Manual__4_Information_Analysis_and_Reporting_Procedures_Manual.pdf

CASE MANAGEMENT SUPPORT SERVICES

Civil Division, Office of Management Information

Information Analysis and Reporting Procedures

Manual November 14, 2017

Information Analysis and Reporting Procedures

Manual November 14, 2017

Table of Contents

Table of Contents

Section 1 About This Manual

1.1 Purpose

1.2 Revisions

1.3 Clarifications

Section 2 Background

2.1 The Civil Division of the Department of Justice

2.2 The Office of Management Information

2.3 Case Information Management System (CIMS)

2.3.1 Tracking and Status Information

2.3.2 Time Reporting Module

2.3.3 Records Tracking Module

Section 3 Overview of the IAR Procedures Manual

3.1 Overview

Section 4 Mapping Drives and ODBC Connections

4.1 Mapping Drives

4.2 SQL Databases and ODBC Connections

4.2.1 SQL Databases

4.2.2 ODBC Connections

Section 5 Reporting Tools

5.1 Front End Query Tools

5.2 Front End Query Tools Settings

5.2.1 Crystal Reports

Section 6 Standard Reports

6.1 Scheduled Standard Reports

6.2 Standard Report Deployment

6.3 Standard Reports and standard Reports Repository (SRR)

6.3.1 New Report Development

6.3.2 Modifying Standard Reports

6.3.3 Standard Reports QA

6.3.4 OMI Reports

6.4 Registering Standard Reports in Business

Objects Enterprise (BOE)

6.5 Re-registering/Modifying Registration in BOE

6.6 Business Objects Enterprise Distribution Contingency Plan ... 51

Section 7 OMI Intranet Site

7.1 OMI Intranet Site

7.2 General Rules for Posting Standard Reports to

the OMI Intranet

7.3 Reports on the OMI Intranet

7.4 Process for Posting a Report to the OMI Intranet

7.5 Report URL Management Application

Section 8 Standard Reports Special Procedures

8.1 Special Report Instructions

8.2 Radiation Exposure Compensation Act (RECA) Report

8.3 Individual Attorney Participation (IAP) Reports

8.4 Delegation Reports

8.4.1 Federal Programs Delegation Report and Cover

8.4.2 Corporate Financial Delegation Reports

8.5 OMI Web—Five Year Workload Graphic (Caseload Trend)

8.5.1 Five Year Workload Graphic—Projected Amounts

8.6 OPBE Monetary Award and Payment Reports

8.7 OIL Pending ARs 14 Days Report

8.8 OIL Pending ARs 30 Day Report

8.9 CPB Fines and Civil Penalties in Current Fiscal Year [YYYY} . 80

8.10 OMI Open and Closed Cases in the Last 4 Years

8.11 RECA Claims by Place of Residence

8.12 RECA Summary Report

8.13 IAP Team Reports

8.14 RECA EEOICPA Production System Financial Reports

8.15 OIL Open Case Reports

8.16 OIL Closed Case Report

8.17 Open OIL Cases in the Washington-Western District

and Assigned to the District Court Attorneys (DCA)

Section 9 Ad Hoc Reports

9.1 Sources of Requests

9.2 Types of Requests

9.3 Process for Receiving the Requests

9.4 Ad Hoc Reports and Standard Reports Repository (SRR)

Section 10 Monthly Workload Statistics Memorandum

10.1 Monthly Workload Statistics Memorandum

10.1.1 The Memorandum and Associated Reports

10.1.2 Receipts

10.1.3 Pending Personally or Jointly-Handled Workload

10.1.4 Pending One Year Ago

10.1.5 Pending One Month Ago

10.1.6 Receipts and Dispositions

10.1.7 Adjustments

10.1.8 Pending at the End of the Month

10.1.9 Estimated Pending at the End of the Month

10.1.10 Cases with the most Time Reported in Each Branch

10.1.11 Attorney Workforce

10.1.12 Graphic

Section 11 Documentation

11.1 Documentation

11.2 OMI Permanent Report Design Template

11.3 OMI Report Standards for Reports

Section 12 Quality Assurance

12.1 Quality Assurance

12.2 OMI Quality Assurance Plan for Permanent Reports

12.3 IAR Quality Assurance Plan for Ad Hoc Reports

12.4 Case Search Tool

12.5 Civil Division Workload Statistics Tool

Appendix Appendix A Letter of Instruction (LOI)

Record of Changes Table Revision Number

Date Revised Page Number(s) Inserted/Removed by

About This Manual

November 9, 2017

Section 1 About This Manual

1.1 Purpose

This manual provides instructions for the Information Analysis and Reporting (IAR) Unit of the Civil Division of the Department of Justice (DOJ). The IAR is composed of contractor personnel and is responsible for the development of standard and ad hoc reports, the daily generation and distribution of reports to designated recipients, and the production of monthly memos that provide descriptive statistics of the Civil Division’s workload. In addition to the aforementioned responsibilities, the IAR Unit handles special projects for the Director of the Office of Management Information in response to high-profile, time sensitive requests for data to aid in high-level briefings and/or Congressional inquiries. Government oversight of the IAR Unit is administered by the Civil Division’s Office of Management Information (OMI) through the Contracting Officer’s Representative (COR). The COR-approved instructions in this manual represent the coordinated and agreed-upon approach between OMI and the contractor regarding IAR procedures. This manual covers the following areas as well as provides numerous appendices for reference and illustration:

Section 1 About This Manual

Section 2 Background

Section 3 Overview of the IAR Procedures Manual

Section 4 Mapping Drives and ODBC Connections

Section 5 Reporting Tools

Section 6 Standard Reports

Section 7 OMI Intranet Site

Section 8 Standard Reports Special Procedures

Section 9 Ad Hoc Reports

Section 10 Monthly Workload Statistics Memorandum

Section 11 Documentation

Section 12 Quality Assurance

About This Manual

November 9, 2017

1.2 Revisions

Changes to this manual may only be accomplished by a COR-approved Letter of Instruction (LOI).

(Refer to Appendix A for a sample of an LOI.) The Program Manager (PM) and COR approve all LOIs. Upon issuance of an LOI, the new procedures supersede the policy as it is written in this manual. Published LOIs should be documented in the table entitled Record of Changes that follows the table of contents of this manual. Subsequent issues of the Information Analysis and Reporting Procedures Manual will reflect the new policies and procedures that are issued by all LOIs that are disseminated prior to the release of an updated manual.

Subsequent issues of the Information Analysis and Reporting Procedures Manual will reflect the new policies and procedures that are issued by all LOIs that are disseminated prior to the release of an updated manual.

1.3 Clarifications

Emails from the PM or Data Analysis Manager (DAM) are issued to clarify information in this manual and to remind personnel of required procedures.

Background

November 9, 2017

Section 2 Background

2.1 The Civil Division of the Department of Justice

The Civil Division is the largest legal division in the Department of Justice. It represents more than 155 federal agencies, individual employees, Members of Congress, the federal judiciary, and the people of the United States. The Civil Division’s caseload is large and diverse with approximately 60,000 open cases pending at any time.

The Civil Division defends the United States in suits challenging the constitutionality, lawfulness, or propriety of Presidential initiatives, federal statutes, and government programs and actions. It initiates litigation to enforce various federal statutes, including the nation's consumer protection and immigration laws, and defends against challenges to those statutes and associated enforcement activities. The Division handles litigation involving billions of dollars in areas such as fraud, international trade, patents, bankruptcies, claims against the government, and foreign litigation. The Division also litigates general tort claims, including those that involve toxic substances, aviation, admiralty, and the defense of federal officials sued personally for official actions.

To litigate this large caseload, the Civil Division employs nearly 1,046 attorneys. Approximately 146 paralegals and 80 legal assistants provide administration and legal support. The legal work of the Division is organized into six components listed below.

Commercial Litigation Branch (CB) Federal Programs Branch (FP) Torts Branch (TB) Consumer Protection Branch (CPB) Office of Immigration Litigation (OIL) Appellate Staff (APP)

2.2 The Office of Management Information

Within the Civil Division, the Office of Management Information (OMI) is the administrative office which oversees the functionality and accessibility of numerous automated systems which are customized to Civil Division requirements. These systems are key to the management and operation of the Division. OMI’s staff, ongoing work and special projects support the Case Information Management System (CIMS), which includes a Records Tracking module, a Time Reporting module and numerous other modules that support specific offices in the Civil Division. OMI monitors and addresses the integrity of the data in CIMS and ensures that both the business rules and the technology give the system users reliable and accessible data.

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2.3 Case Information Management System (CIMS)

The Civil Division tracks cases in CIMS. To facilitate quick access to a variety of information, CIMS is an on-line interactive system accessible through the DOJ’s JCONV network using personal workstations. The objectives of CIMS are as follows:

Quantify the Division's workload Evaluate the results of its litigation efforts Note trends and developments in the issues represented in its workload Measure resource uses and needs for litigation management and budgetary purposes

CIMS contains information on over 800,000 cases handled by the Civil Division since 1978. CIMS is used to track the status and progress of the work of the legal staff from the initial receipt of a document through the pre-file and trial court stages, and, if necessary, through Appellate courts. CIMS contains detailed information on case status and history. It also has time reporting information which enables the Civil Division to quantify the types of work performed and hours spent on individual cases or groups of cases. Together, this information enables the Civil Division to assess the effectiveness of its litigation efforts by comparing resources expended with results obtained from the legal process and the judicial system.

CIMS also provides information necessary to formulate Civil Division budget projections, staffing requirements and to respond to Freedom of Information Act (FOIA) requests and inquiries from Congress, the Government Accountability Office (GAO), and the White House. An array of reports are produced for Civil Division managers. In this context the system is essential to the success of the Civil Division's mission. CIMS is a significant tool for the effective daily and continuing management of the Civil Division.

The information stored in the CIMS falls into three major categories.

Case specific information, including assignment and status The hours the Legal Staff spent on a particular activity on each case Tracking of each case’s official hardcopy case records

Information for these three categories is collected and updated throughout the life cycle of a case.

The database structure is complex and heavily table driven, meaning that much of the case information is coded for storage on the computer and subsequently decoded for display or printing by users. The information is very dynamic, changing on an hourly basis.

2.3.1 Tracking and Status Information

Records in CIMS may contain up to 150 different types of data items. The number of data items actually recorded for a case depends on the course it takes as it moves through the judicial system.

The data fields capture relevant case information. Below are examples of information that is available in CIMS.

The case caption.

The unique case identification number called the Department of Justice Number (DJ Number).

The court docket number.

November 9, 2017

The Branch, Reviewer and Attorney assigned to the case.

Branch litigation responsibility, referred to as Handling, for the case. (Cases can be personally handled, jointly handled, monitored or delegated.).

The type of the case according to the issues, statutes, acts or subject matters involved.

Whether the government's role is affirmative or defensive, and whether it seeks equitable relief or monetary damages, and if so, how much.

The history of the case as it moves from trial to appeal to the Supreme Court and possibly back to trial court, and the relief awarded.

The case status (open or closed).

2.3.2 Time Reporting Module

The CIMS Time Reporting module records information on hours expended on Civil Division cases to track what type of activity the legal staff performed and the dates and hours worked on a case. It is closely linked to the case information to show the types of cases or litigative areas to which the time is being allocated. Refer to the 41TCIMS Time Reporting User Guide41T on OMI’s website for additional information.

2.3.3 Records Tracking Module

The case data which the Classification Unit (CU) enters into CIMS directly affects the accuracy of the data in the Records Tracking Module. The Records Tracking Module is also maintained by OMI and is used to record, track, and account for the Division’s official hardcopy case records, as required by law and according to regulations. There are three types of storage facilities within the Civil Division for case records: the Active Records Units (ARUs), the Records Management Unit (RMU) and the Federal Records Centers (FRC). Active Records Units (ARUs) are located in every Civil Division building and store active case records and at the request of a branch closed case records. The RMU, located in Merrifield, Virginia, is a facility that houses the closed case files. Eventually case files are transferred to the Federal Records Centers located across the country where they are stored until they are scheduled for final disposition. The ARUs and the RMU use the Records Tracking Module to track sections (folders) pertaining to individual cases.

Overview of the IAR Procedures Manual

November 9, 2017

Section 3 Overview of the IAR Procedures Manual

3.1 Overview

This manual serves as a roadmap to the many reports, tools, and procedures utilized within the OMI’s IAR Unit.

This manual describes the processes and procedures that the Data Analysts (DAs) utilize each day to provide technical support to the Office of Management Information. Upon reviewing this manual, a DA will understand and be able to perform the following functions:

Map drives, configure ODBC connections, and select the appropriate database/server

Accurately process management reports

Navigate and post reports to the OMI Intranet site

Execute the special procedures used for some reports

Operate and maintain the reporting applications developed by the IAR Unit

Understand processes for handling standard and ad hoc report development

Prepare monthly memos to the Division’s front office

Document reports and follow the quality assurance process

Understand and meet the many objectives of this manual to ensure that the IAR Unit continues to reach its primary goal to provide accurate and timely information within a specified reporting format to internal and external stakeholders.

Mapping Drives and ODBC Connections

November 9, 2017

Section 4 Mapping Drives and ODBC Connections

4.1 Mapping Drives

The IAR Unit uses three network drives to store files. They include R:, T:, and W: Drives. The details about the files stored in each drive are provided in the following table.

Drive Description R:\ IAR’s Daily Operations drive stores all Standard and Ad Hoc Crystal Reports, Monthly Workload documentation, and other special reports and projects.

R:\Documentation\ Monthly Workload\ Stores Monthly Workload reports and memos

Operation Manuals\

Stores IAR operations documents, including the Standard Reports Repository (SRR)

Projects\ Stores a variety of IAR projects R:\Production 6.0\ AdHocReports\ Stores Ad Hoc Crystal Reports by Year_MM

StandardReports\

Stores Standard Reports by Distribution Frequency

Utility\

Stores Macros used to produce reports

T:\ The Civil Division Common Drive has one folder accessible to the IAR that stores Report Specifications documents and templates for Standard Reports.

T:\OMP-OMI\Report_Specs Stores the “OMI Permanent Report Design Documentation” for each standard report generated by the IAR Unit. The documents are organized by subdirectories for each Division Branch/Section.

W:\ OMI’s Web Content drive stores all production Crystal Reports and output from BOE that can be accessed through the OMI Intranet site. This drive is divided by subdirectories for each Division Branch/Section.

DAs do not need to map the T: drive which is already mapped for everyone. However, DAs must map the R: drive and W: drive for the desktop. Follow the following steps to map the desktop to the Network Drives:

1. Click Windows Explorer; click Computer; click Map network drive to map a drive.

2. To map the R: drive:

a. In the Drive list, click R:.

b. In the Folder list, enter

c. Select Reconnect at logon.

d. Click Finish.

3. To map the W: drive:

a. In the Drive list, click W:.

b. In the Folder list, enter

c. Select Reconnect at logon.

d. Click Finish.

4. To verify the mappings:

a. Logout of the JCON Network.

b. Login.

c. Click Windows Explorer.

d. Verify R:\ and W:\ are available under Computer.

4.2 SQL Databases and ODBC Connections

The IAR uses ODBC connections to identify and retrieve data from SQL databases.

4.2.1 SQL Databases

When creating reports, the IAR Unit retrieves information from four primary databases.

CIMS is the Civil Division’s case tracking system.

CIMS_Nightly is a copy of the CIMS database from the previous day.

The IAR Unit uses the Nightly databases to perform most report development to reduce work on the server and to provide a stable data set.

Other databases used by IAR include:

BOE_XI is the database used by Business Objects Enterprise. To access the database, use SAP’s Query Builder or decrypt it.

Budget is a data warehouse used to hold CIMS data generated from stored procedures and used for reports (i.e., Attorney Participation Report).

CISS is the database for Case Information Support Services (CISS) used by OMI and contractor staff.

QUI_TAM_Tracking is the database used for the Q-Track application used by Commercial Fraud staff.

OMI_Tasks_Tracker is used for the OMI Tasks Tracker application.

IAR is for the DAs to create local tables for ad hoc reports.

The IAR has access to three OMI database servers. The following chart depicts each server and the databases stored on each server. Three of the servers are designated for production, one for test and one for development.

4.2.2 ODBC Connections

The OMI System Administrator first must create an Open Database Connectivity (ODBC) connection before the DA can access and retrieve information from the databases.

ODBC is an interface used by the IAR’s reporting applications to retrieve data.

DSN (Data Source Name) is the alias for a specific server/database.

Following are the ODBC DSNs and corresponding servers the IAR uses to generate reports and queries:

ODBC Connections

Type Database Server ODBC DSN Production Live CIMS dsn_CIMS

OMI_Tasks_Tracker dsn_CIMS OMI_WEB dsn_CIMS QUI_TAM_Tracking dsn_CIMS

Production Backup

BOE_XI dsn_CIMS_Nightly BUDGET dsn_CIMS_Nightly CIMS_Nightly dsn_CIMS_Nightly CISS dsn_CIMS_Nightly IAR dsn_CIMS_Nightly

Development BUDGET dsn_CIMSDEV CIMS dsn_CIMSDEV CIMS_Nightly dsn_CIMSDEV CISS dsn_CIMSDEV IAR dsn_CIMSDEV OMI_Tasks_Tracker dsn_CIMSDEV QUI_TAM_Tracking dsn_CIMSDEV

Reporting Tools

Section 5 Reporting Tools

5.1 Front End Query Tools

The IAR Unit uses several applications to build reports. The reports can use a variety of sources for data, but primarily the reports use SQL server databases (via ODBC connection) and Access databases (via network mapping).

Crystal Reports is the primary reporting tool utilized by the IAR Unit. The IAR Unit can manually run the Crystal Report or automate the report’s distribution by registering it in Business Objects Enterprise (BOE).

Microsoft Access is an application used to generate datasets and reports as well as for quality assurance during the development of a Crystal Report. Sometimes the DA will use MS Access in conjunction with a Crystal Report because it allows the creation of local tables in an Access database that can then be linked to a Crystal Report. This feature is helpful when developing complex reports that use a dataset that is generated by executing multiple queries. Also, static data in a local table can facilitate testing.

SQL Query Analyzer is used to run queries against databases as quality assurance for reports.

The SQL statement developed in SQL Query Analyzer is compatible with SQL statements recognized by Crystal Reports. The SQL statement can be added as a data source to a Crystal Report.

SQL Server Management Studio is used to run queries against databases as quality assurance for reports. The SQL statement developed in SQL Server Management Studio is compatible with SQL statements recognized by Crystal Reports. The SQL statement can be added as a data source to a Crystal Report.

5.2 Front End Query Tools Settings

The paragraphs that follow describe application default settings that the DA must modify prior to using the reporting tools.

5.2.1 Crystal Reports

After a standard desktop installation of Crystal Reports, the DA must verify or modify some settings.

Reporting Tools

To modify the default settings for new reports:

1. Click Start.

2. Click All Programs.

3. Click Crystal Reports 2008.

4. Click File.

5. Click Options.

6. Click the Database tab.

a. Select Perform Grouping on Server.

b. Select Sort Fields Alphabetically.

7. Click the Reporting tab.

a. Clear Save Data with Report.

b. Select Auto Save Reports After.

8. Click the Fields tab.

a. Click Number; click the Number tab.

b. Click Customize.

c. Clear Allow Field Clipping.

9. Click OK to exit Crystal Reports to put the changes into effect.

Standard Reports

Section 6 Standard Reports

6.1 Scheduled Standard Reports

The IAR Unit generates and distributes recurring reports that are referred to as Standard Reports.

The more than 300 Standard Reports are documented in the Standard Reports Repository (SRR), which is described in Section 6.3.

The distribution schedule of the Standard Reports includes frequencies such as daily, monthly, quarterly, biannually and annually. Most of the Standard Reports use data from the CIMS_Nightly database.

Distribution methods include Email, network printers and the OMI Intranet site. The IAR Unit is responsible for ensuring that the Standard Reports are successfully generated and distributed by 12:00 noon of the scheduled day.

A number of the Standard Reports distributed within OMI are designed to support database integrity of the CIMS database. The purpose of these reports, which are known as Database Integrity (DBI) Exception reports, is to identify anomalies within the CIMS database.

6.2 Standard Report Deployment

The process for deploying a Standard Report into production is depicted in the following flowchart:

6.3 Standard Reports and Standard Reports Repository (SRR)

The IAR Unit uses the Standard Reports Repository (SRR) application located at R:\Production 6.0\AccessReports\Production to manage the Standard Reports. The IAR Unit uses the SRR to document the development of new Standard Reports from inception through deployment and to record Standard Reports modifications and re-deployment. The IAR Unit uses the SRR to identify Standard Reports that are scheduled for distribution on a specific day or frequency and includes the Operation Manual that lists all active Standard Reports. The following screen capture illustrates the StandardReportsRepository (SRR) main menu:

6.3.1 New Report Development

To access the New Report Development menu, click New Report Development from the SRR main menu.

The following chart shows the process for entering a new Standard Report into the SRR.

The following is a screen capture of the New Report Development menu.

Perform Desktop Review

Complete SRR Entry

Perform Pre-Production

Testing

BOE

Generated

Report Yes

No

Enter Report into Standard Report Repository (SRR)

Deploy Report into Production

Initial Entry into SRR

6.3.1.1 Add New Report

To access the Add New Report form, click Add New Report from the New Report Development menu. Entering a new report requires entry of the report filename, the requesting branch and the file type. The SRR constructs the report complete path (server name, folder(s), and filename). The remaining fields are optional on this form and can be entered later on the Under Development form.

To complete data entries on the Add New Report form:

1. Accept the default Developer ID or select a different report developer name from the Developer ID list.

2. Enter the title of the report in Report Name.

3. Select the requesting Branch or Section from the Select Branch or Section list.

4. Select the File Type from the Select File Type list.

5. Enter the Filename of the report in Enter Filename.

6. File Name will self-populate as entries are made in steps 3 to 5 above. No direct entries are allowed in File Name. The following screen capture displays the Add New Report form showing the File Name:

7. Select a frequency option in Frequency.

8. Enter the purpose of the report in Purpose; the text should reflect the purpose as stated in the report specifications document.

9. No change is required to the Status (Under Development).

10. Select BOE or IAR in Generated By.

11. When IAR is the selected option in Generated By, select a reason from Reason Not CE Generated.

12. Select Y/N in Parameter.

13. When ‘Y’ is the selected option in Parameter, enter or select a parameter from Enter Parameter.

14. Select Y/N in Special Procedure

15. When ‘Y’ is the selected option for Special Procedures, enter or select from current options in Enter Special Procedures.

16. Select report category (STD or ADH or APPL) in Report Category Codes:

(STD for Standard Report, ADH for Standard Ad Hoc Report, APPL for Application).

17. Select D for Dynamic or S for Static in Dynamic/Static (D/S).

18. Accept the default (Y) or select Y/No in Active (Y/N).

19. To enter the distribution information, click Save Report/Add Distribution Information.

20. Click Add Distribution.

21. When the Distribution form appears (seen in the next screen capture), click New Distribution.

22. Select the appropriate distribution method in Distribution Method.

23. Click Save Changes to populate the distribution list.

24. Enter all known distributions by repeating steps 22-23.

25. Click Close Form to return to the Add New Report form.

26. Click Save Report/Add Another Report from the Add New Report form.

27. Click Return to New Report Development Menu.

6.3.1.2 Under Development

The Under Development form collects additional report information.

1. To open the Under Development form, click Under Development from the New Report Development menu.

2. When the Under Development form displays (seen in the following screen capture), select the report from Select Filename from List. The form will refresh displaying previously entered information.

3. To populate Path Name, click Get Path; the folder on the R: Drive containing the report will display.

4. Select the Report filename in the Windows Explorer dialog box; the Path Name field will self-populate.

5. Complete entries for any item skipped on the Add New Report form. For instructions about adding these data items, refer to the Add New Report form instructions in Section 6.3.1.

6. At least one distribution is required. Click Add Distributions to verify or add a distribution.

For instructions about adding distributions, refer to the Add New Report form instructions in Section 6.3.1.

7. When all required information has been entered, click Ready for Desktop Review.

6.3.1.3 Complete Desktop Review

Prior to report design approval, the DAM will review the report and report documentation. The Complete Desktop Review form facilitates the review process. If the report is not approved, the DAM will inform the DA, who will address the delinquencies and notify the DAM when the corrections have been made. The DAM will repeat the review steps until the report and documentation can be approved.

To complete desktop review, the DAM will:

1. Access the Complete Desktop Review form, seen in the following screen capture, by clicking Complete Desktop Review from the New Report Development menu.

2. Select the report in the File Name list.

3. Click Preview Report.

4. When the pop-up identifying the report complete path displays, click OK to open the report.

5. Review the report, and upon approval, select Deploy into Production/Register Report for Pre-Production Testing.

6. For an IAR generated report, click Deploy into Production. (Ready for Pre-Production Testing will not be enabled.)

7. For a BOE generated report, click Register for Pre-Production Testing. (Deploy into Production will not be enabled.)

8. When the message Action Executed displays, click OK and click Main Page to return to the New Report Development menu.

6.3.1.4 Start Pre-Production Testing

For BOE generated reports, the IAR Unit conducts a test for each report distribution type identified in the report specs documentation.

1. Access the Start Pre-Production Testing form (seen in the screen capture in number 2 below), by clicking Start Pre-Production Testing from the New Report Development menu.

2. Select the report from the Reports Menu list (seen in the next screen capture).

3. Configure BOE to test each distribution type:

For an E-mailed report, send the report as a pdf attachment to the DAM and another DA in the IAR Unit.

For a printed report, send the report to the printer.

For a report that will be posted to the OMI Website, save pdf file in the

W:\Web_Content\TEST\Reports folder.

4. When the distribution tests are successful, click Register for Pre-Production.

5. When the message Report has been Registered for Pre-Production Testing displays, click OK.

6.3.1.5. Deploy to Production

The final step in the SRR development process for reports distributed by BOE consists of entering the scheduled BOE generation time.

1. To access the Deploy to Production form, click Deploy to Production from the Add New Report menu.

2. Select the report from the Reports Menu list (seen in the next screen capture).

3. Enter the time when BOE is scheduled to generate the report in Please Enter the CE Generation Time Here (HH:MM AM/PM).

4. Click Register for Production to complete the process and click Exit to close the application.

6.3.2 Modifying Standard Reports

The Modify Existing Report menu allows the IAR Unit to record modifications to Standard Reports that are already in the SRR. To access the Modify Existing Report menu, click Modify Existing Report (under development) from the SRR main menu.

6.3.2.1 Entering a New Revision

1. From the Modify Existing Report menu, click Enter New Revision.

2. The Report Revision form, seen in the next screen capture, will display.

3. Click Find Report.

4. Enter search criteria in the Find and Replace dialog box to locate the existing report that will be modified. Select the report to refresh the form with the current report information.

5. Select the name of the person who requested the change to the report in Requested by:

6. Accept the default analyst name (the analyst signed into the SRR) or select the name of analyst developing the report in Completed by if different than the default.

7. Accept the default date or enter a date in Date Received if different than the default.

8. Accept the default date or enter a date in Date Completed if different than the default.

9. Select Format Change and describe the change in the adjacent text box if making a format change.

10. Select Logic Change and describe the change in the adjacent text box if making a logic change.

11. Select Other Revision Types and describe the revision in the adjacent text box if making other type of change.

12. Complete changes to reflect modification to entries in the remaining part of the form.

13. Click Save Changes to return to the Add New Report menu.

14. Click Revision History to open the Revision History Report.

15. Print the Revision History report and place hard copy in the documentation folder.

6.3.2.2 Complete Desk Top Review

The Complete Desk Top Review form allows the DAM to review all modifications prior to the report going back into production.

The DAM will complete the following steps:

1. Click Complete Desk Top Review on the Modify Existing Report menu.

2. When the Revisions Under Review form displays (shown in the following screen capture), select the report from the Reports Menu list.

3. Click Preview Report to open and review the report.

4. Click Review Documentation to open and review the report documentation.

5. Click Open Operation Manual to verify that the report appears correctly in the Operation Manual.

6. Click Approve Revisions.

The Revision Under Review form self-determines whether the report needs to be re-registered in BOE or the current BOE registration needs to be modified only.

When the report has been previously registered in BOE and the modifications involved a logic or format change, the report will need to be re-registered. Re-Register will be enabled.

When the report is registered in BOE and the modification involved a distribution and/or frequency change only, the current BOE registration will need to be modified.

Modify Current Registration will be enabled.

6.3.2.3 Modify Current Registration

1. When Modify Current Registration is enabled, as seen in the next screen shot, click Modify

Current Registration.

2. The Ready for Change to Current Registration form (seen in the following screen capture) will display.

3. To verify that the distribution frequency of the report or a change to the recipients of the report are correct, click Modifiy to Registration of Report Completed.

4. When the message The current registration of report has been completed and the report can now be deployed into production (seen in the next screen capture) appears, click OK.

5. Click Main Page to return to the Modify Existing Report menu.

6.3.2.4 Re-Register Report

1. When Re-Register Report is enabled, click Re-Register Report.

2. Click Open BOE (seen in the next screen capture).

3. When BOE launches, complete the steps to re-register the report that are identified in Section

6.5 Re-registering/Modifying Registration in BOE.

4. When the message Pre-Production Testing has been completed and the report can now be deployed into Production appears (seen in the following screen capture), click OK.

5. The Ready for Re-Registration form is now complete; click Main Page to return to the Modify Existing Report menu.

6.3.2.5 Re-Deploy to Production

The final phase of the process for modifying standard reports in the SRR is to review the following:

OMI Documentation Revision History Operation Manual BOE Documentation

To access the Ready for Production form, click Re-Deploy to Production from the Modify Existing Report menu.

6.3.2.5.1 Modification to Current BOE Registration Only

The following series of screens display for a report that did not require re-registration in BOE and only involved a modification to the Current BOE Registration

1. Select the Report in the Reports Menu list.

2. Select Revision History Completed to display and review the Revision History document.

3. Print the Revision History document, add it to the documentation folder for the report and close the Revision History document.

4. Click Operation Manual to display and review the Operation Manual.

5. To confirm the report documentation folder includes a current copy of the BOE Distribution Instances, select Received BOE Documentation.

6. Click Deploy into Production.

7. Click Exit to close the application.

6.3.2.5.2 Re-Registration of Report

The following series of screen shots display when the report required re-registered in BOE because the format or logic of the report was modified.

1. Select the Report in the Reports Menu list as shown in the following screen capture.

2. Select Deploy Report back into Production.

3. Select Revision History Completed.

4. The Revision History will display; print and close the Revision History document and place the document in the report documentation folder.

5. Click Open Operation Manual.

6. When the Operation Manual opens, verify the updates are reflected correctly and close the Operation Manual.

7. To confirm the report documentation folder includes a current copy of the BOE

Distribution Instances, select Received BOE Documentation.

8. Click Deploy into Production.

6.3.3 Standard Reports QA

The QA Standard Reports menu, accessible from the SRR Main Menu described in Section 6.3, allows the IAR Unit to readily identify Standard Reports scheduled on a given day. The reports are identified by Frequency group (e.g., Daily, Weekly Monday, 1st of the Month, etc.). When the QA Standard Reports menu opens, the first column displays the scheduling frequency of the reports scheduled on the current date. To see Standard Reports scheduled to run on another day, change the date selection by clicking Previous Day or Next Day or enter a specific date in Schedule For.

For information about BOE generated reports scheduled for the date, click BOE.

For information about IAR generated reports scheduled for the date, click IAR.

To see information about all reports for the day, click ALL.

When any report fails to post to the OMI Intranet, Not Posted is enabled. For information about reports that fail to post to the OMI Intranet, click Not Posted.

6.3.4 OMI Reports

The OMI Reports menu comprises a listing of 10 reports and a report search vehicle. The reports provide statistics such as the number of Standard Reports generated for a particular branch/section or the number of reports that are delivered by a particular method. To access the OMI Reports menu, click OMI Reports from the SRR main menu. Following is the OMI Reports menu.

Select the appropriate report from the Reports Menu list or search for a specific report using the Select Reports by Selection Criteria search feature.

6.3.4.1 Operation Manual

The Operation Manual provides details about each of the active reports and is accessed by clicking Report number 10 in the OMI Reports menu described above. The manual is sorted by scheduling frequency (e.g., Daily, Weekly Monday, Weekly Tuesday, etc.) to facilitate determination of which reports are schedule to run on a particular day. The IAR Unit references the manual to determine when and how the scheduled reports are to be generated and distributed.

The Operation Manual will display active reports only unless the user selects another option: non-active reports or both active and non-active reports.

The table below provides a list of all columns of the Operation Manual along with a brief description of each column.

Operation Manual Data Fields Column (field) Description

Scheduled Grouping Scheduling frequency

Report Name Title of the report

File Name Filename of the report

Report Path Location of the report on the network

Special Procedures Identifies if the report requires a special procedure

Generated By Time Identifies when the report is to be generated

Destination Identifies how the report is to be distributed

If a Standard Report requires a special procedure, the Special Procedures column will display a number. For a complete description of the special procedure, see Section 8, Standard Reports Special Procedures, of this manual.

The Generated by Time column indicates the time when Business Objects Enterprise (BOE) is scheduled to generate and distribute the report. This information is particularly helpful when issues occur with the CIMS backup database.

The following are instructions for accessing the Operation Manual

1. Select Operation Manual in the Report Menu listing as indicated in the following screen.

2. Click Detailed Report.

The following screen capture is the first page of the Operation Manual that displays when Detailed Report is clicked.

6.4 Registering Standard Reports in Business Objects

Enterprise (BOE)

The IAR Unit is responsible for registering new reports into BOE and for maintaining and modifying the registration of reports previously registered in BOE. The registration process requires specifying the report frequency, distribution method and report recipient(s). Detailed instructions on registering reports into BOE can be found under the Help tab in BOE.

Following report registration, a BOE generated Standard Report may require the IAR Unit to complete additional steps to generate and distribute the report. Refer to Section 8 for procedures on those reports.

The steps for registering a standard report into BOE are the following:

1. Register the Crystal Report for Testing.

2. Perform Test Distributions.

3. Approve the Test Distribution results.

4. Move the Registration of the Report into the relevant Branch/Section production folder.

5. Set up the distribution instances as defined in the report specs documentation.

6. Register the frequency and time the report is scheduled to be distributed as defined in the report specs documentation.

7. Print a screen shot of each recurring distribution instance and place a hard copy in the report specs documentation folder.

The IAR Unit adheres to a formal process for registering Standard Reports into BOE. The process works in concert with entries into the SRR to facilitate the documentation of the report development and registration.

The following diagram depicts the process for registering a new report into BOE.

6.5 Re-registering/Modifying Registration in BOE

The IAR Unit periodically receives a request to modify a Standard Report that is registered in BOE.

The modification request will dictate the necessary changes to the current registration of the Crystal Report. If the change involves a modification to the distribution of the report (e.g., add/delete recipient, scheduling date) only, the current BOE registration can be modified. If the change involves a modification to the report, the new report is registered in BOE.

The IAR Unit adheres to a formal process for re-registering/modifying registration of Standard Reports into BOE. The process works in concert with entries into the SRR to facilitate the documentation of the report development and registration.

The process for modifying the registration of a report is as follows:

The process for re-registering a Crystal Report in BOE is as follows:

6.6 Business Objects Enterprise Distribution Contingency

Plan

BOE will generate and distribute the registered Standard Reports with current data when the production environment is fully operational. The production environment is considered to be fully operational when the following conditions are met:

BOE is available

CIMS backup database is available

CIMS backup database has been successfully updated

Issues with the production environment can prevent the successful generation and distribution of some or all Standard Reports. The IAR Unit follows a contingency plan to ensure that Standard Reports are generated and distributed when the production environment is compromised.

Following are three types of complications and their impact on BOE processing Standard Reports.

BOE is not available:

Impact: The Standard Reports will not be processed until BOE becomes operational.

Contingency Plan: OMI will resolve the issue with BOE. Upon resolution, the scheduled reports will process as normal. All Standard Reports scheduled on this day are checked to ensure they have been processed.

CIMS_Nightly database is not available:

Impact: The Standard Reports will not be processed until CIMS_Nightly becomes available.

Contingency Plan: OMI will alert the IAR Unit that CIMS is not available and notify the Unit when CIMS become available. The IAR Unit will identify any Scheduled Standard Reports that did not run. Once the CIMS_Nightly database becomes available, BOE will process the outstanding Standard reports. The IAR will verify that BOE processed the Standard Reports.

CIMS_Nightly database is available, but the database was not successfully updated:

Impact: The scheduled Standard Reports will be processed but will be distributed with incorrect data.

Contingency Plan:

1. Upon discovering that CIMS was not successfully backed up, OMI will de-activate BOE before the remaining scheduled reports are processed and distributed, and OMI will back up

CIMS.

2. The IAR Unit will review the status of reports to identify the reports that have already been processed by BOE prior to CIMS being successfully backed up. To identify the status of a report, follow these steps:

a. Start the SRR.

b. Click QA Standard Reports from the main switchboard.

c. Accept the default Schedule for Date.

d. Click BOE to display the report Standard Reports Scheduled to Run [enter date] Generated by BOE.

e. Refer to the Generated By Time column to identify reports with generation times that occurred within the time period before CIMS was backed up and BOE was de-activated.

OMI will provide the time period.

3. OMI will complete the backup of the CIMS database and the IAR will reactivate BOE.

4. IAR provides a distribution list to OMI to send a Global E-mail.

5. OMI will notify those recipients who have already received reports to disregard earlier versions of the reports using the distribution list.

6. The IAR will redistribute the Standard Reports that have already been processed, using BOE to manually generate the report distribution instances.

Note: The reports that have not already processed before CIMS was successfully backed up and BOE was de-activated will process once BOE is reactivated.

7. Once all the Standard Reports have been processed, the IAR will ensure all Standard Reports have been generated and delivered.

OMI Intranet Site

Section 7

OMI Intranet Site

7.1 OMI Intranet Site

The OMI Intranet Site includes reference materials, tools to search the CIMS database, and statistical reports that are available to the Civil Division employees and contractors.

The sections that follow provide information on the posting of Standard Reports to the site by the

IAR.

7.2 General Rules for Posting Standard Reports to the OMI

Intranet

The following are guidelines that apply to posting Standard Reports to the OMI Intranet:

Crystal Reports:

All file names (*.rpt) should be identical to their corresponding (*.pdf) file name.

Save identical reports that extract the same data with the same layout but on different schedules as separate reports; display the report frequency in the report footer.

Time reports, ad hoc reports, and reports converted to file formats other than .pdf are not saved in the Web_Content folder and are not accessible on the OMI Intranet.

All Reports:

The COR must approve a new report before the report may be posted to the OMI Intranet.

7.3 Reports on the OMI Intranet

The IAR posts nearly 200 Standard Reports to the OMI Intranet site. Most of the reports are updated on a recurring basis; however, some reports contain static information to provide a snapshot of data at a specific time. These reports are organized in the following groupings: Civil Division, six Branch folders (e.g., Appellate Staff, Office of Commercial Litigation, Consumer Protection Branch, Federal Programs Branch, Office of Immigration Litigation, Torts Branch), and Management/Admin Office.

The reports displayed on the OMI Intranet are located on the server ]. The mapping directory of the backend is the W: drive as defined in Section 4.1.

The Civil Division folder on the W: drive includes reports that provide aggregate statistics about the entire Civil Division:

Five-Year Caseload Trend graph.

Monthly Workload Statistics Memorandums for the Current Fiscal Year Monthly Workload Statistics Memorandums for prior fiscal years.

The folders on the W: drive are named according to the three letter standardized naming convention used for the Civil Division’s Branches and Sections. The Branch folders include reports relevant to the six branches and sections of the Civil Division. The Management/Admin Office section of the OMI Intranet site includes reports provided to the Office of Planning Budget and Evaluation (OPBE).

These reports reside on the W: drive in the OMP folder.

7.4 Process for Posting a Report to the OMI Intranet

1. Generate the Standard Report.

2. If the report will be run and posted manually, save the output of the Standard Report in the appropriate file format (e.g., *.pdf, *.xls, etc.) in the appropriate Web_Content folder on the server The three or four letter prefix of the report filename indicates the appropriate folder. An exception exists with the 5 Year Workload report in the CIV folder and some Appellate reports.

3. If BOE will generate the report, register the report specifying the appropriate file format and Web_Content folder.

4. If posting the report for the first time, follow steps 5 – 8 below to set up the hyperlink. If the hyperlink already exists, skip to step 9.

5. Send an Email containing the following information to the PM and cc the DAM and all IAR staff members:

Hyperlink caption

The file location of the report

Scheduled frequency

6. Upon receiving the email, the PM activates the link using the Report URL Management Application described in Section 7.5.

7. Upon receiving confirmation that the PM has activated the link, navigate to the hyperlink on the OMI Website.

8. Verify the correct spelling of the hyperlink caption.

9. Test the link to ensure accessibility of the report through the OMI Website.

10. Inform the DAM that the report is now accessible.

11. Inform OMI that the report has been posted to the OMI Web site.

7.5 Report URL Management Application

The DAM or PM is responsible for creating and updating the hyperlinks to the OMI Website. The application that performs these functions is the Report URL Management available under the OMI menu .

The following interface displays after accessing the application from the OMI Menu. The individual report names of each report will be listed under the Report Display Name listing along with the corresponding ID associated with the Report on the left side.

Click the Report Name listed directly under Report Display Name to display the actual report.

Click the ID number to display the interface allowing for modifications to the hyperlink displayed here:

Click Create New Report URL Registration to display an interface that allows for new URL entries.

1. Select Report URL

2. Test Report URL

3. Enter text for the hyperlink…