preparation / assembly phase

Last Updated: July 19, 2012

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In this Preparation / Assembly workflow phase process, you review the rights and permissions plan and coordinate with the Rights and Permissions Group to enter detailed information as appropriate. Next, you conclude the Rights & Permissions plan by checking on any outstanding rights information and submitting invoices to pay for rights and permissions.

In this job aid, you will learn how to:

• Identify content assets where rights & permissions are needed

• Conclude the rights & permissions plan

Identify Content Assets Where Rights & Permissions Needed

PROGRAm mANAGER

RIGHts ANd PERmIssIONs APPROvAls

INtEGRAtEd WORKFlOW

PREPARAtION / AssEmBlY PHAsE

Learning Objectives

Pearson Integrated Workflow

1Preparation / Assembly

In this Job Aid, you will learn how to:

1 Identify Content Assets Where Rights and Permissions are Needed 2

2 Conclude Rights and Permissions Plan 11

Clear Outstanding Rights 14

Submit Invoices 17

Approve Invoice Payment 20

PREPARATION / ASSEMBLY

RIGHTS AND PERMISSIONS APPROVALS

SYSTEMS & TOOLS

For this process, you will use the following systems and tools:

Documentum (DCTM)

Publishing Control System (PCS)


Preparation / Assembly 2

1 Identify Content Assets Where Rights and Permissions are Needed

In this step, you will review the rights and permissions plan and coordinate with Rights and Permissions Group to enter detailed information as appropriate.

This step begins with a Documentum email notification. Work on the task itself will be completed in PCS.

1 When it is time to complete the Determine Rights and Perms Outstanding task, you will receive a Documentum email notification. Go to My Dashboard at http://workflow.pearson.com.

2 The Sign In screen appears.

a Type your user name in the User Name text box.

b Type your password in the Password text box.

c Click the button.

a

b

c



3 The My Dashboard screen appears. Click the Documentum (DCTM) link.

4 The Documentum Location screen appears.

a Select your repository from the Repository drop-down menu.

b Select your location from the Location drop-down menu. If your location does not appear or if you are working remotely, select the Other option.

c Click the button.

a

b

c

Quick Tip USHE users select the PNA_Higher_Ed repository.



5 The Documentum interface appears.

a Select the Inbox node in the Navigation pane.

b Double-click the Determine Rights and Perms Outstanding task in the Content pane to open it.

a

b

6 The workflow task displays in the Content pane.

a Read the workflow task instructions.

b Click the button to begin work on the task.

c Click the Workflow Applications menu, and then select PCS to perform work in the task.

a

b

c



7 In PCS, click the tab, and then select the sub-tab. The Rights Strategy screen appears. Review the Rights and Permissions plan, make any necessary changes, and then click the button.



8 Select the sub-tab, and then add any appropriate information for asset specs. Coordinate with rights people in an offline conversation to obtain any necessary information.

For each asset:

a Review the Rights Cleared column for each component that the asset is part of.

b Click the icon in the Rights Info column to view rights information from PRISM.

c Click the icon in the Edit column to update information for the asset.

abc

9 Generate a list of assets needing permissions by clicking the Actions drop-down, and selecting the Search option.



10 The Search Assets screen appears. To run a search for the appropriate permissions action (example: Permission Action: Acquire):

a Select the appropriate search criteria.

b Click the button.

a

b

11 Search results appear. Click the button.



12 The Export to Excel screen appears.

a Select checkbox(es) for the appropriate Details.

b Click the button.

a

b

13 An exported Excel file named ContentPlanExport.xls appears in the Downloads folder on your computer. Route the list, which can be routed offline via email, to the Rights Administrator for the program.

14 When necessary information is returned to you by the Rights Administrator, click the tab, select the sub-tab, and then adjust information as appropriate.

15 When work is complete, click the PCS menu, and then select DCTM.

For PC At the File Download dialog box, click the [insert PC_Save_Button.png] button to save the Excel file to the Downloads folder on your computer.



16 Select the Documentum Inbox node, and then double-click the Determine Rights and Perms Outstanding task to open it.

17 Click the button.

NOTES

• Clickthe button to access the tab where you can view or add comments.

• Clickthe button again to access the tab where you can view upcoming steps, as well as view previous workflow steps.

Note Make sure all appropriate information has been communicated before forwarding the task.



18 The ‘Determine Rights and Perms Outstanding’ successfully forwarded confirmation message appears, and the workflow task is sent to the next actor.



2 Conclude Rights and Permissions Plan

In this step, you will conclude the Rights and Permissions Plan by checking on any outstanding rights information and submitting invoices to pay for rights and permissions.

This step begins with a Documentum email notification. Work on the task itself will be completed in PCS and PRISM.

1 When it is time to complete the Conclude Rights and Permissions task, you will receive a Documentum email notification. Go to My Dashboard at http://workflow.pearson.com.

2 The Sign In screen appears.

a Type your user name in the User Name text box.

b Type your password in the Password text box.

c Click the button.

a

b

c



3 The My Dashboard screen appears. Click the Documentum (DCTM) link.

4 The Documentum Location screen appears.

a Select your repository from the Repository drop-down menu.

b Select your location from the Location drop-down menu. If your location does not appear or if you are working remotely, select the Other option.

c Click the button.

a

b

c

Quick Tip USHE users select the PNA_Higher_Ed repository.



5 The Documentum interface appears.


b Double-click the Conclude Rights and Permissions task in the Content pane to open it.

a

b

6 The workflow task displays in the Content pane.

a Read the workflow task instructions.

b Click the button to begin work on the task.

c Click the menu, and then select PCS to perform work in the task.

c

b

c



Clear Outstanding Rights

1 In PCS, click the tab, and then select the sub-tab.

2 The Content Plan screen appears. Click the button.

3 The Content Assets Status screen appears. All of the program’s assets and asset usage display.

a Type your comments or exceptions in all of the Comments/Exceptions text boxes.

b Click the button. The This record has been saved successfully confirmation message appears.

c Click the button.

a

bc

Quick Tip To access a program, click My Programs or run a search.

Quick Tip To return to the Content Plan screen, click the button.



4 The Rights Clearance Status Report displays. If there were no exceptions and if all rights have been cleared, you can click the Approve button to approve the rights status without routing. If exceptions were needed, then you must route the report for approval. Click the button.

5 The PDRM application opens. Select the due date, roles, and corresponding users, and their email addresses, who will approve the component.

Quick Tips• Select the Draft Review

check box to route the report as a draft only (no actual approval occurs).

• Click the button to export a copy of the report.

• Click the button to print a copy of the report.



6 When all roles and users have been added, click the button to send the Rights Clearance Status Report to the approvers.

7 The Project initiated successfully confirmation message appears. PDRM notifies the approvers that rights exceptions have been captured for a program component and are awaiting approval. Approvers log into PDRM, review the Rights Clearance Status Report, and then approve or reject the document. If the document is rejected, you must return to PCS and make the necessary adjustments. Generate the Rights Clearance Status report again and then re-route it for approval.

NoteThe Rights Clearance Status Report can be routed for only one program at a time.



Submit Invoices

1 Return to PCS after the Rights Clearance Status Report has been approved. Click the menu, and then select RMS to continue work on the task in PRISM.

2 The Find Project screen appears. Click the tab, and then select Payment Entry.

Quick Tip Approval may take several days. Log back into My Dashboard when you are ready to continue the task.



3 The Payment Entry Detail screen appears.

a Type or select search criteria, such as Charge To ISBN or Group.

b Click the button.

a

b

4 Individual assets that have attached invoices are returned in the search results. To open an invoice, double-click the appropriate search result.

Quick Tip Scroll to the right of the screen to see additional columns and information, such as Actual Amount, SAP Vendor Name, Rights Clearance Editor, and Rejection/Void Reason.

Note Many rights holders/ vendors attach their own invoices. When an invoice is attached, it must be linked to a SAP Vendor.

Quick Tip The icon indicates an error or missing information. To view a message about the error or missing information, hover your mouse over the icon.



5 The Payment Entry Summary screen appears. To send the invoice into the invoice approval queue, click the button.

Note If an invoice covers multiple assets, all the assets are listed at the bottom of the Payment Entry Summary screen.

Note A scanned image of the invoice appears on the right. On the left, data in the grayed-out fields is automatically generated. The vendor enters data in the white fields.



Approve Invoice Payment

1 To approve payment of invoices, click the tab, and then select Payment Approval.

2 The Payment Approval Detail screen appears.

a Type or select search criteria, such as Charge To ISBN or Group.

b Click the button.

a

b

Note Only rights and permissions managers can approve invoices. Signature cards indicate the maximum amount that an individual manager can sign off on. Managers generally approve invoices within their discipline.



3 Assets with invoices submitted for approval are returned in the search results. To review an invoice, double-click the appropriate search result.



4 The Payment Approval Summary screen appears. Compare the data on the left with the information in the scanned image on the right to ensure accuracy.

a To approve payment of the invoice, click the button. The payment is processed, and a check will be cut.

OR

b If you do not approve, type an explanation in the Rejected Reason text box, and then click the button. The invoice is returned to the Payment Entry screen.

a

b



5 After all invoices have been submitted, click the menu, and then select DCTM.

6 Return to your Documentum Inbox.


b Double-click the Conclude Rights and Permissions task in the Content pane to open it.

a

b



7 Click the button to complete the task.

NOTES

• Clickthe button to access the tab where you can view or add comments.

• Clickthe button again to access the tab where you can view upcoming steps, as well as view previous workflow steps.

preparation / assembly phase

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