EMS Support Website Training

1
EMS Support Website Training

• Support Personnel
• Mr. Jason Pelton
• Mrs. Tiffany Bauder
• Site Address http//emssupport.ursokr.com

2
Website Layout

• Welcome Page
• Sidebar Header
• Select Area
• Change Area
• Login
• Quick Links
• Sitemap
• Frequently Asked Questions ( FAQ )
• Hover Help Text

3
Website Access

• General Access vs. Login
• Requesting Access
• Approving Access Requests
• Managing User Roles
• Creating New Users Manually
• User Profile

4
Overview Pages

• EMS Overview
• Getting Started
• Plan
• Do
• Check
• Act
• Support
• Help
• Administration

5
Element Page (Aspects)

• Element specific capabilities
• Overview text
• Procedure document
• References and Additional Resources

6
List Page(Aspect List By Process)

• Search Criteria
• Can be hidden or shown
• Filter/Search List to execute Search
• Reset Search to reset all search fields
• Paging
• of Records Displayed Per Page
• Previous and Next links
• Links for up to first and last 10 pages

7
List Page(Aspect List By Process)

• Sorting the List
• Column titles in Blue are links that will sort
  the list when clicked
• Selecting a Record
• Only required when modifying or viewing
  information about a specific record
• Select by clicking radial button
• Or Select by double clicking a row

8
Plan

• The following slides describe functionality that
  supports the planning phase of the EMS process.
• These include
• Environmental Policy
• Environmental Aspects
• Legal and Other Requirements
• Objectives, Targets, and Programs

9
Environmental Policy

• Standard Element Page
• No Additional Capabilities

10
Aspect List By Process

• Displays Process, Activity, Functional Work Area
• Lists Each Aspect related to the Process,
  Activity, Functional Work Area along with the
  aspect score
• Significant Aspects are denoted by a Y in Sig.
  column

11
Modify Aspects

• From the Aspect List by Process page. Select
  button next to the desired process and click
  Modify Aspects button
• Checkboxes to Assign and Unassign Aspects
• Administrator Menu
• Manage the general list of aspects
• Set Active vs. Inactive status
• Created By Date Created
• Modified By Date Modified
• Changes whenever a record is Saved, regardless of
  if there were any changes

12
Score Aspects

• Can be Reached From Modify Aspects or Aspect List
  By Process
• All Aspect Scores are displayed on one page
• To see scoring details click on Show Scores or
  Show All
• An explanation is required for all Significant
  Aspects
• Standard buttons, Save, Close, Reset
• For details on the scoring process refer to the
  Environmental Aspects procedure

13
Create New Process

• Adds a Area wide Process
• Access from the Aspect List by Process page
  Create Process button
• Indicates a Required Field process, activity
  and functional work area must be entered
• Save allows for creating multiple Process
• Save and Assign Aspects creates new Process and
  goes to Manage Aspects which works the same way
  as the Modify Aspects page

14
Aspect List By Aspect

• The processes are grouped by the environmental
  aspect(s) they are related to
• View only capabilities
• Each page displays a single Aspect
• The list can be filtered using the Search
  Criteria section
• Sort by clicking on the label for the desired
  sort field

15
Camp Specific Aspect List

• Shows process that area assigned to a Camp or
  Unit/Organization
• View only
• Managed through the Create Camp Specific Aspect
  List link
• Listed by Camp then Unit/Organization

16
Create Camp Specific Aspect List

• Select the Camp that you wish to create an
  aspect-impact list for
• To create an organization or unit specific list
  select the Camp and then the unit/organization
  from the drop down list
• When you select a Camp the list of Process will
  update and any assigned will be checked.
• Checkboxes allow Process to be assigned or
  unassigned for the selected Camp Or Unit
• When a Process is assigned all the aspects
  related to it are also associated to the Camp

17
Process, Activity, Functional Work Area and
Process Administration

• Access through the Maintain Process, or Maintain
  Activity, etc link in the Administration Section
• Not an Area specific list
• All Activities will be saved at once
• Use the drop down to Jump to specific Activity
• Form to add new Activity is at bottom
• Functional Work Area, Process, and Aspect pages
  work in same way

18
Camp Unit Administration

• Similar to Activity Administration
• Camps are Area specific
• Units are Camp specific

19
Legal and Other Requirements

• Standard Element Page
• Contains links to a listing of Legal and Other
  Requirements
• Including
• Environmental Governing Standards
• DoD Directives
• Army Pamphlets
• Some requirements include a URL which will allow
  the user to access additional information on the
  requirement(s)

20
Objectives, Target, and Programs

• Provides access to pages used to create and
  maintain
• Environmental Management Plans (EMPs)
• Environmental Objectives
• Environmental Targets

21
Objective-Target List

• Displays a list of the defined Objectives with
  the related Targets
• Standard List page functionality
• To add a new Objective
• Type the Objective text into the box at the top
  of the page
• Click the Add Objective button
• The new Objective will appear in the list
• To add or modify targets
• Select the Objective
• Click on the Modify EMP (Objectives, Targets,
  Tasks) button
• Opens the Edit EMP page
• Click on View EMP Details to generate a
  formatted EMP that can be reviewed and printed
  from the website
• Click on EMP List to open the EMP List page

22
View EMP List

• Standard List page functionality
• To limit the list of EMPs
• Enter search criteria
• Click the Filter/Search button
• Date searches allow for searching using
• only start date,
• only end date, or
• date range
• To modify an EMP
• Select the EMP from the list
• Click on the Modify EMP button
• To create a new EMP go to the Objective and
  Targets list and create an Objective. An EMP is
  automatically created.
• Click on View EMP Details to generate a
  formatted EMP that can be reviewed and printed
  from the website
• Click on Objective-Target List to open the
  Objective-Targets List page

23
Modify EMP

• Standard Edit Page
• EMP Status is set automatically based on Targets
  Tasks
• An EMP may be associated with multiple Unit(s)
  and Significant Aspects
• Only Significant Aspects are shown, listed by
  Process Activity
• Lists and allows addition/modification of Targets
  Tasks
• For details on creating/defining an EMP please
  see the Objectives, Tasks, and EMP Procedure

24
Do

• This section describes functionality that
  supports the Do phase of the EMS process
• This includes
• Resources, Roles, Responsibility and Authority
• Competence, Training and Awareness
• Communication
• Documentation
• Control of Documents
• Operational Control
• Emergency Preparedness and Response

25
Resources, Roles, Responsibility and Authority

• Who Do I Contact?
• View Resources, Roles, Responsibilty, and
  Authority Documents
• View and Manage EMS Personnel
• View and Manage EMS Personnel Past DEROS Date
• View and Manage EMS Management Roles

26
Who Do I Contact

• Comprised of questions and answers that can be
  modified by each area
• The information provided is controlled by each
  Area
• The questions are ordered by the number of times
  they have been clicked
• The list is managed through the Administration
  section by clicking on the Maintain Who Do I
  Contact option
• Questions and answers can be deleted

27
View Documents

• Allows the user to
• View - Access
• Manage - Supercede
• The document list is limited to documents related
  to this EMS element
• Details on document management can be found in
  the Control of Document section

28
View and Manage EMS Personnel

• On List Page Indicates that the DEROS is past
  due
• Click View and Manage EMS Personnel Past DEROS
  Date link to automatically filter the list to
  only show Personnel who DEROS date has passed
• To modify information for personnel or view a
  persons responsibilities
• Select the person
• Click on the Modify Personnel button
• To add personnel Click on the Add Personnel
  button
• Click on the View Personnel Details to open a
  report displaying the role and responsibilities
  for printing

29
Roles Responsibilities

• Each role can have many responsibilities
• In addition to required fields, the name and
  abbreviation of each Role must be unique, to
  assign multiple roles a record must be created
  for each role.
• The responsibilities will automatically populate
  when the role is assigned

30
Competence, Training, and Awareness

• Training Modules include
• EMS General Awareness,
• Cross Functional Team,
• Internal Auditor
• Interactive Training modules utilize Macromedia
  Flash
• Clickable links to show text indicating the
  purpose, and any instructions/system requirements

31
View Training Requirements by Role or Functional
Area

• Page will show training requirements by Role or
  Functional Work Area
• A Training requirement may apply to multiple
  Roles and/or Functional Work Areas
• Displays
• Prerequisites -General Information
• Training Frequency -POC
• General Information may include links to online
  training on this or other websites

32
Maintain Training

• Standard List Page, no search fields
• Add or Modify Training Requirements
• General Information can include html tags to link
  to any online training that is accessible by
  system users
• Frequencies comprised of a length and period,
  i.e. 30 Days(s), or 3 Month(s)
• Length is not required if Once is the period
• Training can be associated with multiple
  Roles/Functional Work Areas one at a time or to
  all current Roles/Functional Work Areas at once
  by selecting (Associate All Roles) from the drop
  down list

33
Communication

• Link to View the Environmental Policy
• Link to View PAO Contact Information
• Link to View Frequently Asked Questions
• Submit an EMS or Environmental Question/Comment
• Environmental and PAO Interested Party Comment
  Management
• View Interested Party Comment Summary Report

34
Submit EMS or Environmental Question/Comment

• The form allows for anonymous comments
• When the Reply Requested field is checked the
  form requires
• Name
• Email or DSN
• Question is the only required field when Reply
  Requested is not checked
• Reply Requested checked by default
• When a question is submitted by a logged in user
  the form will be populated with their information
• On Submission, an email will be sent to the
  submitter, and to users set to receive EMS
  Questions for the selected area
• Area selection defaults to the Area the site is
  displaying data for

35
Administer EMS Questions

• Accessed through Administration Menu
• Question may have multiple responses
• Click to view details or Reply
• Status can be changed directly, or updated with a
  Response
• The question can be assigned to a user
• Response will be emailed to all involved parties

36
Manage Environmental and PAO Interested Party
Comments

• Sorted by Date Submitted by default
• Shows Comment information, not responses
• Modify or Add Comment
• Add Response
• To View Responses for a Comment
• Select the Comment
• Click on View Responses
• To view comment details including responses
• Select Comment
• Click on View Details button
• Print using browser capabilities

37
Modify or Add Comment

• Tracks Comments and responses, however responses
  and emails are not sent from this form
• Add Comments allows the user to enter a comment
  that may have been received by phone, email or in
  person.
• Add or Modify
• Submitter Person who made the comment
• Recorder Person who entered the comment into the
  system
• Requires Phone or Email

38
Add Response

• Used to add new responses
• Responses cannot be modified or deleted once
  entered.
• Each Comment can have multiple Responses
• The Comment Status is updated with each response
  that is added.
• When Adding a response the existing responses are
  displayed

39
View Interested Party Comments Summary Report

• Build Report Page opens in a new window
• Allows for filtering results by
• Comment Status
• Date Range Comment Received and/or
• Media Type
• Set the report sort by selecting field from drop
  down list
• Limit to Comments with no Responses
• Can choose to view all Responses or only the most
  recent
• Some reports may print better in Landscape format

40
Documentation

• View Documentation Questions and Answers
• Questions can be specific to one Camp or apply to
  all Camps
• Documentation Questions do not automatically
  reorder as FAQ and Who Do I Contact questions
• Can view all questions and answers for the Area
  or limit to a Camp using the drop down list

41
Administer Documentation Questions

• Works the same way the Who Do I Contact? Question
  list does
• Can apply to all Camps, or only one
• Accessed through Administration Menu

42
Control of Documents

• View and Manage Documents
• Go To Objectives, Tasks and Environmental
  Management Programs (EMP)
• Provides link to EMP documents
• EMP documents have document control numbers,
  however they are tracked in the Objectives,
  Tasks, and EMP section

43
View and Manage Documents List -Search

• Simple Search
• Displayed by default
• Limit to Active or Inactive Documents
• Limit by Keyword
• Advanced Search
• Date Range for document next revision due date
• Media Type
• Element
• Program Area
• Document Type
• Camp
• Unit
• List is sorted by Title by default

44
View and Manage Documents -View

• There are options on many element pages to view
  and manage documents related to that element
• Only Viewable documents can be viewed by non
  Admin users
• Clicking on the document Title() when on the
  List page will open an uploaded document in new
  window.
• If the document is not stored electronically by
  the site the Title() will not be an active link
• To view a printable version of data for a
  document in a new window
• Select the document from the list
• Click on View Document Details

45
View and Manage Documents Modify/Add

• When Modifying
• Document Manager has full rights to modify
  document information and uploaded file
• Uploaded file can be opened via link at top of
  page
• If file was not uploaded a message will appear
  instead
• Uploaded file or Location required, a document
  may be tracked in this section without being
  uploaded
• Documents can have multiple
• Units
• Keywords
• Email Notifications
• Revision Due Date will automatically update based
  on the Last Revised Date and Frequency unless
  Revision Due Date should NOT change is checked
• Save is used to save the document
• Save Add New is used to save the document and
  open a blank page to add an additional document

46
View and Manage Documents Modify/Add

• To add a keyword
• Enter the keyword in the text box and click Add
  New Keyword
• The new keyword will automatically be associated
  to the document
• To remove a keyword
• Click on (remove) next to the word
• Email Notifications
• can be added to the system for any length of time
  previous to Revision Due Date
• Are sent to remind individuals of an approaching
  revision requirement
• Can be sent to any valid email address
• Checking Viewable allows the document to be
  viewed by non-Administrator level users

47
View and Manage Documents Supercede

• Supercede is generally used when the document has
  undergone a review or scheduled revision
• The Revision number will automatically update
• Creates a new document record
• The old record in inactivated
• Refer to the Control of Document procedure for
  information on determining whether to modify or
  supercede a document

48
Administer Document Categories

• Standard Admin page
• Categories are Area specific

49
Archive

• Document Archiving is handled in the
  Administration section
• Document that have been in the system for 3 years
  are included by default in the Archive list
• Documents remain in the system until they are
  selected and archived by the EMS Administrator or
  representative
• Archived documents are no longer available
  anywhere on the system

50
Operational Control

• View Operational Control Documents
• See Control of Documents for information on this
  capability
• Upload SOP Document
• Same form as in Control of Documents
• Element and Program Area are prepopulated
• No keywords, units, or email notification
  capabilities
• View and Manage Operational Control List

51
View and Manage Operational Control List

• To view the list of Operational Controls
• Select a Significant Aspect By Process-Activity
• Click Filter/Search List button
• Additional search fields are available
• To add a new Operational Control
• Click on the Add Operational Control button
• To modify an Operational Control
• Select the Control from the list
• Click on Modify Operational Control
• To View a printable version of the details of an
  Operational Control in a new window
• Select the Operational Control
• Click on the View Operational Control Details
  button

52
Add Operational Control

• Includes basic fields
• Description -Type
• Category -Camp
• -Unit -Location
• Type
• Administrative
• Physical
• Engineering
• After saving basic fields the Edit page appears
  allowing for the entry of additional information

53
Modify Operational Control

• This is where one or many Significant Aspects are
  associated to the control by Process-Activity
• At least one Significant Aspect must be
  associated before the record can be saved to the
  list
• The Operational Control can be associated to
  multiple
• Pieces of Equipment
• Trainings
• Physical and Engineering Controls allow for the
  entry of the
• Control Type
• Control Description
• Administrative Controls allow for linking
• To a SOP tracked in the Control of Documents
  section
• New SOPs can be added by clicking on the Add New
  SOP to Document List button
• To Administrative Control Actions which have a
  description and a frequency

54
Emergency Preparedness and Response

• View Emergency Preparedness and Response Document
  List
• See Control of Documents for information on this
  capability
• Upload Drill or Incident Form
• Same form as in Control of Documents
• Element is prepopulated
• No keywords, units, or email notification
  capabilities
• View Emergency Drill/Exercise Requirements
• View Emergency Drill/Exercise List
• View Drill/Exercise Summary Report
• View Incidences
• View Incident Summary Report

55
View Emergency Drill/Exercise Requirements

• Matrix of the Units for the Area and the
  Drill/Exercise Types
• Each combination can have a unique frequency,
  composed of length and units. For example 6
  months
• Once changes have been made click on the Save
  button to commit the changes

56
View Emergency Drill/Exercise List

• Allows for search and filtering of the list
• To Modify a Drill/Exercise
• Select the Drill/Exercise
• Click on the Modify Drill/Exercise button
• To Add a Drill/Exercise
• Click on the Add Drill/Exercise button
• To View a printable version of the details of a
  Drill/Exercise in a new window
• Select the Drill/Exercise
• Click on the View Drill/Exercise Details button
• Email Notifications based on Drill/Exercise Date

57
Add/Modify Drill/Exercise

• Add New Drill/Exercise
• Enter Basic Field Data
• Click Save
• Modify Drill/Exercise Page opens
• Ability to add email notifications to be sent
  prior to the drill/exercise date
• Multiple Emails can be sent
• Emails can be sent to any valid email address

58
View Drill/Exercise Summary Report

• Build Report Page opens in a new window
• Allows for filtering results by
• Drill/Exercise Status
• Type
• Camp
• Unit and/or
• Date range that the drill/exercise is
  planned/occurred
• Set the report sort by selecting field from drop
  down list
• Some reports may print better in Landscape format
• Click Build Report to generate summary report

59
View Incidences

• Search and Filter capabilities are available
• To add a new Incident
• Click on the Add Incident button
• To modify an Incident
• Select the Incident from the list
• Click on Modify Incident
• To View a printable version of the details of an
  Incident in a new window
• Select the Incident
• Click on the View Incident Details button

60
Add/Modify Incident

• Enter basic data
• Time is in military format
• Incident can be related to multiple
  units/organizations
• Click Save when modifications are complete

61
View Incident Summary Report

• Build Report Page opens in a new window
• Allows for filtering results by
• Incident Type
• Camp
• Unit
• Time Incident occurred between and/or
• Date Range Incident occurred during
• Set the report sort by selecting field from drop
  down list
• Some reports may print better in Landscape format
• Click Build Report to generate summary report

62
Administer Drill/Incident Types

• Standard Admin Pages
• Area specific

63
Check

• Monitoring and Measurement
• Evaluation of Compliance
• Nonconformity, Corrective and Preventive Action
• Control of Records
• EMS Audit

64
Monitoring and Measurement

• View Environmental Monitoring and Measuring
  Equipment with Maintenance or Calibration
  Requirement
• View and Manage EMS Equipment Maintenance and
  Calibration Data
• View Equipment and Maintenance/Calibration
  Summary Report
• View and Manage Environmental Management Program
  (EMP) Monitoring and Measurement Data
• View EMP Evaluation Summary Report
• View and Manage the Operational Control
  Evaluation Data

65
View Environmental Monitoring and Measuring
Equipment with Maintenance or Calibration
Requirement

• Allows for searching and filtering
• Symbols indicate status of maintenance/calibration
  requirements
• To add equipment click on Add Equipment
• To modify equipment
• Select the equipment from the list
• Click on Modify Equipment
• To view the requirements related to a piece of
  equipment
• Select the equipment from the list
• Click on View Requirements
• To view maintenance records for each requirement
• Select the equipment from the list
• Click on View Maintenance Records

66
Add/Modify Equipment

• Enter basic fields and save record
• Modify or Add Requirements
• Click on Modify or Add Requirements button
• List of current requirements will appear
• To modify click on Modify Requirement link
• Enter changes and click Save
• Can modify or add evaluations/maintenance records
  by clicking the Modify or Add Evaluation button
• To add a new requirement
• Go to the bottom of the page
• Enter the required data
• Click on Add New Requirement
• To Add/Modify evaluations/maintenance records
  click the Modify or Add Maintenance Records
  link for the desired requirement
• Click Go to Equipment List to work with a
  different piece of equipment

67
Equipment Requirements

• Displays the Equipment description, Model number
  and Serial number at top of page
• Lists all current requirements
• Status of requirement symbolized
• To add a new requirement
• Go to the bottom of the page
• Enter the required data
• Click on Add New Requirement
• To modify click on Modify Requirement link
• Enter changes and click Save
• Can modify or add evaluations/maintenance records
  by clicking the Modify or Add Evaluation button
• Click Go to Equipment List to work with a
  different piece of equipment

68
Equipment Maintenance Records

• List page can show
• all records,
• records for a single piece of equipment, or
• records for a single requirement
• The list view is determined by how the page is
  reached
• List of Maintenance Records is ordered by date
  maintenance completed
• Select the equipment and requirement to add
  maintenance record for

69
View and Manage EMS Equipment Maintenance and
Calibration Data

• This page displays each piece of equipment and
  requirement
• The page then displays any associated
  maintenance/calibration records
• Equipment Description and Requirement are links
  which will open to the Modify Equipment or Modify
  Requirement page when selected
• The user can modify a record by selecting the
  record and clicking Modify Maintenance Record
• To add a record
• Click Add Maintenance Record
• Select the Equipment and Requirement
• Enter the maintenance information

70
View Equipment and Maintenance/Calibration
Summary Report

• Build Report Page opens in a new window
• Allows for filtering results by
• Camp and/or
• Unit/Organization
• Set the report sort by selecting field from drop
  down list
• Some reports may print better in Landscape format
• Report includes color coded status and legend
• Click Build Report to generate summary report

71
View and Manage EMP Monitoring and Measurement
Data

• Filter/Search by
• Objective -Task
• Status -Unit
• Grouped by
• EMP/Objective
• Task
• List of Evaluations for each Task
• Status of each Review and Task displayed by color
  coded symbol
• Task status is determined by the most recent
  Evaluation
• To modify an Evaluation
• Select the Evaluation from the list
• Click Modify Evaluation
• To add Evaluation click Add Evaluation

72
Add/Modify Evaluation

• To Add an Evaluation
• Select the Objective from the drop down
• Then select the Task
• Enter the required information
• Click save
• To Modify
• Change the desired information
• Click save

73
View EMP Evaluation Summary Report

• Build Report Page opens in a new window
• Allows for filtering results by
• Objective
• Task and/or
• Unit/Organization
• Show all evaluations or only the most recent
• Some reports may print better in Landscape format
• Report includes color coded status and legend
• Click Build Report to generate summary report

74
View and Manage Operational Control Evaluation
Data

• Similar to Operational Control List, a
  Significant Aspect must be selected before the
  list will display
• Displays Operational Control then associated
  evaluations
• Status of Evaluation displayed with color coded
  symbol
• To add Evaluation click Add Evaluation
• To modify an Evaluation
• Select the evaluation from the list
• Click Modify Evaluation

75
Add/Modify Evaluation

• To add an Evaluation
• Select the Operational Control from the drop down
• Enter required data
• Click save
• To Modify
• Change the desired information
• Click save

76
Evaluation of Compliance

• View Evaluation of Compliance Documents
• See Control of Documents for information on this
  capability
• View Compliance Inspection List
• View Compliance Inspection Schedule Report

77
View Compliance Inspection List

• Allows for Search and Filtering
• Can build Compliance Inspection report from this
  page
• To View a printable version of the details of a
  Compliance Inspection in a new window
• Select the Compliance Inspection
• Click on the View Compliance Inspection Details
  button
• To View Nonconformities associated with a
  Compliance Inspection
• Select the Compliance Inspection
• Click View Nonconformities
• Opens the Nonconformities List limited to those
  for the selected inspection
• To Add a Compliance Inspection click Add
  Compliance Inspection
• To Modify a Compliance Inspection
• Select the Compliance Inspection
• Click Modify Compliance Inspection

78
Add/Modify Compliance Inspection

• To Add
• Enter the required fields
• Click Save
• Return to list to add Camp, Unit(s), and Final
  Report
• To Modify a Compliance Inspection
• Enter the data changes
• Add or Remove Camp(s)
• Add or Remove Unit(s)
• Select the final report from documents uploaded
  to the system
• Click Add New Report to Document List to add a
  report that does not currently exist in the
  system
• Click View Report to open the selected report
  in a new window

79
View Compliance Inspection Schedule Report

• This report does not have a Build Report page
• The report will display all Compliance
  Inspections in the system
• The report is sorted by inspection start date

80
Nonconformity, Corrective Action and Preventive
Action

• View and Manage Nonconformities
• View and Manage Corrective/Preventive Actions
• View Nonconformity Summary Report

81
View and Manage Nonconformities

• Search and Filter capability including by source
  of the nonconformity
• Nonconformity Status symbolized
• To View a printable version of the details,
  including corrective/preventative actions for a
  nonconformity in a new window
• Select the Nonconformity
• Click View Nonconformity Details
• Nonconformity Summary Report can be built from
  the list page, by selecting the filter criteria
  and clicking Build Report
• To Add a Nonconformity click on Add
  Nonconformity
• To Modify a Nonconformity
• Select the nonconformity from the list
• Click on Modify Nonconformity
• To modify or add corrective/preventative actions
• Select the nonconformity from the list
• Click on View Corrective/Preventative Actions

82
Add/Modify Nonconformity

• To Add a Nonconformity
• Enter required fields
• Select source of nonconformity
• Associated to only one Camp and/or unit
• Click Save
• Nonconformity can be tied to a EMS Audit or
  Compliance Inspection
• To Modify a Nonconformity
• Enter new data
• Click Save
• To Associate Corrective or Preventative Actions
• Click on Manage Corrective Actions
• A Nonconformity can have multiple
  corrective/preventative actions

83
View and Manage Corrective/Preventative Actions

• Standard List Page showing all Actions in system
• To Modify an action
• Select the Action from the list
• Click on Manage Corrective/Preventative Action
• To Add an action
• Click on Add Corrective/Preventative Action
• The site will open the Nonconformity List
• Select the Nonconformity to add an Action to
• Click on View Corrective/Preventative Action
• Opens the Manage Corrective/Preventative Action
  page
• Status of Actions symbolized
• To View the details of a Corrective/Preventative
  Action including the nonconformity
• Select the Action
• Click on View Corrective/Preventative Action

84
Add/Modify Corrective/Preventative Actions

• The title of the nonconformity will be displayed
  at the top of the page
• Enter the corrective action description
• Status automatically updated to Completed when
  Actual Completion Date entered
• Remarks are required for overdue Actions
• A Closure document may be selected from documents
  uploaded to the system
• To View the MAP document click View MAP
• To add a new MAP to the system
• Click on Add New MAP to Document List
• Complete the document add information

85
View Nonconformity Summary Report

• Build Report Page opens in a new window
• Allows for filtering results by
• Category
• Status
• Source of nonconformity
• Camp
• Unit/Organization and/or
• Media Type
• Set the report sort by selecting field from drop
  down list
• Limit only see nonconformities, view overdue
  corrective/preventative actions, or to view all
  corrective/preventative actions
• Some reports may print better in Landscape format
• Click Build Report to generate

86
Control of Records

• The List, and Edit pages in this section work in
  the same way as the Control of Document section
• For information on the difference between a
  document and a record please refer to the ISO
  14001 guidance, and the Area Control of Records
  procedure
• Records do not have revision dates

87
EMS Audit

• View and Manage EMS Audit List
• View EMS Audit Schedule Report

88
View EMS Audits

• Allows for Search and Filtering
• Can build EMS Audit report from this page
• To view nonconformity summary report click
  Nonconformity Summary Report
• To View a printable version of the details of an
  EMS Audit in a new window
• Select the EMS Audit
• Click on the View EMS Audit Details button
• To View Nonconformities associated with a EMS
  Audit
• Select the EMS Audit
• Click View Nonconformities
• Opens the Nonconformities List limited to those
  for the selected inspection
• To Add a EMS Audit click Add EMS Audit

89
Add/Modify EMS Audits

• To Add
• Enter the required fields
• Click Save
• Return to list to add Camp, Unit(s), and Final
  Report
• To Modify an EMS Audit
• Enter the data changes
• Add or Remove Camp(s)
• Add or Remove Unit(s)
• Select the final report from documents uploaded
  to the system
• Click Add New Report to Document List to add a
  report that does not currently exist in the
  system
• Click View Report to open the selected report
  in a new window

90
View EMS Audit Schedule Report

• This report does not have a Build Report page
• Can be created with filters from the EMS Audit
  List page
• The report will display all EMS Audits in the
  system when accessed through the link on the EMS
  Audit element page
• The report is sorted by audit start date

91
ACT

• Management Review

92
Management Review

• Status of Previous Management Review Action Items
• View or Add Management Review Meeting Agendas
• View or Add Management Review Meeting Minutes
• View Nonconformity Summary Report
• View Interested Party Comment Report
• View Equipment and Maintenance/Calibration Report
• View Environmental Management Plan (EMP)
  Evaluation Summary Report

93
Status of Previous Management Review Action Items

• Management Review Year(s) selection must be made
  to view/add Actions Items
• Standard List Page, Management Review Year(s)
  shown in page title
• Standard Edit Page
• Management Review Year selections will always
  have the current and next year, regardless of if
  there are any Action Items for those years

94
View or Add Management Review Meeting Agendas

• List page works like Control of Documents section
• Same form as in Control of Documents
• Prepopulates
• Element
• Program Area
• keywords, units, and email notification
  capabilities are available after the document is
  added

95
View or Add Management Review Meeting Minutes

• List page works like Control of Documents section
• Same form as in Control of Documents
• Prepopulates
• Element
• Program Area
• keywords, units, and email notification
  capabilities are available after the document is
  added

96
Management Review Reports

• To access the reports
• click on the link
• The appropriate build report page will appear
• Select filter, sort, and other options
• Click Build Report
• Please Refer to the report description page for
  specific information on each report
• View Nonconformity Summary Report
• View Interested Party Comment Report
• View Equipment and Maintenance/Calibration Report
• View Environmental Management Plan (EMP)
  Evaluation Summary Report

97
Support

• Submit Support Request
• Submit EMS Question
• Refer to description of functionality in the
  Communication Section
• Retrieve Username/Password

98
Submit Support Request

• Requires
• Area Submitting Request to
• Name
• Email
• Description of support request
• When a question is submitted by a logged in user
  the form will be populated with their information
• On Submission, an email will be sent to the
  submitter, and to users set to receive support
  requests for the selected area
• Area selection defaults to the Area the site is
  displaying data for

99
Retrieve Username/Password

• Allows users to retrieve a forgotten username or
  password
• Retrieval will generate a new and random password
• After entering a valid email address, the
  username and password are sent in separate emails
  to the user
• If the email address entered is not in the system
  a message will display to the user explaining this

100
Help

• Sitemap
• Provides a list of each page
• Limits the page list based on the users security
  level
• Access the page by clicking on the page name
• Frequently Asked Questions
• Who Do I Contact?
• Website Training
• Will open this training power point presentation
• Security Matrix
• Displays an Excel spreadsheet with a description
  of the role and permissions for each user level
• Tips Hints
• Displays an Excel file with a list of quick tips
  for use of the site

101
Administration

• Maintain Process
• Maintain Role
• Maintain Trainings
• Maintain Unit/Org.
• Maintain Who Do I Contact
• User Profile

• View Access Requests
• View EMS Questions
• View Support Requests

102
Administration

• Administer Users
• Archive
• Maintain Activities
• Maintain Aspects
• Maintain Camps
• Maintain Document Categories
• Maintain Document Questions

• Maintain Drill Types
• Maintain FAQs
• Maintain Functional Work Area
• Maintain Incident Types
• Maintain Page Data
• Maintain Page Links
• Maintain Procedures

103
Administration

• Many of the administration pages are described
  with the element pages they relate to. Please
  refer to these sections for information on the
  use of these pages.

104
Administer Users

• List of existing system users
• To modify a user
• Select the user
• Click Modify User
• To Add a user click Add User
• Set required fields
• Set number of records per page
• Identify if the user should receive
• EMS Support Request
• EMS Questions
• Access Requests
• Click Manage Roles to manage user access

105
Modify User Roles

• Displays the set of roles
• Can assign administrator role
• Can assign control by
• Element
• Area
• Installation
• Unit
• User can have multiple roles
• Click Add New Role to update user

106
Administer Procedures

• Each Element page links to a procedure document
• The procedure is selected from a list of
  documents identified as procedures that have been
  uploaded into the system
• To add a new procedure use the Control of
  Documents section
• Procedures are specific to an Area

107
Administer Page Data

• Allows each Area to have control of text
• An Area and Page must be selected
• Each available block of text is shown
• HTML is allowed, examples on tips sheet
• A new block of text cant be added
• Changes may not show up immediately, it may take
  15 to 30 minutes to update on the server

108
Administer Page Links

• Each Element page, and some others have a
  Reference and Additional Resources section
• Many links can be added to each page
• The links are specific to the Area
• Link consists of Label and Link( url )
• Links can be deleted

109
View Access Requests

• List of current requests with status
• To Approve a request
• Select requestor
• Click Approve Request
• Review user information and add new information
• Click Save
• Assign user role(s)
• Emails are sent to new user with username, and
  password

110
View Access Requests

• To Deny a request
• Select the requestor
• Click Deny Request
• Enter the reason for the denial in the pop up box
• An email will be sent to the requestor with the
  information on the reason for denial
• To Delete a request
• Select the requestor
• Click Delete Request
• Only applies after denial or approval

111
User Profile

• Displays the current users information
• Link is only available for logged in users
• Click Change Password to update password
• Enter existing password
• Enter and verify new password

112
View EMS Question

• Shows list of EMS Questions submitted to the Area
• Select the question to
• access the details,
• manage status,
• Manage assignment and
• provide responses

113
View Support Requests

• Shows list of Support Requests submitted to the
  Area
• Select the request to
• access the details,
• manage status,
• Manage assignment and
• provide responses