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(blue star) User Story

User Story #1 : User Story #2 : I need to create a new KPI in preparation for adding it to an environmental program

👥 What am I doing now ?

I would have to upload a Job Permit document into the Document Management module and understand how to change the version and transfer the ownership.Adding a new KPI to the KPI Library within the Module Setup

📖 Module Capabilities

  1. Store all documents in a secure, centralized system to maintain consistency and audit trails.

  2. Streamline document review and approval among multiple stakeholders

  3. Manage controlled/uncontrolled documents and versioning

  4. Manage and maintain all document standards, such as ISO 9001, ISO 14001, OHSAS 18001, and more.

  5. Set Notifications based on a specific event/ action at the Business Process/ Document Level as the trigger to make sure an email will be sent immediately.

🤩 Niche Features

  1. Version and Authorization Management

  2. Centralized and Secured Storage

  3. Advanced Document SearchTrack any kind of metric related to Safety, Waste, Water, Environment, Energy, etc…

  4. Create KPIs and add them to a customizable ESG Program

🤩 Niche Features

  1. Can automatically populate data from other modules

  2. Create various types of original KPIs and build formulas with multiple KPIs

🚶‍♂️ Walkthroughs:

Expand
titleDocument Upload

How to upload a document

  1. Once you are homepage, you can click on the “Document Management” module shortcut

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    You will land on to your “Manage Document” Screen. This will have list of all the documents which are already in the system.

  3. Click on the Upload icon, to add a new document.

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    Verify the document uploaded, complete the document details on the right hand side pane and save the details.

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titleVersion Update

  1. Click on the Module > Document Management > Manage Documents

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    Choose a specific folder and file that you would like to update the version for.

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    3. Update the document version and save

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titleTransfer Document Owner

  1. On the left hand side pane Click on Documents > Document Management > Transfer Document

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    Complete the required field values to choose a document to be transferred and select the new owner/ coordinator.

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    Click Transfer button once you complete the form with all the required information

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  1. To reach the Sustainability Module Settings / Setup from the home page, select settings

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    Click on Module Setup

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    Select Sustainability Performance

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  4. Within the Sustainability Performance Setup, select Sustainability Performance Company KPI Library

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  5. A list of currently existing KPIs will appear. Click on New

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  6. Fill in the mandatory fields like KPI ID, KPI Name, KPI Data Source, etc…

    1. KPI Data Source has 3 options

      1. User Entry - Manual entry of KPI data

      2. Derivative from Other KPI - Create a formula based on other KPIs from KPI library

      3. From Other Module - Data populated from specific fields or records in other modules

    2. Classification types

      1. Business

      2. Energy (Required for Emission Factors)

      3. Environmental

      4. Safety

      5. Social

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  7. Select KPI Category and the Rollup UOM (What is reported at the corporate level). Save when finished

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  8. If user entry, click on Allowable UOMs after saving the KPI Attributes and select other UOMs that may be reported at site level. Requires at least the same Rollup UOM in the Allowable UOM selection

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🔩 Field Details and Configurability

Section

Field Order

Field Name

Description

Field Type

Dependency

Configuration Details

Custom Setting Constant - Show/Hide

Custom Setting Constant - Mandatory/Non-Mandatory

Upload Document

Document Details

 

KPI Attributes

 

 

 

 

 

 

 

 

 

1

Upload New Document

Selects option to create a new document at the corporate

Action/Button

 

 

 

 

KPI ID

Unique identifier for KPI

Text Box

 

 

 

 

 

 

 

 

1

Reason for change

Captures the Reason for the Update to the Details or Document

Text Box

Yes, Refer Business Rules

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration TableText

 

2

Title *

Captures the identification name of the document

 KPI Name

 Name of KPI - can share name of other KPIs

 Text Box

 

 

 

 

 

3

Internal Document ID 

Captures the internal identification details

Text Box

 

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

Pick List

KPI Description

Description of KPI

Text Box

 

4

Primary Folder* 

Captures the primary folder name with which the document is attached to/ displayed in (only one selection permitted); Need ability to Add folder from the front end (permission based)

 

6

Department

Ability to select from organizational hierarchy (existing foundation); ability to select one or multiple; Only show if Primary Folder is for a facility

Pick List

 

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

 

7

Document Owner *

Captures user who owns the document.  Can be the same as the Coordinator or someone else.

Pick List

Yes, On Primary Folder

GRI Reference

Details relating to GRI standards

Text Box

 

 

 

 

 

5

Additional Display Folders

Captures additional folder names with which the document is displayed in (multiple selections permitted)

Pick List

 

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

 

9

Business Process*

Ability to select the High Level Department/Category for a document (drives what document levels will be available)

KPI Data Source

How data is entered to the KPI

Drop Box

 

6

Formula

Build Formula

Derivative from Other KPIs on KPI Data Source

7

Select KPI from Other Module

Pick List

From Other Modules on KPI Data Source

 

6

Classification

Classify from 5 choices

Drop Box

 

 

 

 

 

8

Document Coordinator

Captures the name of the document's admin

Pick List

Yes, On Primary Folder

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

7

Is this a Normalization Factor

Additional detail to help classify the KPI

Check Box

 

 

8

KPI Category

Category choice from the Sustainability Performance Lookup Values

Drop Down

 

 

 Captures the Document level (drives approval workflows, reviews, etc.)

9

 

 

10

Document Level *

Scope

Scope 1, 2, or 3 classification of Energy KPI

Drop Down

Yes, On Business Process

Energy on Classification

 

 

10

 

 

11

Approval Workflow

Select from the workflows available for the Document Level (if more than one workflow to choose from)

Drop Down

Yes, On Document Level

 

 

 

 

12

Approvers *

Select Approvers from Pick List; Number of approvers added and whether they are sequential/parallel will be based on the Document Level and Workflow selected (dynamic approval workflow)

Drop Down

Yes, On Approval Workflow

 

 

 

 

13

Approval Time Frame *

Automatic due dates based on document level (approval workflow T+)

Text Box

Yes, On Approval Workflow

 

 

 

 

14

Auto Release Document

Automatically releases document (status updates to final) when approved and sends email notification to distribution defined in the setup.

check box

 

  1. Supports Show/Hide

From Configuration Table

 

 

15

Published Format *

Determines whether the final “Published Format” of the document will be either converted to a PDF or available in the original uploaded format for the actions "download" and "print".  

 

16

Document View *

Defines if document will be available to anyone with view permission or only to selected users.

Activity Type

Type of scope emission

Pick List

 

11

Energy Source

Source of Emission

Drop Down

 

12

Energy Source (un-named Sub Field)

Specific name of energy source

Drop Down

 

  1. Supports Show/Hide

From Configuration Table

 

Captures the document type - whether it is a spreadsheet or image etc.

13

Calculate Emission For

Choose GHGs to track

Drop Down

 

  1. Supports Show/Hide

From Configuration Table

 

 

17

Private Viewers

Specifies who in addition to Document Owner and Document Coordinator can view the document

Pick List

Yes, On Document View if selected as "Private"

  1. Supports Mandatory/ Optional

 

From Configuration Table

 

18

Version*

Captures version number for document

Text Box

 

 

 

 

 

19

Document Type 

 

20

Description

Captures the purpose of the document in short

14

Rollup UOM

What is reported at corporate level

Drop Down

 

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

From Configuration Table

13

Rollup UOM (un-named Sub Field)

Text Box

 

  1. Supports Mandatory/ Optional               

  2. Supports Show/Hide

From Configuration Table

 

22

Reference Documents

Captures associated documents and creates link between documents

Pick List

 

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

 

23

Regulatory References

Captures associated regulatory references

Token Text Box

 

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

 

24

Periodic Review Frequency*

Date the Document Review will be due

Text Box

 

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

 

 

 

 

14

Data Aggregation Method

check box

 

21

Key Words/ Tags

Signifies the key words that are will be selected for the document in time of search

Token Text Box

 

  1. Supports Mandatory/ Optional

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

15

Originator

Drop Down

 

 

16

Status

Drop Down

 

 

 

 

 

25

Periodic Review Start Date

*

Start date the Document Review will calculate from

Calendar

Yes, On Status. Displayed when changed to Final.

 

 

 

 

26

Retention Period 

Defines period while the document should be active. After defined period document is archived

Text Box

 

  1. Supports Mandatory/ Optional               

  2. Supports Show/Hide

From Configuration Table

From Configuration Table

 

 

 

 

Drop Down

 

 

 

 

 

27

Status 

Captures the status of the document

Label

 

 

 

 

 

28

Uploaded/ Referenced by

Captures the name of the user who uploaded the document or referenced the weblink/ hard copy

Label

 

 

 

 

 

29

Date Uploaded/ Referenced 

Captures the date when the document is uploaded or referenced in the system

Label

 

 

 

 

 

30

Modified By 

Captures the name of the user who is latest modifier of the document

Label

 

 

 

 

 

31

Modified Date

Captures the date of the latest modification

Label

 

 

 

 

 

32

Submit for Approval

Allows user to submit a document for Approval and sends notification to selected Approvers

Button

Yes, On Status when it is Draft

 

 

 

 

 

Cancel Approval Request

Allows Document owner to cancel the approval request for a document in case additional modifications are required in the document

Button

Yes, On Status when it is Pending Approval

 

 

 

 

33

Archive

Allows archiving a document

Button

Yes, On Status when it is Final