NEPSI Online Reporting System Guidance Companies

1. NEPSI Online Reporting System Guidance Companies

2. You receive two e-mails from: • Your National sector association • - OR Your EU sector association • - OR Your Group or Controlling Company • The first one includes a hyperlink to access the system • The second one includes a pass code to enter the system

3. In this presentation, a company receives access to the system from its Controlling company

4. From: admin@nepsidata.eu Sent: Tuesday, November 10, 2009 11:55 PM To: IMA-Europe (Claire Lanne) Subject: NEPSI Reporting Hyperlink - MinérauxInd GmbH (ID 12517) Dear Franz Müller, You have been registered by MinérauxInd as the contact in MinérauxInd GmbH for the 2010 NEPSI reporting under the European Social Dialogue Agreement on Silica. INSTRUCTIONS: The following hyperlink will take you to your personal login page:www.ctdevs.com/projects/clients/N5oct/gway.asp?NodeID=12517&AccessorID= 12517. You will shortly receive a second email with the passcode that will enable you to login. Once you have received the code, either click on the hyperlink or carefully copy and paste it into the address field of your internet browser. Then, enter the code. Important: if you do not receive the second email within a couple of hours, please email me at gleclerc@minerauxind.fr or press the Reply button in your email program. Yours Georges Leclerc For more information on NEPSI: http://www.nepsi.eu

5. From: admin@nepsidata.eu Sent: Tuesday, November 10, 2009 11:55 PM To: IMA-Europe (Claire Lanne) Subject: NEPSI Reporting Pass Code - MinérauxInd GmbH (ID 12517) Dear Franz Müller, You have been registered by MinérauxInd as the contact in MinérauxInd GmbH for the 2010 NEPSI reporting under the European Social Dialogue Agreement on Silica. INSTRUCTIONS: This is your pass code for the NEPSI Report: 818310. Please use it in conjunction with the hyperlink that has been sent in a separate email. Important: if you do not receive the hyperlink within a couple of hours, please email me at gleclerc@minerauxind.fr or press the Reply button in your email program. Yours Georges Leclerc For more information on NEPSI: http://www.nepsi.eu

6. 2. Copy/paste the hyperlink in your web browser, connect, and enter your pass code

8. 3. This leads you to your control panel

9. fmueller@minerauxind.fr

10. To refuse to access the system / enrol members, click “Reject invitation” • Please read Part III. of the NEPSI Guidance on Reporting under the Social Dialogue Agreement on Silica downloadable from the Control Panel before you do so or contact your enroller. fmueller@minerauxind.fr

11. If you click “Reject invitation”, please enter a reason explaining the rejection (you report under a different sector, you are not the person in charge, etc)

12. 4.a. If your Members have not already been enrolled in 2008 or if you have new Members to enrol, go to the Members Enrolment Form to enrol members one by oneby clicking Enrol/Edit Members As a company, your members can only be Sites Do not enrol again the Members already enrolled in 2008

13. fmueller@minerauxind.fr

14. Enter the name of the Member (Site’s name) • Select its Member Type (Site), Country, and the language in which you want the Contact person to receive e-mails including his / her own hyperlink and pass code to access the system • Insert the name and e-mail address of the Contact and click “SUBMIT”

15. Two e-mails, similar to the ones you received, have been sent to your contact

16. From: admin@nepsidata.eu Sent: Tuesday, November 10, 2009 12:04 AM To: IMA-Europe (Claire Lanne) Subject: NEPSI Reporting Hyperlink - MinérauxInd - Site 1 (ID12521) Dear Guy Durand You have been registered by MinérauxInd GmbH as the contact in MinérauxInd - Site 1 for the 2010 NEPSI reporting under the European Social Dialogue Agreement on Silica. INSTRUCTIONS: The following hyperlink will take you to your personal login page: www.ctdevs.com/projects/clients/N5oct/gway.asp?NodeID=12521&AccessorID=12521. You will shortly receive a second email with the passcode that will enable you to login. Once you have received the code, either click on the hyperlink or carefully copy and paste it into the address field of your internet browser. Then, enter the code. Important: if you do not receive the second email within a couple of hours, please email me at fmueller@minerauxind.fr or press the Reply button in your email program. Yours Franz Müller For more information on NEPSI: http://www.nepsi.eu

17. You are led back to the Members Enrolment Form and can enrol other members

18. From now on, each member you have enrolled will be displayed at the bottom of this screen in the “Members Already Enrolled” section

19. If you have made a mistake and if your member has not enrolled Children yet, you can delete it.

20. In this case, your member will receive the following e-mail:

21. From: admin@nepsidata.eu Sent: Tuesday, November 10, 2009 12:10 AM To: IMA-Europe (Claire Lanne) Subject: NEPSI - Reporting Access Revoked for MinérauxInd- Site 1 (ID12521) Dear Guy Durand Please note that your access to the NEPSI reporting system for MinerauxInd - Site 1 has been revoked. If you have any questions, please contact me at fmueller@minerauxind.fr or press the Reply button in your email program Yours Franz Müller For more information on NEPSI: http://www.nepsi.eu

22. You can also resend the link and pass code to your Member as a reminder or if the e-mails did not go through (delivery failure message in your inbox)

23. 4.b. You can import one / several list(s) of contacts to be enrolled as members by clicking Import contact list

24. fmueller@minerauxind.fr

25. Follow the instructions on the screen to export a list of contacts from Excel and upload it into the system.

26. All the imported contacts are then displayed on a new screen. • Invalid contacts might be rejected • Member type, country and expected language data are inserted by default and must be edited • Sector is yours

27. One by one, edit member data and submit Member

28. You will find these Members back on the “Members Already Enrolled” form • Their own hyperlink and pass code has been sent to them

29. 4.c. You can update the contact details of the Members Already Enrolled in 2008 Contact Update

30. If you already have enrolled all your Members in 2008 and if you want to update their contact details only, do not create New Members, use the “Contact Update” option fmueller@minerauxind.fr

31. Select the Contact to change

32. Update the Contact details: New Name and new Email address and “Save”

33. You will receive a warning message if you enter the same name or same email address

34. Two e-mails, similar to the ones you received, have been sent to your New Updated Contact.

35. 5. If all members are up-to-date, you can send an Reminder Email to all you Members at once

36. Go to the “Enrol/Edit Members” Section and click on “Send Reminder to All My Members”.

37. All the Members already Enrolled that appear at the bottom of the screen will receive two separate email with hyperlink and password to access the system

38. 6. You can view your Consolidated Report and your Member Reports

39. As soon as one of your sites has submitted its report…

40. Two more options will be added to your Control panel fmueller@minerauxind.fr ppillet@minerauxind.fr

41. View /edit consolidated report: view a consolidated version of your Members’ reports Number of sites having submitted their report – constantly updated

42. View /edit consolidated report: Fill in the “Voluntary Questions” section (replacing the Key Notes) by 15 February

43. View Member reports: view your Members’ consolidated reports individually

44. If your site has already submitted his report but wishes to correct it, an option on the site control panel allows him to send you a request to UNLOCK his report. You will receive an unlock request e-mail, for e.g: From: admin@nepsidata.eu Sent: Tuesday, November 10, 2009 4:30 PM To: Franz Müller Subject: MinérauxInd Site 1: Unlock Request I have made a mistake, please unlock my report Yours Guy Durand

45. Connect to the system using your hyperlink and pass code, and click “UNLOCK” for the relevant site. Access to his report will automatically be restored. This option will not be active any more as of April.

46. 7. From the control panel, you can also: • Change your details: edit your name and e-mail address if needed (need your PIN code) • Print questionnaire: print the reporting format • E-mail your enroller (National association, EU Association or Group/Controlling Company) • Download guidance

47. fmueller@minerauxind.fr

48. 8. If needed, add one / several Read-only Guest(s)

49. fmueller@minerauxind.fr

50. What is a Read-only guest? • A Read-only guest can be any entity which is not included in the reporting process but needs to have access to a company or Controlling Company’s reporting data. • When registered as such by a Controlling Company, a Read-only guest will have access to the Controlling Company’s consolidated report and to the reports of the Controlling Company’s Members, i.e. Companies. • When registered as such by a Company, a Read-only guest will have access to the Company’s consolidated report and to the reports of the Company’s Members, i.e. Sites. • Please keep the number of Read-Only Guests to a minimum. In order not to overload the system a maximum of two Read-only Guests has been set per entity. • A facility for consolidating all the reports of the entities that have enrolled you as a guest will be available as of April