Local government administrator portal guide · Local government administrator portal guide 4 2.0 Getting started 2.1 Browser compatibility The portal supports the latest version of

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Local government administrator portal guide Round 5 Business Case - Construction

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The Department of State Development, Manufacturing, Infrastructure and Planning improves productivity and quality of life in Queensland by leading economic strategy, industry development, infrastructure and planning, for the benefit of all.

Copyright

This publication is protected by the Copyright Act 1968. Licence

This work, except as identified below, is licensed by the Department of State Development, Manufacturing, Infrastructure and Planning under a Creative Commons Attribution-NonCommercial-Share Alike (CC BY-NC-SA) 4.0 Australia licence. To view a copy of this licence, visit: http://creativecommons.org.au/

You are free to copy, communicate and adapt this publication, as long as you attribute it as follows:

© State of Queensland, Department of State Development, Manufacturing, Infrastructure and Planning, August 2019.

Third party material that is not licensed under a Creative Commons licence is referenced within this document. All content not licensed under a Creative Commons licence is all rights reserved. Please contact the Department of State Development, Manufacturing, Infrastructure and Planning / the copyright owner if you wish to use this material.

The Queensland Government is committed to providing accessible services to Queenslanders of all cultural and linguistic backgrounds. If you have difficulty understanding this publication and need a translator, please call the Translating and Interpreting Service (TIS National) on 13 14 50 and ask them to contact the Queensland Department of State Development, Manufacturing, Infrastructure and Planning on 07 3452 7100

Disclaimer

While every care has been taken in preparing this publication, to the extent permitted by law, the State of Queensland accepts no responsibility and disclaims all liability (including without limitation, liability in negligence) for all expenses, losses (including direct and indirect loss), damages and costs incurred as a result of decisions or actions taken as a result of any data, information, statement or advice, expressed or implied, contained within. To the best of our knowledge, the content was correct at the time of publishing.

Copies of this publication are available on our website at www.dsdmip.qld.gov.au and further copies are available upon request to: Department of State Development, Manufacturing, Infrastructure and Planning PO Box 15009 City East, Queensland 4002. 1 William Street Brisbane Qld 4000 (Australia) Phone: 13 QGOV (13 7468) Email: [email protected] Web: www.dsdmip.qld.gov.au

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Local government administrator portal guide

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Contents

1.0 Introduction .................................................................................................. 3

2.0 Getting started ............................................................................................. 4

2.1 Browser compatibility ................................................................................................................................. 4

2.2 Icons to recognise ....................................................................................................................................... 4

2.3 Key points when using the portal .............................................................................................................. 5

3.0 Logging in .................................................................................................... 7

3.1 Changing login details ................................................................................................................................ 8

3.2 Home screen .............................................................................................................................................. 10

4.0 User access ............................................................................................... 11

4.1 Adding users .............................................................................................................................................. 11

4.2 Modifying users ......................................................................................................................................... 14

5.0 Business Case ........................................................................................... 17

5.1 Modifying a Business Case ...................................................................................................................... 18

5.2 Submitting a Business Case .................................................................................................................... 18

5.3 Council acknowledgement ....................................................................................................................... 22

5.4 Prioritising Business Cases ..................................................................................................................... 23

5.5 PDF copy of the Business Case .............................................................................................................. 26

6.0 Downloading Templates ............................................................................. 27

7.0 Signing Out ................................................................................................ 28


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1.0 Introduction Business Cases are to be submitted through the Building our Regions (BoR) online portal.

There are two types of access to the BoR online portal, either as a Local government administrator (LG administrator) or a Local government user (LG user). However, LG users cannot access the portal unless their LG administrator has created a username and password for them. Additionally, only LG administrators can formally submit completed Business Cases.

This guide is intended to help people with LG administrator access to:

• Assign LG user access to key project personnel

• Accept the Terms and Conditions of submitting a Business Case for funding under the BoR program

• Formally submit Business Cases

• Prioritise submitted Business Cases.

New LG administrators must contact the BoR portal team on 3452 7387 to be issued with usernames and

passwords.

Assistance with creating and completing Business Cases in the portal is available in the Local government user portal guide.

If you have any questions or require assistance, please contact the BoR portal team on

3452 7387. You can also email the portal team at [email protected]


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2.0 Getting started

2.1 Browser compatibility The portal supports the latest version of Internet Explorer (IE) and should fully function for IE versions from 9.0

onwards. However, as Microsoft no longer supports IE versions earlier than 11.0, compatibility cannot be guaranteed.

The portal is also compatible with the latest version of Chrome and Firefox.

2.2 Icons to recognise The following icons are used throughout the portal:

Icon Meaning

A mandatory field —data must be entered into the field before you can move to another

tab/page

Opens a ‘lookup box’ that contains options from which to choose from to answer a question

Select this icon if you need to edit or delete data

Opens a drop-down list of options from which to choose from to answer a question (as above)

Radio buttons to answer either/or, yes or no questions

A check box to answer multiple choice questions

Select this icon to choose a date from a pop-up calendar

Select this icon to remove content from look up or data entry boxes


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2.3 Key points when using the portal

• The BoR online portal is accessed on the department’s website

(www.dsdmip.qld.gov.au/buildingourregions).

• Once you have successfully logged in, eligible funding rounds for your council will be displayed on the

Home page (see below).

• There are two tabs that LG administrators need to focus on: ‘Users’ and ‘Business Case’. As you

move through the tabs, the tab you are on will be highlighted (see below).

• LG administrators also need to prioritise BCs after they have been submitted and acknowledgement

emails have been received.

• Do not refresh a page you are working on. If you do, your data may not be saved.

• You should save your data by selecting the ‘Save’ button at the bottom of each page before moving

between tabs/pages.

• Where mandatory fields have not been completed on each tab/page, an error message will appear at

the top of the screen (see below).


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• Some fields without a grey frame are read only, and generally populate automatically based on the data

you have previously entered (see below). Do not try to delete the content in these fields, especially by

using ‘Backspace’.

• All sections of the BC must be completed prior to submission.

• Any partially completed, saved BC will appear on the ‘Business Case’ tab as ‘Pending’ (see below).

• Please note: Any BCs that are still ‘Pending’ after the portal closes will not be assessed.

• Data can be edited at any stage until the BC is submitted by the LG Administrator.


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3.0 Logging in To login to the portal, go to the BoR program’s website (www.dsdmip.qld.gov.au/buildingourregions).

From there, select the ‘how to apply for funding’ link (see below) and follow the instructions to go directly to the portal

login page.

Select ‘Sign in’ in the top right-hand corner of the portal home page (see below).


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This will take you to the login page where you will need to enter the username and password provided to you by

the BoR portal team (see below).

Once you have entered your details, select ‘Sign in’.

Please note:

• If you enter the wrong login details three times in a row, you will be locked out of the portal. To reverse this,

please contact the BoR portal team.

3.1 Changing login details Once you have logged in you can change your password and other details on your ‘Profile’ page.

• To go to the Profile page, select the username at the top right-hand corner of the homepage, then select

‘Profile’ option (see below).


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• You are strongly encouraged to change your password (see below).

• Your new password must contain at least one uppercase, lowercase and numeric character.

• If you forget your password you will need to contact the BoR portal team on 3452 7387 and request a new

password.

• If you want to change your username you must contact the BoR portal team. Do not attempt to change your

username on your own.


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3.2 Home screen If you have successfully signed in, you will land on the Home page. Eligible funding rounds for your council will be

displayed and you can action the following activities:

• Create and edit user access (through the ‘Users’ tab).

• Work on and submit BCs through the ‘Business Case’ tab.

• Prioritise BCs through the ‘Business Case’ tab.

• To assist with your application process, all BoR guides can be accessed through the ‘Templates’ tab.


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4.0 User access

4.1 Adding users As an LG administrator, you can give LG user access to any number of people needed to create and modify EOIs

and BCs in the portal.

Select the ‘Users’ tab to view and create LG user access.

Before adding a new LG user, please ensure the person is not already recorded in the system. Once an LG user is

created, it cannot be deleted.

To search for a person, enter the person’s name with an asterisk (*), into the search box and select the search

icon. The asterisk can be used before or after the name (see below).

The screen below will appear if the user does not already exist. You can then add the person as a new LG user by

selecting ‘Create new portal user’ on the right-hand side of the page (see below).


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Before adding a new LG user, you will need to accept the ‘New User’s Access and Confidentiality Requirements’

(see below).


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If you choose to accept these requirements, you will be asked to set up the new user’s account (see below).

Complete the form noting the following:

• The username will always be the user’s email address.

• A password is developed at your discretion but must contain at least one uppercase, lowercase and numeric

character.

• The ‘Login Enabled’ and ‘Roles’ fields must be selected to finalise portal access.


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The screen below will appear when the LG user has been successfully added.

4.2 Modifying users

To modify a LG user’s access or details, select the icon for that user and choose the ‘Edit’ option (see below).


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This will open a data entry box for the LG user. Some fields without a grey frame are read only.

Do not try to modify these fields, especially by using ‘Backspace’ (see below).


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If a LG user becomes locked out of the portal, the ‘Lockout Enabled’ check box will be ticked.

To reverse this, the LG administrator needs to uncheck the ‘Lockout Enabled’ check box. Save any changes you

make (see below).

Please note: If the LG administrator is locked out of the portal, the BoR portal team should be contacted on

3452 7387 to reactivate access.


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5.0 Business Case Select the ‘Business Case’ tab, then ‘Create / Edit Business Case’ to go to the Business Case page (see below).

On the Business Case page, there are three different views you can choose from to see your current and previous

BCs under various BoR funding rounds (see below):

• BCs available to work on — your pending (unsubmitted) BCs for all open funding rounds.

• All submitted BCs — all BCs that have been submitted for any open and closed funding rounds.

• Unsubmitted BCs from previous rounds — BCs that were started and not submitted under previously

closed funding rounds.

To choose a view select from the drop down menu.


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5.1 Modifying a Business Case Refer to the Local government user portal guide.

5.2 Submitting a Business Case To navigate to the BC that is ready to be submitted:

• Select the ‘Business Case’ tab, then ‘Create / Edit BC’ option (see below).

• From the ‘BCs available to work on’ view, select the appropriate project title (see below).


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• Select the ‘Checklist’ tab (see below).


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The ‘Checklist’ tab identifies information that needs to be added to the BC before it can be submitted. Please note that you cannot submit a BC until all the required information appears as green text.

To address the items in red text, please select and review the tab identified. Once the items have been addressed,

you will need to return to the ‘Checklist’ tab.

If an item has been addressed but it is still in red text, press the ‘Refresh Checklist’ button located at the bottom of

the form to update the Checklist (see below).


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When all items appear as green text, you will be able to select the ‘Ready to submit’ button (see below).

IMPORTANT: Do not select ‘Ready to submit’ until you are completely satisfied with the BC.

Once a BC is submitted it cannot be modified.


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5.3 Council acknowledgement Before the BC is formally submitted to the Department of State Development, Manufacturing, Infrastructure and

Planning, you will need to accept the ‘Council acknowledgement’.

Please read carefully the acknowledgement. When you are ready to accept, select the acceptance checkbox and

then select ‘Submit’ (see below).


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When the BC has been successfully lodged with the department, the screen below will appear.

An acknowledgement email will be sent from the portal to your email address. This will include a PDF copy of your

BC.

5.4 Prioritising Business Cases After you receive the acknowledgment emails for BCs, you will need to prioritise these BCs.

To do this, select the ‘Business Case’ tab and choose the ‘Prioritisation’ option from the drop-down list.


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The ‘Available Funding Rounds’ screen will return with the list of the funding rounds open for your council (see

below).

Select the title of the relevant funding round and you will see all your submitted BCs related to that particular

funding round.

To prioritise them, select the icon and the ‘Update Priority’ option from the drop-down box (see below).

This will open a data entry box for you to rank the project’s priority against other submitted BCs. Please note that

the priority rating must be a numeric value from 1 to 99.


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Once you select ‘Submit’, the priority ranking will be displayed on the ‘BC Prioritisation’ page (see below).

You can change your prioritisation on all projects until the portal closes.

To change any project’s priority ranking, repeat the process described above.


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5.5 PDF copy of the Business Case

A PDF can be generated for BCs by navigating to the ‘Business Case’ tab. From here, select the icon against

the relevant BC and the ‘Download Application’ option from the drop-down box.


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6.0 Downloading Templates Both LG administrators and LG users can access the ‘Templates’ tab. Please refer to the Local government user

portal guide for information on how to download the documents.


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7.0 Signing Out Once you have finished using the portal, remember to sign out.

Select your username in the top right-hand corner of your screen and select the ‘Sign out’ option (see below).

Department of State Development,

Manufacturing, Infrastructure and Planning

PO Box 15009 City East Qld 4002 Australia

tel 13 QGOV (13 74 68)

[email protected]

www.dsdmip.qld.gov.au

Documents

Local government administrator portal guide · Local government administrator portal guide 4 2.0 Getting started 2.1 Browser compatibility The portal supports the latest version of