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Enforcement: Administrative Management Functions

FMCSA Portal. Enforcement: Administrative Management Functions. Prioritization Phase I Release, December 2010 v1.2. Training Objectives. Introduction to Organization Management Creating new Enforcement Organizations Viewing/Editing Enforcement Organizations Deleting Organizations

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Enforcement: Administrative Management Functions

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  1. FMCSA Portal Enforcement: Administrative Management Functions Prioritization Phase I Release, December 2010 v1.2

  2. Training Objectives • Introduction to Organization Management • Creating new Enforcement Organizations • Viewing/Editing Enforcement Organizations • Deleting Organizations • Transferring Enforcement users to newly created Organizations • Introduction to Account Validation • Initiating a new Account Validation Survey period • Reviewing previous Account Validation Survey periods • Responding to the Account Validation Survey

  3. Training Objectives (cont’d) • Introduction to Rules of Behavior Management • Initiating a Rules of Behavior Acknowledgement Request • Viewing/Editing Rules of Behavior Acknowledgement Request • Introduction to System Broadcast Messages • Creating new Messages • Viewing/Editing Messages • Deleting Messages • Duplicating Messages

  4. Manage Enforcement Organizations • Enforcement users, such as the Chief Accounts Officer, Organization Coordinators, their Alternates, and certain Technical Support personnel have the capability to manage existing Enforcement Organizations • Select Manage Organizations under the Manage Admin Functions menu on the home page to access the organization management functions

  5. Manage Enforcement Organizations (cont’d) • Enforcement users such as the Chief Accounts Officer, Organization Coordinators, their Alternates, and select Technical Support personnel may view a list of Organizations • To view a list of Enforcement Organizations • Click the Find Results button • Enforcement users may limit the number of Organizations returned by selecting an Organization Type and / or the FMCSA Affiliated State

  6. Viewing Enforcement Organizations • The details of an Organization includes the Organization Name, Organization Type, FMCSA Affiliated State and a list of Enforcements Users Assigned to the Organization • To view the details of an existing Organization • Click the magnifying glass next to the Organization Name

  7. Editing Enforcement Organizations • The Organization information which can be modified includes the Organization Name, Organization Type and the FMCSA Affiliated State • To modify the details of an existing Organization • Edit the Organization Name, Organization Type, and / or FMCSA Affiliated State for an existing Enforcement Organization • Click the Update Organization button to save the modifications made the Enforcement Organization

  8. Create New Organizations • The Chief Accounts Officer, Organization Coordinators, and their Alternates have the ability to create new Enforcement Organizations • To create a new Enforcement Organization • Click the Create New Organization button

  9. Create New Organizations (cont’d) • On the Create New Organization screen, the Enforcement user can specify the Organization Name, Organization Type, FMCSA Affiliated State, including assigning Enforcement users to the new Organization • To create a new Enforcement Organization • Enter the Organization • Select the Organization Type and FMCSA Affiliated State • Select Enforcement users from the Available Users list to reassign to the new Organization • Click the Add Users button to reassign Enforcement users to the new Organization • The Organization Coordinator role and the Point of Contact role (if applicable) can be assigned • Click the Create New button to save the changes to the Enforcement Organization • Click the Cancel button to clear the details for creating a new organization

  10. Create New Organizations (cont’d)

  11. Delete Organizations • The Chief Accounts Officer, Organization Coordinators, and their Alternates have the ability to delete existing Enforcement Organizations • To delete an existing Organization • Click the Delete button • Organizations cannot be deleted if Enforcement users exists within the Organization

  12. Delete Organizations (cont’d) • In the event Enforcement users exist for the Organization to be deleted, the Enforcement users must be reassigned to a new Organization prior to deletion • To reassign Enforcement users to a different Organization • Click the OK button on the Delete Organization confirmation

  13. Delete Organizations (cont’d) • Enforcement users have the option to Assign Enforcement users to a new organization either by moving all Enforcement users to the same Organization or moving individual Enforcement users to a different Organization • To move all Enforcement users to the same Organization • Select the Move All users to another Enforcement Organization option • Click the Save Users to New Organization(s) button

  14. Delete Organizations (cont’d) • To individually move Enforcement users to a different Organization • Select the Move Each user to another Enforcement Organization individually option • Select the Available Enforcement Organizations to move the Enforcement to next to the Enforcement user’s name • Click the Save Users to New Organization button

  15. Introduction to Account Validation Survey Management • The FMCSA Portal provides the capability for the Chief Accounts Officer to initiate the annual account validation survey • This functionality allows the Chief Accounts Officer to • Schedule the duration for the annual account validation survey period • Automatically notifies Organization Coordinators of the account validation survey period • Automatically monitors Organization Coordinators response to the account validation survey

  16. Manage Account Validation Surveys • The Chief Accounts Officer has the ability to review previous account validation survey periods or to initiate a new account validation survey period • Select Manage Account Validation Survey under the Manage Admin Functions menu on the home page to access the organization management functions • Only those Enforcement users with the role of Chief Accounts Officer will have access to this functionality

  17. Manage Account Validation Surveys (cont’d) • On the Manage Account Validation Surveys screen, the Chief Accounts Officer can view a summary of the previous account validation survey periods • The summary includes the Start Date, End Date and Monitoring Period

  18. Initiate Account Validation Survey • The Chief Accounts Officer has the ability to create a new account validation survey period • To initiate a new Account Validation Survey • Click the Create New Account Validation Survey button

  19. Send Account Validation Survey Notification • On the New Account Validation Survey screen, the Chief Accounts Officer can specify the Start Date, End Date and Monitoring Period for the account validation survey period

  20. Account Validation Announcement • The Account Validation Announcement portlet provides Organization Coordinators a list of Enforcement users whose FMCSA Portal accounts needs to be validated • Only Organization Coordinators will have this portlet displayed on the home page

  21. Responding to Account Validation Survey • Use the Manage Admin Functions / Account Validation Survey menu item to review and respond to the account validation survey • The Account Validation Survey screen displays Enforcement users whose FMCSA Portal account needs to be validated

  22. Responding to Account Validation Survey (cont’d) • Organization Coordinators can respond to the account validation survey by modifying the Enforcement user’s profile as follows: • Assigning new or removing existing roles • Administrative Enforcement users can add or remove roles for Enforcements users with access to their Organization • Assigning the Alternate role to one Enforcement user • An Alternate has the same rights as the Administrative Enforcement user and serves as support administrator • Disabling their account to the FMCSA Portal • Disable Account will prohibit the Enforcement user from accessing the FMCSA Portal

  23. Viewing Account Validation Survey Details • Select an Enforcement user from the List of Users to Validate list to display his/her account information for viewing and updating • Enforcement users access rights can be updated, data in all other fields cannot be modified by an Organization Coordinator

  24. Viewing Account Validation Survey Details (cont’d) • The User Profile view displays general Enforcement user information in a read-only format • To view an Enforcement user’s User Profile • Click the magnifying glass next to the Enforcement user’s name

  25. Updating User’s Profile • To add Portal or other FMCSA system roles to an Enforcement user’s profile • Select a role to request from the Roles list and its affiliated Organization or State (if applicable) • Click the Add Role button to move the selected role to the Role list

  26. Updating User’s Profile • To remove Portal or other FMCSA system roles from an Enforcement user’s profile • Select the role to remove from the Roles list • Click the Remove Role button to remove the selected role to the Roles list

  27. Updating User’s Profile (cont’d) • To Disable an Enforcement user’s account to the FMCSA Portal • Select an Enforcement user from the User List • Click the Disable Account button

  28. Updating User’s Profile (cont’d) • Use the Comment field to enter any pertinent comments regarding actions taken in modifying a profile • The Comment History field displays all comments previously sent to the Enforcement user • To save the modifications made to an Enforcement user’s User Profile • Click the Update Profile button

  29. Validate Account • To validate an Enforcement user’s account • Click the Validate Account button next to the Enforcement user’s name to validate their account

  30. Rules of Behavior Acknowledgement Management • The FMCSA Portal provides the capability for the Chief Accounts Officer to initiate an acknowledgement request for the latest version of the Rules of Behavior • This functionality allows the Chief Accounts Officer to • Schedule the duration for the Rules of Behavior acknowledgement request • Automatically notifies FMCSA Portal users when a Rules of Behavior acknowledgement request is required • Automatically monitors FMCSA Portal users response to the Rules of Behavior acknowledgement request

  31. Manage Rules of Behavior • The Chief Accounts Officer has the ability to review previous Rules of Behavior Form acknowledgement requests or to initiate a new Rules of Behavior Form Acknowledgement request • Select Manage Rules of Behavior under the Manage Admin Functions menu item to access the account validation management functionality • Only those Enforcement users with the role of Chief Accounts Officer will have access to this functionality

  32. Manage Rules of Behavior (cont’d) • On the Manage Rules of Behavior screen, the Chief Accounts Officer can view a summary of the previous Rules of Behavior acknowledgement requests • The summary includes the Rules of Behavior Type, Rules of Behavior Acknowledgement Start Date, Rules of Behavior Acknowledgement End Date, Email Notification Sent and File.

  33. Initiate Rules of Behavior Acknowledgement Request • The Chief Accounts Officer has the ability to create a new Rules of Behavior acknowledgement request • To initiate a new Rules of Behavior acknowledgement Request • Click the Create New Acknowledgement Request button

  34. Send Acknowledge Rules of Behavior Notification • To send a Acknowledgement Rules of Behavior request • Select the Rules of Behavior Type • Enter the Start Date, End Date and Monitoring Period • Click the Send Acknowledgement Request button to send out notification to the FMCSA Portal users

  35. View/Edit Acknowledge Rules of Behavior Request • To view the details of an existing Acknowledgement Rules of Behavior request • Click the magnifying glass next to the acknowledgment request record

  36. Editing Acknowledge Rules of Behavior Request • To modify the details of an acknowledgment request • Edit the Rules of Behavior Type, Start Date, End Date, Monitoring and / or Send Email Message now to all users • Acknowledge Rules of Behavior request can only be modified when the start date is in the future of the current date • Click the Override Current Values and Send Request button to save the modifications made the Rules of Behavior acknowledgement Request

  37. System Broadcast Message Management • Enforcement users with the System Broadcast Message role, have the ability to review previous system broadcast messages sent to Portal users, create new system broadcast messages or edit messages prior to them being displayed to FMCSA Portal users • To access the system broadcast message functionality • Select Manage Broadcast Messages under the Manage Admin Functions menu item • Only those Enforcement users with the role of System Broadcast Message will have access to this functionality

  38. System Broadcast Message Management (cont’d) • On the Manage System Broadcast Messages screen, the Enforcement user with the role System Broadcast Message can view a summary of the previous system broadcast messages sent to Portal users • The summary includes the Start Date, End Date, Delivery Method and Message Text

  39. Create System Broadcast Message • To initiate a new system broadcast message • Click the Create New Broadcast Message button

  40. Create New System Broadcast Message (cont’d) • On the Create New System Broadcast Message screen, Enforcement users with the System Broadcast Message role can specify the Start Date, End Date, Delivery Method (display in the portal, email message or both), the group of Portal users to send the message to and the message text • To create a new system broadcast message • Enter the Start Date, End Date, Delivery Method (display in the portal, email message or both), the recipient groups and the message text • Click the Create Message button to send out notification

  41. Delete System Broadcast Message • Click Enforcement users with the role System Broadcast Message also have the ability to delete existing messages • To delete a message • Click the trash can icon next to the message to be deleted • Click OK on the delete confirm box

  42. Duplicate a System Broadcast Message • Enforcement users with the role System Broadcast Message also have the ability to duplicate existing messages • To duplicate a message • Click the icon next to the message to be duplicated • On the Duplicate Broadcast Message screen, enter the required information • Click the Save Message button

  43. Review • The Chief Accounts Officer, Organization Coordinators and certain Technical Support personnel, may view and edit details of existing Enforcement Organizations • The Chief Accounts Officer, Organization Coordinators and their Alternate may create new and / or delete existing Enforcement Organizations. • The Chief Accounts Officer initiates the Account Validation Survey and new Rules of Behavior Acknowledgment Requests • Organization Coordinators are responsible for validating each Enforcement user within their Organization during the account validation survey monitoring period • Enforcement users with the System Broadcast Message role, may create, delete, edit and / or duplicate messages to send to Portal users

  44. END End of Training Module Please Close the Browser Window

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