Training Guide for Inzalo SOP Users

This guide has been prepared to demonstrate the use of the Inzalo Intranet based SOP applications. The scope of this document includes the search facility for an SOP, My SOP’s and View All SOPs. TRAINING SECTIONS: 1. Find a SOP 2. My SOP’s 3. View All SOP’s This manual assumes: Application users are familiar with web browsers -- e.g. all drop-down keys contain additional information and all field names have help screens Users have knowledge of basic eMpower file lookup functions – e.g. client name and UTi employee name retrievals from search boxes. SOP Users Overview

SOP (Standard Operating Procedure) SOPs have been traditionally maintained offline via hard copies of documents that are distributed to participating branches. The NextLeap project team has created a method for storing SOPs online and providing visibility to employees and customer contacts who require this information. Inzalo Inzalo is the internal portal or “Intranet” that was deployed across the UTi organization in the 2 nd quarter of Inzalo provides a common gateway for company information and web-enabled software applications. HTML HTML stands for Hyper Text Markup Language, and is the common global standard for publishing information on Inzalo and the Internet. CMF (Customer Master File) The CMF is the UTi global account file that is maintained within the eMpower suite of applications. The purpose of the CMF is to provide a common identification of a global UTi account, and to allow the association of the various local account operating units to a global parent account. MY SOPs This term refers to the SOPs that have been alerted for specific UTi employees as participants in the customer management process. These SOP documents are made readily available for the MY SOP user list. KEY CONCEPTS

Find a SOP This section describes the process of retrieving an existing SOP for viewing. You can find an SOP by using the following search criteria: Client Name SOP Name SOP Owner – This is selected from the lookup table. Branch – This is selected from the lookup table. You can clear out your search criteria by selecting the clear button. Section 1 – Find a SOP

Find a SOP: Access SOP Home Page The SOP applications are accessed from the Inzalo Intranet home page. From the wwwin.go2uti.com home page, enter your MyUTi login name & password details. Click Login and the Inzalo home page is displayed. Select the “SOP Home” application from the Quick Links bar on the left-hand side of the Inzalo home page. 1.Enter Inzalo Login ID and Password 2.Click on the SOP Home applciation

No Address in the CTS file: Address Information will popup. When you first go to the SOP and your address is not entered in uTrac CTS file a popup window will display so you can enter your details. Enter your address again to confirm. Press “Commit” button to confirm. This is a one time entry only.

Find a SOP: Access SOP Home Page Click on the SOP Link, this is the Home Page that will display. You can search by Client or SOP Name, enter the Client or SOP Name and press the search button. You can search by SOP Owner or Branch, click on the blue search arrow. Click to search for user name or branch.

Find a SOP: Display a SOP The search was done by SOP name “Toy” There is one SOP with that name. Click on the document icon to view the SOP content. The SOP content will display. Click here to view the SOP This is the SOP

Section 1 Summary You have successfully seached and viewed the contents of an SOP that has been posted on Inzalo. Congratulations ! In the next section, we will demonstrate how to view My SOPs

POSTING NEW SOP DOCUMENTS The following section describes the process of creating a new global SOP on the Inzalo Intranet site. This training document assumes that the employee posting the SOP has already formatted this information prior to posting. Setup / Input The SOP must be formatted as HTML documents (web pages) prior to posting on Inzalo. These documents must be compressed in a WINZIP file in order to upload on to our website. Training Segments 1. Access the SOP system on Inzalo 2. Enter control information for the SOP documents. 3. Upload SOP documents. 4. Add CMF client names to SOP. 5. Add users to the MY SOP list. 6. Post the SOP. Web Export Guide Section 2

Post New SOP: Select New SOP Function The SOP Home page allows the user to search for SOPs that have been posted on Inzalo, modify existing SOPs, and access the SOP Posting application Select the “Post a New SOP” link at the bottom of the page.

Post New SOP: SOP Owner Enter the first few letters of the owner’s last name in the popup window. Click on the SEARCH button. Click on the logon-id that corresponds to the correct name of the SOP owner. The popup will be closed automatically and the selected name will appear back on the posting form. 1.Click on login ID that corresponds to the SOP owner’s name. 2.The full user name will be loaded in the main screen.

Post New SOP: Upload SOP Documents Click on the Upload SOP >> link to activate the file upload popup window. Type in the file name, or click on browse to search for the SOP files.

Post New SOP: Upload SOP File Select the target “zip” file from your PC hard drive or LAN server drive. Click on UPLOAD FILE button. Please note that the upload process may take from several seconds to a few minutes depending on how large the zip file is. The SOP documents must have been previously saved on a local disk drive or local network that the poster has access to. Refer to section 3 for a description. These files must be in the “ZIP” (compressed) format. Click once the file name has been loaded

Post New SOP: SOP Version Notes When the “zip” file has load has completed, the user will be asked to enter a version note. Enter a short description of this version and click on the SAVE button. The upload of the SOP “zip” file is completed successfully when the popup message -- “SOP upload was successful” appears. Click the OK button on the popup screen. Click OK to complete the upload process. If the SOP upload successful popup box is not displayed, then the upload of the zip file was not successful.

Post New SOP: Add Clients The user is returned to the Post New SOP main page. The recently loaded SOP information should be visible on the bottom portion of the screen. Click on the Add Client link to attach client names for this SOP. The recently uploaded SOP information is displayed on the bottom half of the screen. Click on the Add Client link to attach client names The Add Client function will allow customers to view SOP information. Please verify if the access is mandatory.

Post New SOP: Add Clients Type in the first letters of the client name and click on the SEARCH button. A list of matching CMF clients is displayed. Check the ADD box for each client name. Click on the ADD button at the bottom of the screen. These accounts will be added to the SOP list. CMF

Post New SOP – Add Clients After the selected clients are added to the SOP, a refreshed client search form will be displayed. Additional client names can be retrieved and added to the SOP. When all client names have been processed, click on the CLOSE button to exit this form and return to the Post New SOP page. Click on the Close button when finished adding all client names With some Internet browsers, the Post SOP main page may be displayed immediately. The user will then have to click on the Add Client window tab before closing this window.

Post New SOP: My SOP Users When the user returns to the Post New SOP main page, the selected CMF accounts will appear on the Clients line. The SOP can be automatically assigned to a UTi employee “My SOP” list. Click on the Add User link to attach employee names to this SOP. Assigned accounts are displayed MY SOP Click on the Add User link to attach to My SOP lists

Post New SOP: My SOP Users Enter a few letters of the last name and then click on the SEARCH button. This screen will also support searches by first name. Select the desired users by clicking on the ADD box. Click on the ADD button at the bottom of the page. This user will be added to the MY SOP list. Search for all users having surname starts with “L”.

Post New SOP: Add User After the selected users are added to the SOP, a refreshed user search form will be displayed. Additional users can be retrieved and added to the MY SOP list. When all user names have been processed, click on the CLOSE button to exit this form and return to the Post New SOP page. Click on the Close button when finished adding all user names With some Internet browsers, the Post SOP main page may be displayed immediately. The user will then have to click on the Add a User window tab before closing this window.

Post New SOP: Post Option To complete the document posting process, click on the Post button at the bottom of the form. Documents are not “live” on Inzalo until this button is selected. The user will be returned to the SOP Home Page. Assigned users are displayed on the MY SOP Users list Click on the POST button to complete the posting process

Web Export Guide Section 2 Summary You have successfully uploaded an SOP using the Inzalo Posting functions, and you have been shown how to assign clients and UTi employees for the MY SOP lists.. Congratulations ! In the next section, we will demonstrate how to retrieve a previously loaded SOP and modify the contents.

EDIT EXISTING SOP The following section describes the process of retrieving and editing an existing SOP that has already been uploaded to Inzalo. Setup / Input The SOP must be already published in the Inzalo portal. Training Segments 1. Accessing the SOP Edit function. 2. Search for existing SOP entry. 3. Add additional SOP documents. 4. Send alert to My SOP users. 5. Delete SOP documents. Web Export Guide Section 3

Edit Existing SOP: Access Edit Function To begin the Edit SOP process, return to the SOP Home Page. Click on the EDIT SOP link near the bottom of the page. Click on the Edit SOP link

Edit Existing SOP: Find SOP An easy way to locate an SOP is by searching the existing SOP names. Click on the blue search arrow associated with the SOP Name field. A drop-down list of existing SOP names will appear. Click on the SOP name and the SOP information will be retrieved automatically. 1.Click on the arrow for the SOP name field in order to list existing SOPs 2.The drop list of SOP names will appear Click on the SOP name

Edit Existing SOP: Edit Options Click on the Upload SOP >> link in order to post the new SOP documents to Inzalo. Refer to section 2 of this document for the detail posting instructions. Upon completion of posting, you will be returned to the control page and the latest version of the SOP will be listed. Click on the Upload SOP link to insert new documents The system will generate the next version number and posting date

Edit Existing SOP: Alerting When modifying the SOP on Inzalo, the user has the option of sending and alert to all employees listed on the My SOP Users list. Click on the button at the bottom of the page, and a pre-formatted will be automatically sent. Click on the button to send an update alert to the My SOP Users list.

Edit Existing SOP: Alerting Below is a sample of the message that is sent out for updated SOPs. The message contains an internet hyper-link that allows the user to navigate directly to the SOP control page on Inzalo. Click on the SOP title for link to the SOP documents on Inzalo advises of users who do not an address loaded in Inzalo

Edit Existing SOP: Deleting Information To remove existing names from the Client list and My SOP User list, click on the Delete links provided for each category. To remove a previous version of the SOP documents, check on the document version and then click on the Delete button at the bottom of the page. Click to delete from the current list Check the version for document delete If you attempt to delete the last remaining version of the SOP, a warning box will appear. Click OK to proceed.

Web Export Guide Section 2 Summary You have successfully modified the contents of an SOP folder that has been previously posted on Inzalo. Congratulations ! This concludes the training template for the SOP Posting function.