RISK FORM User Manual (final)
Contents
1. GOVERNMENT OFFICE FOR THE NORTH WEST RISK FORM User Manual final 8 APRIL 2003 PRODUCED BY Scott Wilson 12 18 Grosvenor Gardens London SW1W ODH T 44 0 20 808 4100 F 44 0 20 808 4101 E consultancy scottwilson com Government Office for the North West RISK FORM User Manual Document information Document status Final Client GONW Author Richard Caseley Reviewed Heather Heaton Date 8 April 2003 Produced by Scott Wilson 8 April 2003 2 Government Office for the North West RISK FORM User Manual Table of contents Document information ccceessssecesscccereeeeensssccesceeeeeees 23 Table of contents ssnnnnnesnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnne 34 A aipee lI CUON AE estan 45 2 Login Screen caitccsiscchuencssaiehssetatececeiorsaeavesaeieeneeutensaeiwaaan 67 3 Administration Of MonthS sssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 89 3 1 General Vey OM aa sedan ocdec cc ccsczecczcssctsecesczesczeecees 89 3 2 Navigational DUWMOMS 222 c0 ccc cedsescecceccseecneccceeeceesseenes 89 4 List of RISK FORMS cicsscccscnicccesscecncusctersacancasecassveessennuaas 1044 4 1 General AV OU sees ssc crease sree Sos eseeet ceeesncecceeuces 1044 4 2 Navigational DUTOMS ccc2cccceccscct cscs cceccacscdecscccedeceees 1044 S Project POPU aiccetssceniceesncisnasaeuaicsenscsaansansaausacetecetecstaasne 1443 5 1 General layout seca oa cto ie cemin topic com veesecenwcenesesseenesss 1443 5 22. 1 NAME Produced by Scott Wilson 8 April 2003 26 Government Office for the North West RISK FORM User Manual 2 SURNAME 3 Email 4 TYPE this is the type area of feedback and the options are a Navigational problem refers to feedback on how you can _go from one form to another or from one input field to another in the application b Data entry problem refers to feedback related to the action of entering data c Suggestion of improvement refers to feedback on how can we make the application better and make your task easier and more effective d Other refers to any other type of feedback not covered under the previous fields 5 SEVERITY how critical is this feedback to your task 6 DESCRIPTION a description of what the feedback _ is Please note that the more detailed and specific the feedback is the easier will be for us to incorporate you comments and improve the Risk Form Produced by Scott Wilson 8 April 2003 27 Government Office for the North West Appendix 1 Ormae Ooms elo Nemes Wee Losin Not OK Login after erronous attempt login screen a LOGIN OK SEa UserType Admin LOGIN user ok LOGIN OK sy UserType Admin on LOGIN user ok RISK FORM User Manual ae SE a EES gt List of months that are either open or closed List of months that are either open or closed CANCEL INPUT DA
3. claims around the forecasts that are already being supplied in the Interactive Claim Form This information will be input by projects and then reviewed by APs before submission to EPS should be based on project risk assessments is crucial to provide clear and early notice of the likelihood of avoiding decommitment in 2003 and future years and hence to flag up to APs and EPS where mitigating action is required Risk analyses will be undertaken on the basis of information input to the Risk Form and in turn management reports issued to APs It is hoped that this will provide good quality forward looking information to help inform management decisions at project AP and programme level by AP and EPS staff respectively Further information on the philosophy behind the Risk Form and supporting risk management approach can be found in the notes of the 24 and 25 February risk management training sessions with APs These notes were issued to all APs The Risk Form has been developed by Scott Wilson in consultation with staff from GONW s European Programme Secretariat EPS and with representatives from Action Plan Partnerships the latter primarily through the aforementioned 24 and 25 February training sessions There are different levels of access and functionality Project staff will be able to see and input data for their own project AP managers will be able to see and amend data for all their projects to add projects and to
4. 3 projects which are generally larger and more complex the data input will be for each claim element The claim elements will be those specified on the Interactive Claim Form typical examples are Contractor s Fees Salaries Site Investigation etc Listed below are descriptions of what must be input to each field each box in the Project Data section of this form These descriptions appear as pop up help messages when the mouse arrow is placed upon the blank field General information n First claim month in which first claim is forecast to be made from AP to GONW 7 Last claim month in which last claim is forecast to be made from AP to GONW Cost Risk Quarter o Worst case claims to date plus minimum likely claim for this quarter only 10 chance of undershooting this o Expected claim claims to date plus realistic forecast claim for this quarter 50 chance of undershooting this and 50 of overshooting it o Best claim claims to date plus maximum likely claim for this quarter only 10 chance of overshooting this o Contracted claim offer letter profile cumulative claim to end of this quarter e Year end o Worst case claims to date plus minimum likely claim for the remainder of this calendar year only 10 chance of undershooting this o Expected claim claims to date plus realistic forecast claim for the remainder of this calendar year 50 chance of undershooting this and 50 of oversh
5. Tools Help Back M P seach sy Favorites Media 5 A BD9 Address http dev 4wardgroup com gonwjindex php Administration of months INPUT pata 3 2 Navigational buttons The following navigational buttons are present in this form ADMIN this only appears when logged in as an AP manager By clicking this button you will be automatically re directed to the Administration of projects and passwords form LOGOUT by clicking this button you will be automatically logged out and the Login screen will appear INPUT DATA by clicking this button you will be automatically re directed to the List of Risk Forms where you will be able to select the project for which you want to input data VIEW DATA by clicking this button you will be automatically re directed to the List of Risk Forms where you will be able to select the project for which you want to view data for a given month either the current month or a previous month Produced by Scott Wilson 8 April 2003 8 Government Office for the North West RISK FORM User Manual FEEDBACK by clicking this button you will be automatically re directed to the Feedback Form where you can offer feedback on the Risk Form Produced by Scott Wilson 8 April 2003 9 Government Office for the North West RISK FORM User Manual 4 List of Risk Forms For AP and EPS users this form will display Pending Projects light green no data
6. allocate passwords for their project managers to use Selected EPS staff will be able to see data for all the projects across the programme to send AP managers reminders to complete their inputs and to close a month to further input once the deadline for input by APs is reached Produced by Scott Wilson 8 April 2003 4 Government Office for the North West RISK FORM User Manual This User Manual aims to n Explain how to move navigate between the different forms of the application Appendix 1 is a navigation flowchart for the whole application n Outline the functionality of the different navigational and functional buttons within the different forms 7 Explain what input information is required and provide basic guidance on how it should be arrived at further details of the latter are provided in the training session notes referred to above Sections 2 3 4 and 5 of this User Manual describe the 3 main screens also called pages or forms of this application Sections 6 and 7 describe the additional functions available to AP managers and EPS users Produced by Scott Wilson 8 April 2003 5 Government Office for the North West RISK FORM User Manual 2 Login Screen To log onto the application users need to go to the following web address using any standard web browser dev 4Wardgroup com GONW login At the site the user will be presented with the login screen A GONW RISK ANALYSIS ENTRY SITE LOGIN
7. completed for all projects whether they are approved or in the pipeline see section 5 3 for more details e The bottom section titled Claim Data has only to be completed for approved projects see section 5 4 for more details Projects will be expected to complete this form each month then submit it to their AP manager for review and approval and amendment if necessary in consultation with the project before the AP submits it to EPS General layout Z GONW RISK FORM Microsoft Internet Explorer File Edit View Favorites Tools Help Qk O RA Aseh H Favortes meda D O OB ins orct Sadmin jadminos E fiez Firewall Address E http dev 4wardgroup com gonw index php page projectDetail projectMonthID 0049 amp monthStatus open Project Business Support Mar 2003 PROJECT DATA t r Priority Action Plan R rprise g ty P Chance of fatal risk stopping project o Milestone 0 date Milestone 1 date Milestone 2 date Milestone 3 date Milestone 4 date 15 07 02 15 07 02 15 07 02 15 07 02 15 07 02 CLAIM ELEMENT Business Support First claim Jun 2003 YW Last claim Mar 2004 End of Jun 2003 End of 2003 End of project Worst case Worst case Worst case Ea Expected claim Expected claim Expected claim Best case Best case Best case Contracted claim ESE contracted claim Contracted claim Navigational bu
8. in this duration These risks should be identified and assessed and then regularly reviewed using a risk assessment and management approach such as that presented at the APs risk training sessions held at GONW offices on 24 and 25 February 2003 Produced by Scott Wilson 8 April 2003 18 Government Office for the North West RISK FORM User Manual 7 Administration of Project Passwords This form allows AP managers to add users for each project and provide them with passwords For each project that the AP manager has he will only be able to set one extra user ie one user other than the AP manager Only the blank fields are to be completed 7 1 General layout A GONW RISK FORM Microsoft Internet Explorer N E ioj xj Fie Edit View Favorites Tools Help Back gt amp A A search GFavorites meda 4 Ey 3 fal S yS Address a http dev 4wardgroup com gonw index php page adminProjectPasswords x red Go Links Y 2 Search Sign In myYahoo lt 7 News WP Yahoo E Games E3 Yahoo Mail u Finance Pl Shopping Come Administration of project passwords at Project name Username Password Highways for Reading Business Parl Reading College Extension Reading College Learning Support D Internet Asor A S BO Bay iinoo Eca wows Whore jcon S OYE DS COPTORHOM 02 00 7 2 Navigational buttons HOME by clicking this button you will be automatically
9. AHoops we Yahoo Fe Games Z Yahoo Mail ui Finance Create a new project Mar 2003 CREATE NEW PROJECT E nter FEEDBACK project Select from the drop down menu the project priority E nternet Aso SH Dw Ghewes salowes Syne Brew Moat Em LSECOWMARLOSIOOSEB ors 5 2 Navigational Buttons The following navigational buttons are present in this form HOME by clicking this button you will be automatically re directed to the home page i e Administration of Months Produced by Scott Wilson 8 April 2003 12 Government Office for the North West RISK FORM User Manual ADMIN this only appears when logged in as an AP manager By clicking this button you will be automatically re directed to the Administration of projects and passwords form LOGOUT by clicking this button you will be automatically logged out and the Login screen will appear CREATE NEW PROJECT by clicking this button you will automatically create a new project with the information provided FEEDBACK by clicking this button you will be automatically re directed to the feedback form Produced by Scott Wilson 8 April 2003 13 Government Office for the North West RISK FORM User Manual 5 1 5 2 Project Form This is the form used to input the risk data for a given project This form is split into 2 parts e The top section titled Project Data has to be
10. File Edit View Favorites Tools Help Q Back a a P Seach Fe Favorites meda O Address E http v Bo Norton Antivirus os FOR THE NORTH WEST Risk Form Login USERNAME PASSWORD When prompted with this screen users must enter a valid user name and password by clicking in the blank box and typing their USERNAME or PASSWORD Then click on LOGIN to access the application relevant Produced by Scott Wilson 8 April 2003 Government Office for the North West RISK FORM User Manual If either the USERNAME or PASSWORD are incorrect you will be presented with the error screen shown below and should then follow the on screen instructions a GONW RISK ANALYSIS ENTRY SITE LOGIN FAILED File Edit View Favorites Tools Help t A a A seach sy Favorites meda Address http v Jco norton antivirus FOR THE NORTH WEST Risk Form Login Internet Produced by Scott Wilson 8 April 2003 7 Government Office for the North West RISK FORM User Manual 3 Administration of months Once you have successfully logged on you will be directed to the home page called Administration of Months This page has one row per month the current month ie that for which data input is required appears in dark green while previous months appear in grey 3 1 General layout Z GONW RISK FORM Microsoft Internet Explorer File Edit View Favorites
11. Navigational buttons ia aed eeecenteecepsectes 14438 5 3 Project Data yascedsctasconsctittenicadcvensasesesnsesdeanssecoueatee 1544 5 4 Claim Datta ccccceeeecceeeeeeeeeceeeeeeeeeeeeeeeeeeeeeeneeees 1645 6 Administration of Project Passwords cccceeeee 1948 6 1 Generallayout icoiiociriiinineni niania 1948 6 2 Navigational buttons eeeeeeeeeeee eerren neer 1948 7 Admin User Mode scssssccecreeceessssccesscceereeeeensene 2120 7 1 Administration of Months eeeeeeeeeeeeeeees 2120 7 4 1 GENERAL LAY OUT niciscsccisssscssscasecctasctnssscessossedaavesstisssncsdossotensavenivesiaeesentaee 2120 7 1 2 NAVIGATIONAL BUTTONS cccccecccccceetcceeneeteeteeseeneeeseeseesenneeseeatessneaaes 2224 7 2 Project Status risce die dese deach ecw oateonceenteaneweateneteosntose 2322 7 2 1 GENERAL LAYOUT iriiri iirimaa sea ibeecoigiaseseasiey anini aiian 2322 7 2 2 NAVIGATIONAL BUTTONS cccccccccccesetcceeeeeeteeneeeeeneeeseeeeesenneeseeteeseeaaes 2423 Appendix Vises secccccecenssetcacennecewsubeesssvstenveeazesenessabssecenseeeds 2824 Produced by Scott Wilson 8 April 2003 3 Government Office for the North West RISK FORM User Manual 1 Introduction This document is the final User Manual for the Risk Form a web based system to be launched shortly by GONW for use on their European Objective 2 Programme The Risk Form aims to capture information about the likely variability of future
12. TA CLOSE MONTH MONTH STATUS I Heeros nan that ros arto doe ta meth List of projects per month OPEN Project status list grouped by AP s Data entry screen SAVE FORM List of open projects that inhibits the closing of a mepe SEND REMINDER No EMAIL YES Send mail email to appropriate AP manager Choice of save method ADMIN UserType AP Manager List of projects that the AP manages and the passwords and emails to be used by the project managers Creation or modification of passwords and email addresses automatically sends emails Produced by Scott Wilson 8 April 2003 28
13. back Form This form appears as an option at the bottom of every screen The aim of this form is for users to provide feedback on how the application works and how it can be modified to make the users task easier and more effective This feedback applies to the following 1 Errors on the application 2 Additional functionality required 3 Improvements to existing functionality 4 General feedback comments This form can be access from any of the forms in the Risk application 9 1 General layout 3 GONW FEEDBACK FORM Microsoft Internet Explorer Produced by Scott Wilson 8 April 2003 25 Government Office for the North West RISK FORM User Manual 9 2 Navigational Buttons The only navigational button in this form is the SEND FEEDBACK By clicking this button your feedback will be sent to our database were it will be stored and reviewed periodically Once the form has been submitted you will be presented with the following screen A GONW FEEDBACK SAYED Microsoft Internet Explorer E 18 xj Thanks for entering your Feedback Poort Qe nSt ew Snor Mne ore E0 Eo LSCOESLAVOOSEB o720 Once the screen above appears you can close it in the usual windows manner ie by clicking on the x button on the top right hand corner of the screen to return to the Risk application 9 3 Entering data in the fields The following data needs to be entered in the form
14. gin screen will appear OPEN by clicking this button you will be automatically routed to the Project Form where you can input the relevant data for the required month PROJECTS by clicking this button you will be automatically routed to the Project Form for the required month CREATE NEW PROJECT by clicking this button you will be automatically routed to the Create New Project form FEEDBACK by clicking this button you will be automatically re directed to the Feedback Form where you can offer feedback on the Risk Form Produced by Scott Wilson 8 April 2003 11 Government Office for the North West RISK FORM User Manual 5 Create a New Project This form can be entered by clicking on the Create new project button at the bottom of the List of Risk Forms screen The Create New Projects form allows new users to create new projects within the application Once the new project is created a blank Project form will be created This facility would typically be used for projects prior to Milestone 2 ie where those yet to be entered to the ICF 5 1 General layout Microsol nterne HI File Edit View Favorites Tools Help Back gt O A A Asearch Syravorites meda A D SR 4 Ss Address amp http dev 4wardaroup com gonw index php page adminCreateProject amp MonthID 0303 amp gotoCreateProjectSubmit Create new project YW 2 Search Sion in my Yahoo News YGNCA
15. has been input so far Active projects dark green some data has been saved but the project has not been closed Approved projects grey all data has been saved and can be viewed but not changed The AP manager will see all the projects under his her responsibility whilst the Project Manager will only see the particular project that he she is responsible for 4 1 General layout Z GONW RISK FORM Microsoft Internet Explorer DAR ar File Edit View Favorites Tools Help Qs O AA A A seach A Favorites meda O 3 0 Ll Bw Links T SjAdmin Admins filez Firewall Address E http dev 4wardgroup com gonwyindex php page projectList amp MonthID 0303 List of risk forms Mar 2003 STATUS PROJECT PROJECT MANAGER FUNCTIONS Approved Reading College Learning Support AP Manager Approved Highways for Reading Business Park AP Manager Approved Business training for school leavers AP Manager 4 2 Navigational buttons HOME by clicking this button you will be automatically re directed to the months form i e Administration of Months ADMIN this only appears when logged in as an AP manager By clicking this button you will be automatically re directed to the Administration of projects and passwords form Produced by Scott Wilson 8 April 2003 10 Government Office for the North West RISK FORM User Manual LOGOUT by clicking this button you will be automatically logged out and the Lo
16. hich are still pending i e not all the data has been inputted and which are completed This form also enables users to send reminder e mails to the AP managers so that they complete the projects for which they are responsible 8 2 1 GENERAL LAYOUT Z GONW RISK FORM Microsoft Internet Explorer File Edit View Favorites Tools Help EER a Qrk QO BG search A Favorites Meda O 3 0 O Links T SjAdmin Gj Admins filez 4 Firewall 2 Address http dev 4wardgroup com gonw index php page adminListallProjects amp MonthID 0303 v EJ co Project Status Mar 2003 AP Ashton Renewal Partners Osk Project A Project B Produced by Scott Wilson 8 April 2003 23 Government Office for the North West RISK FORM User Manual 8 2 2 NAVIGATIONAL BUTTONS HOME by clicking this button you will be automatically re directed to the home page i e Administration of Months ADMIN by clicking this button you will be automatically re directed to the home page i e Administration of Months LOGOUT by clicking this button you will be automatically logged out and the Login screen will appear SEND REMINDER E MAIL by clicking this button you will send and e mail to the AP manager responsible for those projects reminding him her that there are still outstanding projects to his her name Produced by Scott Wilson 8 April 2003 24 Government Office for the North West RISK FORM User Manual 9 Feed
17. ooting it o Best claim claims to date plus maximum likely claim for the remainder of this calendar year only 10 chance of overshooting this Produced by Scott Wilson 8 April 2003 16 Government Office for the North West RISK FORM User Manual o Contracted claim offer letter profile cumulative claim to end of this calendar year e Project end o Worst case claims to date plus minimum likely claim for the remainder of the project only 10 chance of undershooting this o Expected claim claims to date plus realistic forecast claim the remainder of the project 50 chance of undershooting this and 50 of overshooting it o Best claim claims to date plus maximum likely claim the remainder of the project only 10 chance of overshooting this o Contracted claim offer letter profile cumulative claim for whole project life Delay risks 7 Delay risk percentage chance of first claim being delayed from that stated under First Claim above by 1 quarter or more n Maximum Likely delay maximum likely delay in quarters to first claim only 10 chance of a greater delay than this Duration Risks e Duration risk percentage chance of duration from first claim to last claim being increased by 1 quarter or more Maximum Likely increase in duration maximum likely increase in duration in quarters from first claim to last claim only 10 chance of a greater increase in duration than this Cost risk is intended
18. re directed to the home page i e Administration of Months ADMIN this only appears when logged in as an AP manager By clicking this button you will be automatically re directed to the Administration of projects and passwords form LOGOUT by clicking this button you will be automatically logged out and the Login screen will appear SAVE ALL PASSWORDS AND E MAILS by clicking this button you will automatically save all the information on the form and send an e mail to any new users you have created informing them of their user name and password Produced by Scott Wilson 8 April 2003 19 Government Office for the North West RISK FORM User Manual FEEDBACK by clicking this button you will be automatically re directed to the Feedback Form where you can offer feedback on the Risk Form Produced by Scott Wilson 8 April 2003 20 Government Office for the North West RISK FORM User Manual 8 Admin User Mode For those users with Administrator status selected EPS staff once they log in they will be able to perform the same activities as normal users However they will also be able to access additional functions such as 1 Create new users 2 Send reminders to AP managers to complete the data for their months 3 Close months ie stop any further data input for a given month 8 1 Administration of Months 8 1 1GENERAL LAYOUT yy GONW RISK FORM Microsoft Internet Explorer File Edit View Favorites Tool
19. s 7 Chance of fatal risk occurring percentage chance of a risk stopping the project higher percentage means higher chance m Milestone 0 Project synopsis project scoped described amp quantified in terms of costs amp outputs submitted to AP 7 Milestone 1 ERDF form submitted to AP Milestone 2 AP issue signed project offer letter to project with contracted claim profile Milestone 3 First financial claim 7 Milestone 4 Last claim The estimated total claim field indicates the agreed or likely total claim for the project The fatal risk field indicates the chance of the project being stopped The milestone dates indicate by comparison with the date at the time of data input where the project is in the project lifecycle Together the data input to these fields provides an overview of a project s size risk profile and adherence to timetable An AP with few approved projects but many projects between milestones 1 and 2 is in a better situation than an AP with few approved projects and few projects Produced by Scott Wilson 8 April 2003 15 Government Office for the North West RISK FORM User Manual between milestones 1 and 2 so more drastic remedial action is likely to be needed in the second case 5 4 Claim Data This data has only to be input for approved projects ie projects past milestone 2 For priority 1 and 2 projects the data input will be for the project as a whole For Priority
20. s Help Back gt O A A Reach GFavortes meda 3 B S w a y Address gq http dev 4wardgroup com gonwyindex php z Eao l Links gt signin myYahoo lt A News WP Yahoo ER Games EZ Yahoo Mail W Finance Shopping Administration of months CLOSE MONTH MONTH STATUS Closed Feb 2003 OPEN MONTH Closed Jan 2003 OPEN MONTH _ Internet Aso 4 e AOD Or ee el ga wo wale gw 0 Bm WSCOLMES COP FORE M0202 Produced by Scott Wilson 8 April 2003 21 Government Office for the North West RISK FORM User Manual 8 1 2NAVIGATIONAL BUTTONS HOME by clicking this button you will be automatically re directed to the page Administration of Months ADMIN by clicking this button you will be automatically re directed to the home page i e Administration of Months LOGOUT by clicking this button you will be automatically logged out and the Login screen will appear CLOSE MONTH clicking this button automatically closes the given month MONTH STATUS by clicking this button you will be automatically directed to the list of projects for the selected month grouped by AP and showing the relevant status Produced by Scott Wilson 8 April 2003 22 Government Office for the North West RISK FORM User Manual 8 2 Project Status This form shows all the projects for a given month grouped by action plan It also provides information as to w
21. to capture variability in claim amounts but in so doing is likely to also capture changes in profile of claims between the original forecast first claim and last claim dates eg it maybe that the total timescale is being retained but claims are slightly more back ended loaded than first planned though this should be a warning sign it is often the precursor to the project overrunning its programme ie the duration being extended Delay risk captures shifts of the whole claim profile ie a delay means a shift of the whole claim profile to the right Duration risk captures extensions or reductions in the duration of the spend profile ie if its stretched or squashed relative to the original forecasts Generally speaking the higher the risk the greater the variability eg Produced by Scott Wilson 8 April 2003 17 Government Office for the North West RISK FORM User Manual 7 Higher cost risk means the difference between the worst case and best case claim forecasts should be greater It is expected that based on performance to date the best case forecast will rarely exceed the contracted profile higher delay risk means the user should input a greater percentage chance of delay to first claim and possibly a greater maximum likely delay to first claim higher duration risk means a greater percentage chance of the duration between first claim and last claim being increased and a greater maximum likely increase
22. ttons HOME by clicking this button you will be automatically re directed to the months form i e Administration of Months PROJECTS by clicking this button you will be automatically routed to the Project Form for that month Produced by Scott Wilson 8 April 2003 14 Government Office for the North West RISK FORM User Manual ADMIN this only appears when logged in as an AP manager By clicking this button you will be automatically re directed to the Administration of projects and passwords form LOGOUT by clicking this button you will be automatically logged out and the Login screen will appear SAVE FORM this will take you to a new screen where you will be asked to a Save the project to save the data inputted b Go back to project list without saving FEEDBACK by clicking this button you will be automatically re directed to the Feedback Form where you can offer feedback on the Risk Form 5 3 Project Data This data enables EPS and APs to have a view of projects that are not yet approved and hence take these into account when taking management decisions Listed below are descriptions of what must be input to each field each box in the Project Data section of this form These descriptions appear as pop up help messages when the mouse arrow is placed upon the blank field m Estimated total claim contracted total claim for approved projects estimated total claim for pipeline project
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