DJJ Information

Resource (IRR) SystemUpdated 11-4-2015

Training Sections

Logging into the system

Preparing a new IRR

Reviewing an IRR

Submitting an IRR

IRR Reports

Log into the training/testing system from the following screen with your user name and

password.

The link to access this training/test system is: http://adminwebqt/IRRWebSite/Login.aspx

Once you have completed the training and submitted the user access form

and training confirmation form, you can access the production system using your desktop

icon below.

If you are logging in for the first time, use the same ID you use to log into your

computer and the default password provided to you by the IRR Administrator.

After you log in, you will see the screen below.

Enter a new password and repeat it to verify the password.

• Your password must

consist of letters and

numbers only!

• It must also be at least 8

characters long

• It must have at least 1

Upper Case letter

• It must have at least 1

Lower Case letter

• It must have at least 1

number

Enter the new password and click on the Login button.

DoeJJ

Home screen – to change default home screen, click on “Logged In User”

either My Approvals or My Requests. Your User Name, ID, Roles, & Circuits will

be displayed.

DoeJJ

JohnJane Doe

To prepare a new IRR, click on “New Request.”

From the IRR Type drop down, select/click on they type of IRR you are preparing.

After selecting the type, click the ”Create Request” button that will appears below

the IRR type once you make a selection.

If entering the IRR for someone else, click “Other” to have their information

populate the “From” box. This person must have completed and submitted an

IRR user account form with at least one role checked and all their applicable

circuits checked.

A Search box will be displayed to allow you to click on “Select” to pick your

requestor and populate the information in the “From” box.

• Complete all the required items with a * next to the field name in the first box.

• If Provider is “Yes,” a valid contract number must be entered and the contract

manager name field will populate automatically.

• Click the Add item button to add individual items to the IRR (there must be at

least one item.

• Attach all supporting documentation (the Quote must be one of the

attachments).

*Not completing a required item will

result in an error message and it will

stop the process of entering an IRR

until after corrections are made.

• When the “Add Item” button is selected, the screen below is displayed. All fields

with * are required fields.

• Most of this information can be taken directly from the quote.

• For Vendor, click the drop down and “Search” for your vendor by name within the IRR

system. If not found within the IRR system, click on “All Vendors” and “Search” by

vendor name to select from the whole set of Vendors from the nightly vendor extract

list. Click on your vendor from the list displayed and complete the remaining fields.

• Click the “Save” button to proceed to the next item or the remainder of the IRR.

• Repeat this process until all line items have been entered.

All Vendors

Item Save

• To add attachments select the “Attach” button from the main IRR screen. Use

the pop-up box below. The “Browse” button allows you to search to find the

location where the attachment was saved.

• At a minimum, the quote must be attached.

• The description can be entered by copying and pasting from a text based

document.

• When the information is complete, click “Upload” button.

Select the next step through the “Submit To Role” (as defined in your office/area IRR

process).

• Reviewer

• Submitter (submission by this role places the IRR in the technology review

process)

• Purchase Reviewer (DJJ Purchasing Office will review for compliance with

purchasing policy, procedure, rules, & law) – can only be added by the Preparer.

Once the role is selected, the dropdown will list those available to perform the role for

your circuit.

Select the person and if you are ready for the IRR to proceed, click “Submit” or if you

want to check/update the IRR first, click “Save” and make your edits and then click

“Submit.”Note: The Preparer cannot Submit their own IRR

to MIS. The Submitter must be a different person

than the Preparer.

If the Reviewer will also be the Submitter, the

Preparer can select the Submitter role for the

person to review & submit the IRR. This will avoid

the IRR coming back to the Preparer and then the

Preparer sending it to the person that just

reviewed the IRR so it can be submitted.

You can track the status of your submitted IRR by clicking on “In Progress,”

“Approved,” or “Not Approved” in the side bar menu.

• If you are set up as a reviewer and you are selected to be the

“Reviewer” for specific IRRs, you will see the IRRs to be

reviewed by clicking “Pending Approval” under “My Approvals.”

• Select “View” to begin your review.

• You will see the

information input by the

Preparer.

• You can click on “View” to

look at each of the

documents attached to the

IRR (Documents section).

• If your review is complete,

select your decision from

the “Select Decision” drop

down box and highlight one

of the following.

• The system selects the Preparer Role as the next step in the process.

• If you select “Approve” you will be asked to check/verify all 3 items in the

“Approval List” and enter your password.

• If you are ready for the Preparer to select the next Reviewer or Submitter,

click on the “Submit” button.

*Not completing a required

item will result in an error

message and it will stop the

process of entering an IRR

until after corrections are

made.

• If you do not want to approve the IRR, select one of the reasons from the “Select

Decision “ drop down list.

• If you select “Additional Information Required,” you will need to select one option

from the “Reason” drop down list (select the most appropriate option from the list

below) and justify your selection in the “Justification Comments” field.

• If you want the Preparer to send the IRR for purchasing review before you approve

it, you can make a note in the “Justification Comments” field.

• Enter your Password and click the “Submit” button.

• If you select “Not Approved,” you will need to select one option from the “Reason”

field drop down list (see list below) and justify your selection in the “Justification

Comments” field (see drop down list below).

• Enter your Password and click the “Submit” button.

*Not completing a required

item will result in an error

message and it will stop the

process of entering an IRR

until after corrections are

made.

NOTE: If “Not Approved”

is selected, the IRR

processing will be stopped

and it cannot be recalled

or updated. A new IRR will

need to be initiated.

• If you want another reviewer to approve the IRR before it is

submitted, specify “Additional Review” from the “Select Decision”

drop down list.

• The system will allow you to select from a list of users with the

“Review” role from within your Circuit.

• Enter your password and click the “Submit” button.

• If you are set up as a submitter and you are selected to be the “Submitter”

for specific IRRs, you will see the IRRs to be reviewed by clicking “Pending

Approval” under “My Approvals.”

• Select “View” to begin your review.

• You will see the

information input by the

Preparer.

• You can click on “View” to

look at each of the

documents attached to the

IRR (Documents section).

• If your review is complete,

select your decision from

the “Select Decision” drop

down box and highlight one

of the following.

• If you select “Approve” you will be asked to check/verify all 3 items in the

“Approval List” and enter your password.

• The system will select the “Submit To Role” based upon the item Type.

• The system will select the “Submit To” if there is only one option,

otherwise, the submitter will need to select the appropriate user from the

drop down list.

• If you are ready for the IRR to process through the technology review, click

on the “Submit” button.

• If you do not want to submit the IRR, select one of the reasons from the “Select

Decision “ drop down list.

• If you select “Additional Information Required,” you will need to select one

option from the “Reason” drop down list (select the most appropriate option

from the list below) and justify your selection in the “Justification Comments”

field.

• If want the Preparer to send the IRR for purchasing review before you approve

it, you can make a note in the “Justification Comments” field.

• Enter your Password and click the “Submit” button.

• If you do not want to approve the IRR, select “Not Approved” from the “Select

Decision “ drop down list.

• You will need to select one option from the “Reason” drop down list (select the

most appropriate option from the list below) and justify your selection in the

“Justification Comments” field.

• Enter your password and click the “Submit” button.

• The IRR will be returned to the Preparer who will take action as appropriate.

Access to reports can be accomplished through several paths.

• You can access reports from your Home page (“Home” button takes you there).

• If you click on any of the “My Request” or “My Approvals” sub menus (Pending, In

Progress, Approved, Not Approved, Pending Approval, or Returned), a list of IRRs

fitting that status will appear.

• Clicking on the “Report” link will generate a report after clicking “Open” in the

dialog box that appears at the bottom of the window (see sample below).

The resulting

“report” is the IRR

form with the Status

indicated in the top

right corner and the

signature blocks

completed for all

approvals to date.

Until the Status is

“Approved,” there

are still approval

steps to be

completed.

This fully “Approved”

IRR is the document

that you save and

attach to your MFMP

requisition.

Status

Signatures

Signatures

Other reports are available by clicking the “Report” button on your “Home” page.

The different reports are listed in the drop down list (see below).

• The IRR form is the document you need to save and attach to your MFMP requisition

(you specify either the IRR number or Request ID).

• The IRR History Report lists all the IRR activities (including dates/time actions taken)

associated with a specified IRR (by number or request ID).

• The IRR Created Report gives a listing of all created IRRs and associated information

using Circuit or Region filter, Program Area filter, Fiscal Year filter, and/or Start/End

Date filter.

If you select “PDF Report” or “Excel Report,” you will need to respond to the

Dialog box at the bottom of the page (see example below) before the report will

appear.

• The IRR Approved Report gives a listing of approved IRRs and associated information

using Circuit or Region filter, Program Area filter, Fiscal Year filter, and/or Start/End

Date filter.

• The IRR Status Report is basically the IRR Created Report with an added filter by

Status.

• The IRR Items Report has the same filters as the IRR Status Report with additional

filters for Item and IRR type. This report lists information about what is being

included on the IRR versus where it is in the approval process.

• The IRR Employee Details report uses Circuit or Region filters to show who is an IRR

system user, user information, and the user’s roles by circuit within the region.

If you select “PDF Report” or “Excel Report,” you will

need to respond to the Dialog box at the bottom of the

page (see example below) before the report will appear.