WFP SUDAN APPLICATION

PORTAL

Document Tracking System User manual

1 © WFP Sudan Country Office

Document Review History

Date Comments By

2013.02.20 First version published Luis Ortiz

2 © WFP Sudan Country Office

Table of Contents Document tracking system .......................................................................................................... 3

1. Registering a Document. ................................................................................................... 4

2. Documents Sent to me ........................................................................................................ 7

3. Documents being processed by you ........................................................................... 8

4. Search Documents ............................................................................................................... 10

5. Report by Staff Member ................................................................................................... 12

6. Report by Unit ........................................................................................................................ 13

7. Report Time by office/unit ............................................................................................. 14

3 © WFP Sudan Country Office

Document tracking system

This system has been developed to assist in tracking the location of a document and the

time it takes a staff member to process that document.

To access this system, after you login to the WFP Sudan’s application portal

(http://portal.sud.wfp.org) click the “Document Trackin” link.

4 © WFP Sudan Country Office

1. Registering a Document.

To register a new document, go to Invoice Tracking -> Register new.

The system will ask you to select the following: - Document Type: if you cannot find the document type you are registering contact Khartoum

Helpdesk - Origin: If the origin is “Internal” the system will ask you in the next step to select from a

predefined list of internal sources, otherwise, you will be able to type any value in the external source of the document

- Description: a general description for the document.

Click next for step 2.

5 © WFP Sudan Country Office

The document key information is a predefined information that need to be completed for

each type of document. This key information can be updated upon request and it should

be requested to Khartoum Helpdesk

The origin will change either if internal (will give a predefined list) or external (giving the

option to write any content)

Send document to indicate to whom the document will be configured to be sent to. Note

that this list only has users who have access to the system. If you cannot see a staff

member contact helpdesk.

Under the “Is document confidential” it can be selected yes or no. It a document is

confidential, it will only be allowed to be searched and displayed by someone who has

been part of the document movement, and otherwise it will be visible and accessible to

anyone.

Lastly, there is the option to upload a scanned copy of the document is available, but the

scanned document cannot be bigger than 2 MB.

After the invoice is registered it will give the tracking number

6 © WFP Sudan Country Office

The tracking number should be registered somewhere in the physical document to link

both, digital tracking and physical copy.

7 © WFP Sudan Country Office

2. Documents Sent to me

This is the list of documents that have been digitally sent to you. The physical document

might take some time to arrive to your desk but you can click on it and see who sent it

to you and see if the document movement has hit some difficulty on the way.

To digitally receive a document click on the tracking number of the document you want

to receive

The complete information will be displayed.

On top of the document click the “Set Document Received” and it will move to the

documents being processed by you.

8 © WFP Sudan Country Office

3. Documents being processed by you

This lists the documents that are physically with you and some process is being done.

Here you have four options, either send it to someone else for further processing or for

information, close the document and archive it, add notes to the document for general

information or attach more files to the document in case needed.

For any of the two options, first click the tracking number of the document in the list of

“Processed by me”

To add a note, simply type the note in the description box and click the “Add Note”

button.

To add a file, click the “Add file” button, then select the file and type a short description

about it.

9 © WFP Sudan Country Office

To send it to someone else, first select the Unit where the staff member is located. This

is used to filter the list of staff members who will be displayed in the next step.

If you cannot see the staff member in the list of users that is displayed, contact

Khartoum Helpdesk, otherwise, select the staff member and click the send button.

This will move the document from the list of being processed by me to the list of “sent

by me”

It is recommended that if a document is sitting under the list of sent by me for some

time, contact the person to acknowledge its receipt or if necessary, contact Khartoum

Helpdesk to close and archive the document or to forward the document to someone

else.

10 © WFP Sudan Country Office

4. Search Documents

Click the “Search Documents” link

Select the appropriate filter and click “Search”. The result will be displayed.

Click the tracking number for additional information.

If you have the “document tracking system manager” access you will be able to see an

additional menu on top of the document where you may close and archive the document

or to forward to someone else.

11 © WFP Sudan Country Office

12 © WFP Sudan Country Office

5. Report by Staff Member

Click the “By Staff Member” link

Select the staff member and click “Show results”

You will see the documents sent to, being processed and sent by the staff member you

selected. You can also see more information about a document by clicking the tracking

number.

13 © WFP Sudan Country Office

6. Report by Unit

Click the “By Unit” link.

Select the unit you want to see and click the “Show Result” button.

You will see the documents sent to, being processed and sent by all staff members who

belong to the unit you selected. You can also see more information about a document by

clicking the tracking number

14 © WFP Sudan Country Office

7. Report Time by office/unit

Click the “time by Office/Unit” link

Select the year and the type of report.

A comprehensive report will be shown indicating the time for receipt, processing and to

send the documents by month. Click the Unit’s name to see the staff members’ time

under that unit

15 © WFP Sudan Country Office