Transcript No Slide Title

Training
Guide for
Inzalo SOP
Posting
SOP Posting Overview
This guide has been prepared to demonstrate the use of the Inzalo
Intranet based SOP Posting applications. The scope of this
document includes the process of taking an SOP that has been
saved in an HTML format, adding the SOP documents to the Inzalo
directory, and recording any of the control information for the SOP –
e.g client names, UTi user names, participating branches, etc.
TRAINING SECTIONS:
1. Review SOP Documents
2. Post new SOP documents
3. Edit existing SOP documents
This manual assumes:
•Application users are familiar with web browsers -- e.g. all drop-down keys contain
additional information and all field names have help screens
•Users have knowledge of basic eMpower file lookup functions – e.g. client name and UTi
employee name retrievals from search boxes.
Overall Process
SOP Creator
SOP Poster
Service Level
Agreement
Create SOP
Documents
ZIP and
Forward
Review SOP
Post SOP on
Inzalo
Key Concepts
SOP (Standard Operating Procedure)
SOPs have been traditionally maintained offline via hard copies of documents
that are distributed to participating branches. The NextLeap project team has
created a method for storing SOPs online and providing visibility to employees
and customer contacts who require this information.
Inzalo
Inzalo is the internal portal or “Intranet” that was deployed across the UTi
organization in the 2nd quarter of 2002. Inzalo provides a common gateway
for company information and web-enabled software applications.
HTML
HTML stands for Hyper Text Markup Language, and is the common global
standard for publishing information on Inzalo and the Internet.
CMF (Customer Master File)
The CMF is the UTi global account file that is maintained within the eMpower
suite of applications. The purpose of the CMF is to provide a common
identification of a global UTi account, and to allow the association of the
various local account operating units to a global parent account.
MY SOPs
This term refers to the SOPs that have been alerted for specific UTi employees
as participants in the customer management process. These SOP documents
are made readily available for the MY SOP user list.
Section 1
REVIEW SOP DOCUMENTS
This section describes the process of saving the SOP documents that
are in a ZIP format, and reviewing the information prior to uploading
in the Inzalo portal.
Setup / Input
The SOP documents must be compressed in a WINZIP file in order to
upload on to our website. The SOP creation process includes a step
to compress these files and email them to an authorized poster.
Training Segments
1. Save ZIP file received from SOP creator.
2. Review SOP Documents.
This section describes how to open and review SOP documents prior
to posting on Inzalo. If you are already familiar with this process, or
you have been trained as an SOP creator, then you can skip to
Section 2 of this document.
Receive SOP Documents: Save SOP Documents
• Open the email message that contains the SOP documents. First, you must save the zip file attachment.
•
•
•
•
Double click on the Zip file icon. Select the “Save it to disk” option and click the OK button.
Save the zip file in the desired area on your hard drive (MY Documents) or the local network server.
Double click on the Zip file icon again. This time select “Open it” and click on the OK button.
Unzip the compressed SOP file.
Double click on
the Zip file icon.
You must have a copy of
WinZip software in order
to access these files.
Receive SOP Documents: Open Folder Index
• When the WinZip file has been opened. You should see the contents of the SOP folder.
• Double click on the INDEX.HTML document.
Double click on the
Index.html document
Receive SOP Documents: Review SOP
• The SOP Index page will allow you to navigate through the various pages that have been created for the
SOP. The SOP overview page will be displayed initially.
• Click on any of the categories in the Table of Contents in order to display the SOP information. For this
demonstration, we will use the “Rates” document.
Click on the Rates index to view
rate information for the SOP
Receive SOP Documents: Review Rates
• Each page of the SOP folder can be viewed by clicking on the Table of Contents categories.
Section 1 Summary
You have successfully reviewed the contents of an SOP folder that has
been submitted for posting on Inzalo. In addition, we have saved the
compressed “ZIP” version of the SOP folder which is required in the next
process step.
Congratulations !
In the next section, we will demonstrate how to post the SOP documents
in the Inzalo Intranet portal.
Section 2
POSTING NEW SOP DOCUMENTS
The following section describes the process of creating a new global
SOP on the Inzalo Intranet site. This training document assumes that
the employee posting the SOP has already formatted this information
prior to posting.
Setup / Input
The SOP must be formatted as HTML documents (web pages) prior to
posting on Inzalo. These documents must be compressed in a
WINZIP file in order to upload on to our website.
Training Segments
1. Access the SOP system on Inzalo
2. Enter control information for the SOP documents.
3. Upload SOP documents.
4. Add CMF client names to SOP.
5. Add users to the MY SOP list.
6. Post the SOP.
Post New SOP: Access SOP Home Page
• The SOP applications are accessed from the Inzalo Intranet home page.
• From the wwwin.go2uti.com home page, enter your MyUTi login name & password details.
• Click Login and the Inzalo home page is displayed.
• Select the “SOP Home” application from the Quick Links bar on the left-hand side of the Inzalo home page.
1. Enter Inzalo
Login ID and
Password
2.
Click on the
SOP Home
applciation
Post New SOP: Select New SOP Function
• The SOP Home page allows the user to search for SOPs that have been posted on Inzalo, modify existing
SOPs, and access the SOP Posting application.
• Select the “Post a New SOP” link at the bottom of the page.
Click on the
Post a New SOP
hyper link
Only authorized Inzalo
users will see the link
for creating SOPs.
Post New SOP: Enter Control Information
• Enter the name of the new SOP that will be posted to Inzalo.
• SOP Poster name will default to the current user.
• Designate if this is a standard UTi operational SOP. For customer specific SOPs, leave this field unchecked.
• To select the SOP Owner, click on the blue search arrow.
Leave blank for customer
specific SOPs
Click to search for user
names
Post New SOP: SOP Owner
• Enter the first few letters of the owner’s last name in the popup window.
• Click on the SEARCH button.
• Click on the logon-id that corresponds to the correct name of the SOP owner.
• The popup will be closed automatically and the selected name will appear back on the posting form.
1.
Click on login ID that
corresponds to the SOP
owner’s name.
2.
The full user name will be
loaded in the main
screen.
Post New SOP: Upload SOP Documents
• Click on the Upload SOP >> link to activate the file upload popup window.
• Type in the file name, or click on browse to search for the SOP files.
Click to search computer
drives for the “ZIP” file
originally created for the SOP
Post New SOP: Upload SOP File
• Select the target “zip” file from your PC hard drive or LAN server drive.
• Click on UPLOAD FILE button. Please note that the upload process may take from several
seconds to a few minutes depending on how large the zip file is.
Click once the file name has
been loaded
The SOP documents must have been
previously saved on a local disk drive or
local network that the poster has access to.
Refer to Section 1 for a description.
These files must be in the “ZIP”
(compressed) format.
Post New SOP: SOP Version Notes
• When the “zip” file load has completed, the user will be asked to enter a version note.
• Enter a short description of this version and click on the SAVE button.
• You will be returned to the SOP home page.
If the SOP upload was unsuccessful, a
popup box will be displayed indicating an
error condition. Contact IT support.
Post New SOP: Add Clients
• The user is returned to the Post New SOP main page.
• The recently loaded SOP information should be visible on the bottom portion of the screen.
• Click on the Add Client link to attach client names for this SOP.
The Add Client function will allow
Click on the Add Client
assigned customers tolink
view
SOP
to attach
client
information. Please verify
namesif the client’s
access is mandatory.
The recently uploaded SOP
information is displayed on the
bottom half of the screen.
Post New SOP: Add Clients
•
•
•
•
Type in the first letters of the client name and click on the SEARCH button.
A list of matching CMF clients is displayed.
Check the ADD box for each client name.
Click on the ADD button at the bottom of the screen.
These accounts will be
added to the SOP list.
CMF
Post New SOP – Add Clients
• After the selected clients are added to the SOP, a refreshed client search form will be
displayed. Additional client names can be retrieved and added to the SOP.
• When all client names have been processed, click on the CLOSE button to exit this form and
return to the Post New SOP page.
Click on the Close
button when finished
adding all client names
With some Internet browsers, the Post SOP
main page may be displayed immediately.
The user will then have to click on the Add
Client window tab before closing this
window.
Post New SOP: My SOP Users
• When the user returns to the Post New SOP main page, the selected CMF accounts will
appear on the Clients line.
• The SOP can be automatically assigned to a UTi employee “My SOP” list.
• Click on the Add User link to attach employee names to this SOP.
Assigned accounts
are displayed
Click on the Add User
link to attach to My
SOP lists
MY SOP
Post New SOP: My SOP Users
• Enter a few letters of the last name and then click on the SEARCH button. This screen will
also support searches by first name.
• Select the desired users by clicking on the ADD box.
• Click on the ADD button at the bottom of the page.
Search for all users having
last name (surname) that
starts with “L”.
This user will be added to
the MY SOP list.
Post New SOP: Add User
• After the selected users are added to the SOP, a refreshed user search form will be
displayed. Additional users can be retrieved and added to the MY SOP list.
• When all user names have been processed, click on the CLOSE button to exit this form and
return to the Post New SOP page.
Click on the Close
button when finished
adding all user names
Post New SOP: Post Option
• To complete the document posting process, click on the Post button at the bottom of the
form. Documents are not “live” on Inzalo until this button is selected.
• The user will be returned to the SOP Home Page.
Assigned users are
displayed on the MY
SOP Users list
Click on the POST
button to complete
the posting process
Section 2 Exercise
The following is a brief training exercise designed to utilize the various
functions available when posting a new SOP document.
Exercise 1: Post new SOP documents
1.
Identify a ZIP file that is saved on your “C:” drive. If you do not
have an SOP saved, then contact the SOP support team to
receive a file via email.
2. Access the Inzalo Development server
<http://portal.pta.za.go2uti.com/servlet/page?_pageid=51&_dad
=portal30&_schema=PORTAL30>
3. Select “LOGIN” button in upper right-hand corner.
4. Logon to Inzalo and access the SOP Home page.
5. Enter a name for the SOP and Richard Delseni as the owner.
6. Select upload and browse for the ZIP file on your computer.
7. Complete the document upload and return to the home page.
8. Add Pierre Duminy and Lorinda DeWit as “My SOP users”.
9. Add BASF AG as a client for this SOP.
10. Click on “POST” button to complete the SOP creation process.
Section 2 Summary
You have successfully uploaded an SOP using the Inzalo Posting
functions, and you have been shown how to assign clients and UTi
employees for the MY SOP lists..
Congratulations !
In the next section, we will demonstrate how to retrieve a previously
loaded SOP and modify the contents.
Section 3
EDIT EXISTING SOP
The following section describes the process of retrieving and editing
an existing SOP that has already been uploaded to Inzalo.
Setup / Input
The SOP must be already published in the Inzalo portal.
Training Segments
1. Accessing the SOP Edit function.
2. Search for existing SOP entry.
3. Add additional SOP documents.
4. Send email alert to My SOP users.
5. Delete SOP documents.
Edit Existing SOP: Access Edit Function
• To begin the Edit SOP process, return to the SOP Home Page.
• Click on the EDIT SOP link near the bottom of the page.
Click on the Edit
SOP link
Edit Existing SOP: Find SOP
• An easy way to locate an SOP is by searching the existing SOP names. Click on the blue search arrow
associated with the SOP Name field.
• A drop-down list of existing SOP names will appear.
• Click on the SOP name and the SOP information will be retrieved automatically.
1.
Click on the arrow for the
SOP name field in order
to list existing SOPs
2.
The drop list of SOP
names will appear
Click on the SOP name
Edit Existing SOP: Edit Options
• Click on the Upload SOP >> link in order to post the new SOP documents to Inzalo. Refer
to section 2 of this document for the detail posting instructions.
• Upon completion of posting, you will be returned to the control page and the latest version
of the SOP will be listed.
The system will generate the
next version number and
posting date
Click on the Upload SOP link
to insert new documents
Edit Existing SOP: Email Alerting
• When modifying the SOP on Inzalo, the user has the option of sending and email alert to all
employees listed on the My SOP Users list.
• Click on the EMAIL button at the bottom of the page, and a pre-formatted email will be
automatically sent.
Click on the Email button to
send an update alert to the
My SOP Users list.
Edit Existing SOP: Email Alerting
• Below is a sample of the email message that is sent out for updated SOPs.
• The email message contains an internet hyper-link that allows the user to navigate directly
to the SOP control page on Inzalo.
Email advises of users who
do not have an email
address loaded in Inzalo
Click on the SOP title for link
to the SOP documents on
Inzalo
Edit Existing SOP: Deleting Information
• To remove existing names from the Client list and My SOP User list, click on the Delete links
provided for each category.
• To remove a previous version of the SOP documents, check on the document version and
then click on the Delete button at the bottom of the page.
• Click on the Delete User link.
Click to delete from the
current list
Check the version for
document delete
If you attempt to delete the last remaining
version of the SOP, a warning box will
appear. Click OK to proceed.
Edit Existing SOP: Delete User
• All users on the current list will be displayed.
• Check the names that you wish to remove and then click on the Delete button.
• Click on the Close button when finished.
Check the users that you
wish to remove from the list.
Section 3 Exercise
The following is a brief training exercise designed to utilize the various
functions available when editing an existing SOP document.
Exercise 2: Edit SOP documents
1.
Access the Inzalo Development server.
<http://portal.pta.za.go2uti.com/servlet/page?_pageid=51&_dad
=portal30&_schema=PORTAL30>
2. Select “LOGIN” button in upper right-hand corner.
3. Logon to Inzalo and access the SOP Home page.
4. Select the Edit SOP function.
5. Select the name of the SOP that you created in exercise 1.
6. Add Lionel Diack as a My SOP User.
7. Delete Pierre Duminy from the user list.
8. Add Estee Lauder to the client list.
9. Delete BASF AG from the client list.
10. Upload an SOP ZIP file and enter new version notes.
Section 3 Summary
You have successfully modified the contents of an SOP folder that has
been previously posted on Inzalo.
Congratulations !
This concludes the training template for the SOP Posting function.