6 - DVS Staging(proposed technical features and requirements).pdf

PROPOSED TECHNICAL FEATURES AND REQUIREMENTS SECTION

DVS Staging is designed with some of the same functionalities as DVS as they are complementary systems. Both are Lotus Notes applications and have “5-minute” refresh rates, similar menu design, and automated archiving. OCS staff must use the client, not the browser, version of Outlook for DVS Staging.

OCS staff has full read/write access to both systems. Users email submissions to and receive automated replies from DVS Staging but do not have direct access to DVS Staging.

Users receive Acknowledgement, Acceptance, and Rejection replies from DVS Staging. The replies are created in DVS Staging and routed from Lotus Notes through Outlook as emails. Each reply includes the names of the sender’s documents so users and OCS staff know when documents were received, accepted, and rejected.

After preparing the accepted document for distribution, OCS staff emails the final document into DVS.

DVS Staging automatically generates this email in the Outlook user interface and creates a unique key in its Subject line, thereby “linking” the original submission in DVS Staging to the distributed document in

DVS. This “link” allows OCS staff to track the original document, Instruction Sheet, Sunshine

Recommendation Sheet when required, dates and times of the Acknowledgement and Acceptance replies, the OCS staff who reviewed and accepted the submission, date and time when the final document is received in the DVS Working View, and date and time when the final document is distributed through DVS.

Users have read access to the final document in DVS if they are a member of that document’s distribution list. OCS staff have full read/write access to the final document as they do for all documents in DVS.