Document Review Notice (DRN) – User Guide The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Document Review Notice (DRN)

User Guide – Supplier User

Document Review Notice (DRN) – User Guide 2 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Contents

Getting Started ....................................................................................................................................... 3

DRNs ....................................................................................................................................................... 4

New DRN ............................................................................................................................................. 4

My DRNs .............................................................................................................................................. 8

Completed DRNs ................................................................................................................................. 9

Delegate DRNs .................................................................................................................................. 10

Reporting .............................................................................................................................................. 11

Standard Reports .............................................................................................................................. 11

Bespoke Reports ............................................................................................................................... 11

Calendar ................................................................................................................................................ 14

Options ................................................................................................................................................. 15

Support ................................................................................................................................................. 16

Document Review Notice (DRN) – User Guide 3 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Getting Started

To login to the Network Rail DRN UAT website go to the following URL:

https://drn-uat.on-trac.co.uk

Click the red ‘Login’ Tab. This will display ‘Account Login’.

Enter your username and password then select the ‘Log in’ button (Fig.1):

Fig.1 – DRN UAT Login

The following options will then be displayed in the navigation bar:

Page Description

DRNs

Allows users to create a new DRN form, update active DRNs and view completed DRN projects.

Reports

Run standard and bespoke reports.

Calendar

Contains important dates relevant to DRN projects.

Help

Contains the DRN User Guide and FAQ’s

Options

Manage user settings, change password and ‘Log out’.

Document Review Notice (DRN) – User Guide 4 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

DRNs

A Document Review Notice is a document that is used by NRIP to facilitate the requirements of the

Network Rail Standard, Engineering Management for Projects (NR/INI/02009) and Project Advice

Note (PAN), Reviews of Engineering Deliverables (PAN/PMSE-E-CDINS-0064).

New DRN

By selecting ‘New DRN’ from the ‘DRN’ tab will present the user with an electronic DRN form as

shown below (Fig.2):

Fig.2 – Document Review Notice

To create a new DRN, the user must complete the necessary fields:

Field Description

Project Number

Enter the relevant project in to this field. Once a valid Project Number has been entered the following fields will be auto populated. Project Name, Project Manager and Principal Contractor (drop-down list).

Project Name

This field is auto-populated from the Project Number and cannot be edited manually.

Project Manager

This field is auto-populated from the project number and cannot be edited manually.

Document Review Notice (DRN) – User Guide 5 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Principal

Contractor

This drop-down list is auto-populated from the Project Number.

Site Specific UID

This field allows the user to manually enter a UIDI code. NOTE: This is a mandatory field. If no UIDI code is available, then the user must enter the following: ‘N/A’.

Engineering Deliverables

Owner

This field allows the user to select a EFO from the drop-down list.

Submission Discipline

This field allows the user to select a Submission Discipline from the drop-down list.

PEM Area

This field allows the user to select the relevant PEM Area the drop-down list.

Risk Review Level

Select the required ‘Risk Review Level’ from the drop-down list.

Delivery Group

Select the required ‘Delivery Group’ from the drop-down list.

DRN Number

Allows the user to manually enter a DRN number.

DRN

Subject/Title

Allows the user to manually enter a DRN Subject/Title.

Document

Transmittal/ Submission No

This field allows the user to manually enter a Document Transmittal/ Submission No.

Date Received

The user can manually select the start date of the DRN from the pop-up calendar.

Date Return

Required

The ‘Date Returned Required’ field will be auto-populated to 2 weeks after the selected start date (Date Received). This field can be manually amended if necessary.

Document Review Notice (DRN) – User Guide 6 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Document Details

Enter document details in this section (Fig.3):

Fig.3 – Document details

Users can add multiple documents by selecting the blue ‘+’ symbol.

A document can also be removed by clicking on the red ‘x’ symbol.

Once completed, click the ‘Save DRN’ button.

Comments

After document details have been entered, comments can now be added by Network Rail Lead

Reviewer and Reviewers.

Once comments have been added Suppliers (CRE/CEM) can login and view the comments via the

‘My DRN’ tab.

Suppliers can respond to the comments by using the box below which is highlighted in yellow.

Suppliers also have the ability accept the comment by ticking the ‘Comment Accepted’ checkbox

(Fig.4).

Fig.4 – Comment accepted checkbox

Suppliers can add up to five responses per comment. Once a fourth comment has been entered,

users will get a pop-up notification informing them that there is only one comment remaining.

Document Review Notice (DRN) – User Guide 7 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

How to add a comment

1. Click on the Responses box highlighted in yellow on (Fig.4).

2. Once selected, users are presented with a pop-up window (Fig.5):

Fig.5 - Spellchecker

Enter the Response in to the comment box provided. Once completed click the ‘Add Comment’

button.

Users can run a spell check by selecting the ‘Check Spelling’ button.

How to accept a comment

To accept a Network Rail comment, click the ‘Comment Accepted’ check box (Fig.6):

Fig.6 – Comment accepted

Once the Supplier user has commented against or accepted a Network Rail comment, left-click the

‘Save DRN’ button to save the changes to the system.

Document Review Notice (DRN) – User Guide 8 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

My DRNs

If ‘My DRNs’ is selected from the dropdown, the user will be presented with a list of all DRN projects

assigned to them.

The system will then allow the user to carry out the following actions from the register:

Action Description

Update DRN

Make any required changes to the information within the DRN.

Delete DRN

Remove the DRN from the Register.

Export DRN to

PDF

Convert the DRN web form in to a PDF document which can be saved locally to a PC.

Document Review Notice (DRN) – User Guide 9 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Completed DRNs

A user can view a register of all completed/closed DRN projects which are assigned to them.

The below actions can be taken against each DRN:

Action Description

View DRN

View the completed DRN form.

Clone DRN

Make a copy of the chosen DRN which will duplicate information in to a new DRN form.

Export DRN to

PDF

Convert the DRN web form in to a PDF document which can be saved locally to a PC.

View Re-Open

History

View the Username, Name and Date/Time of the re-open actions.

Document Review Notice (DRN) – User Guide 10 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Delegate DRNs

Users can delegate their list of DRNs to another user if required.

This can be done by entering the nominated users email address in the box shown below (Fig.7). The

search box will then auto-complete based on the information entered.

Fig.7 – Delegate DRNs

Once the nominated user’s email has been entered, left-click ‘Save Delegation’. The delegated user

will then have visibility to view all DRNs.

Document Review Notice (DRN) – User Guide 11 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Reporting

The Reports tab is broken down in to three sections:

Standard Reports

Selecting ‘Standard Reports’ will present the user with a pre-defined list of reports as shown below

(Fig.8):

Fig.8 – Standard Report options

Once a report has been selected the user then can either ‘Generate Report’ or ‘Export to PDF’.

Bespoke Reports

Selecting ‘Bespoke Reports’ allows users to create a custom report for scratch. Once a report has

been created, this will be saved within ‘Saved Reports’.

Section Description

Standard Reports

Will present you with a selection of predefined reports which will include Supplier Extract Report.

Bespoke Report

Allows you to create a custom report from scratch. Once a ‘Bespoke Report’ has been created it can also be saved for further use.

Saved Reports

Any saved ‘Bespoke Reports’ will be stored within this section.

Document Review Notice (DRN) – User Guide 12 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

1. Chart Type

Firstly, users must select the type of chart to be contained within your report.

2. Periods

Users must select the range of periods over which to produce a report.

Users can provide specific periods and years from which the report is drawn (fixed period – Fig.9), or

alternatively provide a defined number of periods up to the date on which the report is viewed

(floating period – Fig.10), by selecting the appropriate option from the tab above the form.

Fig.9 – Fixed period

Fig.10 – Floating period

3. Report Data

A user can manually select data sources that can be added to the report. The data can be filtered by

PEM Areas, Projects and Suppliers.

Once a user has selected a data source, press ‘Select’. Once all the data sources have been added

users must then select the ‘Report DRN Data’ from the following options:

• All Categories

• Category 0

Chart Type Description

Stacked Bar

Chart

Grouped data displayed in a stack.

Line Chart

One or more data series plotted as lines.

Document Review Notice (DRN) – User Guide 13 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

• Category 1

• Category 2

• Category 3

Once a category is selected, a report can be generated (Fig.11):

Fig.11 - Projects

4. Customise

Users can customise Report Title, colours, font sizes and spacing (Fig.12):

Fig.12 - Customise

Users will then be presented with their bespoke report. This can be saved for future use by selecting

the red ‘Save Report’ button. All saved reports will be stored within the ‘Saved Reports’ tab.

Document Review Notice (DRN) – User Guide 14 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Calendar

The ‘Calendar’ tab provides you with all important dates assigned to DRN. All notable dates will be

highlighted on the calendar as shown below (Fig.13).

Fig.13 – Calendar

By hovering the cursor over the calendar, more information is displayed (example in Fig.14 below):

Fig.14 – Period 13 report is scheduled for 16 March

Document Review Notice (DRN) – User Guide 15 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Options

Users can manage their internal settings by selecting the ‘Options’ tab.

Option Description

Manage

Signature

The system allows you to upload a file and use the crop function to save your signature.

Manage Email

Tagging

Filters email notifications send to the user.

Manage Warning

Allows the user to control responses received for when close to comment/response maximum.

Change Password

Allows the user to change their password.

Logout

Allows the user to successfully logout of the system.

Document Review Notice (DRN) – User Guide 16 The DRN software was created by OnTrac Ltd – www.on-trac.co.uk

Support

The ‘Help’ tab contains the User Guide and the DRN Frequently Asked Questions (FAQs).

For further email support, please email:

DRN@on-trac.co.uk