Setting up the System

Introduction

An installation document is introduced at the initial kick-off stage, which contains all the essential detail required for the set up of the system. The document contains the following:

• Users - name and e-mail address of the staff you require to access the system

• User Groups - Each User is allocated one or many User Groups (User Groups names are pre-populated). These are customisable.

• User Stage Permissions - dictates what stages within the workflow that each User Group can access. These permissions allow the User either access to progress the case, to view the case or both. These are customisable.

• System Permissions - dictates what system permissions are given to User Groups. These are customisable.

• Lists - are the selections available at pre-determined times within the workflow. They are used within the templates to dictate what text is extracted to personalise the e-mails or letters. These are customisable.

• Tags - are allocated to both documents and to certain stages throughout the workflow to determine the stage that has been reached. They are used to inform the applicant at what stage the application has reached when the applicant accesses the self-serve portal. These are used extensively in the reportal as filters and are therefore NOT customisable.

• List of Current Templates - for information only.

• Blue Badge Templates - are the pre-defined textual documents that are used to communicate with the applicant at pre-determined times throughout the workflow. These templates are offered as a basis for those communications. These are customisable.

• Freedom Pass Templates - are the pre-defined textual documents that are used to communicate with the applicant at pre-determined times throughout the workflow. These templates are offered as a basis for those communications. These are customisable.

• Taxi Card Templates - are the pre-defined textual documents that are used to communicate with the applicant at pre-determined times throughout the workflow. These templates are offered as a basis for those communications. These are customisable.

• From e-mail address - this is the e-mail adress and Department Name that you want to be used as the contact information on all communucations sent to the applicant. These are customisable.

• Technical Requirements - these are the protocols that are used as the technical communication between your IT systems and the Microsoft Azure environment on which the system is hosted. For Blue Badge only this contains the API keys that are needed to communicate with the DfT. You will have to ask the DfT for these.

• Workflow Day Targets - these are the target times set at certain stages throughout the workflow. They are used to indicate the time taken to perform a stage within a workflow, and are the basis of the BAR indicator (see 'Basic Functions' - Work Items').

• Workflow Testing Outcomes and UAT Testing Outcomes - thse are project management templates that could assis with your recording of your testing of the sysytem. You DO NOT have to use these. However, they are designed to provide as much information to Ieg4 as is needed for us to help solve any issues you may have found.

• Task List - is used as guide to the changes to the templates that you will need to consider - phone numbers, department name, opening hours for face-to-face appointments etc.