TESA Visitor User Guide
Contents
1. TESA Project Team Page 18 of 22 Visitor User Guide Add or Edit a Visit Report Add or Edit a Visit Report Enter a Visit Report Once a visit has been completed a visit report should be completed 1 If necessary search for and open the project or action plan you wish to add a visit for The Profile Overview screen displays Ex Overview Geographical Details Payment Details Irregularities Risk 2 Click on the Visits tab The Visits screen displays 3 Click on the Add Report button next to the relevant visit Visit 3 PAV Visit Visit Took Place Report Required 067 0 2006 Add report Change Date 4 The Visit Report screen displays Offer Details Overview Geographical Details Payment Details Irregularities Risk Visit Report Visitor Hame SE BRT Visitor Organisation Government Office for the Date of Visit 4 v Apri v 2007 Visit Report required Attachments There are currently no attachments to display Add New Attachment Save Report Cancel Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 19 of 22 Visitor User Guide Add or Edit a Visit Report 5 The Visitors Name and Organisation fields will display your details If you are adding the visit report on behalf of someone else click in each field and enter the correct contact information 6 The visit date fields will display the current date C2. confirmed or historic visit click on the Change Date button You can change a historic visit as long as a report Visit 3 PAV Visit Visit Took Place Report Required 05 12 has not been attached Visit 4 PAV Visit You can update a Visit Scheduled Confirmation Required f t re scheduled visit Set Date How da 7 2007 Update Schedule 7 utu H Delete Visit 5 PAV Visit Y h f t Visit Due 05 08 2008 ou can C ange a u ure confirmed visit Add repo Change Date Delete Add New visit Add report 4 The date fields will display in edit format Amend the date as required For your reference the original visit date will display in the date fields 5 Click on the Update Schedule buiton 6 confirm a loosely scheduled visit click in to the date fields and enter the agreed visit date 7 Click on the Update Schedule button 8 he visit schedule will reorder if necessary to display visits in chronological order Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 15 of 22 Visitor User Guide Delete a visit Delete a visit 1 If necessary search for and open the project or action plan you wish to amend a visit for The Profile Overview screen displays Es Overview Geographical Details Payment Details irregularities Risk 2 Click on the Visits tab The Visits screen dis
3. eir name here This may be yOU or another user Click in the field to display a list of actions for example Certify Claim which you can then select from and filter by Priority If you wish only to view tasks which relate to a specific programme priority enter the priority ID here Measure ID Enter a Measure ID numeric to display only tasks relating to that measure Sort By Click in the field to display and select from a list of options to sort your tasks You may sort by any of the Task List column headings The default setting is Date Raised Sequence Results will display in descending order If you wish to view results in an ascending order click the Asc radio button Page Size Click in this field and enter the number of results you would like to appear on each page The default setting is 10 Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 8 of 22 Visitor User Guide View the Visit Schedule View the Visit Schedule The visit schedule sits within the Profile section of TESA To display this screen Search for and open the project or Action Plan you would like to view the visit schedule for Click on the Action Plan or project name link to open the project The Profile Overview screen will display Click on the Visits tab as highlighted below Exe Overview Geographical Details Payment Details Irregularities Risi Abo
4. er Guide Logging in and out of TESA Change Password screen Change Password Change your password here Please enter your existing password and your new password twice Then click on the Save button Old Password Hew Password Re enter Password Notes e Once you are logged in TESA will not generally request further proof of your identity It is therefore essential that you do not share your ID and password with anyone e f you have not received a TESA ID and password prior to go live contact your GO TESA helpdesk e For what to do if you forget or want to change your password please see the Introduction to TESA user guide Logout Click on the Logout link in the top right navigation bar ERDF site for England ERDF Library ERDF Glossary Best Practice Logged in as WM BRT Visite Home Reporting pop up PageHelp popua Logout m Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 5 of 22 Visitor User Guide Home Tasks Home Tasks To display this screen Tasks is always the first page that displays after you log in to TESA To return to this page at any time during your TESA session click on the Home link in the top right navigation bar About this screen Tasks is your main hub on TESA Your Task List displays all tasks relevant to the role or roles that you have bee
5. ete Visit 5 PAV Visit Visit Due 05 08 2003 Add report Change Date Delete Buttons The table below explains the function of the buttons and links that display on this Screen Add New Visit Click on this link to add a visit to the schedule The Add Visit screen will display This button displays once a visit has been created and saved on TESA Click on the Change Date button if you need to change the date of a confirmed visit or if you want to add a confirmed date for a scheduled visit The Delete button displays once a visit has been created and saved You may delete a visit from TESA at any point until a report has been added Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 10 of 22 Visitor User Guide View the Visit Schedule This button displays on the visit schedule when you have only loosely scheduled a visit or when you have clicked on the Change Date button to amend the date of a confirmed visit Once you have amended the visit date click the Update Schedule button and the visit schedule will reorder if necessary into chronological order Add report Click on this button to enter a Visit Report on TESA The Inspection Report screen will open strat m this button to open a Visit Report entered on Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 11 of 22 V
6. ff using the BRI environment for Business Readiness Testing please enter https tesa brt erdf odpm gov uk to display the login screen T ERDF site for England ERDF Library ERDF Glossary Best Practice 2 The UK Government s Nace ERDF site for England Login Enter your TESA username and password here If your login details are not accepted please contact your local GO TESA helpdes Username Password Forgotten your password On the Login screen to enter the system 1 Enter your Government Gateway username and password 2 Click on Login Your home page will display First time log in The first time you log in as a new user for security purposes you will be asked to change your password You are also required to add two security questions and answers hese will be used to validate your identity if you should forget your password in the future Security questions Security Questions To complete the registration of your account please Supply two security questions such as Mother s maiden name and first pets name together with tne appropriate answers and click Save The security questions may be used to verify your identity should you need helpdesk support Security Question 1 Security Answer 1 Security Question 2 Security Answer 2 Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 4 of 22 Visitor Us
7. h report details and attachments displayed Visit Report Report details Visitor Hame SE BRT Visitor Organisation Government Office for the South East Date of Visit 1104 2005 Visit Report The report is attached Attachments File Name Title Description Visit Report Ref390 11 04 05 doc Visit Report Ref390 11 04 05 Edit Report 18 Click on the Visits tab to display the visit schedule You will see the visit now displays with a Visit Report button All users with access to the Visits tab can click on this button to view the report Add New visit To view the report Visit 1 Project Engagement Visit click on the Visit report button Visit Complete 11 04 2005 Visit repart Edit a Visit Report It is possible to edit a visit report after it has been completed It is also possible to add or remove attachments 1 If necessary navigate to the Visits screen using the steps outlined above Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 21 of 22 Visitor User Guide Add or Edit a Visit Report 2 Click on the appropriate Visit report button The Visit Report screen will display Visit Report Report details Visitor SE BRT visitor Organisation Government Office for the South East T edit the report Date of Visit 11 04 2005 lick on the Edi Visit Report The report is attached C 0 t Repo
8. isitor User Guide View the Visit Schedule Schedule a Visit 1 On the Visits screen click on one of the two Add New Visit links Offer Details Overview Geographical Details Payment Details Irregularities Risk Visits Preparing for visit The following documents may be printed to assist with the visit Project Engagement Visits Progress and Verification Visits Visit Confirmation Letter PAY Visit Confirmation Letter Visit Form Monitoring Assurance Framework FGN 2 6 Add New Visit Visit 1 Project Engagement Visit Visit Took Place Report Required 11 04 2005 Add report Change Date Visit 2 Article 10 Visit Article 10 Visit Visit Took Place Report Required 01 04 2006 Add report Change Date Visit 3 PAV Visit Visit Took Place Report Required 05 10 2006 Add report Change Date Visit 4 PAV Visit Visit Due 05 09 2008 Add report Change Date Delete Add New Visit 2 The Add Visit screen displays Click in the Type field and select a purpose for the visit from the dropdown list displayed Add Visit Purpose Is visit connected with an irregularity If please state which Mo Irregularity Enter the date that visit took place is scheduled to take place If only roughly scheduling leave DD blank mm lv Save Cancel Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norma
9. lick in each field and select the date the visit took place 7 Enter summary information about the visit into the Visit Report field Note As this is a required field you must enter a comment in this field to save the page 8 You may wish to add your report as a file or provide supporting evidence for your report findings Click on the Add New Attachment button to upload a document 9 Click on the Browse button Attachments There are currently no attachments to display Add New Further Detail Attachment To attach a file enter a local file name tor click Browse button title and description and then click Upload Attachment If you do not vant to add an attachment after all click on Abandon Upload revert to previous screen state Note Attachments greater than 5 MB may fail Description 959 Upload Attachment Abandon Upload 10 Navigate to where the attachment Is stored 11 Select the item to attach 12 Enter a title for the attachment in the Title field 13 A description may be entered if required Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 20 of 22 Visitor User Guide Add or Edit a Visit Report 14 Click on the Upload Attachment button 15 Use the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat the steps above 16 Click on the Save Report button 17 The screen re displays wit
10. ments Generate visit preparation documents 1 Click on the appropriate link for the type of documentation you want to generate Offer Details Overview Geographical Details Payment Details Irregularities Risk Visits Preparing for a visit The following documents may be printed to assist with the visit A Project Engagement Visits Progress and Verification Visits PEY Visit Confirmation Letter Visit Confirmation Letter Visit Form Monitoring Assurance Framework FGN 2 6 2 Word opens displaying the document Complete the document in the usual way 3 Once the documentation is completed click on the File menu and choose Save As Name the document Visitor WM visitor User Guide visitor User Guide v1 22 01 07 v AIA X Li Ed 05 Recent Documents 2 File Visitor User Guide v1 22 01 07 v Save Cancel Click in the Save As type field and select Word Document XML Document Single File Web Page Web Page Web Page Filtered Document Template Save as type Word Document F 4 Click in the Save As type field and select Word Document from the dropdown list 5 Save the document into the required folder and click on the Save button 6 You may also print the document if required Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman
11. n TESA Project Team Page 12 of 22 Visitor User Guide View the Visit Schedule Engagement This is the initial visit to the project It aims to ensure that the project is given the necessary advice and guidance in good time to have a bearing on how the project is delivered It is also intended to satisfy the GO that the project understands the requirements of the offer letter and to inform future Note Note monitoring requirements A more extensive monitoring visit carried out on a sample basis This visit is designed to assess project performance and compliance with the offer letter and EC requirements Use this option for all other types of visits such as a visit taking place as the result of an irregularity For more detailed information on Engagement and PAV visits please see the Project Monitoring Model of Excellence toolkit should the GO require additional visit types adding to the dropdown list this should be requested through the TESA central support service Click in the Purpose field and enter a brief summary of the visit purpose If the visit is associated with an irregularity select the appropriate record from the drop down list Note Only irregularities recorded on TESA against the project or Action Plan will OR 6 display in the list If no irregularities have been entered the only option which will display is No Irregularity If the irregularity you are looking for is not sho
12. n allocated For the purpose of this guide we will focus only on tasks relevant to the Visitor Tasks can be either open or locked Anyone with the appropriate TESA role can take up and complete pick up an open task click on the link in the Action column Locked Only the named user can take up and complete The status will contain the name of the user who currently owns the task If a task is routed to a new user then the status will display as Routed to x where x is the user s name until the user accepts the task For the Visitor the Task list shows all Visits that require action and those which are currently being worked on Your Task List NW BRT Visitor GOVERNMENT OFFICE FOR THE NORTH WEST Tasks Date Raised Project Reference Project Hame Measure Claim Ho Raised By Status Required Action 04 01 2007 ERDF 00 0019 BEATLES THEMED HARD DAYS NIGHT HOTEL ni MA BRT Visitor With MA BRT Visitor onfirm project vis Click on the link to access a project visit Son Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 6 of 22 Visitor User Guide Home Tasks Filtering A range of filter criteria are provided to help you prioritise your Task List 1 To filter tasks enter as many or as few criteria as you require and click on the Filter Tasks button 2 remove all selections and display all tasks click on the Remove Filter button Fil
13. plays Offer Details Overview Geographical Details Payment Details Irregularities Risk Visits Preparing for a visit The following documents printed to assist with the visit Project Engagement Visits Progress and Verification Visits PEV Visit Confirmation Letter PAY Visit Confirmation Letter PAV Visit Form Monitoring Assurance Framework FGN 2 6 Add New Visit Visit 1 Project Engagement Visit Visit Took Place Report Required 11 04 2005 Add report Change Date Visit 2 Article 10 Visit Article 10 Visit Visit Took Place Report Required 01 04 2006 Add report Change Date Visit 3 PAV Visit Visit Took Place Report Required 06 1 0 2006 Add report Change Date Visit 4 PAV Visit Visit Due 05 09 2008 Add report Change Date Delete New Visit Note It is possible to delete future confirmed or loosely scheduled visits It is not possible to delete historic visits Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 16 of 22 Visitor User Guide Delete a visit 1 Click on the Delete button 2 Click on OK to confirm your action The visit is deleted Schedule of visits EN Are you sure you want to delete the visit Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 17 of 22 Visitor User Guide Generate visit preparation docu
14. rt button Attachments File Name Title Description Visit Report Ref390 11 04 05 doc Visit Report Ref380 11 04 05 Edit Report 3 Click on the Edit Report button The form will become editable Visit Report Visitor Name SE BRT Visitor Organisation Government Office for the Date of Visit T Apri Y 2005 m Visit Report required j report is attached Attachments File Hame Title Description Visit Report Ref390 11 04 05 doc Visit Report Ref390 11 04 05 Delete Add New Attachment Save Report Cancel 4 Amend the information displayed as required 5 Using the Add New Attachment or Delete buttons to add a new or remove an existing attachment 6 Click on the Save Report button once the changes are complete Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 22 of 22
15. ter Criteria Reference Status 7 Sort By Date Raised v Name Locked Against 1 Sequence Desc Group Action Page Size fi 0 Owner Priority _ Filter Tasks Remove Fiter Measure 14 NEN Filter Tasks button Fel Deseripton 0 02 Reference Enter the project or Action Plan reference to display only tasks relating to that project Action Plan Enter the project or Action Plan name to display only tasks relating to that project Action Plan Each project or Action Plan on TESA is owned by a Project Monitor within the GO To filter tasks by an owner enter their name here This can be your own or another user s name Raised By If you wish only to view tasks raised by a specific person on TESA enter their name here Groups are categories set up by the GO at programme level for workflow and reporting purposes Groups may be for example thematic eg urban regeneration or geographic eg sub regions Enter a group name to display only tasks associated with projects or Action Plans belonging to that group Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 7 of 22 Visitor User Guide Home Tasks Click in this field to display different task statuses by which you can then filter your list Locked Against If you wish only to view tasks locked against a specific person on TESA enter th
16. tesa Transactional ERDF amp State Aid TESA Visitor User Guide Table of Contents INTRODUC HON c n 3 VOW TO USE THIS GUIDES eret aches tuti du etat Fus Re trav E rita Eon An Pra iure ute Pond UR RUN 3 BOUIN E E 3 liz Us ADF jpehctMeer 3 LOGGING IN AND OUT OF E ER VFEOE 4 Kec TH 4 Foto x 5 HOME TASE c 6 albuz lcve 7 VIEW THE VISI SCHEDULE 9 CHANGE OR CONFIRM A VISIT 15 DELETE A VIS A E Mm 16 GENERATE VISIT PREPARATION 18 ADD OR EDITA VISIT REPOR F accessed 19 ENTER A VISIT REPORT 19 EOAR P O aE ee ne eee ee E E 21 Visitor User Guide Introduction Introduction How to use this guide This user guide is designed to support you following your TESA training The guide is broken down into clear sections so that you can pick out the functionality that you are interested in re visiting revising or reminding
17. ut this screen The Visits screen displays all visits recorded against the project or action plan on TESA in chronological order A number of visit types may appear PAV previously referred to as Article 4 Article 10 Project Engagement Other Each visit type can display in the schedule in a number of formats Visit Scheduled Confirmation Required These are loosely scheduled but not yet confirmed appointments These visits will appear with only a month and year indicated e Visit Due These are confirmed appointments the day month and year when the visit is scheduled to take place will be shown Visit Took Place Report Required These are visits that have taken place but have not yet had a visit report completed attached on TESA Visit Complete These are historic visits which have findings attached These visits can not be edited Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 9 of 22 Visitor User Guide View the Visit Schedule Visit 1 Project Engagement Visit Visit Complete 1104 2005 Visit report Visit 2 Article 10 Visit Article 10 Vist Visit Took Place Report Required 01 04 2006 Add report Change Date Visit 3 PAV Visit Visit Took Place Report Required 06 4 0 2006 Add report Change Date Visit 4 Visit Visit Scheduled Confirmation Required Set Date How dd 7 2007 Update Schedule Del
18. wn please talk to the Project Monitor who owns the project or action plan within your GO If the visit has been confirmed with the Applicant select the day month and year by clicking in each of the fields and selecting from the dropdown list displayed If you are loosely scheduling a future visit enter just the month and the year A notification will appear in your Task List with a required action of Confirm Visit Once the visit date has been agreed with the Applicant you should click on this link to open the Visits screen and confirm the visit date see Change or Confirm a Visit Date section below Click on the Save button Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 13 of 22 Visitor User Guide View the Visit Schedule 7 Alternatively to cancel your entry click on the E button 8 he Visits screen displays with the visit entered on the schedule Visitor User Guide Version 2 0 ast updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 14 of 22 Visitor User Guide Change or confirm a visit date Change or confirm a visit date 1 If necessary search for and open the project or action plan you wish to amend a visit for The Profile Overview screen displays 2 Click on the Visits tab The Visits screen displays Exe Overview Geographical Details Payment Details Irregularities Risk 3 To change the date of a
19. yourself of The user guide can be used in conjunction with the online help within the TESA system About Visitors This role will be performed by GO users so they can schedule PAV Project Engagement and other visits and record findings for a project or an Action Plan that their region is managing The key operations performed by this role are e Schedule a visit The user confirms the date of a visit and the system will alert the Applicant project or Action Plan Project Manager e Print out documentation to be taken on the visit Register the findings of a visit Team Leader Role A Visitor allocated a team leader status on TESA can in addition to the tasks above e Access visit assigned or locked under another Visitor and route it on to him or herself or another Visitor for action This feature of TESA ensures that if a Visitor is out of the office on holiday or sick leave for example any items locked to them can be released and re allocated to another member of staff Visitor User Guide Version 2 0 Last updated 04 04 07 Document Owner Victoria Norman TESA Project Team Page 3 of 22 Visitor User Guide Logging in and out of TESA Logging in and out of TESA Login To log in to TESA go to the home page of the ERDF for England website www erdf communities gov uk and click on TESA Login Note The log in link is not yet available on the ERDF website For early adopter office sta
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