MIG MIS User Manual
Contents
1. Design Infrasiructure J TL RFE borer klore Grant 5 ka Version 01122005 11 34 it AYP Retention an Ere Form IB 1508 m Ewes ra BA E National Ref RIN 1 S05 F Propet Derap ANONA i F J 2y Resorts Project Ham Construction of Roads amp Stormwater in Taung 2 Project List Registration Header Updated 7 Jul 2005 cb 1 Fxocutiv Summary Updated T hi T00 ne Section 2 Implementing Agent og o Updated F Jul ME Filter ECTION 32 PROJECT DEANS i Advanced Ey forms 4 1 Estimated Duration ey fore E Start Date End Date Duration weeks 75 g y paet nate This period will he ate the cashll v per al Trelud tentan period where He gun Amping oy Hibe P mieg ey evaiuators Sy Matus 3 2 Project Category a eu Kaptared Has EMI Modal Municipality gran y Labour FRWP Project E seating registration Project Category Intrastructure 1 i f hals Propet gADPSURP Project Rural ntensiva Type Referred back sic Resident af Referred Bac atic Retidential Wew Rural ironies iD a Legalities About the MES Screen Resolution Version 21 00 amp Jut 2006 i Done trienet Statements regarding privacy policy and disclaimers are displayed at the bottom of the screen together with system version information The application menu bar allows you to access the main applications contained within the MIS You will only see the applications that your system administrator have given you access to2. The content tree displays the content of the application that you have selected in the form of a hierarchy of folders Folders can be opened or closed by clicking the plus minus sign the folder icon or the name itself Filters can be used to hide complexity from the user by limiting content to what the user needs to see A simple filter such Forms awaiting my attention is for example technically equivalent to retrieving all forms in a specific workflow status from one or more municipalities Filters are also used to enhance performance by limiting the volume of information retrieved from the MIS database The action bar lists the actions that you are able to perform based on permissions that you have been given by your system administrator Actions could include Capture Submit Recommend Refer back Download etc This is where your results are displayed The tabs provide different views of the same content Once you have for example navigated to a given project one tab may show the forms belonging to the project while another shows the cash flow for the same project Version 19 July 2006 10 53 4 What s new in Version 2 Work list List navigator MIG MIS User Manual Workflow The most visible of the workflow enhancements in Version 2 0 is the work list and e mail notifications which are bound to fundamentally change the way that many users interact with the MIS especially those responsible for recommending forms
3. from the schedule It is more likely that committed portion of the schedule would have changed if project cash flows were updated between when you submitted the schedule and the end of the monthly cycle The MIS will reflect such changes by adjusting the uncommitted portion You will not be able to update the schedule for previous months Generating reports To obtain a project list proceed as follows Version 19 July 2006 10 53 18 MIG MIS User Manual If you are not already in the Project lifecycle application click Project lifecycle on the Application Menu Click Reports on the Content tree and then click Project List In the Advanced filter that follows on the next page you may specify search criteria to filter the project list If you do not specify any criteria the report will contain all the projects that you have permission to view Click Generate and wait until you are taken to the download page Click the View report link to download the report file to your computer in a Comma Separated Variable CSV format You can Save the file for later use or open it first and then save it in a format of your choice for example as an Excel Spreadsheet XLS Except for adding comments to the DORA report the MIS does not require you do take any action to prepare or submit monthly reports It is assumed that reporting is done on a fixed monthly schedule see Time cycles and that the reports simply reflect what
4. see Working with lists Once the form is open you will notice two new buttons on the Action Bar Clicking the Next gt or lt Previous buttons will open the next or previous form in your Work List The buttons become inactive when you reach the first or last form in the list These two buttons the list navigator allow you to attend to all the forms requiring your attention without returning to the Work List If you do return to the Work List after attending to all the forms it will be empty indicating that there is nothing that requires your attention Should you want to return to the Work List from anywhere in the MIS you can do so by clicking Work List on the Application Menu Version 19 July 2006 10 53 26 In the above we have described how the Work List enables you to attend to all forms that require your attention without ever using the Application menu Content tree or Filter We will now describe how some users particularly those that use the MIS infrequently will be able to do all of the above without even using the Work List This is made possible by a hyperlink contained in the enhanced e mail notification sent by the MIS to alert you that a workflow item is awaiting your attention If you click this hyperlink it will take you to the login page of the MIS Once you have logged in the next page you will see is the form that you need to attend to opened and awaiting your input E mail notification Dear Mr Provincial
5. Coordinator This message is system generated Please do not reply to it because the mailbox is not attended to If you have problems please call 012 334 4860 or 082 578 5659 or send an e mail to mig dplg gov za The form awaiting your attention belongs to project Example project Municipality Polokwane LM The form was submitted by Mr Capricorn PMU Manager Acting on behalf of Municipal Manager Position PMU Manager Telephone 015 5555555 Fax 015 5555556 Cell 0825555555 E mail example agency gov za If you prefer to attend to this now click here to recommend the form or to refer it back for revision If you have multiple workflow items awaiting your attention you may prefer to rather open your Work List The workflow process followed by a form differs from one form to another and whether users with primary responsibility to attend to forms such as the Municipal Manager Provincial Manager or Senior Manager MIG appointed evaluators to assist them and whether they delegated their responsibility to someone else MIG 1 Despite these variations the typical workflow process of a MIG1 form can be described as follows 1 When a data capturer submits a form it is submitted to the Project Manager or the PMU Manager if the Project Manager is not a registered user of the MIS If the latter the MIS will attempt to locate a PMU within the municipality or failing that a district PMU Project Managers and PMU Managers act as
6. NE EE vata 25 VTS 26 VRI Sec aaaiensaans 26 Workflow process c0tausciutscreentey bette rpaupabatespsiatersetawns 27 1 EEE EN 28 REDONO EE EE A R 31 System FINS TA ON mn kne 31 Annexure A Workflow status nnnnnnnnnnnnnnnnnnnnnnnnn 32 Project EE 32 FUNG Administration varamenn bedra rans 33 MIG MIS User Manual Version 19 July 2006 10 53 1 Introduction Municipal Infrastructure iti SS Grant Suggestions MIG MIS User Manual The vision of the MIG programme is to provide all South Africans with at least a basic level of service by the year 2013 through the provision of grant finance aimed at covering the capital cost of basic infrastructure for the poor The main contributions of the MIS in assisting DPLG to realise this vision include e Serving as an overall control mechanism in terms of the allocation and disbursement of MIG funding to municipalities monitoring the actual expenditure by municipalities and recording the assets resulting from the spending of MIG funds e To put municipalities in control of the planning and implementation of infrastructure development in their areas of jurisdiction by providing the practical means through which MIG funding can be tied to the approved Integrated Development Plan of a municipality through integration with the IDP Nerve Centre e Serving a dual purpose of providing municipalities with a tool for controlling their own programmes while at the same time providing
7. Tab MIG MIS User Manual Comments could also be expressed as a concern amber traffic light or severe concern red traffic light when you believe that the matter is serious enough for subsequent users to note and potentially refer the form back for revision Note Even if you raise a severe concern it will not stop you or any subsequent workflow participant to recommend the form It simply draws attention to an issue If the form was opened from your Work List the List navigator allows you to attend to all forms without returning to the Work List Clicking the Printer Friendly button displays a printable version of the entire form and a print preview that allows you to see the page breaks and only print specific pages The Comments tab provides a separate view of the comments added to each section of the form Sections with comment can be opened by clicking the traffic light icon or you can click the Printer Friendly button to open a print preview of all the comments The Workflow History tab provides a complete record of all workflow transactions on the form from the first time that it was submitted into the workflow process The Request for Payment forms MIG 6 8 and 10 contain features that are not found on other forms These can be found on the Claims Tab of these modules These features are intended to assist you in deciding whether the RFP should be recommended The Claims Tab provides a complete history of all pr
8. a printable version of the entire form but now opens an additional print preview window that allows you to see the page breaks and only print specific pages If the form was opened from your Work List the List navigator allows you to attend to all forms without returning to the Work List Version 19 July 2006 10 53 7 Select agency National Reference Number Implementing agent MIG MIS User Manual The new Comments tab provides a separate view of the comments added to each section of the form Sections with comment can be opened by clicking the traffic light icon or you can click the Printer Friendly button to open a print preview of all the comments The Workflow history tab has changed in the sense that it no longer contains comments that were previously added when a form is recommended or referred back Comments must now be added before a form is submitted recommended or referred back and these can be viewed from the Form or Comments tabs The tree view used to select an agency previously referred to as province district municipality has been replaced by a faster agency selector that is more consistent with other selectors used to select contact persons companies etc To use this selector enter any part of the province district municipality s name and click the Find button If more than one match is found select the correct agency by clicking the hyperlink or refine the search so that fewer matches are returned Sele
9. border such as National reference are calculated by the MIS Data entry in tables Many tables behave similar to a spreadsheet in which you select the first cell enter data and move to the next cell by clicking it or pressing the Tab key on your keyboard Shift Tab will take you to the previous cell Depending on the nature of the validations that must be done by the MIS some tables use popup windows to capture the data for an entire row The clue to which tables behave in this way apart from visual styling clues is that the whole row is selected when you click any cell in the row as illustrated below If this happens double click the row to open the popup window Once in the popup window you can also use Tab or Shift Tab keys on your keyboard to move between cells Adding rows to a table Another clue to tables that work with popup windows is the presence of an Add Row button below the table MIG MIS User Manual Version 19 July 2006 10 53 14 Submitting the form MIG MIS User Manual 3 4 Project Funding z f pn Project Direct Indirect Accredited Bon at Total VAT Fonte Costs Training gid Water 500000 00 0 00 500000 00 0 00 0 00 0 0 0 Project Type Water aa Ta P LON ii m 5 Border indicates Direct Costs 500000 whole row selected EEE Double click to edit Accredited Training 0 In popup indow g i ence Sane ves FUNNY UY sbUUU DR JOU YR Training 0 0 00 0 00 0 00 OK cancel oo T 4 Wh
10. consolidated reporting of financial progress and performance indicators on a provincial and national scale How to use this document After reading the fundamentals of how to use the MIS in Getting started we recommend that you work through one or more of the Tutorials You may not find it necessary to read through all of the Reference section as this is intended to answer questions as and when they arise If you have suggestions for improving this manual please send an email to mig dplg gov za Version 19 July 2006 10 53 2 Getting started Register as a user Roles Passwords ad Identity MIG MIS User Manual Homepage To access the home page of the MIS enter the URL mig dplg gov za into your browser and press Enter The MIS only works with Microsoft Internet Explorer Version 6 0 or higher Plans are in place for later releases of Version 2 to be compatible with at least one other browser Registration Except for the home page and parts of the library you need to be a registered user to access the MIS To register as a user click Register as new user under Quicklinks on the home page Please note that registration is intentionally not automatic because the system administrator needs to validate your role within the organisation which in turn determines your permissions Loggingn To log in enter your User name and Password and click Submit or press Enter Acceptable passwords are at least 6 di
11. explanatory and are not dealt with here Filters also enhance performance by limiting the volume of information retrieved from the MIS database The Captured filter selects all the forms captured and saved by anyone in the agencies that you have permission to view For example if you are registered as a provincial user you will see all the forms captured by the districts and municipalities in your province The My projects filter assists project managers to select all the projects that they are responsible for that is all projects where the Contact Person in Section 2 of MIG 1 matches the user logged in This filter only applies to users with primary responsibility for workflow actions such as Municipal Manager and Provincial Manager MIG It selects all the forms that are awaiting the attention of users appointed by them to evaluate forms on their behalf The Advanced filter should be used when you need to combine more than one parameter refine a search for forms or projects Some criteria such as the Reference Number contain a drop down menu to further specify the parameter You could for example choose to filter on a National Provincial or Municipal Reference Number Click Find to select all the forms or projects that match the criteria that you have specified The results are displayed underneath the search criteria without altering the criteria to allow you to refine the search by changing the criteria and clicking Find ag
12. has been processed up to the closing date of the cycle To obtain a project list proceed as follows 1 If you are not already in the Fund Administration application click Fund Administration on the Application Menu Click Reports on the Content tree Select monthly or annual cycle in the Results pane if applicable and click Generate report When the report is ready to download the Generate report button changes to a View report hyperlink Click the View report link to download the report file to your computer in a Comma Separated Variable CSV format You can Save the file for later use or open it first and then save it in a format of your choice for example as an Excel Spreadsheet XLS Version 19 July 2006 10 53 19 REFERENCE Visibility Permitted Actions MIG MIS User Manual Access Control and Permissions Except for the home page and the Library users require a user name and password 6 digit mixed case and mixed alphanumeric to gain access to functionality Once logged in the framework limits access to functionality through what is exposed to a user and what actions the user is permitted to perform on what is exposed The framework manipulates the visibility of applications and nodes of the content directory on the basis of the role s that have been assigned to them by their system administrator s The visibility of individual records are determined by the position of the user s org
13. municipalities after taking account of previous transfers actual expenditure and projected expenditure for the next monthly cycle In addition the fund administration application provides the means for all three spheres of government to comply with the MIG specific provisions of the Division of Revenue Act DORA The same controls apply to funding allocated to infrastructure projects and management fees The main features of the Fund Administration Application were derived directly from the DORA as explained in the following four paragraphs This is where the gazetted annual allocations for infrastructure and management fee are recorded It is recorded once and perhaps revised once or twice by the dplg Senior Manager Finance Version 19 July 2006 10 53 21 Payment schedules Transfers Expenditure Application Overview MIG MIS User Manual Throughout the application funds allocated to funding municipalities Devolution option 1 and 2 reflect against the name of the municipality while funds allocated to a District Municipality reflect under DM Own projects Funds allocated to non funding municipalities Devolution option 3 are also reflected against the name of the municipality but in the same grouping as the DM indicating that the funds are actually managed by the DM The payment schedule specifies the monthly amount to be transferred from dplg to funding municipalities There are separate schedules for infrastructur
14. not the same as delegating your responsibility to them A person that has been nominated is not notified by e mail To delegate responsibility you have to click one of the Delegate to checkboxes optionally fill in an Until date and click Submit on the Action Bar If you do supply a date for example the last day of your leave the delegation will automatically expire at midnight on that date and you will start receiving workflow notifications from your first day back in the office If you do not supply a date the delegation will remain active until you retract it by again clicking the Delegate to checkbox and clicking Submit ig AER EN TMi nioa i Alternates Person Agency Role Delegate to Until Alternate 1 Lp Provincial MIG Mana Limpopo Provincial MIG Manage 14 JUL 2006 34 Alternate 2 EG Alternate 3 EG Alternate 4 EG Escalation is the process through which the MIS provides alternate users with the necessary permission to attend to a workflow item that has not been attended to within 5 working days For example if you are responsible for recommending a form and neglect to do so in 5 working days the MIS will request your first alternate by e mail to Version 19 July 2006 10 53 10 Evaluators Appointing evaluators MIG MIS User Manual recommend the form If this person also neglects to attend to the matter the MIS will request the second alternate to stand in etc Note The fact that the MIS has tem
15. Municipal Infrastructure Grant User Manual for the MIG Management Information System Municipal ey el Infrastructure mm IS Grant Version 19 July 2006 10 53 Contents Toven 2 HOW to use this document urviseren seen hv 2 Getting Started veciciccissiniatscnenteniesnatanienrenisrieredansanemes 3 IEEE NE EE EN NE EE es lt 3 FT Nr 3 POCO ING I EIE A EE naan EA 3 Le EEE NOE 3 What s new in Version 2 sssusnsunnnnnnnnnnnnnnnnnnnnnnnnnnn 5 WOU 9 EE EEE EE 5 FO eder 6 MT tiated icici ese eennns 9 Maintain my profile Jansnesers savanner dbceanteantavees Mos duleeead 9 TUTTO EE ME SE Mo 13 Working with fOrMS ccccccceesee sees cece eeeeeeeeeeeeeeeesananaes Iie Capturing a new form sssesesererrererrererrrrrrererrerrrrre 13 FANN NA E 15 Recommending fOrM vsisiceviveterindeniteecrsesinesentiesernne 16 Fund administration rer bk bei 17 Ge erating TEDOS vervede 18 Project reports sesserererrerererrererrrrrrerrrrerrrrrrererre 18 Funding reportS ssssessrsrrrrsrerrsrerrrrrrerrrrsrrrrrrsrrrne 19 REFERENCE ath eursaasseniateaisnisivesnsintatasnen ates rakk estat 20 Access Control and PermMiSSIONS cceeeeeeeeeeeeeeeeeeeees 20 MEIN 20 Kg REE A A EA E E T A A TA 21 Fund Administration sesesserererrrrererrererrrrererrrrerrrrrrne 21 Project Life Cycle Lumsk rms 22 POL arera EE EE EE TE ENESTE EEEE 23 Project OVervieW sesirireiidiriciriritririi i iniae in ioiii diaa 24 5 EEE
16. Special Evaluators in the sense that they have edit permissions on the form up to the point where they submit the form and also when a form is referred back for revision by anyone MIG MIS User Manual Version 19 July 2006 10 53 27 Referring a form MIG 4 to 10 MIG MIS User Manual Note The term submitted to means that the next user in the workflow process receives an e mail that a form is awaiting his her attention and that the form appears in his her Work List 2 When the Project Manager or PMU Manager submits the form it is submitted to the Municipal Manager MM or Someone acting on behalf of the MM by virtue of delegation or escalation If the form is submitted by the Project Manager the PMU Manager is notified by e mail 3 When the MM or acting MM recommends the form it is submitted to one of the nine DWAF Regional Coordinators or someone acting on their behalf Note In the following it is taken for granted that any workflow participant can delegate responsibility and that it is not necessary to repeat the phrase or someone acting on his her their behalf 4 When a Regional Coordinator recommends the form it is submitted to the Provincial Manager MIG 5 When the Provincial Manager MIG recommends the form it is submitted to the Senior Manager MIG 6 When the Senior Manager MIG recommends the form it is Submitted to the Senior Manager Finances 7 When the Senior Manager Finances registers the form
17. The new Work List is automatically displayed as the first page after you have logged in It lists all the forms MIG 1 to 10 that require your attention AG JAN Mlererottdnternet porer amme EEE 49 2 3 Fe Edt der froe Tools Help Google ba G Sh PapePied ER pose okay EJ Options w ar Omi G Hk Grete G 3 oo A vee Gp SHORTCUTS Cm GJ PROJECT sevens f PERSONAL ar Address JB het Mocshosteng je faut aoe Ge Pus air tumu Library Fursd Administration FrofectL fecyole Backing York lint Helg a Work List The fairsing ts Bat of weakd low teams that require your attendon Clock on ary Item te attend todt You could then we the Next ar Pardais buttons on the Acton Bar la nekgale theough aff he items eilboul reburming to ihe Work Lat Select a Work List Item sni ma ds nitti iz Las it SE Gian If you click on the hyperlink in the Project column of the list it will open the form just like any other list in the MIS would have done see Working with lists Once the form is open you will notice two new buttons on the Action Bar Clicking the Next gt or lt Previous buttons will open the next or previous form in your Work List The buttons become inactive when you reach the first or last form in the list These two buttons the list navigator allow you to attend to all the forms requiring your attention without returning to the Work List If you do return to the Work List after a
18. ager Telephone 015 5555555 Fax 015 5555556 Cell 0825555555 E mail example agency gov za If you prefer to attend to this now click here to recommend the form or to refer it back for revision If you have multiple workflow items awaiting your attention you may prefer to rather open your Work List Thank you The workflow process or path followed by a form from start to finish has changed significantly Note in particular that when a form is referred back for revision it is no longer returned to the previous participant in the process but to the Project Manager or PMU Manager Irrespective of whether you use the Work List an e mail notification or Application menu Content tree and Filter to open a form you will notice the following changes to the form itself The section headings like Section 3 Project Details could in the past be opened by clicking anywhere on the background of the heading This had to be changed because of the introduction of evaluation notes comments the presence of which is indicated by red amber or green Traffic light icons Clicking any of these icons displays the Version 19 July 2006 10 53 6 Comments Concerns MIG MIS User Manual comments and clicking on the hyperlink Section 3 Project Details now opens the section Comments can be added by clicking one of the two Add Comment buttons at the top or bottom of an opened section These buttons will always be present if you have
19. ain Version 19 July 2006 10 53 25 Work list List navigator MIG MIS User Manual Search Criteria Reference Number E Contains Form ID equals Project Name Contains p Implementing z f Project Type equals 7 Project Category g and a El And Project Status equals i Workflow Status equals Date E p between Bi and EL Workflow The Work List is automatically displayed as the first page after you have logged in It lists all the forms MIG 1 to 10 that require your attention DE Mise Microsoft nternet Explorer fie Edit Wew Fuvontes fools fel Google GO Search Pert pups okay dont gt ar Omi Q f Eush reom G 3 Oo nii Gp HTETI Cm COET RR PERSONAL or Address R beter eeshosnirngi efaun acer FE Library Furg Administration FrupecLL ecycie Backer York Lit Pe Work List The fairsing ts Bat of werk low teams that require your attendon Chick on ary Item te attend ted You could then use the Next ar Pardais buttons on the Acton Bar la n rkgale through aff the ismi eilboul reburming la iho Work Lat Select a Work List Item i men Te i wot HART if ec 14843 H UG 1 bobs ip eG ned Legalities About the MIS j Sereen Resolution Versione 200 B Juns BOOK 4 Err inirarat If you click on the hyperlink in the Project column of the list it will open the form just like any other list in the MIS would have done
20. all participants in the workflow process are notified by e mail as well as the MM even though he she may not have taken part in the process When a form is referred back for revision by anyone all previous workflow participants are notified by e mail and the Project Manager is requested to revise the form If the Project Manager is not a registered user of the MIS the PMU Manager first municipal and then district will be requested to attend to the form Other forms follow a similar process up to Step 2 above but then ends with Step3 when the MM or someone acting on his her behalf registers the form My Profile Your profile contains personal information such as your e mail address and telephone number that are essential to the proper functioning of the MIS Much of this information can be updated at any time by clicking the Maintain My Profile link on the login page From the Responsibilities tab of this page most users can also nominate alternate users and delegate their responsibility to one of the alternate users for a fixed period or until the delegation is retracted Some users may even appoint evaluators to assist them with the task of reviewing Version 19 July 2006 10 53 28 Alternate users Delegation Escalation MIG MIS User Manual the contents of a form for example checking that unit costs do not exceed guideline costs It is important to note that the person you delegate to will inherit all your permiss
21. anisation in the organisation hierarchy in a way that records are visible within the record owner s organisation as well as any organisation lower down in the organisation hierarchy This is done by way of adjusting the root of the organisation dimension in the filtering mechanism This model can accommodate several hierarchies but each additional hierarchy increases the maintenance overhead Examples of hierarchies could include e Government entities such as national government provincial government metropolitan district and local municipalities e Programme entities such as NMMU PMMU and PMU Note There are exceptions such as gazetted allocations where visibility is not restricted The actions that a user is permitted to perform on a visible record depend on the role s assigned to the user by his her system administrator s the permissions associated with such role s the devolution option of municipality and the current workflow status associated with the record In addition to record level permissions the model also caters for field level permissions linked to workflow status The project budget section may for example be changed until the registration has been signed off by the SMM Thereafter it can only be changed by means of an addendum that goes through the same approval process Time Cycles The MIS makes extensive use of annual and monthly time cycles to stabilise reporting These are similar to a calendar V
22. ber or green Traffic light icons Clicking the icon displays the comments and clicking the hyperlink Section 3 Project Details opens the section Comments can be added by clicking one of the two Add Comment buttons at the top or bottom of an opened section These buttons will always be present if you have opened the form from the Work List but could be absent if you have opened the form via another route if the form is in a workflow state that does not allow you to edit it at that moment even if you were able to edit it before or may be able to edit it in future temme rear renter rrena samt ose Municipal g m ig SE Project Registration Form MIG1 Grant Version 01 12 2005 11 34 Form ID 14808 National Ref Project Name Example project 1 Registration Header Updated 11 Jul 2006 Section 1 Executive Summary Comment Concern Rate comment concern B O Serious concern W Concern W Comment View previous comments ig Legalities About the MIS Screen Resolution Version 2 00 8 June 2006 A comment symbolized by a green traffic light usually contains additional information or clarification intended to expedite or document workflow actions without requiring a Subsequent user to act on it Version 19 July 2006 10 53 23 Form Tab Comments Tab Workflow History Tab Request for Payment Overview Tab Forms Tab Cash flow
23. ct agency Agency polo Results Polokwane Lhi For a limited period of time the National Reference Number contained in the Registration section of the MIG 1 form can be assigned manually To use this feature click the Manual button in between the National and Provincial Reference Numbers and enter the number This should only be used in cases where forms are captured for projects that have already been registered through a parallel manual process The title of Section 2 has been changed from Applicant to Implementing agent In time a further distinction will be made between Funding agent and Implementing agent In Version 1 both of these were simply referred to as the Municipality Version 19 July 2006 10 53 8 Captured My projects Awaiting my evaluators Advanced MIG MIS User Manual Filters The filters have been changed as follows In Version 1 the Captured filter only selected forms that were captured and saved by yourself In Version 2 the Captured filter selects all the forms captured and saved by anyone in the agencies that you have permission to view For example if you are registered as a provincial user you will see all the forms captured by the districts and municipalities in your province The My projects filter has been added to assist project managers to select the projects that they are responsible for This filter selects all projects for which the Contact Person in Section 2 ma
24. cycle application click Project lifecycle on the Application Menu 2 Click Project registration MIG1 on the Content tree 3 Click Capture on the Action Bar A blank form will appear in the Results pane All forms are split into sections that are displayed in an outline view containing only the headings until you expand a particular section by clicking the hyperlink The only exception to this rule occurs when you capture a new form The first section Is then automatically expanded because most of the later sections depend on the first Version 19 July 2006 10 53 13 Municipal Project Registration Form MIG1 m i Infrastructure Grant Version 01 12 2005 11 34 Form ID National Ref Project Name REGISTRATION HEADER Save Initial Project Information Municipality Ed Project Name Project Type Undetermined National reference SMIF Project Automatic Manual Last Modified Provincial reference Date received Ei Municipal reference MIS Form Reference F i REGISTRATION HEADER Save Data entry Before you start entering data note that borders and background colours are used for a specific purpose e All fields with a border and white background such as Project name and Provincial reference will accept free form typing e Fields with a border but coloured background such as Municipality and Date received can only be completed by clicking the icons to the right of them F By e Fields without a
25. e after one of a few similar rows For example if there is one submitted project in a list of many you could get it to the top of the list by clicking the column heading of the status icons once or at most twice Alternate clicks toggle the sort order between ascending and descending Please refer to Annexure A for the meaning of the status ICONS To best way of recommending forms depends on whether you have one or many forms to attend to If you only have one e mail notification that you have not attended to the easiest way is to click the hyperlink click here to recommend the form or to refer it back for revision contained in the e mail This will take you to the login page of the MIS and then open the form in question 1 If you are satisfied with the contents of the form and want to recommend it click Recommend on the Action Bar The next person in the workflow process will receive an e mail notification that a form is awaiting his her attention If previous workflow participants added Comments Concerns to one or more sections you will be able to view these by clicking on the corresponding traffic light icons You may also add Comments Concerns of your own by clicking one of the two Add Comment buttons at the top or bottom of an opened section 2 If you are not satisfied with the contents click Refer back on the Action Bar Everybody that recommended the form up to this point in the workflow process will be noti
26. e funding and management fees In the case of infrastructure funding the schedule is calculated as the sum of committed and uncommitted funding The committed funding is obtained from the cash flow projections of registered projects There are two ways of updating cash flows and both of these reside in the Project Lifecycle application 1 Capturing and recommending MIG 4 5 6 and 8 forms 2 The cash flow Tab in Project overview This is where dplg records the BAS Reference and Action Date for transfers actually made Unless an intervention is required the amount transferred will be the exact amount provided for in the payment schedule This is where the actual expenditure incurred by a LM or DM is declared Once again there are separate processes for declaring infrastructure and management fee related spending In the case of infrastructure spending the expenses are actually captured in the Project Lifecycle application while capturing the Payment requested section of MIG 6 8 and 10 forms In these sections the payment requested is built up from tax invoices submitted by consultants contractors and suppliers after retention has been dealt with All that is added in the expenditure module is to declare that the invoices have actually been paid and this is done by recording the payment stub number obtained from the municipality s financial system against each invoice Project Life Cycle The project life cycle application pro
27. ed Version 19 July 2006 10 53 32 d The form was referred back for revision The project has been suspended The project has been withdrawn a The item has been captured and saved but not submitted into the workflow The item has been submitted oof The Item has been verified The item has been referred back for revision MIG MIS User Manual Version 19 July 2006 10 53
28. en you have completed a section click either of the Save buttons above or below the expanded section 5 Expand the next section by clicking anywhere on the heading and work through the form until you have saved Section 7 6 You are now ready to submit the form into the workflow process This is done by clicking Submit on the Action Bar Although some validation is done as you enter data the Submit action subjects the entire form to a final validation Any problems encountered at this stage are listed at the bottom of the form 7 The MIS sends an e mail to the person s responsible for recommending the form Once you have submitted a form you will no longer be able to edit anything on the form unless it is referred back for revision and neither the Project Manager nor the PMU Manager can attend to the revision Finding an existing form depends very much on your current context To find the form that you just submitted you could simply click on My forms in the Filters pane This will present you with a list of all the forms that you have captured with the most recent at the top In the more general case you may have to click Project lifecycle on the Application Menu and Project registration MIG1 on the Content tree Thereafter you could take one of the following approaches to select an appropriate filter 1 If you are a data capturer and you are looking for one of your own forms the simplest is probably to click My forms D
29. epending on how many forms you have captured the MIS may have to split the list over several pages see working with lists below 2 If you are looking for forms in a particular workflow status for example those that have been referred back it may be easier to click Referred back under the Status folder but remember that this will return all Version 19 July 2006 10 53 15 0 00 0 00 0 00 0 00 0 00 Working with lists Results 1324 9354 936 933 937 LLLI MIG MIS User Manual forms in this status within your agency not only your own 3 Provincial and national users need to be particularly careful in selecting a filter such as Registered because a list containing several thousand forms could hardly be considered a filter In these cases it is advisable to rather use the Advanced filter which allows you to limit the search to a specific municipality date range etc Many filter and search actions in the MIS produce a list in Results pane These lists could contain forms projects people companies etc The better the filter the fewer rows will be returned If more than a hundred rows are returned the MIS will split the list into separate pages You could then display the pages by clicking the page number at the bottom right corner of the list or choose to refine the search criteria Another useful feature of the lists is that any column can be sorted by clicking the column heading This may be useful if you ar
30. ersion 19 July 2006 10 53 20 Annual cycles Monthly cycles Application Overview Application Overview Allocations MIG MIS User Manual year or month except that the last day of a MIS cycle does not have to be the last day of the year or month The last day of the March cycle may for instance be the 10 of April This allows certain actions to be completed beyond the end of the calendar month that will still for reporting purposes reflect against the March cycle Annual cycles apply primarily to Allocations and Payment Schedules in the Funding Administration application Monthly cycles apply primarily to 1 Cash flow projections provided in MIG 4 5 6 and 8 forms 2 Manipulation of cash flows in the Cash flow Tab of the Project overview module 3 Updating schedules in the Payment Schedules module The implication of the above is that if the monthly cycle is set for the March cycle to end on the 10 of April cash flows updated before midnight on the 10 of April will reflect under the March cycle Once the cycle has closed you will no longer be able to the update cash flow for that month only future months Library The Library application provides convenient access to the latest MIG forms as well as policy legislation and guideline documents that may be relevant to MIG Fund Administration The fund administration application controls the annual allocation of MIG funding as well as monthly disbursements to
31. evious payments summarised by funding source as well as by company It also keeps track of retention held by company As long as there is a positive balance by funding source and by company you at least know that there is sufficient funding available to process the claim The project overview provides a convenient access point to everything that is related to a specific project The Overview Tab displays general information about the project The Forms Tab displays all the forms relevant to the selected project Clicking on any form will open it in exactly the same way as if you found the form through one of the other means described in the Tutorial The Cash flow Tab allows you to update the cash flow for the selected project without submitting MIG 4 5 6 or 8 forms Version 19 July 2006 10 53 24 Claims Tab Captured My projects Awaiting my evaluators Advanced MIG MIS User Manual Note You can only update current and future monthly cycles The Claims Tab provides a history of all previous payments Summarised by funding source and by company It also keeps track of retention held by company As long as there IS a positive balance by funding source and by company there is sufficient funding available to process the claim Filters are useful for retrieving the specific forms or projects that a specific user may have an interest in such as My forms My projects and Awaiting registration Some of these are self
32. f responsibility en Responsible for Evaluator 1 Polokwane PMU Manager KG pa CE capricorn DM BE 2 E Mopani DM A vhembe DM i Waterberg DM Evaluator 2 x Evaluator 3 Ed Reporting The reporting application will in future provide e An alternative entry point to the reports contained in the funding administration and project lifecycle applications e Additional reports to be developed for specific purposes that may be of value to the wider user community e A query builder that will allow users to develop ad hoc reports without resorting to sophisticated report writers System Administration The system administration application is used by designated system administrators to e Configure organisation role region time cycle hierarchies and status Type 1 2 or 3 of municipalities e Maintain company consultant and contractor contact details bank account details Hierarchical to accommodate branch offices of the same company e Validate the registration of new users e Manage user login password and permission settings Version 19 July 2006 10 53 31 Annexure A Workflow status MIG MIS User Manual Workflow icons are used to indicate the status of a workflow item A workflow item can be a form in the Project Lifecycle Application or a line in the Fund Administration Application The workflow status only changes in response to actions such as Submit Recommend are Refer back The mean
33. fied by e mail that you have referred the form back and the Project Manager will be requested to revise the Version 19 July 2006 10 53 16 form If the Project Manager is not a registered user of the MIS the PMU Manager first municipal and then district will be requested to attend to the form If you have more than one e mail notification that you have not attended to the easiest way to attend to the form in question is the click the Work list hyperlink in any e mail to log in and open your work list Click the hyperlink of the first form or any other form if you wish to open the form and recommend or refer the form back as described above Then use the Next gt or lt Previous buttons to open and attend to all the forms in your Work List Hint Use the Printer friendly button to generate a printer friendly version of the entire form for checking the content even if you do not actually want to print the form It will free you from opening and closing the sections one by one Fund administration To illustrate the Fund Administration Application we will work through capturing the payment schedule of a municipality for the next financial year 1 If you are not already in the Fund Administration application click Fund Administration on the Application Menu 2 Click Schedule on the Content tree to open the folder and then Infrastructure 3 Select the next financial year from the Filters pane You will now be prese
34. gits long and contain a mixture of upper case lower case and numbers e g pR311x Always bear in mind that your password Is the equivalent of a signature on a MIG form Do not therefore share your password with anybody If you require others to do work on your behalf rather request your system administrator to them with alternate logins otherwise the transactions performed by them will reflect against your name in the audit trail Screen layout The screen layout can be divided into areas for static content navigation and dynamic content presentation The identity of the MIS is established by means of a strip like image at the top of the screen This area also contains non application specific hyperlinks to Home Login Logout Contact Us and identifies the current user Version 19 July 2006 10 53 3 D Legalities D Application menu 4 Content tree 5 Filters 6 Action bar F Results 8 Tabs MIG MIS User Manual pm _ eee i ee ee eee fie Eit yew Amma Toch Help G ogle ba a Search Ppi EN Poppe sui f d Otera r Tug i nm Oui 3 G Der rine 4 d mA Lins GY S0 GOR ROC RRS Pma Currenthy logged in ai Dr Louh Walder k balder kh iB ites nig dng peer na fatal I L rrary jj Puree A chstrdatradacen Project Lifes pilk I Verk Lit Heip Proiect L fecec E j j ET i Consunants N d Contractors cy Hiurie fr 5 beltene Project Reg ation Form MIG1 BFP
35. ine the comments concerns added by the evaluator and decide to recommend the form or refer it back for revision Appointing an evaluator is done in exactly the same way as nominating alternates on the Responsibilities tab Once you have selected an evaluator a number of Responsible for checkboxes will appear to allow you to make the evaluator responsible for one or more areas one level below your own in the MIS permission hierarchy In the example below a Provincial Manager sees all the districts in the province Likewise the Senior Manager MIG will see all provinces Up to ten evaluators can be appointed If more than one evaluator is made responsible for the same area they will all receive e mail notifications and be allowed to attend to the same form This is nevertheless allowed because it provides a mechanism through which the workload can further be divided by informal arrangement In the example below the two evaluators responsible for the same district may split the workload informally by municipality Version 19 July 2006 10 53 30 Application Overview Application Overview MIG MIS User Manual Person Agency Role Delegate to Until Alternate 1 Capricorn PMU Manager EG Capricorn DM PMU Manager E Alternate 2 Ed Alternate 3 EG Alternate 4 EG Evaluators Evaluators can assist you to evaluate and comment on forms before they are submitted to you Please define up to ten evaluators and assign them to one or more areas o
36. ing of the icons is explained below Note Since any workflow participant can delegate his her responsibility actions are not qualified below by repeating or someone acting on his her their behalf al A partially or fully captured form has been saved but has not yet been submitted into the workflow process The form is visible to other users in the Same agency as well as users higher up in the MIS permission hierarchy but can only be edited and Submitted by the original data capturer The form has been submitted into the workflow process and can only be edited and submitted by one of two special evaluators the Project Manager or PMU Manager The submitted form has been reviewed by an evaluator or special evaluator The form has been recommended by the Municipal Manager and can no longer be edited The form was recommended by the Municipal Manager and has subsequently been submitted by an evaluator of the Provincial Manager iT The form has been recommended by the Provincial Manager E The form was recommended by the Provincial Manager and has subsequently been submitted by an evaluator of the Senior Manager MIG The form has been recommended by the Senior Manager MIG m L The form was recommended by the Senior Manager and has subsequently been submitted by an evaluator of the Senior Manager Finances y The form has been recommended by the Senior Manager Finances The project is now register
37. ions for as long as the delegation is active If a Municipal Manager for example delegates to a Data Capturer the Data Capturer will be able to recommend all the forms that the Municipal Manager is normally responsible for Before you can delegate responsibility you first need to nominate one or more alternate users by clicking the Maintain My Profile link on the login page and then selecting the Responsibilities tab To nominate the first alternate click the icon in the first row In the resulting user dialogue click Find to display a list of persons that you may nominate as alternates Depending on where you are located in the MIS permission hierarchy you may want to refine the search by specifying a Role and or Agency If you do not it will display all users above you in the MIS permission hierarchy For example if you are a municipal user it will display all the users in your municipality all district users in your district all provincial users in your province and all national users It is highly recommended even required that you nominate at least one alternate user to act on your behalf when you are unable to do so yourself Note Nominating alternates is not the same as delegating your responsibility to them A person that has been nominated is not notified by e mail To delegate responsibility you have to click one of the Delegate to checkboxes optionally fill in an Until date and click Submit on the Action Bar If yo
38. lternate to stand in etc Note The fact that the MIS temporarily provides an alternate person with permission to attend to the form does not mean that your permission has been taken away You can still attend to the form even after you receive the copy of the e mail requesting the alternate to attend to the form Users with primary responsibility for workflow actions Such as the Municipal Manager and Provincial Manager MIG are allowed to appoint evaluators to assist them with the task of reviewing the contents of a form for example checking that unit costs do not exceed guideline costs If an evaluator is appointed an e mail notification is sent to the evaluator and the form appears in the evaluator s work list The user with primary responsibility for the form is not notified at this stage and the form does not appear in his her Work List Note The primary user can still access the form through the Awaiting my evaluators filter and will still be able to add comments recommend or refer the form back When the evaluator has reviewed and submitted the form the person with primary responsibility receives an e mail that the form has been reviewed and the form will appear in his her Work List The workflow status icon will contain an E in the upper left hand corner to indicate that the form was submitted by an evaluator for example The person with primary responsibility or the person acting on his her behalf may then exam
39. nism through which the workload can further be divided by informal arrangement In the example below the two evaluators responsible for the same district may split the workload informally by municipality Version 19 July 2006 10 53 12 Tutorial MIG MIS User Manual Working with forms The Project lifecycle application is based almost entirely on the familiar MIG 1 4 5 6 8 9 10 forms Although the forms differ in content and purpose the tutorial only deals with the Project registration form MIG 1 Since the MIS deals with all forms in a consistent manner the other forms Should not present any difficulty For the MIS to be different things to different people and encourage a sound business process it limits functionality according to the role of the person that is logged in see Registration as well as the step within the applicable workflow process If you are therefore unable to perform the actions described in the next paragraphs it could be for one of the following reasons e The role that you have been assigned does not allow the action For example the Senior Manager MIG is not allowed to capture a new MIG 1 form Please refer to Annexure A to find out what role is required for every action e The action is not permitted at the current workflow step A form cannot for example be recommended before it has been submitted To capture a new form proceed as follows 1 If you are not already in the Project Life
40. nted with a list of all municipalities that you are responsible to submit payment schedules for In the example below the user is logged in as the PMU Manager for Capricorn DM As such the list will include the DM itself own projects as well as all the non funding municipalities that the PMU is responsible for Note that it does not show funding municipalities such as Polokwane because the PMU is not responsible for submitting their payment schedules Sunrit Selec ree District Municipality Apr 2005 z Total for Capricorn DM 6500000 Municipality Apr 2005 ua Capricorn DM 6500000 Municipality Apr 2005 E Capricorn DM own projects 6500000 Apr 2005 Allocated Funds 0 Unallocated Funds al E Blouberg LM 0 gt j Aganang LM 0 l C Molemole LM l E Lepele Nkumpi LM 0 MIG MIS User Manual Version 19 July 2006 10 53 17 Capture schedules Save schedules Blouberg Lii Aganang LM Molemole LM BOE Ef da a Lepele Nkumpi Livi Versions of the schedule MIG MIS User Manual 4 For every month of the year enter an amount into the Unallocated field so that the sum of the Unallocated and Allocated amounts equal the desired schedule for the month Remember that the Allocated field is calculated from the sum of all project cash flows for the month in question see Reference In the example above there are no registered projects reflecting a cash flow for Apr 2005 so the schedule consists entirely of unallocated funds No
41. o recommend the form or refer it back for revision Person Agency Role Delegate to Until Alternate 1 Capricorn PMU Manager EG Capricorn DM PMU Manager O Alternate 2 EG Alternate 3 EG Alternate 4 EG Evaluators j cron necie mur tn ountiunto an mme n fnrme hofar h r nro cihmi pr pace ri ino un tn tor Evaluators can assist you to evaluate and comment on forms before they are submitted to you Please define up to ten evaluators and assign them to one or more areas of responsibility Responsible Person P for Evaluator 1 Polokwane PMU Manager EG pa 14 capricorn DM BE l p E Mopani DM DE vhembe DM ES O Waterberg DM Evaluator 2 Ed Evaluator 3 Ed Appointing an evaluator is done in exactly the same way as nominating alternates on the Responsibilities tab Once you have selected an evaluator a number of Responsible for checkboxes will appear to allow you to make the evaluator responsible for one or more areas one level below Version 19 July 2006 10 53 11 MIG MIS User Manual your own in the MIS permission hierarchy In the example below a Provincial Manager sees all the districts in the province Likewise the Senior Manager MIG will see all provinces Up to ten evaluators can be appointed If more than one evaluator is made responsible for the same area they will all receive e mail notifications and be allowed to attend to the same form This is nevertheless allowed because it provides a mecha
42. opened the form from the Work List but could be absent if you have opened the form via another route if the form is in a workflow state that does not allow you to edit it at that moment even if you were able to edit it before or may be able to edit it in future Version 01 12 2005 11 34 Form ID 14808 National Ref Project Name Example project 1 Registration Header Updated 11 Jul 2006 Section 1 Executive Summary Municipal Project Registration Form MIG1 F m Ig infrastructure Grant Comment Concern Rate comment concern O serious concern W Concern W Comment View previous comments p Pola E i Legalities About the MIS Screen Resolution Version 2 00 8 June 2006 A comment symbolized by a green traffic light usually contains additional information or clarification intended to expedite or document workflow actions without requiring a subsequent user to act on it Comments could also be expressed as a concern amber traffic light or severe concern red traffic light when you believe that the matter is serious enough for subsequent users to note and potentially refer the form back for revision Note Even if you raise a severe concern it will not stop you or any subsequent workflow participant to recommend the form It simply draws attention to an issue The purpose of the Form tab has not changed Clicking the Printer Friendly button still displays
43. porarily provided an alternate person with permission to attend to the form does not mean that your permission has been taken away You can still attend to the form even after you receive the copy of the e mail requesting the alternate to attend to the form Users with primary responsibility for workflow actions such as the Municipal Manager and Provincial Manager MIG are allowed to appoint evaluators to assist them with the task of reviewing the contents of a form for example checking that unit costs do not exceed guideline costs If an evaluator Is appointed an e mail notification is sent to the evaluator and the form appears in the evaluator s work list The user with primary responsibility for the form is not notified at this stage and the form does not appear in his her Work List Note The primary user can still access the form through the Awaiting my evaluators filter and will still be able to add comments recommend or refer the form back When the evaluator has reviewed and submitted the form the person with primary responsibility receives an e mail that the form has been reviewed and the form will appear in his her Work List The workflow status icon will contain an E in the upper left hand corner to indicate that the form was submitted by an evaluator for example The person with primary responsibility or the person acting on his her behalf may then examine the comments concerns added by the evaluator and decide t
44. tches the user logged in This filter only applies to users with primary responsibility for workflow actions such as Municipal Manager and Provincial Manager MIG It selects all the forms that are awaiting the attention of users appointed by them to evaluate forms on their behalf All the Advanced filters have been enhanced by the addition of criteria to assist you with refining a search Some criteria such as the Reference Number contain a drop down menu to further specify the parameter You could for example choose to filter on a National Provincial or Municipal Reference Number Click Find to select all the forms or projects that match the criteria that you have specified The results are displayed underneath the search criteria without altering the criteria to allow you to refine the search by changing the criteria and clicking Find again Search Criteria Reference Number Contains Form ID equals Project Name Contains v Implementing Contains gj L Agency Project Type equals h Project Category K and g And 2 v Project Status equals v Workflow Status equals iv Date v between 31 and 31 Maintain my profile The new Responsibilities tab that can be accessed from the Maintain My Profile link on the login page allows most users to delegate their responsibility to another user for a fixed period or until the delegation is retracted The user to which you delegate your responsibility will receive an e mail no
45. te that the rightmost column Variance decreases as you complete each month and that it should become zero after completing the last month because the total of the 12 payment schedules must equal the allocation 5 Once you have completed a municipality or earlier if you wish it is advisable to click Save on the Action Bar to save your work The Save action saves everything that you might have changed for later use It does not submit the Schedule s into the workflow process 6 Once you have completed all the municipalities that you are responsible for and you are satisfied with the correctness of the information you are ready to submit the Schedule s into the workflow process This is achieved by selecting the municipalities that you want to submit by clicking the relevant check boxes and then clicking Submit selected on the Action Bar Note that the status icon appears to indicate that the schedule was successfully submitted Once it has also been recommended by the Senior Manager MIG the icon will change to Y 7 Itis extremely important to note that what was captured above represent a version snapshot of the payment schedule for the monthly cycle that it was captured in When you open the same page in the next monthly cycle you may notice some differences The scheduled amount for the previous month will have been replaced by the amount actually transferred but this will not normally be obvious because the transfers rarely differ
46. tification to this effect when you delegate and also when you retract the delegation Version 19 July 2006 10 53 9 Alternate users Delegation Escalation MIG MIS User Manual It is important to note that the person you delegate to will inherit all your permissions for as long as the delegation is active If a Municipal Manager for example delegates to a Data Capturer the Data Capturer will be able to recommend all the forms that the Municipal Manager is normally responsible for Before you can delegate responsibility you first need to nominate one or more alternate users by clicking the Maintain My Profile link on the login page and then selecting the Responsibilities tab To nominate the first alternate click the icon in the first row In the resulting user dialogue click Find to display a list of persons that you may nominate as alternates Depending on where you are located in the MIS permission hierarchy you may want to refine the search by specifying a Role and or Agency If you do not it will display all users above you in the MIS permission hierarchy For example if you are a municipal user it will display all the users in your municipality all district users in your district all provincial users in your province and all national users It is highly recommended even required that you nominate at least one alternate user to act on your behalf when you are unable to do so yourself Note Nominating alternates is
47. ttending to all the forms it will be empty indicating that there is nothing that requires your attention Should you want to return to the Work List from anywhere in the MIS you can do so by clicking Work List on the Application Menu In the above we have described how the Work List will enable you to attend to all forms that require your attention without ever using the Application menu Content tree or Version 19 July 2006 10 53 5 E mail notification MIG MIS User Manual Filter We will now describe how some users particularly those that use the MIS infrequently will be able to do all of the above without even using the Work List This is made possible by a hyperlink contained in the enhanced e mail notification sent by the MIS to alert you that a workflow item is awaiting your attention If you click this hyperlink it will take you to the login page of the MIS Once you have logged in the next page you will see is the form that you need to attend to opened and awaiting your input Dear Mr Provincial Coordinator This message is system generated Please do not reply to it because the mailbox is not attended to If you have problems please call 012 334 4860 or 082 578 5659 or send an e mail to mig dplg gov za The form awaiting your attention belongs to project Example project Municipality Polokwane LM The form was submitted by Mr Capricorn PMU Manager Acting on behalf of Municipal Manager Position PMU Man
48. u do supply a date for example the last day of your leave the delegation will automatically expire at midnight on that date and you will start receiving workflow notifications from your first day back in the office If you do not supply a date the delegation will remain active until you retract it by again clicking the Delegate to checkbox and clicking Submit r oe Alternates Please define up to four other MIS users that could attend to workflow items in your absence Depending on your profile you may delegate your responsibility to one of these alternate users for a specified period If you neglect to do this items will utomatically be escalated to Alternate 1 if they are not attended to in 5 working days Person Agency Role Delegate to Until Alternate 1 Lp Provincial MIG Mana Clear Limpopo Provincial MIG Manage 14 JUL 2006134 Alternate 2 s Clear Alternate 3 sf Clear Alternate 4 Clear Escalation is the process through which the MIS provides alternate users with the necessary permission to attend to a workflow item that has not been attended to within 5 Version 19 July 2006 10 53 29 Evaluators Appointing evaluators MIG MIS User Manual working days For example if you are responsible for recommending a form and neglect to do so in 5 working days the MIS will request your first alternate by e mail to recommend the form If this person also neglects to attend to the matter the MIS will request the second a
49. vides a variety of participants in the life cycle of a MIG funded infrastructure project with the means to manage the project from Submission of the business plan through the design tender and construction phase to physical completion The registration process ensures that MIG funds cannot be spent outside the framework of a municipality s approved DP A forms driven approach is used through which the project registration form forms the baseline against which suppliers Version 19 July 2006 10 53 22 Section headings Comments Concerns MIG MIS User Manual report financial and physical progress as a precondition to monthly progress payments The project life cycle application contains one module for each of the MIG forms Once you have selected the appropriate form you will be able to depending on your role and associated permissions capture and save a new form submit a form add comments concerns and recommend or refer a form back for revision These actions are dealt with in the Tutorial All forms are split into sections that are displayed in an outline view containing only the headings until you expand a particular section by clicking the hyperlink The only exception to this rule occurs when you capture a new form The first section is then automatically expanded because most of the later sections depend on the first Any section can contain evaluation notes comments the presence of which is indicated by red am
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