USER GUIDE for LEAD AUDITORS

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1 USER GUIDE for LEAD AUDITORS Surveys, Audits, Assessments and Reviews Information System Doc Rev0 Paper copies of this document may not be current and should not be relied on for official purposes. The current version is in the SAARIS Program Library.

2 Table of Contents Table of Contents... 2 Introduction... 3 System Requirements... 3 Account Access... 4 View/Update Milestones Assigned to You (Home)... 5 View Actions in your Queue (Home)... 7 Add /Delete Audit Team Member (IA Function)... 7 View and Upload Audit Documents (IA Function)... 9 Add a Card (IA Function) Edit/Submit a Draft Audit Card (IA Function) Review Cards in Lead Review Status (IA Function) View/Print Cards (IA Function) Review Card Summary by Team Name (IA Function) View CA Plan (CA Function) Update Account Profile and Password (Account Management Function) Data Validity Security, Privacy and Safety Assisstance and Problem Reporting I can log-in, but I don't see my audit. What should I do? Spell Check capability? of 21

3 Introduction The Surveys, Audits, Assessments and Reviews Information System (SAARIS) is a software product developed by Honeywell Technology Solutions, Inc. (HTSI). SAARIS is a web accessible application that allows for management of a surveys, audit, assessment, and review (SAAR) programs. This system provides instructions for viewing and modifying SAAR information depending on access level. This User Guide is established and maintained as the basis for providing users guidance for SAARIS. This document is applicable only to SAARIS Version 5.2. Boldface identifies headers or is used for emphasis. Items in Blue Underline indicate hyperlinks or web addresses; the electronic form of this document will contain active links. Acronyms and abbreviations used in this document are described in Appendix A. System Requirements SAARIS is a web based application that supports the following standard platforms: Microsoft (MS) Windows Mac SAARIS supports the following standard browsers: Internet Explorer (Version 7.0 recommended) Mozilla Firefox (Version 3.6 recommended) Safari (Version 4.0 recommended) Internet Recommended Configuration o High-speed internet connection is recommended. SAARIS is accessible through lower speed connections; however, response time will be not meet speed requirements. Other Required Configurations o SAARIS requires Adobe Reader for some features to function. Adobe Reader is a free software that is available for download at o SAARIS uses pop-ups for certain functions. Pop-up blocker must be disabled to ensure adequate access to the site. 3 of 21

4 Account Access SAARIS can be accessed at New Users o To request for a new SAARIS account: At the log-in page of SAARIS, select the Select here to request access to this site link. Complete the online account request form. Users are granted access by the SAARIS System Administrator through the User Access Procedure (Ref. User Access Procedure NCAS PR0001). New users are given a temporary password by the SAARIS System Administrator. Upon successfully logging in to the SAARIS for the first time, you will be prompted to accept the user agreement and change your temporary password. Password requirements: o Contain 8 25 characters o Contain at least one upper case letter o Contain at least one lower case letter o Contain at least one special character ;:,.<>? Forgot your password? o Contact us and request for your password reset. Login o To log-in to SAARIS, use your username and password. 4 of 21

5 View/Update Milestones Assigned to You (Home) If you have a Milestone assigned to you, the Milestone Dashboard will display on the Home tab; default tab when you log in. Any SAAR programs that you have assigned milestone actions for will be displayed. your Audit Program to view the Individual SAAR Activity Names that you have an action assigned. your Audit Shell to view the action items you have been assigned. Select the Milestone Name to provide an update to the Milestone. 5 of 21

6 To request an extension just change the "Scheduled Date (Date Milestone is scheduled to be completed)" to a date after the target date and complete the Rationale for Extension field, when it appears. 6 of 21

7 View Actions in your Queue (Home) As Lead Auditor, you are responsible for reviewing Audit Cards that are in the Ready for Lead Review status. Any Audit Card that is in this status requires your Action. Select on the Ready for Lead Review link associated with the Finding # you want to review/approve. Add /Delete Audit Team Member (IA Function) As Lead Auditor, you have the capability to assemble your audit team. Go to the IA Function menu button at top of page. your Audit Program. Select the Audit Team link under the Audit Shell you want to add Team members to. 7 of 21

8 From this screen you can ADD or DELETE any Audit Team Member from your Audit Team list. To add, select the Add Team Member link. Delete Select the User and Role from dropdown menu. Then select the Submit button. o NOTE: Team member must have access to SAARIS in order to appear in the User dropdown list to be added to your Audit Team. 8 of 21

9 View and Upload Audit Documents (IA Function) Go to the IA Function. your Audit Program. Select the Documents link under your Audit Shell. Select the Add Document button. 9 of 21

10 Enter a Name and Description for your document. Select the Browse button to search for your file in your computer. Determine if you want to Retain Version Control of this document. If Yes, you have the option in the future to replace a document with a new version while keeping the older version. If No, the system will not keep the older version and any new version uploaded will overwrite the older version. Select the Upload button when you re ready. To DOWNLOAD a document, select the icon. To EDIT a document, select the icon. If you previously selected to retain version control of the document, this is where you can add a new version of the document and retain the older version. To DELETE a document, select the icon. Documents cannot be permanently deleted as they are only hidden. If you want to see your deleted documents, select the Show radio button. To VIEW older versions of a document, select the icon. To SORT your documents, select the icon next to the column title that you want to sort. 10 of 21

11 Add a Card (IA Function) Go to the IA Function. your Audit Program and Audit Shell. Select the Add a Card link. All fields with asterisks* are required. Complete the Audit Card and select Save as Draft button. 11 of 21

12 Edit/Submit a Draft Audit Card (IA Function) Go to the IA Function. your Audit Program and Audit Shell. As Lead Auditor, you have access to EDIT all DRAFT Audit Cards, BUT it is advised that you only edit YOUR Draft Audit Cards. Other Auditor s Draft cards are their working drafts and should not be edited as it is considered still in work by the Auditor. This accessibility to other Auditors Draft cards is to accommodate emergency cases where Auditors are not able to edit their own Draft cards for some reason or another. To EDIT or SUBMIT your DRAFT Audit Card, select the Finding # of any DRAFT Audit Card that was created by you. Make the desired changes to your DRAFT Audit Card. To keep it in Draft, select the Save as Draft button. Select the Submit for Lead Auditor Review when you are ready to submit your card for the Lead Auditor to review. o You may also Print, Add a New Audit Card, or Delete Audit Card from this page. 12 of 21

13 Review Cards in Lead Review Status (IA Function) Go to the IA Function. your Audit Program and Audit Shell. When Auditors submit their card, it is the responsibility of the Lead Auditor to review and submit them to program management. Select the Finding # of the card in Ready for Lead Review status. 13 of 21

14 The card will open in READ ONLY mode. If you want to make changes to the card, select the Edit button. Then select Save to keep the card in Ready for Lead Review status. If you feel you need to send the card back to the Auditor, select the Allow auditor to Edit button to return the card back to Draft status. If you are ready to submit the card to program management, select the Submit for Final Review button. o Note: You will no longer be able to edit the card after you submit it. o You may also delete the card from this page. o Selecting the Print button will export the card to MS Word. 14 of 21

15 View/Print Cards (IA Function) Go to the IA Function. your Audit Program and Audit Shell. To review all the cards, select the View/Print Cards link. By default, the page will display all the cards from your audit. If you want to only view specific findings, select the checkbox next to the desired Finding number. Then select the View Selected Findings button. This will display on the page only the cards you selected. o This page displays the internal comments on the card. To export to PDF or MS Word, select the checkbox next to the desired Finding numbers and then select the Print selected to PDF or Print selected to Word button. o The PDF and MS Word exports WILL NOT display the internal comments on the card. 15 of 21

16 Review Card Summary by Team Name (IA Function) Go to the IA Function. your Audit Program and Audit Shell. If your audit team entered team names in the cards, the system will sort them by team names. To review all the cards by team name, select the Card Summary by Team Name link. From this page, you can export the summary to PDF, MS Excel or MS Word. 16 of 21

17 View CA Plan (CA Function) Go to the CA Function. your Audit Program and Audit Shell. Select the CA Plan/CA Implemented link of any Finding in which you want to view CA Plan info. o NOTE: You can only VIEW CAP information. 17 of 21

18 Update Account Profile and Password (Account Management Function) Go to the Account Management Function. your Audit Program and Audit Shell. At a minimum, the Account Management Functions allow you to update your password, security questions/answers, title, and telephone number. This function will also allow you to optionally upload your photo for your profile. Select the Update button when you are finished making your changes. 18 of 21

19 Data Validity The validity of the data being entered is the responsibility of the user. As a user, if you are not sure of the validity of data being entered into the system, or are unclear about a field, notify the Program Management. Security, Privacy and Safety Security is the responsibility of all persons involved in SAARIS development, design, or use. All SAARIS Users are responsible in maintaining confidentiality of the data in the system in accordance with your Audit Program. The software development is conducted in a safe and secure work environment. Software is developed in a manner that does not compromise safety or security of workers or resources. The software code is treated in accordance with International Traffic in Arms Regulations (ITAR) and Export Administration Regulations (EAR) and will not be released to non-us persons by Honeywell without proper review and authorization. NASA will serve as the authority in permitting access to the web application. Assisstance and Problem Reporting If at any point you experience a problem, need assistance, or have any system feedback please contact a SAARIS Management Team Member immediately. SAARIS Project Manager Kien Nguyen (760) SAARIS Design Engineer Lead Arvin Llamzon SAARIS Program Manager Charlie Dionne (410) of 21

20 I can log-in, but I don't see my audit. What should I do? Surveys, Audits, Assessments and Reviews Information System FAQs by LEAD AUDITORS Your Individual Audit Manager (IAM) or Audit Coordinator must give you access to your specific audit. Please contact your appropriate IAM or Audit Coordinator. Spell Check capability? A spell checker is an application program that flags words in a document that may not be spelled correctly. Spell checkers may be stand-alone capable of operating on a block of text, or as part of a larger application, such as a word processor, client, electronic dictionary, or search engine. Currently, SAARIS has no capability of a spell checker. However, there are other several options available. Below are external links where you can download and install plug-in applications for your web browser that is capable of performing a spell check. Please note that we do not endorse or guarantee anything about the following applications that you may download. If you choose to visit these external web sites to obtain the plug-in, please carefully review their policies for details about personal privacy and use of their software, as well as your organization s policies on installing external applications. Firefox Web Browser (for PC and Mac): Click here for application s website The Firefox web browser already has a built-in spell checker so there is no need to install any plug-in applications. The browser automatically checks the spelling of words that you enter in text boxes containing more than one line. As soon as you finish typing a word, it is checked against the words in the installed dictionary. If the word is not found in the dictionary, it will be underlined in red. 20 of 21

21 Safari Web Browser (for Mac and PC): Click here for application s website Likewise, the Safari web browser offers a built-in spell checker. Like the spell checker in many word processing applications, it highlights errors as you type and reviews your text word by word, offering new spelling suggestions. It even checks grammar! Plug-in for Internet Explorer Browser (PC) GOOGLE Toolbar: Click here for application s website The spell check feature in this plug-in corrects spelling mistakes on forms, including web-based messages, discussion forums, and even intranet web applications. To enable or disable Spell check: Click the Toolbar's wrench icon. On the Tools tab, select (or deselect) the 'Spell check checkbox. Select Save. Select the Spell check button to check your spelling forms. Misspelled words turn red. Select misspelled words to choose from a list of suggested spellings. Corrected words turn green. When you're done, select the Spell Check button again. 21 of 21

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