CFU-AISMEDIA Help

What is AISMEDIA for CFU ?

AISMEDIA features for CFU

Procedures - who stores what and when?

General rules

Storage format

Naming conventions

Full details

How to use AISMEDIA?

How to access AISMEDIA

Screen presentation

Search tool

How to consult a document?

How to add documents?

How to delete documents?

Security

The PBS navigator

Searching files

What is AISMEDIA for CFU ?

CFU is a Web based tool dedicated to the Follow Up of all CERN contracts. One of the user requirements which was expressed as a top priority during the analysis stage of the CFU project, was the need to classify, store and retrieve electronically, from the Web, all files related to contracts and their upstream purchase procedures. The same strict rules of confidentiality which apply to the cFU application, apply to documents which are stored in relation with the CFU data.

Since September 1998, CFU has relied on an application called TUOVI, for the management of related documents. AIS has since implemented a generic JAVA web based tool for the management of attachments and since April 2002, CFU users AISMedia/

AISMEDIA and CFU are closely integrated:

• No double identification of the user is necessary, CFU and its AISMEDIA component use the same account and password which is teh AIS account and password.
• The Product Breakdown Structure for Contracts follow up is the tree structure adopted for the structuring information in nodes and folders. This PBS structure was designed by the CFU users themselves, according to their needs for classification. The PBS structure used by AISMEDIA is created online by the CFU application. As an example, when a Market Survey is created in CFU, the nodes and folderss which are necessary for the management of all documents related to this market survey are created in AISMEDIA.

AISMEDIA may be accessed in two ways from CFU:

• The user first accesses in CFU the Purchase Procedure which he needs and then click on the Related documents link. By doing so he will be automatically brought into the PBS structure for this Purchase Procedure. This is the most efficient way and the recommended way of accessing documents.
• The CFU desktop contains a link to Management of CFU related Documents using AISMEDIA . Clicking on this link brings the user to the Root node of the AISMEDIA installation. This way of accessing to AISMEDIA might be more efficient for services which need to have an overview of all documents (e.g. the Purchasing services).

AISMEDIA features for CFU

Classification according to status

Divisional Requests , Market Surveys, Invitation to Tender and Contracts nodes are now classified according to the status of these Purchasing Procedures:

• The Draft folder contains all procedures which are under preparation but have not yet been fully validated;
• The Active folder contains all procedures which are fully validated and not yet followed by another downstream procedure;
• The Inactive folder contains all procedures which are followed by a downstream procedure which data takes precedence over the Inactive procedure..

Finer access rights

Access rights to AISMEDIA elements are now fully parametrizable, at the level of a node or a document, depending on the role of the CFU user and the type of action he wants to perform.

Procedures - who stores what and when?

In collaboration with the CFU Coordination group, AS-OP , in charge of Organizations & Procedures , have defined all the procedures which rule the use of CFU and its AISMEDIA component.

General rules

As a general rule, all documents related to a Purchase Procedure (Divisional request, Market Survey, Invitation to Tender, Price Enquiry or Contract) must be stored in CFU-AISMEDIA, so as to make them available to all other persons involved in this Purchase Procedure.

Documents may be broadly separated in two groups:

• Commercial documents
  These documents are under the responsibility of the SPL division, who is in charge of their storage. These are, for example, Cover letter, Tender Form, List of firms, Annexes etc.
  
• Technical documents
  These documents are under the responsibility of the Technical responsible or their secretariats. These are, for example, the Technical Questionnaire, the Qualification criteria, Annexes etc. ..

Storage format

All types of electronic documents may be stored into CFU-AISMEDIA.

Using all documents which they create or which are provided by the Technical division, SPL will create the Dispatch folder which will be sent to the firms. The number of paper copies made are:

• MS = n firms + 55
• IT following a MS = n firms + 40
• IT without MS = n firms + 55
• 2 copies for technical responsible + 1 copy for the group leader

Naming conventions

When storing files, it is recommended to follow the naming conventions listed below:

Full details

Full details on who should store which document and at which point in time may be found in the following pages:

• CFU Introduction

• Divisional Request

• Market Survey

• Call for Tender/Price Enquiry

• Adjudication (flowchart only)

• Contract (flowchart only)

Security

Before the user may access a document or a node, his request for access is passed from AISMEDIA to CFU, which computes whether or not the user may be allowed to perform this action.
Access rules to CFU documents are applied for each type of folder (base document of a contract, supplier's offer, etc...) and depends on the roles held in CFU by the user..

Off-line changes to the PBS structure

The PBS structure is created on-line with CFU. This means that when you create a Market Survey, folders used to store all documents related to this Market Survey are going to be automatically generated in the AISMEDIA PBS structure.

Nodes are automatically inserted in the AISMEDIA PBS structure with an arbitrary, incremental order number. Nodes corresponding to DRs, MS, IT & PEs and CO are classified in DRAFT, ACTIVE and INACTIVE folders according to the definition of these statuses. This classification is meant to facilitate access to general services such as SPL and FI who can immediately have access Draft or Active procedures.

Nodes are reclassified once a day, using a batch job which runs at night.