CASE MANAGEMENT PORTAL 2.0. User Guide

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1 CASE MANAGEMENT PORTAL 2.0 User Guide

2 Table of contents CMP LOGIN SCREEN... 1 HOME PAGE... 2 LIST OF TABS... 3 MAIN TAB... 4 PARTY FILINGS TAB... 5 ADMIN DOCUMENTS TAB... 6 ADMIN DOCUMENTS TAB MESSAGE VIEWER... 7 ORDERS / AWARDS TAB... 8 EVENTS TAB... 9 EVENTS TAB EVENT VIEWER EVENTS TAB CALENDAR EVENT IMPORT FORMS / RESOURCES TAB MOBILE DEVICES LOGIN PAGE MOBILE DEVICES HOME PAGE MOBILE DEVICES LIST OF HEADERS MOBILE DEVICES EXPANDED HEADER MOBILE DEVICES EXPANDING HEADER MOBILE DEVICES COMMUNICATIONS MESSAGE VIEWER MOBILE DEVICES - EVENTS HEADER... 18

3 SCREEN SHOT GUIDE The SDRCC has put together this short document to serve as a reference for users of the Case Management Portal (CMP). The CMP allows for all case related materials to be available anywhere, anytime. CMP Login Screen When you visit the CMP, you are initially brought to the Login page. Your Username is your address. Your Password is initially sent to you via an welcoming you to the CMP. You will be able to personalize it after you have logged in for the first time. Should you forget your password, you may click on the Forgot your password? link, and it will be resent to you. You will then need to access your account to retrieve your password. The system will by default suggest the settings for a public or shared computer, which apply if you are, for example, at an internet café, a library, a hotel, an airport kiosk, a friend's computer, etc. For enhanced security, it is recommended that you never choose the private computer settings unless you login from a personal computer for which you are the only user, or a computer that you share with trusted users at the office or at home. After a fixed period of inactivity on the CMP, a window will pop-up to ask you if you wish to remain logged in. Failure to click yes within a certain delay will cause your account to be disconnected. This feature was added to facilitate navigation during extended periods of time such as during a mediation session or a hearing. Do not use this feature as a default logout procedure; always logout manually when finished using the CMP. Page 1

4 Home Page After login, the User Home Page is displayed. This page features a welcome message with summary instructions if you require assistance in using the system. Your name appears at the top of the User Home Page as the user logged in. The Case ID heading shows the active case or cases that you have with the SDRCC. If you are involved in more than one case with the SDRCC at any given time, all your cases will be listed on this page. The system is designed to ensure that you only need one username and one password to obtain the information for all your cases. However, you can only view one case at a time by clicking on the relevant case number, which is hyperlinked. Your password is system-generated and can be found in the welcome sent to you at the outset of your case. However, you may personalize your password from the Home Page. Remember, that the password must contain at least one upper case letter, one number and be at least 8 characters long. At anytime you may either logout of the CMP or return to the home page. It is strongly recommended, for enhanced security, that you logout of the CMP when you have finished working with it. As a safeguard, after prolonged inactivity on the site, a window will pop up asking if you would like to continue working or logout. If you do not click to continue within a certain time delay, you will be automatically disconnected and taken back to the login page. Page 2

5 List of Tabs Once you click on your SDRCC-assigned case number from the User Home Page, the Case View Page is displayed which contains information specific to the case you selected. The above image zooms in on the 6 Tabs of the CMP. Below is a short description of each Tab. A more detailed description of each Tab will be provided in subsequent pages. The Main tab opens by default from the Case View page. It shows information of general and administrative nature about the case. The Party Filings tab catalogues all submissions made by each party. The Admin Documents tab lists all documents and records all communications sent to the parties by the SDRCC. For each user, this includes all person-specific communications, such as the Welcome to the CMP . The Orders/Awards tab lists all communications from the panel, including any and all decisions. The Events tab features an interactive calendar of all upcoming events for convenience and quick access. This includes submission deadlines, conference call times, hearing dates, etc. The Forms/Resources tab contains all relevant forms and information for the parties who are before the SDRCC. This includes applicable rules, various meeting outlines, and other useful resources including this CMP User Guide. Page 3

6 Main Tab Once you have clicked on the Case ID link, from the User Home Page, the Main tab of the chosen case opens. Amongst other things, this page summarizes the general information of the case. The Status indicates whether or not the case is open or closed. A case will remain open until the Request is either withdrawn, the dispute settled, or a final decision is rendered. Once the SDRCC closes a case, it will remain accessible through the CMP for approximately three weeks, after which it will be permanently deleted from the system. The date found besides the Last Updated heading indicates the date when the case was last updated. Whenever a change is made to the CMP for your case (such as adding a document, event, or user), a notice is sent out to all parties to inform you of the nature of the change(s). The case-specific teleconference number and access code are found beside the Teleconference heading. They are easily accessible for quick reference when it is time to dial in for the conference call proceedings. The name and primary address of each party and its representatives are listed on this page under Party Name. It is also specified in what capacity they are participating in the proceedings. In the case of panel members only (arbitrators and mediators), their contact information is not disclosed. Page 4

7 Party Filings Tab Above is an image of the Party Filings tab page. All documents submitted by all parties to a case, including the Request, Answer and Intervention forms, as well as any exhibits in support of their respective positions can be found on this page. You may use the arrows at the bottom of the screen to scroll through several pages of documents. For the above example, there are currently two pages of submitted documents by all Parties combined. You may filter the documents by party by simply clicking on the drop down menu and choosing the name of the party whose filings you wish to consult. The default is All Parties. Click on the drop-down arrow next to Results Per Page to display more documents on the screen. You may then use the scroll bar to the right for a long list of documents. To sort documents, click on any of the column titles. The date refers to the date the document was received by the SDRCC (not necessarily the date that the SDRCC uploaded it to the CMP). This column shows the title of the documents submitted, to which the SDRCC adds a code for ease of reference by the parties. To open or save the documents, double-click on the document title. If your browser offers these options, you can either simply open the document or save it on your local drive immediately. Upon opening it, the document will load in the relevant application in a new window; at this point the document is not saved on your computer, but is rather in a read-only format. You can then decide to save it through the standard procedure provided in the application in question. The Author refers to the party who has submitted the document, regardless of which representative may have sent the document to the SDRCC on that party s behalf. Page 5

8 Admin Documents Tab The image above is of the Admin Documents tab screen. All documents and communications sent to you by the SDRCC are found on this page. On this page, you can also apply the same Results Per Page and sorting features as in the Party Filings tab. The Documents section to the left lists all documents intended for parties and prepared by the SDRCC in the management of this case. You may view any document by double-clicking on the document title. To open or save the documents, double-click on the document title. If your browser offers these options, you can either simply open the document or save it on your local drive immediately. Upon opening it, the document will load in the relevant application in a new window; at this point the document is not saved on your computer, but is rather in a read-only format. You can then decide to save it through the standard procedure provided in the application in question. The Communications section to the right tracks all s sent by the SDRCC to the parties. This includes any and all communications sent to all parties, as well as any user-specific s. If an is sent by the SDRCC only to you, other parties will not be able to view it on their system when browsing the CMP (and vice-versa). Any party having identified an authorized representative for the case is copied by default on all correspondence sent by the SDRCC to that authorized representative. Simply double-click on the subject title to open the Message Viewer. Since you will have received all of these s in your own inbox, there should be no need for you to save these messages. However, having them there during the duration of the case may save you some time searching through your inbox, or may allow you to consult these s at times when you do not have access to your own system. Page 6

9 Admin Documents Tab Message Viewer After double-clicking on a communication message, the above screen appears. The subject of the communication is prominently displayed at the top of the Message Viewer. Users that have been sent the message are identified in the Recipients heading. For example, the above message was sent to all users on the case. If a message is sent only to you or your authorized representative, the Recipients heading will only show that person s name. The body of the message begins below the Message heading. Please remember that for longer messages, you may need to scroll through the Message Viewer to view the entire communication. To do so, please use the scroll bar or arrows on the right-hand side of the Message Viewer window. Page 7

10 Orders / Awards Tab The above is an image of the Orders/Awards tab. It houses any and all communications sent to parties by the SDRCC Resolution Facilitators, Mediators, Med/Arb Neutrals or Arbitrators, such as instructions, procedural orders, preliminary decisions, and awards. While communications other than awards are rare, on the occasion that they are required, they will be found in this tab. On this page, you can also apply the same Results Per Page and sorting features as in the Party Filings and Admin Documents tabs. Just as for other documents on the CMP, you may view any document by double-clicking on the document title. To open or save the documents, double-click on the document title. If your browser offers these options, you can either simply open the document or save it on your local drive immediately. Upon opening it, the document will load in the relevant application in a new window; at this point the document is not saved on your computer, but is rather in a read-only format. You can then decide to save it through the standard procedure provided in the application in question. Page 8

11 Events Tab Above is the Events tab page. On the left-hand side, a monthly calendar indicates the days on which an event is set relating to your case (a submission deadline, a conference call, an award due date, etc.) By default the calendar shows the current month, but you can scroll back and forward using the arrows at the top of the calendar to view other months as may be required. All dates and times in the calendar are shown in Eastern Time (Standard or Daylight Saving, depending on the time of year). If you consult the calendar online and are in another time zone, you must remember to take this into account to ensure you meet the deadlines and join the proceedings on time. One of the key features of the CMP is that a system-generated reminder is sent out to all parties either 24 or 72 hours prior to the event taking place, or prior to a deadline. The box to the right of the monthly calendar lists upcoming events. You may double-click on each event to open the Event Viewer window (see details on next page) to obtain more information. In the calendar, the date which is squared indicates today s date. In the example above, the image was taken on June 8. When dates are highlighted in green, it means that there is at least one event recorded in the calendar on that day. You can click on a highlighted date to get more information on the event(s), which then appear in the box to the right of the calendar. Page 9

12 Events Tab Event Viewer If you click on a highlighted date in the monthly calendar and there is only one event on that day, the Event Viewer window will appear. The date and time (in Eastern Time) of the event is indicated near the top of the Event Viewer. If the Event Viewer does not specify an end date, it is because none was necessary. In certain cases, the end date or time serves to inform you of the estimated duration of meetings or proceedings. The Event Type displays, for example, a deadline for submission, a deadline to respond, or a meeting. The Format of the event indicates, for example, the numbers to dial in if a meeting is to take place by conference call, the meeting location if in person, or the instructions for filing if it is a submission deadline. Should a specific document be necessary for the event, such as an outline of a meeting or a form to be completed, you may view and download it directly from the Event Viewer. When a calendar reminder is generated by the system, a copy of that document will be included as an attachment. No matter what, most of these documents are typically found under the Forms/Resources tab. Page 10

13 Events Tab Calendar Event Import Any and all future events that are found scheduled on the calendar in the CMP can be imported on your personal computer into any electronic calendar compatible with icalendar format. Simply click on the Import link found on the right hand side of the Event Viewer. Depending on your browser and settings, the event may either open directly in your calendar (Microsoft Outlook or icalendar) or you may save it on your local drive. You may then personalize the event by adding information to it before saving it into your own calendar. Page 11

14 Forms / Resources Tab The last tab, the Forms/Resources tab, provides users with the opportunity to view and download the various SDRCC rules, forms, meeting outlines and other resources which are not specific to a case but can prove to be helpful references and tools for all parties. To the right of the screen, you must use the scroll bar to be able to view all the available resources on that page. To view a document simply click on either Word or PDF (whichever format you prefer), and the document will open in a new window. The documents are arranged in subsections, starting with the applicable rules, the tribunal forms, the outlines of meetings, and other resources. Documents shown in black text apply to most cases at the SDRCC; those in purple text refer specifically to doping-related cases. All forms to be completed by parties are made available in both the Word and static PDF versions. Should you opt to complete your form electronically, you must save the Word version onto your computer to be able to make changes to it. If you choose open, the document will load WORD, but in a read-only format, meaning you cannot fill it out. If you intend to print the form and complete it by hand, then the static PDF version will allow for an undistorted printout from any printer. This completes the section on the online version of the CMP. The remainder of the document deals with the mobile version of the CMP. If you require any assistance with regards to the CMP please do not hesitate to contact the SDRCC at Page 12

15 Mobile Devices Login Page The CMP is also designed to function on mobile devices such as the Blackberry and iphone. While the content remains the same, the design layout is slightly different. The following sections of this Guide highlight these layout differences. Just as in the online version of the CMP, the mobile version also requires you to sign in. Your username and password remain the same; the process of retrieving your password, should you forget it, also remains the same. Simply select or touch the Forgot your password? link, follow the instructions and your password will be ed to you. Page 13

16 Mobile Devices Home Page After you have logged in, this page is essentially the same as in the online version of the CMP, except that you do not have the option of changing your password displayed at the bottom of the page. You must go to through the online version of the CMP to change your password. Should you have concerns about a possible security breach and wish to change your password while you do not have access to a computer, please contact the SDRCC and your password will be reset manually by the SDRCC staff. Page 14

17 Mobile Devices List of Headers The tabs in the mobile version are stacked vertically. The main difference with the online version is that there are 7 headers in the mobile version, as compared to the 6 tabs found on the online version. The reason for this is that the Admin Documents tab from the online version is now presented in two distinct headers (Admin Documents and Communications). In the online version, both the Admin Documents and Communications are found under the one tab entitled Admin Documents. Page 15

18 Mobile Devices Expanded Header To expand a section, select or touch the appropriate header. The section s content appears just below the header. To open any of the documents within a section, simply select or touch the relevant link as it appears in the left-hand column; a new window opens on your mobile device to display the document in either application your device is set up to read (Word, PDF, Excel, PPT, images, etc.) Unlike in the online version, all submissions are displayed and they may not be filtered. When you are finished viewing a section you may close it by selecting or touching its header again. Page 16

19 Mobile Devices Communications Message Viewer SDRCC messages stored under the Communications section of the mobile version are the same as those found in the right-hand subsection of the Admin Documents tab of the online version. Just as you would do to view other documents using you mobile device, simply select the message you wish to consult and a new browser window opens with the message. Page 17

20 Mobile Devices - Events Header Events in the mobile version do not display in the form of a calendar. Only future events display in chronological order, so that the first event you see at the top is the next to occur according to the current version of the online calendar. The date and time of the event serve as its title. Remember that the times are always in Eastern Time no matter where you are when you consult the calendar. If the event is a meeting by conference call, the numbers for you to dial to join the call will be displayed under the Format heading. Depending on your mobile device s functionalities, you may be able to simply select or touch the number to dial it. This constitutes the end of the CMP user-guide. Should you require any additional assistance with regards to using the CMP, please do not hesitate to contact the SDRCC at Page 18

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