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Using the Pisys ATMS system

1. prosiding technical oolutioms for 31 40 of 162 21 20 16 15 15 10 5 w A O 3 3 i a ri f E D r m u E m O un 2 5 E lt A Z E m T E E E i a Tai E QO 5 E E z In ates O m 5 D 2 e T Mui z o E E tt o m p L Accountable SIS 14054 Page Tot i7 Figure 42 Example Overdue Actions by Accountable Graph ATMS User Manual 37 PISS 25 providing tachnical solutions for Years Overdue Actions by Owner Graph This graph shows the number of overdue actions by the Owner Action Party of these actions Overdue Actions by Owner Graph providing techminel solutimes for years 1 10 of 179 Actions Adam smith Adda Sidi Alan Wright Anne Kabugi Ben Miranga 2 a all a or Albert Murungi Andrew Skelton Antonia Femandes Beno Velarmprambil Owner 2502015 15 14 Page 1 of 16 Figure 43 Example Overdue Actions by Owner Graph ATMS User Manual 38 PISS 25 providing tachnical solutions for fears Overdue Actions by Priority Graph This graph shows the number of overdue actions by the priority of these actions Ly Providing techies solutiona far Overdue Actions by Priority Graph Actions Very high None Low High Prionty Page 1 of 4 IrDa 1145 Figure 44 Example Overdue Actions by Priority Graph ATMS User Manual 39 PISS 25 providing tachnical solutions for Years Overdue Actions b
2. As part of the approval process one or more of the individuals involved in signing off an action may add comments to this section for example if an action is rejected a note can be made here to provide guidance to the next individual involved in the process We would recommend that any notes supporting rejection of an action be entered here to guarantee their visibility throughout the action lifecycle If any of the action fields are changed during the action lifecycle the audit log is updated to reflect this you can see the original field values along with the changes made this is a useful time stamped audit trail Recurrence The figure below shows the Recurrence tab which allows you to create recurring actions A recurring action is a special type of action in ATMS which allows you to create an action once and then have it recreated automatically after a designated time interval Any user with permission to create actions can create recurring actions Existing non recurring actions can also be converted into recurring actions Only the creator of an existing action or the system administrator can set an existing action as a recurring action The Recurrence Tab on Action Edit Screen can be used to create a Recurring Action Actions can recur by day week month or year ATMS User Manual 22 Pis 5 providing tachnical solutions for Project Name Category All w Role fa i tt ts dL J Name fan tst lt CS s s
3. Pis 5 25 providing tachmical sglutions for Yy amp i Using the Pisys ATMS System Authors Peter Henderson Akmal Muhammad Brian Sutherland Date February 2015 ATMS version 5 0 onwards This manual and its contents are copyright c Pisys Limited 2015 All rights reserved Table of Contents Using the Pisys ATMS System Introduction What s new in v5 0 Projects and Sub Projects Teams Organisation Project Visibility Control Groups Categories and Sub Categories Sub Actions Other Features New System Wide Settings Available Overview Logging In The Main Actions Screen Toolbar Importing Actions Action Filters Options Paging Control Group Tabs The Context Menu Adding Actions Generating Linked Actions Generate Sub Actions Reset All Audit amp Action Notes Recurrence ATMS User Manual providing tachmical solutions for Years Wn WN VN AO ODO DD O oOo OO o O 11 13 14 14 15 19 20 21 21 22 SUG 25 providing tachnmical solutions for Years Recur By Day a 23 Recur By Week 24 Recur By Month 24 Recur By Year 25 Reminders 26 Processing Actions 28 Reviewing Actions 30 Reporting 33 Action Summary by Status Report 33 Detailed Action Summary by Status Report 34 Outstanding Actions Report 34 Detailed Outstanding Actions Report 35 Outstanding Actions by Users Report 35 Detailed Outstanding Actions by Users Report 36 Overdue Actions by Accountable Graph 37 Overdue Acti
4. index 7 Basics Details Project Details Attachments Audit Recurrence Project Action f AA 0007F Project Name AAA Number i Severity Ext ref Created Date a How serious the consequences are for not performing this action Response Required Priority None Creator System Admin Send for action to Muhammad Akmal Final Approver Muhammed Akmal Status Open System ID 136 Review by Date 28 02 2013 m dd mm yyy y archived When Action is complete enter an Action Response and tick the box below A notification will be sent to Muhammad Akmal upon completion Completed T Generate Linked Action Save Print Print Tab lie Figure 58 A Custom Dropdown Control Severity on Action Edit Screen ATMS fixed controls can be displayed in different orders and on different tabs but can t have their type changed a dropdown for the final approver would make no sense as a checkbox for instance Use of controls in this way along with defining tabs and controlling the size of the action edit screen allows the user interface for actions and projects to be very flexible ATMS User Manual 49 PISS 2 providing tachnical eautions for Y Organisation The organisation tree is used to model the companies departments teams and users in your organisation and is important for granting visibility to projects and as a way of grouping your users Your organisation can contain one or many companies A comp
5. Selecting a project on the project tree Hardware above populates checkboxes in the organisation tree to show who can see this project Solidly blocked checkboxes show that some checkboxes below this checkbox are checked while others are not The checkbox for user Becky Morton above is checked and greyed out she will have been selected as default in a role on the Hardware project and will always have visibility unless removed on the project roles tab on the projects screen for the Hardware project Checkboxes on the organisation tree are hierarchical For instance if you check or uncheck a department checkbox all the users in that department will check or uncheck also Similarly if you check all the users for their parent container company department or team then that container s checkbox will also check as you have effectively given visibility to it This also works for selecting all departments in a company the company effectively has visibility When you make changes to organisation visibility the project tree will be locked until you click either save or cancel to save the new selections or discard them Then you will be able to select another project A note about the All Projects node at the top of the Projects tree Selecting that will tick those elements on the organisation tree that have visibility on all the non archived projects in the system the project visibility screen only deals with non archived projects a
6. Status Syerem I0 y endort Wall Figure 56 Add Control Screen Tabs Controls Compares Departments Mail Projects Status Transiatons u Action le Control Name Control Type Tab Name Single Lne Text Box Basics Ashi Custral gt Action Edit Screen Settings Action List Screen Settings Cortre l Nene Severity Solum Wedth Pre Toite How gencus the conseqvences ere for nat Cckenn Abgrrnert La erforming thes action Sort Order i Tab Narne amp s Sapes Vieble J Cortro Type Drap L st Sort Order 2 amp Printing J Required vibi J Options igh Magium ore oO Ciose Once the Visible option is selected for a control from the Action List Screen Settings then the control will be visible on Action List Screen for all the actions as shown above I I I I I fee I I I I I LOGGS 0001 LOGGS 0002 1 1 1 1 1 1 1 eae paves ee 77 16 Apr 2013 13 May 2013 eee E S a z i Figure 57 A Custom Contro Severity on Action List Screen Once visible option is selected for a control from the Action Edit Screen Settings section then the control will be visible on Add Edit Action screen for all the actions Figure 58The figure above shows the custom drop down contro Severity on action edit screen ATMS User Manual 48 Past 2 gt providing tachnical solutions for Years Edit Action No AAA 0007
7. be recreated on 02 03 2013 with due date of 05 03 2013 and the second time will be recreated on 05 03 2013 with due date 18 03 2013 and so on until recurrence end date is reached ATMS User Manual 23 PiSUS providing tachnical suutions for A Edit Action Project Action Number 127034 index 1 Daily Recurring Action Basics Project Details Attachments Audit Recurrence Action Recurrence Setting gt None By Day 7 By Week m By Month gt By Year Recur after every 7 day End Recurrence 31 05 2013 m Copy Custom Controls Data L Don t send Email on recurrence Figure 23 Recurrence by Day Recur By Week This example shows an action which is configured to recur by week If an action is configured to recur after every 4 weeks on Tuesday every 4 Tuesday and it was created on 15 01 2013 with due date 26 02 2013 then the first time it will be recreated on 26 02 2013 with due date of 26 03 2013 and the second time will be recreated on 26 03 2013 with due date 23 04 2013 and so on until the recurrence end date is reached We will discuss the Copy Custom Controls Data checkbox functionality later in this section Edit Action No AAA 0005 index 5 Basics Project Details Attachments Audit Recurrence Reminders Action Recurrence Setting none By Day By Week By Month By Year Recur after every 4 week on CE End Recurrence 31 05 2013 E Copy Custom Controls Data L Figure 24 Recurren
8. A A Lock Actions Involving My Company DK Close Figure 75 ATMS User Permissions Is System Admin This option is used to set the user as system administrator If selected it allows the user to have full control over system Generally a single point of contact within the organisation is set as system administrator Can Create Actions If selected users can be given the authority to create actions but if you don t give them this right they will still be able to receive actions and complete them but they will not be able to create new actions Can Edit Custom Report Template If selected this will allow the user to save and edit report templates in the custom report window Without this permission set they can still utilise existing report templates to generate reports ATMS User Manual 64 Pis 5 providing tachnical salutions for Can Create and Edit Projects You may have certain users that you don t want to give full admin rights too however you need them to be able to access the projects tab In this case you should check this box Can Create and Edit Teams You may have certain users that you don t want to give full admin rights too however you need them to be able to access the organisation tab to create and edit teams In this case you should check this box Own Company Only This permission works with the create edit projects permission above to restrict the user to their own company s proj
9. Projects Previously the projects in the system could have at most one level of nesting A project could be a sub project of another project Now you can nest projects to any level and the new administration screen for projects will provide a tree view for organising your projects Teams As well as the existing companies and departments for organising users we have added teams Teams are a flexible addition to your organisation model Users from different companies and departments can be added into the same team and a user can be a member of multiple teams The real power of teams comes in with the new Project Visibility screen below Organisation Another reworked administration screen which replaces the Companies and Departments screens Now we have a tree view showing all companies departments teams and users in your organisation Project Visibility The administration of which users can see which projects has received a major overhaul due to a more flexible system bringing together the new project and organisation trees Here you can manage which projects a particular company department team or individual user can see or select a project and manage who all in your organisation can see it ATMS User Manual 5 Pis 5 providing tachnical emutions for Control Groups To allow for greater flexibility for modelling a wider range of projects in the system we have introduced control groups You may be familiar with the set o
10. Users Report This report lists total number of actions outstanding on a person and how many actions are already overdue or due in next 30 days 31 60 days 61 90 days or due in 91 or more days ATMS User Manual 35 PISS 25 providing fachmical solutions for Years Outstanding Actions By Users Report PSS 2 providing techrical ecluttors for yE Figure 40 Example Outstanding actions by users report Detailed Outstanding Actions by Users Report This report lists total number of actions and a brief overview of each action outstanding on a person and if it is already overdue or due in next 30 days 31 60 days 61 90 days or due in 91 or more days Detailed Outstanding Actions By Users Pisy P 5 Report providing techrical solutions for 45 152 T ATMS At HAZID A Peter Henderson Review doc A13 m 39 ATS AT HAZID Craig Buchan Contact TSX to ensure Certs T A and Open 1 C are obtained prior to commencement of inspecti itt Ne ee each ng a Cc P I vaeane m E a workpack Co i 37 ATMS Al HAZID 2 32 4 identity snagging hazards on approach liaise with mooring team _ Complete Figure 41 Example Detailed Outstanding Actions by Users Report ATMS User Manual 36 PISS 25 providing tachnical salutions for Years Overdue Actions by Accountable Graph This graph shows the number of overdue actions by the persons on which these actions are outstanding On Ld Overdue Actions by Accountable Graph Piss
11. action are overdue not completed and their due date is passed Action Summary By Status FS 2 5 proving techmcal solutians fer ATMS COMOPS 2008 SWM TENHO e a T a a L Response Compete ATMS Al HAZIO Action Closed Out Figure 36 Example of Action Summary by Status Report ATMS User Manual 33 PISS 25 providing tachnical solutions tor years Detailed Action Summary by Status Report This report lists total number of actions and a brief overview of each action at each status for each project sub project it also shows overdue state of each action and how many actions are overdue for each project and sub project Detailed Action Summary By Status P hs J g5 providing technical solutions for ATMs COMOPS 2008 Swift Technolog O Sys em IW rojeci Act UMOE send for action to On Vescriptiot Vero Le 146 0009 CC C SC dr Peter Henderson___ contact suppliers and collate workpz ae nD RP ROY Te 2c ATMS A1 HAZID ATMS COMOPS 2008 ee OS eS ma or per oe E Craig Buchan Contact TSX to ensure Certs 1 A and 1 C are obtained Tress e Ct Hoe Bloggs T check aramng 2 a e Review doc A13 rks ponse i e Action Cse out C ham Shomer oceniana te CHA maintenance pass to JMC fir 4 nD to valve a 1112 Check a of manipulator eat on ROV with valve B 2 as this pine documentation on C3 through C 13 ee Ereta valve _ 10 09 87 Jig Buc Figure 37 Example of Detaile
12. can t be set to Not Required however you can select a different person for an existing role The additional Strategic reviewer roles are optional If you select names in either or both of these roles it will create an additional stage in the action lifecycle as follows Figure 65 Strategic Review Stages Previously the action was created and had a state of open before being marked as complete and reviewed by one or more people ATMS User Manual 56 Pis t5 providing tachmical salutions for Now you can if you wish have a stage where an action is created but instead of going straight into the normal completion workflow you want someone to indicate a strategy for completion once this strategy has been created it can be reviewed by up to two strategy reviewers who can approve or reject the strategy in exactly the same way as actions are reviewed Once strategy review is complete the action is open and can be completed in the normal way In the example below we ve selected a HAZOP planning project which has been set up with some strategic reviewers N amp Basics Details Project Details Attachments Audit Recurrence Project Action Number loo01 Project HAZOP Subproject plannin Action Summary Required Outstanding On not assigned Response Priority None Creator System Admin strategy Creator Select Strategy Creator Y Required Strategic Reviewer 1 Alaxander Jo
13. delegated authority to be exercised if key individuals are absent for any reason Selecting Print produces a summary report of the action to be produced you can use this facility as a handy means of producing quick action summaries for distribution on the fly Print Tab allows any single tab to be printed Select the priority of the action actions here are colour coded when displayed on the main actions screen Red High Yellow Medium and Green Low but you can of course change this coding method in the administration controls section Priority control The Category field is a pull down customizable list You can enter various other references to further identify or quantify the action guideword deviation consequences and safeguards can all be entered here and of course you can alter these labels to reflect your business needs If you don t need these fields you can simply switch them off Another key point to note is that the majority of the fields on the form can be switched on or off by setting the visible and printing flags in the Controls administration section ATMS User Manual 18 Pis 5 providing tachnical salutions for Generating Linked Actions Sometimes you may want to group certain actions ATMS provides a simple way to link actions together B Edit Action Project Action Number 5003 index 1 No Recurrence ce x Basics Project Details Attachments Audit Recurrence P
14. it has sub projects to a different part of the tree ATMS User Manual 55 PUSUG 25 providing tachmical sautions for yee The Archived option can be used to archive old projects they are not deleted but will not be shown on the project screen unless the Show Archived box is checked It is important to note that a project can t be archived unless all of its actions are closed and archived Basics Project Roles Attachments Additional Info Strategic Reviewer 1 Strategic Reviewer 1 Not Required strategic Reviewer 2 Strategic Reviewer 2 Not Required w Reviewer 1 Becky Morton Reviewer 2 Reviewer 2 Not Required w Approver Approver Not Required Final Approver Final Approver Not Required w Reviewer 5 Reviewer 5 Not Required w Reviewer 6 Reviewer 6 Not Required Save Cancel Delete Figure 64 Project Roles Project Roles In the project Roles tab you will define who will be the default reviewers and approvers for the actions of this project You can have up to 6 stages in the approval process but if you don t need a stage just set it to not required as shown Note Once actions are created for a project then you can t add or remove roles for that project For example if final approver for a project is set to Not Required and an action is created for that project then a new Final Approver can t be selected for that project and Reviewer 1
15. parent action is complete then it will not close and its status will become Awaiting Sub Action closure until all of its children and grandchildren and so on actions are closed out Other Features e Improved searching and filtering on user administration screen e Improved colour coding to clearly show closed actions on the main action list screen e The action list screen filters can be hidden to give more space to the actions themselves e Reports can be filtered by companies departments and teams e Reports now have an improved consistent look e DropDown custom controls can now have a default value specified e Treeview custom controls can now be created e Actions can now be copied e Two additional pre approval stages are available for Actions ATMS User Manual 6 Pis t5 providing tachnical emutions for New System Wide Settings Available e Review Comments When an action is approved rejected a text area will appear to allow comments to be added These comments will be included in the email generated by the approval rejection and these will also appear on action edit screen under Review Comments tab Default OFF e All Company Projects Visible to New User New users automatically have visibility on their companies projects This can now be switched off so no automatic visibility is given and is granted manually via the Project Visibility screen Default ON e New Projects visible to Parent Company N
16. providing tachnical salutions for oy m ri fal ij Search i Ge Gee Search opire tems only ph System Adie S Kl Praject Ware al Category adi w D Sule ail w Matte Ai we imordy al SubCmegory Stratus ai Strategy Overdue Adios Overdue Inchude Arctewed Print on 43 pape Regure My Atherhon Actos Inmvohang Me Actions involving My Campar Reset All Custom Report Syatem If E r Cr A Project Action Number 1 Project Mame Date Raised Action Summary Due date AMDC 15 5ep 2014 SEPA Exemption Rules Check 31 Dec 2014 127100 PPMS 30 Oct 2014 Term rofover target OL Jul 2015 12034 Scotland 0t D c 2014 SCOCKEd retums for AAE 23 Jun 2015 12010 Internationa 03 Dec 2014 Printoomference brochures 01 Mar 2015 lt gt Default 30 Audit 7 we i Goto Page v Atona 10 of 10 Page 1 af 1 Figure 7 Action List It s worth pointing out at this stage that column headings are customisable so you can change the nomenclature to fit your business processes or add extra fields to capture relevant information we ll cover this in more detail later Use the print button to get a hard copy output if you have a lot of fields on screen you might want to tick the Print on A3 paper box on the filter bar You can also export everything displayed on the main screen to an Excel spreadsheet by clicking the export button Even though ATMS has separate fixed and custom report functions this combination of search filters along with print and export can als
17. see which projects This is done on the Project Visibility screen in administration by pulling together the project tree from the projects screen and the organisation tree from the organisation screen ATMS User Manual 59 Pis t5 providing tachnical salutions for x B A Syden Admn A Gereral Organisation Projects Project Viewtdity Tabs Controts Status btn Transiations gt amp Key y Propert Key Camoery gt Department PA Teen s Liser Projects Organisation e J AE Projects A i Pisya cet A a Jy Ievfrestructur Migration e E z3 Cabang Pys Lenited I A nin gH S Becky Moro Be faca a E i Pen Genda ttepercrthh Servers T Sutiches Sotware w oe y Hoctng We Operating Systems Othe a Preys Proturts Hamesh Jofinstore Manrired tau Choo m nt ciam Cest Bruce Bull Ctetie Peters Gregor Trais wn Mal ATs DO Sm P Errena a PEN en Cranford Lynne Sore Stepen Gooth Tom Sadi D Engenni Tony Gartrarn Phbphphphpthp pp wE REE EF g imenabonal J N i Scotlasd y J ran Victont Sony A gt 3 5 78 5 Save Cancel Figure 70 Project Visibility Screen Organisational Visibility for Project Visibility can be managed in two ways selecting a project and seeing which parts of the organisation can see it or selecting an organisation element company department team or user and seeing the projects that that element can see
18. send on 13 June 2015 and no overdue reminder will be sent after that The Reminders tab allows a system administrator or creator to customise or disable overdue action reminders settings In this case the reminder setting is customised so that a reminder will be sent to the accountable person on the due date of the action and once the action becomes overdue a reminder will be sent every two days ATMS User Manual 27 Pis t5 providing tachnical salutions for Processing Actions When an action is raised one or more individuals will receive a notification email depending on how the system has been configured this is described in more detail later They will then log in to ATMS and open the action for which they are responsible add any notes which may be required and indicate the completion of the stage The action then gets passed to the next approval level with each individual indicating completion or rejection until the action has been finally approved and closed out by the relevant lead If your system is configured to allow the Owner of the action to reassign an action can be rejected by the Owner reassigning the action back to the Creator with either explanatory text in the Action Notes or entered on the email preview page Action status emails are sent to designated individuals with the Audit amp Action Notes section automatically updated to reflect any status changes Let s look at an example an action created ear
19. they have visibility on There is also a text search To create a new user Click the New button The user screen will be displayed as shown in Error eference source not found Enter the information required in Details tab As ATMS uses email to communicate with users it is vital that a correct email address is entered Details Teams Permissions Sumame oo Required First Name s PO Required Usemame PO Required Generate Password Company PisysLimited Department None Add New Telephone Email Required A conftrmation message will be sent to this address OK Close Figure 73 Add User Screen ATMS User Manual 62 PISS 25 providing tachmical solutions for ears User Teams Details Teams Permissions Audit 2014 Infrastructure Steering Committee ss S oO Ce er eee OK Close Figure 74 User Teams Here a user can be assigned to Teams in the system See the Organisation section for administrating Team memberships per Team ATMS User Manual 63 Pis 5 prowiding tachmecal sowtions tor User Permissions This tab allows the administrators to define some of the key ATMS user rights which are described below Add User aI e Details Teams Permissions Permissions Is System Admin Can Create Acton Can edit custom report template Can create and edit projects Can create and edit teams Lock Require My Attention Lock Actions Involving Me e a a a E
20. 0323 COP LOGGS 16 Apr 2013 0323 COP LOGGS This is a Recurring Action and it has 1 Recurred Actions apa 0002 10 Aug 2011 ATMS project Figure 28 Recurring Recurred Action Tooltips Reminders ATMS can send email reminders to the accountable persons for actions which are already overdue or about to reach their due date An accountable person is the person whose response is required for the action to progress to the next stage You can have a default system wide email remainder settings and you can also have different reminders settings for individual actions System wide email remainder settings can be done from Admin section and individual action s reminder can be set from the action edit screen Individual action setting will supersede the default settings ATMS User Manual 26 Pis t5 providing tachnical salutions for Edit Action Project Action Number Simulation 0013 index 13 No Recurrence T Basics Details Froject Details Attachments Audit Reminders Overdue Reminders Setting Do Not Send Overdue Reminders Default Overdue Reminders Setting Custom Overdue Reminders Setting Default Setting By default due in action reminders will be sent after every 7 days before due date By default an overdue action reminder will be sent only once 7 days after the due date Custom Setting Send due date reminder 7 day s before due date Enable Due In Reminders Enable Overdue Rem
21. 2 providing tachnical eautions far Years linked actions will be displayed Clicking the Reset All button see Reset All will return the view to all actions Kar Au Project Action Number Project Name Date Raised Actina Summary Due date Action 6783 RMDO 1 Sep 7034 SEPA Exemption Aures Check 7t Dec 7014 Presa Reitese 12109 ppn 40 Oct 2054 Term rollover Larget Ol mi 2015 12034 Scotiand 01 Dec 2014 ScotmeEd atume for AAE 23 un 2015 12010 Internetional 03 Dec 2024 Primconference brochures Ol Mar 2015 Figure 17 Linked actions Generate Sub Actions In addition to Linked Actions you can create sub actions these actions actually have a relationship with the parent action A parent action cannot be closed out until all its sub actions are completed is Edit Action Project Action Number 5003 index 1 No Recurrence ce 2 Basics Project Details Attachments Audit Recurrence Project Action Number 5003 Project Name ATMS Date Raised 01 08 2014 dd mm yyyy Action Summary Set up announcement of ATMS v5 release Due date 31 12 2014 an od mevivyyy Action Response Status Open Author System Admin Priority System ID 3 Outstanding On Owner Hamish Johnstone Owner Hamish Johnstone If necessary set the status for this action Open v Generate Sub Action Generate Linked Action Save Print Print Tab Close Figure 18 Generate Sub Action Button ATMS User Manual 20 Pis 5 providing t
22. PPMS oOo i 112034 Scotland t 112010 International Figure 11 Action context menu ATMS User Manual 14 PISS providing tachmical solutions for ye a This example shows the context menu in which New Edit Delete and Print options are all identical in function to their corresponding entries in the toolbar at the top of the screen Adding Actions Click the New button at the top left of the screen to add a new action You will get a popup to select which project the action will belong to a Select a Project 4 a Infrastructure Migration d a Hardware a England a International OK Close Figure 12 Select project screen X Selecting a project and clicking OK will show the action edit screen similar to the one shown below ATMS User Manual 15 PISS c providing tachnmical salutions for Add Action amp Basics Project Details Attachments Audit Recurrence Project Action Number Project Name ATMS Action Summary Required Due date 2e dd mm yyyy Required Status Unassigned Author System Admin Priority None iv Outstanding On Mot assigned Owner Select Owner Eici Mo Review Reguirements Generate Sub Action Save Print Print Tab Close F Figure 13 Add Edit Action Screen NOTE If you want to reveal the screen behind the action entry page click the button at the top right of the page this applies to several areas of ATMS and allows easy viewing of
23. achnical salutions for The figure above shows the Generate Sub Action button at the bottom of the Action Edit screen This button will open a blank action screen to allow you to create a new sub action Sub actions can also have sub actions If the review cycle of a parent action is complete then it will not close and its status will become Awaiting Sub Action closure until all of its children and grandchildren and so on actions are closed out EWF Au Probert Action Number Project Name Date Raised Action Summary Due date Act 6783 2 RMD 10 Dec 2014 SEPA Onshore Exemption Rules check 30 Oec 2014 678 1 RMOT 10 Dec 2014 SEPA Offshore Eroma on Aures check 20 Dec 2014 TEPA Exemption Pubes Chari Action Sunenery mew SEPA Offshore Serro Ai theri iea Agi SEPA Onshore Ceergtren Fijas check Pacr red tts 12100 PHS w d 2014 Tarm rollover targat O1 lul 2015 Figure 19 Sub Actions On the main screen actions which have sub actions will be indicated by a hierarchy symbol in the sub actions column Click on the hierarchy symbol and a preview list of sub actions will appear on the screen as shown Click on any of the actions in the preview list to view the full details of the sub action This preview list only shows the direct one level down sub actions of the selected actions But further levels can be navigated by clicking the hierarchy symbol of the relevant action and repeating the process Clicking the Reset All button see Res
24. ame harinas Software g co Project Details y Hosting gjet Oeta Basics Project Roles Attachments Additional Info Short Rame ROW y Operating Systera y Other s Preys Products Paret Project infrastructure Migr alios ATMS 3 00 Sem T Enreme Save Cancel Pems y trglend F intersabonal a NI T Scottend y Palet D RMOD y Smulstersa Figure 63 Projects Screen The tree on the left hand side shows the projects in the system Projects can be sub projects of other projects Check the Include Archived checkbox to see archived projects Clicking the Add Project button will create a sub project below the selected project or at the top level if the All Projects node is selected When a project is selected its details will appear on the right hand side A project will always belong to a company A project has a control group and this cannot be changed once this project has actions The short name field can be used to set a prefix which can be used to auto generate project action numbers if enabled For example if we set it as HRDW for the project shown and the auto generate Project Action Number feature is enabled then every time a new action is created it will have project actions numbers like HRDW 001 where number at the end 001 will be incremented for each new action The Parent Project dropdown allows you to move the selected project and the portion of the project tree below it if
25. any can contain none one or many departments Teams are independent of any Company departments hierarchy You can have none one or many teams in your organisation You manage your organisation tree on the Organisation screen in administration gt S N General Organisation Projects Project Visibility ay Key Company i Department Sp Team Q user ra Add Company Add Department Add Team b Pisys net 4 Pisys Limited S amp S gt B admin vy Development 4 ig Finance beg Ian Gott S Paul Brooks kz Q Tracy Goode p iy Marketing gt ac s a Audit 2014 D Clyde Peters O Lisa Telford B Neville Trimble J i Infrastructure Steering Committee bs Adam East amp John Stock f S Robert Cooper a S Un Malchenko Figure 59 Organisation Administration Screen The left side of the screen shows the tree Clicking on one of the nodes of the tree will bring up the relevant edit screen company department team user in the right hand side The add new Company Department Team buttons are enabled based on where you are in the tree ATMS User Manual 50 Pis t5 providing tachnical emutions for For instance if you have a company node selected you will have the Add Company button enabled to add another company at the same top level You will also have Add Department enabled to add a new department for the company you have selected Adding a new team is always available A note about users The e
26. as Clyde Owters v y Wales r S ve Cancel Figure 71 Project Visibility Screen Project Visibility for Organisation Selecting a company department team or user Becky Morton above populates checkboxes in the project tree to show which projects Becky can see The checkboxes on the project tree behave slightly differently checking a project will automatically check all its sub projects as a way to save time but unchecking the parent project will not uncheck all children This allows for mixed visibility at all levels of the tree The checkbox for the Hardware project is greyed out due to Becky s role in it as described When you make changes to project visibility the organisation tree will be locked until you click either save or cancel to save the new selections or discard them Then you will be able to select another project ATMS User Manual 61 PISS c providing tachmical solutions Tor Users General Organisation Projects Project Visibility Tabs Controls Status Mail Translations Users Fiter By Sumams APA 82 E ee FG midis M if 2 j PIA wW Y Project ad v Orgerasatoon zl Ingude Arched Last Used Da All Das ful Name Conteng Search Reset AB 34 Users Displayed Figure 72 Users Administration Screen This section allows the administration of ATMS users For large lists of users a surname filter is provided Users can also be filtered by organisation company department or team and by projects
27. b Action Generate Linked Acton Save Print Figure 31 Action Edit Screen Pis 5 providing tachnmical salutions for X arms 18 11 2014 dd mm yyyy Required System Admin 8 This Action will be Action Closed Out upon completion Print Tab Close The Action Summary field tells Glenda what she needs to do She can consult the Attachments tab as described earlier to see any supporting files She can also look at the Audit tab to see both the history of the action and any changes made to any of the fields or action status The Project Details as shown in Figure 32 below tab displays detail about this action s project ATMS User Manual 29 Pis 5 providing tachnical sautions tor i Edit Action Project Action Number 5004 index 2 No Recurrence AEF d Basics Project Details Attachments Audit Recurrence Action Tracking Management System Project Attachments a Project Details Generate Sub Action Generate Linked Acton Save Print Print Tab Close Figure 32 Project Details Tab on Action Edit Screen Any attachments from the main project record are can be downloaded from this tab Once Glenda has completed her work on the action she enters a note in the Action response field She then clicks the Completed check box which automatically generates an email to the designated action reviewer if you have configured this facility If required the system wil
28. cable for Strategy Creator and Owner roles Send E mail to Actionees L Auto Generate Number L Select CSV file to upload Browse Download Blank Template Upload Upload Information Import Close Figure 4 Import Actions Screen To import actions first click download blank template to download a CSV file pre populated with the fields which you have set up in your database It is important to note that the IMPORT TEMPLATE MUST BE GENERATED PRIOR TO USE Since the template will be automatically populated with the field names you have configured in the administration controls section ATMS User Manual 10 Pis 5 providing tachnmical salutions for Once you have captured the required data in your CSV file select the project to which you want actions to be added If you want to automatically generate sub projects during the import tick the Create Sub Project option You should also select a default user to whom all unassigned actions will be assigned in case no match can be made with user names in the CSV file it happens Browse to the CSV file you have populated and click the Upload button The system will now run a check on the validity of the data file If the file is ok the information panel will display details of the number of actions projects and new companies which it has found in the file but if errors were found a list of these errors will be displayed Fix any errors and repeat this p
29. ce by Week Recur By Month This example shows an action which is configured to recur by month If an action is configured to recur after every 2 months on the 31 day of the month and it was created on 31 10 2012 with due date 31 12 2012 then first time it will be recreated on 31 12 2012 with due date of 28 02 2013 if there is no 31 day in the month then it will be replaced with the last day of the month and second time will be recreated on 28 02 2013 with due date 30 04 2013 and so on until the recurrence end date is reached ATMS User Manual 24 PISS 2 providing tachnical sealutions far ye a Edit Action No AAA 0005 index 5 Basics Project Details Attachments Audit Recurrence Reminders Action Recurrence Setting None By Day O By Week By Month By Year Recur after every 2 w month on 31 day of the month End Recurrence 31 05 2013 m Copy Custom Controls Data L Figure 25 Recurrence by Month Recur By Year This example shows an action which is configured to recur by year If an action is configured to recur after every 2 years on 19 February and it was created on 31 10 2012 with due date 31 12 2012 then the first time it will be recreated on 31 12 2012 with due date of 19 02 2013 and the second time it will be recreated on 19 02 2013 with due date 19 02 2015 and so on until the recurrence end date is reached Edit Action No AAA 0005 index 5 Basics Project Details Attachments Audit R
30. configuration an E mail will always be sent to the next person responsible Action Personnel C Author O Strategy Creator C Strategic Reviewer 1 O Strategic Reviewer 2 C Action Party O Reviewer 1 C Reviewer 2 E Approver C Final Approver O Reviewer 5 C Reviewer 6 Note that an email notification will be sent to the user who has to complete or approve the action regardless of the configuration above Add an email address ae OK Close Figure 62 Mail Distribution Tab Here we can select who from the review chain will be notified when a new action will be created in addition to the next responsible person we can also specify external email addresses which are not set up for any of the action participants ATMS User Manual 54 Pis 5 providing tachnical edutione for Projects Projects represent one of the core entities within ATMS actions and users both have strong links to projects and it is important to understand how they operate An administrator or users with special permissions can create update or delete projects in ATMS This is done on the projects screen in Administration 7 5 Srstem asmin K 4 General Organisation Projects Project Visibility Tabs Controts Status Mail Translations Qo Key Project Inclucle Archived Add Project s a amp At Projects 4 infrastructure Mgranan y UNINE Comparty Peyn net y Cabling J teu Control Group murp vil T Servers y Switrhes Project N
31. d Action Summary by Status Report Outstanding Actions Report This report lists the total number of outstanding actions per user for each project and how many of which are overdue It also shows System ID of the actions which are overdue An outstanding action is an incomplete action which is awaiting response approval from a user ATMS User Manual 34 PISS 25 providing tachmical solutions for Years PISS 25 providing techwicel solutions for y o5 Outstanding Actions Report ATMS COMOPS 2008000000 Set Technology 0 E ee lee Teen ee ee ATMS ATHAZID CT ATMS COMOPS 2008 0000 Psy Figure 38 Example of Outstanding Actions Report Detailed Outstanding Actions Report This report lists the total number of actions and a brief overview of each action outstanding on a person for each project sub project An outstanding action is an incomplete action which is awaiting response approval from a user Detailed Outstanding Actions Report Sd Ie es be 2 x providing techrecal solstions for yoa TS zooa C e e CEES LATNS CORDES 2008 Hene a o i od Vk ia Craig Buchan Contact TSX to ensure Certs 1 4 and 1 C are obtamed eee to eres of amua OO U a CA Review doc A13 E IF ip weary wr oy EE 12 32 45 Peter Henderson identify snagging hazards on Response Complete oan iniia Reviewer 1 Approved Figure 39 Example of Detailed Outstanding Actions Report Outstanding Actions by
32. data when working with actions and reports etc Fields marked with Required are mandatory and if a user tries to save the action without filling the mandatory fields then ATMS will generate an Error message as shown Please provide appropriate values for the following Project Summary of action Review by Date Figure 14 ATMS Validation Message ATMS User Manual 16 providing tachnical salutions Tor Project action number Can be in any format and could for example be linked to reference an external system If you need an automatically generated number this can be enabled by our support team please contact us to arrange Date Raised Today s date Due Date Date by which action must be closed out this is a date picker Creator Name of person who created the action Owner This is a user defined name representing the individual responsible for completing the action Reviewer 1 Reviewer 2 Approver Final Approver Again user defined names representing the people who are responsible for signing off the action as it passes each stage Action Summary A summary of what you want the owner to do this can be supplemented by attachments in the Attachments tab shown here K Edit Action Project Action Number 5003 index 1 No Recurrence AoE 2 Basics Project Details Attachments Audit Recurrence Attachment Browse ATMS_Upgrade_TestPlan_V1 0 doc Generate Sub Action Generate Linked Acti
33. ec 2014 ScotKEd returns for AAE 23 Jun 2015 12010 International 03 Dec 2014 Printoomference brochures 01 Mar 2015 lt 2 Default 50 Audit 7 tala i Goto Page w Actor 10 of 10 Page 1 af 1 Figure 2 Main Action Screen Toolbar The toolbar shown at the top left of the screen contains a set of buttons Some of these buttons are only available on certain screens or when you have a particular item selected esvrrkK BA lie GB amp Figure 3 Toolbar From left to right these buttons perform the following functions Ay Create a new action project control or user fe Open a highlighted action project control or user for editing A Delete an action project control or user Print actions projects controls or users Change password Export actions or reports Import actions Ea Save search filter 2 t ATMS User Manual 9 Pis 5 providing tachnmical salutions for ef Import users Exit These buttons are largely self explanatory however Import Actions requires some more detail This function allows you to import a CSV file a useful feature which allows off site data to be quickly captured in ATMS Importing Actions W Import Actions C x Upload Options Add imported actions to project All w When a user match cannot be made Gelect User assign to Mote If any action reviewers cannot be matched the project defaults will be used Above selection is only appli
34. ects Lock Require My Attention If selected user will only be able to see the actions which require his attention in other words actions which are outstanding on him Lock Actions Involving Me If selected user will only be able to see the actions in which he she is involved as creator owner reviewer 1 reviewer 2 approver or final approver Lock Actions Involving My Company If selected user will only be able to see the actions in which at least one member of his company is involved as creator owner reviewer 1 reviewer 2 approver or final approver ATMS User Manual 65
35. ecurrence Reminders Action Recurrence Setting None By Day By Week By Month By Year Recur after every 2 w year on February 19 w End Recurrence 31 05 2020 11 Copy Custom Controls Data L Figure 26 Recurrence by Year Copy Custom Controls Data checkbox is used if custom controls are used for the action screen and you want to copy the data of those controls into the recurred actions This option is provided because if you populate the custom controls at different review stages then copying the data for those controls into the new recurred action doesn t make any sense By default custom controls data will not be copied into recurred actions until this checkbox is ticked An extra column is included to flag recurring and recurred actions Recurring actions are represented by 53 and any recurred actions are represented by R as shown in Figure 27 If there is a small green arrow ATMS User Manual 25 PISS gt providing tachnical solutions for Y 82 appearing on a recurring action then by clicking on it a user can view a list of all the actions recurred from this action as shown R FA LOGGS 0001 16 Apr 2013 0323 COP LOGGS Action ID Created Date LOGGS 0002 13 May 2013 0323 COP LOGGS Review by Date 13 05 2013 14 05 2014 Open apa 0002 10 Aug 2011 ATMS project Figure 27 Recurred Action preview LOGGS 0002 13 May 2013
36. et All below will return the view to all actions Reset All To clear all the filters on the main screen click Reset All as shown Project Name PAM TY Category fan i Role fa Name fan d Priority fan sw SubCategory fT Status fan sie Strategy Overdue C Actions Overdue _ Indude Archived Print on A3 paper L Reguire My Attention C Actions Involving Me C Actions Involving My Company E Custom Report System ID f Edit Figure 20 The Reset All button Audit amp Action Notes Audit events are logged when the action has been raised The system automatically adds to the audit log when certain events take place for example an action is reopened or the status is changed There is also a facility for actionees to add their own notes on the action The figure below shows the audit notes ATMS User Manual 21 PSUS providing fachnical solutions tor Kl Edit Action Project Action Number 12010 index 1 No Recurrence Ao Fod Basics Project Details Attachments Audit Recurrence Add Note Edit Note Delete Note Clyde Peters Action Action Response Completed by Owner Action Closed Out 09 12 2014 11 09 59 Clyde Petes Action s Status has changed FROM Open TO Action Closed Out 09 12 2014 11 09 59 1 ie oo oo 1 ao ccr ce e ae oo oo en T System Admin Action Created SSS e A2201 Taaa O Double click on an Action Note to view the full text Generate Linked Action Save Print Print Tab Close Figure 21 Audit Notes
37. ettings This section allows the administrators to set the system wide e mail reminder settings Admins can enable disable the reminders service set default number of days for a due in reminders and default number of days for overdue reminders they can also limit overdue reminder to just one reminder after the action is overdue Default Email Reminder Configuration Emailer Service Enabled v7 If Emailer Service ts enabled and Due In and Overdue reminder services are disabled then by default no reminders will be sent unless specified for individual actions via custom settings under the Reminders tab of the action edit screen Enable Due In Reminders In The Emailer Service will send a reminder email for achons a number of days before they are due Number of days before Due Date 14 Enable Overdue Reminders wd Limit To One The Emailer Service will send a reminder email for actions when they become overdue and then repeatedly after a number of days Number of days between overdue reminders 14 Figure 52 Paging Options ATMS User Manual 45 Pis 5S providing tachnical edutione for Advanced Administration Options This section allows large scale changes to be made to ATMS data It s intended as an advanced tool for experienced administrators and hence there is a big disclaimer before the main screen Please contact our support team for detailed guidance on these options Tabs ATMS allow
38. ew projects are automatically visible to everyone in the parent company Now this is an option too so visibility can be handled manually Default ON e Show Non visible Project Names Hide all details including names of projects to users who don t have visibility on those projects A placeholder of fixed length s will appear in any project tree Default OFF e Allow Inter Project Linked Actions Allow actions from different projects to be linked Default ON e Allow Inter Project Sub Actions Allow actions from different projects to be dependent Default ON Please contact Pisys Support if you require any of these settings changed ATMS User Manual 7 Pis 5 providing tachmical solutions Tor Overview ATMS allows actions to be raised and managed within a simple web based interface The basic principle behind ATMS is that an individual creates an action and assigns it to someone who does some work with it before indicating that it is complete Up to four more people can then get involved in the action lifecycle each with the ability to approve or reject the action Actions carry a comprehensive set of information plus any required file attachments and an audit trail showing the various stages in the approval process An email system keeps everyone informed about the status of actions and a powerful reminder system ensures that the appropriate people are informed about actions reaching their due dates Confi
39. f controls and additional user created custom controls available in the system These controls can be renamed resized and reordered on actions This set of controls applied system wide Now with control groups the whole set of controls can be duplicated and managed as separate complete groups of controls With multiple control groups available new projects and therefore actions can use a different control group allowing for completely different naming and ordering of controls and separate user defined controls if desired The most visible result of this is that you can have different action edit screens for different projects and the system generated email settings can also be tailored for different projects Categories and Sub Categories In addition to the existing Category control we have added Sub Categories As the name suggests these will be further lists with Category as a parent These will be available as main action list screen filters and apply across all control groups i e system wide Very useful to filter your list of actions if you re looking at a top level project across multiple control groups Sub Actions Now you can create sub actions which provides a hierarchy based relationship between actions where one action can have one or more sub actions and each of its sub actions can have one or more sub actions and so on Anew Status Awaiting Sub Action Closure will be added into the system If the review cycle of a
40. gurable security allows a high degree of control over access levels and also allows selected actions to be restricted to defined companies or individuals within companies ATMS has thousands of users worldwide once configured to fit your business processes it is extremely easy to use Logging In The figure below shows the main login screen If you have a user name and password then enter them in the appropriate fields Note that the top section of the login screen will display your own company logo ACTION TRACKING MANAGEMENT SYSTEM Pis 5 providing technical solutions for Login Password Figure 1 Login screen ATMS User Manual 8 Pis 5 providing tachnical salutions for The Main Actions Screen The figure below shows the main action screen This screen is displayed first as most users will soend the majority of their time interacting with this screen in A l ri tel ij Search E k Ge Gee Sech opire items oniy 2 System Adhi c A Srajert Mare ali v Category all v amp Sule ail w Marne al w meordy al SubCmegory Status a v Strategy Overdue Adios Overdue indude Arctewed Print on 43 paper Regure My Athenhon Acbors Invetwweg Me Actions invelveng My Campare Reset All Custom Recoon Sytem ID E alg E Project Action Number 1 Project Mame Date Raised Action Summary Due date 6783 AMDO 15 5ep 2014 SEPA Exemption Rules Check 31 Dec 2014 12100 PPMS 30 Oct 2014 Term rotover torget OL Jul 2015 12034 Scottand 01 D
41. hn T Strategic Rewiewer 2 Bastiaan Spruit T Reviewer 1 Craig Buchan 7 Reviewer 2 Bruce Skinner T Reviewer 3 Peter Henderson T Send for action to Select Send for action to Required status ce Open for Strategic Response Strategic Review Due Date 20 fo 3 201 a dd mm yyyy Strategic Response No Review Requirements Save Frint Print Tab Close Figure 66 Action with strategic review You can see that because the project has at least one strategic role selected we can now see the strategy fields There s an option to select the strategy creator this is the person who you want to describe the strategy for completing the action it doesn t have to be the same person who completes the action The strategic reviewers have been automatically populated from the project roles ATMS User Manual 57 Pis t5 providing tachnical emutions for The strategic review due date is just like the action due date it indicates the date by which strategy review stage has to be completed i e strategic response provided and reviewed by strategic reviewers It defaults to 2 weeks after the creation date but you can change it to anything you like The strategy creator completes the strategic response and it then moves through the review process in the same way as a normal action does At any stage the strategic reviewers can reject or add a comment to the strategic response Rejecting the strategic response wil
42. iCC Priority ee a SubCategory Status fan se Strategy Overdue O Actions Overdue Indude Archived Print on A3 paper LJ Require My Attention C Actions Involving Me O Actions Involving My Company C Reset All Custom Repot System ID is Edit 6783 N Edit Action Project Action Number 12010 index 1 No Recurrence BAE Project Action Number f Project Name Date Raised Actio Basics Project Details Attachments Audit Recurrence 3 Action Recurrence Setting None O By Day O By Week O By Month O By Year 12100 12034 Figure 22 Recurrence Tab To create a recurring action edit the action you want to change to a recurring action and click on the Recurrence tab Select the frequency daily weekly monthly or yearly at which you want the action to recur Depending upon the frequency select other recurrence options and recurrence end date and save the action If you don t want the action to stop recurring after a certain date then leave the recurrence end date as blank Once an action is configured for recurrence then when that action reaches its due date it will recur a new copy will be made When that new copy of the action will recur will depend on the setting you have chosen See below Recur By Day This example shows an action which is configured to recur by day If an action is configured to recur after every three days and it was created on 15 01 2013 with due date 02 03 2013 then the first time it will
43. inders Limit To One Send overdue reminders every 2 day s after due date Generate Sub Action Generate Linked Action Save Print Print Tab Close Figure 29 Reminders Tab Custom Settings If Number of Days Before Due Date is set to 7 days and Number of Days After Due Date is set to 2 days then the accountable person will get a reminder e mail 7 days before action s due date Then the next reminder will be sent on the day when the action will become overdue and after that a reminder will be sent after every 2 days until the action is closed out If the Limit to One option is set then a reminder will be sent on the day when the action will become overdue and another reminder will be sent 2 days later and no reminder will be sent afterwards For example if an action is due on 10 June 2015 and Number of Days Before Due Date is set to 7 days and Number of Days After Due Date is set to 2 days then on 03 June 2015 a reminder will be sent to the person accountable for that action stating that the action will be overdue in the next 7 days Then on 11 June 2015 another reminder will be send to the accountable person stating that this action is overdue by one day and after that every 2 day on 13 15 17 June 2015 and so on until the action is closed If the Limit to One option is set then a reminder will be sent on the accountable person on 11 June 2015 and another reminder will be
44. is worth mentioning here that if you frequently apply similar filters you can use the Save Search Filter PN feature to save it as a default filter which will be automatically applied every time you login to the system If you are still unable to find the action s you are looking for you can use the free text search facility located to the right of the toolbar buttons at the top of the main page gt Search i GO Clear Search visible items only ia Figure 6 Free Text Search Facility Enter the required search criteria in the search box and click GO or press the ENTER key The actions list will then be filtered by actions containing the search phrase in the example the word safety Note that unless you check the Search visible items only checkbox ATMS will search ALL actions in the system ignoring your previous filter selections which will be reset If you only wish to search within the actions currently displayed in the actions list you should check this box Note also that at the time of writing user names are not searchable ATMS will always filter the actions list by actions matching the search criteria until you click the Clear or the Reset All button Any of the column headings can be used to sort displayed actions in ascending and descending order for example clicking on Created Date will group the actions in order of their created date as shown ATMS User Manual 12 Pis 5
45. ist ATMS User Manual 43 Administration PISS providing tachnical ealutions for The main administration screen can be accessed by clicking the Administration icon on the sidebar It is important to note that only administrators will have the full access to this section and some user may have restricted access may only see projects tab to this section depending upon the permissions set on their login by the administrator Genera Orgarssbon Propects Contigern Action Eit Screen Sere wetth 0 Paw Newt S Pivete Terre borat Cantigern Action List Screen Page Siye Acton List Pege Sas 100 Actiom Duetie Magers beset Defau tma Remmder Conrhiywation Creer Serece Dnatred D Ensio Servis i atebiad afd Due In aid Overdue arrirrdet wresms shied then by Sefa no revrernders wal be sert Proeect Visbiity Tabs Contos Status me Saat eee cpa thet Se uti actions vis custom settengs ureter heh Remendar tad of the acon edi zoeen Easbie Due In Genders The Orrieder Serwee wel Gere a verrereter erreed tor achom a ramier of thers before they are dee Nestle of daya before Dve Date Cuattea Overdue Rerrerciers Lmt To Oce The Evrader Servace es 8 sore a rerrereter emad for ohore shet ey become cvertue and ther repestecty eter a merrier of ays Muntr of teys hetemes overte retenders Advanced Adbrrtestraticn Oplioes Wermniy Amano Thi heusehecoing Modai slino potermel deistin of o
46. jects Project Visibility Tabs Controls From Control Group Default Control Group Name audit x Save Cancel Figure 55 Creating a Control Group The Add Control screen has two sections Action Edit Screen Settings and Action List Screen Settings Action Edit Screen Settings contains common settings and settings which are specifically related to how the control will appear on Action edit Screen Such as its position on Edit screen can be selected by setting up sort order under which tab it should appear can be selected by using Tab Name A printing option is provided to select if the control data should be included when user print actions from the list screen Action List Screen Settings contains settings which are specifically related to how the control will appear on Action List Screen for example its width position and alignment Depending upon the type of the controls options on control Edit screen will vary For example in the case of a drop down control there will be an Options option which can be used to define the options for the dropdown control ATMS User Manual 47 s General Control Category Project Acbon Num Prapact Detars Project Nane RaeportActionfea ReportRef resolumon Respe nse view by Date viewer ewiewer 1 Compar sviewer 2 Reviewer 2 Coenpar nex sk lachow Safeguards Send for action fo Send for action to C PUSUG 2 providing tachnical eautions for
47. l Gregor is satisfied Depending on how many people are involved in the review process Gregor s approval of the action will generate an email to the next person in the chain and so on until it reaches the person responsible for final approval rejection of the action at any stage will lead to the status being reset to Reopened for Action Response and sent back to the beginning of the chain for re work ATMS User Manual 32 PISS 25 providing technical solutions for ears Reporting The reports section gives access to a variety of tabular and graphical reports x rt E Organisation Ja i K O O E Aonta fa M action Party all eico ald Status Ss aS OT bisplay Config EE Owe nays an ver Gos T Include Archived Require My Attention Actions Involving Me Actions Involving My Company Organisation Key Ij Company ws Department fn Team Go Reset All Figure 35 Report menu Select a report type from the pull down list The other drop down menus allow filtering on project action status owner and company department as well as for outstanding actions actions due within specific periods Reports will only show data to which you have access you won t be able to see details of projects to which you haven t been assigned Action Summary by Status Report This report is designed to list the number of actions at each status for each project sub project it also shows how many
48. l also send regular reminders about overdue actions our support team will configure this facility for you Reviewing Actions Using our example above Glenda has indicated that she has completed all work on the action she was assigned and that the action is complete it must now be signed off by the rest of the people in the list of reviewers in this case Gregor is Reviewer 1 Depending on how the mailer has been configured Gregor will get an email telling him that an action requires his attention and when he logs into the system he will see the action ATMS User Manual 30 Pis 5 providing tachnmical salutions for BK Edit Action Project Action Number 5004 index 2 No Recurrence Koy x Basics Froject Details Attachments Audit Recurrence Project Action Number S004 Project Name ATMS Function Date Raised 18 11 2014 dd mm yyyy Categary w Action Summary User Acceptance Testing Due date Gyoans ance yy Action Response Testing completed status Response Completed Author System Admin Outstanding On Reviewer 1 Gregor Travis Action Party Glenda Hepworth w Reviewer 1 Gregor Travis Your approval of this action is required Please select one of the options below O Approve Reject Generate Sub Action Generate Linked Acton Save Print Print Tab Close Figure 33 Action Edit window The Status has changed to Response Complete Gregor can see that Glenda has entered so
49. l cause the action to revert to the strategy creator who will then have to resubmit the response After the last strategic review stage has been completed the action becomes live and enters the normal completion and review stage the actionee completes the action as before and the action reviewers sign it off A Skip Strategic Response feature is added to strategic review stage which allows reviewing of an action before it is officially assigned open for action response It is different from strategic review stage because it doesn t require formulation of Strategic Response If used as soon as an action is created it will go to the first strategic reviewer If he rejects it then it will become a cancelled action If he approves it then it will go to the second Strategic Reviewer If he rejects the action then it will be cancelled if he approves it then it will become open for action response Project Attachments If you have any attachments relevant to the project as opposed to individual actions you can attach them in the same way as you would attach files to actions these attachments will be available from the Attachments tab on project edit screen and Project Details tab on action edit screen Project Controls Additional information for projects can be stored by customising already provided Project Controls from the controls section ATMS have various built in custom controls for projects which are disabled by defaul
50. lier has been assigned to a user Glenda Hepworth Let s have a look at what Glenda sees when she logs into the system Gal aS PY search i ste Jew Search nsise iarsa only amp lemta 4epewontt K Protect tiame Ad w Status Al w furnchon ul meg Pnornty Ad w E Leer foh aji Liss Mens 1 Sorateac Review Overdue Arora Overdue Pret of D pooti Leida wrinet Regure My Atterttion w Actors bewohurg Me Sethoure lrwulvireg My Concerts Rest fel Sytem IT v gS Project Action Number Project Name Date Raised Action Senunary Due date 12034 Scotiand Dl Dec O14 ScoLtves returns tor AAE 23h 2015 Detavt 2 duties t Goto Page Achoms 2 at J Page t of Figure 30 Actions List Screen We can see the actions requiring Glenda s attention As the action created earlier requires Glenda s attention she opens it by double clicking on it as shown ATMS User Manual 28 BK Edit Action Project Action Number 5004 index 2 No Recurrence Basics Project Details Project Action Number Function Category Action Summary Due date Action Response Status Priority Outstanding On Action Party Enter Action Response and tick the box below to complete the Acton Response Action Completed Attachments Audit Recurrence 5004 Project Name w Date Raised w User Acceptance Testing lt dd mmj 31701 2015 1 ae Open Author Action Party Glenda Hepworth Glenda Hepworth Generate Su
51. me text in the Action response field describing what she has done to complete the action He can then decide whether to approve or reject the action Let s assume he isn t satisfied with the work done and wants Glenda to re do some of the task Gregor Selects the Reject radio button and enters comments as to why he is rejecting the action at this point ATMS User Manual 31 Edit Action Project Action Number 5004 index 2 No Recurrence Basics Project Achon Number Furcthon Category Acton Summary Due date Achon Response Status Prority Outstanding On Action Party Your approval of this action ss required Please select one of the options below Approve Reject Review Comments More testing needed Project Details S004 Attachments User Acceptance Testing 31 01 2015 s Od men yyyy Testing completed Response Completed ines O Reviewer 1 Gregor Travis P Pn 14 heg Iwr Generate Sub Acthon 1 vi Generate Linked Action Recurrence Project Name Date Rassed System ID Rewewer 1 Save Pron PUSUG 2 providing tachnical eautions far Years ATMS 18 11 2014 dd me yyyy System Adrnen Figure 34 Adding Review Comments This will send an email to Glenda telling her about the rejection and it will set the action status to Reopened for Action Response Glenda must then revisit the action and repeat the process unti
52. mia Gots ard is supplied for use by expenenced serem Myrerestratiors tor the purpose of performing ad frec dupton caused by use of thes itive Nodak By proceeding to the agree wrth berma General Tab Configure Action Edit Screen Size C meetienence Rys can DOE nO rDo for ory Cota loss of Psdt cee edule wou are inebcetieng yaw oproemernt te the Figure 50 Main Administration Screen Mar Transistions Sidebar This section allows the administrators to set the height and width of the action edit screen Depending upon the numbers and types of controls used on action edit screen an administrator can adjust the height and width of the screen to make it look appropriate If the number of controls can t fit within the screen size defined in Configure Action Edit Screen Size section then some controls may overlap or some portion of action edit screen may not appear ATMS User Manual 44 providing tachnical sautions Tor Configure Action List Screen Page Size This section allows the administrators to set the number of actions displayed per page The page size options allow the administrator to enable disable paging or set the page size Once page size is set the page navigation bar at the bottom of the main action screen can be used to navigate between pages Configure Action List Screen Page Size Action List Page Size 100 Actions Disable Paging LI Reset Figure 51 Paging Options Configure Email Reminder s
53. n Description Message sent on creation of new action Email Text Action Fields Distribution Subject Line ATMS New Action pisys demo Message Body Header A new action has been created vo Footer Please access the ATMS to review this action OK Close Figure 60 Edit Mail Screen ATMS User Manual 52 PISTS 25 providing fachnical solutions for Years For each mail type you can also specify which control data form the action is included in the subject line and body of the email and in which order Edit Email Description Message sent following the Strategic Reviewer 2 approval Email Text Action Fields Distribution Control Name In Subject Line ae In Body babi Sort Order k Action Finding Action Response Action Summary In Body wd Sort Order Save OK Close Figure 61 Mail Type Action fields Single line text fields can be assigned to the subject line and or email body select the sort order to control where they appear Multi line text boxes like action summary can only be displayed in the email body ATMS User Manual 53 PISS c providing tachnmical salutions for To control who receives emails when an action is created click the Distribution tab shown in Figure 63 _ Edit Email ce e Description Message sent following the Strategic Reviewer 2 approval Email Text Action Fields Distribution In addition to any mail distribution
54. nd users Checking any organisational elements while on this node will grant visibility to all proejcts as you d expect But unchecking someone while on ATMS User Manual 60 Pis 5 providing tachmrcal edutione for this view does not delete all their visibility They may still have visibility on several sub projects This was to prevent unintended deletion of all of someone s visibility If you need to prevent a user from seeing any projects click on that user in the organisation tree and uncheck projects in the project tree ar a J 5 ij 2 yen Adran h 4 General Organisation Projects Project Viethibty Tabs Cortrols Stetus Ma Transtations gt n a Key y Project Key Comoary a Depertmert La enn b liser Projects Organisation 2 All Projects E A Moys net o a Infrastructure Megratron a Daved Young a 4 T Hedware s Dobie Warract P Ccabing Eady Free T 2i x heya d ae Mmk Moran ae Servers oh ae Goff Presice i y Tantras s John Stock 4 id amp Sotware HAs remo e p oe Robert Coso Obert Loop J y Mast its e ae liwv r MeT asah T Overig Systems Lin Maichenko J y tar as 3 o P m Marys Lietard a LIG Pirs Products s amp admin ams hs on S a CECEN y OD Sen e ds Jenda tepworh T titreme Ps m m Hamad Jjpngtone 4 y Spears ae Maretfred Haus W ingiend m od Development ivtematenal H i ae darn Emt Gp N da Bruce Bul J Scotland v
55. o be used as a power reporting mechanism Paging If you have a lot of actions you can select paging from the navigation bar at the bottom of the screen ey pee P2 S ea eS e ee ee S gt gt ml Actions 1 to 100 of 1916 Goto Page Page 1 of 20 Figure 8 Page Navigation bar System Administrators can enable disable paging or configure the default page size through the administration section In the admin General tab alter the required paging parameters as shown Configure Action List Screen Page Size Action List Page Size 20 Actions Disable Paging L Reset Figure 9 Paging Options ATMS User Manual 13 Pis 5 providing tachmrcal salutions for Control Group Tabs AAGA Project Action Number if 6783 RM lt Default 10 Audit 3 Figure 10 Control Group tabs on the action list screen The actions to be listed will include all those in child projects of the project you have chosen in the Project filter Depending on which Project you have selected and its sub projects the actions to be listed may come from more than one control group As control groups could have different names for controls and different columns displayed on the action list screen they must be shown separately Tabs for each control group with a count of the actions within will be displayed The Context Menu The context menu is available by right clicking on an action Project Name 142100
56. on Save Print Print Tab Close Figure 15 Action Attachments Tab Here a document reference file has been attached to assist in locating the documents required any type of file may be attached here although it must be remembered that ATMS is not intended as a formal document control system it s merely a way of storing information which can be used to assist an action ATMS User Manual 17 Pis 5 providing tachmical salutions for owner in completing an action To add another file to the action click the browse button and select the desired file You can add as many files as you need here Note that the key roles for the selected project are displayed when a project is selected We have used some generic labels here reviewer 1 reviewer 2 approver final approver but the names can be changed to suit your own business It s also possible to have fewer approval stages this is set up at the project definition stage more later It s also worth mentioning that although the default roles for the project are populated you also have the option of assigning other people to these positions The pull down list for each approval stage will be populated with Individuals who work for a company which either owns or has access to the project You also have the ability to assign individuals from other companies to projects more about this later This facility is useful as it allows a high degree of control over workflow it also allows
57. ons by Owner Graph 38 Overdue Actions by Priority Graph 39 Overdue Actions by Priority Month Graph 40 Overdue Actions by Projects Graph 41 Actions Closed by Priority per Month Graph 42 Overdue Action Summary Report 43 Administration 44 General Tab 44 Configure Action Edit Screen Size 44 Configure Action List Screen Page Size 45 Configure Email Reminder settings 45 Advanced Administration Options 46 Tabs 46 Controls 46 ATMS User Manual 3 Organisation _ ____ SSO Mail Projects Project Roles Project Attachments Project Controls Project Visibility Users User Teams User Permissions ATMS User Manual providing technical solutions for years 50 52 55 56 58 58 n ZO 62 63 64 Pis 5 providing tachnical edutione for Introduction This manual describes the key elements of ATMS It assumes reasonable IT skills and an understanding of how actions are raised and managed within the organisation It s also worth mentioning that we have a web page at http pisys co atms updates which carries details of the latest revisions Our development cycle is driven by what our customers tell us so if there s something you feel that should be there or something that s not quite working the way you need it to please let us know What s new in v5 0 If you re familiar with ATMS this section contains a brief overview of the major changes Please see the individual sections for full details Projects and Sub
58. rocess before proceeding If the file is valid the Import button will be enabled click this button to perform the data import If you add new fields to the system you can generate a template to capture these at any time by clicking download blank template Action Filters Options The actions displayed can be filtered by using various filter options on the main action screen as follows Project Name PAM TN Category fan sd Role fans Name fa Priority fan sw SubCategory fo Status fan Le Strategy Overdue O Actions Overdue _ Indude Archived Print on A3 paper LI Require My Attention _ Actions Involving Me Actions Involving My Company Reset All Custom Report System ID fs Edit Figure 5 Filtering Visible Actions ATMS allows filtering by Project select a project from the pull down list to see all actions related to the project Status View all actions with a particular action status open closed etc Priority Show all actions at the selected priority Category Show all actions with selected category Role Name Show all actions with a particular person in a particular role Overdue Show only actions that are still not closed beyond their due date Strategy overdue if a strategic review stage has been included you can track actions that haven t passed this stage by the strategy due date Include Archived Closed actions can be archived by default they don t appear on action views but yo
59. roject Action Number 5003 Project Name ATMS Date Raised 01 08 2014 dd mm yyyy Action Summary Set up announcement of ATMS v5 release Due date si iz 2o1a n Cy Action Response Status Open Author System Admin Outstanding On Owner Hamish Johnstone Owner Hamish Johnstone w If necessary set the status for this action Open w Generate Sub Action Generate Linked Action Save Print Frint Tab Close Figure 16 Generate Linked Action button The figure above shows the Generate Linked Action button at the bottom of the Action Edit screen This button will open a blank action screen to allow you to create a new action The action you create will be linked to the action you were looking at when you clicked the button There is no other relationship created by linking actions you don t for example have to close off all linked actions when closing an action the link facility is simply a way to group actions together The action you create is anormal action in every sense it carries its own workflow and status and behaves exactly like any other action On the main screen actions which have linked actions will be indicated by a link symbol in the linked actions column Click on the Linked actions symbol and a preview list of linked actions will appear on the screen as shown Click on any of the actions in the preview list to view full details of linked actions All ATMS User Manual 19 PISUG
60. ry Report This report show you the total number of actions which are overdue and average number days these are overdue If you are using Strategic Review stage then it also shows total number of actions which are overdue for strategic review and average number days their strategic review is overdue An action can be overdue for strategic review if its strategic review is not complete and its strategic review due date is passed Overdue Summary Report P SS aya providing technical solutions for Total Actions where Strategic Review is Overdue Average Number of days Strategic Review is Overdue Total Overdue Actions ge Number of days Actions are Overdue Figure 48 Example Overdue Actions Summary Report Project Actions Report This report print all the actions of a selected project and any attached PDF files in a single PDF file It is important to note that only PDF attachments can be printed and it is possible that an attached PDF file may not print because it is password protected or corrupted or not supported by ATMS PDF reader However this report will always include the list of files which are not printed along with the system IDs of the actions these were attached to The following list of Attachments failed due to its type or wrong version of PDF Action ID Attachment Name 136200 rep 14356 Approved PID SWJO7A B 12103 001 HAZOP Action 7 attachment Figure 49 Example Project Action Not Printable Files L
61. s customisation of the Action Edit screen All controls text box date control drop down list are grouped onto Tabs on the action edit screen so all action data can be reviewed conveniently In addition tabs are organised in the system by control groups see controls section so each group of controls can have their own set of tabs By editing a tab you can determine what the tabs are called their width and the order you d like them to appear in General Organisation Projects Project Visibility Tabs Controls Status Control Group Default Q EA Bx DE Yes Tab Name Basics Yes Project Details Yes PR APR MELD T RA Le ee Tab Width 100 Pixels eee Recurrence Yes Reminders cort Order 1 Yes OK Close Figure 53 Edit Tab It is important to mention that three fixed tabs Attachments Notes and Recurrence are used on every action and cannot be removed If a user created tab has no controls defined for it then it will not be displayed on the action edit screen Controls Every piece of data stored about an action or project is entered through a control whether that is a drop down list a text box a date control hyperlink or a check box ATMS has standard Fixed controls which are necessary for each action In addition to these ATMS allows the creation of custom controls so any data not stored against an action as standard can be defined by the user by creating a control for its entry The
62. se controls are grouped onto Tabs and can also be shown as a column on the main action list screen There are two types of controls you can create Project and Action We will discuss the Project Controls in the project section but the process to create update or delete the controls of both categories ATMS User Manual 46 Pis t5 providing tachnmical salutions for is the same Select the type of control you want to work with from the pull down list at the top of the control screen as shown Here action or project controls may be selected Once control type is selected an admin can create edit and delete controls via toolbar or context menu General Organisation Projects Project Visibility Tabs Controls Status Control Group Default w Add Control Group Rename Control Group Control Category Action w Figure 54 Control Category Controls belong to a control group You can have multiple control groups in the system and different projects can use different or the same control groups Control groups are created by copying an existing control group as starting from scratch would take a very long time Clicking the Add Control Group button will give the options below where you specify which control group you d like to copy and provide a name Then you will have another romplete set of controls which you can rename and edit to suit projects requiring different controls General Organisation Pro
63. t and a system admin can enable disable and customise them to suit their need To enable a project control in the Controls administration screen change the Control Category dropdown from its default view Action to Project Here you will see a list of fixed controls as shown Control Name Control Type Tab Nome Fixed WW s b 7 lt F amp F amp amp amp S e r e r pe r Figure 67 Project Controls ATMS User Manual 58 Pis 5 providing tachnmical salutions for You can customise any of these controls by double clicking on it Here we ve customised a project control which was originally named as Date1 changing it to store Audit Date of the project You can make this a required field for project edit screen by selecting the required option Edit Control Project Edit Screen Control Original Name Dated Control Name Audit Date Tooltip Datei Tab Name w Control Type Date w Sort Order 2 w Reguired visible Figure 68 Edit Control Screen If enabled these custom project controls will appear on the Additional Info tab on the Project Screen as shown Basics Project Roles Attachments Additional Info To Be Audited L Audit Date dd mm yyyy Save Cancel Delete Figure 69 Project Screen Additional Info Tab Project Visibility Project Visibility is where you manage which companies departments teams and users can
64. u can force them to be displayed ATMS can be configured to automatically archived closed actions contact Pisys to organize this Require My Attention Show only actions that you are required to complete or approve ATMS User Manual 11 Pis 5 providing tachmical salutions for Actions Involving Me Show only actions that you are or have been involved with includes actions you have already approved Note you are considered to be involved with an action if you are either of the creator owner reviewer approver or final approver of the action Actions Involving My Company Show only actions that you or any of your company colleagues are or have been involved with Note you are considered to be involved with an action if you are either of the creator owner reviewer approver or final approver of the action Print on A3 paper This is not a filter option This option can be used if you want to force any prints from the action screen to be at A3 paper size this is handy if you have a lot of fields to display Of course you can combine these filter parameters to provide a fairly flexible search tool there are other ways to search which we ll cover later but this is a fast way to narrow down the list of actions you re looking at Once you ve defined the filter you can print or export the actions as required Note you can use the reset all button to clear all the filters and therefore display all actions It
65. xisting User administration screen still exists which allows for searching filtering and the creation and deletion of users Users can have their details edited on the Organisation screen but their primary purpose for appearing here is to manage their membership of teams and their place in the Company department hierarchy Not that once a user has active projects and actions they cannot change company or department A user must belong to a company They can then optionally belong to one of that companies departments or to any team in the system They can be a member of multiple teams So a user s company must exist in the system before you can create that user ATMS User Manual 51 Pis 5 providing tachnical salutions tor Mail One of the key features of ATMS is its built in workflow which allows selected users to be informed when key events take place The Edit E Mail Screen which allows the administrator to customise how these workflow email notifications are sent For example if you want to change the subject of an e mail which is sent went a new action is created double click on Message sent on creation of new action from the Mail Type Description list this will open it for editing in Mail Edit Screen as shown in Figure 60 This screen describes what happens when a new action is created the subject line description and footer are all included in the email which is eventually sent on action creatio
66. y Priority Month Graph This graph shows the number of overdue actions in each month of a selected year by their priority Overdue Actions by Priority Per Month Graph 2014 g Months 2702 2015 11 54 Page 1 of1 Figure 45 Example Overdue Actions by Priority Month Graph 40 ATMS User Manual PISS 25 providing tachmical solutions for Years Overdue Actions by Projects Graph This graph shows the number of overdue actions in by projects ag Overdue Actions by Project Graph providing tachina ooutis for Actions 7 Point Plan All Regions AcGlS Online Atlas ATMS 5 0 Upgrade E Las 2 a lt in T w 5 a 10EB Kero 20 Seismic Bi Block 10BA 2D Seismic At FPSO Accomodation Upgrade Block 1OBBMST 30 Seismic Di Projects SHAS 17225 Page 1 of ii Figure 46 Example Overdue Actions by Projects Graph ATMS User Manual 41 PISS 25 providing tachmical solutions for Years Actions Closed by Priority per Month Graph This graph shows the number of closed actions in each month of a selected year by their priority wo s Actions Closed by Priority Per Month Graph C providing techn saktinns for 2014 wo BE Critical Urgent 5 B High g A Medium Low r Nore 2 j 2 3 F g 8 Z Pronty 27032015 10 36 Page 101 Figure 47 Example Actions Closed By Priority per Month Graph 42 ATMS User Manual Pis 5 providing tachnmical salutions for Overdue Action Summa

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