Version Control

Table of Content

Table of Content
1.Introduction
1.1.Scope
1.2.Assumptions
1.3.Definition, acronyms and abbreviation
2. Training Details
2.1.Application URLs
2.2.Basic Information about Application
2.3.Application Features
2.4.Notifications
2.5.Initiating the request
2.6.Project Team
2.7.Different ways to access user tasks
2.8.Identifying the basic information in Header Section
2.9.Different ways to access Attachments
2.10.Basic lookouts to complete the task
2.11. Product Revision Workflow walk through
2.12.Product Revision Dashboard Walk through
3.Security
3.1.Permissions
4.Error handling & contact support

1. Introduction

This document will guide the user on how users can access the Product Revision application and perform their activities in this newly designed tool. Also this document will guide them about the features of the Product Revision tool and how they can utilize the same in their day to day business needs.

1. 1. Scope

• Walkthrough of the Launch Product Revision Application.

1. 1. Assumptions

• All the appropriate access has to be provided to the users prior to sharing this Guide.
• Users going through this training document are well aware of these workflows.

1. 1. Definition, acronyms and abbreviation

      Terms	Definition
      PR	Product Revision
      BPM	Business Process Management

      
      
      
      

2. Training Details

1. 1. Application URLs

You can access the application by hitting the below URLs in your CHROME browser:
To access Test Environment: https://bpmsim.solvay.com
To access Live Environment: https://bpm.solvay.com
Please Note: That you need not to provide any username and password while accessing the application. The application has a 'Single Sign On' feature. Which will enable the user to login in automatically once the URL is used on the browser within Solvay Intranet.

1. 1. Basic Information about Application

As soon as user hits the URL in browser they will be viewing the below screen:

Please find the details of each Tab that is visible in the application and what can be achieved from that tab:

• Launch Request: This tab will give the user the ability to initiate the Launch request into the system. Also this Tab will only be accessible to 'Regional Quality Control' to initiate Product Revision Process.
• Launch Inbox: This tab will act like the inbox you have in your mailbox i.e. any 'Active' task that is assigned to you will be visible to you under this tab. Users can click on TaskId (which will

be a hyperlink) to open the task and perform their activity. Please note that as soon you complete your activity or submit the task it will disappear from your inbox.

• Task List Management: This tab will provide users to look into all the latest tasks regardless of their status, projects, and assignments. Users can click on the TaskId (which will be a hyperlink) to open the task. However the user cannot submit, save the task if it is not assigned to them.
• Product Dashboard: This tab gives users the ability to track the status of their projects. Users can see only the projects for the region they are associated with. Users can see the basic details of the project i.e. Market, Requester, Plant, Process Status etc. Users can click on project name to check the process status and further click on any box in the flow diagram to drill down the tasks associated with that stage of the process.
  1. Application Features

Below listed are the features of this application that users can utilize:

• Project Team creation based on dynamic Business Rules.
• Reassignment and delegation features from the Dashboard.
• Place the process On Hold if awaiting any confirmation or details or to prevent any further movement of process until the information is received or the issue is resolved.
• Resume the process once the information is received or the issue is resolved.
• Kill the process, if the decision is taken to cease all work and the project will never be resumed.
• Restricted access based on Roles.
• Single Sign on feature.
  1. Notifications

Below are the scenarios and list of Notification that system will send to the appropriate users automatically:

1. 1. Initiating the request

The process is capable of initiating below types of request:

• Users need to enter all the details, to enable the Submit button.
• All the mandatory fields are marked with "*" and attachments with a message in red.
• As soon as a user enters Plant, Market they will get an option to choose the Project team.
• Users need to select 'Does Specification Exist', if Yes then an option will be provided to search for specification via SAP Code from SAP and the results will be displayed on the screen.
• If No is selected then users have to manually enter the specification details in the screen.

1. 1. Project Team

Project team is created or identified based on certain business rules that run in the background as soon as the user clicks on the Project Team icon in the Request Page. The business rules mentioned below:
The business rule is a combination of below:

1. Region
2. Plant
3. Market
4. Function

This means that a user has to be active in all of these attributes in order to get their name in the Project Team suggested by the system. Since multiple people could fulfill these criteria the hence system lets the user (Requestor) choose the best possible user against each and every Function.
Please note that as soon as user completes the team selection, the team icon will turn Green indicating that team selection is completed. However if user clicks again on the icon, team will be removed as system will try to identify the latest team for a new selection.
Please Note: As soon the user selects the team and click on submit button, the system will trigger a notification to all the users chosen as a part of the project with some basic project details.

1. 1. Different ways to access user tasks

The user can access the tasks assigned to them from 4 ways mentioned below:

1. Launch Inbox: All the tasks assigned to the users can be located under this Tab. However once a user submit (Completes) the task, it will be removed from their inbox. Inbox will only display 'Active' tasks.
2. Notifications: Users will be notified by the system if incase any task is assigned to them and they need to perform any action. User needs to watch their mailbox with subject "Action Required (Project Name)". The users can open the email and will find a hyperlink in the mail body. Users can click on it and it will directly open their task in another tab of your chrome browser.
3. Dashboard: Users can look into their projects, click on the Project Name to get an insight of its current status. Further, they can click on any phase which shows 'Active (in blue color)' to drill down to the stage level view, where they can find the tasks list under that phase and can see if any of the tasks is assigned to them by looking into the 'Owner' column of stage level view.
4. Task List Management: User can go to this tab, use the Quick search with their name to identify any tasks opened and assigned against their name. IMPORTANT NOTE: this tab will only display the most recent 80 tasks generated by the system regardless of their status. For this reason, it is likely a user will not be able to find any tasks against their name due to the restricted number of results. Hence users should always rely on either the email Notifications or Launch Inbox for the most reliable list of active tasks.
   1. Identifying the basic information in Header Section

You can find some basic information about the project in the header section of your tasks, dashboard.

The header will contain below details:

• Project Name – This is the project name with a format of 'ProductName_ProcessType_currentYear/FourDigitSystemGeneratedNumber'
• Plant Name & Plant SAP Code – Displays Plant Name along with SAP code.
• Process Type – Displays the process type initiated (FGP)
• More Information Section – In the right most section you will find an "Information Icon". By clicking that icon a side navigation window will open containing further details of the project primarily captured during project initiation i.e Market, Business Justification, Creation Date, Requester Name etc.
  1. Different ways to access Attachments

Attachments can be accessed via 2 different ways mentioned below:

1. Any attachments made against a task can be visible at the bottom of the very same task in a tabular format. Users can click on the Attachment to download it (if a file) or open it (if a URL) in a new tab. If required a user can remove the attachment by clicking on the Trash icon under column remove.

1. Go to dashboard, search for your project. Open the project by clicking to the hyperlink under column shortId → This will open Process Level View → locate the paper clip icon in the top right section of the screen → click to view all the attachments made against the project.

1. 1. Basic lookouts to complete the task

• When a task is assigned to you, look into your Launch Inbox.
• Open the task by clicking to the task Id hyperlink.
• Fill all the fields that contains "*" marks stating Mandatory fields. (displaying additional warning message in red)
• Put all the mandatory attachments (if any mandatory a message in red will be displayed).
• In case of multiple attachments, you first need to select the 'Attachment Type' from the dropdown then only the paperclip option will be activated for you to make an attachment.
• Once all the details are filled in the screen, then only your 'submit' button will be enabled.
• Please note the submit button will not be enabled if in case you have picked someone else's task and you are not the owner of that task.

1. 1. Product Revision Workflow walk through

Below section will guide you on how to access and proceed with end to end flow for Product Revision process:

• Request Initiation: As soon as the user puts in all the relative information and select the project team the 'Submit' button will be enabled. There are certain questions on the basis of which few attachments become mandatory and will be displayed in red.

• Project Team Creation during Initiation: If any function or department has only one user identified via business rules then the system will pre populate the user.

• Successful Request Creation: As soon as user clicks on 'Submit' button in request screen, the request will be created in the system and it will display below success message containing the 'Project Name' in the format 'ProductName_ProcessType_CurrentYear/SystemGeneratedUniqueNumber'

• Notifications: As soon as a new request gets created the system will send a notification with subject "Project Initiated (Project Name)" to all the persons which are chosen to contribute in this project for Product Revision workflow.

• Task Assignment & Inbox: If any task is assigned to the user, they need to go to their inbox to verify. Else they should check their Solvay Gmail mailbox for the notification

• Task Activated Notification: User will be notified with the email with subject "Action Required (Project Name)". This notification will only be sent to the user to whom the task is assigned. The user can click on the hyper link as displayed in the below screenshot to open the task from the mailbox directly without hitting the application URL. The email will look like below:

• Regional QC Approval: User needs to complete this task by filling required comments. Regional Quality Control Manager has an option to Approve to move the process ahead or to Reject which will re-start the process. Please note that this task is a dynamic task i.e. it will generate based on the Region for the selected plant.

• Plant Approval: User needs to complete this task by filling required comments. Plant Lab Manager has an option to Approve to move the process ahead or to Reject which will re-start the process. Please note that this task is a dynamic task i.e. it will generate based on the plants selected.

• Global QC Approval: User needs to complete this task by filling required comments. Global Quality Director has an option to Approve to move the process ahead or to Reject which will re-start the process.

• Regulatory Approval: User needs to complete this task by filling required comments. Product Stewardship has an option to Approve to move the process ahead or to Reject which will re-start the process.

• Market Approval: This is a dynamic task i.e. based on Markets selected, the task will be generated and assigned to their respective market owner. Implementation date needs to be provided as a mandatory field.

• R&I Market Lab: This is a dynamic task i.e. based on Markets selected, the task will be generated and assigned to their respective market owner.

• Finalize Spec in LIIMS: User needs to provide the confirmation on LIMS update. If a user chooses a 'No' option for LIMS confirmation then the system will not allow the user to submit the task. The submit button will only be enabled if the Implementation date is passed.

• Finalize Spec in SAP: User needs to provide the confirmation on SAPupdate. If a user chooses a 'No' option for SAP confirmation then the system will not allow the user to submit the task. The submit button will only be enabled if the Implementation date is passed.

• Finalize TDS: User needs to provide the confirmation on TDS update. If a user chooses a 'No' option for TDS confirmation then the system will not allow the user to submit the task. The submit button will only be enabled if the Implementation date is passed

• Confirm Communication: User needs to provide the confirmation of communication to the customer. If the user chooses Yes then communication date and a mandatory communication document needs to be uploaded. If the user chooses No then justification needs to be provided.

1. 1. Product Revision Dashboard Walkthrough

• Project Initiated:

• Process Level view: User must click on the hyperlink under Column ShortId to open the process level view

• Stage Level View: User can click the stages that are displayed as active to get more details about the tasks under this phase/stage, task owners, creation date, last modified date and an option to reassign the task.

• Project On-Hold: The current Active Phase will be suspended and is represented by the below mentioned color along with its remarks.

• Project Resumed: The on Hold process can be resumed again and will be displayed via Blue color, an indication to be active again. Resume comments can be seen at the bottom of the page under "Project Status Logs"

• Project Killed: When the project is Killed "It cannot be reverted" and is represented via Red color.

1. Security
   1. Permissions

Current permissions are being setup in the system as per below:

1. 1. Product Revision Request –
      • Only Regional Quality Control can initiate the request.
   2. Dashboard –
      • Super User – Can access full applications without any filters.
      • Project Leader – Can see all the projects based on the Region(s) they belong to.
      • Regional User – Can see all the projects based on the Region(s) they belong to.
      • All users – Can access or see projects restricted only to their Plants.
   3. On-Hold, Resume & Kill Buttons will only be enabled for Regional QC & Super Users.
   4. Reassignment – Only Task Owner, Project Leaders (as per Region), and super users can perform this activity.
2. Error handling & contact support

• An automatic email will trigger the BPM support team if incase of any process failure via Freshdesk ticketing tool.
• In case the user is facing any issues while performing any activity in the application or accessing the application, they may perform any if the below activities to trigger a support request:
  • Email to Freshdesk support:
    • Send an email to 'IS-CAPG-BPM@solvaysbs.freshdesk.com'
    • Provide all the details of the issue i.e. Task Name, Project Name, Issue details etc
    • If possible a snippet would help the support team rectify the issue in the shortest period of time.
  • Create a freshdesk ticket via Application "Solvay Support":
    • Click on the Home Icon at the header section.
    • Click on Solvay Support - Start
    • Enter the details and click on submit.
  • Open a ticket manually via Freshdesk:
    • Login to Freshdesk Tool URL - {+}https://sbs-support.solvay.com+
    • Choose an option to create a new ticket, and chose the below options:

The best way to get IT support is to use the new Service One Platform.