j5 User Manual
Contents
1. 2011 09 22 Thu 13 29 Site 1 Section 2 Area 2 Maintenance Filters need to be changed on pump system A Z fz ia Site 1 Section2 Area 2 Incident There was an oil spill in the storage room f ri a Site 1 Training meeting Predefined filters are buttons which when clicked show all logs that meet the criteria of that filter For example a predefined filter which savs Current shift will show all the logs in the current shift Drop down filters are identified bv the down arrow on the button To use them click on the appropriate drop down filter button select one of the options in the filter list and the drop down filter will be applied to the logbook Only logs matching the selected value will be displaved Vou can applv multiple drop down filters at once for example selecting Closed from the Status drop down filter and Site 1 from the Site drop down filter will only show you closed logs from site 1 The text of the filter will appear green if it is a filter that is currently active You can clear individual filters by selecting the Clear filter option in the filter s drop down list To clear all the filters click the Clear filter button Green label indicates Clears all filters Clears the individual filter an active filter TY ma an ia Filter edit Filter Clear Filter Start Time Log Type 7 Status Priority Site Section 7 Clear Filter Log l StartTime Site2. Plan Template Site ae sj ge d gt Q Section T Q O Blank work plan Area gt l R Assigned Group operator Unit e S gt start Time 7 Finish time INI EEI Add an Prepared By admin se attachment Tasks sub logbook al b Ad Hoc Tasks Button to A single work plan g p IB 9 13 11 1 00 9 30 11 1 00 sich as dik eda xe Tasks to be done E 7 Entry for 09 37 on 2011 09 28 Plan Template Plan Site Site 1 Section Section 1 approve work Work plan for site 1 Area Area 1 Expanded work plan Assigned Group operator Unit Button to undo Start Time 9 28 11 9 38 Finish Time approval Prepared By admin haat admin 7 b Ad Hoc Tasks km e Pump filter A single task This procedure needs to be done with the utmost care g a 1 Remove filter from pump removal l faced IA Clean and replace filter gt Work Overview 9 28 11 10 27 DO an j5 User Manual Revision 1 2011 www sjsoft com Page 24 Ad Hoc Work logbook fields Site Section Area Unit to Description of the work plan which the work is assigned brim Select plan or template E w Entry for 09 08 on 2011 09 28 Adding rom the drop down 1 i s a alz Av f p eer m S slt aO lBIus E Eae EzEEA Section Assign the work to specific Area l e user group Start and Finish Time 8 Z imam itil e iu A of the work f Start Time 7 rasane f TA Name of the user who created the plan SENEE admi
3. Two approvals required Outgoing Approval Not Approved Incoming Approval Not Approved rk amp General sub logbooks www sjsoft com Handover logbook Scenario 3 Handover Report also known as a handover log Site Section Area Unit Summary Shift Report Status I gt Entry for 20 10 on 2011 09 29 Site Site 3 Section Section 1 Area Unit Operator Comment Supervisor Comment Manager Comment j5 User Manual Revision 1 2011 Shift Shift 2 Shift report amp other Start Time 9 29 11 8 10 PM Shift Report here Finish Time Attachments Handover status Underway Work Overview b General A 9 ss Shift Shift 3 f ees oon es Started at 17 58 2011 09 29 for Site 3 gt Section 1 cial ation Note This handover log requires two users to approve the handover There are three comment fields which are editable depending on your user rights Page 35 Advantages mM Accountability Handover responsibility is recorded E Uniformity Handover procedure is well defined mM Central All handover logs are stored in one place accessible to all users who have permission to view the relevant area Accessible Handover archives are easily accessible j5 User Manual Revision 1 2011 www sjsoft com Page 36 Chapter 4 Additional Features Overview This section covers the following M Preferences M Rich text fields mM Attachments mM User Roles Preferences You can change t
4. presented to the user is a parameter specified in the configuration tables j5 then creates the html information according to the format defined in the configuration tables M The j5 application then sends the information via the Web Server back to the user s browser In the browser the information is translated and displayed in the relevant form and grid In systems with a heavy load a front end proxy server such as Apache is used to run the j5 server across multiple processes Whenever a user adds a new log the information is stored together with the categories associated with that log entry in the data tables Additional system j5 User Manual Revision 1 2011 www sjsoft com Page 6 categories such as the user name shift number date time etc are also stored with the log information The function of the j5 web server is to allow many users to access the information simultaneously across the network Note The j5 application can handle many different configurations simultaneously Standard applications are available but system administrators may develop their own applications using the framework Advantages of using j5 In contrast to the traditional paper based logbook j5 provides many advantages over the conventional form of recording logs For example There is immediate corporate visibility to log entries made in any of the logbooks across the sites As soon as an entry is made to a logbook that in
5. down menu or the navigation tree The logbook will load and a pre configured view of the logs will be shown in the grid j5 User Manual Revision 1 2011 www sjsoft com Page 11 Operator Logbook in Operator Logbook Add icon Edit icon Delete icon Deletion confirmation Cancel icon application menu test opOjslite senera w Handover Work Overview Stor rier Tine nie Sats rt ste Seton I ea Preti 22 Thu Site 1 Section2 Area 2 Maintenance Filters need to be changed on pump system A 7 fi era 22 Thu Site 1 Section2 Area 2 Incident There was an oil spill in the storage room Bes sas NI A standard series of action icons are available throughout the j5 site and allow vou to perform various actions including Add Edit Delete Save Cancel and Expand These icons are shown on the left hand side of the grid Expand icon f ri u 22 Thu Site 3 Section 2 Maintenence l K I fi a ee Site 1 Section 2 Area 2 Incident Marked for 2011 09 15 Thu Site 1 Operations Deletion 15 10 Ow Save icon j5 User Manual Note If the Add Edit or Delete icons do not appear on a log it means that you are not authorised to perform those actions on that particular log By default logs are displayed in a summary view of only one line however you can expand the log to view more information by clicking on the expand icon If you wish to return
6. of different plans is to use a predefined template Select Template from the drop down amp give template a name Template eo Name Action BIBI US E a s ZE Q ge Template Section Name Area Expanded template Unit Approved tilar Prepared By admin By attachment Ad Hoc Tasks Ad Hoc Tasks l al ae Contracted template Tasks to be done jA template 1 Use Template Click to create a new plan from an existing template A blank template is created in exactly the same way as a work plan However the planner must ensure that Template is selected from the drop down menu as per the above illustration Once the work plan and associated tasks are saved the template will be stored permanently in the Ad Hoc Work Application Once the template has been created you will notice that the Approve button has been replaced by a Use Template button in the Action column When the Use Template button is clicked a new work plan with the predefined information will be opened The benefit of using templates is that a range of templates are readily available in your own manageable template library j5 User Manual Revision 1 2011 www sjsoft com Page 28 Expanded handover log Sub logbooks containing additional logs applicable to the current handover Contracted handover log Filter Handover logbook Introduction At the end of the shift the outgoing operator may be r
7. to ensure that the System is well managed and operates smoothly Vv Same e f m UO U c c O QO General logbook Handover logbook Configuration logbooks Other applications Applications Overview of the j5 system j5 User Manual Revision 1 2011 www sjsoft com Page 4 j5 can be divided into three main components the j5 Framework Applications including the application configuration and Customization Users may be set up to have different levels of access to these components depending on their role as can be seen in the diagram below Quicklogs Hooks Additional Applications Handover Configuration Area Hierarchy Configuration tion A Log Type Configuration Handover Logbook onig Pplica i Personnel General Logbook C Qn Planning Logbooks ppplication Operating System Database Web Server A Frame Worg Browser j5 System Components What is j5 j5 is a collection of integrated web applications that log organise and manage the operating processes of industrial sites j5 collects and collates logs work plans reports and live data from the field and makes this information instantly available across the site to all applicable users j5 not only replaces the paper based logbook or Excel spread sheet typically used in most control rooms or technical and maintenance workshops but also integrates with your day to day operations smoothly recording progress and feedback while you focus on the task a
8. 1 Handover logbook Scenario L irkant ia ii ied 33 Handover logbook Scenario a 34 Handover logbook Scenario 3 ss ssseeennnnenznnzuntenzznnenenzzntennzzzntennzzntnenzzznnenzznnnna 35 aO EAEE AE E E A E EEE eee 36 Ara la P E E E E 37 Additional FSS sereen iE EEEE ELE EE SESE EEE EEEE 37 a cere A EA A A A A ETA E 37 PET FC 2 a E e E A NE EA 37 Rich text HE AS retta ise 38 PET VC TNS TAN e nceanrap ener dae E E E I E E E A EEEE 38 U EF TOI ea E E E A E E E E E 38 EEEn TEA ay seas A E E EE A E E 40 OS a A E ne E E 40 Appendix 1 User Rights Table cccsscsssscscccsccccsceccscsceccecs 42 j5 User Manual Revision 1 2011 www sjsoft com Page 3 Chapter 1 Introduction General j5 is an extremely flexible and configurable software system It is designed to have full functionality with the minimum amount of input whilst still allowing you to expand its capabilities as your needs grow This preface covers the following E About j5 Additional Resources What is j5 How does j5 work Advantages of j5 About the j5 Documentation About j5 j5 is a fully integrated system designed to meet the needs of industrial sites j5 supports a suite of different Applications Features and Connectors which fit seamlessly into the j5 Framework and communicate with each other as and when required see figure below In addition there are numerous support modules such as Configuration Modules and Administration Modules
9. 2 Start Time a Log Type Maintenance Status Cancelled Priority None Add to 09 23 F Finish Time hig she Shift Role Operator Handover Yes Report Site Site 1 section Section 2 Area Area 2 Unit Unit 1 Message Filters need to be changed on pump svstem A k Last 2011 09 23 Fri 2011 09 22 Thu Created By MR OPERATOR Attachment Modification 11 16 Time Created 13 30 v Notes b Notes O Leg time ented Message Priority Attachment 2011 09 23 MR oy E 7 18 11 OPERATOR Remember to buy new filters to replace the ones you will use Medium os oa Piss tg a ie Site 1 xn Area 2 Incident There was an oil spill in the storage room Closed FA re i Site 1 Other Training meeting Closed j5 User Manual Revision 1 2011 www sjsoft com Page 20 101b1 dO Operator Logbook fields Log status Open Closed The type of log you are Cancelled or On Hold The role of the user recording required field The current shift who created the log Cee mf aa Time that event occurred 3 w Entry for 10 28 on 2011 09 26 Editinc Log priority Emergency 7 High Medium or Low Time that the log is Start Time 2011 09 26 Mon 7 Log Type Operations Status Open Priority Low v l Tick if log should be added closed automatic aloe Finish Time Shift Shift 4 Role Operator me oe r E Yes l to handover report Your authorised areas l Site Site 1 v Section Section 2
10. Area Area 1 Unit Unit 1 v Y D AIB I U E amp Ee S Av By OD Be Details about the Please note that the following items need to be replaced at some stage event e Pump head e Filters e Hosepipe e Add an Last 2011 09 26 Mon 2011 09 26 Mon Created By MR OPERATOR Attachment attachment Modification 10 29 Time Created 10 29 aLL A The user name of the Attach files containing A record of when the A record of when person creating the log additional information log was last modified the log was created about the log j5 User Manual Revision 1 2011 Page 21 www sjsoft com Advantages M Validated The j5 system validates logs on entry to ensure data capture is aS accurate as possible Traceable The ownership of logs is clearly defined Central All general logs are stored in one place accessible to all users who have permission to view them Accessible General log archives are easily accessible j5 User Manual Revision 1 2011 www sjsoft com Page 22 Planning Introduction Work needs to be planned on an impromptu ad hoc basis and at the same time have a well defined procedure for approval and completion The Planning application provides the mechanism to do this Work plans are drawn up using the Ad Hoc Work Application and the various tasks contained within this plan are viewed by operators using the Work Overview Application The typical work flow for work plans is shown in th
11. ERATOR Attachment lala Time Created e Notes B S i 22 Thu Sitel Section Area Maintenence Filters need to be changed on pump system A cancelled f al nga ace Site1 Section 2 Area 2 Incident There was an oil spill in the storage room Closed Now that you have filled in the log you can save it by clicking on the save icon The newly saved log will now be the top most log in your logbook Should you need to edit any of the information in the log if you are authorised to do so you may click on the edit icon The log will open in edit mode so that you can make the required changes to the log When you are finished editing the log you can save your updated log by clicking on the save icon Should you need to delete a log you can do so by clicking the delete icon To avoid erroneously deleting a log the system will ask for confirmation that you want to delete a log If you are sure then click yes or confirm You should only do so if you are sure that you want to delete the log j5 User Manual Revision 1 2011 www sjsoft com Page 13 Filtering As the j5 site continues to be used and more and more logs are added to the system there may be more than one page of information for you to look at If this is the case you will see page numbers at the top of the grid You can navigate to these pages by clicking on the numbers To get to the next page or the previous page quickly you can click on the next and pre
12. Section Area Mes Status B Cancelled 2011 09 22 Thu Section me ci o ena Site 1 3 Area 2 Incident Thet jill in the storage room Closed a 2011 09 15 Thu Site 4 Trait On Hold Closed 15 10 AT Closed You may require a filter option that is neither a predefined nor drop down filter If this is the case you can create your own custom filter To do this click on the Edit filter button A field drop down will appear for the logbook and any sub logbooks When you click on the appropriate drop down menus filterable fields will appear as drop down options j5 User Manual Revision 1 2011 www sjsoft com Page 15 T im oo taa Editing Filter Custom filter view Add to Handover Report Area Created Bv Finish Time Last Modification 2011 09 22 ThUL Filters need to be changed on pump 13 29 DEAR system A There was an oil spill in the storage room Training meeting To filter by a specific field select it from the drop down list enter any appropriate information and click Apply The custom filter will be applied to the logbook Only logs matching the custom filter will be displayed To remove a specific field from your custom made filter click on the remove button next to the field which you wish to remove and then click apply The custom filter will no longer filter by that field Click Close to close the Edit Filter view and retain your custom filter j5 User Manual Revisio
13. V WWV V S SO JUL LUTTI For discussion forums for all St James Software products from around the world where you can search for an answer post your question or answer other users questions go to j5 User Manual Revision 1 2011 www sjsoft com Page 9 Chapter 2 Getting Started Overview This chapter covers the following Logging in Navigation M Adding modifying and deleting logs Mm Filtering mM Exporting logs Logging in To log in to j5 open your browser e g Internet Explorer Google Chrome or Mozilla Firefox In the address bar enter the address supplied by your system administrator This address will take the form ttp lt SERVERNAME gt or http lt SERVERNAME gt lt PORT gt Alternatively click on the j5 bookmark if this has been set up for you The j5 login screen will appear and you may be required to enter your assigned username and password If your system supports LDAP your system administrator will advise you of this then you should use your standard user name and password to log in see figure below Welcome to j5 C st software Please log in Username Password login j5 Login Page Your system may also support single sign on authentication SSO in which case you will automatically be logged in to j5 If you are unsure of your user name and password then you should contact your system administrator to get this information Once you have entered your user na
14. a hard copy of the logs without j5 User Manual Revision 1 2011 www sjsoft com Page 7 Vouare here having to go to the control room Logs mav also be exported to PDF Excel or CSV formats The latest logbook entries mav be viewed on the Intranet using standard browsers like Firefox Chrome Safari or Internet explorer or This means that anvone who has access to a browser on the Intranet can view the information without having to install anv additional software j5 uses standard databases and publishes the table structures This means that users may access the logs using any of the off the shelf query tools that are available With these tools custom queries or custom reports may be generated The system can be configured for multiple applications and tuned to a particular site s requirement About the j5 Documentation j5 comes with various types of documentation in addition to this manual to help you get started providing detailed information about each application There are four manuals each covering different topics including installation day to day use and advanced configuration The manuals that are applicable to each user depends on their role The four documentation modules are listed below j5 User Manual This manual describes day to day use of j5 such as logging managing work and handovers and is applicable to all users j5 Installation and Maintenance Guide This guide describes how to ins
15. ay handover log is created mM At this point a shift report may be generated and attached to the outgoing handover log If the operators fail to approve the handover log in the allotted time the system will automatically close the handover log and mark it as Not Approved All completed or not approved handover logs can be found in the Handover logbook j5 User Manual Revision 1 2011 www sjsoft com Page 31 Approval fields Date amp name of approver recorded Summary view Status of the handover Site Section Area Unit Summary R l Status Shift Shift 6 Site Section Area Unit Started at 14 37 2011 09 29 f ZS 1 2 1 1 forSite 1 gt Section 2 gt Area Underway 1 gt Unit 1 Z a Ld Entry for 14 58 on 2011 09 28 Site Site 1 Started at 14 58 2011 09 28 for Site 1 gt Section 1 Section Section 1 Area Start Time f 11 2 58 Shift Report Unit Finish Time Attachments Operator Comment There is nothing unusual to report for this handover Supervisor Comment There is nothing unusual to report for this handover Manager Comment 9 29 11 2 40 Outgoing Approval Approved admin PM Incoming Approval Not Approved Open for Approval x bii rr gt Work Overview b General W Fa Site Started at 11 57 2011 09 15 Open for c 1 for Site 1 Approval Approve a handover log bv selecting the Outgoing Approval Approved Not Approved Approved button once in edit mode Every organisation has their own way in whic
16. e Area work is assigned Parigi ohare The Start and Finish ee Time of the work plan 1 start Time 9 28 11 12 42 Finish Ti Name of user who det created the plan Prepared By admin Approved By Tasks Name of user who approved the plan gt 1 Remove filter from pump A A E4 2 Clean the filter and replace l haa The order in which the tasks appear in the list Description of the task j5 User Manual www sjsoft com Revision 1 2011 Site 2 Attachments from Section 2 original work plan Area 2 Work plan for site 2 Unit 1 9 29 11 12 42 PM Plan Attachment Attachments for admin Work Overview Attachment e Pump filter This task needs to be done with the removal utmost care Follow instructions instructions txt attached Completed Set to Complete Status of the task Attachments applicable to individual tasks Comments applicable to individual tasks Page 27 How to create and use a template In many cases the same work plan needs to be repeated on a regular basis Instead of creating a new work plan from scratch each time the planner may decide to make a once off copy of a work plan by clicking on the copy button This will open up a work plan in edit mode which will be automatically populated with all the information from the original plan The planner may edit this information where necessary save it and proceed with the work plan as per usual An even more efficient way to make copies
17. e diagram below Ad Hoc planning logbook Work Overview logbook Start time passes Work Not yet started Readytostart gt In progress Tasks Complete On Hold l l l l l Uncomplete l Complete Cancelled l Note If a plan is reapproved all old existing data in the work overview i e comments work flows from operators will be deleted and the work will be reset Unapproved work plans may be deleted How to create a work plan To create a new plan add a new log in the Ad Hoc Work Application and fill in all the necessary fields These include the site section area and or unit to which you wish to assign the work You will need to fill in a start and finish time as well as a brief description of the work to be done You may then add more detailed tasks to the work plan by clicking on the Add button in the Ad Hoc Tasks sub log Once the plan has been saved it needs to be approved by a manager before the tasks become visible to operators in the Work Overview Application Once the plan has been approved it is no longer editable The manager or other authorised users may undo the approval of the work plan at any time unless the work has been completed If a plan is unapproved all tasks relating to that plan will be retracted until the plan is reapproved j5 User Manual Revision 1 2011 www sjsoft com Page 23 o Entry for 14 32 on 2011 09 27 Adding GOUH4HBBBIUSE Ea EEA
18. e location for a single value in a log Filter A rule that determines which logs are visible Operator Logbook A j5 application used to record information about the day to day events in an industrial plant Handover The procedure that governs process of handing responsibility on to another user Handover logbook The j5 application used to facilitate the handover of responsibility between shifts Intranet a private network that is contained within an organisation LDAP A method of authentication that allows you to enter the same username and password that you enter elsewhere on the network Log A single record in a given logbook Logbook An application that manages viewing adding and editing logs or other information Menu A navigation tool for choosing which application to view j5 User Manual Revision 1 2011 www sjsoft com Page 40 PDF Portable Document Format a popular document format for sharing and printing Permission Whether or not you are allowed to perform an action See also user role Rich text field Fields where text can be entered and formatted in various ways including bold italics underline etc Role See user role Single sign on A method of authentication that automatically logs you in to j5 without prompting for a username and password SSO See single sign on Sub logbook A miniature logbook that appears within a log Sub log A log in a sub logbook S
19. ea 2 Work plan for site 2 Assigned operator Unit Unit 1 Group j j Start Time ve 11 12 42 Finish Time 9 29 11 12 42 PM Plan Attachment Prepared By admin Approved By admin Attachment w Tasks b Tasks Sequence Order Task Description Change Status Attachment Comment a aX A a e Pump filter This task needs to be done with the 7 1 Remove filter from pump A a removal utmost carel Follow instructions nstructions txt attached N Clean the filter and replace Complete a task by clicking the Set to Complete button The work plan status can be changed from Ready to Start to In Progress On Hold Complete or Cancelled If the status is changed to Complete or Cancelled the status may not be changed again Once a work plan is marked as Complete or Cancelled in the Work Overview Application the actual plan in Ad Hoc Work will now be marked as Finished and will no longer be editable If a work plan is still in progress and passes the designated finish time the finish time will be flagged in red to notify the users that the work is overdue j5 User Manual Revision 1 2011 www sjsoft com Page 26 yOOgbO M91149AQ0 3 JOM Work Overview Application fields The location to which the work is applicable Status of the work FI E 1 Entry for 12 44 on 2011 09 28 Status In Progress Site Select the log type Log Type SE a ee Secti The group to which th
20. equired to hand responsibility over to the incoming operator This action is called the handover and a well defined handover procedure is a hallmark of good governance The handover log is an automatically generated summary of the shift for a specific location site section area unit and can be found in the Handover logbook The handover log contains all relevant information for the current shift including the handover Status a list of all general logs and works as sub logbooks from the current shift as well as comments from operators supervisors and or managers Only current handover logs are visible fi Logbooks test_op 5lite p T mah Refresh Page 1 Edit Filter Clear Filter Site Section Area Unit Status All Current Handovers Site Section Area Unit Summary 2 F Entry for 09 24 on 2011 09 26 Site site 1 Shift Shift 4 Section Section 2 Started at 09 24 2011 09 26 for Site 2 gt Section 3 gt Area 1 Area Area 1 Start Time 9 26 11 9 24 AM Shift Report Unit Unit 1 Finish Time Attachments Operator Comment There are no issues to report in this area Supervisor Comment Manager Comment Outgoing Approval Not Approved Incoming Approval Not Approved Underway f r General r Work Overview If Site 1 Started at 11 57 2011 09 15 for Site 1 Open for Approval Handover logs may also have a sub log called a handover form which is a configurable template used to capture an
21. formation is available to all the consoles across the site and to authorized users off site E There is an immediate improvement in the coordination of operations since everyone is aware of the operations being undertaken M Entries to the logbooks are not limited to operators and may be made by any of the personnel in any of the areas of the site For example a maintenance manager can add an entry to the control room logbook if the repairs he is undertaking relates to that area Mm It becomes very easy to find information in the logbooks using the filtering and sorting tools E The presentation of the logs is improved Instead of hand written logs the information is sorted ordered and displayed in color coded form in a grid Mm t becomes much easier to categorize the log information so that the data entry is simpler making later analysis more meaningful The administrator can set up log categories that the operator must choose from when adding a log Ata later stage queries can be made against these categories E There is password control for each user Users are allowed to see exactly what they need to see and no more Each user may also be restricted if necessary so that they may not enter new logs or modify existing logs or only enter logs in a certain area or modify logs that have been in the system for a certain time mM Logs may also be printed out on any of the printers on the network which means that your users can have
22. ge Status Attachment logbook if the Add to K 7 Mt Handover box has been EA se Te Site 1 ett Areal Maintenance Qil the pump heads Open ticked in Operator Logbook Fa Note This handover log does not have any comment fields and does not require operator approval j5 User Manual Revision 1 2011 www sjsoft com Page 33 Handover logbook Scenario 2 Handover Report also known as a handover log Site Section Area Unit Summary Shift Report Status XE Entry for 19 58 on 2011 09 29 Editing Site Site 3 Shift Shift 3 Shift summary On site location of Section Section 1 Started at 17 58 2011 09 29 for Site 3 gt Section 1 handover Area Start Time 9 29 11 7 58 PM Shift Report Shift report amp other attachments located here e Add an Unit Finish Time Attachments hmen Start amp Finish time of the handover y 3 B I U E ajs z zZ Av Rr D Yr Operator Comment Comment fields There is nothing out of the ordinary to report for this shift Relief arrived on time Supervisor Comment Sige approva M Outgoing Approval Approved Not Approved Handover status Work amp General Open for Approval sub logbooks b Work Overview b General Note This handover log requires only one user to approve the handover There are two comment fields which are editable depending on your user j5 User Manual Revision 1 2011 Page 34 www sjsoft com On site location Comment fields
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24. h they perform handovers Some use shift based systems when handover occurs at the end of a shift Other companies are not restricted by shifts and can hand over at any time Some may require several people to approve a handover while others simply require a new handover to be created automatically after a certain period of time j5 is easily configured to suite any handover requirements and will be set up for you by your system administrator There are several types of handovers which you as a user may encounter the most common of which are shown in diagrams on the next few pages j5 User Manual Revision 1 2011 www sjsoft com Page 32 Handover logbook Scenario 1 Handover Report also known as a handover log Ka FINO E P _ Shift Shift 3 Shift summary f ri acs oe Started at 14 58 2011 09 29 for Site 1 gt Section 2 gt Area Underway 1 gt Unit 2 I E Entry for 14 52 on 2011 09 29 On site location of Site Site 1 Shift Shift 3 handover Section Section 2 Started at 14 52 2011 09 29 for Site 1 gt Section 2 gt Area 1 gt Unit 2 Shift report amp other Area Area 1 Start Time 9 29 11 2 52 PM Shift Report attachments located here Start amp Finish time of Unit Unit 2 Finish Time Attachments the handover Underway Work Overview Status of handover w General Work amp General m General logs will only sub logbooks appear in the General sub StartTime Site Section Area LogType Messa
25. he logs Export buttons Export all rows on page Export all rows in filter maximum 5000 Export rows tA In grid format Soe Generate Excel Report 2011 09 22 Thu Site 1 13 29 Section 2 Area 2 Maintenance Filters need to be Export filter options Mm Export print all rows on the page exports all logs currently on the page M Export print all rows in filter exports all logs matching the current filter including those not currently on the page M Export print X rows exports a fixed number of rows matching the current filter E Ingrid view allows you export logs only in the summary view If this box is unticked then the logs will be exported in expanded view where applicable j5 User Manual Revision 1 2011 www sjsoft com Page 18 Chapter 3 j5 Applications Overview This chapter covers the following M Applications Overview M Operator Logbook M Planning Applications M Handover logbook j5 comes with a suite of different applications the following of which are applicable to the general user Simple day to day logging of events in the Operator Logbook Detailed tasks precisely defined and recorded in the Work Overview Application and Ad Hoc Work Application M Clear handover of responsibility between shifts in the Handover logbook Note Manv different applications are available for j5 The ones visible to vou will depend on which applications vo
26. he language theme colour and your password on the preferences screen at any time To do this click on the Preferences button at the top right hand corner of the screen as shown below Click this icon to go to the preferences screen l Logbooks v test_op j5lite LY El Select language Language preference l A Change Language Theme Select logbook theme otal Set Theme Password Current password Change your password New password New password repeat Change Password j5 User Manual Revision 1 2011 www sjsoft com Page 37 Rich text fields Many of the j5 comment or description fields are rich text fields This means that you can change the style and colour of the text by using the rich text editor If a field is a rich text field the editor will automatically appear above the field in question while in edit mode To view which functions are available see figure below Functionality will vary across browsers Cut Copy Paste Bold Italic Bullets Full screen mode Underline Numbering Text alignment Undo amp Redo Strikethrough Indents and colour Hyperlink l B I U E see Z E ay O Br This is a rich text field Text can be bold italic underlined stekethreugh The colour of the text background can be changed The colour of the text foreground can be changed Text box e Add bullet points Attachments Manv of the j5 logs allow vou to add attachments To do this simplv cl
27. ick on Add an attachment browse to the location of the file vou wish to attach and add the attachment Attachments may be deleted if necessary by clicking delete There may be file size type restrictions depending on the set up of your j5 server User roles Every j5 user is assigned a user role which reflects their work function and how they can use j5 Your user role defines which j5 applications you are permitted to access and which actions you are permitted to perform in those applications For example all users can access the Operator Logbook but only technical users and managers can plan work in the Ad Hoc Work planning Application Additional permissions may be defined within each application For example an operator can edit a general log that they have added but not a log that another operator has added Your username will also determine what kind of rights you have on the applications For example you may be able to see an application but not edit it Likewise you may be able to edit an application s logs but only if you yourself entered that particular log j5 User Manual Revision 1 2011 www sjsoft com Page 38 The following user roles are defined in the basic configuration Read only A user who only needs to read logs and does not add or modify them E Operator A user who needs to record logs perform planned work and hand over responsibility at the end of the shift Supervisor A use
28. j5 User Manual Version 1 13 2 Revision 1 October 2011 Giamessoftware www sjsoft com info sjsoft com Copyright 2011 St James Software IOM Ltd All rights reserved Your rights to the software are governed by the accompanying software license agreement The owner or authorized user of a valid copy of the j5 software may reproduce this publication for the purpose of learning to use such software No part of this publication may be reproduced or transmitted for commercial purposes such as selling copies of this publication or for the provision of paid support services Whilst every effort is made to ensure that the information in this manual is accurate St James Software will not be held responsible for printing or clerical errors Note St James Software frequently releases new versions and updates to its system software applications and Internet sites Newer versions of these systems may differ from the screenshots shown in this manual St James Software Isle of Man Page 1 Contents Rt OE EEEE E E A EE E 4 PETC ICU 7 p ET 4 GENO A 4 POU JO arisera EARE A E AA A A T A 4 MV E A e E E A P OE A N A ENE N E A 5 ROW N OTK air EA REEE AE I E EEEE A E E 6 Aavan aee sO USINE i EE AE rede EET A 7 About the j5 Documentation sssssssessseesesrrrssrreresrrerssreresererssreresererssrereserereseeresene 8 istofeljufeja ri Mil a 9 BS l A 9 St James Software Service and Support Websites ssssssssenenzanne
29. j5 User Manual Revision 1 2011 www sjsoft com Page 30 WJOJ J AOPUDH Handover Workflow Basic model A typical handover between two shifts adheres to the following workflow see diagram below Shift1 Shift 2 Operator approves log Complete Operator does not approve log Not Approved Approval window Period of time where the log is Open for Approval M During the shift the handover log is marked as Underway Throughout this period authorised users can add comments to the handover log if necessary Mm As the end of the shift approaches the handover log becomes Open for Approval At this point operators can approve a log by clicking on Approve which indicates that they have reviewed the handover log and are satisfied with the records and events from the previous shift mM They are now ready to hand over responsibility to the next operator The incoming operator then reviews the handover log to ensure that he is happy with the handover log and to take note of any events that may be carried over from the previous shift To complete the final stage of approval the incoming operator clicks Approve and saves the handover log mM The names of the individuals involved in approving the handover will be automatically recorded with the log and the status of the handover log will now be marked as Complete This log will no longer be editable and a new underw
30. me and password and clicked on the login button your browser will connect to j5 and your home screen will be visible j5 User Manual Revision 1 2011 www sjsoft com Page 10 Navigation To find your way around j5 you will need to navigate with the menu and become familiar with how logs appear in the logbook When you first log in you will see the navigation bar and the navigation tree both of which can be used to browse through the j5 site You can return to the home page at any time by simply clicking on the home icon In the navigation bar you will see the documentation menu with links to all j5 related documentation In addition there will be various other menus for the applications you have access to Note Your home screen may differ slightly depending on your individual user rights and which applications you have installed Home icon Log out Navigation bar f Docs Logbooks Planning manager1 j5lite f e Co Docs Logbooks General 7 Handover 7 Work Overview Planning 7 Ad Hoc Work Navigation tree Adding modifying and deleting logs Once you are familiar with navigation in and around the home page you will need to learn the basics of j5 We will use the Operator Logbook as an example but these principles apply to any of the j5 applications Firstly select an Application in this case Operator Logbook see the figure below from the Logbooks option in either the drop
31. n 1 2011 www sjsoft com Page 16 A custom filter searching by User Name and Log Type Add other criteria to your search i Logbooks T woo fu Editing Filter User Name contains 7 Maintenance Log Type a T 22 Thu Site 1 Section 2 Area2 Maintenance nae Site1 Section 2 Area2 Incident 2011 09 15 Thu Click to remove from search Search fields found in main General Add field Search fields found Notes v in sub logbooks may be multiple Note Custom filters are not permanent filters and are re set when you log out and log in again j5 User Manual www sjsoft com Revision 1 2011 Page 17 Exporting logs In this section you will learn how to export the logs you have filtered to a file for a presentation to print them out or to e mail to someone who does not have access to the j5 system j5 can export into the following formats mM CSV or comma separated values a popular spread sheet format without text formatting M PDF or Portable Document Format a popular document format for sharing and printing only available if the appropriate software has been installed by the system administrator M XLS or Microsoft Excel format a popular spread sheet format with formatting To export or print logs select one of the icons from the top of the page Select the desired format or combination of formats and apply the filter to export print t
32. n PARSEE Be Add an Add attachments Name of the user who approved the plan 7 Ad Hoc Tasks Ad Hoc Tasks Tasks sub logbook Add je 9 4 ri L el Add an Add comments here The order in which the Description of the task Add attachments tasks appear in the list j5 User Manual Revision 1 2011 www sjsoft com Page 25 Individual tasks Details of the work plan Work Overview Application Once a planner has created and saved a work plan and it has been successfully approved by a manager the plan will be visible in the Work Overview Application ready for the operators to begin work If the start time of the work plan is in the future the status of the work will be Not Yet Started This status will tick over to Ready to Start as soon as the start time is reached Note that users may begin work on tasks even if the start time has not yet passed The operator may complete each task by clicking on the Set as Complete button The operator can undo this action by clicking on the Completed button Operators may also add comments or attachments to the tasks where necessary The status of the overall work plan must also be changed to reflect the progress of the underlying tasks Start Finish Time yi Site Area Description Status Type Sub Tasks ag AIP E Entry for 12 44 on 2011 09 28 Status In Progress Site Site 2 Log Type Maintenance Section Section 2 Area Ar
33. nnzzeannenzzznntnzzontai 9 Eae i jA 10 Getima PE e E E E A EAEE 10 D a AA A NA A A SA E A 10 LORNE N eare E E E E EEE E EE E EEE E EEE 10 A a 1 Lo EE EAE O E AEE OEE EE NE 11 Adding modifying and deleting lOgs cccccssccccssseccccesscceeeseceseeseceeeeneceeseeneeeeas 11 EE AA PE EN E ANE AAA AE EE NE E 14 EXPONE OE erena i EN te E E EE EAA SEEN 18 B e Ee P E E EE A E E E 19 DADP IODS eee E E A A E E ES 19 DET tise eee EE E E E A E A EE ecee 19 Operator LogbookK sessi ia 20 pie s i e d o eE E E AE E E E E E 20 Operator Logpook field a EA EEA ee 21 POV AAS CG ia i EE O E R 22 FMRI gcc eee me E A E NE E E 23 IAM OI aeee E E EEA A E A A AREE A E A AA EE A EAS 23 How to create a work plan ssssssssesssssnserreresrrrsssrrressrressrereseressseeressreresrereserereseerene 23 Ad Hoc Work logbook fields sess eeennnnnnnnnznnnnnnzznnrenzznnennnzna nn n nn te nara n nn nn nnanta 25 Work Overview Application ccccccssssccccsseccccesececcenececeeesececeuecessuaeceesensesetseneees 26 Work Overview Application fieldS ss sess neeennnnnnnnnnnnnnnnna rasa ennsa nata nn anna 27 j5 User Manual Revision 1 2011 www sjsoft com Page 2 How to create and use a template ss sesssnnennnnennnznnznzznnrnzzzntisanznntatznzzantnznanznzna 28 Handover VO OO Mi i 29 ligi ONGC TONY e E E ENE AAE E E E N E 29 Handover Workflow Basic model 0 sesessnnnennznsinzenennzznnenzznzzzsnnrnznnzzznnnnznzzznaa 3
34. r who supervises a shift and may need to record comments at the end of the shift mM Technical A user who plans work for operators to perform during the shift E Manager A user who comments on handovers and approves planned work and handovers mM System administrator An administrator who maintains and configures the system To find out what authorities you have you can simply try out the functions or contact your system administrator who will be able to inform you directly Note Whenever you add a log the system will automatically record your username and associate it with the log Similarly whenever you modify a log the system will record your user name and will also make a note in the audit log of any changes you have made to the system j5 User Manual Revision 1 2011 www sjsoft com Page 39 Glossary Glossary Ad Hoc Work Application The j5 Application used to create new work plans Browser A program that accesses and displays files and other data available on the Internet and other networks Button A widget that is clicked to perform an action Connectors The ability of j5 to connect and retrieve information from various third party industrial applications CSV Comma separated values a popular spread sheet format without text formatting Drop down A widget that is clicked to reveal a number of options Expanded view A view on a log that shows many fields in a grid layout Field A storag
35. t hand j5 can be easily configured to meet almost every business requirement The basic configuration includes the following functionality mM Simple day to day logging of events in the Operator Logbook M Clear handover of responsibility between shifts in the Handover logbook M Detailed tasks precisely defined and recorded in the Work Overview Application and Ad Hoc Work Application M Various Configuration Applications j5 User Manual Revision 1 2011 www sjsoft com Page 5 How j5 works Because j5 is web based and hosted on the intranet users can access the system from any computer which has a web browser The diagram below shows how a user on the Intranet gets information from the j5 Applications Initially a systems administrator is responsible for the configuration of the logbooks and applications The systems administrator sets up the various fields and logbooks The configuration information is then stored in the database for each of the applications j5 Server Machine Client Interface via Web Browser Basic j5 Architecture Whenever a user clicks on a link in the Browser on his or her screen mM A request is sent to the main server asking for the relevant information for that user Mm The web server then transfers the request to the j5 Application j5 then reads the configuration tables which define the layout of the form to be presented to the user For example the order in which the logs are
36. tall manage and update the j5 system and is typically applicable to system administrators and system integrators j5 Configuration Manual This manual describes how to configure a j5 site from the front end and is applicable to system administrators and system integrators j5 Advanced Configuration Manual This manual describes all advanced configuration techniques and is only applicable to advanced system integrators Important An understanding of the material in the j5 User Manual is assumed in the j5 configuration manuals j5 User Manual Revision 1 2011 www sjsoft com Page 8 Additional Resources j5 Website For general information and updates as well as the latest news on j5 go to J f ke C4 httn f ham AAS CIC ATE MIID MV W W SISOTT MULD WWW sJSO7J C l AT a od a A COM eO f St James Software Service and Support Websites For software updates and answers to the most frequently asked questions for all St James Software products go to the general Support webpage You ll also have access to product specifications reference documentation and St James Software and third party product technical articles hi f L Hd 1 f Maa ia m a aa A MUUD Z 7 WWW SI PECLPS ef f VV UV VV gt d l L For software updates documentation discussion forums and answers to the most frequentiv asked questions for j5 go to e fy IicCnTrTr L A NTTM VA VA V1A IC COM MILL
37. to the summary view simply click on the collapse icon If you are authorised you will be able to add new logs to the system To add a new log click on the Add icon A new blank log will open in edit mode and you can fill in all the necessary fields Some fields are required fields therefore must be filled in before you can save the log If any required fields are not filled in the system will prompt you to do so when you click the save button Revision 1 2011 www sjsoft com Page 12 Ai Logbooks test_op jSiite 7 dad d a Fiker Edit Filter Start Time Log Type Status Priority Site Section 1 O L7 F Entry for 13 29 on 2011 09 22 2011 09 22 Thu Start Time Log Type Maintenence Status Open Priority None Expanded log 13 29 E Add to Finish Time Shift Role Operator Handover Yes Report Site Site 1 Section Section 2 Area Area 2 Unit Unit 1 Message Filters need to be changed on pump system A MR OPERATOR Attact t o 2011 09 22 Thu Ti Gaia 2011 09 22 Thu m 30 13 30 Contracted l og l Piri tl Site1 Section2 Area2 Incident There was an oil spill in the storage room SS 7 Z JI 2011 09 15 Thu Site 1 other Training meeting Closed 15 10 E Entry for 11 13 on 2011 09 23 Adding Start Time 2011 09 23 Fi Log Type Finish Time Shift Site 1 gt Section a l Newly added log Y Oli BBIBIU SIE oz Ar Br U gr Created By MR OP
38. u have purchased or configured j5 User Manual Revision 1 2011 www sjsoft com Page 19 Expanded general log General notes Single general log Operator Logbook Introduction Whenever an event occurs during the shift it must be recorded quickly and accurately Typically every event has an associated log time location where on site it occurred and status These records of events are known as general logs and they are all stored in Operator Logbook The Operator Logbook allows users to view general logs captured on the system Depending on your role you can read modify and close some of these logs Every general log is owned by the user who created it and remains active until closed by the owner In some cases other users may need to add follow up comments to an on going event for example a manager may need to comment on a record that was logged by an operator They can do this by adding a quick note to the general log Notes take the form of a sub log visible as a notes log which sits underneath an expanded general log By filtering which logs are visible users can get a live summary of the State of a particular area of the site Closed logs are permanently archived in the Operator Logbook for future access fis Logbooks test opOjSlite Q cj T w ar had Refresh Page 1 7 Start Time Site Section Area Log Type Message Status Attachment F Entry for 13 29 on 2011 09 2
39. ummary view A view on a log that shows fewer fields in a single line Template A preformatted version of a log or a work plan to help the user create new plans logs quickly User role Your work role as defined in j5 which determines what permissions you have See also permission Web browser see browser Widget Any interactive element on the screen Work Overview Application The j5 Application that allows users to see and manage tasks that have been assigned to them XLS Microsoft Excel format a popular spread sheet format with formatting j5 User Manual Revision 1 2011 www sjsoft com Page 41 Read Only Operator Supervisor Manager Technical planner System Administrator General Logbook GeneralNotes Handover Logbook Handover Form z gt v A V v V v x KX S x lifefe lt x x S x Dh lt x xxx x DAS SF FF N A SR kx Modify SXx xox x OUST SS SIB XX XX ox x filefe lt x AA ko Dea x x xxx x UD SF FF S 8 KX XX ox xte SX x N A x DE x x x xox Mw UD lt ANA Add SK XX x SN View it depends on whether that particular feature has been configured for vour Note Table contents for applications marked with may not be applicable as l j5 User Manual Revision 1 2011 www sjsoft com Ad Hoc Work lt S xxx x FTL lt lt A ox ox Modify lt lt x x ox x Dafa Work Overview VN NNN SIB lt x xxx xte SXx AN A amp A lt x xxx x DDS Pa
40. vious links If you have a large number of pages then only the first 10 pages and the last page numbers will be shown as can be seen in the figure below In this case there are 32 pages If you want to see past the 11th page click on the number 11 This will expand the numbers to show the next 10 pages as shown in the diagrams below Page navigation 12345678910 11 32 last j5 comes with different filters allowing you to locate the exact log that you are interested in Filters are a powerful tool for eliminating unnecessary information in order to view only relevant logs Nonvisible filtered logs are still available and will become visible again when you clear the current filter There are several filters available in the form of predefined filters and drop down filters In addition you can create your own custom filters To show or hide the different filter options click on the Filter View button At any time you can also sort logs in ascending or descending order by clicking on the column header as indicated by the arrow on the right hand side of the column header j5 User Manual Revision 1 2011 www sjsoft com Page 14 Drop down filter Default filter f Docs v Logbooks v Filter view hide icon Epo T T m a Custom filter Filter Edit Filter Start Time Y Log Type Y Status Y Prionty Y Site Y Section All Column header sort Start Time Site Section Area Log Type Message
41. y additional shift information that is otherwise not automatically recorded in the handover log For example operators may need to complete a check list before handing over responsibility to their relief j5 User Manual Revision 1 2011 www sjsoft com Page 29 yooqbo J9AOPUDH fi Logbooks 7 test opejslite A E Entry for 14 58 on 2011 09 28 Site Site 1 Section 1 Started at 14 58 2011 09 26 for Site 1 gt Section 1 Start Time 9 28 11 2 58PM Shift Report Finish Time Attachments Handover Form sub logbook Open for Approval Handover Form k Work Overview General Shift Shift 5 Started at 10 30 2011 09 28 for Site 1 gt Section 2 gt Area 1 gt Unit i Site Section Area Unit i 2 1 Select an appropriate status User name and date are for the form entry log automatically saved on the log b Handover Form Form label in blue Tank levels need to be at MR 9 28 11 70 The tank levels were norma Complete OPERATOR 3 03 PM Form entr V l og Check vibration of There are still vibrations Una diiio MR 9 28 11 turbine 3 coming from turbine 3 OPERATOR 3 03 PM Ensure steady flow into OK OK MR 9 28 11 reservoir 5 OPERATOR 3 11PM To complete at ete Hand in mobile data device Open Ensure all logs are up to On Hold date Z Send report to console 5 Cancelled Note You may or may not have a handover form as it depends on the configuration of your handover logbook
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