EIS Procedural Manual

Table of Contents

Slide Content Slide No.

Things to consider in using this guide. 4

About the system 5
Requirements to using the system 6
How to access and loginto the system 7
The EIS Transation Environment 8
How to add a Project Information 9
How to search a Project? 10
How to view and existing Project information? 11
How to add a Project Geo Information 12
How to update an Existing Project? 13
How to add a project activity 14
How to add a project major issue? 16
How to add a project EIARC Member? 18
How to add an application? 20
How to update and existing Application? 23
How to use the project Start-Stop Clock 24
How to stop or resume project clock? 25
How to view the start-stop clock table of the project? 27
How to update and track application document location? 28
How to update project status to Application with Recommendations? 29
How to update Application Status to Approved, Denied, Dropped? 30
How to Open and ECC Amendment? 31
How to Open an ECC Amendment Status? 32
Table of Contents

Slide Content Slide No.

How to Relieve or Cancel an ECC? 33

How to update Relief-Cancellation Application Status? 34
How to add Post ECC Information? 35
How to add Project Monitoring Information? 36
How to add MMT Members? 37
How to add MMT Audit Rating? 38
How to add a Complaint? 39
How to add a Monitoring/Evaluation? 40
How to add a Violation? 41

How to add a Reviewer to EIARC Expert Pool 42

How to add a comment to the Reviewer/EIARC Member? 43
How to add a Case Handler? 44
How to add an Official Holiday? 45
How to change user Password? 46
HOw to log out the system? 47
Things to consider in using this guide.

Blue fonts –instructions that the user should follow

Red fonts – requirements, rules, conditions and other necessary information
Black fonts – additional information
About the system

The system is divided into 5 modules: Under Scoping, Under Review, Decision
and Monitoring which corresponds to the stages of CNC/ECC Application to
Decision.

It provides facility to track project progress using its sub-modules: activities,

major issues, EIARC Members, Additional Info, Change location during the life
of CNC/ECC Application and MMT Members, Complaints, Monitoring and
Violation Modules for Post ECC Information.

System Tools gives the user ability to add Experts to EIARC Expert Pool,
Comments, Case Handler and official holiday that falls during business days.

The system allowed 2 distinct user roles: Case Handler and Supervisor
assigned to each region/office.
Requirements to using the system:

• The system utilizes the power of server-side processing, thus clients

should have sufficient internet connection and internet explorer browser

• Regions/Office should provide the EIS accounts Administrator unique

names/user id for Case Handlers and Supervisor. A default password is
issued by the EIS accounts Administrator.

• Project entered/assigned to case handler is viewable ONLY by the

same case handler, except for supervisor, during its application stage.
Projects under Post ECC, are shared by all case handlers.

•A newly entered project is automatically assigned to the user (case

handler). Additional case handlers can also be specified during this stage.

• Supervisor id and password should be provided during change of status of

ECC application.

• User can change password during logged-in state.

• For consistency, date value should follow the “mm/dd/yyyy” format.

How to access and log into the system?

The eis-online is accessible using the URL below. Open/Run the Internet
Explorer and type the string in the URL address bar.

http://58.71.14.169/internal

The system will display the default

page “login.aspx”.

Provide user id/name and password

and click the “log-in” button

Note: The system is compatible with Microsoft internet explorer browser.

The EIS Transaction Environment

Once the case handler account was successfully authenticated, the system will
display the main menu with default page “MyProject.aspx”. MyProject page
maintains the list of project under scoping and under review. The content page
will display the corresponding page upon selecting an item from the menu.

Main Menus Content Page

How to add a Project information?

The project information is divided into 5 groups: Title & Category, Project
Location, Proponent, Prepare & Case Handlers, and other information.

To add a new project information, from the main menu click “Add a New
Project” to open the “NewProject.aspx” page.

Provide the necessary information and click the “Post this Project” button
located at the lower portion of the page.

Things to consider:

1. The project should be under scoping.

2. For reference code, the user should provide the 13 alpha numeric
character including the “-”. The user should not include the keyword “ECC
or CNC”. The system will automatically append ECC/CNC during the
application stage.

3. Red asterisk “*” means the user needs to provide the field with value.
How to search a project?

There are cases when the user needs to directly search instead of manually
looking the project using the main menus. The system provided a string or
keyword search for project using the Reference Code, Project Title, Location,
and Proponent. The search module is located that upper left portion of the page
body.

Select the field where to search, type in the

keyword and click Search. The content page
will return the search result.
How to view an existing project information?

You can view the project/application information by selecting the reference

code from the list of projects at any main menus that returns the list of the
projects.

Select from the list of projects to open the “projectinfo.aspx” page

Things to consider:

1. Because menu is process driven, some projects is not visible from other
menus such as project under scoping is not visible in the list of projects
listed in the under review or post ecc information.

You can also view the uploaded Project Fact Sheet by clicking the project
title and location Map by clicking the project address from the list.
How to add a Project Geo Information?

Project Geo information is anchored with Project information page. The

user can add multiple geo information using the latitude and longitude data.

To add geo-information, refer to previous page to open the Project

Information Page.

At the middle portion of the page, locate and click the button “Add
Coordinates” to open the geo-information page shown below:

Provide the longitude

and latitude and click
“Post Coordinate”. The
new coordinates will
appear in the list.
How to update an existing project?

By default, when a new project information was sucessfully entered, the

new project is listed and shown under “Update an Existing Project” page.
This page lists all the projects under scoping.

To update an existing project, from the main menu click “Update and
Existing Project” to open the “ExistingProject.aspx” page.

Select from the list of projects by clicking the Reference Code to display the
Project Information. Click from the submenus to add activity, major issue,
and EIARC Member.

Things to consider:

1. The user should select first a project from list before clicking the
submenus.

You can also view the uploaded Project location Map by clicking the project
address from the list.
How to add a project activity?

You can add project activity from any stages of the project except during
Post ECC information which is viewable only.

Click from the main menus where the project possibly exist.
Select the project from the list by clicking the reference code
Click the “activities” from the submenus to open the “ProjectActivities.aspx”
page. You can open activity attachments by click any of the links below.

Click the “Add New Activity” button

How to add a project activity?

Provide fields with information

and click “Post this Activity”
button. Else click “Cancel” to
return to list of activities.

You can attach up to 3 related

images

Things to consider:

1. Use date format “dd/mm/yyyy”

2. Date Conducted field automatically detects latest date in activity table.

The user cannot enter date older than the dates exist in the activity table.
How to add a project major issue?

You can add project major issue from any stages of the project except
during Post ECC information which is viewable only.

Click from the main menus where the project possibly exist.
Select the project from the list by clicking the reference code
Click the “Major Issues” from the submenus to open the “MajorIssued.aspx”
page. You can view the attachment by clicking the link below

Click the “Add New Issue” button

How to add a project major issue?

Provide fields with information

and click “Post this Issue”
button. Else click “Cancel” to
return to list of major issues.
How to add a project EIARC Member?

You can add project reviewer from any stages of the project except during
Post ECC information which is viewable only.

Click from the main menus where the project possibly exist.
Select the project from the list by clicking the reference code
Click the “EIARC Members” from the submenus to open the
“ProjectReviewer.aspx” page.

Click the “Add a Reviewer” button

How to add a project major issue?

Provide fields with information

and click “Post to Reviewers”
button. Else click “Cancel” to
return to list of Reviewers.

Selecting a reviewer from

the dropdownlist will show
the field of expertise and
projects handled by the
reviewer

Things to consider:

1. If the reviewer is not found in the list, you need to add the reviewer using
the EIARC Expert Pool submenu from the System Tools. Refer to “How to
add a Reviewer to EIARC Expert Pool”
How to add an Application?

After the project under scoping, the case handler can update the project
status to “under review”. Project processing time (clock) will also start during
this stage until decision is made.

From the main menus, click “Add a New Application” to open the
“ExistingProject1.aspx” page showing the list of project under scoping –
candidates for change of status.

Select from the list of the projects by clicking the reference code
How to add an Application?

Provide necessary information including the user name and password.

Click “Post Changes to Status” button.

Things to consider:

1. You should attach

the corresponding
decision document.

2. Select your name

in the list if you need
to retain the project
under your account.
How to add an Application?

Provide necessary information including the user name and password.

Click “Post Changes to Status” button.

Things to consider:

1. You should attach

the corresponding
decision document.

2. Select your name

in the list if you need
to retain the project
under your account.

3. Application date
should be later or
equal to the latest
date in the activity
table
How to Update an Existing Application?

Projects specific to the case handler with status “under review” can be found
by clicking “Update an Existing Application” from the main menus.

Select from the list of the projects to add the following information

1. Activity 2. Major Issues

3. EIARC Members 4. Change location
5. Additional Information (Start-Stop Clock Mechanism)

On the list, the Total days active information of the project is shown. Total
days active includes only business days. Sunday, Saturdays and declared
holidays are not included in the calculation. Region/office should manual
enter holidays using the calendar submenu in the system tools.
After selecting a project, the project information is opened. You can now
click from the sub-menus under the “Update an Existing Application”
How to use the project start-stop clock?

Start-stop clock is use whenever there is an interruption during the process

that needs to stop or resume the counting of processing time (in days) such
as when additional information is required from the proponent.
To access the start-stop,
click the “Additional
Information” submenu from
“Update an Existing
Application”.
Provide the stop/start Date
and supervisor user id and
password and click “Post
Changes to Clock Table”

Things to consider:
1. Stop/Start on date
should be newer than
the Started/Stopped
On date
How to stop or resume project clock?

Start-stop clock is use whenever there is an interruption during the process

that needs to stop or resume the counting of processing time (in days) such
as when additional information is required from the proponent.
To access the start-stop,
click the “Additional
Information” submenu from
“Update an Existing
Application”.
Provide the stop/start Date
and supervisor user id and
password and click “Post
Changes to Clock Table”

Things to consider:
1. Stop/Start on date
should be newer than
the Started/Stopped
On date
How to stop or resume project clock?

Things to consider:

2. When the project/application is at stalled status, you cannot add

activity, major issues, EIARC Members, document location, and
update its status. The project clock should be started to activate the
project and allow inputs.
How to view the start-stop clock table of the project?

You can view the start-stop clock table of the project from project
information or when your using the “start-stop clock” a.k.a. “additional
information” Refer to previous slide to start or stop the project clock.

Screen from previous slide when “Show Project Clock” link is clicked. You
can toggle visibility by clicking the “Hide Project Clock” link. You can directly
open the project information page by clicking the reference code.

Screen from project information page shows the project clock with total
actual days active.
How to update and track application document location?

To update the location of the application, click “change location” submenu

from the “Update and Existing Application”

Select from the list and click

Update location.

This field shows the

previous location where
document was forwarded.

You can also view the last

document location from
project information page.

Things to consider:

1. Document location doesn’t maintain history, but only updates the last
location the document was forwarded.
How to update project status to Application with recommendations?

Application with recommendation is prerequisite to application decision.

1. From the main menus, click “Submit with Recommendations”
2. Select from the list for case handlers
3. Provide supervisor’s user name and password
4. Click “Post Changes to Status” button.
How to update Application Status to Approved, Denied, Dropped?

From the main menus, click “Application Decision”. The page will display the list
of projects with status “Review Completed with Recommendations”.

From the list, select the target project/application by clicking the reference code
to open the decision page.

Provide all fields w/ value

and click “Post Changes to
Status”

Things to consider:

1. Application falls
under “Approved” will
appear in the List of
Projects under “Post
ECC Information”.
Others are viewable
only by the supervisors.
How to open an ECC amendment?

For ECC amendment, you can add amendments to system for specific project
without limit but only 1 at a time until a decision for amendment is made.
Amendment Application has its own modules comprising the: Open Amendment
Application, Update Amendment Application, Amendment Application Decision.

To open an amendment, click

the “Open Amendment
Application” from main menus

Select from the list of the

projects to open the
amendment page.

Provide the necessary

information and click “Post
Changes to Status” button
How to update an ECC amendment Status?

To update an amendment status, from the main menus click “Amendment

Application Decision. This will return list of projects with pending amendment
application.
Select from the list by
clicking the reference
code to open the decision
page as shown at the
right.

An information is shown
at this level for
amendment.

Provide the necessary

information and click
“Post changes to status”

Amendment/s information can also be found in the project information page.

How to Relieve or Cancel an ECC?

To relieve or cancel an ECC, click “Open Relief-Cancel Application” from the

main menus to open the list of approved projects.

Select from the list by

clicking the reference
code to open the decision
page as shown at the
right.

Choose from the

checkbox if relief or
cancellation

Provide the necessary

information and click
“Post changes to status”
How to update Relief-Cancellation Application Status?

To update a relief-cancellation application status, from the main menus click

“Relief-Cancel Application Decision. This will return list of projects with pending
relief/cancellation application.
Select from the list by
clicking the reference
code to open the decision
page as shown at the
right.

An information is shown
at this level for relief.

Provide the necessary

information and click
“Post changes to status”
Things to consider:
1. Application other than “Approved” is viewable only by the supervisor
How to add Post ECC Information?

After an ECC is approved and issued to proponent, the case handler can add post
ECC Information that includes: Monitoring Team, Complaints,
Monitoring/Evaluation conducted, and Violations.

These information are accessible at the “Post-ECC Information” of the main

menus. To access this submenus, you need to Click the “Open Post ECC
Information” to display the list of projects with approved ECC.

Select from the list of project by clicking the

reference code to display the project monitoring
information.

Select from the submenus.

How to add Post ECC Information – Project Monitoring Information?

To add Project Monitoring Information, refer to the previous slide for instruction to
open the Project Monitoring Information. Click the “Add Project Monitoring Info”
button

Provide the necessary information and

click “Post this Information” button.

Things to consider:
1. There is only 1 Project Monitoring
Information per project. The “Add
Project Monitoring Info” button is not
visible when project monitoring
information exists.
How to add Post ECC Information – MMT Members?

Each project may have distinct MMT Members. To add MMT Members, Click the
“MMT Members” submenu from “Open Post ECC Information”.

Provide the necessary information and click “Add New Member”. The new
member will appear on the list below
How to add Post ECC Information – MMT Audit Rating?

To add MMT Audit Rating, refer to the previous slide for instruction to open the
Project Monitoring Information. Located at the lower portion is the MMT Audit
Rating.

Provide the rating, date, conducted by fields and click the “Post Rating” button.
How to add Post ECC Information – Complaints?

The complaints module includes action taken and related monitoring. To

access the complaints module, click the “Complaints” under “Open Post ECC
Information” menu. Click the “Add Complaint” button to open the complaint
page. To add action, click “Add New Action” button. To View the actions taken,
click the complaint code.
How to add Post ECC Information – Monitoring/Evaluation?

Monitoring/Evaluation is accessible from the submenus of the “Open Post ECC

Information” menu. Click “Add Monitoring/Evaluation” button.

If the monitoring is
related to complaint,
select the corresponding
complaint ID from the
list. The same will
appear in the complaint
page.

Provide the necessary

information and click
“Post this Monitoring”
button.
How to add Post ECC Information – Violation?

A violation always comes after a monitoring or an evaluation. The same can be

access from the “Open Post ECC Information” menu.

With violation module, you can add or resolve a violation, Add an issuance or
penalty related to violation and post payments using the corresponding buttons
as shown below

If checked, violation
is considered
resolved.
How to add a Reviewer to EIARC Expert Pool?

To add a Reviewer, click the “EIARC Expert Pool” from the “System Tools”
submenus to open list of reviewers. Click “Add New Expert” button

Clicking the name of the reviewer

will show the list of projects
handled.

Provide the necessary information

and click the “Post to reviewers”
button
How to add a comment to the Reviewer/EIARC Member?

To add a comment, click the “EIARC Comments” from the “System Tools”
submenus to open comment page as shown below.

Select from the list of reviewer, provide the necessary comment and click
“Post this comment”

All comments provided by the case handlers are visible only by the
supervisors.
How to add a Case Handler?

The case handler himself can add another case handler provided that the
supervisor name and password is entered and valid. From system tools, click
“Case Handlers”. Provide supervisor name and password and click “Add a case
handler” to open the case handler page.

Provide the case handler name and remarks and click “Post to Case Handlers”.
The new case handler will appear in the list as shown above.
How to add an official holiday?

To add an official non-working day other than Saturday and Sunday, click the
“Calendar” from the “System Tools” submenus to open calendar page as
shown below.

Provide the date, Remarks and click “Post to calendar”.

Each office should provide holidays and should not include Saturdays and
Sundays or holidays that fall on the said days. The system automatically
excludes Saturdays and Sundays during calculation.
How to change user password?

Changing user password is very easy using the “My account” module in the
submenus of the “System Tools”.

Provide your current password and your new password and click “Change
Password”

You should only change your password if you think that your previous
password is compromised or subject to such.

The password should contain not less than 7 alpha numeric characters.
How to log-out the EIS?

Thank you for using EIS-Online System

To completely logout, close the browser.