Creation & Management of SOR & NS Item Directories · 2016. 2. 22. · IREPS‐Works: User Manual How to Create SOR & NS Item Directories 3 | Page 1. Item Directory Management (SOR

CREATION & MANAGEMENT OF SOR & NS ITEM DIRECTORIES

Center for Railway Information Systems

Indian Railways E‐Procurement System

IREPS‐Works: User Manual How to Create SOR & NS Item Directories 1 | P a g e

ReleaseDate:22.02.2016

AUTHOR

APPROVED BY

NAME Rajesh Abrol Rajaram Prasad

DESIGNATION CM/MMIS/CRIS GM/MMIS/CRIS

SIGNATURE

RevisionHistory:

VERSION NO.

RELEASE DATE

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Index

# Topic PageNumber

1. ItemDirectoryManagement(SOR&NSDirectories) 1.1 General 3‐ 4 1.2 CreatingaNewItemDirectory 5‐10 1.2.1 CreationofUnifiedItems–LocalRatesDirectory 6‐8 1.2.2 CreationofNSDirectory 9‐ 10 1.3 AddingRates&ItemstoanItemDirectory 10‐19 1.3.1 Updatingratesfromexcelsheet 10‐14 1.3.2 AddingRatesandItemstoNS/LocalDirectories 15‐19

1.4 Validating&PublishingItemDirector 20‐22



1. ItemDirectoryManagement(SOR&NSDirectories)1.1. General

Itemdirectoriescanbecreated/viewedthroughthelinkItemDirectoriesinQuickLinkssectioninleftnavigationblockofyourhomepageasshownbelow.YouareabletoviewthislinkonlyifthefunctionAdd/EditItemDirectoriesisassignedtoyourpost.Ifyouarenotabletoseethislink,getthefunctionassignedtoyourpost(ThiscanbedonebyDepartmentadminsthroughtheManagePostslinkinadminfunctions).



ClickingontheItemDirectorieslinkopenstheItemDirectoryManagementinterfaceasshownbelow:

YouareallowedtoviewtheitemdirectoriesofyourZoneaswellasotherZones,SORaswellasNSbychoosingsuitableoptionsinthe

relevantfieldsonItemDirectoryManagementPage. Directoriesarerequiredtobepublishedbeforethesecanbeviewedandusedbyotherusers.Tilladirectoryispublisheditsstatus

isdraft,andtoviewdraftitemdirectoryonehastochooseDraftinDirectoryStatusfield.DirectoryCodeandVersionarealsorequiredtobeselectedtoviewthedetailsofadirectory.

Onceallthefieldsareselected,thechaptersofthedirectoryaredisplayedintheDetailsPane.Toviewsections,itemsandsubitemsoneis

requiredtoselectchapterfromthedropdownlist.ThesearchcanberefinedfurtherbyselectingSection,ItemHeaderandItems.



1.2. CreatingaNewItemDirectoryItemdirectorycreationconsistsofthefollowingsteps1. Enlistingthenewdirectory2. AddingItemsandRates3. ValidatingandPublishingthedirectoryThisparadealswithenlistingofanewItemdirectoryforwhichthestepsaredescribedindetailasunder: IREPSdatabaseconsistsoflistofallthedirectoriescreatedbydifferentunitsalloverIndianRailways.Thefirststepincreationofitemdirectory involvescreatinganentry for thenewdirectory into this list. This isdone throughCreateNewDirectory linkonthe ItemDirectoryManagementpage.Clickingonthislinkopensthefollowingpage:



Adirectorycanbeofoneofthefollowingtypes:UnifiedItems–LocalRates(asincaseofUSSORitemdirectoryofEngineeringdepartment)LocalItems–LocalRates(asincaseofNSdirectoriesofEngineeringdepartmentindivisions)UnifiedItems–CentralizedRates(thisisnotprevalentinRailwaysatpresent)

1.2.1. CreationofUnifiedItems–LocalRatesDirectoryIncaseofUnified–LocalCombinationtheItemscanbeaddedbytheauthorizedofficialofconcerneddepartmentinRailwayBoardonly.Thisdirectorywhenpublishedwillbecomevisibletoallunitsofthesamedepartment.Thisdirectorywillnothaveanyrates.AuthorizedofficialsofZonalRailwayHQcancreatetheirSORdirectorybasedontheUnifiedSORdirectorycreatedbyRailwayBoard.Forcreatingsuchdirectory,optionUnifiedshouldbeselectedinItemdetailsfield,andoptionLocalshouldbeselectedinRatedetailsfield.TheUnifiedItemDirectoryonwhichtheZonalSORwillbebasedshouldbeselectedfromthedropdownlistinDirectoryfieldoftheCreateNewDirectoryform.ThislistincludesalltheUnifiedItemdirectorieswhichhavebeencreatedbyRailwayboard.TheVersionofUnifieddirectoryisalsorequiredtobeselected.ThecodeofthenewZonalSORbeingcreatedisgeneratedbythesystem.TheusercanentertheversionofthenewZonalSORbeingcreated.

The user has to add description of the directory in theDescription field. This couldbe the same as theDirectory code, or any otherdescriptionasperthechoiceoftheuser.Aftercompletingalltheabovesteps,clickingontheAddbuttonwillcreateanentryforthenewSORintheSORlisttableandcompletetheprocessofenlistingofSOR.Aconfirmationmessageisdisplayedtotheuserasshownbelow:



ThedirectorysocreatedhasDraftstatus. Toviewthedirectorydetails,chooseDraftoptionintheDirectoryStatus field intheItemDirectoryManagementinterface,andselecttheDirectorycodeandVersionwithwhichthedirectorywascreated.ThiswilldisplaythechaptersoftheunifiedSORasshownbelow(withouttherates,asthesamearenotyetadded):



Toviewsectionsanditems,selectachapterfromthedropdownlistinChapterfield.Thiswilldisplaythechapterdetailsasunder:



1.2.2. CreationofNSDirectoryNSDirectorycanbecreatedinthesamemannerasSORdirectory.Sincethisisapplicabletotheindividualunit(adivision,oraworkshopetc.),NSdirectoryshallbecreatedbychoosingLocalItems–LocalRatesCombination.

Ascanbeseenfromtheabovescreenshot,theCreateNewDirectoryinterfaceisslightlydifferentforLocal–Localcombination.Inthiscasetheuseralsogetstohavetheoptiontohave6digititemcodeor8digititemcode.Engineeringdepartmenthasbeentraditionallyusing6digitcode,withthesignificationsofthedigitsasunder:

1sttwodigits ‐ ChapterNumber 3rddigit ‐ SectionNumber(Withinachapter) 4th&5thdigit ‐ ItemCodeorItemHeaderCode(WithinaSection) 6thdigit ‐ SubItemNumber(WithinaHeader)



Ascanbeseen,thelimitationofthisschemeisthatyoucanhavenotmorethan9sectionsinachapter,andnotmorethan9itemsunderaheader.Toovercomethis,optiontochoose8digitcodehasalsobeengivenwiththefollowingsignificationsfordigits:

1sttwodigits ‐ ChapterNumber 3rd&4thdigit ‐ SectionNumber(Withinachapter) 5th&6thdigit ‐ ItemCodeorItemHeaderCode(WithinaSection) 7th&8thdigit ‐ SubItemNumber(WithinaHeader)UnifiedSORitemcodewillbegovernedbytheItemcodearrangementselectedbyRailwayBoard,however,forlocaldirectorythesystemallowstheusertooptforanyschemeasperhisrequirement.IncaseofLocaldirectorytheuserhasalsobeengiventheoptiontodecidethedirectorycode.RestoftheprocedureforcreatingofLocalNSdirectoryisthesameasdescribedforSORDirectory.

1.3. AddingRates&ItemstoanItemDirectory

IncaseofUnified–LocalCombination, theItemsandallotherdetailsexceptRatesarealreadythere. Inthiscaseonlytheratesarerequiredtobeupdated,whichwillbedoneinthefollowingmanner:Choosetherelevantdraftdirectory,andversionwhichyouwanttoupdate.SelectanychapterfromtheChapterfieldtodisplayalltheitemsofthechapter.Toadd/editrateforanysingleitemclickonthecheckboxagainstanitem,whichwillopenatextboxintheratecolumnforaddingrate.Toaddratesformultipleitems(asmayberequiredwhilecreatinganewdirectory)clickonthecheckboxontopintheheaderrow,whichwillopentextboxintheratecolumnforalltheitemsofthechapter.AfterenteringtheratesclickontheUpdateRatebuttonatthebottomofthepagetosavetherates.Thesameprocessshouldberepeatedforallthechapters.

1.3.1. Updatingratesfromexcelsheet

Ifyouhavetheratesavailableinanexcelsheet,alongwiththeitemcodes,asisthecasewithEngineeringdepartmentforUSSOR,therates

canbeinserteddirectlyintoIREPSdatabaseinthefollowingmanner:

1. AfterselectingDraftoptionintheDirectoryStatusfield,andselectingtherelevantDirectoryCodeandVersionClickontheUpdateRatesfromtheexcelsheetlink.Thiswillopenthefollowingpopup.



ClickontheBrowsebuttonandlocatetheexcelfilefromwhichyouwanttoupdaterates,andthenclickonProceed.

Theexcelfilefromwhichtheratesarebeingupdatedshouldhave.xlsxextension.DocumentscreatedwithExcelversion2003orearlierhave.xlsextension,anddocumentscreatedwithExcelversions2007,2010or2013versionshave.xlsxextension.Theutilityprovidedforupdatingofratesfromexcelsheetdoesn’tworkifexcelfilewith .xlsextensionisselected. Ifyourexcelfilehas .xlsextension,openitonacomputerhavingMS‐Excelversion2007,2010or2013,andsaveitagainbyclickingonSaveAsoption,andselectingExcelWorkbookinSaveAstypefield.PleasedonotselectExcel97–2003WorkbookintheSaveAstypefieldasthiswillagainsavethefilewith.xlsextension.

HittingonProceedbuttonwillopentheSelectMappingColumnspageasshownbelow:



Iftheratesyouwanttoupdateareavailableinmultiplesheets,youhavetheoptiontoupdatealltherateinonego,oronesheetatatime.Toupdateratesfromallsheetsinsinglego,chooseAllSheetsinSelectSheetNamefield,otherwiseselectthesheetfromwhichyouwanttoupdaterates.IntheItemCodeColumnfieldchoosethecolumnofthesheetwhichcontainsItemCodesfromthedropdownlist.Similarly,intheRateColumnfieldchoosethecolumnofthesheetwhichcontainsRatesfromthedropdownlist. TheexcelsheetprovidedbyRailwayBoardforSORhasratesfordifferentchaptersindifferentsheets.Further,thecolumnscontaining

ItemcodesandRateschangefromchaptertochapter.Insuchascenario,examinethecombinationthatisapplicableformostofthechapters(fore.g. theNFRexcel filehasItemcodes inColumnB,andRates inColumnG for21chapters). Youcanchoosethiscombinationandproceed.Thiswillupdatetheratesformostofthechapters.Theratesofremainingchaptersshallbeupdatedonebyone,withthepropercombinationforeachchapter.

OnceyouhaveselectedthesuitableoptionsintheSelectMappingColumnsPage,clickonProceedbutton.Thiswillstarttheprocessofupdating,andtheprogresswillbedisplayedonthescreenasshownbelow:



Oncealltheitemsaspertheselectedcombinationareupdated,youwillgetamessageasshownbelow:

If all your itemsareupdated, close theabovepage,otherwiseagain choose theexcel file, andrepeat theprocess for theremainingchapters,nowchoosingthechaptersonebyone.

ProblemsinUploadingRatesfromExcelSheet:Someoftheusershavereportedsomeproblemsinselectingexcelfileforuploadingrates.TheprimaryreasonforsuchproblemsisthattheexcelsheetprovidedbyRailwayBoardhasseveralcrosslinkages,andalsomanyofthecellsareprotected.Thefollowingstepsmayhelpyouincaseyouarealsofacingsuchaproblem:

1. Opentheexcelfile. Whileopeningthefileifyougetthemessageforallowingornotallowingupdatingoflinks(shownbelow),

pleasechoosetheoptionUpdate.



Similarly,ifyougetprotectviewmessageasshownbelow,clickontheEnableEditingbutton.

KeeptheexcelfileopenwhileyouareupdatingtheratesinIREPS.

2. Rightclickonyourexcelfile,andclickonthePropertieslink.PleaseseetheSecuritylabelatthebottomofthePopupwindow.If

youseeUnblockbutton,itmeansthatthefileisblocked.PleaseclickontheUnblockbutton,andthenclickOKbutton.

Oneofthetwoproceduresdescribedaboveshouldbeabletosolveyourfileuploadingproblem.



1.3.2. AddingRatesandItemstoNS/LocalDirectories:IncaseofLocal–LocalcombinationtheItemsaswellasRatesarerequiredtobeadded,whichcanbedoneinthefollowingmanner:

Afteryouhavecreatedthenewdirectory,selectDraftoptioninDirectoryStatusfield,andthenchooseyourdraftdirectoryandversionwhichyouwanttoupdate.Youwillbepresentedwiththefollowingpage:

YouhavetostartwithaddingachapterbyclickingontheAddChapterbutton.



AddChapterdescriptionintheDescriptionfield.YoucaneditthechapternumbershownbythesystemintheCodecolumn.ClickingonSavebuttonwilladdchapterwiththegivendescriptiontoyourdirectoryasshownbelow.

AtthisstageyoucanaddanotherchapterbyclickingontheAddChapterbuttonandrepeatingtheprocessdescribedabove,oryoucanaddasectiontoyoursavedchapter.

Toaddasectiontoachapter,youhavetoselectthechapterfirstbyclickingontheChapterfield.Thiswillopenanewinterfaceasshownbelow:

YoushouldnowbeabletoseetheAddSection( )andAddNote( )icons.TheSectionwillbeaddedwithintheselectedchapter,andthenotewillappearjustbelowtheChaptername,andabovealltheitemsthatyouwilladdtothischapter.



ClickingonAddSectionicon( )willopenatextboxforaddingSectionasshownbelow.

AddSectiondescriptionandclickonSavebuttontoaddsectiontoyourchapterasshownbelow:

AgainstthesectionyougetsomeadditionaliconsforAddingItems( )oraddingHeader( ).Ifyouwanttoaddanitemwithinasection,clickontheadditemicon( )toopenthefollowinginterface:



AddDescription,selectunitfromdropdownlist,addrate,andaddcementquantity(ifapplicable),andclickonSavebuttontosaveyouritem.

Toaddasubitemwithaheader,youhavetofirstaddheaderbyclickingontheaddheadericon( ):

AddingtheHeaderdescriptionandclickingonSavebuttonsavetheheaderasshownbelow:



Andtoaddasubitemtoaheader,clickontheAddItemicon( )intheHeaderrow,andadddescription,rateandotherdetailsandclickonsave.Thiswilladdthesubitemsasshownbelow:

Bynowyoumayhavenoticedthat:

1. Youcanaddchapters(Max.99)toyoudirectory,andchoosethechapternumber(Toaddanewchapterdeselectthechapter

numberinchapterfieldandyouwillgetAddChapteroptionatbottomofthepage).2. Youcanaddsections(Max9for6digititemcodeand99for8digititemcode)withinaChapter.3. YoucanaddItemsorHeaderswithinaSection.4. YoucanaddSubItems(i.e.itemshavingheaders)withinaHeader.5. AnotecanbeaddedtoaChapter,Section,Header,ItemorSubItem.6. Itemscanbedeletedbytickingthecheckboxinfrontoftheitem,andclickingonDeleteSelectedItembuttonatthebottomof

thepage.Multipleitemdeletioninonegoisallowed.



1.4. Validating&PublishingItemDirectory

ThisisthelaststepincreationofanItemDirectory.OntheItemDirectoryManagementpage,openyourdraftdirectory,byselectingDraftintheDirectoryStatusfield,andchoosingtheDirectoryCodeandVersionfromthedropdownlistintherelevantfields.ThisshoulddisplaytheChapterNamesinthelowerpaneasshownbelow.

PleaseclickonthePublishItemDirectorylink.Iftherearenoissueswiththedirectory,thedirectorystatuswillbechangedtoPublishedandyouwillgetamessagethattheItemsDirectoryhasbeenpublished.



Ifthereareanymissingrates/itemsetc.anerrormessagetothiseffectwillbedisplayed.Ifsuchamessageisdisplayed,theuserisrequiredtochecktheratesofalltheitems,andremovethediscrepancies.Toassisttheuser,avalidationfunctionalityhasbeenprovided,whichcanchecktheerrorsofachapter.Tousethisfunctionalitypleaseselectachapter,andtheValidatelinkwillbecomevisibleasshownbelow:

IfanymissingentriesarefoundonclickingontheValidateDirectorylink,thedeficientrowmarkedandshowninthefollowingmanner:



Asshownintheabovepicture,therateismissing.Ifsuchascenarioisencountered,pleaseclickonthecheckboxattheendofthemarkedrow,andentertheratefortheitem.Thisprocessshouldberepeatedforallthechapters.Onceallthedefectsareremoved,pleaseclickonthePublishDirectorylink,andtheDirectoryispublished,andimmediatelybecomesavailabletotheusersfortendercreation.

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