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TESA A10 Inspector User Guide
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1. 2 Click on the Visits tab The Visits screen displays 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 Project Engagement Visits Progress and Verification Visits Visit Confirmation Letter PAY Visit Confirmation Letter PAY 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 Add New Visit Note It is possible to delete future confirmed or loosely scheduled visits It is not possible to delete historic visits 1 Click on the Delete Visit button A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 16 of 20 A10 Inspector User Guide Delete a visit 2 Click on OK to confirm your action The visit is deleted Schedule of visits Are you sure you want to delete the visit A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 1
2. 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 Logged in IW BRT Aldinspector Home Reporting pop up Page Help Logout A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 5 of 20 A10 Inspector User Guide Home asks 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 TESA Your Task List displays all tasks relevant to the role or roles that you have been allocated For the purpose of this guide we will focus only on tasks relevant to the A10 role Tasks can be either open or locked Open Anyone with the appropriate TESA role can take up and complete pick up an open task click on the link in the Action
3. 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 All visits that require confirmation and those which are currently being worked on by other A10 users will be shown NW BRT A10Inspector GOVERNMENT OFFICE FOR THE NORTH WEST Your Task List Projects Action Plans Programme Organisations Users Personal Tasks Date Raised Project Reference Project Hame Measure Claim Ho Raised By Status Required Action 31 01 2007 ERDF 00 0037 SME MANAGEMENT amp STAFF SKILLS TRAINING SEMINARS MWW BRT amp 1 lnspector With amp 10lInspector Confirm project visit A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 6 of 20 A10 Inspector User Guide Home asks Filtering Projects 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 Filter Criteria Reference Status Sort Date Raised v Name Locked Against Sequence Desc Group Action Page Size fi 0 Owner O O Priority _ Filter Tasks Remove Fiter Measure Id Filter Tasks button Description Reference Enter the pr
4. 7 of 20 A10 Inspector 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 Es Overview Geographical Details Payment Details Irregularities Risi 2 Click on the Add Report button next to the relevant visit Visit 2 Article 10 Visit Article 10 visit Visit Took Place Report Required 01 04 2006 Add report Change Date 3 he Visit Report screen displays Offer Details Overview Geographical Details Payment Details Irregularities Risk Visit Report Visitor Hame SE BRT 0Inspector Organisation Government Office for the Date of Visit 15 2007 Visit Report required Article 10 Visit If visit is amp rticle 10 visit enter reason for selecting required C Major recipient of arant Risk based selection Non risk random selection Amount Inspected The remainder of the screen is on the next page A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 18 of 20 A10 Inspector User Guide Add or Edit a Visit Report Add Year Attachments There are currently no attachments to display Add New Attachment Save Report Cancel 4 The Visitors Name and Org
5. 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 A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 8 of 20 A10 Inspector User Guide View the Visit Schedule View the Visit Schedule 1 Search for and open the project action plan you would like to view the visit schedule for 2 Click on the Action Plan Project Name link to open it The Project Profile Overview screen will display 3 Click on the Visits tab as highlighted below I Overview Geographical Details Payment Details Irregularities isk Claims 4 Visits Preparing for a visit The following documents may be printed to assist with the visit Project Engagement Visits Progress and Verification Visits PEV 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 Dat
6. anisation 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 5 The visit date fields will display the current date Click in each field and select the date the visit took place 6 You can enter your report in two ways directly into the Visit Report box or as an attachment Please remember however that as the Visit Report field is mandatory so you must enter something in this field to allow you to save the page You may wish to enter a summary of the report or simply a reference to the attached report 7 Choose from the three options presented in the Reason for selecting the project action plan field by clicking on the appropriate radio button 8 enter the amount of expenditure inspected during the visit click on the Add Year button A table shown below displays to allow you to enter Amount Inspected Measure Amoun t Total 2000 3 2 Strengthening the cultural and creative infrastructure There are no measures for this visit report Add Year 9 Click in the Year field and select from it the year during which the expenditure you inspected was defrayed 10 If the project or action plan that was inspected is multi measure click in the measure field and select the appropriate measure for which the expenditure was inspected from the dropdown list 11 Enter the value of expenditure inspected for t
7. ate which one Irregularity Enter the date that visit took place or is scheduled to take place If only roughly scheduling leave DD blank da mm Save A minimum of 5 of eligible expenditure of each programme must be examined by the A10 team These inspections verify the effectiveness of the management and control systems in place and selectively on the basis of risk analysis expenditure declarations made Use this option for all other types of visits such as a visit taking place as the result of an irregularity Note Should the GO require additional visit types adding to the dropdown list this should be requested through the TESA central support service 3 Click in the Purpose field and enter a brief summary of the visit purpose 4 If the visit is associated with an irregularity select the appropriate irregularity record from the drop down list Note Only irregularities recorded on TESA against the project or Action Plan will 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 shown please talk to the Project Monitor who owns the project or action plan within your GO 5 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 A10 User Gu
8. become editable 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 A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 20 of 20
9. display on this Screen Description 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 This button displays 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 on the Update Schedule button and the visit schedule will reorder if necessary into chronological order A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 10 of 20 A10 Inspector User Guide View the Visit Schedule Add report Click on this button to enter a Visit Report on TESA The Inspection Report screen will open m this button to open a Visit Report entered on A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 11 of 20 A10 Inspector 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 Pa
10. e 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 10 2006 Add report Change Date Visit 4 PAV Visit Visit Due 05 09 2008 Add report Change Date Delete Add New Visit About this screen The Visits screen displays all visits recorded against the project action plan on TESA in chronological order A number of visit types may appear e PAV previously referred to as Article 4 e Article 10 e Project Engagement A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 9 of 20 A10 Inspector User Guide View the Visit Schedule e 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 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 Buttons The table below explains the function of the buttons and links that
11. esting please enter https tesa brt erdf odpm gov uk to display the login screen Tha UK Government s ommunities an Local Government ERDF site for England Log in to TESA Username required Password required ce Forgot 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 These will be used to validate your identity if you should forget your password in the future A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 4 of 20 A10 Inspector User Guide Logging in and out of TESA Security questions Security Questions Ta complete the registration af your account please Supply two Security questions such as Mother s maiden and first pets together with the 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 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
12. hange a Article 10 Visit Visit Took Place Report Requir h ISto visit as Add report Change Date long asa repo rt has not been visit 3 PAV Visit attached Visit Took Place Report Required 064 0 2006 Add report Change Date Visit 4 Article 10 Visit You can update a udi future scheduled visit Visit Scheduled Confirmation Required Set Date How da v 7 v 2007 v Update Schedule Delete Visit 5 Other Visit 6 You can change future Visit Due 08 07 2009 AP confirmed visit Add report Change Date Delete 4 he 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 button 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 A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 15 of 20 A10 Inspector User Guide Delete a visit Delete a visit 1 If necessary search for and open the project action planyou wish to amend a visit for The Profile Overview screen displays D Overview Geographical Details Payment Details Irregularities Rig p Dffer Details
13. hat year measure in the Amount field A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 19 of 20 A10 Inspector User Guide Add or Edit a Visit Report 12 To add a further year click on the Add Year button and repeat steps 9 11 Repeat as necessary 13 To upload a file click on the Add New Attachment button then Click on the Browse button Navigate to where the attachment is stored select the item to attach Enter a title for the attachment in the Title field A description may be entered if required Click on the Upload Attachment button Use the Abandon Upload button if you have chosen the wrong item to attach Select the correct item and then repeat the steps above 14 Click on the Save Report button 15 The screen re displays with report details and attachments displayed 16 Click on the Visits tab to display the visit schedule You will see the visit now displays with Visit Report button All users with access to the Visits tab can click on this button to view the report 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 2 Click on the appropriate Visit Report button The Visit Report screen will display 3 Click on the Edit Report button The form will
14. ide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 13 of 20 A10 Inspector User Guide View the Visit Schedule OR 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 Project 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 6 Click on the Save button 7 Alternatively to cancel your entry click on the ES button 8 Once you have clicked Save the Visits screen displays with the visit entered on the schedule A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 14 of 20 A10 Inspector User Guide Change or confirm a visit date Change or confirm a visit date 1 If necessary search for and open the project action plan you wish to amend a visit for The Project Profile Overview screen displays 2 Click on the Visits tab The Visits screen displays MN Overview Geographical Details Payment Details Irregularities Dffer Details 3 To change the date of a confirmed or historic visit click on the Change Date button Visit 1 Project Engagement Visit Visit Complete 11 04 2005 Visit report Visit 2 Article 10 Visit You can c
15. oject 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 A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 7 of 20 A10 Inspector User Guide Home Tasks Field Description 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 their 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
16. tesa Transactional ERDF amp State Aid TESA A10 Inspector User Guide Table of Contents INTRODUCTION c 3 HOW TO USE THIS GUIDE 3 ABOUT VO INSPECTORS M 3 TEAM EERDER T LOGGING IN AND OUT OF 4 4 5 6 FILTERING PROJECT T U 7 VIEW THE VOM SCHEDULE ES Ed ds 9 CHANGE OR CONFIRM A VISIT DATE 15 DELETE A VS cv I 16 ADD OR EDIT A VISIT 18 ENTER A VISIT traen nU RU iet DRE Pr Pen MR Pr EUR De EU 18 EDITA VISIT 20 A10 Inspector 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 yourself of The user guide can be used in conjunction wi
17. th the online help within the TESA system About A10 Inspectors This role will be performed by GO users so they can schedule A10 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 an A10 visit The user confirms the date of a project visit and the system will alert the Applicant Project Manager e Prepare and print out documentation to be taken on the visit e Register the findings of an A10 visit TESA Team Leader Role An A10 user allocated a team leader status on TESA can in addition to the tasks above e Access a visit assigned or locked under another A10 user and route it on to him or herself or another A10 user for action This feature of TESA ensures that if an A10 user 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 where necessary A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 3 of 20 A10 Inspector 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 login Note The log in link is not yet available on the ERDF website For early adopter office staff using the staging environment for Business Readiness T
18. yment Details Irregularities Risk Visits Preparing for a visit The following documents may be printed to assist with the visit Project Engagement Visits Progress and Verification Visits PEV Visit Confirmation Letter PAV Visit Confirmation Letter PAY 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 Add New Visit 2 The Add Visit screen displays Click in the Type field and select a visit type from the dropdown list displayed You are presented with four options but you will invariably select A10 or Other Engagement PAV are visit types used by the Visitor role allocated to GO users in the ERDF team A10 User Guide Version 2 0 Last updated 13 04 07 Document Owner Victoria Norman TESA Project Team Page 12 of 20 A10 Inspector User Guide View the Visit Schedule Overview Geographical Details Payment Details Irregularities Risk Add Visit Type Select Type 7 Select Type Engagement Purpose PAV ATO Is visit connected with an irregu If so please st
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