directives portal system (dps) user guide

8/14/2019 Directives Portal System (DPS) User Guide

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DDiirreeccttiivveess PPoorrttaall SSyysstteemm((DDPPSS))

UUsseerr GGuuiiddee

forUnited States Department of DefenseWashington Headquarters Services

Deployable Application Baseline 02.00.00Document Version 1.0

September 2008

Prepared by:TEAM KTC


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Directives Portal System User Guide

First Edition

September 2008

This manual was produced by TEAM KTC for:

United States Department of Defense

Washington Headquarters Services

CopyrightsMicrosoft Internet Explorer, Microsoft Excel, Microsoft .NET, Microsoft

Paint are registered trademarks of Microsoft Corporation in the United Statesand/or other countries.

IBM Lotus Domino is a registered trademark of IBM in the United States

and /or other countries.

Other product and company names mentioned herein may be the

trademarks of their respective owners.


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Record of Changes

Directives Portal System (DPS) User Guide, release 02.00.00 Page iii

Record of Changes

*A = Added; M = Modified; D = Deleted

DocumentVersion

Date Section Number

A*

M

D

Title or Brief Description

1.0 September 2008 All M Initial release for DPS 02.00.00.


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Table of Contents

Directives Portal System (DPS) User Guide, release 02.00.00 Page v

Table of Contents

List of Figures ..................................................................................................viiList of Tables ...................................................................................................viiiAbout this Manual .............................................................................................ix

Who Should Use this Manual ...................................................................................ixHow this Manual is Organized ...................................................................................xWhere to Get Help .......................................................................................................xConventions Used in this Manual .............................................................................x

Chapter 1: About DPS .......................................................................................1Background .................................................................................................................1Purpose of DPS ...........................................................................................................1Whats New in Release 2.0 .........................................................................................1

Chapter 2: Getting Started ................................................................................3Accessing DPS ...........................................................................................................3Requesting Access to DPS ........................................................................................3

To Request Access ............................................................................................................... 4Logging In ...................................................................................................................6

To Log In ............................................................................................................................... 6Logging Off .................................................................................................................7

To Log Off .............................................................................................................................. 7Navigating within DPS ................................................................................................7

Chapter 3: Modifying Your User Account ........................................................9Modifying Your Account ............................................................................................9

To Modify Your Account ........................................................................................................ 9Resetting Your Password ........................................................................................10

To Reset Your Password .................................................................................................... 10Registering Your CAC ..............................................................................................12

To Register Your CAC ......................................................................................................... 12Chapter 4: Using Issuances/Coordinations .................................................. 13

Searching/Viewing Issuances/Coordinations ........................................................13To Search for an Issuance/Coordination ............................................................................. 14To View an Issuance/Coordination ...................................................................................... 16To View/Download an Issuance/Coordination File Attachment .......................................... 16


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Table of Contents

Page vi Directives Portal System (DPS) User Guide, release 02.00.00

Creating a New Issuance .........................................................................................16To Complete the Issuance Details for a New Issuance ...................................................... 16To Complete Coordinators and Coordination Email for an Issuance .................................. 17To Add an Attachment(s) to an Issuance ............................................................................ 20To Save as a Draft or Save and Submit the Issuance ........................................................ 22

Modifying an Issuance .............................................................................................23To Modify an Issuance ........................................................................................................ 23

Responding to an Issuance .....................................................................................24To Respond to an Issuance ................................................................................................ 24

Modifying a Response ..............................................................................................25To Modify a Response You Submitted ................................................................................ 25

Viewing a Response/E-mails Sent ..........................................................................26To View a Response/E-Mail ................................................................................................ 26

Viewing/Downloading File Attachments .................................................................27To View/Download an File Attachment ............................................................................... 27

Chapter 5: Generating Reports ...................................................................... 28Generating Coordination Information Report ........................................................28

To Generate Coordination Information Report .................................................................... 28Generating Coordinators Report .............................................................................30

To Generate Coordination Information Report .................................................................... 30Generating List Coordination Information Report .................................................30

To Generate Coordination Information Report .................................................................... 30Chapter 6: E-Mail Notifications ....................................................................... 33


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List of Figures

Directives Portal System (DPS) User Guide, release 02.00.00 Page vii

List of Figures

Figure 1. DPS URL .................................................................................................................................................. 4Figure 2. DPS Welcome Page ............................................................................................................................... 4Figure 3. Request Access Page .............................................................................................................................. 5Figure 4. Approved Access E-Mail Notification ....................................................................................................... 5Figure 5. Denied Access E-Mail Notification ........................................................................................................... 6Figure 6. DPS Home Page (based on Core User Role) ......................................................................................... 6Figure 7. Navigation Bars and Menu ....................................................................................................................... 7

Figure 8. Modify Account Page ............................................................................................................................. 10Figure 9. Reset Password Page............................................................................................................................ 11Figure 10. Change Password Page ...................................................................................................................... 11Figure 11. Register CAC Page .............................................................................................................................. 12Figure 12. Search Issuance Page ......................................................................................................................... 14Figure 13. New Issuance, Issuance Details Tab ................................................................................................... 17Figure 14. Coordinators and Coordination E-Mail Tab ......................................................................................... 18Figure 15. Select Primary and Collateral Coordinators Page ............................................................................... 18Figure 16. Select Recipient Page .......................................................................................................................... 19Figure 17. Attachments Page ................................................................................................................................ 21Figure 18. Attachment Fields ................................................................................................................................ 21Figure 19. Choose file ........................................................................................................................................... 22Figure 20. Modify Issuance Mode ......................................................................................................................... 23Figure 21 Respond to an Issuance ....................................................................................................................... 24Figure 22. Responses Tab .................................................................................................................................... 25Figure 23. View Response Page ........................................................................................................................... 26Figure 24. File Download ...................................................................................................................................... 27Figure 25. Coord Info/Coordinators Report page .................................................................................................. 29Figure 26. File Download Dialog Box .................................................................................................................... 29Figure 27. List Coordination Information Report ................................................................................................... 31


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List of Tables

Page viii Directives Portal System (DPS) User Guide, release 02.00.00

List of Tables

Table 1. DPS Functions and Roles ......................................................................................................................... ixTable 2. Conventions Used in this Manual ...............................................................................................................xTable 3. Getting Started Tasks................................................................................................................................ 3Table 4. Navigation Bars and Menu ........................................................................................................................ 8Table 5. User Account Functions ............................................................................................................................ 9Table 6. Issuances/Coordination Tasks ................................................................................................................ 13Table 7. Regular Functions/Roles ......................................................................................................................... 28

Table 8. E-Mail Notifications .................................................................................................................................. 33


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Who Should Use this ManualAbout this Manual

About this Manual

Who Should Use this Manual

The purpose of this manual is to describe how to access the Directives PortalSystem (DPS) (herein referred to as DPS) application and how to use its

functions for coordinating issuances. This manual is intended for use by thefollowing roles:

Limited Users: Mainly have view capability of issuances and responses

within the application.

General Users: Have view capability of issuances and can respond to

issuances.

Core Users: Can submit issuances and respond to issuances.

Refer to Table 1 for specific functions/reports to which each role has accessin DPS.

Table 1. DPS Functions and Roles

FunctionUser Type

LimitedAccess

General Core

Access to Other Web Sites

Access DoD Issuances Web Site

User Account Updates

Request Access to DPS

Modify Your Account Information

Reset Your Password

Issuance/ Coordination Tasks

Search/View Issuances/Coordinations

View/DownloadIssuances/Coordinations File

Attachments

Create an Issuance

Edit an Issuance

Respond to Coordination Tasks

View Coordination Responses

Edit a Response

Directives Portal System (DPS) User Guide, release 02.00.00 Page ix


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How this Manual is OrganizedAbout this Manual

Page x Directives Portal System (DPS) User Guide, release 02.00.00

How this Manual is Organized

The Directives Portal SystemUser Guide is comprised of the followingchapters:

Chapter 1, About DPS provides an overview of the Directives Portal

System application.

Chapter 2, Getting Started describes how to request access to DPS,how to log on/off of DPS, instructions for using common command

buttons, and navigating within the application.

Chapter 3, Modifying Your User Account, provides instructions on how

to modify your account information, reset your password, and registeryour CAC.

Chapter 4, Using Issuances/Coordinations provides instructions on how

to create an issuance, modify an issuance, respond to an issuance,

modify a response, and how to search for an issuance.

Chapter 5, Generating Reports, provides instructions on how to

generate reports that export the information to Microsoft Excel.

Chapter 6, E-Mail Notifications, provides information about thedifferent e-mail notification that DPS sends when certain actions occur

within the application.

Where to Get Help

For assistance with the DPS application, please send an e-mail to

[email protected] or call (703) 696-5203.

Conventions Used in this ManualTable 2 provides an explanation of the conventions this manual uses to

make identifying specific information easier and consistent:

Table 2. Conventions Used in this Manual

Element Description

Bold Text Buttons (Save, Print) Menu and Submenu Names (File, Save, Print) Field Names (e.g., drop-down list, text boxes, options) Dialog Box Names

Keyboard Keys Keys are sometimes used in combinations; combinations areindicated by a (+) sign. For example, Alt+H means to hold down

the Alt key while simultaneously pressing the H key.Monospaced File names and directory names.


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BackgroundAbout DPS

Chapter 1: About DPS

Background

Release 02.00.00 of DPS, migrates the application from the IBM LotusDomino 01.00.00 version to Microsoft .NET Web-based application for

release 02.00.00.

Purpose of DPS

DPS is a collaborative tool used to speed the coordination of DoD issuances.A classified version of the application is in use on the SIPRNET for

coordinating classified DoD issuances. These applications allow the OSD

Components to post issuances for comment, and to post, view, and reply tocomments on issuances. The application is not meant to replace existing or

evolving workflow systems within the Components, but to ensure thatissuances are passed to a central location for management and tracking.

The application is available to all OSD Components, Military Services, the

Joint Staff, and Coast Guard Directives senior management, administrativepersonnel, action officers, and contractor support personnel. DPS controls

access and privileges through account login and password.

Whats New in Release 2.0

Release 02.00.00 provides the following highlighted new functionality:

Updated look and feel. The application is now more task-driven and

provides easy navigation to your available functionality without thedrill-down steps previously required.

Ability to update your own account information. If your phone

number changes, or e-mail changes, you can easily update your

account information. Note, you cannot update your organizationinformation.

Reset your password. If you forget your password, you can request atemporary password that enables you to access the system (and issent to you immediately), change your password upon entry, and

then use the system as usual.

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Whats New in Release 2.0About DPS

Page 2 Directives Portal System (DPS) User Guide, release 02.00.00

Ability to update an Issuance, if you are the submitter, while in the

Pending status. Meaning, if the Portal Administrator has not approved

your issuance yet, and you need to make an update, you can.

Ability to edit responses. If you must coordinate on an issuance and

you submit a response, you can then modify this response until theissuance is Closed. If the Issuance is in the Hold status, you cannot

modify your response.

Ability to register your CAC for logging in purposes.

Attached coordination documents to e-mails sent within DPS. You canview the documents via the application or from an e-mail notification.


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Accessing DPSGetting Started


Chapter 2: Getting Started

This chapter provides the information you need to use DPS. Table 3 lists thetasks for which this chapter provides instructions.

Table 3. Getting Started Tasks

Functions Role

Accessing DPS All Roles

Requesting Access to DPS All Roles

Logging In

All RolesLogging Off All Roles

Navigating within DPS All Roles

Accessing DPS

You access DPS via a Microsoft Internet Explorer browser at one of the

following URLs:

Classified application on SIPRNET: https://dps.whs.smil.mil

Non-classified application on NIPRNET: https://dps.whs.mil

You must have a valid username and password to access DPS.

Requesting Access to DPS

To access DPS, you must have a user ID and password approved by your

organizations Focal Point and/or a Portal Administrator of DPS. Your Focal

Point assigns the appropriate role for your account.

DPS allows one account per e-mail address. If DPS says that an account

already exists with the same e-mail address as you, you could already havean account and only need to reset your password to access DPS, refer to

section Resetting Your Password, on page 10. Contact the Focal Point ofyour organization if you have questions.
https://dps.whs.smil.mil/https://dps.whs.smil.mil/https://dps.whs.mil/https://dps.whs.mil/https://dps.whs.mil/https://dps.whs.smil.mil/


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Requesting Access to DPSGetting Started


To Request Access

1. Type https:/ / dps.whs.mil in the Internet Explorer Address Bar fieldto access DPS (See Figure 1).

Figure 1. DPS URL

2. Click Go.

The Welcome page displays (See Figure 2).

Figure 2. DPS Welcome Page

3. Click Request Access.

The Request Access page displays (See Figure 3).


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Requesting Access to DPSGetting Started

Figure 3. Request Access Page

4. Enter the required information (all fields denoted with a red asterisk

(*)).

Note: If you are logged into your workstation with your CAC, theapplication reads some of this information from the card and

prepopulates the fields with this information (first name, middle initial,

last name, and email address).

5. Click Submit Request to submit your request for approval.

DPS displays a successful submission page.

The Focal Point for your organization receives an e-mail notification of

your request for access to DPS. When your request is approved, DPSsends you an email indicating you have access and can immediately log

in to the application (See Figure 4).

Figure 4. Approved Access E-Mail Notification



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Logging InGetting Started


Note: In some cases, a Focal Point can deny access to DPS. If this occurs,

DPS sends you an email with the reason for why you were denied access

and directs you to your organizations Focal Point (See Figure 5).

Figure 5. Denied Access E-Mail Notification

Logging In

To log in to DPS, you must have an approved, valid user name and

password. In addition, you can register CAC to log in without using youruser name and password. Refer to section, Registering Your CAC, on page12, for detailed instructions.

To Log In

1. From the Welcome page, click Log In.

The Log In page displays.

2. Type your user name in the User Name field and your password in thePassword field.

3. Click Log In.

The Home page displays (See Figure 6).

Figure 6. DPS Home Page (based on Core User Role)


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Logging OffGetting Started

Logging Off

You can log out of DPS from anywhere within the application.

To Log Off

Do one of the following to log off DPS:

Click the Close button in the upper right corner of the browser.

Click the Log Out link in the upper right corner navigation bar ofDPS.

Navigating within DPS

Within DPS, you navigate to different pages and functionality by using two

of the navigation bars and/or one menu bar (See Figure 7).

Note: The use of the Back and Forward buttons in your browser can

produce unpredictable results.

Figure 7. Navigation Bars and Menu



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Navigating within DPSGetting Started


Table 4 describes the navigation bars and menu in DPS.

Table 4. Navigation Bars and Menu

Bar Type Description

Right Navigation Bar Contains the following static links: Search: Navigates you to the Search Issuances page from

wherever you are within the application. Modify Account: Navigates you to the Modify Account page

from whereever you are within the application. Log Out: Logs you off the application, but provides anoption to return to the Welcome page, where you can log inagain.

These links function the same for all users wihtin DPS.Left Navigation Bar Contains the following links for most users in DPS:

Home: Contains links to the DoD Issuances Web site,Search Issuances, and New Issuances (if your role allows).

Issuances: Contains links to Search Issuances, NewIssuances (if your role allows), and Reports.

Internal Guidance: Navigates you to the Internal Guidancepage, where you can access additional information onissuances.

Help: Navigates you to the Help page.

Menu Bar Displays options related to the Left Navigation bar options anddisplays options you can perform based on your role.


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Modifying Your AccountModifying Your User Account


Chapter 3: Modifying Your User Account

This chapter covers the functions available to you for modifying your useraccount. Table 5 lists the functions for which this chapter provides

instructions.

Table 5. User Account Functions

Functions Role

Modifying Your Account Any Role

Resetting Your Password

Any RoleRegistering Your CAC Any Role

Modifying Your Account

You can modify your account information within DPS, such as your

rank/title, names, company, office phone, and e-mail address.

Items you cannot change include your role, organization, user name andpassword (you can change your password by resetting your password, see

section Resetting Your Password, page 10, but you cannot change your

user name), and your account status. Contact a Portal Administrator to haveany of these items changed.

To Modify Your Account

1. From within the application, click the Modify Account link in the RightNavigation bar.

The Modify Account page displays (See Figure 8).


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Resetting Your PasswordModifying Your User Account


Figure 8. Modify Account Page

2. Edit the appropriate information.

3. Click one of the following:

Save Changes: to update your information and return to the Homepage.

Cancel Changes: to cancel any updates you made and return toHome page.

Resetting Your PasswordIf you forget your password, you can reset your password within DPSwithout having to contact a Portal Administrator. DPS sends you a

temporary password and makes you change your password upon your nextentry into DPS.

To Reset Your Password

1. From the Welcome page, click Reset Password.

The Reset Password page displays (See Figure 9).


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Resetting Your PasswordModifying Your User Account

Figure 9. Reset Password Page

2. Enter your user names in the Type your user name field.

3. Click Reset Password.

DPS displays the message that your password was successfully changed

and sends you an email with a temporary password.

4. Do not navigate away from this page, but retrieve the temporarypassword from your e-mail notification.

5. From DPS, click the Return to Welcome Page link.

6. Click Log In.

7. Enter your user name.

8. Enter your temporary password retrieved from the e-mail notification

and click Log In.

DPS displays the Change Password page (See Figure 10).

Figure 10. Change Password Page



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Registering Your CACModifying Your User Account


9. Do the following:

Type your temporary password in the first field of the page.

Type your new password in the second field on the page.

Retype your new password in the third field on the page.

10.Click Change Password.

DPS displays a password successfully reset page.

11.Click the Return to Home page link.

Registering Your CAC

You can register your Common Access Card (CAC) with DPS that enables

you to log in via your CAC vs. your user name and password. If you everneed to unregister your CAC, you can request the Portal Administrator to

perform this function for you.

To Register Your CAC1. From the Welcome page, click Register CAC.

The Register CAC page displays (See Figure 11).

Figure 11. Register CAC Page

2. Type your user name in the User Name field and your password in the

Password field.

3. Click Register CAC.

DPS displays a successfully registered page. You can now log in to DPSby just entering your CAC pin number when prompted by DPS.

4. Click Log In w ith CAC link to access DPS.

DPS displays the Welcome page.


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Searching/Viewing Issuances/CoordinationsUsing Issuances/Coordinations


Chapter 4: Using Issuances/Coordinations

This chapter provides the instructions you need to search for, view, create,and modify issuances/coordinations. In addition, if your role allows, this

chapter provides instructions for responding to an issuance, modifying, andviewing responses. Table 6 lists the functions for which this chapter provides

instructions.

Table 6. Issuances/Coordination Tasks

Functions Role

Searching/Viewing Issuances/Coordinations All Roles

Creating a New Issuance Core User

Modifying an Issuance Submitter of Issuance

Responding to an IssuanceGeneral User and CoreUser

Modifying a Response Submitter of the Response

Viewing a Response/E-mails Sent All Roles (with exceptions)

Viewing/Downloading File Attachments All Roles

Searching/Viewing Issuances/CoordinationsDPS provides an easy way for you to search and find anissuance/coordination in release 02.00.00. The application provides several

data items on which to search and sort issuance information. You can

perform broad and narrowed searches from the Search Issuance page.

You can search/filter issuance information by the following items:

Issuance Type

Organization

Action Officer

Issuance Status Suspense Date (From/To Issuance Suspense Dates)

Specific Keywords

Similar Keywords

Issuances Due in Three Days

Issuances Past Due

Documents and Responses


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When you perform a keyword search, all other search options/criteria you

select are ignored and only a search is performed on the keyword you enter.

DPS searches for keywords in the Issuance number/title and issuancesynopsis field.

In addition, you can tell DPS how many search results to display, all, 10, 50,100, or 500.

To Search for an Issuance/Coordination

1. Click the Issuances link and then select the Search Issuance menu

option.

The Search Issuance page displays (See Figure 12).

Figure 12. Search Issuance Page

2. Select your search criteria options in the Select Search Options sectionof the page.

3. Select your display options.

4. Click Search.

DPS displays any search results.

5. From the search results, you can:

Navigate to multiple pages, if applicable.

Sort the data by the search results columns.

To Search by a Keyword

1. From the Search Issuance page, enter your keyword in the Search Text

field.2. Select your keyword search option:

Exact Word Match: DPS returns results that match the enteredkeyword exactly.

Work Variation (like): DPS returns results that are like to theentered keyword, e.g., cat returns results like cats.


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3. Select your sort by options:

Relevance: Show results by relevance (indicated by a percentage in

the search results).

Latest Date: Show results by the latest date to the oldest date(Coordination Start Date).

Oldest Date: Show results by the oldest date to the latest date

(Coordination Start Date).4. Select your display options.

5. Click Search.

DPS displays any search results.

To Search for Documents and Responses

1. From the Search Issuance page, select the Documents and Responses

option from the Other Options field.

2. Select any search criteria options in the Select Search Options section

of the page.


4. Click Search.

DPS displays any search results by the issuance/coordination and then

all associated responses to that issuance.

5. Select an issuance or response to view.

To Search for Issuances Due in Three Days

1. From the Search Issuance page, select the Due in Three Days option

from the Other Options field.

2. Select your search criteria options in the Select Search Options section

of the page.


4. Click Search.

DPS displays all issuances that have a suspense date due within three

business days.

To Search for Past Due Issuances

1. From the Search Issuance page, select the Past Due option from theOther Options field.

2. Select your search criteria options in the Select Search Options section

of the page.


4. Click Search.

DPS displays all issuances that have a suspense date older than thecurrent date.



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Creating a New IssuanceUsing Issuances/Coordinations


To View an Issuance/Coordination

From the search results, you can click the link on the issuancenumber/title.

DPS displays the Issuance/Coordination in view mode.

To View/Download an Issuance/Coordination FileAttachment

1. From the view mode of an issuance/coordination, click the Attachments

tab.

2. Click the attached file name to open or download the file.

3. Follow the on screen instructions to open or download the file.

Creating a New Issuance

If you have the Core User or Focal Point role, you can create an issuance for

coordination within DPS. To create an issuance you enter data on severaldifferent tabs pages that make up the issuance:

Issuance Details, refer to page 16. This is the identifying

information of the issuance and the Action Officer of the issuance.

Coordinators and Coordination Email, refer to page 17. Fromhere, you can select your coordinators and recipients for the Start

Coordination e-mail that is sent upon approval of the issuance.

Attachments, refer to page 20. For attachments, you upload the SD106, Issuance for Coordination, and any Comment Files to the

issuance. You must upload at least one file before you can submit theissuance for approval. You can upload only files with the .doc, .pdf,

or .tif file extensions/formats. You can attach up to six files, but theaggregate size of all files cannot exceed 15MB.

Save/Submit the Issuance, refer to page 22. You can save the

issuance as a Draft and work on the content of the issuance at a latertime or you can submit the issuance for approval.

The following sections describe how you complete each tab page of an

issuance.

To Complete the Issuance Details for a New Issuance

1. From the Home or Issuances page, click the New I ssuance link.

The New Issuance page displays on the Issuance Details tab page (See

Figure 13).


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Figure 13. New Issuance, Issuance Details Tab

2. Complete all the required fields on the Issuance Details tab (indicatedby red asterisks).

To Complete Coordinators and Coordination Email for anIssuance

1. While in the issuance, click the Coordinators and Coordination E-Mail

tab.

The Coordinators and Coordination E-Mail tab page displays (See Figure

14).



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Figure 14. Coordinators and Coordination E-Mail Tab

2. Click the Select Coordinators button to select the primary andcollateral coordinators.

The Select Primary and Collateral Coordinators page displays (See Figure15).

Figure 15. Select Primary and Collateral Coordinators Page


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3. Do one of the following to select your primary and/or collateral

coordinator(s):

Select an individual coordinator and click the > button.

Select multiple coordinators by holding down the CTRL key andclicking on your selections.

Select all by clicking the >> button.

4. Click Save Coordinators.

DPS saves your selection and returns you to the Coordinator and

Coordination E-Mail tab page where you can see your selected primaryand collateral coordinators.

Note: Mandatory coordinators are selected automatically for you.

5. Optional: Select any additional recipients that you wish to receive the

Start Coordination e-mail by clicking the Select Recipients button.

The Select Copy Recipients page displays (See Figure 16).

Figure 16. Select Recipient Page



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6. Do one of the following to select a recipient(s):

Search for a specific name in the Search Text field (this list contains

users within DPS):

Enter text into the Search Text field and select the Find button.

DPS displays all users with the text searched in their first or last

name.

Do one of the following:

Select an individual user and click the > button.

Select multiple users by holding down the CTRL key andclicking on your selections.


Search for a specific organization in the Organization field (this list

contains organizations within DPS):

Select an organization from the drop-down list and select theFind button. DPS displays all users within DPS from the selected

organization.

Do one of the following:

Select an individual user and click the > button.

Select multiple users by holding down the CTRL key andclicking on your selections.


7. Click Save Recipients.

DPS saves your selection and returns you to the Coordinator andCoordination E-Mail tab where you can see your selected recipients.

8. Enter any text you wish to appear on the on the Start Coordination E-

mail into the Body field.

9. Optional: Select the Preview Fu ll E-mail button to view the Start

Coordination E-mail in its entirety.

To Add an Attachment(s) to an Issuance

1. While in the issuance, click the Attachments tab

The Attachments page displays (See Figure 17).


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Figure 17. Attachments Page

2. Click the Attach Files button.

The Attachment fields display on the Attachments page (See Figure

18).

Figure 18. Attachment Fields



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3. Select the Browse button.

The Choose file dialog box displays (See Figure 19).

Figure 19. Choose file

4. Select the file you want to upload and click Open.

DPS displays the file in the File field you selected.

5. Select the Upload Files button to upload the file.

DPS saves your selection and returns you to the Attachments tab.

6. Select the appropriate Handling Instructions and File Classification

options for each uploaded file.

To Save as a Draft or Save and Submit the Issuance

You can do one of the following to save the issuance by clicking:

Save Draft: You can save the issuance as a Draft by clicking Save

Draft (to save an issuance as a Draft, you only need to complete theIssuance Title field). You can then access the issuance at a later

time to complete. The issuance is in the Draft status if you save as a

draft.

Submit: You can save and submit the issuance for approval byclicking the Submit button. An e-mail requesting approval is sent to

the Portal Administrator. The issuance is in the Pending status andyou can modify the issuance up to its approval or return to you.


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Modifying an IssuanceUsing Issuances/Coordinations

Modifying an Issuance

If you submitted an issuance and the issuance is still in the Pending status

(i.e., the Portal Administrator has not approved/returned the issuance), you

can make changes to the issuance.

To Modify an Issuance1. From the Search Issuance page, search for the issuance you would like

to modify.

2. Click the Edit button.

The Issuance displays in Modify Issuance mode (See Figure 20).

Figure 20. Modify Issuance Mode

3. Change any information on any of the tab pages of the issuance.

4. Click the Save button.

DPS displays a message Issuance was successfully saved. and returns

you to the Search Issuance page.



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Responding to an IssuanceUsing Issuances/Coordinations


Responding to an Issuance

You can respond to an issuance if one of the following is true:

Your organization is identified as a coordinator on an issuance and

you have a General User, Focal Point, or Core user role.

You are the Focal Point of the submitting/responsible organization.

Note: Only one user from an organization can respond to an issuanceoneresponse for one organization.

You can attach up to six files in a response, but the aggregate size of all filescannot exceed 15MB.

To Respond to an Issuance

1. From the Search Issuance page, search for the issuance you would like

to modify.

2. Click the Respond button.

The Respond to Issuance page displays (See Figure 21).

Figure 21 Respond to an Issuance

3. Complete all required fields (indicated by red asterisks).

4. Select the Attach Files button.

5. Select the Browse button.

The Choose File dialog box displays.

6. Select the file you want to upload and click Open.

DPS displays the file in the File field you selected.


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7. Select the Upload Files button to upload the file.

DPS saves your selection and returns you to the Attachments tab.

8. Select the appropriate Handling Instructions and File Classification

options for each uploaded file.

9. Select the Submit button.

DPS saves your Response and returns you to the View Issuance page.

Modifying a Response

If you submitted a response and would like to change information in your

response, you can modify your response while the issuance is in the Openstatus. If an issuance is in the Hold or Completed status, you may not

modify your response. You cannot modify a response submitted by anotheruser.

To Modify a Response You Submitted

1. From the Search Issuance page, search for the issuance you would like

to modify.

2. From the issuance, click the Responses tab button.

The Responses tab displays (See Figure 22).

Figure 22. Responses Tab

3. Click the link of the response you wish to modify.

The View Response page displays (See Figure 23).



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Figure 23. View Response Page

4. Click the Edit button.

5. Modify any of the information in the response.

6. Click the Save link.

DPS saves your changes and returns you to the Search Issuance page.

Viewing a Response/E-mails Sent

You can view a response to an issuance if one of the following is true:

Your organization is identified as a coordinator on an issuance andyou have a Limited User, General User, Focal Point, or Core User

role.

You are the Focal Point of the submitting/responsible organization.

Your organization is the submitting/responsible organization of the

issuance.

To View a Response/E-Mail

1. From the Search Issuance page, search for the issuance you would liketo modify.

2. From the issuance, click the Responses tab button.


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3. Do one of the following:

Click the link of the response if you want to view a response.

The View Response page displays. DPS identifies which response you

are viewing by the *Your Are Here* indicator in red color.

Click the e-mail of the issuance that you want to view.

The View E-Mail page displays. DPS identifies which e-mail you are

viewing by the *Your Are Here* indicator in red color.

Viewing/Downloading File Attachments

You view an attachment on an issuance or a response following the sameprocedures for either.

To View/Download an File Attachment

1. From the issuance, click the Attachments tab.

The Attachments page displays.

2. Click the title of the file you want to view or download.

The File Download dialog box displays (See Figure 24).

Figure 24. File Download

3. Click one of the following:

Click the Open button to view the file.

The file opens and displays on your workstation in Microsoft Word,Adobe Acrobat, or a picture viewer such as Microsoft Paint.

Click the Save button to save the file to your workstation (download

the file).

The Save As dialog box displays. Browse to the location you wouldlike to save the file to and click Save. The Download Complete

dialog box displays.



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Generating Coordination Information ReportGenerating Reports


Chapter 5: Generating Reports

This chapter provides instructions for the Reporting function that you can

perform in DPS. Table 7 lists the reports available for you to generate.

Table 7. Regular Functions/Roles

Reports Role

Generating Coordination Information Report Any role

Generating Coordinators Report Any role

Generating List Coordination Information Report Any role

Generating Coordination Information Report

The Coordination Information Export report shows the issuance (suspense)and coordination for issuances (suspenses) your organization is responsible

for, organized by Issuance Type and Title. This report shows what your

organization has submitted. You can choose to include Collateralcoordinators in the report.

To Generate Coordination Information Report

1. Select the Issuance link from the Home page of DPS.

2. Select the Reports link from the Search Issuance page.

The Coord Info/Coordinators Report page displays (See Figure 25).


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Figure 25. Coord Info/Coordinators Report page

3. Select the Coordination Information Export option.

4. Optional: Select Include Collateral Coordinators option.

5. Select the Export to Excel button.

The File Download dialog box displays (See Figure 26).

Figure 26. File Download Dialog Box


Click Open to open the file immediately.

Click Save to save the file to your workstation.



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Generating Coordinators ReportGenerating Reports


Generating Coordinators Report

The Coordination Export report shows coordination information your

organization is a coordinator on, organized by Coordinator Type and

Suspense (Due) Date. The report shows you what your organization has torespond to. This export can include or not include issuances your

organization is a Collateral coordinator for. You can choose to includeCollateral coordinators in the report.




The Coord Info/Coordinators Report page displays (See Figure 25).

3. Select the Coordinators Export option.


5. Select the Export to Excel button.The File Download dialog box displays.


Click Open to open the file immediately.

Click Save to save the file to your workstation.

Generating List Coordination Information Report

The List Coordination Information report shows the organizations that have

(received) and have not (missing) responded to the issuance. The report

includes a link to the issuance, the issuance due date, and the issuancetype.




The Coord Info/Coordinators Report page displays.

3. Select the ListCoordination Information option.


5. Select the Display List button.

The List Coordination Information report displays within the DPS

application (See Figure 27).


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Generating List Coordination Information ReportGenerating Reports

Figure 27. List Coordination Information Report



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Generating List Coordination Information ReportGenerating Reports



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Generating List Coordination Information ReportE-Mail Notifications

Chapter 6: E-Mail Notifications

Many actions within the DPS trigger e-mail notifications to users of theapplication. Table 8 lists the action the user takes and then identifies who

the e-mail is sent to.

Table 8. E-Mail Notifications

Action of User E-Mail is Sent to

E-Mails sent immediately when action occurs

User Requests Access to DPS Portal Administrators and the requestorsorganization Focal Point

Portal Administrator approves or denies theaccess request

Submitter, Submitters Organization FocalPoint, and Portal Administrators

User resets their password User resetting their password

Submits an issuance for approval. Portal Administrators

Portal Administrator approves the issuance(start coordination e-mail (includes the

coordination documents))

Submitter, Submitters organization FocalPoint, Action Officer of the issuance, all

coordinators, and all Portal Administrators

Portal Administrator returns the issuance tothe submitter

Submitter, Submitters organization FocalPoint, Action Officer of the issuance, and allPortal Administrators

Portal Administrator changes the suspensedue date of an Open issuance

Submitter, Sumbitters organization FocalPoint, Action Officer of the issuance, allcoordinators, and all Portal Administrators

User responds to an issuance (includes anydocuments attached to the response)

Action Officer of the issuance

E-Mails sent on a schedule

Daily E-Mail for all Responses submitted forthe day

Portal Administrators

Daily E-Mail that list all issuances duewithin three days.

Submitter, Submitters organization FocalPoint, Action Officer of the issuance, allcoordinators, and all Portal Administrators



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Generating List Coordination Information ReportE-Mail Notifications