RDC-RP notify Case File in Microsoft Windows 2000

Transcription

1 Scotland Rural Development Programme (SRDP) Rural Development Contracts Rural Priorities (RDC-RP) Internal User Back Office Desk Instruction 3

2 Introduction This desk instruction is the continuation of the SRDP RDC-RP - Internal User Back Office Desk Instruction Part 1 and Part 2 and should be read after the aforementioned instruction. Due to the volume of information the SRDP RDC-RP Back Office desk instructions are contained within several documents; SRDP RDC-RP - Internal User Back Office Desk Instruction Part 1 includes guidance on How to log into the Back Office system Explanation of Case Status and Roles How to search for and select a case Using Data Entry / Data Query Case Summary and Case Details, including viewing and editing Supporting Documents Re-assign a Case SRDP RDC-RP - Internal User Back Office Desk Instruction Part 2 includes guidance on Stage 2 Assessment Stage 3 Assessment Withdraw Case Outcome Plan Claim Capture Outcome Plan Claim Authorisation RPAC Approval Ministerial Confirmation Contracts Helpful Hints SRDP RDC-RP - Internal User Back Office Desk Instruction Part 3 includes guidance on Letters Reports Contracts Generic Print Screen Scope This Desk Instruction provides guidance on the details contained within Part 3 only. This Desk Instruction will describe letters and reports that can be printed in system. Examples will be displayed and a brief description on how they can be printed. Version 2.2 Page 2 of 33

3 Version control Author Ver Date Reason sion Robert Dunlop (Sopra) th Sep 2008 Initial draft Robert Dunlop (Sopra) th Sep 2008 Update feedback from the business Robert Dunlop (Sopra) 1.2 December 2008 Update changes following addition of Approval and Contract functionality Robert Dunlop (Sopra) 2.0 January 2009 Update feedback from the business Robert Dunlop (Sopra) 2.1 February 2009 Update more feedback Robert Dunlop (Sopra) 2.2 March 2009 Update Case Summary Details Report added Table of Contents 1. LETTERS PROPOSAL ACKNOWLEDGMENT LETTER WITHDRAW CASE APPROVAL OF PROPOSAL REJECTION OF PROPOSAL CONTRACT ACCEPTANCE ACKNOWLEDGEMENT LETTER CONTRACT 28 DAY REMINDER LETTER CONTRACT CANCELLATION LETTER CONTRACT REJECTION LETTER REPORTS CASE LIST REPORT CASE SUMMARY DETAILS REPORT SUPPORTING DOCUMENTS REPORT STAGE 2 ASSESSMENT DETAILS CONSENTS REQUIRED REPORT Unconfirmed Consent Report OVERDUE 28 DAY REPORT Days Over Due Report Reminder Letter Required OVERDUE 42 DAY REPORT Days Over Due Report RDC for Cancellation CONTRACT COVERING LETTER GENERAL RDC CONDITIONS AND DECLARATIONS SPECIFIC UNDERTAKINGS SCHEDULE OF WORKS SIGNING PAGE GENERIC PRINT SCREEN...32 Version 2.2 Page 3 of 33

4 1. LETTERS There are a number of letters that can be printed by the RDC-RP Back Office system. They are used to inform the applicant of the status of their case and of the processes or decisions that have taken place on their case Examples will be provided to illustrate both the content and the layout of the letters. These example display live personal details which have been obscured for the purposes of this instruction After each letter is generated by the system, it can be viewed / printed from the Generic Print Screen. The Generic Print Screen is a directory of all the letters that have been created on a case and can be accessed by Case Administrators, Case Officers or Case Coordinators, from Print on the top menu bar. An example of this is shown at Section 3. Version 2.2 Page 4 of 33

5 1.1 Proposal Acknowledgment Letter A Case Officer must print an Acknowledgment Letter and send it to the applicant, by selecting Generate Acknowledgement Letter button from the Case Summary screen (see section 7.1 of RDP RDC-RP - Internal User Back Office Desk Instruction Part 1). After selecting generate acknowledgement letter a SIACS II alert will appear, select OK, then a pdf will be created. Informati Inform ation This is a typical example of the Proposal Acknowledgment letter that will be generated. This can be printed at the time it is generated or it can be viewed / printed later from the Generic Print Screen. See Section 3 for details of the Generic Print screen Version 2.2 Page 5 of 33

6 1.2 Withdraw Case A Case Officer / Coordinator can print a Withdrawal letter from the Withdraw Case screen (see section 3 of RDP RDC-RP - Internal User Back Office Desk Instruction Part 2). The letter is generated automatically when the withdrawal decision is saved on the Withdraw Case screen. The withdraw letter can be viewed and printed from the Generic Print Screen at a later date. NB The Proposal letter is only generated if the reason is Applicant Request This is a typical example of the Proposal Withdrawal letter. Inform ation Version 2.2 Page 6 of 33

7 1.3 Approval of Proposal The RPAC Approval of Proposal letter is generated automatically when the Ministerial Confirmation is saved on the Ministerial Confirmation screen. The letter can be viewed and printed from the Generic Print Screen at a later date. This is a typical example of the first page of a RPAC Approval of Proposal letter. Inform ation Withh l There may be more than one Regional Priority included on the Proposal. Each one will be approved or not by the RPAC. If at least one Regional Priority is approved the Approval of Proposal letter will be printed. The second page of the Approval of Proposal letter will detail the Regional Priorities the RPAC have approved and those they have not approved. Version 2.2 Page 7 of 33

8 Second Page of a partially approved proposal Second Page of a fully approved proposal Inform ation Withhel Inform ation Inform Withhel ation Withhel Version 2.2 Page 8 of 33

9 1.4 Rejection of Proposal The RPAC Rejection of Proposal letter is generated automatically when the Ministerial Confirmation is saved on the Ministerial Confirmation screen. The letter can be viewed and printed from the Generic Print Screen at a later date. This is a typical example of the RPAC Rejection of Proposal letter. Version 2.2 Page 9 of 33

10 1.5 Contract Acceptance Acknowledgement Letter The applicant must be sent an acceptance acknowledgement letter when the contract signing page is returned and the acceptance date recorded. See Section 6 of the SRDP RDC-RP Internal user Back office desk Instruction Part 2 for details about the Monitoring Screen, to access the Acceptance Acknowledgement letter. This letter confirms the start date for the contract and gives the applicant permission to start work. I f ti Inform This is a typical example of the Acceptance Acknowledgement letter. Version 2.2 Page 10 of 33

11 1.6 Contract 28 Day Reminder Letter If the Contract Signing page is not signed and returned to the Case Officer within 28 days then Case Officers must access the Contract Monitoring screen to generate a contract reminder letter and send it to the applicant. For more details about generating the Contract Reminder letter from the Monitoring Screen, see Section 6.5 of RDP RDC-RP - Internal User Back Office Desk Instruction Part 2). There is an Overdue 28 day report available to help identify cases that require a reminder letter, see section 2.5. Inform This is a typical example of the Contract Acceptance Acknowledgement letter Version 2.2 Page 11 of 33

12 1.7 Contract Cancellation Letter If the Contract Signing page is not signed and returned to the Case Officer within 42 days then Case Officers must access the Contract Monitoring screen to generate a contract cancellation letter and send it to the applicant. For more details about generating the Cancellation letter from the Monitoring Screen, see Section 6.5 of RDP RDC-RP - Internal User Back Office Desk Instruction Part 2). I f ti Please ensure that sufficient time has elapsed before generating a Cancellation letter as the contract cannot be re-instated if the contract is cancelled by mistake. There is an Overdue 42 day report available to help identify cases that require a reminder letter, see section 2.6. Inform This is a typical example of the Contract Cancellation letter Version 2.2 Page 12 of 33

13 1.8 Contract Rejection Letter If an applicant wishes to reject a contract then they must write to inform the Case Officer. On receipt of the letter from the applicant the Case Officer must access the Contract Monitoring screen to generate a Rejection Acknowledgement letter, which confirms the contract is rejected, and send it to the applicant. For more details about generating the Rejection letter from the Monitoring Screen, see Section 6.5 of RDP RDC-RP - Internal User Back Office Desk Instruction Part 2). I f ti Inform This is a typical example of the Contract Rejection letter Version 2.2 Page 13 of 33

14 2. REPORTS Reports are generated and printed from various screens to assist the internal users during the processing of an application. 2.1 Case List Report The Case List Report can be generated and printed from the Assessment Case List, Approval Case List, Contracts Case List and the Miscellaneous Case List. Please refer to SRDP RDC-RP - Internal User Back Office Desk Instruction - Part 1 for information on how to access each screen and an explanation on the differences between each one. Each Case List Report is identcal in layout and presentation, the differences are the title and content. The content depends on the menu that the case list has been selected from as each Case List contains cases at differing statuses. Each report is generated in PDF format that can be saved to a local folder, printed directly or included in an using the toolbar buttons. Inform ation Withhel d Inform ation Inform ation Withhel d Inform ation Select the Print Report button to generate the Case List Report Version 2.2 Page 14 of 33

15 This is the Assessment Case List Report which has been accessed from Assessment menu, Case List, View all Cases in all RPAC Regions. The Approval, Contracts and Mscellaneous Case List Reports have the same layout. I f ti Withh ld Withh ld Informati on Informati on Withh ld Informati on Informati on Version 2.2 Page 15 of 33

16 2.2 Case Summary Details Report The Case Summary Details Report can only be generated and printed from the Assessment Case Summary screen. Please refer to SRDP RDC-RP - Internal User Back Office Desk Instruction - Part 1 Section 7 for information on the Case Summary screen. Inform Select the Print Case Details Report button A pop-up window will prompt you to select the format the report will be generated in. Accept the defaulted PDF format and the OK button to generate the report. Version 2.2 Page 16 of 33

17 The Case Summary Details Report is generated in PDF format that can be saved to a local folder, printed directly or included in an using the toolbar buttons. The report will include all details that can be displayed on screen. Any invalid values displayed on the Case Summary screens in red will be printed on the Case Summary Details Report in bold and italics The information will be sectioned by the Case Summary screen s tab title. Each option will start on a new page to allow the pages of a specific option to be printed in isolation. Version 2.2 Page 17 of 33

18 2.3 Supporting Documents Report To print a Supporting documents report, then access the Supporting Documents screen (see section 8.2 of the SRDP RDC-RP - Internal User Back Office Desk Instruction - Part 1) where there is a Print button, that can be selected at any time, to generate a printed Report Informatio Informati Version 2.2 Page 18 of 33

19 2.4 Stage 2 Assessment Details To print a report of the Stage 2 Assessment Details entered by the Case officer, then access the Stage 2 Assessment screen (see section 1 of the SRDP RDC-RP - Internal User Back Office Desk Instruction - Part 2) where there is a Print button, that can be selected to generate a printed report. Inform Version 2.2 Page 19 of 33

20 2.5 Consents Required Report During the Assessment and Approval process consent by Public Body or Government Agency may be required, depending on the details of the Case or Options selected. Once the Case has been Approved and Confirmed consents may still be outstanding prior to the Contract being issued. Therefore the Consents Required Report is available for the Case Coordinators and Case Officers to check that there are no consents outstanding prior to issuing the Contract. The Cases listed on the Consents Required Report have reached the RDC Initiated status. Contracts that are Issued, Cancelled, or Rejected will not be included on the Unconfirmed Consent Report. Before the report can be generated either or both RPAC Region and Assigned To must be entered There is an LOV available for RPAC Region, either click on the arrow for the LOV or put the mouse cursor on the query field and select the {F9} function key. A list of valid RPAC Regions will be displayed and one can be selected. There is an LOV available for Assigned To, either click on the arrow for the LOV or put the mouse cursor on the query field and select the {F9} function key. A list of valid Case Officers will be displayed and one can be selected. Select the Generate Report button after an RPAC Region and / or Case Officer has been selected A Contract must not be issued with a consent outstanding, except for Planning Permission. So when a consent is granted, the Supporting Documentation screen must be updated with the details of the Consent document. When all consents are granted then the Contract can be issued using the Contract Approve and Issue screens. Version 2.2 Page 20 of 33

21 2.5.1 Unconfirmed Consent Report In fo Infor matio Infor matio Version 2.2 Page 21 of 33

22 2.6 Overdue 28 Day Report To monitor the return of signed contracts, an overdue 28 day report should be run regularly. The report includes details of all outstanding contracts that have not been returned within 28 days. This is a report that can be printed at any time by anyone with access to the Back Office application. Before the report can be generated details in either or both RPAC Region and Assigned To must be entered There is an LOV available for RPAC Region, either click on the arrow for the LOV or put the mouse cursor on the query field and select the {F9} function key. A list of valid RPAC Regions will be displayed and one can be selected. There is an LOV available for Assigned To, either click on the arrow for the LOV or put the mouse cursor on the query field and select the {F9} function key. A list of valid Case Officers will be displayed and one can be selected. Where cases appear on the Overdue 28 day report, Case Officers must generate a Contract reminder letter and send it to the applicant, see section 1.4. Select the Generate Report button after an RPAC Region and / or Case Officer has been selected Version 2.2 Page 22 of 33

23 Days Over Due Report Reminder Letter Required I f ti Withh ld I f ti Version 2.2 Page 23 of 33

24 2.7 Overdue 42 Day Report To monitor the return of signed contracts, an Overdue 42 days report should be run regularly. The report includes details of all outstanding contracts that have not been returned within 42 days. This is a report that can be printed at any time by anyone with access to the Back Office application. Before the report can be generated details in either or both RPAC Region and Assigned To must be entered. There is an LOV available for RPAC Region, either click on the arrow for the LOV or put the mouse cursor on the query field and select the {F9} function key. A list of valid RPAC Regions will be displayed and one can be selected. There is an LOV available for Assigned To, either click on the arrow for the LOV or put the mouse cursor on the query field and select the {F9} function key. A list of valid Case Officers will be displayed and one can be selected. Select the Generate Report button after an RPAC Region and / or Case Officer has been selected. Where cases appear on the Overdue 42 day report, Case Officers should generate a Contract Cancellation letter and send it to the applicant, see section 1.5. ALERT message will be displayed if no entries are selected and Generate Report button is selected Version 2.2 Page 24 of 33

25 Days Over Due Report RDC for Cancellation Version 2.2 Page 25 of 33

26 3. CONTRACT Once a case reaches status Contract initiated various Contract reports can be previewed from the Approve and Issue screen which can be accessed from the Schedule of Works screen. Informatio The Contract is a printed document that includes the following Covering Letter General RDC Conditions and Declarations Specific Undertakings Schedule of Works Signing Page Map (separate, not contained within the back office system) Before the Issue button is selected on the Approve and issue tab, each document can be selected for preview/printing individually, or they can all be selected together and previewed/printed, see Section 5.4 of the SRDP RDC-RP - Internal User Back Office Desk Instruction - Part 2 for more details. When Preview is selected, then every page will have Preview Only not for Issue as a watermark. The printed Contract will no longer contain the Preview only not for issue wording and it will contain the Contract Reference Number. The Contract page numbering is not sequential from the 1 st page to the last page, but instead is sequential for each part of it. Each page therefore has the name of the document plus the page number. For instance the Generic Undertakings are annotated as Generic Undertakings: Page 1 of 8, Schedule of Works: Page 1 of 12. The following pages will include all examples of the individual parts of the Contract Version 2.2 Page 26 of 33

27 3.1 Covering Letter Preview mode Contract Issued Informatio n Informatio n Withh ld Version 2.2 Page 27 of 33

28 3.2 General RDC Conditions and Declarations There are 8 pages of Rural Development Conditions and Declarations. The 1 st page is supplied as an illustration. Preview mode Contract Issued Version 2.2 Page 28 of 33

29 3.3 Specific Undertakings There are 15 Specific Undertakings which are: Agri Environment Farm Business or Community Improving the Economic Value of Forests Organic Options: Conversion and Maintenance Processing and Marketing of Primary Products Setting Up Young Farmers Interest Rate Relief Short Rotation Coppice Skills Development Sustainable Management of Forests Woodland Creation Woodland Improvement Grant: Long Term Forest Planting Woodland Improvement Grant: Non-Woodland Habitats Woodland Improvement Grant: Reducing Deer Impact Woodland Improvement Grant: Restructuring Regeneration Woodland Improvement Grant: Woodland Habitats and Species Some of the Specific Undertakings cover a variety of Options and others only cover 1 specific Option. The Specific Undertakings shown on the Contract are determined by the Options approved by the RPAC for that case. Version 2.2 Page 29 of 33

30 3.4 Schedule of Works The Schedule of Works can be a fairly long document, depending on the number of combinations of Regional Priority, Package and Options on a case. The Schedule of Works includes a Regional Priority Summary page, Annual Recurrent pages, Standard Cost Capital pages and Actual Cost Capital pages. Each section is structured by Regional Priority, then Package, then the Options that are contained within the Package and so on. Only an example of an Annual Recurrent and an Actual Cost Capital page are shown here. Annual Recurrent Actual Cost Capital Infor Infor In fo r m at io n W it h h el d I f ti Version 2.2 Page 30 of 33

31 3.5 Signing ng Page Two Signing Pages are generated for the Contract. Both should be sent to the applicant, to allow the applicant to sign both and send one back to the Case Officer. See Section 5.5 of the SRDP RDC-RP - Internal User Back Office Desk Instruction - Part 2 for details on how to record that the Signing Page has been signed and returned. Informatio Version 2.2 Page 31 of 33

32 4. GENERIC PRINT SCREEN The Generic Print Screen can be accessed by selecting Print, Generic Print Screen from the menu. Case Co-ordinators, Case officers and Case Administrators can all access and use the Generic Print Screen The Generic Print Screen can be used to re-print any document that has been generated in the SIACS II system. There are a variety of ways to use this look up screen and various filters are provided. It is prudent to use these filters to reduce the search parameters. The following text will explain what each filter will do and using any or multiple filters will reduce the amount of rows that will be found and displayed. Entering a Location Code will return only Letters generated for that Location / Farm (MLC / MFC). Entering a BRN (Business Reference Number) will return only Letters generated for that Business. Selecting a particular Scheme from the LOV will return only Letters generated for that scheme and not for all scheme types. The Scheme type is restricted to SRDP for FCS / SNH users. RPID users will be able to select any scheme type from the LOV. Place the cursor on the field and select the {F9} function key to open the LOV. The Sequential Number is really the Case Number and entering a value will return only Letters generated for that Case. The Generic Print Screen is used by many applications and therefore some titles have many uses. Selecting a Type from the LOV will return only Letters type generated as a particular document type. The letter types are shown in the LOV in an abbreviated form, e.g. Acknowledgement letter = SRDPRPAK and Withdrawal letter = SRDPRPWD. Place the cursor on the field and select the {F9} function key to open the LOV. Version 2.2 Page 32 of 33

33 The User will default to your own user number. This will return only Letters you have generated. To remove the number, place the cursor on the field and select the Delete key. Selecting a Date Created from the LOV will return only Letters generated on a selected date. Place the cursor on the field and select the {F9} function key to open the Calendar. When all filter choice(s) have been made click the Find Letters button to execute the search. To re-print any of the Letters found, either check the check box for that row or select the Select All button. The Select New button will clear all check boxes Withh ld The Multi-Print button will collate all the Letters selected into a multi page document (subject to Type restrictions). The single document can then be printed The View-Print button will display only one Letter at a time. The single document can then be printed Version 2.2 Page 33 of 33