Document Tracker Ver 2.0 User Guide

1. Document Tracker Ver 2.0User Guide BPO - Central PMO V 1.0

2. About Document Tracker Document Tracker is a GID approved DOU management tool. Its workflow is defined based on the simplified CPMO DOU Approval Process. It supports PM to upload documents for either a. historical data, OR b. review / approval. Document Tracker User Guide

3. About Document Tracker, Contd…. To submit documents as historical data, from the project tracking view Double click on the project record & click on edit Click on ‘Create Archival Document’ * Note : The project has to be in the “PM Input Submitted” state, for the initiator to be able to add a document Document Tracker User Guide

4. About Document Tracker, Contd…. The document form opens up and the following data needs to be entered Document Tracker User Guide

5. About Document Tracker, Contd…. • Once the document is submitted, it is stored as historical data, and will be available at the end of the project tracking form • Each of these documents have to be edited & reviewed by the RM team • The status will be available in the ‘Projects Without Approval’ view Document Tracker User Guide

6. About Document Tracker, Contd…. Review & Approval of New DoUs/PCRs Documents Document Tracker User Guide

7. About Document Tracker, Contd…. • To submit documents for review / approval • Choose the Project, and click on “Initiate Reviews” * Note : The project has to be in the “PM Input Submitted” state, for the initiator to be able to add a document Document Tracker User Guide

8. About Document Tracker, Contd…. • The following form opens up • Choose the document type • Enter the dates • Choose Peer reviewer, enter Geo Approver (for relevant documents) • Attach the documents • Click on submit Document Tracker User Guide

9. What happens once the document is initiated for review? • The tool has a built-in end to end work flow. • Mail notifications would be triggered to the reviewers. • The tool will automatically send reminders if the reviewer has not responded within 2 days and will be escalated if not acted upon in 3 days. • A new document will get created at each level either rejected or approved by reviewer. Reviewer will update comments and will submit the document. • Once the document is rejected by reviewer initiator (requestor) will get a mail with the reviewer comments. Initiator will need to close out all comments, update the document and resubmit. • At any point in time, initiator will be able to see the status of the document. Document Tracker User Guide

10. About Document Tracker, Contd…. • Status of the documents can be found in either of the following sections Document Tracker User Guide

11. Reviewer’s Guide Document Tracker User Guide

12. Once initiator submits document for review, Reviewers will get a mail with document link for approval. This is based on the data in db profile. • Click the edit button to approve / Reject. Document Tracker User Guide

13. Click the Assign To me button. So that document will assign to yourself for your review. Document Tracker User Guide

14. Once you click Assign To me button you will get the below buttons. Re-Assign.: If reviewer is not able to review the document reviewer can reassign to any one of the reviewer in his department. Document Tracker User Guide

15. If approver click Re- Assign button you will get one drop down with the list of approvers in your department. Select one reviewer name and click OK it will assigned to the selected person Document Tracker User Guide

16. Reviewer can select either Approve or Reject button You will be taken into another window to enter the reviewer’s comments in both Approve and Reject cases. As shown below. Reviewer to enter comments in Review comments section and close the documents by clicking the Save & Close button.. Document Tracker User Guide

17. When the Risk Management Rejects:- Risk Management has an option to select additional reviewers. He can select multiple reviewers. If he select multiple reviewers after all approvals the document comes back to him. Document Tracker User Guide

18. If Risk Management team select “Yes” then the below dropdown will appear to choose additional reviewers If additional reviewers are not selected, the request goes back to the initiator for resubmission after closing out the RM comments. If additional reviewer(s) reject document goes to initiator for resubmission. Once he resubmit it will come to the rejected person(s) Document Tracker User Guide

19. In case where IBMGEO Rejects:- • If IBMGEO rejects the request goes back to initiator. Once initiator resubmits it comes to Risk Management. After Risk Management approval it goes back to IBMGEO. • If Risk Management team rejects same process will take place as mentioned above. Document Tracker User Guide

20. Document Tracker Administrative Activities Document Tracker User Guide

21. List of Activities : • Workflow Creation • Profile Creation and Maintenance • Update of New Projects • CTA Import • Closure Activities • Synchronization Agent Document Tracker User Guide

22. Creation of Work flows in to the Document Tracker Documents that needs to be reviewed and approved • DoU (Document of Understanding) • PCR (Project Change Request) • CTA (only for Staff Aug projects) • Cost Sheet • Client DSP Plan • Project Addendum Identify stake holders for each of these documents and create the workflows e.g. Document Tracker User Guide

23. Profiles in Document Tracker Profiles need to be created and maintained in the tool, for the work flows to function properly. This will be a one time task, and changes will be done as and when required Listed below are the profiles that need to be created : Document Tracker User Guide

24. Profile Information General Profile : Document Tracker User Guide

25. Profile Information Industry Profile : Department Profile : Document Tracker User Guide

26. Profile Information RM Profile : PAL Profile : Document Tracker User Guide

27. Profile Information Mail Type : Document Tracker User Guide

28. Profile Information DB Profile : Department Specific : Document Tracker User Guide

29. Profile Information Workflow : Document Tracker User Guide

30. Profile Information DoU Renewal : Connection Document : Document Tracker User Guide

31. Uploading New Projects in the Document Tracker • Projects which require DoU are the only ones that get added to the Document Tracker. • Projects are added once a week by the administrator • This is a manual process To Upload New projects : • Administrators will take a dump of the projects from Project DB & Document Tracker Tools • Identify the projects that needs to be added • Administrator uploads the projects into the tool • Mail Intimation will be sent to the PMs from the tool Document Tracker User Guide

32. Importing CTA Document into the Document Tracker • The CTA (Ver 2.3) needs to be uploaded by the administrators at the time of kick-offs To Upload CTA : • Click on the project from the “Project Tracking View”, and click on • Select the file and click on “Open” • Once the CTA is imported you will get the following message Document Tracker User Guide

33. Closure Activities in Document Tracker • Closure activities for any project will start once the project has moved to the “Pending Closure” state • Verify the closure documents that the PM has submitted in the “Historical data” view as per the closure process • Update SQA closure mail after the confirmation mail is received • Once all the documents are verified and approved, the closure section has to be updated in the project record • After all updates are done, click on “CPMO Close” to close the project Document Tracker User Guide

34. Synchronization Agent • The Lotus Notes synchronization agent is run on a periodic basis to keep the data in Document Tracker in Sync with the data in Project DB • This is a scheduled agent which runs once every day Document Tracker User Guide