Products Register User Guide - LU
Contents
1. Inresponse to an email notification or for products in your My Workload with a outstanding requirement count of zero select the product and record your decision to move the item on through the workflow If approval is granted this will cause a notification to the SQE Standards Team for them to confirm due process and to authorise the product for use Tips Note Products should complete the decision process within 4 weeks of submission by the Proposer unless agreed otherwise by the parties involved Proposer Sponsor Requirements Approvers and the Acceptance Manager There may be good reason for the parties to agree a shorter approval period for straightforward cases and where there is agreement the process can be achieved in minutes hours rather than days Similarly a longer period may be agreed for example if testing or trialling is required When a shorter or longer decision period is agreed this should be recorded by the Proposer in the event log While logged on you may also process any other products listed in your workload LU APR User Guide Ver 1 03 May2010 Product Withdrawal Who SQE Standards Manager How Locate the item using the search tool Withdraw the item and your record reasons for this in the event log Ensure that relevant stakeholders including the proposer and manufacturer are informed of the withdrawal Tips Eiaa may be withdrawn for a number of reasons usually2. Reject if the product is not likely to be suitable for purpose or have no known application on the London Underground Network While logged on you may also process any other products listed in your workload LU APR User Guide Ver 1 03 May2010 Confirmation that requirements are satisfied Who Acceptance Manager Requirements Approver s How Acceptance Manager Inresponse to an email notification or for products in your My Workload with a outstanding requirement count of 1 or more select the product check the suitability of each requirement and trigger its approval workflow This will cause a notification to the relevant Requirement Approver s Requirement Approver Logon select the product from those listed in your My Workload list and select a requirement assigned to you Add any conditions essential for safe application decide the request and record the reason for acceptance or referral back Tips For test sites one requirement should provide consent to test with test site details restrictions specified and another relate to the to test outcome See also Special Case Test amp Trial Sites Support a requirement if you are clear that it has been demonstrated as satisfied in the proposal submission While logged on you may also process any other products listed in your workload LU APR User Guide Ver 1 03 May2010 Product Approval Who Acceptance Manager How
3. may log out and continue at a later date Select your LU Sponsor from the drop down options Consult interested parties they can also logon to view the proposal to facilitate consultation Add as appropriate the requirement to be met conditions and the supporting documents evidence Ensure that the case demonstrates that any specific requirements are met When ready submit the product into the approvals workflow Tips Contact SQE Standards if you require guidance to choose an LU Sponsor If your chosen Sponsor does not appear in the drop down list ask them to register as a user with Sponsor permissions The target period from submission of a proposal to decision is 4 weeks variations to this should be agreed by the parties involved and recorded in the event log LU APR User Guide Ver 1 03 May2010 Sponsor a proposal Who A user usually an LU Employee who has been granted Sponsor permissions How Log on if not already logged on Select My Workload from the left hand menu Select the product from those listed in your workload You may Support Refer Back or Reject the proposal Tips Work with the Proposer and other stakeholdrs to ensure that the proposal is valid and demonstrates suitability for purpose Support the proposal if you are clear that the product is appropriate for defined applications on the Underground Network Refer back if you require significant changes to the proposal
4. d representative who has the competence and authority for overall acceptance that a product is suitable for purpose Where requirements are set the Product Approver also agrees the appropriateness of these and manages their approval Responsible for the registration process and certain stages during the product approvals workflow including managing user access assigning proposals to the appropriate LU Responsible Manager for Product Approval and authorising products for use LU APR User Guide Ver 1 03 May2010 User Access and Enquiries Request Logon New users can request access to the register online at http www lu apr co uk Logon Go to the web site http www lu apr co uk and logon Note You will be prompted to change your password the first time you logon and following any password re set Enquires Please see the frequently asked questions FAQs at the end of this user guide If your question has not been answered there contact the LU Standards team by email with LU APR in the subject line sqe standardssecretariat tube til gov uk LU APR User Guide Ver 1 03 May2010 Find a Product Who Any user How Logon and select Search from the left hand menu Enter the words or numbers to be searched for in the text box Space separated or a single asterisk as a wild card Select And to find products with all of the words or OR to find products with any of the words If required
5. e Assemblies of parts Requirements specifications e Proprietary materials amp products e Processes e Custom made materials amp products i User operation manuals Plant amp equipment approvals LU APR User Guide Ver 1 03 May2010 Workflow amp Records Who Process Any User Find products using search tool Propose the addition of a new Proposer product Submit for approval Refer back Agree that the product is suitable LU Sponsor for known application on the LU Network Refer back Acceptance Manager Trigger requirements approval amp Requirements Approvers Agree requirements are satisfied Refer back Acceptance Manager Accept the product as suitable for purpose Refer back SQE Standards Manager Authorise for use Withdraw product and or re authorise SQE Standards Manager LU APR User Guide Ver 1 03 May2010 Outputs amp Records Search results list can be exported to Excel View a product details amp workflow status View or print a product certificate and public evidence Product details added to register including requirements Record of support for the submission from an LU Manager or their nominated representative The Acceptance Manager agrees requirements and ensures that they are assessed by a competent person Conditions can be set as appropriate Product assessed as suitable for purpose by a competent person with additional conditions where appropriate C
6. on request from the Product Approver Reasons can include e Product is no longer manufactured or has become obsolete and is no longer present in the LUL network e n response to a safety alert improvement notice prohibition notice an audit or investigation finding e On request from the Product Approver to withdraw it for other reasons which must be stated and recorded Note p The event log will record the date and reason for withdrawal and any subsequent re authorisatiog for use LU APR User Guide Ver 1 03 May2010 Special Case Testing amp Trial Sites What Testing of products in a controlled manner including insitu testing under service conditions on the operational railway to demonstrate suitability for purpose prior to fuller approval Who Proposer Manufacturer s Acceptance Manager Requirements Approvers LU Managers operational and maintenance staff as appropriate to the case How e Select Is undergoing trial on the Product Description tab e Add two requirements to the proposal each with the Test Sites option selected e The first of these requirements Is to be used to define the test plan including nature extent location and timing of the test site s and access arrangements Approval of this requirement provides consent to test e The second of these requirements concerns the outcome of the test Approval confirms that the product has satisfied the testing requirements demonstrating this as
7. onfirmation of the product acceptance process Release of the product for use Temporary or permanent withdrawal of a product Roles amp Responsibilities a Se General User Proposer Sponsor Requirement Approver Acceptance Manager SQE Standards Manager A person with read only access permission to the products register General Users can search for and view products that are at any stage in the workflow and print product certificates and public supporting documents evidence A person who is associated with a specific organisation and has proposer permissions can propose new products for registration and instigate the approvals workflow The Proposer of a product cannot also be its Sponsor or Approver A proposer should work with Sponsor and other interested parties to build the case for acceptance establish the requirements to be met and demonstrate that they are met An LU Manager or their nominated representative who is familiar with the subject matter concerned and is able to confirm that the product has a genuine application on the London Underground network and that the case has been well developed to a state that is appropriate to submit into the acceptance stages of the workflow A person agreed by the Product Approver who has the appropriate competence to verify that one or more requirement s is are satisfied prior to approval of the product An LUL responsible manager or their accredite
8. pect as being suitable for purpose Requirements approval can be conditional and further requirement s could be added to control any re testing subsequent to recommended modifications Tips j Add evidence files to each of the test related requirements e g a test plan to the first requirement and the test report with recommendations to the second The test period may vary from hours to 12 months or longer as appropriate to the case k LU APR User Guide Ver 1 03 May2010 Process Overview SQE Standards Manager Acceptance Manager Requirement Approver Product Proposer amp LU Sponsor General user Search for specific Products Search for similar Products User Logs of User Undertake required process User Check and Apply permissions System User Logs on User or Times Out System Download certificates amp report data Data updated Event Activity Log updated Propose Product System Sponsor Product Data updated Data updated Event Activity Event Activity Log updated Log updated System System Approve Product Requirement Authorise Products for Use Administer the register LU APR User Guide Ver 1 03 May2010 Frequently Asked Questions Question Explanation O A manufacturer is developing modified versions of existing products Should entirely new entries be made for these modified products or should they be temporarily unauthori
9. r a London w Underground Products Register User Guide Products Register User Guide Contents General 03 Products Register Purpose 04 Scope 05 Outline of roles workflow and records Guidance 06 Description of key roles 07 User access and enquiries 08 How to find a product 09 Propose a new product 10 LU sponsor support 11 Confirmation that requirements are satisfied support conditionally support or refer back 12 Product Approval Support conditional support withdraw or refer back 13 Withdrawal of an authorised product 14 Special Case Testing amp Trial Sites 15 Process overview 16 Frequently asked questions FAQs LU APR User Guide Ver 1 03 May2010 Products Register Purpose The purpose of the products register is to e provide an accessible catalogue of products which are accepted as suitable for purpose in relation to the LU network e provide consistent approvals workflow and records e promote innovation and shared learning across LU and suppliers e reduce eliminate duplication of assurance approvals e obtain consent to test trial products insitu e support LU Standard 1 011 Registration of Products LU APR User Guide Ver 1 03 May2010 scope The Approved Products Register is applicable to e London Underground and its suppliers e Any asset group e Any Product type including Physical products Other products Items parts components e Drawings
10. sed to allow for new information to be added and then re authorised How can the register be used to seek approval for products which are built up from a number of components each of which need individual approval to form an approved system or assembly LU APR User Guide Ver 1 03 May2010 If modifying product details would remove information that needs to be retained under information policies or to use maintain or decommission an installed products then a new entry should be created Otherwise updating an existing entry perhaps by updating details or adding new product versions would be sensible with the changes described in the event log and subject to re approval There are essentially two approaches 1 Process each component element separately as products in their own right and also propose a separate product to bring the component parts together 2 Include the component elements as separate Requirements in a single system assembly product proposal Each component can be assigned to the appropriate competent person for acceptance Note the whole item can only be approved by the Acceptance Manager when all of the requirements are approved A combination of 1 amp 2 can also be used Which is the better approach Should individual components have a use or potential use outside of the particular assembly or system then the first approach could be preferable Should the components all be uniq
11. ue to an assembly then approach 2 might be better tfl gov uk
12. you can limit the search results further by selecting from the restrict to Asset Group Workflow Status or Manufacturer drop down options or Limit to Test Sites Click on the Search button and then select the product you require from the search results or refine the search criteria Tips The search is by whole words and is not case sensitive Words with the same root are automatically included for example paints will also locate products with the words Paint paint painted and painting As with most search engines be brief as fewer well chosen search words will increase the likelihood of finding a product first time You can export the search results to Excel as a selected list of products Note The system s search index does not include all of the text in Requirements and Conditions l Suitable search keywords separated by a space should be included by proposers in the 4 additional information field a LU APR User Guide Ver 1 03 May2010 Propose a product Who Any user who has been granted Proposer permissions How Logon and select New Proposal from the left hand menu Complete the form presented to you and select Create to register the draft proposal generate the unique product reference number and to save the details You will receive an email with a link for easy access back to your proposal With the Product open select edit to add or amend details and save as often as required You
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