DEP OPERATING MANUAL FOR SUPPLIER - Edison · Chapter 1 -Z200ME0S002_3_DEP Operating Manual for...

DEP OPERATING MANUALFOR SUPPLIER

of 44

Document CodeZ200ME0S002

Rev.3 of 7/11/2016

DEP OPERATING MANUALFOR SUPPLIER

0 FIRST ISSUE 23/02/2009 P. Prada R. Signoretti1 FUS REVISION 06/10/2014 P. Prada R. Signoretti2 FUS REVISION 13/10/2016 P. Prada L. Spaggiari3 FUS Updated template 07/11/2016 P. Prada L. Spaggiari

REV. ST. DESCRIPTION DATE CHECKED BY APPROVED BY

3 Updated template 07/11/16 Nieddu D. Nieddu D. Nieddu D.

2 Added new features 03/10/16 Nieddu D. Nieddu D. Nieddu D.

1 Revision 03/10/14 Nieddu D. Pastori A. Pastori A.

0 First issue 23/02/09 Nieddu D. Grassi L. Grassi L.

REV. Description Date Prepared by Checked by Approved by

Z200ME0S002_3_DEP Operating Manual for Supplier

2

Table of Contents

Table of Contents ...........................................................................................................................21 Document Exchange Portal ...................................................................................................3

Introduction ..............................................................................................................................3Reference Documents ..............................................................................................................4Logging-in to the portal............................................................................................................4Browsing a project site .............................................................................................................6Viewing and searching documents in a project site ...............................................................10

2 Creation and Management of a Transmittal to Edison ....................................................13Creating a new transmittal......................................................................................................15Uploading files .......................................................................................................................17Closing a transmittal...............................................................................................................28Sending notification messages ...............................................................................................28Reply notification from EDISON ..........................................................................................29Printing a Transmittal .............................................................................................................30Multiple download .................................................................................................................31

3 Taking in charge a Transmittal from Edison ....................................................................33Receiving a Transmittal .........................................................................................................33Approval Status Folders .........................................................................................................33Reply notification by the supplier ..........................................................................................35

4 Advanced Features ...............................................................................................................38My Favourite Projects ............................................................................................................38Supplier Contacts ...................................................................................................................39Supplier contact management ................................................................................................40

Chapter 1 - Z200ME0S002_3_DEP Operating Manual for Supplier.docx

3

1 Document Exchange Portal

In this chapter:

Introduction Reference documents Logging-in to the portal Browsing a project site Viewing and searching documents in a project site

Introduction

The Document Exchange Portal (DEP) lets Edison and its suppliers exchange both technicaland administrative documentation in an easy and traceable way.

Each Supplier has its own reserved area, accessible through the Internet, in which all documentexchanges with Edison will take place.

The portal permits a bidirectional exchange of documents, “To” and “From” Edison for bothtechnical and administrative documents.

Every document exchange is traced and admitted through an accompanying document, calledTransmittal. A transmittal contains the following data, part of which is to be completed onbehalf of the sender:

Main recipient(s) Carbon Copy recipient(s) Subject Message text Current status and sent and reply dates (automatically set by the system) Transmittal counter (automatically set)

The completion of the transmittal data fields is required in order to be able to close theassociated container (transmittal folder). At that time automated email alerts are created andsent to both the supplier contacts and the Edison/Engineering reference people for the project.The email message includes a link for direct access to the transmittal contents on the portal.

The documents to be transmitted are placed inside the container (folder) associated with acertain transmittal. The transmittal must therefore first be created for documents to beuploaded.

The upload process by the Supplier is single-document only. It may be a single file or multi-file, in which case one must use a compressed (i.e. zip) archive file.

The upload of files regarding multiple documents in the same zip archive is not permitted.


4

The operating instructions manual IST-007-INGE-01 (see next paragraph) describes how toprepare documents to be uploaded to the portal.

When uploading each document, the portal requires the Supplier to complete the informationfields which make up the “minimum data profile” for that document. The profile is thencompleted by Edison personnel when the documents are archived in the internal documentmanagement systems, starting from the contents of the DEP Portal.

The transmittal fields and its contents (documents) may be modified until the transmittal isclosed by using the action “Send to Edison”. After the transmittal has been closed (submitted)no data may be changed by either the Supplier or Edison personnel.

Reference Documents

Operating Instructions:

IST-007-INGE-01 “Generation, updating and exchange of technical documentation bySuppliers” and Appendices.

IST-007-INGE-01 B “Control of technical documents with third party coding in EPC contracts”and Appendices.

Logging-in to the portal

Portal login on the internet is available at the url: https://indep2010.edison.it

Each Supplier is given a unique username and password pair to be used by the wholeorganization. These must be entered on the login page:

Once logged-in the Supplier will be presented with the DEP homepage:


5

The following functions are available in the central part of the page: My Contacts Management – Gives access to the page on which suppliers can create

requests to modify their contacts. This function is only available for suppliers.

The following functions are available on the right-hand side of the page: My Favourite Projects – Gives access to the page on which suppliers can personalize

their view of the Home Page of the Portal, by selecting the projects to be displayed (forfurther details, see the “Advanced features” section) .

PROJECTS – Projects that can be viewed by the supplier are listed here (inaccordance with the selection made by the user using the “My Favourite Projects”function). At present, the projects are grouped by Destination Department, Project Type(executive or proposal) and Plant Type.

By selecting one of these projects, the actual project site is opened, on the announcementshome page where the DEP administrator provides users with important information and news.


6

By clicking on “Exchange Area” one enters the actual Exchange Area for the project.

Browsing a project site

By entering a project site, through the Exchange Area and opening the Supplier’s own folder,one may browse through the current transmittals and the ones previously exchanged withEdison. This includes the last modified date, the sender (or creator), the transmission status andthe documents contained therein.

Please notice the breadcrumb-type navigation bar available in the top left portion of all pages.The navigation bar shows the current position in the site, including transmittal and folder(where applicable), letting the user “go back on his traces” up to the site homepage.


7

In the site Exchange Area, transmittals are automatically grouped by:

• Transmittal To EDISON;

• Transmittal From EDISON.

Transmittals of the type “To Edison” are further grouped by:

• “Work in Progress” (transmittals which have not been sent, still open for modification);

• “Sent” (transmittals which have already been closed and sent).

The list is sort-able by all visible columns (as shown below), simply by clicking on the desiredcolumn.


8

In detail, the list is sort-able by:

Alphabetical order by transmittal “Name” (subject); “Modified” date (ascending/descending); “Modified by”: the sender’s name.

The default order is by descending modified date but it can be modified by the Supplier.

Other columns show the current taken in charge status of transmittals:

“Edison Reply Status” applies to “Transmittal to Edison” and shows the response onbehalf of Edison; status may be “taken in charge” or “declined”;

“Taken in charge” applies to “transmittal from Edison” and shows the response onbehalf of the Supplier; status may be “taken in charge” or “declined”.

The document accompanying the single transmittal can be viewed using the “View Properties”or “Edit Properties” command; the document provides the following information:


9

Example of a closed transmittal with all data available.


10

A transmittal is built of two parts (see previous image):

“Transmission” Transmittal name (or subject) Data sent Transmittal recipients Transmittal ID (automatically generated) Transmittal comments (message text)

“Reply” Current reply status Replay date Notification recipients Reply comments (message text)

The “Transmission” properties are editable as long as the Transmittal is in the “Work inProgress” status. Once the transmittal is “Sent to Edison” through the dedicated action, theseproperties the transmittal folder and its contents, become read-only for all users. Only the“Reply” properties may still be updated using the “Reply Transmittal” action.

Viewing and searching documents in a project site

Viewing documents

A special view has been created to show sent/received documents for a particular project,disregarding the container (transmittal) where they are located.This view is accessible through the “Exchange Report” link in the left navigation menu:


11

The view is grouped by sending direction:• Transmittal To Edison: all documents sent to Edison• Transmittal From Edison: all documents received from Edison

By clicking on the direction group it is expanded to show all documents sent in that direction.As with other views, the default order is in inverse chronological modification date. And aswith other views, the list is custom-sortable simply by clicking on the desired column.Please note how even in the mode, documents may be opened and saved as usual: by clickingon the document name or using the browser’s “Save Target as…” option.

Searching for documents

Document search within the site may be carried out using the “Search” feature in much thesame way an internet search engine like Google, Yahoo, etc. is used.Searches are therefore of the “full-text” type, with scope extended to actual content of thesedocument types:

text and html Microsoft Office Acrobat PDF – vector type only (non-scanned and in any case containing selectable

text).As in internet search engines, operators like “and”, “or”, “near”, etc. are admitted.The portal has an extra feature not common to other search engines: scopes. Scope limit resultsto certain areas of the site or portal:

This List: Exchange Area: search results are filtered for the Exchange Area of thecurrent project site only;

This Site: [site name]: search results are filtered for all content (announcements,calendar events, link, documents, folders, etc.) of the current project site;

All Sites: search results come from all content in all project sites to which a user hasaccess.

To start search, simply enter keywords and click on the magnifying glass ( ) icon.

Search results (see image above) include all documents, folders and transmittals with thesearched keyword (or keywords).


12

The following data are shown for each result: Document or folder/element name Abstract of the text containing the keyword Clickable path to the item Document size (where applicable) User and last modified date

Search results are paged when their number exceeds 10 items.


13

2 Creation and Management of a Transmittal to Edison

In this chapter:

Creating a new transmittal Uploading files Closing a transmittal Sending notification messages Reply Notification from EDISON Printing a transmittal Multiple download

As we have seen in the previous chapter, two folders are shown once having entered a projectsite:

- A folder with the Supplier name, where all transmittals are created and exchanged

and/or in Work in Progress status.- A read-only folder named “Edison”, containing all documents published by Edison for

all suppliers (usually common guidelines, standards, etc.)..


14

Inside the Supplier folder, there are also 2 subfolders regarding the Design Plan (PdP)1. These

subfolders let Edison and the Supplier update the PDP files in a structured way.

“PDP_Edison_Supplier” (Updates by Edison for the Supplier);

“PDP_Supplier_Edison” (Updates by the Supplier for Edison).

For further information about PDP processes, please refer to the Edison Document Controller

of your project.

----------------------------------------------------------------------

1 also known as the Design Document List (DDL) in the international field.


15

Creating a new transmittal

In order to create a new transmittal, enter your supplier folder and select “Transmittal toEdison” from the “New” menu.

Enter data for the following fields (see next image as an example):

- “Name” (required field): the full name of the transmittal, describes the content of thetransmittal (just like the subject of an email);

- “Edison Recipients” (required field1): the EDISON recipients to be notified via email whenthe transmittal is sent; addresses may be selected from a precompiled list clicking on the“browse” icon ( ) or by directly entering the recipient name and clicking the “check names”icon ( );

- “Other Supplier Recipients”: the names of your own recipients that you would like to notifyin CC; the names are chosen by a system administrator managed list of contacts;

- “Supplier Comments”: the transmittal’s accompanying information; these will become thetext of the notification e-mail message sent when closing the transmittal.

After creating the first transmittal, the fields “Edison Recipients” and “Other SupplierRecipients” are preset with the values from the last created transmittal of the same type. Thesecan then be approved, deleted or appended.


16

Clicking on the “OK” button, the container (folder) is created and shown in the “Work inProgress”, “Transmittal to Edison” group.To review the transmittal fields (accompanying data) select the commands “View properties” o“Edit properties” from the context menu.Selecting the “Edit properties” command, the transmittal fields may be updated until thetransmittal is closed and sent.Proceed by clicking on the newly created folder to start uploading documents.

Special character and file name length limitations

Remember that the following file and folder name limitations apply to the entire portal:

Characters not to be used: " # % & * : < > ? \ / { | } ~

Maximum length of file names: 128 characters (Recommended max.: 32)

Two consecutive full stops cannot be used in the file name including the extension (for

example, the name “Meeting report of Smith Ltd..doc” is not allowed.

The file name must not begin with a full stop. (Example “.test.doc”)


17

Uploading files

When a new Project is being started and the management of its documents are being activatedon the DEP system, the system administrator will establish the coding methods to be used fortheir delivery. The following coding methods may be adopted:

a) KKSb) Supplierc) Edison

Irrespective of the type of coding used, the rules to be followed in assigning names to files willbe communicated by the system administrator. The layouts to be adopted are indicated below:

a) KKSFile name: JOB ORDER_KKS CODE_REVISION_TITLE

Legend:JOB ORDER: Assigned by Edison, 4 charactersKKS CODE: KKS code of documentREVISION: revision number, maximum two charactersTITLE: document title

b) SupplierFile name: JOB ORDER_SUPPLIER CODE_REVISION_TITLE

Legend:JOB ORDER: Assigned by Edison, 4 charactersSUPPLIER CODE: Supplier internal code for the documentREVISION: revision number, maximum two charactersTITLE: document title

c) EdisonFile name: EDISON CODE_REVISION_TITLE

Legend:EDISON CODE: Edison code for the documentREVISION: revision number, maximum two charactersTITLE: document title

Once the transmittal folder is created, files may be uploaded by using one of the following

alternatives (the first method “single upload” is guaranteed, the other two methods may not be

present depending on your client configuration):


18

1- Single upload

Inside the transmittal, from the “Upload” menu, choose “Upload document”.

Clicking on “Upload Document” you enter file upload mode where by using “Browse..”selection box you may choose the local file to be uploaded.

By clicking on the “OK” button you move on to the document profile completion page.


19

2 – Multiple Upload

Inside the transmittal, from the “Upload” menu, choose “Upload multiple documents”.

An upload wizard will take place. Either you can drag & drop files from your computer in therectangle, or click on “browse for files instead”.

Select the documents:


20

Then click on the “OK” button. The upload will begin and, if no errors are reported, you canpress the “Done” button.


21

The files have been uploaded, but you still have to update their properties, one by one. In orderto do this, you have to select “Edit Properties”.

3 – Windows Explorer mode

From the “actions” menu, select “Open with Windows Explorer”.

Now, just copy files as you would do on a normal folder. When done, refreshing the browseryou will see the new files.


22

You still have to update their properties, one by one. In order to do this, you have to select“Edit Properties”.


23

Edit Document Properties

This first step is to choose the type of the uploaded document: With or Without Edison Code.This can be done using the “Content type” dropdown list.

For Documents with Edison Code (technical document with Edison/ Supplier / KKS code), therequested fields are:

- Document Issue/revision date (required field, selectable from calendar). The date mustreflect what appears on the document header;

- Supplier Code (recommended field), as shown in the document Title block.

Note the presence (see figure on page 25) of the “Validity Status” field, which, if visible, must

be set by choosing one of the available items.

For indications on how to set this field, see document IST-007-INGE-01.

If the coding rules are not respected, once the document has been loaded (as described below),the system will display the following error message:


24

If the coding rules are respected, the system will allow the document to be profiled as shownon the following screen:


25

Clicking “OK” the portal checks that:- The EDISON code for the plant is coherent with the current project;- The document code responds to EDISON guidelines;- The document revision is a successor to the latest archived revision.

The document is uploaded to the portal only if all checks pass.

For Documents without Edison Code (administrative) the requested fields are:- Subject (required field)- First issue date (required field, selectable from calendar: must be earlier or equal to the

present date).

The document is uploaded by clicking the OK button; no checks are performed on the file

name structure.


26

The “edit properties” operation must be repeated for each uploaded document. Each documentmay be up to 100 MB in size.Documents that are mistakenly uploaded may be deleted using the “Delete” action in the file’scontext menu.


27

Viewing Document Properties

Document properties can be viewed using the “View Properties” command. The documentprovides the following information:


28

Closing a transmittal

Once uploading is completed, the transmittal can be sent using one of the following twomethods:a) From the “Actions” menu, clicking on the “Send transmittal” command:

b) Using the “Send to Edison” command in the transmittal folder’s context menu:

Before the transmittal is sent, the system checks that all required fields have been inserted. Ifchecks fail, an error message is displayed summarizing the missing field data items. Theseitems must be completed using the “Edit properties” command of each incomplete document.Once the transmittal has been sent, the transmittal is automatically set from “Work in Progress”to “Sent” and therefore moved to the appropriate group.From this moment on the transmittal and all contained documents are read-only.

Sending notification messages

When a “Send Transmittal” command is issued, the portal notifies with an email the followingaddresses:

- Edison Recipients

- Other Supplier Recipients (in carbon copy).

The notification email message contains a direct link to the transmittal folder on the Portal.Please note that if not already logged-in to the site, you’ll be requested to enter logininformation.


29

You may forward the email message to colleagues not originally included in the messagerecipients.

Even some time after the link was received, access will enable you to view the documents

contained in the transmittal and to gain access to the list of transmittals updated to the time of

the access.

Reply notification from EDISON

When EDISON receives the notification of a sent transmittal, after having carried out formalchecks of the received documents, it sends confirmation to the Supplier by completing theReply section of the transmittal properties:

- Edison Reply Status: indicates whether the documentation is formally correct;- Reply Date: the date the reply was sent;- Edison Recipients: indicates EDISON personnel informed of the reply;- Edison Comments: message text explaining the reply status.

A reply from EDISON does NOT indicate that transmittal documents have been approved.Approval will continue to follow the convened time schedules and procedures. The supplierwill be notified with a dedicated note, usually in the form of a “Transmittal From EDISON” ifthe need to comment on the original documents should arise.


30

Printing a Transmittal

The transmittal can be printed at the end of the transmission cycle, that is, having received the

Reply from EDISON, if this is necessary to meet the requirements of the Supplier’s quality

system.

View the transmittal as described in the previous paragraphs and proceed as follows:

select “File” from the Internet Explorer menu

select “Print…” choose the desired printer from the new window and set it up as required

click on “Print”.


31

Multiple download

If a transmittal contains more than one document, the Multiple Download function can be used.This function is activated by proceeding as follows:

Enter the desired transmittal and click on the “Actions” button


32

From the drop-down menu, select the item “Download Multiple Documents”

On the screen that appears, select the documents you wish to download and click on the“Download ZIP” button.


33

3 Taking in charge a Transmittal from Edison

In this chapter:

Receiving a Transmittal Approval Status folders Reply notification by the supplier

Receiving a Transmittal

When sending a Transmittal from Edison, notification email messages are sent from the portalto the user-selected supplier contacts and, in CC, to the selected Edison recipients.Furthermore, an email message is always sent to the supplier’s “default recipient” who may, ifnecessary, forward it to colleagues.The link contained in the email message lets the recipients, once logged-in, directly open thetransmittal properties. By clicking the “Open” menu item, they may view and download thetransmittal documents.Using the navigation bar, you may also view the complete list of existing transmittals andoperate on them as described in the previous chapter.

Approval Status Folders

If the Transmittal from Edison is a reply for an earlier “Transmittal To Edison” sent by thesupplier, the documents will contain the so-called “Approval Status”, that is, a documentproperty with the following possible values:

ACC – accepted AEN – accepted except as noted NA – not accepted CANCEL - cancelled

If this is the case, when you open the transmittal you will find 4 folders, one for eachcorresponding approval status. See the screenshot below.


34

If you want to see the documents of the transmittal without folders, you can choose the view“Export PDP ALL From Edison”, from the right drop-down menu of the upper toolbar.

The Approval Status is shown in the last column.

If you want to return to the normal visualization with folders, just choose the default view “AllDocuments”:


35

Reply notification by the supplier

When a new Transmittal to Edison is received, the supplier’s “default recipient” must givefeedback to EDISON by taking in charge the transmittal through the Reply Transmittalfunctionality.

There are two methods to do so:

Open the link in the notification email and click on the “Reply Transmittal” menu item;

- Go to the supplier’s transmittal list, and use the context menu action “ReplyTransmittal”..


36


37

Both methods will result in the following page being shown:

The message is sent to the default recipient shown in the “Reply to” field and other optionalrecipients chosen from the list displayed by clicking on the “browse” ( ) icon or by typingthe contact name and clicking on the “check names” ( ) icon.As a default behaviour, the system will include in CC the original Edison recipients (shown inthe checkbox list); you can uncheck them before replying, if they are not necessary.Please note that to the checkbox “Please check this box to take transmittal in charge” must bechecked.Finally, you may enter any comments for Edison in the text area shown right below thecheckbox. Notification messages are sent by pressing the “Reply” button. This actioneffectively closes the “Transmittal from Edison” workflow cycle.The “Taken in charge” status in the transmittal list view now changes to “yes”.


38

4 Advanced Features

In this chapter:

My Favourite Projects Supplier Contacts Supplier contact management

My Favourite Projects

As mentioned previously, the Home Page of the portal includes the “My Favourite Projects”function, which enables each supplier to personalize the view of the page by choosing whichprojected are to be displayed in the Projects section, as shown in the figure.

In order to determine which projects are listed on the Home Page, the user must select the “MyFavourite Projects” link on the Home Page to view the project selection page, select them andapply them (by pressing the Save button) as shown below:


39

When the Save button is pressed, in the example shown above, only the two projects selectedwill automatically be displayed on the Home Page of the Portal.

This function therefore enables each supplier to select the projects to be shown from those forwhich he/she has authorization and that are not closed.

Supplier Contacts

Of special importance is the DEP’s “Other Supplier Recipients” list ( ), through which youmay choose your own, internal, transmittal notification recipients.This list is constantly maintained by the system administrator in Edison and is the only methodto identify supplier recipients.The list is used for:

Send notification emails of the sent “Transmittal to Edison” and a link to its content tothe supplier

Send notification emails of the sent “Transmittal from Edison” and a link to its contentto the supplier


40

By clicking on the icon, a window appears through which you may choose supplier recipients.Choose the desired recipient(s) and add it (them) to the list using the “add” button.Each supplier has designated his own “default recipient” which will receive notification emailsfor all transmittals sent to and from the company.This will occur even if the recipient is not included in the recipients list by the transmittalcreator.

Supplier contact management

The Supplier can manage his/her contacts by creating requests to create, modify and delete thecontacts for each project in which he/she is taking part: these requests are however subject tothe approval of the Area manager and do not come into effect until this approval has beengiven.On the Home Page of the portal, there is a direct link that enables Suppliers to manage theircontacts (“My Contacts Management”), as shown in the figure below.

The “My Contacts Management” link gives access to the contact management page fromwhich the supplier can choose the project on which he/she intends to work.


41

Once the project has been selected, the screen shows the currently available contacts and thesupplier can edit them, add new ones or delete them (all operations that will have to beapproved, as mentioned previously, before coming into effect).A contact can be modified and deleted by selecting the Modify icon beside each contact whilea new contact can be added by clicking on the “Insert” button: all 3 operations are describedbelow.

Adding a new contact

To add a new contact, simply fill in the form with the contact’s data and press the “Insert”button.

The request to add the contact will then appear at the bottom of the page on the list of changesto be approved.


42

Once approval has been given by the Area manager, the contact will no longer be visible in thechanges to be approved section but will appear in the popup window for selecting “OtherSupplier Recipients” when creating the Transmittal.

Modifying an existing contact

To modify a contact, first select the Modify icon on the line corresponding to the contact: thecontact’s data appears on the form at the centre of the page, as shown in the figure.


43

Now edit the data (for example, Surname and e-mail address) and press the Update button: thechange will appear on the list of those to be approved and the contact will disappear from the listof contacts shown at the top of the page.

As in the previous case, once approval has been given by the Area manager, the contact will nolonger be visible in the changes to be approved section and will appear (with the new data) inthe popup window for selecting “Other Supplier Recipients” when creating the Transmittal.

Removing an existing contact

To remove a contact, first select the Modify icon on the line corresponding to the contactconcerned: the contact data appears on the form at the centre of the page. Now press the“Delete” button.


44

The removal request will appear on the list of those to be approved and the project will notactually be removed until approval has been given.

Following approval by the Area manager, the contact will no longer be visible in the changesto be approved section and will not appear in the popup window for selecting “Other SupplierRecipients” when creating the Transmittal.

DEP OPERATING MANUAL FOR SUPPLIER - Edison · Chapter 1 -Z200ME0S002_3_DEP Operating Manual for...

Documents

Transcript of DEP OPERATING MANUAL FOR SUPPLIER - Edison · Chapter 1 -Z200ME0S002_3_DEP Operating Manual for...