To the Assignments – Work in Progress Online Training Course Welcome Welcome!   The Work In Progress functionality of Assignments enables you to retrieve an assignment request, view the assignment status, change the request status depending on your role, delete an assignment request and create a new request by copying an existing one. In addition, it allows you to view the electronic copy of the Memorandum of Registration if the assignment request was approved by Environment & Sustainable Resource Development (ESRD). To the Assignments – Work in Progress Online Training Course

Date Revisions Type Page Number August 31, 2012 Conversion All

Work In Progress - Introduction In this module, you will learn how to: Request Reviewer Approval of Assignment Approve Assignment or Set to Concurrence Concur/Reject Assignment View Memorandum of Registration Delete Assignment Copy Assignment

Work In Progress - Assignment Status Transition   The figure on the left hand shows how the status of an assignment request changes from one state to another. The statuses are set by the client(s) depending on the role(s) assigned by the Site Administrator within the company.

Work In Progress – Screen – Find Assignment Request More Information (Page 6 to 11) Request Number - You may type in the request number to get an exact match when you do a search. Status - You can filter your search by selecting a specific status (i.e., Work In Progress, Reviewer Approval, Ready for Concurrence, Concurrence, Pending, Approved, Client Rejected, Client Cancelled, Rejected). Account - Account defaults to your individual/client account. Only the Site Administrator will be able to view/select client accounts that have access to Assignments. Find - The Find button will begin the search based on the specified parameters. The assignment requests found will be shown on the same page. Assignment Request Details - Clicking on the magnifying glass icon will display the Assignment Request Details. Status -Displays the status of the request. If the status is Concurrence, the accounts that have been set up for concurrence can click on this field and the Concur assignment Request screen will open. Clicking on status in column heading will sort the results by status.

Back to Find Assignment Request WIP 1 Back to Find Assignment Request

Back to Find Assignment Request WIP 2 Back to Find Assignment Request

Back to Find Assignment Request WIP 3 Clicking pdf link opens up the assignment document Back to Find Assignment Request

Back to Find Assignment Request WIP 4 To view the details of the assignment request Back to Find Assignment Request

Back to Find Assignment Request WIP 5 You can scroll down and click close to return to Work in Progress screen Back to Find Assignment Request

Back to Find Assignment Request WIP 6 Clicking FAssign link enables all tabs on assignment request screen Back to Find Assignment Request

Work In Progress - Reviewer Approval More Information (Page 13 to 15) When a new assignment request is created and saved into the database, a request number will be generated and the status of the assignment will be set to Work in Progress. The assignment request is only visible to the Creator role. Once the Creator is satisfied, he can proceed to request for reviewer approval. The program validates the request and if there are no client errors, the status is changed to Reviewer Approval Click on More Information to view how to request reviewer approval.

Back to Reviewer Approval WIP RA1 Clicking FAssign link opens up Assignment Request with all tabs Back to Reviewer Approval

Back to Reviewer Approval WIP RA2 Clicking Reviewer Approval button sets the transaction status to Reviewer Approval after user’s confirmation Back to Reviewer Approval

Back to Reviewer Approval WIP RA3 Back to Reviewer Approval

Work In Progress - Ready for Concurrence More Information (Page 17 to 27) When an assignment request requires a reviewer approval, the Reviewer will retrieve and approve the request. The program validates the request and if there are no client errors, the status is changed to Ready for Concurrence. In some instances when a Reviewer is also a Concurrer, the status will change to Concurrence. As soon as the status is changed to Concurrence; ETS will automatically send an e-mail to the external Concurrer (assignee) indicating the request number of the assignment and concurrence is required. Interest will be locked at this point. Click on More Information to view how to approve request or set status to concurrence.

To Approve Assignment Request (Note: User should have a Reviewer role) Clicking FAssign link opens up the Assignment Request Back to Ready for Concurrence

Preview of Assignment Request Document WIP Concurrence 2 Preview of Assignment Request Document Back to Ready for Concurrence

Back to Ready for Concurrence WIP Concurrence 3 Clicking Approve button opens up a confirmation dialogue box Back to Ready for Concurrence

Back to Ready for Concurrence WIP Concurrence 4 Clicking close button opens up a confirmation dialogue box Back to Ready for Concurrence

Back to Ready for Concurrence WIP Concurrence 5 Next slide explains the steps on how to submit Assignment for Concurrence Back to Ready for Concurrence

To Submit Assignment for Concurrence (Note: User should have a Concurrer role) Back to Ready for Concurrence

Back to Ready for Concurrence WIP Concurrence 7 Back to Ready for Concurrence

Back to Ready for Concurrence WIP Concurrence 8 Clicking close button takes you back to previous screen Back to Ready for Concurrence

Back to Ready for Concurrence WIP Concurrence 9 Clicking OK button opens up the Work in Progress page with assignment status as Concurrence Back to Ready for Concurrence

Back to Ready for Concurrence WIP Concurrence 10 Clicking Concurrence link opens up the Concur Assignment Request page Back to Ready for Concurrence

Back to Ready for Concurrence WIP Concurrence 11 Clicking close will take you to the Work in Progress Screen Back to Ready for Concurrence

Work In Progress - Concurrence More Information (Page 29 to 33) When an assignment request requires concurrence, the individual with Concurrer role will be able to concur to the assignment request. The Concurrer has the option to select YES or NO. If the assignment is set to NO at this point, the assignment status will automatically be set to Client Rejected and no further processing can be done on this assignment. Assignment can be copied by the creator at this time. If the assignment is set to YES by all parties involved in the assignment, the status will then change to Pending. Click on More Information to view how to concur/reject assignment request. View Assignment Document - Link to Original Assignment Document PDF. Allows the concurrer to view before changing whether they concur to request or not. Concur - Defaults to Blank. Client with the Concurrer role can choose YES or NO Submit - Submits client response. After client submits response they will be unable to change concur.

Assignee Client – To Concur / Reject Assignment (Note: User should have a Concurrer role) Clicking Work in Progress link brings up Work in Progress Screen Back to Concurrence

WIP Concurrence 2 Clicking Concurrence link brings up Concur Assignment Request screen Back to Concurrence

WIP Concurrence 5 Back to Concurrence

WIP Concurrence 6 Clicking Submit button brings up Confirmation dialogue box Back to Concurrence

WIP Concurrence 7 Back to Concurrence

Work In Progress - View Memorandum of Registration MOR Example When an assignment request has been approved by SRD, a Memorandum of Registration (MOR) is created and is made available to the client(s) involved. The MOR document is generated in both PDF and XML formats. You may want to save a copy of the PDF or XML file to your preferred location. Once approved, the status of an assignment request will show Completed. Otherwise, the status will indicate that the request is Rejected.

Work In Progress - Delete Assignment More Information (Page 36 to 38) When an assignment request is deleted, the status is changed to Client Cancelled. Use the Copy Assignment option if you want to copy the information in the cancelled assignment to create a new request. Only a Creator can delete an assignment. Click on More Information to view how to delete assignment request.

Back to Delete Assignment WIP Delete A1 Back to Delete Assignment

Back to Delete Assignment WIP Delete A2 Back to Delete Assignment

Back to Delete Assignment WIP Delete A3 Clicking OK button will delete the assignment on Assignment Request Screen Back to Delete Assignment

Work In Progress - Copy Assignment More Information (Page 40 to 42) When an assignment request is rejected by the assignee client or cancelled by the assignor client, the status of the request is Client Rejected or Client Cancelled, respectively. The rejected/cancelled assignment can be copied to create a new assignment. A new request number is assigned and the assignment status is set to Work In Progress. Only a Creator role can copy an assignment. Click on More Information to view how to copy assignment request.

Back to Copy Assignment WIP Copy A1 Back to Copy Assignment

Back to Copy Assignment WIP Copy A2 Clicking on FAssign from the list opens up the assignment request screen, click copy assignment button Back to Copy Assignment

Back to Copy Assignment WIP Copy A3 Back to Copy Assignment

You have completed the Work in Progress Online Training Course Conclusion   Congratulations! You have completed the Work in Progress Online Training Course Please proceed to review other training modules detailing other functionality of Assignments. EDS.Support@gov.ab.ca Phone: (780) 427-3570