FIELD·TEQ™Administrators

Quick Start Guide

Version 2.0

ContentsIntroduction..........................................................................................................................................................3

User administration...............................................................................................................................................3

Assign users to a security group........................................................................................................................5

Asset administration..........................................................................................................................................7

Qualifications administration............................................................................................................................8

Nominated Contacts administration...............................................................................................................10

Medical Centres administration......................................................................................................................11

Template Risks administration........................................................................................................................12

Page |

IntroductionAdministrators are users that administer some part of FIELD·TEQ to provide information or configuration settings that are typically common to all projects, such as medical centre and site information or user role configuration.

FIELD·TEQ provides a range of administrator roles that allow fine grained control over the functionality available to the different roles. Typically these roles are assigned to multiple users providing for individual user unavailability and delegation of administrative responsibilities.

Further information on the administration area pages is provided by the FIELD·TEQ Online help.

User administrationFIELD·TEQ identifies off-site activity participants as personnel. Anyone wishing to fulfil a role in an off-site activity must have an approved personnel registration. Personnel that have a username and password are called users as they can login and use FIELD·TEQ. FIELD·TEQ provides every user with a personnel record but personnel do not need to have a login. This functionality enables participants outside the organisation to participate in off-site activities planned and approved in FIELD·TEQ.

Users created by the automated login process will have a personnel record generated providing only home page access to FIELD·TEQ until the registration is approved and role based access is applied.

Personnel that are not users will require a user to create and complete their personnel record. It is recommended that all personnel be created as users and users not expected or allowed to login should have their login disabled if they are not to access the system. This will avoid duplication of personnel records should the participant become a user.

FIELD·TEQ requires a range of roles for workflows to function correctly and allow approval and organisation of activities and projects. Some roles are applied automatically during the personnel registration approval process while others require manual assignment from a suitably authorised user.

The FIELD·TEQ roles that can be assigned during personnel registration approval are:

Inductor—created by approver assignment on the registration Summary page.

Activity coordinator—created by approver assignment on the registration Methods/Task page. Users assigned a Coordinator, Unrestricted or Restricted role for a task or method can be an activity coordinator for activity plans using those tasks and methods.

An example of a user approved as an inductor with coordinator roles is shown in Figure 1.

Page |

Figure 1 Approved roles

The following roles are assigned by an administrator or system administrator adding the user to the appropriate security group.

Each role is listed with typical security group assignments, these security groups are additional to the roles assigned by the personnel registration process and are typically the minimum required to fulfil the user role.

Organisers:

o Project leader—Project Editor, Project Viewer, Activity Plan Viewer, Post Activity Report Viewer.

Approvers:

o Project supervisors—Project Supervisor, Project Approver, Project Viewer.

o Dive officer—Dive Officer, Activity Plan Approver, Activity Plan Viewer, Admin Personnel Editor.

o Activity plan approvers—Activity Plan Approver, Activity Plan Viewer.

o Post activity record approvers—Post Activity Report Approver, Post Activity Report Viewer, Activity Plan Viewer.

o Personnel Registration—Person Approver (this role is commonly given to the Personnel Administrator).

o Incident report approvers—Incident Manager.

Page | 4

Frequently approvers are also assigned ‘editor’ roles, such as Project Editor, security groups to reduce workflow to-and-fro for trivial changes.

Administrators

o Administrator—Admin Editor (of Personnel, Assets, Qualifications, Medical Centres and Nominated Contacts), System (Users and security), System (Workflow and configuration).

o Personnel—Admin Personnel Editor, System (Users and security).

o Qualifications—Admin Qualifications Editor.

o Medical centre—Admin Medical Centres Editor.

o Nominated contacts editor—Admin Nominated Contacts Editor.

o Asset types editor—Admin Assets Editor.

o Users and security administrator—System (Users and security).

System administrator—System Administrator (Set up and configuration).

These security groups can be assigned to multiple users or to one super user depending on the organisational and OHS requirements.

Assign users to a security groupTo assign users to security groups the administrator must firstly be assigned to the following security group:

System (Users and security)—when assigned to this security group the Users page in the SYSTEM area is available.

Typically the system administrator, configured during installation has the appropriate privileges to assign Administrators to this security group.

Page | 5

To assign a user to a security group:

1. Select the Users tab from the SYSTEM area to display the Users page, an example is shown in Figure 2.

Figure 2 SYSTEM Users page

2. Select Details for the assignee user to display the User Details page then select the Edit button to display the page with editable fields, an example is shown in Figure 3.

Figure 3 User Details page with editable fields

3. Select the required security group from the Available Items list then select the button to display it in the Selected items list.

Page | 6

4. Select the Save button to complete the assignment.

Logged in users will have the new security groups at their next login.

Asset administrationTypically an asset administrator will manage organisation assets. This task is typically delegated to a single user for ownership, ensuring that all service and fault notifications are acted upon. Assets are added on the Assets page and are displayed for selection during activity planning.

Assets are displayed in a list on the Assets page in the SYSTEM area where they can be filtered by selecting values from the drop-down lists then selecting the Search button. An example Assets page filtered by asset type is shown Figure 4.

Figure 4 Assets page filtered by Asset Type

An asset record comprises asset details, a service plan, service history and further tabs for storing information about or reporting on the asset.

To add a new asset:

1. Select the Add New button from the last list line to display a blank Assets Details page.2. Enter the asset details then select the Save button to create the new asset.

Once created the asset can have documentation, such as user manuals and photographs uploaded to the Attachments and Photos pages respectively and service plans created on the Service Plan page.

To edit an asset:

Page | 7

1. Select the Details button to display the Asset Details page that provides links to all the asset pages, an example is shown in Figure 5.

Figure 5 Asset Details page

2. Select the Edit button to display the page with editable fields then enter information or select fields. 3. Select Save to complete the changes.

Qualifications administrationThe Qualifications page in the ADMIN area displays the qualifications currently approved for use within FIELD·TEQ. Qualifications listed on this page are displayed to users when entering qualification details for their registration.

The qualifications displayed can be filtered by Type, Issuer or Qualification by selecting values from the drop-down lists provided then selecting the Search button.

New qualifications and qualifications issuers can be added by selecting the Add New button from the black tool bar and completing the displayed Qualification Details page. An example Qualifications page filtered by qualification type is shown in Figure 6.

Page | 8

Figure 6 Qualifications filtered by type

To add a qualification:

1. Select the Add New button from the last list line to display a blank Qualification Details page.2. Enter the qualification details then select the Save button to create the new qualification.

To edit a qualification:

1. Select the Details button to display the Qualification Details page then select Edit to display the page with editable fields, an example of an editable Qualifications Details page is shown in Figure 7.

Figure 7 Editable Qualification Details page

2. Enter or edit the required fields then select the Save button to complete the edit.

Page | 9

Nominated Contacts administrationNominated contacts can be entered by individuals from their Nominated Contacts page and administrators using the Nominated contacts page in the ADMIN area. Typically administrators will enter institutional contacts that are shared with activity coordinators.

Shared contacts can be selected by activity coordinators for communication with off-site activity parties. It is important that shared contacts understand their responsibilities and emergency procedures if a communication schedule is missed.

The administrators Nominated Contacts page displays a list of all contacts entered in FIELD·TEQ. The contacts can be searched by entering search criteria in the fields provided and selecting the Search button, an example page is shown in Figure 8.

Figure 8 Nominated Contacts page

To add a contact:

1. Select the Add New button from the last list line to display a blank Nominated Contact Details page.2. Enter the contact details then select the Save button to create the new nominated contact.

To edit a contact:

1. Select the Details button to display the Nominated Contact Details page then select Edit to display the page with editable fields, an example of an editable Nominated Contact Details page is shown in .

2. Complete the page then select the Save button.

Page | 10

Figure 9 Editable Nominated Contact Details page

Medical Centres administrationThe Medical Centres page in the ADMIN area displays a list of all medical centres entered in FIELD·TEQ. The centres can be searched by entering search criteria in the fields provided and selecting the Search button, an example page is shown in Figure 10.

Project leaders select Medical Centres from a drop-down list when entering project site information. Although selection of a medical centre is not mandatory, knowing the location of the nearest medical centre in the event of an emergency can be critical.

Figure 10 Medical Centres page

Page | 11

To add a medical centre:

1. Select the Add New button from the black tool bar to display a blank Medical Centre Details page.2. Enter the medical centre details then select the Save button to create the new medical centre.

To edit medical centre information:

1. Select the Details button to display the Medical Centre Details page then select Edit to display the page with editable fields, an example of an editable Medical Centres Details page is shown in Figure 11.

Figure 11 Medical Centre Details page

2. Complete the page then select the Save button.

Template Risks administrationAn important part of planning a safe off-site activity is risk assessment. FIELD·TEQ provides the administrator with the Template Risks page in the ADMIN area for assigning risks to:

Project Types

Site Locations

Activity Roles

Activity Types

Activity Methods

Page | 12

Whenever a project leader or activity coordinator selects one of the entities with an associated risk, the risk is automatically added to the project Risk page. Further project or activity risks can be entered by the project leader or activity coordinator.

Figure 12 Activity Role Risks

Risks are entered by selecting the entity type, such as project type or site location to display a list of associated risks then selecting the Add New button to display the Risk Details page where risk information can be entered and saved.

A process typical of adding a risk to any of the associated entities is described below where a new risk is added to the Drivers Activity Role:

1. Select the Activity Role Risks tab to display the Activity Role Risks page.2. Select the role from the Activity Role drop-down list to display the list of risks associated with the activity

role.

To add risk:

1. Select the Add New button to display the Risk Details page then enter information or select fields, an example editable Risk Details page is shown in Figure 13.

Page | 13

Figure 13 Editable Risk Details page

2. Select the Save button to complete the risk and display the Activity Role Risks page. A risk cannot be saved unless the mandatory fields with a red star are completed.

To edit an existing risk:

1. Select the Details button to display the Risk Details page then select the Edit button to display the page with editable fields.

2. Complete the page then select the Save button.

Page | 14