Tech20-B-DOMINO_contract_manager.pdf

DOMINO (V2.11)

Contract Manager User Guide

Table of Contents Section 1: Group Account Management………………………………………………………….………… 1

1.1: Access User Management Controls….…………………………………………………………………………… 1

1.2: User Management Menu Bar…………….……………….……………………………………………….…….… 1

1.3: Add a New User Account………………………………………..……………………………….…………………… 1

1.4: Manage a User Account………………………………………………………………….……..……………………. 2

1.5: User Password Management……………………………………………………………………………..………… 2

1.6: Lock and Unlock User Accounts…………………………………………………………………………..……….. 3

1.7: Audit User Activity…………………………………………………………………………..………………………….. 3

Section 2: Project Team Management………………………..…………………………………………….. 4

2.1: Team Menu Bar………………………………………………………….……………………………………………..… 4

2.2: Add and Remove Project Team Members………………………..…………………………………………… 4

2.3: Editing Team Permissions……………………………………………….…………………………………………… 4

Section 3: Using Batch Operations……….……………………………………………………………………. 6

3.1: Batch Metadata Updates……………………………………………………..……………………………………… 6

3.2: Batch Task Updates..………………………………………………….………..……………………………………… 7

Section 4: Submitting Content……………………………………….…………………………………………. 8

Section 4: Reviewing COR Feedback…………….……………………………………………………………. 8

Contract manager note: You must be assigned a Group Account Manager to manage user accounts and process items as outlined in this document. If you do not know your assigned role in DOMINO, contact your project manager for assistance. Refer to the DOMINO for Contract Item Developers users guide for instruction on navigating the system and utilizing functions and features within DOMINO. This document provides only supplemental information to that indicated within the DOMINO for Contract Item Developers users guide.

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Section 1: Group Account Management Groups within DOMINO are organized per contract. Authorized group account managers can utilize functionalities to effectively manage accounts for users working under the same contract.

1.1: Access User Management Controls. User account management controls can be accessed by clicking on the “People” icon, labeled “Manage Users,” available to the immediate left of your User ID.

1.2: User Management Menu Bar Become familiar with how to use the User Management Menu Bar.

1.3: Add a New User Account Become familiar with adding a new user to DOMINO. On the User Management Menu bar (see 1.2), click on the plus (+) sign and a “Create New User” dialogue will open.

Enter information in the User tab:

• User ID – enter as User ID in the format firstname.lastname.ctr, such as john.doe.ctr

• First Name – enter user’s first name

• Last Name – enter user’s last name or family name

• Email Address – enter email address for the user that is affiliated with the contract. Note: password management for the user is executed using this email address, ensure the entry is accurate.

• Affiliation – use the drop-down menu to select “Other.”

Enter information in the Roles tab, at a minimum check marking the “Contractor” role checkbox.

When ready click on the “Create” button to create the account.

Button Result Button Result

Enables a user to be added to DOMINO and an approval request sent to DLIFLC (see 1.3)

Enables a user account to be locked (see 1.6) *note, this function requires row(s) to be selected

Enables a user account to be managed (see 1.4) *note, this function requires row(s) to be selected

Enables an unlock request to be sent to DLIFLC (see 1.6) *note, this function requires row(s) to be selected

Enables a password reset link (see 1.5) *note, this function requires row(s) to be selected

Export to Excel.

Enables setting a temporary password for another user (see 1.5) *note, this function requires row(s) to be selected

Create New User note: As soon as you click on the “Create” button the account will queue for DLIFLC approval and will not be available for use until approved.

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1.4: Manage a User Account Become familiar with features to enable a user account to be managed and updated. There are two options to update a user account.

To use the Edit User button option, you must first checkmark the check boxes for row or rows for which you wish to complete the action(s) against.

On the User Management Menu bar (see 1.2), click on the pencil icon labeled “Edit User.”

Alternatively, click on the hyperlinked User ID.

With either action a dialogue box will open providing options for managing a user account.

The User tab provides the ability to update the user’s First Name, Last Name, Email Address, Affiliation, and to initiate a password reset email to be sent to the user by clicking on the “Forgot Password” button.

The Roles tab enables the user’s system role(s) to be updated.

The Projects tab shows project(s) the user is a current team member of.

1.5: User Password Management Become familiar with options to assist in user’s password management. DOMINO contract users are required to update their login password every 30 day. There are two options to assist users in their password management.

Both the Forgot Passwod and Edit Password options require the check box associated with the user(s) row to be checkmarked to become active.

On the User Management Menu bar (see 1.2), click on the pencil icon labeled “Forgot Password” after check marking the user row(s). This action will email a password reset link to the user’s email address associated with their user account (see 1.3 and 1.4).

The system will prompt you to confirm the action, click “OK” when ready. The user will receive an email from the DOMINO Administrator with a password reset link.

Alternatively, on the User Management Menu bar (see 1.2), click on the exclamation point icon labeled “Edit Password” after check marking the user(s) rows.

A Change Password screen will open and enable specification of a temporary Password on behalf of the user. The temporary password will need to be entered in the “Password” field and verified through entering the same password again in the “Verify password” field.

When ready click “Update.”

Forgot Password note: The password reset link will work only for 8 hours from receipt – notify users of this constraint.

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1.6: Lock and Unlock User Accounts Become familiar with Lock and Unlock user account controls to ensure that user access to DOMINO and contract projects is actively managed.

Both the Lock and Unlock options require the check box associated with the user(s) row to be checkmarked to become active.

User accounts should be locked whenever their involvement on a contract project is suspended or stopped. On the User Management Menu bar (see 1.2), click on the lock icon labeled “Lock User” after check marking the user row(s). You will be asked to confirm this action, when you click “OK” the user account will no loger be able to logon.

Contract group account managers can also submit a request to unlock a user account. On the User Management Menu bar (see 1.2), click on the unlock icon labeled “Unlock User” after check marking the user row(s). You will be asked to confirm this action, and when you click “OK” a request will be sent to the government to enable the user account to logon to DOMINO again.

1.7: Audit User Activity Become familiar with the features within DOMINO that enable user activities to be audited. Authorized Group Account Managers are responsible for users’ activities associated with their contract user accounts.

User audit capabilities are available from the “Manage Users” page (see 1.1).

Once selected a table of users associated with the contract will be presented, along with information on their login activities. The “Configure Table” feature enables you to toggle additional columns of user’s activity, such as last login, that will enable oversight regarding their access of DOMINO.

Roles, email addresses, status (i.e., Locked or Unlocked) accounts and Pending Requests can all be viewed in one place.

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Section 2: Project Team Management Each language and skill specific project for the contract have distinct project teams. Authorized users with an approved DOMINO account must also be part of a project team to access language and skill specific project and participate in the content development processes.

2.1: Team Menu Bar Become familiar with using the team menu bar, for each language and skill specific project associated with your contract. Access team management features by clicking on the “Team” button labeled “View Team.”

2.2: Add and Remove Project Team Members Become familiar with adding and removing authorized DOMINO users to project teams. You must be in the team management page (see 2.1) to add or remove project team members.

To Add a team member, start typing the authorized system User ID (see 1.3) in the “Enter a user to add.” menu option. Users who are eligible to be added will be displayed for your selection.

Click on the User ID you wish to add to the team, and then click on the plus (+) sign next to the “Enter a user to add.” field.

To Remove a team member first checkmark the check box associated with the user(s) row. Then click on the minus (-) sign in the Team Menu Bar (see 2.1) labeled “Remove from Team.”

When prompted, click “OK” to confirm your team member removal.

2.3: Editing Team Permissions Become familiar with editing team permissions. Team permissions to Read and Write to the contract workflow tasks are configurable for each language and skill specific project. You must be in the team management page (see 2.1) to edit team permissions.

There are two options to edit team member permissions.

Button Result Button Result

Displays inactive team members

Enables editing project team member permissions

Enables new team members to be added to the project

Enables removing users from the project team

Editing team permissions note: Recall the workflow tasks associated with the contract as this is important to relate to granting permissions.

• Create (author documents, passages, and items)

• Metadata (enter metadata) ~ Resubmission (resubmit items – this task is only available upon request to the government)

• Contract Submit (submit items for government review)

• COR Feedback (receive feedback from the government)

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To utilize the “Edit Team Member” option, first checkmark the check box associated with the user(s) row.

Once selected a “View Team Member” screen will open enabling granular management of team member permissions, consistent with the contract workflow.

The “View Team Member” screen will display helpful information to ensure the desired project (i.e., “Apply to project”) and the desired user (i.e., “User ID” and “Name”) have been selected for permission management. To update permissions for a team member, simply checkmark or unselect check marked boxes consistent with the desired updates.

When ready, click on the “Save” button to apply your permission updates.

Alternatively, the “View Team Member” screen can be accessed by clicking on the desired User ID in the team table.

Edit permissions note: If a red circle with a backslash is encountered when your mouse is hovered over a field this indicates that you do not have permissions to edit that capability for another user.

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Section 3: Using Batch Operations Batch operations are available to enable batch update of metadata and batch update of tasks, as may be helpful during the execution of an item development contract.

When using batch operations is it strongly recommended that the content for which updates are to be applied to are selected prior to initiating actions. Select documents or items by check marking the row check boxes that correspond with desired content for update.

3.1: Batch Metadata Updates Become familiar utilizing batch metadata update functionalities.

All metadata fields included in the “Metadata” task can be updated on multiple documents concurrently within the same language and skill specific project. Batch metadata update operation capabilities are available from the Project Menu Bar.

Selecting the ribbon icon labeled “Edit Metadata” will open a “Update Task Metadata” screen. The “Apply to” section specifies the documents and/or items that the batch metadata update will be applied to.

• Selected Rows will be the automatic default if applicable documents or items are check marked in advance (see Section 3). It is highly recommended to apply batch operations to “Selected Rows.”

• Current page will apply to the update to all documents on the current page.

• All Pages – Filtered/Sorted and All Pages – No Filter/Sort will apply the indicated batch operation updates across pages of the project.

On the right portion of the screen the task for the update can be specified and a text box to enter a change comment regarding the batch operation if desired.

The lower portion of the “Update Task Metadata” screen enables entry of the desired updates to apply to the documents and items specified for inclusion. When you make entries in any of the fields, the field name will turn blue and a checkmark next to the field name will appear. This provides visual representation of the fields that the batch metadata update operations will be applied to. When ready, click on the “Update” button.

As soon as your request is submitted, a banner will appear with a clickable link to “Open Job Status” to see the update results.

Alternatively you can access the status of any current or prior batch processes through the “Background Jobs” button located to the right of the “Projects” button.

Batch operations note: Use caution when applying batch operations. The updates applied during batch operations cannot be undone.

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Details on the update are available by clicking on the hyperlinked “Description” or the “Results Details” button.

Once the batch operation is executed results are available from either the “Open Job Status” link or “Results Details” link from the background jobs, and a “Metadata Update Result” screen will provide confirmation of the batch update request, and provide “Update Details” and “Result Details” .

Update Details provides details of the batch operation requested.

Result Details provides indication of the outcome of the requested updates per document. There are three (3) possible statuses that can be indicated regading the operation.

3.2: Batch Task Updates Become familiar utilizing batch task update functionalities. All tasks that are part of the contract workflow (see 2.3) can be updated as part of batch task updates. Batch task update operation capabilities are available from the Project Menu Bar.

Selecting the tag icon will open an “Update Task” task screen.

The “Apply to” section specifies the documents that the batch task update operation will be applied to (see 3.1).

Next select the Task(s) for which the update operations should be executed against by clicking on the corresponding Task Name. Once selected the task name will be highlighted in blue, a checkmark will appear in front of the task name, and the count of tasks that will be updated in the operation will be indicated below the Tasks box.

The Status Change menu provides you with the ability to specify if you wish to “Start” or “Complete” the task as desired. Select the desired action from the dropdown menu. If desired, enter a “Status Change Comment.”

When ready, click on the “Update” button to execute the batch task update.

Once the batch operation is executed results are available from either the “Open Job Status” link or “Results Details” link from the background jobs, and a “Task Update Result” screen will provide confirmation of batch update request, and provide “Update Details” and “Result Details.”

Update Details provides details of the batch operation requested.

Result Details provides indication of the outcome of the requested updates per document (see 3.1).

Status Meaning

Batch update applied

Batch update partially applied

Batch update not applied

Please note: All batch metadata and task updates are recorded by the “Background Jobs” feature and can be reviewed at any time.

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Section 4: Submitting Content The transition of content on DOMINO for the government review is completed using the Contract Submit task within the contract workflow.

There are two options for exercising the Contract Submit task and submitting content for government review. The first option is to use batch task update to submit multiple documents at once as part of a batch operation (see 3.2).

Alternatively, the Contract Submit task can be started and completed on a document by document basis. Note you must have a document open to start and complete the Contract Submit task.

Start the Contract Submit task by clicking on the pencil icon next to the task name in the taskbar.

When ready, complete the Contract Submit task by clicking on the checkmark next to the task name in the task bar and enter a comment when prompted if desired. Click on the “Confirm” button to complete.

Section 5: Reviewing COR Feedback Upon government review of the content submitted in DOMINO, CORs will prepare and return feedback to the contractor in the COR Feedback task. This task is read only.

There are two options for reviewing COR Feedback that has been returned by the government.

The first option is to utilize the “Configure table” feature. On the “Table Preferences” screen, use the dropdown menu next to the Table Layout option and select the “COR Feedback” layout.

Click on the “Update Table” button to render the layout.

Alternatively, COR Feedback can also be accessed within each document.

Note you must have a document open to access COR Feedback in this manner. On the Metadata bar utilize the “Filter displayed data” option and select the COR Feedback task.

All COR Feedback will be displayed on the same page as the submitted passage and item set, for review.

COR Feedback table note: COR Feedback contains item level data. Ensure you are within the “Working Items” or “All Items” views to access item level data.