Next to move to the next search result (if more than one matching result)

• Save As – To save the report in CSV (comma delimited), PDF (Adobe Reader) or XLS (Excel) format

• Refresh – To refresh the report

• Print – To print the report


4

• Sort icon – Click on the icon the first time will sort the column in ascending order

• Up Arrow – Indicating the column is sorted in ascending order. Click on the icon will trigger sorting in descending order

• Down Arrow – Indicating the column is sorted in descending order. Click on the icon will trigger sorting in ascending order

7.2. Ageing

Ageing report shows the ageing of claims from the day they are first submitted.

Step Description

1 At Reports, Ageing, populate the selection criteria, e.g. Claim Date From: 01 Jan 2014, Claim Date To: 15 Jan 2014

2 Click View to generate the report, it may take a while depends on the selected criteria. Once generated the report will be displayed on the bottom panel.


3

• If the on screen report has too many records you will see the vertical scroll bars appearing on the right. Use it to scroll up/down to view the entire report.

3

• Page Navigation – To navigate to previous/next page and first/last page of the report

• View Size – To zoom in/out the report

• Search – Enter a text to search through the report. Click Find to start the search, and Next to move to the next search result (if more than one matching result)

• Save As – To save the report in CSV (comma delimited), PDF (Adobe Reader) or XLS (Excel) format

• Refresh – To refresh the report

• Print – To print the report

4

• Sort icon – Click on the icon the first time will sort the column in ascending order

• Up Arrow – Indicating the column is sorted in ascending order. Click on the icon will trigger sorting in descending order

• Down Arrow – Indicating the column is sorted in descending order. Click on the icon will trigger sorting in ascending order


8. Users

8.1. User Role Matrix

The level of access for each authorized user is governed by Roles. The matrix below shows the functionality accessible to the roles available within iDemurrage.

Component/Page Roles & General Access

Shipper Claim Analyst Claim

Manager

Payment

Specialist

Admin Reader

Home >

Welcome

Read Only Read Only Read Only Read Only Read Only Read Only

Claims >

New Claim*

Add/

Update

Add/

Update

No access No access Add/

Update

No access

Claims >

View/Edit Claim*

Update

Update

Update Update Update Read Only

Claims >

Pending Claims*

No access Update

Update

Read Only No access No access

Masters >

Companies

No access Read/

Add/

Update/

Delete

No access No access Read/

Add/

Update/

Delete

No access

Masters >

Modes of Transport

No access Read/

Add/

Update/

Delete


Add/

Update/

Delete

No access

Masters >

Ports

No access Read/

Add/

Update/

Delete


Add/

Update/

Delete

No access

Masters >

Products

No access Read/

Add/

Update/

Delete


Add/

Update/

Delete

No access

Masters >

Claimants

No access Read/

Add/

Update/

Delete


Add/

Update/

Delete

No access

Masters >

Reasons

No access Read/

Add/

Update/

Delete


Add/

Update/

Delete

No access

Masters >

Envelopes

No access Read/

Add/

Update/

Delete


Add/

Update/

Delete

No access

Reports >

Export

Read

(own claims only)

Read Read Read Read Read

Reports > Read Read Read Read Read Read


Ageing (own claims only)

Users >

Manage Users

No access No access No access No access Read/

Add/

Update

No access

Users >

Change Password

Read/

Update

Read/

Update

Read/

Update

Read/

Update

Read/

Update

Read/

Update

* Permissions for claims transaction pages have more detailed controls as per the Claim Status. Refer to the section below.

8.1.1. Claim Controls based on Claim Status

Claim Status Roles & Claim Status Specific Access

Shipper Claim Analyst Claim

Manager

Payment

Specialist

Admin Reader

(blank) new claim before triggering any other action

Save as Draft*/

Submit*/

Nil*

*own claims only

Save as Draft/

Submit/

Nil

No access No access Save as Draft Submit/

No access

Announced Save as Draft*/

Submit*/

Withdraw*

*own claims only

Save as Draft/

Submit

View

View

Save as Draft/

Submit

View

Submitted Read*

*own claims only

Propose Approval*/

Counter*/

Hold*

*Can update Shipper Comments and Approver Comments only

View View View View

Countered Submit*/

Withdraw*

*Can update Revised Amounts and Shipper Comments *access to own claims only.

Submit*

*Can update Revised Amounts, Shipper Comments, Approver Comments only.

View View View View

Approval Proposed View*

*own claims only

Read Approve*/

Reject*

*Can update Shipper Comments

Read Read Read


and Approver Comments only.

Approved View*

*own claims only

View View Issue PO*

*can update PO Number only.

View View

Rejected View*

*own claims only

Propose Approval*/

Counter*/

Hold*

*Can update Shipper Comments and Approver Comments only

View View View View

PO Issued View*

*own claims only

View View Update*/

Issue PO

*can update PO Number only.

View View

Withdrawn View*

*own claims only

View View View View View

NIL View*

*own claims only

Counter

View View View View

Note: Print functionality should be available for any saved claims i.e. non-blank claim status as long as the user is authorized to at least view the claim.


8.2. Manage Users

8.2.1. Add a new user

Step Description

1 At Manage Users, populate the user details at the Add/Edit User section.

Field Description

User ID • This is a unique identifier for each user account. There cannot be duplicate User IDs.

• A User ID is required for logging in to the application.

User Name This is used for the display only Welcome messages within the application.

Password/Confirm Password • A password is required for logging in to the application.

• Shell passwords must be complex and secure. The following password strength requirements are applied:

o Passwords contain both lowercase and UPPERCASE characters;

o Passwords contain at least one numeric digit;

o Passwords contain at least one special character (%, #, etc);

o Passwords contain a minimum of 8 character positions (See below for exception);

o Passwords do not contain or match with the user ID;

o Passwords do not contain more than 2


consecutive similar characters e.g. 'aa' or '11';

o Passwords cannot be blank. Email ID • An Email ID is required to retrieve forgotten

User ID or password.

• The application generates email notifications that will be sent to this Email ID.

Phone Number This is for information only.

Envelope This field is reserved for future use in order for the application to cater for multiple countries or regions. At the moment, only the MALAYSIA envelope is in use for iDemurrage.

Claimant • This is applicable to roles that are allowed to create claims only.

• The value defined here will be the default claimant value set upon creation of a new claim.

• For roles that are not allowed to create claims, this can be set to any value and will not have any effect.

Role • Each user is tied to a role. The role determines the level of access for the user.

Company • This is applicable to roles that are allowed to create claims only.

• The value defined here will be the default company value set upon creation of a new claim.


Mode of Transport • This is applicable to roles that are allowed to create claims only.

• The value defined here will be the default mode of transport value set upon creation of a new claim.


2 Click Save. Upon save, you will be prompted to confirm your action.


• A message indicating that you have successfully performed the action.

• The new user added to the User Details section with the details you have entered. The default Status for a new user is Active.


8.2.2. Edit an existing user

Step Description

1 At Manage Users, User Details section, click Edit at the row for the particular user you wish to edit. The existing user details will be populated at the Add/Edit User section.




• The user detail is updated at the User Details section with the details you have entered.


8.2.1. Edit an existing user with invalid Master Data

Note: The above screenshot is just an example where the Company assigned is no longer valid. It can also happen for other master data such as Envelope, Claimant, Mode of Transport.

Refer to the steps to Edit an existing user. When an existing user has invalid master data, an error message will appear at the top of the page, informing you that the master data associated with the User ID is no longer valid. The affected master data field will be reset to “Select” to force you to select a new value upon Update.


8.2.2. Deactivate an active user

Step Description

1 At Manage Users, User Details section, click on the thrash can icon at the row for the particular user you wish to deactivate. You will be prompted to confirm your action.



• The Status for the user has been updated to “Deactivated” at the User Details section.


8.2.3. Activate an inactive user

Step Description

1 At Manage Users, User Details section, click on the green star icon at the row for the particular user you wish to activate. You will be prompted to confirm your action.



• The Status for the user has been updated to “Active” at the User Details section.


8.3. Change Password

Step Description

1 At Users, Change Password, populate the old password and new password details. Click Change. You will be prompted to confirm your action.


Note: The password strength requirements also apply when you change password.

2 • Click OK. You will see a message at the top of the page, indicating that you have successfully performed the action.


9. Email Notifications

9.1. Batch Email Program

Emails are sent to the intended users by a batch email program as follows:

Program Name AlertEmail.bat

Type/Extension .bat (Batch File)

Scheduling

Details

Scheduled at Windows Task Scheduler to run daily at 6am UTC (GMT).

Logic Retrieve claims modified in the last 24 hours that meet the criteria as per the email notification rules.

9.2. Email Notification Rules

When

Claim Status

changes to…

Email

Template

Send email to…

Shipper Claim Analyst

Claim Manager

Payment Specialist

Admin Reader

NIL Notification of Change

�

Announced N/A

Submitted Notification of Change

�

Approval Proposed

Approval Requested

�

Countered Notification of Change

�

Approved Notification of Change

� � �

Rejected Notification of Change

�

Withdrawn Notification of Change

�

PO Issued Notification of Change

�


9.2.1. Email Templates

Notification of Change


To <Recipient’s email address as per defined at Manage Users>

Subject [SHELL DEMURRAGE INTERFACE] DD-Mon-YYYY NOTIFICATION OF CHANGE

Body Hi Shipper/Claim Analyst/Payment Admin, The following demurrage claim(s) has been added/modified in the Shell Demurrage Interface. You are identified as one of the assignees.

Date Cargo No.

Claimant Vessel Claim Amount(MYR)

Claim Amount(USD)

New Status

PO Number

DD-MON-YY

This is an autogenerated email, do not reply.

Note • For shippers, To address should only show recipient’s own address. One shipper cannot view another shipper’s email address.

• Hi Shipper/Claim Analyst/Payment Admin will be used depending on who the recipient is intended to be.

• For shippers, the body should only contain the shipper’s own claims. One shipper cannot view another shipper’s email address.

• PO number column will only be shown to shippers.

Approval Requested


To <Recipient’s email address as per defined at Manage Users>

Subject [SHELL DEMURRAGE INTERFACE] DD-Mon-YYYY APPROVAL REQUESTED

Body Hi Manager, Approval is requested for the following claim(s) in the Shell Demurrage Interface. You are identified as one of the assignees.

Date Cargo No.

Claimant Vessel Claim Amount(MYR)

Claim Amount(USD)

New Status

DD-MON-YY

This is an autogenerated email, do not reply.


10. Other System Requirements

10.1. Session Timeout

You will be automatically logged out of the application when the application has been left idle for 30 minutes. Click on the link provided to return to the User Login page.

Note: This timing is as per low risk clients/workstation timeout provided in the IRM guide for logical access control.

10.2. Browser Compatibility

iDemurrage (Malaysia) v1.0 has been tested for use with the following internet browsers:

• Internet Explorer 8

• Internet Explorer 9

• Google Chrome Version 31