Department of Tourism Computerization Project Phase I DOCUMENT MANAGEMENT AND TRACKING SYSTEM June 2009

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 2 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status Approver - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 3 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 4 OBJECTIVES The objectives if the presentation are: To present the different processes involved in Document Management and Tracking System (DMTS) To teach users on how to create Draft of Communications on DMTS To teach users on how to approve Draft of Communications on DMTS To teach users on how to route approved documents To teach users to manage document requests

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 5 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Route the document Approver - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 6 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 7 DEFINITION OF TERMS Portal/Website Interchangeably used, this refers to the MS Sharepoint portal that will be used as the primary interface with the different systems Draft Communication A term to be used for communications drafted for approval and further, for routing to a group of DMTS users. Memo/documents routed to different offices internally Routed/ Re-routed Communication A term to be used for approved communications disseminated by the Records Division. Document Classification General classification of a document (Memo, Circular, Orders, etc) that facilitates the indexing and searching of documents in the database

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 8 DEFINITION OF TERMS Scan (Archive) These are paper documents stored in the Records Division from June 2004 – present date which have been converted to digital documents and are searchable through DMTS. Online Template DMTS provides templates based on the currently used draft communication types i.e. Administrative Order, Memo, etc Routing Control Number Each draft communication will be identified through a unique control number. Hashcode A series of character string generated through a secret hash stored into the document upon approval. The hashcode can only be generated by the final signatory. In the event of tampering, the system saves the hashcode stored in the document. If the hashcode in the system and the hashcode in the document does not match, then a security violation may be detected.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 9 DEFINITION OF TERMS Workflow A special feature of the tool Sharepoint to facilitate support to processes such sending of s and assigning task with the user. Workflow status “In Progress” A status of the Workflow that will tell the recipient or user that the document may now be processed. Workflow status “Not Started” A status of the Workflow that will tell the recipient or user that the user needs to “Complete Task”. Complete Task An action that the user must make so that the workflow may be set in motion.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 10 DEFINITION OF TERMS My Inbox Default screen for DMTS that shows communication documents for the user. My Inbox contains the following groupings: Communication for Approval Routed/Re-routed Communications Routing Progress Routing Progress(Record Section) Workflow status “In Progress” A status of the Workflow that will tell the recipient or user that the document may now be processed. Workflow status “Not Started” A status of the Workflow that will tell the recipient or user that the user needs to “Complete Task”. Complete Task An action that the user must make so that the workflow may be set in motion.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I DMTS taps Sharepoints 2007 built-in functionalities in Document Management  Document Library  Tracking using Sharepoint Workflow  Seamless Integration with MS Office 2003 and CONCEPTS IN DOCUMENT TRACKING AND MANAGEMENT

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I There are Components that Sharepoint does not allow to be customized  Workflow Model  This will be the workflow model that is used in all Sharepoint products.  We cannot customize MS Office  What can be customized is what can also be destroyed 12 SHAREPOINT CUSTOMIZATIONS FOR DMTS CustomizationsCustomizations Sharepoint 2007 Microsoft Office 2007 Microsoft Office 2003 Customizations

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I There are Components that Sharepoint do not allow to be customized  Workflow Model  This will be the workflow model that is used in all Sharepoint products.  We cannot customize MS Office  What can be customized is what can also be destroyed 13 SHAREPOINT CUSTOMIZATIONS FOR DMTS “Again: Older Office versions [like Office] do not directly support WSS [Windows Sharepoint Services] properties. You can however click on "File Properties" in Office which will open the above "Web File Properties" window reflecting our WSS properties as well (if the document was opened from Sharepoint, otherwise you only get the legacy file properties dialog and will only see WSS properties as normal legacy text properties) In Office 2007 a new properties ribbon was implemented. If you don't see this ribbon after opening a document just click on the Office Button and select "Prepare / Properties". You can now select between "Server-Properties" (WSS), "Document Properties" (common legacy file properties), "Advanced Properties" (this is our legacy Office FileProperties dialog)” - Microsoft Development Network

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 14 CONCEPTS IN DOCUMENT TRACKING AND MANAGEMENT Creation of Draft Communication Approval Of Draft Communication Approval Of Draft Communication Routing & Dissemination Routing & Dissemination

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 15 CONCEPTS IN DOCUMENT TRACKING AND MANAGEMENT Document Routing And Approval of MEMOs, Circulars, and other files. approve review draft Receive and read route annotate

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 16 DMTS PROCESS IN A NUTSHELL My Inbox Workflow Log Complete Task Complete Task Always check for new Task Items in My Inbox. Check for the status of the Task Items. Not Started In Progress Completed Click on the status of the Task Item. See the workflow log to see the different activities associated to the task. Select the task assigned to you. i.e. New Draft Communication Received Here you will review the document attached to the task. You may input remarks. Complete the task so that the document may move on to the succeeding steps/process.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 17 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Route the document Approver - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 18 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 19 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Route the document Approver - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 20 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Route the document Approver - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 21 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Upon Logging-in, User will be able to see the homepage of DMTS. The main body contains the Module Requirement and Things to remember My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 22 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Upon Logging-in, User will be able to view My Inbox which contains List of all Pending Tasks assigned to the user My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 23 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 1: Click Create Draft Communication to view list of all draft communications created/authored by you. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 24 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 2: Select New to display templates used for creating Draft of Communication My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 25 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION A warning message will be displayed upon selection of the template. Step 3a: Click Adhoc Communication. This will upload document in any document type like excel, powerpoint and word document. Browse the document to be routed. And press OK to finish. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 26 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 3c: The Success page will be displayed informing that the docunent has been uploaded successfully. Click the link to continue in Create Draft Communication page. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 27 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 3d: The uploaded document will be added in the draft communication list. The newest document will be on the top of the list. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 28 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 4. Click any template displayed in the draft down list. The only difference with all the template is the heading of the document. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 29 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION *If this message appears, click OK to continue. *built-in double layer security of Sharepoint by design My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 30 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 4: Enter Username and Password to open the template Step 5: Click OK to save information and go back to the default page. Click Cancel button will go back to the previous page *built-in double layer security of Sharepoint by design My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 31 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 6: Fill-up required fields and create the content of the document My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 32 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Note: The shaded part of the document will be filled in automatically, except for the Communication Subject. Communication subject will be filled in by the draftee. Make sure the subject will be typed inside the shaded portion. Click the communication subject, this will select automatically the whole area. If selected, use the left or right arrow keys to be able to get inside the communication subject and remove the text inside the shaded part. Undo the changes if the draftee accidentally removed the subject area My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 33 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 7: Click X or Close to save draft of communication Do not use the Save button My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 34 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Step 8: Type File Name to and click Save button. The filename will be changed to hash code for security purposes after the draftee send the document for approval. If the office version installed is 2007, change the Save as type My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 35 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION Saving the document will update the List of Draft of Communication. Routing Control Number, Assigned To and Document Status My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 36 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status Approver - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 37 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 38 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS Step 1: Under My Inbox tab, click Communication for Approval to display all the assigned task. By default, the newly document will be assigned to the draftee. The user can use the filter to view a selected status. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 39 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS Step 2: Click the Image to display the Draft Communication page that will be used to route the document My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 40 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS Ready to route the Document to approver : Draft Page My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 41 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS Communication Details My Inbox Workflow Log Complete Task Complete Task Include the basic information of the communication Input fields for needed for approval Fields with * is a mandatory

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 42 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS Step 3: To modify the document click the Name column to display the item menu. My Inbox Workflow Log Complete Task Complete Task Powerpoint Excel Word

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 43 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS Step 4: Fill-up necessary field so update status to for approval My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 44 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS Select Send Copy to Record Section. If Yes, the record section will be responsible for re-routing the document to the recipients. If No, the final approver will trigger to route the document to the recipients My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 45 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS Choose Link to PMS on the drop-down list to associate Draft of Communication to a specific project My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 46 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS My Inbox Workflow Log Complete Task Complete Task Choose Change Document Status the drop-down list, to set the new status of the document, For Review and Approval, For Final Review and Approval and Reject.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 47 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS My Inbox Workflow Log Complete Task Complete Task Input the Approver of the document. This will be the approver of the document. The approver will see this document in his Inbox once the transaction is completed. The user can use the Browse button to search a user.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 48 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS My Inbox Workflow Log Complete Task Complete Task Input Document Recipients, they will be the final receiver of the document. The user can input a group or user in this field. The user can use the Browse button to search a user.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I Step 5: To Cancel the transaction, click the Communication for Approval under My Inbox tab or Click OK to save. 49 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I Step 5: Notification of successful save. Click the link to continue 50 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 51 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DRAFT OF COMMUNICATION All pending task for Approver will be seen in My Inbox -> Communication for Approval My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 52 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS For Review and Approval Page. If the set the status to For Approval and Review, the below will be shown up. Fill up the required field and press OK when done. As long as the status is For Approval and Review, it can be passed to other different approver. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 53 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > UPDATE CURRENT STATUS For Final Review and Approval Page. If the set the status to For Final Approval and Review, the below will be shown up. Fill up the require field and press OK when done. If the approve choose Approved for Routing, if will be sent to Record Section or the Document Recipients of the document. The final Approver will populate the hashcode automatically. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 54 ACTIVITY

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 55 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 56 ACTIVITY 1.Create New Draft of Communication 2.Send Draft of Communication for Approval a.Document Recipient: DOT DMTS User b.Select Final Approver to option NO

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 57 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > APPROVE DOCUMENTS FOR ROUTING If the Draftee choose to Send a copy to Record Section, Record Section will be able received all Approved for Routing status of the document sent by the final approver. My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 58 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > APPROVE DOCUMENTS FOR ROUTING My Inbox Workflow Log Complete Task Complete Task Record Section can add a recipient if the Draftee missed some recipients of the document. Press OK to save.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 59 ACTIVITY

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 60 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 61 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RE-ROUTE DOCUMENTS Step 1: Click Records for Re-routing to view list of all documents subject for re- routing. Only the records section can RE-ROUTE documents.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 62 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RE-ROUTE DOCUMENTS Step 2: Select New to display templates used to upload document to route.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 63 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RE-ROUTE DOCUMENTS Step 3: Browse document to be uploaded.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 64 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RE-ROUTE DOCUMENTS Step 4: Click OK to save information and direct user to Memo for Routing Page. Click Cancel button will go back to the previous page

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 65 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RE-ROUTE DOCUMENTS Step 5: Enter Recipients of the Document for Routing

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 66 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RE-ROUTE DOCUMENTS Step 6: Click Check In to route Document Click Cancel button will go back to the previous page

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 67 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 68 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECALL DOCUMENTS Step 1: Click Routed Documents to view list of Routed Documents. Only accessible by Records Section.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 69 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECALL DOCUMENTS Step 2: Click Edit Icon to change Document Status to Recalled

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 70 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECALL DOCUMENTS Step 4: Set the Status to RECALLED and state the reason for recall

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 71 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECALL DOCUMENTS Step 5: Click OK to update status Cancel button will go back to the previous page

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 72 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECALL DOCUMENTS Once OK, Document Status will be updated

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 73 ACTIVITY

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 74 ACTIVITY 1.Edit document before Routing 2.Route approved documents 3.Create document for re-routing 4.Recall at least one routed document

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 75 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 76 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECEIVED ROUTED/RECALLED DOCUMENTS Upon Logging-in, User will be able to view List of all Pending Tasks assigned to the user

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 77 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECEIVED ROUTED/RECALLED DOCUMENTS Step 1: Click to direct user to the screen where user can complete task in receiving routed/re-routed or recalled document

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 78 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECEIVED ROUTED/RECALLED DOCUMENTS Step 2: Click Complete Task button to complete task in receiving the document that has been re-routed

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 79 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECEIVED ROUTED/RECALLED DOCUMENTS Step 3: Click View Documents to view list of all routed documents to the current user

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 80 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > RECEIVED ROUTED/RECALLED DOCUMENTS Step 4: Click to view the routed document

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 81 ACTIVITY

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 82 ACTIVITY 1.Accept routed document 2.View routed document

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 83 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 84 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > SEACRH EXISTING DOCUMENTS IN THE PORTAL Step 1: Choose This Site: DMTS on the drop down list

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 85 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > SEACRH EXISTING DOCUMENTS IN THE PORTAL Step 2: Enter to the search field provided on the portal

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 86 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > SEACRH EXISTING DOCUMENTS IN THE PORTAL Step 3: click the search icon to begin search

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 87 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > SEACRH EXISTING DOCUMENTS IN THE PORTAL Step 4: Click on the link of the corresponding query to view the page

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 88 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 89 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DOCUMENT REQUESTS Step 1: Click Request Documents to view list of document requests

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 90 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DOCUMENT REQUESTS Step 2: Select New Request to display templates used for creating Draft of Communication

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 91 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DOCUMENT REQUESTS Step 3: Fill-up necessary fields needed for document request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 92 DOCUMENT MANAGEMENT AND TRACKING SYSTEM > CREATE DOCUMENT REQUESTS Step 4: Click OK to update status Cancel button will go back to the previous page

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 93 AGENDA  01 Objectives  02 Definition of Terms  03 Document Management and Tracking System 3.1 Document Tracking & Management Draftee - Create Draft of Communication - Update Current Status - Approve Document for Routing Records Section - Route Approved Documents - Re-route Documents - Recall Documents Document Recipient - Receive Routed/Recalled Document 3.2 Management of Document Requests Requestor - Search existing of Documents in the Portal - Create Document Request Records Section - Answer Document Request

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 94 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST Upon Logging-in, User will be able to view List of all Pending Tasks assigned to the user My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 95 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST Step 1: Click to direct user to the workflow of the My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 96 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST Step 2: Once request has been answered, click New Document Request to direct user on the work-flow for document request My Inbox Workflow Log Complete Task Complete Task

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 97 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST Step 3: Click to direct user in the request form. A message to inform user that he will be directed in the form to see the details of the request.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 98 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST Step 4: Change Request Status to Answered Request. Put Comments if necessary.

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 99 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST Step 5: Click OK to update status Cancel button will go back to the previous page

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 100 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST Clicking OK will update Request Status

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 101 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST View Document Routing Progress of the Draft Communication. Send to Recipients value will change to Completed if all the Recipients of the Document did the assigned task to them

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 102 DOCUMENT MANAGEMENT AND TRACKING SYSTEM >ANSWER DOCUMENT REQUEST View Document Routing Progress (Record Section) of the Draft Communication. This view is for Record Section only. This view is where the document being routed by Record Section. Send to Recipients value will change to Completed if all the Recipients of the Document did the assigned task to them

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 103 ACTIVITY

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 104 ACTIVITY 1.Search Document on the Portal 2.Create New Document Request 3.Answer document request a.Attach file to answer document request b.Query the requested document on the documents archive

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 105 REVISIT OF OBJECTIVES The objectives of the presentation were: To present the different processes involved in Document Management and Tracking System (DMTS) To teach users on how to create Draft of Communications on DMTS To teach users on how to approve Draft of Communications on DMTS To teach users on how to route approved documents To teach users to manage document requests

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 106 QUESTIONS?

DEPARTMENT OF TOURISM COMPUTERIZATION PROJECT PHASE 1 DOT COMPUTERIZATION PROJECT PHASE I 107 Thank you