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Overview of Changes in PMIS 1.2

Click on these Links. Overview of Changes in PMIS 1.2. PMIS 1.2 New Features Explained in detail. PMIS Users. How Do I. Use the new Approval Workflow?. Use the new Agreement Workflow?. PMIS Administrators. How Do I. Make ‘old’ documents LEAP Aligned?. Configure Workflows?. Main Menu.

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Overview of Changes in PMIS 1.2

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  1. Click on these Links Overview of Changes in PMIS 1.2 PMIS 1.2 New Features Explained in detail PMIS Users How Do I... • Use the new Approval Workflow? • Use the new Agreement Workflow? PMIS Administrators How Do I... • Make ‘old’ documents LEAP Aligned? • Configure Workflows? Main Menu

  2. For a detailed explanation of new features, and links to screenshots and demonstrations, click on these links If you are prompted to enter username/password when clicking on the links below, simply click OK to continue. These files may take a few minutes to download. Main Menu

  3. Programme Management Main Menu

  4. Matrix * Not all Matrix documents are linked to a template Main Menu

  5. Documents Management Main Menu

  6. PMIS Landing Page Main Menu

  7. My PMIS Main Menu

  8. National Office Sites Main Menu

  9. Workflow Main Menu

  10. NO Approval Workflow • A Programme member uploads the document • The Programme member can initiate an Approval Workflow by selecting individual names or adding the relevant NO Approvers group. • All members of the NO Approvers group are automatically notified that a new document needs to be approved. Approvers are notified by email, and a new Task appears in My Tasks. • The NO Approver approves or rejects the document. • If the NO Approver rejects the document, the system sends an email to the Initiator group with feedback from the Approver. The system automatically sets the workflow status to “Rejected”. • If the NO Approver approves the document, the system sends an email to the Initiator and creates a Task for the NO Approvers and the NO Coordinators to initiate the Agreement Workflow. The system automatically sets the workflow status to “Approved”. • All documents that have been approved, but have not been sent for Agreement will be displayed in the “My Tasks” of the NO Coordinators and the NO Approvers. Return to the Workflow table Main Menu

  11. Agreement Workflow • Any member of the NO Approver’s Group or NO Coordinators Group can initiate an Agreement Workflow by choosing the relevant SO Approver Group. • An Agreement Workflow can only be initiated for Red Tool documents if the Approval workflow has been completed and the document workflow status is “Approved”. • When the Agreement workflow is initiated, the system notifies SO Approvers of the new workflow (via email and “My Tasks”). • SO Approvers can: • Request Changes to the document, or • Approve (upload the Review tool and approve). • If a SO Approver requests changes to the document (4.a), • the system notifies the relevant SO Approver, NO Approver and Initiator of the changes requested • the Initiator changes the document as requested • the NO Approver verifies that the changes to the document are consistent with the changes requested by the SO Approver and resends document to SO Approver • the SO Approver uploads the review tool in order to approve the document (for relevant documents), after verifying the changes. The system then sets the workflow status to “Agreed” and notifies the initiator and NO Approver. • All documents in the Agreement workflow that have not been actioned by the SO Approvers will be followed up by the SO Coordinators. Return to the Workflow table Main Menu

  12. Reports Main Menu

  13. Others Main Menu

  14. PMIS NATIONAL OFFICE ADMINISTRATORS Documents Management Main Menu

  15. Documents Management • To change the LEAP Alignment status of old documents: • Join the “Old Document Uploader” group • Locate the document • Edit document properties • Check: • Use of the appropriate LEAP template (Yes / No / N/A) • Presence of Review Document (Yes / No / N/A) • Agreement of NO (Date) • Agreement of SO (Date) • Save the document Warning: Membership of the old document uploader group should be temporary. While you are a member of this group you must not upload any Red Tool documents, because the Agreement workflow will not work as it should (SO approver would not be prompted to upload a Review Tool for that document). Return to the Documents Management table Main Menu

  16. PMIS NATIONAL OFFICE ADMINISTRATORS Workflow Configuration Main Menu

  17. Workflow Configuration • To configure a NO Approval and Review Workflow, • go to the National Office site and click ‘Workflow Config’ • Configure a Workflow • Click ‘Add Configuration’ • The ‘Create a Workflow Configuration’ screen appears • Give the Workflow a name, select the Workflow type (‘Workflow Name’) • The ‘Programme Selector’ screen appears • Select relevant programmes and click ‘OK’ • The ‘Workflow Configuration Settings’ appears • Assign ‘Workflow Tasks’ • Select ‘Default Workflow Start Values’ • Check ‘Complete the Workflow’ • Check ‘Post completion Workflow Activities’ • Click ‘OK’ • Edit a Configuration • Click on the Configuration Name • The ‘Edit Configuration’ screen appears • Edit settings • Click ‘OK’ Return to the Workflow Configuration table Main Menu

  18. PMIS NATIONAL OFFICE ADMINISTRATORS Manage Users Main Menu

  19. PMIS SUPPORT OFFICE ADMINISTRATORS Manage Users Main Menu

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