DJJ Information Resource (IRR) System
Transcript of DJJ Information Resource (IRR) System
Training Sections
Logging into the system
Preparing a new IRR
Reviewing an IRR
Submitting an IRR
IRR Reports
Log into the training/testing system from the following screen with your user name and
password.
The link to access this training/test system is: http://adminwebqt/IRRWebSite/Login.aspx
Once you have completed the training and submitted the user access form
and training confirmation form, you can access the production system using your desktop
icon below.
If you are logging in for the first time, use the same ID you use to log into your
computer and the default password provided to you by the IRR Administrator.
After you log in, you will see the screen below.
Enter a new password and repeat it to verify the password.
• Your password must
consist of letters and
numbers only!
• It must also be at least 8
characters long
• It must have at least 1
Upper Case letter
• It must have at least 1
Lower Case letter
• It must have at least 1
number
Home screen – to change default home screen, click on “Logged In User”
either My Approvals or My Requests. Your User Name, ID, Roles, & Circuits will
be displayed.
DoeJJ
JohnJane Doe
From the IRR Type drop down, select/click on they type of IRR you are preparing.
After selecting the type, click the ”Create Request” button that will appears below
the IRR type once you make a selection.
If entering the IRR for someone else, click “Other” to have their information
populate the “From” box. This person must have completed and submitted an
IRR user account form with at least one role checked and all their applicable
circuits checked.
A Search box will be displayed to allow you to click on “Select” to pick your
requestor and populate the information in the “From” box.
• Complete all the required items with a * next to the field name in the first box.
• If Provider is “Yes,” a valid contract number must be entered and the contract
manager name field will populate automatically.
• Click the Add item button to add individual items to the IRR (there must be at
least one item.
• Attach all supporting documentation (the Quote must be one of the
attachments).
*Not completing a required item will
result in an error message and it will
stop the process of entering an IRR
until after corrections are made.
• When the “Add Item” button is selected, the screen below is displayed. All fields
with * are required fields.
• Most of this information can be taken directly from the quote.
• For Vendor, click the drop down and “Search” for your vendor by name within the IRR
system. If not found within the IRR system, click on “All Vendors” and “Search” by
vendor name to select from the whole set of Vendors from the nightly vendor extract
list. Click on your vendor from the list displayed and complete the remaining fields.
• Click the “Save” button to proceed to the next item or the remainder of the IRR.
• Repeat this process until all line items have been entered.
All Vendors
Item Save
• To add attachments select the “Attach” button from the main IRR screen. Use
the pop-up box below. The “Browse” button allows you to search to find the
location where the attachment was saved.
• At a minimum, the quote must be attached.
• The description can be entered by copying and pasting from a text based
document.
• When the information is complete, click “Upload” button.
Select the next step through the “Submit To Role” (as defined in your office/area IRR
process).
• Reviewer
• Submitter (submission by this role places the IRR in the technology review
process)
• Purchase Reviewer (DJJ Purchasing Office will review for compliance with
purchasing policy, procedure, rules, & law) – can only be added by the Preparer.
Once the role is selected, the dropdown will list those available to perform the role for
your circuit.
Select the person and if you are ready for the IRR to proceed, click “Submit” or if you
want to check/update the IRR first, click “Save” and make your edits and then click
“Submit.”Note: The Preparer cannot Submit their own IRR
to MIS. The Submitter must be a different person
than the Preparer.
If the Reviewer will also be the Submitter, the
Preparer can select the Submitter role for the
person to review & submit the IRR. This will avoid
the IRR coming back to the Preparer and then the
Preparer sending it to the person that just
reviewed the IRR so it can be submitted.
You can track the status of your submitted IRR by clicking on “In Progress,”
“Approved,” or “Not Approved” in the side bar menu.
• If you are set up as a reviewer and you are selected to be the
“Reviewer” for specific IRRs, you will see the IRRs to be
reviewed by clicking “Pending Approval” under “My Approvals.”
• Select “View” to begin your review.
• You will see the
information input by the
Preparer.
• You can click on “View” to
look at each of the
documents attached to the
IRR (Documents section).
• If your review is complete,
select your decision from
the “Select Decision” drop
down box and highlight one
of the following.
• The system selects the Preparer Role as the next step in the process.
• If you select “Approve” you will be asked to check/verify all 3 items in the
“Approval List” and enter your password.
• If you are ready for the Preparer to select the next Reviewer or Submitter,
click on the “Submit” button.
*Not completing a required
item will result in an error
message and it will stop the
process of entering an IRR
until after corrections are
made.
• If you do not want to approve the IRR, select one of the reasons from the “Select
Decision “ drop down list.
• If you select “Additional Information Required,” you will need to select one option
from the “Reason” drop down list (select the most appropriate option from the list
below) and justify your selection in the “Justification Comments” field.
• If you want the Preparer to send the IRR for purchasing review before you approve
it, you can make a note in the “Justification Comments” field.
• Enter your Password and click the “Submit” button.
• If you select “Not Approved,” you will need to select one option from the “Reason”
field drop down list (see list below) and justify your selection in the “Justification
Comments” field (see drop down list below).
• Enter your Password and click the “Submit” button.
*Not completing a required
item will result in an error
message and it will stop the
process of entering an IRR
until after corrections are
made.
NOTE: If “Not Approved”
is selected, the IRR
processing will be stopped
and it cannot be recalled
or updated. A new IRR will
need to be initiated.
• If you want another reviewer to approve the IRR before it is
submitted, specify “Additional Review” from the “Select Decision”
drop down list.
• The system will allow you to select from a list of users with the
“Review” role from within your Circuit.
• Enter your password and click the “Submit” button.
• If you are set up as a submitter and you are selected to be the “Submitter”
for specific IRRs, you will see the IRRs to be reviewed by clicking “Pending
Approval” under “My Approvals.”
• Select “View” to begin your review.
• You will see the
information input by the
Preparer.
• You can click on “View” to
look at each of the
documents attached to the
IRR (Documents section).
• If your review is complete,
select your decision from
the “Select Decision” drop
down box and highlight one
of the following.
• If you select “Approve” you will be asked to check/verify all 3 items in the
“Approval List” and enter your password.
• The system will select the “Submit To Role” based upon the item Type.
• The system will select the “Submit To” if there is only one option,
otherwise, the submitter will need to select the appropriate user from the
drop down list.
• If you are ready for the IRR to process through the technology review, click
on the “Submit” button.
• If you do not want to submit the IRR, select one of the reasons from the “Select
Decision “ drop down list.
• If you select “Additional Information Required,” you will need to select one
option from the “Reason” drop down list (select the most appropriate option
from the list below) and justify your selection in the “Justification Comments”
field.
• If want the Preparer to send the IRR for purchasing review before you approve
it, you can make a note in the “Justification Comments” field.
• Enter your Password and click the “Submit” button.
• If you do not want to approve the IRR, select “Not Approved” from the “Select
Decision “ drop down list.
• You will need to select one option from the “Reason” drop down list (select the
most appropriate option from the list below) and justify your selection in the
“Justification Comments” field.
• Enter your password and click the “Submit” button.
• The IRR will be returned to the Preparer who will take action as appropriate.
Access to reports can be accomplished through several paths.
• You can access reports from your Home page (“Home” button takes you there).
• If you click on any of the “My Request” or “My Approvals” sub menus (Pending, In
Progress, Approved, Not Approved, Pending Approval, or Returned), a list of IRRs
fitting that status will appear.
• Clicking on the “Report” link will generate a report after clicking “Open” in the
dialog box that appears at the bottom of the window (see sample below).
The resulting
“report” is the IRR
form with the Status
indicated in the top
right corner and the
signature blocks
completed for all
approvals to date.
Until the Status is
“Approved,” there
are still approval
steps to be
completed.
This fully “Approved”
IRR is the document
that you save and
attach to your MFMP
requisition.
Status
Signatures
Signatures
Other reports are available by clicking the “Report” button on your “Home” page.
The different reports are listed in the drop down list (see below).
• The IRR form is the document you need to save and attach to your MFMP requisition
(you specify either the IRR number or Request ID).
• The IRR History Report lists all the IRR activities (including dates/time actions taken)
associated with a specified IRR (by number or request ID).
• The IRR Created Report gives a listing of all created IRRs and associated information
using Circuit or Region filter, Program Area filter, Fiscal Year filter, and/or Start/End
Date filter.
If you select “PDF Report” or “Excel Report,” you will need to respond to the
Dialog box at the bottom of the page (see example below) before the report will
appear.
• The IRR Approved Report gives a listing of approved IRRs and associated information
using Circuit or Region filter, Program Area filter, Fiscal Year filter, and/or Start/End
Date filter.
• The IRR Status Report is basically the IRR Created Report with an added filter by
Status.
• The IRR Items Report has the same filters as the IRR Status Report with additional
filters for Item and IRR type. This report lists information about what is being
included on the IRR versus where it is in the approval process.
• The IRR Employee Details report uses Circuit or Region filters to show who is an IRR
system user, user information, and the user’s roles by circuit within the region.
If you select “PDF Report” or “Excel Report,” you will
need to respond to the Dialog box at the bottom of the
page (see example below) before the report will appear.