User Guide for Respond Issues Database Contents
Contents
1. e Closed Issues Current Financial year o A list of all issues in that area which were closed in the current financial year o Includes how each issue was fed back and to whom o RAG rating is shown for validation all should be green in this report These reports are useful for regular monitoring by users and management information They may be customised according to your requirements it is a simple matter to add or remove fields or to change the date range These are covered in the next section on creating new reports Version 4 October 2011 Page 19 of 22 SE County Council Create New Report Click on the appropriate icon select Community Issue Report then any of the categories listed see the screen view below Report view Window Help Custom Activity Report Category Analysis 4spect Report Category Cross Tab Cost Report Category Analysis Trend Community Contact Report Detail System Reports Movement Community Issue Custom Report Setup General Reporting Feriod Options Be Ven T Show Count of Rows Reference Date Community Issue Date Issue Aai E in Period Yeatodte Between sd And D Filters Community lssue Active Ke Filter l Group By Numeric Fields Ce Don t Summarize Show Totals Show Averages Owned Du Ri I Start a Wew Page for Each Group T Hide Detail Rows Cancel The main areas to complete a2. County Council User Guide for Respond Issues Database Contents Page LOJIO ITO IRC SOONG E 2 Creating NOW ET 3 Opening an Existing ISSue eee eee ene eee ee mee oe ne eee ee een ees 10 Closing a NEE 15 Ki SE 16 Kielen 18 IMIG LOCC ge VE 22 Version 4 October 2011 Page 1 of 22 County Council Logging Issues of Concern This guide provides step by step instructions for using the Respond system Guidance as to which issues should be recorded is contained in a separate document Logging into Respond e Double click the Citrix Respond internet shortcut on your desktop e Fill in your User name Password and Domain and click Log In NB these are the same as when you initially log in to the system at the start of the day and domain would normally be Cumbria e Click the Respond 37 icon in the Applications window e If the Cumbria County Council ICT policy window appears click ok e Sign on by completing your Respond user and password details then click ok e A Respond Message of the Day may appear Note the contents and close e Inthe Alarm window click close If you wish you may display the alarmed tasks or refresh your diary by following the instructions e You are now in Respond The screen should look like this IG Respond CenterPoint UAT CCC Community Issues el x Fie Edit Insert Tools Window Help 1 EK e Ku FB oe lo ee ai UAT CCC Community Issues townsenda
3. 30 Hew Change Delete Attachment i UAT CCC Community Issues townsenda ie C nn ba e ez er au ee The four triggers automatically appear in the activity box when you create a new issue Version 4 October 2011 Page 6 of 22 County Council When you have completed each stage you need to open the trigger by double clicking on it The following window now appears i x Task Type 3m Closure due Created By Adnan Townsend Last Modified By Task Check that closure has been actioned S Target 2 Months after Issue date Allocated To Adrian Townsend Default User Group Seil Reference Date 1 Community lssue Date lssue Raised Due Date 15 06 2011 10 23 Override Done By Done Date K Time Taken Cancel Here you can allocate the task to a different person by clicking on the box containing your name and selecting a name Note that this will appear in their diary as a reminder To complete the task tick the Done box circled and amend the date if the input is retrospective You may also wish to attach some evidence in the form of a document to some of the tasks e g reporting back In this system there are several opportunities to attach documents or save reports It is therefore advisable to set up a folder in your area team file store space in which you can maintain standard templates and actual documents While you are in the task window op
4. Caint Council Type a suitable file name where indicated ensuring it ends xls You can then open it in Excel where it needs to be formatted as a table This is explained in the next paragraph Arranging Text into Columns in Excel When you open the query file you have just saved into Excel it will look like this EJ Microsoft Excel Test Query 21 File Edit view Insert Format Tools Data Window Help Type a question for help jen Tae a Sewell MOA TFET eee ane 3 EET Y Reply with Changes End Review A EZ Tile District Forum Area Admin area Logged Date Logged By 3 CL2254 10 Play Facilities Carlisle Belah amp Lowry Hill Belah ard 05 07 2011 09 46 25 townsenda 2 CL2255 10 Empty Residential Property Carlisle Belah amp Lowry Hill Belah ard 05 07 2011 09 52 25 townsenda A C 2247 10 Drainage Concrete Fencing Carlisle Belah amp Lowry Hill Belah Yard 04 07 2011 14 03 16 townsenda S C 2175 10 Bus Route Changes Carlisle Brampton amp District Brampton Yard 30 06 2011 13 16 34 townsenda E C 2174 10 Petition for Bus Route Change Carlisle Brampton amp District Brampton ard 30 06 2011 13 07 17 townsenda 7 CL2187 10 Speeding Scaleby Carlisle Brampton amp District Brampton Mard 30 06 2011 15 47 35 townsenda 8 C 2198 10 Road Sign Brampton Carlisle Brampton amp District Brampton Yard 01 07 2011 09 46 09 townsenda 9 C 2205 10 Notice Boards Brampton Carlisle
5. Community Issue Search Carlisle Search Search Community Issue Window Jala BP gal ed t SW pa a e Gi EEEH Em gA al FBG Ing me OO N biie Foma Anaea LoogedDae logey a E Cl 2254 10 Flay Facilities Carlisle Belah amp Lowry Hill Belah IA ar 0570772011 09 46 25 townsenda D Cl 2255 10 Empty Residential Property Carlisle Belah amp Lowry Hill Belah IA ad 057 0772011 09 52 25 townsenda m Cl 2247 10 Drainage Concrete Fencing Carlisle Belah amp Lowry Hill Belah Ward 04 07 2011 14 03 16 townsenda Cl 21 75 10 Bus Route Changes Carlisle Brampton amp District Brampton w ard 30 06 2011 13 16 34 townsenda Cl 21 74 10 Petition for Bus Route Change Carlisle Brampton amp District Brampton Mw ard 30 06 2011 13 07 17 townsenda Cl 2187 10 Speeding Scaleby Carlisle Brampton amp District Brampton Mw ard 30 06 2011 15 47 35 townsenda 4 Cl 2198 10 Road Sign Brampton Carlisle Brampton amp District Brampton w ard 0170772011 09 48 09 townsenda esi Cl 2205 10 Notice Boards Brampton Carlisle Brampton amp District Brampton Mard 0170772011 10 24 34 townsenda ES Cl 2204 10 Parking Brampton Carlisle Brampton amp District Brampton haad 0170772011 10 20 12 townsenda a Cl 2231 10 Parking Brampton Carlisle Brampton amp District Brampton haad 0170772011 16 37 23 townsenda Cl 2203 10 Resurfacing the Brampton Carlisle Brampton amp District Brampton haad OOF 22011 10 12 43 townsenda Cl 2206 10 Parking charges Talkin Tarn Ca
6. d Men Fa im 2 Citrix EN R d L eg 1438 Instructions for closing tasks are provided on page 8 To exit the diary click Diary Exit or the X at the top right hand corner of the diary screen Version 4 October 2011 Page 17 of 22 Co unty nty Council Reports There are standard reports on the SES or you can build your own Assistance can be provided contact Adrian Townsend in to E Respond CenterPoint UAT CCC Community Issues E i Z el Ei le Edit Insert Tools Window Help Z Ke Sc E 7 ey ES ABC d Oa Siete 2 42 Bale o gt We E Pe Bann Cl 2150 10 Dog Fouling MM Ces NS Click on the Report window circled above and the following screen will appear Report Repo View Window Help ONES ES HBAS fe Era Cancel Zoom Bint Pane SSS E UAT COC Community E townsenda Km i M There are two icons circled above click the one on the left to create a new report and the one on the right to open an existing one Open Existing Reports Of the two icons circled in the screen layout above click the right hand one to open a report that has already been set up The following will appear Version 4 October 2011 Page 18 of 22 County Council Report i x e x Report View window Help PS ES ei a SEI ali fe Reports PL Sustem Reports Heti Closed Issues Current Financial Year Allerdale EE Closed Issues Current
7. 14 07 11 Green E Cl 2183 10 Internal Drainage Board Lyth South Lakeland South Westmorland 3070672011 15 09 16 Green E Cl 2184 10 Car Parking Milnthorpe South Lakeland South Westmorland 30 06 2011 15 28 07 Green ES Cl 2165 10 Footpath Access Milnthorpe South Lakeland South Westmorland 30 06 2011 15 33 54 Green T C1 2186 10 Greenside Steps South Lakeland kendal 3070672011 15 41 24 Green cl 2195 10 Flooding Issues South Lakeland Low Furness amp Ulverston 30 06 2017 16 48 30 Green ES Cl 2208 10 Gypsies amp Travellers South Lakeland Sedbergh amp Kirkby Lonsdale 0170772011 10 51 47 Green cl 2209 10 Traffic Crescent Green south Lakeland Kendal 017072011 10 55 25 Green Cl 2210 10 Pot Hole South Lakeland Kendal 0170772011 10 59 23 Red ES Cl 2212 10 Appleby Horse Fair ssues South Lakeland Sedbergh amp Kirkby Lonsdale 01 07 2077 11 04 35 Amber Flooding South Lakeland Low Furness amp Ulverston 017 0772011 12 46 52 Green View Default View Owned Bu All Users Date Filter Community lssue Receipt Date In Period All dates to today status Any Read Only Hew UK Cancel Version 4 October 2011 Page 10 of 22 FHA pR County Council e Any of the date fields in the system can be used as a filter Click on the button alongside Date Filter and the following will appear OP A P I ke zc LALI T L E IA Ka Mr d A LS he e rs D 1 D d ii 1 Date Field Community Issue Date Issue R 4 Jin Peri
8. Brampton amp District Brampton Yard 01 07 2011 10 24 34 townsenda 10 C 2204 10 Parking Brampton Carlisle Brampton amp District Brampton v ard 01 07 2011 10 20 12 towrsenda 171 C 2231 10 Parking Brampton Carlisle Brampton amp District Brampton Ward 01 07 2011 16 37 23 towrsenda 12 C 2203 10 Resurfacing the Brampton Bypass Carlisle Brampton amp District Brampton Gard 01 07 2011 10 12 43 townsenda CL2206 10 Parking charges Talkin Tarn Carlisle Brampton amp District Brampton Mard 01207 2011 10 39 56 townsenda 14 CL22392 10 Parking Spaces Carlisle Brampton amp District Brampton Yard 04 07 2011 10 37 44 townsenda 15 CL2173 10 Parking Brampton Carlisle Brampton amp District Brampton Dar 29 06 2011 16 50 26 townsenda 16 CL2192 10 Speed sign Dalston Carlisle Dalston amp Cummersdale Dalston Mard 30 06 2011 16 15 11 townsenda 17 CL2190 10 Cycling on Rural Roads Dalston Carlisle Dalston amp Cummersdale Dalston Ward 30 06 2011 16 09 25 townsenda 18 Cl 2188 10 Speeding Moorhouse amp Thurstontield Carlisle Dalston amp Curmmersdale Dalston VVard 30 06 2011 15 53 19 townsenda 19 Cl 2199 10 Grass Verge Damage Dalston Carlisle Dalston amp Curmmersdale Dalston yard 30 06 2011 16 05 14 townsenda 20 C 2191 10 Work on Durdar Crossroads Carlisle Dalston amp Cummersdale Dalston Mardi SU 06 2011 16 12 38 townsenda 21 Cl 2199 10 Parking Caldew and St Michael s School Carlisle Dalston amp Curnmersdale D
9. File and you can select where the file is to be saved the folder mentioned on page 7 would be ideal You should by now see this Community Issue Search Carlisle Search Search Community Issue Window Help QELE Hb BP Ow Mm EE DR E File a Fields Separated 8 Re separated by Select File To Export To Ce Comma ri Save in PERFORMANCE Semicolon Best Value Case for Cumbria C Other CEO Performance amp Risk V Put Field Names In First Record CEO Strategic Planning Corporate Governance Desktop Corporate Programme Office Council and Democracy Cumbria post CAA Speeding Moorhouse amp Carlisle oS x r Current Jobs folder Grass Verge Damage Carlisle My Documents S FOI Work on Durdar Crossroads Carlisle Internal PMF Parking Caldew and St Carlisle r 18 LAA Overnight Parking Carlisle e ee Local Committees Speeding in Cummersdale Carlisle My Computer National Performance Framework Weight Limit Request Carlisle S Overgrown Pavements A6 Carlisle RK Admin area Logged Dee LoggedBy a H ceo DMT performance reportin CECSNET Performance Management Steering Group CEO DMT performance reportir Bus Shelter Request Carlisle 2 Parking in Dalston Carlisle IER File name Places Caldew Cycle Path Carlisle Bus Stop Request Carlisle Version 4 October 2011 Save as type fall Files v Page 13 of 22
10. brief description of the issue Type in e Action Needed What is needed to be done to try to resolve the issue Type in NB Respond allows the setting of tasks recording of telephone calls etc in the Activity sheet and can be seen via the diary facility Details are provided later in this guide e Owned By Defaults to you Le the person who has logged in Can be changed by selecting from the list The next step is inputting the referral process Section 2 Referral Process Respond CenterPoint UAT CCC Community Issues E x File Edit Insert Tools Window Help DOH EISCHEN Ba ee MEES ent Community le Juge Close Referral Process Feedback Closure Activity Receipt Date 13 04 2017 11 59 Closed Date Referred To fa Referred Date Follow up Date S Theme AAG Rating LE Version 4 October 2011 Page 4 of 22 County Council As you can see most of the fields are populated by drop down lists as in the previous section e Referred To To whom the issue was referred this may be another department within CCC or an external organisation Select from the list If you require any further options on the list contact Adrian Townsend adrian townsend cumbria gov uk e Referred Date Select the correct date the issue was referred This should be within one week of the issue being raised e Follow Up Date Select the date that the issue should be followed up If this is necessary it should be within 30
11. data is the same as for creating a new Issue see pages 3 to 9 if you are unsure Also remember to SAVE any changes Version 4 October 2011 Page 12 of 22 County Council The Setup View icon circled above enables you to make changes to the fields displayed and search parameters If you opt to set up your own queries the following will appear Diinbeink E enee Aran Adean open EEES N Ls Action Needed Field Ref Title Dm Community Issue Community Issue Community Issue Date Issue Raised InitiatedBy District Forum Area Admin area Councillor Involved Resp Officer How Issue Raised Brief Details Forum Area Community Issue Asc b OK Cancel Field names can be dragged and dropped in to the table view Drag a field away from the table if you do not need it This also allows sorting an ascending or descending order on any field When complete click OK and you will see the results In order to preserve the original query from the menu select Search Save As Save it with an appropriate name The output can be printed or saved as a separate document To print click on the print icon Any saved document will be in csv format for use in an Excel spreadsheet Select Search Export and an Export window will appear Ensure fields are separated by comma there is no text delimiter and tick the box alongside Put Field Names in first Record Click the box circled below alongside
12. field and the data required is outlined below e Title A meaningful title which you can later easily search for out of a list of issues A word or two to describe the issue and where it is is recommended For example Parking difficulties Kendal e ID Do not enter anything here it is automatically generated by the system Version 4 October 2011 Page 3 of 22 County Council e Date Issue Raised Defaults to the date and time logged on Can be changed by clicking the box to the right of the field selecting a date and clicking OK e Initiated By By whom select from the list e Forum Area Select from the list Multiple selection and area wide options are also available e Admin Area Select from the list you can use Districts Electoral Divisions or Wards and it allows multiple selections if the issue is cross boundary Although there is a Search For facility an anomaly means this does not always work here and you are best scrolling down the sub options e Councillor Involved If a councillor is involved in resolving or overseeing the issue select their name from the list which is arranged by alphabetical order of surname Several names can be selected if needed e Resp Officer The officer responsible for monitoring the issue This would normally be a member of staff from the Area Team select their name from the list again arranged by surname e How Issue Raised Select from the list e Brief Details A
13. into the habit of saving as you go along Select File Exit or click the X in the top right hand corner of the screen You will then be returned to the Citrix web interface screen as shown below Citrix Access Platform Windows Internet Explorer Ge ve E citrix File Edit View Favorites Tools Help Sar Favorites gdp Suggested Sites BI Free Hotmail EB Web Slic o Bo EJ welcome to the COC Intrane Citrix Access Platform X T ge Foge Safety Toos Ee CITRIX Web Interface EH Applications ac DE Welcome Citrix Applications Welcome to your personalized view of your Citrix applications The Applications box contains icons for the applications that you can use Click an icon to launch an Zem application Click Re fresh to view the latest applications Click Settings to change your LH settings Click a folder icon to display its contents If you have problems using an application please contact your help desk or system administrator for more information Reconnect Disconnect Message Center oO There are no existing applications available for reconnection e Click Log Off e You will see a message confirming that you have logged off A link is provided allowing you to log back in at a later stage e NB If you are not using the system you must exit Respond as not doing so may prevent other users accessing the system Version 4 October 2011 Page 22 of 22
14. may also attach a document if required for example to provide evidence to support resolving an issue Click on the Attachments sheet and you will see this fe en x Note Attachments Mew Ehange elete ddi VIEW OF Cancel Click New to attach a new document the other buttons are shaded but allow existing attachment s to be changed or deleted Full instructions for attaching files are given on page 7 Version 4 October 2011 Page 8 of 22 County Council To create a record of a telephone call click the icon and the following will appear New Telephone Call Callls To Bi IT Incoming Call Cancel x Under Call Is To you can either type a name or select from the list Click Incoming Call if they called you When you have clicked OK a screen identical to the one for notes appears in which you can add further details and attach documents In the same way as for notes the date of a telephone call defaults to the input date and cannot be changed so it needs to be input immediately When you have finished creating an issue remember to SAVE it Either select File Save or click the disk icon Letters Emails amp Other Documents These can be attached to notes as described above These can be saved in any of the usual formats e g Word and Excel in the folder you have created see page 6 Emails are to be saved as message format msg Versio
15. Financial Year Barrow Print i Ea Clo sed Iss Wes Current Financial ve ar arli sl ei Closed Issues Current Financial ear Copeland E Closed Issues Current Financial ear Eden F Closed Issues Current Financial ear South Lakeland E Community Issues Forum Area by Category Allerdale Delete Community Issues Forum Area by Category Barrow EE Community Issues Forum Area by Category Carlisle E Community Issues Forum Area by Category Copeland Community Issues Forum Area by Category Eden EE Community Issues Forum Area by Category South Lakeland E3 Open Issues Raised to Date Allerdale 2 Open Issues Raised to Date Barrow lt Open Issues Raised to Date Carlisle Open D escription Custom User defined reports GE aie Cance Zoom Print Pane L HAT DE Cammini best haomneenda Below the set of folders you will see various reports for each area There are three types of report available e Open Issues Raised to Date o A list of all issues recorded in that area which are still open o Includes age of issue in days and RAG rating o This is a useful report to view on a regular basis to monitor longstanding issues and identify any duplicates e Community Issues Forum Area by Category o A tabular report showing numbers of issues raised since the start of the current financial year in each forum area broken down by category o Row and column totals are also provided
16. Version 4 October 2011 Page 2 of 22 County Council Creating a New Issue Respond CenterPoint UAT CCC Community Issues ae x File Edit Insert Tools Window Help k en Ka FE oa KR al o Ris al El G Select new community issue icon which is shown circled above There are now 4 tabs at the top of the screen You are in the first tab which is the Community Issue section Section 1 Community Issue Respond CenterPoint UAT CCC Community Issues N ES l y x File Edit Insert Tools Window Help DONS as 2 aR Eales z Activity Receipt Date 23 06 2011 14 17 Closed D ate Ref Active ID Receipt Date 23 06 2011 14 17 Age 0 Days 0 Working Days Date Issue Raised 23 06 2011 14 17 Logged By 2370672011 14 17 InitiatedBy Last Modified By User District Closed Bu Forum area Owned Bu Adnan Townsend CCC Community a Admin area Councillor Involved Resp Officer How Issue Raised w Brief Details al Action Needed al Note the layout as shown above Yellow fields are mandatory and the circled area shows examples of fields where you can select from a list by clicking the buttons All lists have a Search For area in which you can type the first few characters of your desired option There is also some useful information that you cannot change such as the age of the issue who logged it when it was modified and who closed it An explanation of each
17. alston Gward 01 07 2011 09 52 04 townsenda 22 C 2165 10 Overnight Parking Carlisle Dalston amp Cummersdale Dalston Yard 29 06 2011 13 14 51 townsenda 29 Cl 2170 10 Speeding in Cummersdale Carlisle Dalston amp Curmmersdale Dalston Mard 29 06 2011 16 16 17 townsenda 24 C 2166 10 Weight Limit Request Carlisle Dalston amp Curmmersdale Dalston Vard 29 06 2011 13 23 44 townsenda Cl 2171 10 Overgrown Pavements Ab Carlisle Dalston amp Curmmersdale Dalston Yard 29 06 2011 16 34 49 townsenda 26 Cl 2168 10 Bus shelter Request Carlisle Dalston A Curmmersdale 29 06 2011 13 43 20 townsenda 27 Cl 2169 10 Parking in Dalston Carlisle Dalston A Curnmersdale Dalston Yard 24 06 2011 13 49 12 townsenda 26 CL2167 10 Caldew Cycle Path Carlisle Dalston amp Cummersdale Dalston ard 20 06 2011 13 34 00 townsenda 20 Cl 2176 10 Bus Stop Request Carlisle Longtown amp Bewcastle Longtown amp Rockcliffe Gard 30 06 2011 13 33 38 townsenda 20 C 2194 10 Overgrown Footpaths Carlisle Langtown amp Bewcastle Longtown amp Rockcliffe ard 30 06 2011 16 31 47 townsenda Mo 4 WS Test Query Le i gt i Draws L AutoShapes N a OOE l 22 8 a SA A zz Zag Ei Select all column A then from the menu toolbar select Data Text to Columns A wizard will appear There are three steps in which you need to do the following e Step 1 Ensure the data is Delimited e Step 2 The delimiter is a comma e Ste
18. days of the issue being raised e Theme The general theme for reporting purposes Select from the list e RAG Rating The latest issues guidance separate document explains the traffic light system In the drop down list there is an additional option for longstanding issues This section will need to be regularly updated if the issue is being referred to a different department organisation than previously or if the RAG rating changes Any changes here can also be reflected in the Actions Needed free text area explained in Section 1 When it has been agreed that the issue has been closed change the RAG rating to Green and follow the next step the closure process Section 3 Feedback Closure ie Respond CenterPoint UAT CCC Community Issues x File Edit Insert Tools Window Help Be eee ee eo ek Bae TE untitled Close Referral Process Feedback Closure Activity Receipt Date 13 04 2011 11 59 Closed Date Cl_Status a How progress reported I Reported to whom Report Back Date Date Closed RSR Version 4 October 2011 Page 5 of 22 County Council As well as recording the formal closure of the issue this section collects information on how the progress or resolution of the issue is relayed to the public for example via engagement events e Cl Status The status of the issue Le submitted referred followed up or closed Select from the list e How Progress Reported A br
19. en the Attachments tab click New select a file and confirm by clicking OK The file now appears in the list You can add further documents open the ones there already and delete any that are no longer needed Click OK to close the task window While you are still in the Activity section you can create new tasks notes and telephone call records These can be accessed by clicking one of the icons circled on the screen view on page 5 To create a task click the icon and the following will appear RM i i Task Types Ele Community Issue se CI im Follow Up Due F O 2m Report Back due Lead 3m Closure due Task Details Task dote Allocated To Adrian Townsend CCC Community Es Due Date 157 0472011 14 06 T Override Cancel Version 4 October 2011 Page 7 of 22 County Council Select Ad Hoc from the list on the left and type a brief description of the task It is automatically allocated to you but it is possible to allocate it to someone else by clicking on the button to the right and selecting a name Due date defaults to five days from the input date To change tick the Override box and select a date from the calendar To create a note click the icon and the following will appear SSS ti Created By Adrian Townsend Last Modified By This is a very basic version of the task facility simply enter a brief description in the Note sheet However you
20. er Request Carlisle Dalston amp Cummersdale 29 06 2011 13 43 20 townsenda Ei Cl 2169 10 Parking in Dalston Carlisle Dalston amp Cummersdale Dalston ard 29 06 2011 13 49 12 townsenda K Cl 2167 10 Caldew Cycle Path Carlisle Dalston amp Curnmersdale Dalston ba ad 2970672011 13 34 00 townsenda a Cl 21 76 10 Bus Stop Request Carlisle Longtown amp Dewcazle Longtown amp Rockcliffe Ward 30706 2011 13 33 38 townsenda J Cl 2194 10 Overgrown Footpaths Carlisle Longtown amp Bewcastle Longtown amp Rockclitfe Ward 3070672011 16 31 47 townsenda Cl 2196 10 Road Upgrades Longtown Carlisle Longtown amp Bewcastle Longtown amp Rockelifte Ward 30 06 2017 16 51 39 townsenda E Cl 2207 10 Move Speed Limit Sign Carlisle Longtown amp Beweastle Longtown amp Rockcliffe Ward 0170772011 10 48 16 townsenda E Cl 2259 10 Potholes Carlisle Longtown amp Dewcastle Longtown amp Riockcliffe ward 05 07 2011 12 00 45 townsenda K Cl 2249 10 Footpath Diversion Aobert Carlisle Morton Morton Mard O4 0F 42011 14 27 52 townsenda Fa Cl 2250 10 Morton School Site Carlisle Morton Morton Mard 4 07 2011 14 39 13 townsenda Cl 2251 10 Rain Water Flooding Road Carlisle DLona Urban Stanmis Urban Ia ad 05 07 2011 09 26 33 townsenda Cl 2253 10 Petition Carlisle Upperby Upperby Ad ard 0570772011 09 39 28 townsenda L Recorde l CCC Community lssues townsenda If you double click on any line that issue will be opened enabling it to be updated Inputting and amending
21. est 3 months Apr 11 Check that closure has been actioned Adrian Townsend CCC Community 13 H 02 04 2017 Cl 2159 10 Test 2months Apr 11 Check that date Report Back has been actioned Adnan Townsend CCC Community ta 15 04 2011 Cl 2156 10 Test Confirm that Follow Up has been actioned Adnan Townsend COC Community 20 04 2011 Cl 2161 10 Test Apr 11 Check that date refered rz completed S Townsend ISS REES B 3004 2011 CI 2158 10 Test 1 Month Apr11 Check that date Report Back has been actioned 02 05 2011 Cl 2159 10 Test 2 months Apr 11 Check that closure has been actioned Adrian Taine CCC Comar 18 YF 14 Taskisl UAT CCC Community Issues townsenda E You can access your diary either as part of the logging on process or by clicking the icon circled above The diary contains all triggers and tasks associated with community issues which are allocated to you All tasks in red type are overdue and must be actioned immediately those in black type are outstanding but within deadlines lt is possible to filter the list to concentrate on only overdue tasks or those which become due in a specified period Click the button alongside the Filter field and select your criteria To open a task double click on it This will allow you to make any changes You may find it easier to open the issue to which the task is associated To do this ensure the correct task is highlighted and click on the Open Community Issue
22. ge 15 of 22 County Council a Respond CenterPoint la x UAT CCC Community Issues File Edit Window Help ICC EES Seay Carer Conn OS Insert Tools Community Issue Referral Process Feedback Closure Activity Receipt Date 14 04 2071 12 35 Clozed Date Te Ret Active ID Receipt Date 14 04 2011 12 33 Age 0 Days 0 Working Days Date lesue Raised 147 0472011 12 33 _ Logged Du 140422017 12 33 E ae magie l se S i Insert Window Help Allocated To Adrian Townsend CCC Community ES Filter Due Within Next 20 Days Ge nt Rel mm Tei Allocated To Days Overdue H 04 11 2010 Cl 2150 10 Dog fouling Get someone around there with a shovel Adnan Townsend COC Community 161 H 0870172011 Cl 2760 10 Test 3 months Apr 11 Check that date referred is completed Adnan Townsend CCC Community 96 H 3170172011 Cl 2760 10 Test 3 months Apr 11 Confirm that Follow Up has been actioned Adnan Townsend CCC Community CH H 08 02 2011 Cl 2159 10 Test 2 months Apr 11 Check that date referred is completed Adrian Townsend CCC Community 65 DU 01 03 2011 Cl 2159 10 Test 2 months Apr 11 Hold a meeting with Highways Adnan Townsend CCC Community 44 H 02 03 2011 Cl 2160 10 Test 3 months Apr 11 Check that date Report Back has been actioned Adrian Townsend CCC Community 43 D 2303 2011 Cl 2156 10 Test Check that date referred rz completed Adnan Townsend COC Community GE EA 01 04 2011 ClI 2160 10 T
23. icon see below Eia Diary Edit Insert SACHER Window Help ISS R SC S all Allocated To Adrian Townsend CCC Community RW SETI Filter Mee Alarm ls Triggered Ei REES eee S located To BEER 7 o 90 2010 11 5 Cl 2151 10 Speeding vehicles in vilage Speed trap needed Adrian Townsend CCC D 04 11 2010 Cl 2150 10 Dog fouling Get someone around there with a shovel Adrian Townsend CCC H 08 01 2011 Cl 2160 10 Test 3 months Apr 11 Check that date referred it completed Adrian Townsend CCC 96 DU 31 01 2011 Cl 2160 10 Test 3 months Apr 11 Confirm that Follow Up has been Adrian Townsend CCC fa H 08 02 2011 Cl 2159 10 Test 2 months Apr 11 Check that date referred it completed Adrian Townsend CCC 65 pa 0103 2011 Cl 2159 10 Test 2 months Apr 11 Hold a meeting with Highways Adnan Townsend CCC 44 I 02 03 2011 Cl 2160 10 Test 3 months Apr 11 Check that date Report Back has been Adrian Townsend CCC 43 Version 4 October 2011 Page 16 of 22 ge 5 Ps o iE a 5 em mmm ns em P mm me D County Council This opens the issue and you can either update the task in the Activity sheet or return to the diary via selecting from the open windows icons at the bottom of the screen see below circled ee BG Sey Diary Remote wa Respond CenterPoint UAT OCC Community Issues Remote ra Start C DE EJ Microsoft E Inbox Micr ad Respond Ls fF Corporate
24. ief outline of how the outcome of this issue was fed back to interested parties and by what means e g an event meeting email etc e Reported to Whom Free text could be a name community group residents of a particular locality etc e Report Back Date Select the date that the issue should be has been reported back This should be within 2 months of the issue being raised e Date Closed Select the date that the issue has been closed Unless it has been identified as a longstanding issue this should be within 3 months of it being raised See page 15 for full instructions on closing an issue Section 4 Activity This section holds details on activities which support the issue and assist in its resolution It also holds triggers or reminders to undertake various stages namely referral follow up reporting back and closure You are also reminded of these in your diary see later Il Respond CenterPoint UAT CCC Community Issues la x File Edit Insert Tools Window Hg DW sar x mead S2 Se W Current 1 Community 1 Community Issue 2 Referral Process 3 Citizen Closure Activity creat 56 10 Tec Receipt Date 16 03 2011 12 55 Active Clo sed Date _ Created Date Task Note Allocated To Eee ce that Adrian 15 05 2011 60 ET 16 03 2011 Check that Adrian 14 06 2011 90 gog 16 03 2011 Check that Adrian 2303 2011 HJ 16 03 2011 Confirm that Adnan 15 04 2011
25. n 4 October 2011 Page 9 of 22 County Council Opening an Existing Issue There are two ways to do this the Open facility from which you can select from a table by title and details or the Search facility where there are queries set up to search by district with the opportunity to set your own parameters if required Open Click on the Open Community Issue icon circled below and you will see a table of all recorded issues There are several ways to select the one you need e Scroll down the table and double click the record you wish to open e If you know the first letter of the issue title click the appropriate letter on the alphabet below the table e Search in Title or Ref Use as a wildcard e g if you are searching for anything in the title relating to pot holes type pot hole in the title box e You can filter the list to show only your issues or those of a colleague Click the box alongside Owned By and select from the list of names E Respond CenterPoint CCC Community Issues T l z e x File Edit Insert Tools Window Help A ENH as Ka Rl a la E al o B amp M Ze Cun st Eer unity Jaa f Cose x E Public Toilets South Lakeland Central Lakes 29 06 2011 12 27 52 Cl 21 72 10 Culvert Grid Maintenance South Lakeland Central Lakes 2970672011 16 41 05 Green CI 2177 10 Speed Enforcement Lake South Lakeland Central Lakes 30706 2011
26. od D A dates to today D Cancel e Select the date field you wish to filter and the lower two boxes help you to define the range for example the whole period to date or between specified dates Click OK and your filtered list will be displayed Search Click on the binoculars icon as circled below and a search window will appear Respond CenterPoint CCC Community Issues l i al x ile Edt Insert Tools Window Help Ded Current Community lss mm g mm a la EE Aen E FE a Search Search Community Issue Window Help er S Ge Gi L i CES e eR D Record s E CCC Community lesues townsenda E The search function is broadly similar to a query function in an Access database where you can set your own search criteria Here there are searches already set up by district Go To open one select Search Open from the menu or click the icon The following window will appear Version 4 October 2011 Page 11 of 22 County Council i Searches m Activity Searches k g Aspect Searches IC Searches Ent beo Allerdale Search Barrow Search a Carlisle Search Copeland Search 4o Eden Search Ho 5 Lakeland Search ap Test Search oo Cost Searches a Organization Address Searches Fa Organization Category Searches Description Close a Double click one of the searches to open it will appear as a table thus la x
27. p 3 Check the format for each column Most would be general but ensure dates are formatted DMY Click Finish All data should now be in its correct columns Re save the spreadsheet as Microsoft Excel Workbook format When searching is complete select Search Close Version 4 October 2011 Page 14 of 22 County Council Closing an Issue First set the RAG Rating in the Referral Process section to Green then ensure all associated tasks reminders etc are closed This can be checked by looking in the Activity section Next go to the Feedback Closure section a Respond CenterPoint CCC Community Issues x File Edit Insert Tools Window Help Referral Process Feedback Closure Activity CI 2269 10 T Receipt Date 10 10 2011 14 29 Done ai ffe Closed Date 10 10 2011 14 30 Cl_Status CG How progress reported e KE E a Search For x e Reported to whom Report Back Date Si Options az Cancel Date Closed S SS 1 Submitted et SS 2 Heieed Clear 3 Follow Up EE i 4 Closed CCC Community lssues townsenda In the field Cl_ Status select option 4 then enter the date closed Finally click the icon circled above This tells the system that the status of the issue is to be changed i e closed A message will appear asking you to confirm click Yes If necessary the icon can be clicked again to change the issue back to Active Version 4 October 2011 Pa
28. re e Reference Date the date from which any calculations are taken Mostly this would be the date issues were raised e In Period Between select the time frame e g previous quarter between two dates e Filter click on this button and you can select filters on any field e g restrict the data to cover one district only e View click on this button to add columns to your report A full list of all fields will appear as shown below Version 4 October 2011 Page 20 of 22 SS Date Issue Raised m InitiatedBy District e Forum Area vee Admin area d a Councilor Involved oe Resp Officer 2 ee How lssue Raised CG gt e Brief Details S 7 Action Needed Field me al Card Community Issue Community Issue eg Tee i UK Cancel Simply drag and drop each field to where you would like it to appear on the report Note you can sort the data in any field e You may also show a count of records or perform simple calculations with your data e The General tab contains a facility to add titles and change the font Saving Reports To save a report you have just designed or amended click on the disk icon or if you wish to save it to a different name from the toolbar select Report Save As To save it in a different format to allow reporting or editing Respond allows reports to be saved as pdf rich text format or html From the toolbar select Report Export You will then see the follo
29. rlisle Brampton amp District Brampton haad 0170772011 10 39 56 townsenda E Cl 2232 10 Parking Spaces Carlisle Brampton amp District Brampton ard 04 07 2011 10 37 44 townsenda ES Cl 21 73 10 Parking Brampton Carlisle Brampton amp District Brampton Mw ard 29 06 2011 16 50 26 townsenda H Cl 2192 10 Speed Sign Dalston Carlisle Dalston amp Cummersdale Dalston Ward 30 06 2011 16 18 11 townsenda Cl 2190 10 Cycling on Aural Roads Carlisle Dalston amp Cummersdale Dalston Ward 30 06 2011 16 09 23 townsenda Cl 2188 10 Speeding Moorhouse amp Carlisle Dalston amp Curmersdale Dalston ba ad 30 06 2011 15 53 19 townsenda E Cl 2189 10 Grass Verge Damage Carlisle Dalston amp Curnmersdale Dalston Ward 30 06 2011 16 05 14 townsenda J Cl 2191 10 Wark on Durdar Crossroads Carlisle Dalston amp Curnmersdale Dalston Ward 30 06 2011 16 12 38 townsenda E Cl 2199 10 Parking Caldew and St Carlisle Dalston amp Curnmersdale Dalston ba ad 0170772011 09 52 04 townsenda Cl 2765 10 Overnight Parking Carlisle Dalston amp Curnmersdale Dalston ba ad 29 06 2011 13 14 31 townsenda B Cl 21 70 10 Speeding in Cummersdale Carlisle Dalston amp Curnmersdale Dalston ba ad 29 06 2011 16 16 17 townsenda 4 Cl 2166 10 Weight Limit Request Carlisle Dalston amp Cummersdale Dalston Ward 29 06 2011 13 23 44 townsenda 4 Cl 2171 10 Overgrown Pavements Ab Carlisle Dalston amp Cummersdale Dalston Ward 29 06 2011 16 34 49 townsenda E Cl 2168 10 Bus Shelt
30. wing ES Community Issue Custom Closed Issues Current Financial Year Allerdale x Select File To Export To Recent l m red L i ial Y ear Allerdale 2 Objectives amp Tasks 2010 11 Any filter applied Group by Community lesue Forum Area Desktop F Obiecti amp Tasks 2011 12 Date RAG How progress Reported Closed By Closed EE Issue Rating reported to Whom Date Performance amp Intelligence Raised Oo D Policy amp Partnerships Scrutiny My Documents er Mu Computer Ky Network File name z save as type Rich Text Format D gf Cancel E Version 4 October 2011 Page 21 of 22 County Council Select the file area in which to export the report you may wish to use the same folder that you were recommended to set up earlier see page 6 e The pdf format is best if you wish to save the report as it is and not make any changes to the layout e f you wish to edit the exported version save as rtf which can be opened in Word or csv which can be opened in Excel J There is an option to save as html but this is unlikely to be of any use unless it is to be published on a website When you have finished working on reports and wish to return to the main Respond system click the X in the top right hand corner of the screen Exiting Logging Off Ensure any new amended records and reports are saved In most instances you will be given reminders but it is advisable to get
Download Pdf Manuals
Related Search