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Overview of Changes in PMIS 1.2 PMIS 1.2 New Features Explained in detail Click on these Links How Do I... Use the new Approval Workflow? Use the new Approval.

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Presentation on theme: "Overview of Changes in PMIS 1.2 PMIS 1.2 New Features Explained in detail Click on these Links How Do I... Use the new Approval Workflow? Use the new Approval."— Presentation transcript:

1 Overview of Changes in PMIS 1.2 PMIS 1.2 New Features Explained in detail Click on these Links How Do I... Use the new Approval Workflow? Use the new Approval Workflow? Use the new Agreement Workflow? Use the new Agreement Workflow? PMIS Users PMIS AdministratorsHow Do I... Make ‘old’ documents LEAP Aligned? Make ‘old’ documents LEAP Aligned? Configure Workflows? Configure Workflows? Main Menu

2 For a detailed explanation of new features, and links to screenshots and demonstrations, click on these links PMIS USERS Programme Management Matrix Documents Management PMIS Landing Page My PMIS National Office Sites Workflow Reports OthersOthers (Project site, NO site, and Programme site consistency; Portuguese language) PMIS NATIONAL OFFICE ADMINISTRATORS Documents Management Workflow Manage Users PMIS SUPPORT OFFICE ADMINISTRATORS Manage Users If you are prompted to enter username/password when clicking on the links below, simply click OK to continue. These files may take a few minutes to download. Main Menu

3 Programme Management FeaturePMIS 1.1PMIS 1.2 Create Programmes‘Create Programme’ link is found under the WV Offices tab Link is found under “Quick Links” in My PMIS Programme end date calculation Programme end date is set manually When creating a Programme, the Programme end date is automatically calculated, as Programme cycle years are entered in the matrix (the date can be manually amended) Click here for screenshots Data entry error messages Each error takes the user to a new screen and requires the user to go back to re-enter data All error messages appear in a single on-screen message – when creating a Programme Click here for screenshots Ability to edit Funding Type Once the Funding Type has been entered, it cannot be changed Funding Type can be changed at any time Ability to edit Start Year Once the Start Year has been entered, it cannot be changed Start Year can be changed at any time Creating and Editing Project Sites Programme Managers cannot create and edit Project sites Programme Managers can create and edit Project sites Main Menu

4 Matrix FeaturePMIS 1.1PMIS 1.2 Uploading a Programme Document Users are required to enter ten different document properties. Only Content Type, Document Name, Author and Year are required. TDI Reports in the Matrix TDI Reports are not included in the Matrix TDI Reports are included in the Matrix Click here for screenshots Visibility of LEAP iconsThe LEAP Aligned icon is too dull; LEAP alignment status is difficult to determine The LEAP Aligned icon is brighter; LEAP alignment status is easy to determine Links to LEAP documents within the Matrix LEAP documents can only be located by going to the LEAP Document Library LEAP Red Tools* can be accessed by clicking on the LEAP stage in the left column of the Matrix Click here for screenshots * Not all Matrix documents are linked to a template Main Menu

5 Documents Management FeaturePMIS 1.1PMIS 1.2 Publication of Programme and General documents Documents can only be published after the document has been uploaded Programme and General documents are automatically published as they are being uploaded, unless users un-tick the “Publish” default check box Indication of publication status Publication status cannot be easily determined Publication status is indicated in a Yes/No Column next to the document title Click here for screenshots Visibility of data fieldsIrrelevant fields such as Programme Name, Programme Number… is visible when a document is being uploaded or when its properties are edited Irrelevant fields are not visible Main Menu

6 PMIS Landing Page FeaturePMIS 1.1PMIS 1.2 “Look and feel” of the unauthenticated Landing Page naThe “look and feel “ of the landing Page has been significantly updated Landing Page tabs (after Login) na  Tabs revised  The following links are located under the ‘My PMIS’ tab:  My Programmes  My Documents  My Discussions  My Tasks  Tabs removed  My Communities tab  People tab Click here for screenshots Access to ‘My PMIS’na If users click on a ‘My PMIS’ button on the unauthenticated Landing Page, they will  then log in  be taken directly to ‘My PMIS’ without going back to the Landing Page Click here for screenshots Main Menu

7 My PMIS FeaturePMIS 1.1PMIS 1.2 My PMIS pageElements of My PMIS are:  My Programmes  My Work  My Communities  My PMIS includes:  My Programmes  My Documents  My Discussions  My Tasks  My PMIS page contains  ‘Documents’  ‘My Tasks Count’  ‘Days to Password Expiry’  ‘Details’  ‘My Quick Links’  ‘My Links’ Click here for screenshots Create / Edit PortfolioClick ‘Edit Portfolios’ in the ‘My Programmes’ page Click ‘Edit Portfolios’ in the ‘My PMIS’ page LEAP Alignment LevelsLEAP Alignment Level definitions are not displayed LEAP Alignment Level definitions are displayed as the mouse rolls over the LEAP level key – in My Programmes Click here for screenshots Main Menu

8 National Office Sites FeaturePMIS 1.1PMIS 1.2 National Office site landing page na  National Office site now includes:  ‘Newsletters’  ‘PMIS Implementation’ status  ‘NO Programmes’  ‘Report Dashboard’  ‘Documents’ Click here for screenshots Visual Indicator of PMIS implementation status No indicator available  Each National Office site will display stacked bar charts showing the number of:  Live Programmes  Approved Design Docs  Semi-Annual Reports submitted on time  Annual Reports submitted on time Click here for screenshots Workflow Report – National Office site Workflow report not fully functional A customizable report is available. The document type and date range can now be selected as report parameters. Click here for screenshots Main Menu

9 Workflow FeaturePMIS 1.1PMIS 1.2 Review WorkflowOnly available in the Programme Document Library Available in all Document Libraries Approval WorkflowApproval Workflow is not availableThe Approval Workflow is available for the approval (by an individual or a group) of any document within an Office, and can be initiated by any user. The Approval Workflow is used within a NO before initiating an Agreement Workflow between the NO and SO for LEAP Programme Documents Click here for a demonstration Click here for further detail Assignment of Approval Responsibilities for the Agreement Workflow Only one person can be assigned as Initiator or Approver Agreement Workflows are now initiated and approved by members of SO Approver Groups Agreement WorkflowThe Agreement Workflow is initiated at Programme level The Agreement Workflow is initiated by NO Approvers to seek agreement from SO Approvers Click here for a demonstration Click here for further detail Review WorkflowNo change to Review Workflow Workflow Report – National Office site Workflow report not fully functionalA customizable report is available. The document type and date range can now be selected as report parameters. Click here for screenshots Publication of Approved documents Documents not automatically published as Workflow is completed All documents approved through the Agreement workflow are automatically published as the Workflow is completed. All published documents can be unpublished. Main Menu

10 NO Approval Workflow 1.A Programme member uploads the document 2.The Programme member can initiate an Approval Workflow by selecting individual names or adding the relevant NO Approvers group. 3.All members of the NO Approvers group are automatically notified that a new document needs to be approved. Approvers are notified by , and a new Task appears in My Tasks. 4.The NO Approver approves or rejects the document. 5.If the NO Approver rejects the document, the system sends an to the Initiator group with feedback from the Approver. The system automatically sets the workflow status to “Rejected”. 6.If the NO Approver approves the document, the system sends an to the Initiator and creates a Task for the NO Approvers and the NO Coordinators to initiate the Agreement Workflow. The system automatically sets the workflow status to “Approved”. 7.All documents that have been approved, but have not been sent for Agreement will be displayed in the “My Tasks” of the NO Coordinators and the NO Approvers. Return to the Workflow table Main Menu

11 Return to the Workflow table Agreement Workflow 1.Any member of the NO Approver’s Group or NO Coordinators Group can initiate an Agreement Workflow by choosing the relevant SO Approver Group. 2.An Agreement Workflow can only be initiated for Red Tool documents if the Approval workflow has been completed and the document workflow status is “Approved”. 3.When the Agreement workflow is initiated, the system notifies SO Approvers of the new workflow (via and “My Tasks”). 4.SO Approvers can: a)Request Changes to the document, or b)Approve (upload the Review tool and approve). 5.If a SO Approver requests changes to the document (4.a), a)the system notifies the relevant SO Approver, NO Approver and Initiator of the changes requested b)the Initiator changes the document as requested c)the NO Approver verifies that the changes to the document are consistent with the changes requested by the SO Approver and resends document to SO Approver d)the SO Approver uploads the review tool in order to approve the document (for relevant documents), after verifying the changes. The system then sets the workflow status to “Agreed” and notifies the initiator and NO Approver. 6.All documents in the Agreement workflow that have not been actioned by the SO Approvers will be followed up by the SO Coordinators. Main Menu

12 Reports FeaturePMIS 1.1PMIS 1.2 Link to StepWise dataNo link available A link to StepWise data is available on the PMIS Landing Page Visual Programme Indicator of Programme status No indicator available  Each National Office site will display stacked bar charts showing:  the proportion of ADPs using PMIS  the proportion of ADPs with approved LEAP designs  the proportion of programmes submitting Semi-Annual/Annual Reports on time  Each programme site will display the “live” status of programmes Click here for screenshots Workflow Report – National Office site Workflow report not fully functional A customizable report is available. The document type and date range can now be selected as report parameters. Click here for screenshots Monitoring Changes to Documents in Workflow A Coordinator cannot monitor documents sent for approval A drop-down box next to the document displays a number of different View options Click here for screenshots Main Menu

13 Others FeaturePMIS 1.1PMIS 1.2 Project site, NO site, and Programme site consistency Document library features are inconsistent Document library features that are available in the Programme, Project and NO Programme Libraries:  Publishing  Versioning  Check in/Check out  Review and Approval Workflows Portuguese LanguagePortuguese language not available Portuguese language is available for:  system messages  navigation  plain text content  help  data labels  Error Messages Main Menu

14 Documents Management FeaturePMIS 1.1PMIS 1.2 Changing the LEAP Alignment status of old documents LEAP Alignment status of documents could not be changed Members of the “Old Document Uploader” group are able to change the LEAP Alignment status of old documents. Click here for screenshots Click here for further detail PMIS NATIONAL OFFICE ADMINISTRATORS Main Menu

15 Documents Management To change the LEAP Alignment status of old documents: Join the “Old Document Uploader” group Locate the document Edit document properties Check:  Use of the appropriate LEAP template (Yes / No / N/A)  Presence of Review Document (Yes / No / N/A)  Agreement of NO (Date)  Agreement of SO (Date) Save the document Return to the Documents Management table Warning: Membership of the old document uploader group should be temporary. While you are a member of this group you must not upload any Red Tool documents, because the Agreement workflow will not work as it should (SO approver would not be prompted to upload a Review Tool for that document). Main Menu

16 Workflow Configuration FeaturePMIS 1.1PMIS 1.2 NO Approval and Review Workflow configuration Workflow configuration is not available in PMIS 1.1 The NO Administrator is able to configure a Workflow:  determine whether approval takes place serially or in parallel  specify due dates  include a “default” message Multiple workflows can be configured at the same time Click here for a demonstration Click here for further detail PMIS NATIONAL OFFICE ADMINISTRATORS Main Menu

17 Workflow Configuration To configure a NO Approval and Review Workflow, go to the National Office site and click ‘Workflow Config’ Configure a Workflow Click ‘Add Configuration’ The ‘Create a Workflow Configuration’ screen appears  Give the Workflow a name, select the Workflow type (‘Workflow Name’) The ‘Programme Selector’ screen appears  Select relevant programmes and click ‘OK’ The ‘Workflow Configuration Settings’ appears  Assign ‘Workflow Tasks’  Select ‘Default Workflow Start Values’  Check ‘Complete the Workflow’  Check ‘Post completion Workflow Activities’ Click ‘OK’ Edit a Configuration Click on the Configuration Name The ‘Edit Configuration’ screen appears Edit settings Click ‘OK’ Return to the Workflow Configuration table Main Menu

18 Manage Users FeaturePMIS 1.1PMIS 1.2 Assign group membership Group memberships are assigned in multiple locations Group and Programme memberships are assigned in a single location Click here for screenshots Deleting NO sitesNO PMIS Administrators can delete NO sites NO PMIS Administrators cannot delete NO sites Creating and Editing Project Sites Programme Managers cannot create and edit Project sites Programme Managers can create and edit Project sites PMIS NATIONAL OFFICE ADMINISTRATORS Main Menu

19 Manage Users FeaturePMIS 1.1PMIS 1.2 Assign group membership Group memberships are assigned in multiple locations Group and Programme memberships are assigned in a single location Click here for screenshots PMIS SUPPORT OFFICE ADMINISTRATORS Main Menu


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