WATER SERVICES
REGULATORY PERFORMANCE
MEASUREMENT SYSTEM
WEBSITE (RPMS)
USER MANUAL
October 2009
RPM USER MANUAL
_
TABLE OF CONTENTS
TABLE OF CONTENTS ....................................................................................................................................................... 2
1.
SYSTEM OBJECTIVE ................................................................................................................................................ 3
2.
DATA INPUT & VERIFICATION ........................................................................................................................... 3
3.
HOW TO ACCESS THE RPMS WEBSITE ............................................................................................................. 4
4.
MAIN PAGE LAYOUT & MENU STRUCTURE ..................................................................................................... 9
5.
SECURITY & ACCESS CONTROL ........................................................................................................................ 11
5.1
SECURITY GROUPS: ........................................................................................................................................... 11
5.1.1
Head Office Administrator – National Access .......................................................................... 11
5.1.2
Regional Office Administrator/Co-coordinator – Provincial Access ................................ 11
5.1.3
WSA Administrator – WSA Specific .............................................................................................. 12
5.1.4
Public User ............................................................................................................................................ 12
6.
KPI DASHBOARD .................................................................................................................................................. 13
6.1
6.2
7.
VIEWING THE DETAILS FOR A KPIS COMPONENTS ......................................................................................... 15
VIEWING THE KPIS DETAILED CALCULATIONS ................................................................................................ 15
LOGIN & NAVIGATION – REGIONAL ADMINISTRATOR .......................................................................... 17
7.1
7.2
7.3
7.4
8.
REGULATORY ACTIONS PROCESS: HEAD OFFICE & REGIONAL ADMINISTRATOR ....................................... 17
HOW TO LOGIN AS AN REGIONAL ADMINISTRATOR ....................................................................................... 18
SELECTING A SPECIFIC WSA TO VIEW THE ASSOCIATED COMPLIANCE SUMMARY ....................................... 22
HOW TO VIEW SUMMARIZED COMPLIANCE & REGULATORY ACTION DATA .................................................. 24
HOW TO INITIATE A REGULATORY ACTION FOR A WSA ........................................................................ 25
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
9.
ACTIVATE A REGULATORY ACTION ON A SINGLE KPI ..................................................................................... 27
REGULATORY ACTIONS FOR MULTIPLE KPIS................................................................................................... 29
GENERATED E-MAILS AFTER SUBMITTING ACTIONS ....................................................................................... 30
UPDATING THE STATUS OF INITIATED ACTIONS (RAS) ................................................................................. 31
HOW TO CLOSE AN INITIATED REGULATORY ACTION (RAS) ....................................................................... 33
DISPLAYING ALL NON-COMPLYING KPIS ....................................................................................................... 34
HEAD OFFICE ADMINISTRATOR NAVIGATION ................................................................................................. 35
WSA ADMINISTRATOR NAVIGATION............................................................................................................... 35
LOGIN & NAVIGATION – WSA ADMINISTRATOR ...................................................................................... 36
9.1
9.2
9.3
9.4
9.5
HOW TO LOGIN AS AN WSA ADMINISTRATOR................................................................................................ 36
VIEWING THE DETAILS FOR A KPIS COMPONENTS ......................................................................................... 38
VIEWING THE KPIS DETAILED CALCULATIONS ................................................................................................ 39
UPDATING VALUES FOR KPIS 7, 8, 9, 10 & 11 ............................................................................................. 40
COMPILING AN ACTION PLAN FOR A KPI .......................................................................................................... 40
10.
REPORTS MENU ................................................................................................................................................. 47
11.
SUPPORT .............................................................................................................................................................. 47
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1.
SYSTEM OBJECTIVE
The objective of this User Manual is to provide a tool to both the DWEA Regional RPMS Coordinators and WSA Administrators that will assist them when conducting their administrative
responsibilities within the RPMS System.
2.
DATA INPUT & VERIFICATION
The main Data Source used to populate the RPMS database is the Water Services Integrated
Database (WS IDB).
However, due to the lack of data available for KPIs 7, 8,9,10 & 11, a data capturing facility
has been included within the RPMS system to allow WSA administrators to capture this
information.
Only a registered WSA Administrator will be permitted to capture this data and this
information will have a direct impact on the statistics displayed on the Dashboard.
The WSA Administrator will also have the functionality to capture KPI component level data
for KPIs 1, 2 and 6 and run the comparative calculator. However, this captured data will be
used to display comparative results and will NOT update the statistics as displayed on the
Dashboard. These comparative results will be displayed alongside the WSNIS results.

KPI 1
o

KPI 2
o

Access to Water Supply
Access to Sanitation
KPI 3
o
Wastewater Quality
If any new datasets are received, they first need to undergo a data verification and approval
process before being included as an additional dataset in the RPMS database. Any data
verification will be a joint effort between the DWA DBA and Data Custodian/s.
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3.
HOW TO ACCESS THE RPMS WEBSITE
The RPMS Website can either be accessed via the link to the Water Services Systems
Menu towards the bottom of the navigation links on the left of the DWEA Internet
Website (as indicated by the red arrow below):
Web Site Tip:
This site is best viewed at a screen resolution of 1024 x 768 (or higher)
Or via a similar link to the “Water Services Systems Menu” from the links under WATER
SERVICES in the green column on the right of DWEA’s INTRANET.
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Alternatively, the direct link below can be used:
http://intranet.dwaf.gov.za/dir_ws/RPMS/
Either of the two “Water Services Systems Menu” links on either the Internet or Intranet
Home page will bring you to the list of links to all of the Water Services Systems on both the
Internet and Intranet. (See next page).
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The RPMS Website can also be accessed from the link on the WSNIS website or the below
link can be used:
http://www.dwaf.gov.za/dir_ws/RPMS/
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After activating the RPMS link the homepage of the RPMS Website will be displayed:
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4.
MAIN PAGE LAYOUT & MENU STRUCTURE
The screen below will be displayed when the RPMS System is accessed:
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Please note, due to the sensitivity of the information contained in the system, the user
wishing to access the site will be requested to login with a valid Username & Password
before proceeding. The administrator can either log in from the main screen by selecting the
login Icon.
Alternatively, if the user attempts to access any restricted sections of the website, the login
screen will be displayed.
The screen following the Login will change depending on the type of user accessing the
website.
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5.
SECURITY & ACCESS CONTROL
The original user requirement document identified the need for restricted access to be
incorporated into the system.
It will therefore be necessary to identify the specific role
players (actual persons) and their security classification.
The security will be implemented using an “unforced” login model. This simply implies that
anybody can browse the unrestricted areas of the system, but to gain access to secure areas
such as:



Data Results
Compliance Calculations
Regulatory Action Activities (Capturing of Component Values)
A user must log in with a valid Username & Password. These restricted areas must therefore
be clearly defined and profiled against the security groups.
5.1
Security Groups:
Note: The below responsibilities are discussed in more detail later in the document.
5.1.1 Head Office Administrator – National Access
The responsibilities of this user would include:






KPI Maintenance
Monitoring Regulatory Actions
Responding to outstanding Regulatory Actions
Inserting Comments on Regulatory Actions
Closing Regulatory Actions
Access to Reports – National Level
5.1.2 Regional Office Administrator/Co-coordinator – Provincial Access
The Regional Administrator will have access to VIEW all other Provinces data, but full access
(Add, Edit, Delete) to his own Provincial data.
The responsibilities of this user would include:






Monitoring Provincial Regulatory Actions
Initiating Regulatory Action procedures
Inserting Comments on Regulatory Actions
Closing Regulatory Actions
Updating KPIs 7, 8, 9, 10 & 11 with component level values (Dashboard Updates)
Inserting component level values for KPIs 1,2 & 6 (Non Dashboard Updates)
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5.1.3
WSA Administrator – WSA Specific
The WSA Administrator will have access to VIEW all other WSA’s data, but partial access
(Add, Edit) to his own WSA data.
The responsibilities of this user would include:
 Monitoring KPI Compliance Results
 Responding to Non-Compliance Requests
 Inserting Regulatory Action Comments
 Updating KPIs 7, 8, 9, 10 & 11 with component level values (Dashboard Updates)
 Inserting component level values for KPIs 1,2 & 6 (Non Dashboard Updates)
 Compiling and managing Action Plans
5.1.4
Public User
The Public User will be the lowest user level and requires no login.
The Public User may view the Compliance Summaries on a National, Provincial and WSA
level including the calculation details per KPI.
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6.
KPI DASHBOARD
The KPI Dashboard shows the achieved KPI Compliance Score together with an indication of
Compliance or Non-compliance for the WSA, as well as a rating of the Performance
Assessment. The Trend of the KPI Score will also be displayed (as soon as enough historical
data is available).
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The Green/Red display of the Compliance Icons is more prominent. The background of the
cell has been colour-coded according to the compliance level. If no data is available, a noncomplying Icon will be displayed on a “gray” background.
The background of the Performance Assessment cell has been colour-coded according to the
performance level. If no data is available,
will be displayed on a “gray”
background.
The Trend of KPI will be displayed as soon as enough historical data is available. The Trend
of KPI Score’s background has been colour-coded according to the trend of the KPI over
time.
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6.1
Viewing the Details for a KPIs components
The logged in user can select the KPI hyperlink to view the associated Indicator Components
for the selected KPI. See the example below:
6.2
Viewing the KPIs detailed calculations
The calculation details used to measure the level of compliance are available on a KPI
component level. See the example below:
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See the example below of the KPIs Detailed Calculations:
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7.
7.1
LOGIN & NAVIGATION – REGIONAL ADMINISTRATOR
Regulatory Actions Process: Head Office & Regional Administrator
If a non-compliance (negative)
result is displayed for a KPI, the associated Regulatory
Actions process must be initiated. A non-compliance result will be triggered for all
compliance failures but it will be the Regional Administrators and/or Head Office
Administrators responsibility to activate (initiate) these Regulatory Actions. Please note,
many of the KPI’s have unique Regulatory Actions processes that need be initiated when a
non-compliance result is triggered.
Regulatory Actions Level 1 (Proposed REGULATORY ACTIONS MENU)
1.
2.
3.
4.
5.
6.
7.
Information/Notification. [Opened On]
Received (By WSA) – YES/NO
Receipt Date (System generated date)
Followed Up (with WSA) – YES/NO
Followed up on (with WSA) (System generated date)
Expected Response from WSA (System generated date)
Regional Office must follow up in predefined period.
Comments can be entered at each of the above levels.
The system will therefore track the STATUS of the initiated Action based on information
submitted by the Regional Administrator.
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7.2
How to Login as an Regional Administrator
When a Regional Administrator accesses the website, this administrator must login with the
registered Username & Password as indicated below.
Select the Login Icon below and enter the registered Username & Password in the fields
provided. Select the
button to proceed.
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A successful login will display the Provincial Profile for the relevant Province:
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To view a complete list of WSAs within the respective province with the Status of all
Regulatory Actions, select the
option on the KPI Compliance
Summary screen.
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A Provincial Perspective will display the
for all the WSAs in
the respective province as indicated below:
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7.3
Selecting a specific WSA to view the associated Compliance Summary
All the WSAs contained in the list are hyperlinked. Locate and select the desired WSA to
view the KPI Compliance Summary.
Other options available on the above RA Menu:

WSA Regulatory Actions Menu

View WSA List with Initiated Regulatory Actions

View Summarized Compliance & Regulatory Action Data
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After selecting a specific WSA the following screen will be displayed where the Regional
Administrator can perform/monitor the following actions:



Status Overview of all Regulatory Actions (RA) for all KPIs.
Select a KPI to initiate or update a RA
Initiate RA for all non-complying KPIs
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7.4
How to view Summarized Compliance & Regulatory Action Data
Click on the [View summarized Compliance & Regulatory Action data] hyperlink to view the
selected data.
After selecting the [View summarized Compliance & Regulatory Action data] hyperlink, the
following screen will be displayed where the Regional Administrator can view the following
data:
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8.
HOW TO INITIATE A REGULATORY ACTION FOR A WSA
Select the WSA from the Provincial List provided, select the relevant KPI.
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A list of all eleven KPIs for the selected WSA will be displayed. Select the relevant KPI. A
screen displaying the following type of information for the selected WSA will be displayed:
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8.1
Activate a Regulatory Action on a single KPI – Regional Administrator Duty
Select the desired KPI hyperlink from the screen below:
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Complete the required information on the below screen and select the
option. The action will be registered and the required e-mails sent to the Regional
Administrator and the respective WSA.
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8.2
Regulatory Actions for multiple KPIs
Select the [Submit Regulatory Actions for ALL KPI’s] option to view the screen below,
complete the required information and select the
option. The action will be
registered and the required e-mails sent to the Regional Administrator and the respective
WSA. Please note, if 6 of the KPIs are selected by using the
[Activate] option, then 6
e-mails will be sent to the WSA.
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8.3
Generated E-mails after submitting Actions
The e-mail below will be distributed after the RA has been initiated and submitted to both
the Regional/Head Office Administrator as well as the respective WSA.
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8.4
Updating the Status of initiated Actions (RAs)
After updating the below status fields the necessary e-mails will once again be distributed
and the Compliance Menu automatically updated.
When the RA is initiated the system automatically generates an
date for the RA.
The Regional Administrator is responsible for contacting the WSA to confirm that the
received the e-mail notifying them of the RA.
Once this has been done, the Regional
Administrator will then update the below status indicating the
option from the list provided.
The system updates the
actual date and automatically calculates the
by selecting the
with the
date based on the
predefined KPI criteria.
The Regional Administrator also has the responsibility of Following-Up the RA with the WSA
before the date of expected response.
As soon as the follow-up has been done, the
Regional Administrator must update the status by selecting the
provided. The system will automatically update the
option from the list
field with the date
on which the status was changed.
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Each time a status is updated the Regional Administrator may enter Comments in the
Additional Notes field. These notes will also be included in the e-mail that is distributed to
the WSA as soon as the action is submitted.
Once the WSA Administrator receives the e-mail, he will be permitted to access and login to
the system. He will however only be permitted to add Comments to the initiated RA.
The display of the Regulatory Action Menu will automatically update based on the changes of
Statuses for a RA.
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8.5
How to CLOSE an initiated Regulatory Action (RAs)
An initiated RA can only be CLOSED by either a Head Office or Regional Administrator.
Access the relevant RA that can be closed. Select the
lookup.
option form the Status
Please note that it is compulsory for the Administrator to enter relevant comments in the
[Response] field before submitting the Closed Action.

After changing the Status and capturing Response comments, proceed to select
the
option. The necessary e-mails will be sent to the WSA
indicating that this RA has officially been CLOSED.
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8.6
Displaying all Non-Complying KPIs
Click on the [View summarized Compliance & Regulatory Action data] hyperlink to view the
selected data.
After selecting the [View summarized Compliance & Regulatory Action data] hyperlink, the
following screen will be displayed. Select [WSA’s not Complying] to display the NonComplying KPIs for a selected WSA.
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After selecting the [WSA’s not Complying] hyperlink, the following screen will display the
Non-Complying KPIs for a selected WSA.
8.7
Head Office Administrator Navigation
The same functionality/navigation applies as highlighted in the above Regional Administrator
Navigation with the exception that the Head Office Administrator will have National Full
Access (Add, Edit, Delete) to all WSAs.
8.8
WSA Administrator Navigation – (See Section 9 for more detail)
The WSA Administrator will be permitted to access and view the Regulatory Actions for only
his WSA.





The WSA Administrator may only add and update Comments for his WSA against
the Regulatory Action that was initiated by the DWAF Regional Administrator.
The WSA Administrator will be permitted to capture values for KPIs 7-11. These
captured values will update the statistics on the Dashboard.
The WSA Administrator will not be permitted to alter the Action Status/Dates of
the initiated Regulatory Actions.
The WSA Administrator will not be permitted to [CLOSE] a Regulatory Action.
Only the WSA Administrator will be permitted to open and compile an ACTION
PLAN. These actions include registering Milestones for the Action Plan.
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9.
9.1
LOGIN & NAVIGATION – WSA ADMINISTRATOR
How to Login as an WSA Administrator
When a WSA Administrator accesses the website, this administrator must login with the
registered Username & Password as indicated below.
Select the below Login Icon, and enter the registered Username & Password in the fields
provided. Select the
button to proceed.
A successful login will display the WSA Dashboard Profile for the relevant WSA.
When a user accesses the website, the Compliance Calculator will retrieve the calculated KPI
Score and display the results per KPI on the KPI Dashboard.
This KPI Dashboard therefore provides the user with a summary view of the KPI’s together
with the measurement results.
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The green/red display of the Compliance Icons is more prominent. The background of the
cell has been colour coded according to the compliance level. If no data is available, a noncomplying Icon will be displayed on a “gray” background.
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The background of the Performance Assessment cell has been colour-coded according to the
performance level. If no data is available,
will be displayed on a “gray”
background.
The Trend of KPI will be displayed as soon as enough historical data is available. The Trend
of KPI Score’s background has been colour-coded according to the trend of the KPI over
time.
9.2
Viewing the Details for a KPIs components
The logged in user can select the KPI hyperlink to view the associated Indicator Components
for the selected KPI. See the example below:
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9.2
Viewing the KPIs detailed calculations
The calculation details used to measure the level of compliance are available on a KPI
component level. See the example below:
Administrators will be permitted to make changes to the values for KPIs 7, 8, 9, 10 & 11.
These new values will affect the displayed results on the Dashboard. These Administrators
will also be permitted to make changes to the values on KPIs 1, 2 & 6. However, these
changes will have no effect on the dashboard results.
No changes can however be made to existing weights or formulas.
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9.4
Updating values for KPIs 7, 8, 9, 10 & 11
Due to the lack of data available of KPIs 7, 8, 9, 10 & 11, data capturing functionality has
been included within the RPM system to allow WSA administrators to capture KPI
Component level information.

KPI 7
o

KPI 8
o

Financial Performance
KPI 10
o

Institutional Effectiveness
KPI 9
o

Customer Service Standards
Strategic Asset Management
KPI 11
o Water Use Efficiency
The WSA Administrator will be required to capture Metadata/Data Source associated with
the KPI Component value that is entered. [Metadata is a description of the source of data
– where the data comes from].
Each time a value is entered/updated for a component and the record saved, the compliance
calculator automatically runs and re-calculates the results.
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This information captured will have a direct impact on the statistics displayed on the WSA
Dashboard. In order to differentiate between results generated from data out of the WSNIS
and data as captured by the WSA, the display of KPIs 7, 8, 9, 10 & 11 will differ from the
remaining KPIs by means of colour coding the background of the affected KPIs.
NOTE:
The data as captured by WSA Administrators for KPIS: 7, 8, 9, 10 &11 will be rolled up and
will therefore influence the statistics as displayed on both the Provincial and National
Dashboards.
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9.5
Compiling an ACTION PLAN for a KPI
Select the
option from the KPI Dashboard screen.
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Select the relevant KPI for which to compile an Action Plan. Please note, one Action Plan per
KPI. Click on the relevant icon in the Action Plan Status column to either initiate a new
Action Plan or update an existing one.
ACTION PLAN ICONS
To initiate a new Action Plan, click on the
icon alongside the relevant KPI. The Action
Plan Details screen below will be displayed. Complete the Action Plan Details as requested.
Click on the
button.
After Saving the Action Plan, the WSA Administrator will be permitted to enter one or more
Milestones for the Action Plan.
Step 1: Complete the Action Plan Details and [Save Action Plan]
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Step 2: Complete the Milestone information for the Action Plan and [Save
Milestone]
Enter the Milestone details in the space provided and click on the
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10.
REPORTS MENU
The logged in user can either select the
hyperlink to view a list of available
reports in the RPMS System or by clicking on [Reports] under [Quick Links] on the Left
Navigation Pane.
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Click on a hyperlink to view a selected report:
For an example, below is the Compliance Trend Summary Report on National Level. Choose
a different Level to view the report for the selected WSA’s.
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11.
SUPPORT
Should you require any further assistance or have queries relating to the business practices
of the RPMS system, please contact:
Sizani Moshidi
CDE: Financial Analyst
Directorate: Water Services Regulation
Tel: (012) 336 6614
Fax: (012) 336 6679
Cell: 082 803 2953
E-mail: vdh@dwaf.gov.za / moshidis@dwaf.gov.za
If you require assistance with the functionality of the RPMS website, please contact:
Cheryl Schulz
Directorate: Water Services: Planning & Information
Tel: (012) 336 8039
Cell: 082 461 2607
E-mail: asn@dwaf.gov.za
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