Getting Started

System Preface

It’s very easy to navigate this user manual. Sections are ordered the same as they appear on the OLS360 menu. For a general overview of activities and the dashboard, visit the next section: General. For any questions or troubleshooting, visit the sections at the end of the manual: Troubleshooting & FAQ. Navigating between sections is easy: use the Table of Contents, the links within the content, or search. Headings are ordered from the broad menu items, to processes, to the actions within those processes. Sections may seem similar to each other because the same actions can be completed across multiple processes.

Contents

This guide includes only user activities for the following: Assign Worker to Crew, Record Drills, Maintain Workers, Record A&D Collection, Record Unapproved Absence, Request Absence, Boots on the Ground, Record Sub-Contractor Ticket, Setup Competency Certifications, Report & Investigate Incidents, Safety Observations, Shared Tables, Scheduler, and Execute Tasks. For maintaining back-end work, see System Administration Manual. Navigation is easily done from the Table of Contents.

System Overview

OLS360 allows companies to centralize their documentation, schedule activities, set tasks, and complete phased processes. Activities, Tasks, and Workflows assigned to the user are easily accessed on the home page. Maintaining documentation is easily accessed through the OLS360 menu. This menu is split into five sections: Field Services Portal, HR Portal, Management Portal, Safety Portal, and Shared Tables.

Audience

This user manual contains a guide to all possible user processes. However, not all users will be able to access every component of the application. What a user can access depends on the administrative permissions they are given, or what group they belong to. See your system administrator if you require access to more features.

Scope

This user manual contains step-by-step instructions to complete actions within OLS360. Not all actions, information, and troubleshooting are covered by this guide. This manual does not cover administrative and setting instructions. For this information, see the System Administration Manual. This manual does not cover the integration or use of Power BI. This manual is not to be used as a company’s standard operating procedure as this manual only includes guidance for the OLS360 application, not company policies. This guide does not contain comprehensive diagnostic tools for all issues that might arise. If more troubleshooting is required, contact OLS360 directly.

General

System Requirements

The OLS360 application does not require any specialized software to be installed, only internet access. OLS360 can be accessed by entering this website into any browser: pimee360.azurewebsites.net

Embedded video

Or a button link to video

Set-up Guide

Log In

1.   Enter pimee360.azurewebsites.net into any browser.

2.   Enter your Microsoft account email. You can click Sign-in Options for other options. Your system administrator should let you know what email address is being used as a Microsoft login for OLS360. Click Next.

3.   Enter your account password, click Sign In.

4.   If the browser displays Stay signed in? prompt, decide and click Yes or No.

5.   You should be brought directly to your Dashboard. If you have two company accounts, follow Switch Between Companies steps 3 through 4.

Log Out

1. Click the orange Power Button in the lower-right on the Standard toolbar.

2.   Select which account you want to sign out of.

3.   Wait until the OLS360 app completes sign out before closing the browser window.

Switch Between Companies

If you belong to multiple companies that are using OLS360 and need to switch between them:

1.   Log out following Log Out steps 1 through 3.

2.   Log back in following Log In steps 1 through 4.

3.   In the Welcome to OLS360 window, select the company from the Available Tenants list.

4. Click Ok.

Activity vs. Workflow vs. Maintain

There are three types of records you may encounter within OLS360.

• Activities: Singular records that have different statuses (e.g., started, in review, reviewed, etc.). The majority of the records in OLS360 are set as Activities.
• Workflows: Similar to Activities, but have Phases in addition to Statuses. Phases can restrict or add information and users.
• Maintain: tables that include record information. The information contained in the tables is used in Activities and Workflows. These do not appear on your Dashboard.

Back Out of Records

When you are in a record and need to back out to a previous page, you can:

• Use the back button on your browser.
• Use the X in the upper-right corner.
• If you are in a Search grid and wish to return to the search click the Search button in the upper-right corner.

Easily Edit

When you want to edit or add to a record, you can:

• Select the menu in the upper right of the record and click Edit.
• Double-click on an editable field. (This works for both field boxes in the record as well as the Assigned to and Phase/Status in the grey box at beginning of the record.)
• If you don’t see the edit button you will need to Assign the record to yourself. Click on the Assign button and choose your name from the drop down menu.

Search

You can search the entire OLS360 app and all the records, information tables, and tasks from the search bar.

Simple Search

1.   Type your search term into the search bar.

2.   Click the Magnifying Glass icon on the right. (Pressing Enter on your keyboard will not activate the search.)

3.   In the Search window, select the record you are searching for by clicking Open. This will take you directly to the record.

4.   If you are having trouble finding the record in the list, you can filter by clicking the Filter icon. In the filter dropdown, select the correct filter term from the list and enter the term or name being searched. Click Filter. (To clear the filter and return to the full list, in the filter dropdown, click Clear.)

5.   If the search does not find anything related to your search term, the Search window will display ‘No Results Found’.

Filtered Search

1.   To search using filers, click the Down Arrow beside the magnifying glass icon in the search bar.

2.   In the search window, select the type of record to search from the Search in list.

3.   Once the first list has been chosen, the second list will update automatically to show options specific to that type. Choose the type of record from this list.

• Entity – Workers, Equipment, Customers, First Nations, Contacts, Vendors, Crews, Electronic Devices, Certificates.
• Activity – Change Crew, Management Visits, Record A&D Collection, Record Drill, Record Sub-Contractor Ticket, Safety Observations, Unapproved Absence
• Workflow – Incident Report and Investigation, Absence Requests, Competency Certification
• Task – Management Request, HR Request, Safety Request, Field Supervisor Request, Office Request, Other Request

4.   Enter your search into Keyword.

5.   Restrict search by Date if needed by using the calendar icons for from and to.

6.   Click Search, or Clear filters to search for a different record.

7.   In the Search window, select the record you are searching for by clicking Open. This will take you directly to the record.

Tip: It’s possible to do a simple filtered search using the list to the left of the search bar to filter the type (Entity, Activity, Workflow, or Task) before entering the search term and clicking the Magnifying Glass icon.

Record Naming

Each type of record has its own naming format, but all record names share the same organization. The record name starts with either the entity name (e.g. Worker, Equipment, Vendor) or the workflow abbreviation (e.g. Absence Request = AR), followed by the date in a Year, Month, Day format, and at the end is a unique ID number that differentiates records from each other.

Here’s how to tell what type a record is depending on its name:

ACTIVITIES

Name-DATE(YearMonthDay)-IDNumber

• Assign Worker to Crew
• A & D Collection
• Unapproved Absence

Equipment- DATE(YearMonthDay)-IDNumber

• Record Drills
• Boots on the Ground

Vendor- DATE(YearMonthDay)-IDNumber

• Record Sub-Contractor Ticket

WORKFLOWS

AR- DATE(YearMonthDay)-IDNumber

• Absence Request

CC- DATE(YearMonthDay)-IDNumber

• Setup Competency Certification

IRI/IRM- DATE(YearMonthDay)-IDNumber

• Report & Investigate Incidents

User Preferences

User preferences can be changed by clicking on the Profile icon in the bottom right.

There are 3 sections: User Information, Security and Preferences

Under User Information you can edit your name, email, phone and business division.

The Security tab allows you to change your password.

Under Preferences you can set Menu Style, Timezone, whether to show the Dashboard or not, preferred language and AI voice s

Menu styles

Preferences allows you to choose from one of three menu styles. Full Screen, Side Bar or Category.

Full Screen

Category

Side Bar

The Dashboard

1. OLS360 Menu

The three bars in the upper-left corner of the page, when clicked on, shows the full menu of available program options. Select the type of record to access from this menu. Clicking on the OLS360 menu will bring you back to the dashboard from anywhere within the app.

2. Search

You can search the entire OLS360 app from the search bar. You can either type what you’re searching for into the search bar and clicking the magnifying glass, or filtering the search by clicking the down arrow.

To search using filters, click the down arrow in the search bar to pull up the search window. In the search window, select the type of record to search: Entity, Activity, Workflow, or Task. Once one of these options has been selected, the second list will show options specific to that type. Type the keywords you are searching for, select dates if necessary, and then click Search.

3. Refresh

The refresh button allows you to refresh your dashboard whenever needed. It also displays the last time the page was refreshed. If there are tiles that you have cleared, but are still showing up, or if there should be new tiles assigned to you that aren’t showing up, clicking the refresh button will reset the tiles to their updated state.

4. Calendar

The calendar shows the current month with the current day outlined in a blue box. Any Activities or Workflows that are scheduled during the month will give the date a red appearance. To see the Activities or Workflows scheduled for that date, click the date, and then click the record you want. This will take you to the record to view or edit.

5. My Tasks

The My Tasks section shows all tasks assigned to you. To access your tasks, double click on the task to open it.

Understanding Task Tiles: The colors around the task tiles indicate their proximity to the due date. A red outline means the task is either due today or is overdue, an orange outline means the task is due within two days, and a grey outline means the task is due in 3 days or more.

The first title indicates the type of task (e.g. Procurement Request). The second line indicates what type of record the task is associated with (e.g. IRI-20220704-000997, which is an Incident Investigation). The date indicates the task due date. The status shows what step in the process the task is currently in: Green is In Progress, and White is To Do. The green box indicates the task is assigned to you and the blue box indicates the task priority.

To clear task tiles from your dashboard, open the task and either reassign it to another user, or complete the task by setting the status as Done.

To view more details about the task once you’ve opened it, click on the blue underlined Process (ie: Procurement Request)and you will be taken to the detail page.

6. My Activities

The My Activities section shows all activity records assigned to you. To see all activity tiles, you can scroll through using the scroll bar on the side of the section. To access the record, right-click on the tile and click Open.

Understanding Activity Tiles: The colors around the activity tiles indicate their proximity to the due date. A red outline means the activity record is overdue, an orange outline means the activity record should be completed within two days, and a grey outline means the activity is not due soon.

The first title indicates the type of record (e.g. Record A&D Collection). The second line indicates the equipment, worker, or vendor associated with the record (e.g. Abbie Goddard). The date icon indicates the date the record was recorded. The green status shows what the current record status is (e.g. Started, On Hold, Waiting for Review, etc.). The green box indicates the record is assigned to you and if the record is semi-private, the record will show a blue box indicating the record is semi-private.

To clear activity tiles from your dashboard, enter the record and either reassign it to another user, or complete the record by setting the status as Done, Reviewed, or Cancelled.

7. My Workflows

The My Workflows section shows all workflow records assigned to you. To see all workflow tiles, you can scroll through using the scroll bar on the side of the section. To access the record, right-click on the tile and click Open.

Understanding Workflow Tiles: The colors around the workflow tiles indicate their proximity to the due date. A red outline means the workflow record is overdue, an orange outline means the workflow record should be completed within two days, and a grey outline means the workflow is not due soon.

The first title indicates the type of record (e.g. Incident Report & Investigation). The second line indicates the record name (e.g. IRI-20220704-000997). The date icon indicates the date the record was recorded. The green status shows what the current record status is (e.g. Started, On Hold, Waiting for Review, etc.). The dark blue box indicates what phase the workflow is in (e.g. Phase: Incident Investigation). The green box indicates the record is assigned to you.

To clear workflow tiles from your dashboard, enter the record and either reassign it to another user, or complete the record by setting it to the final phase and setting the status as Done or Cancelled.

8. Home

The Standard toolbar appears on every page of the OLS360 app. Clicking on Home will bring you back to the dashboard from anywhere within the app.

9. Scheduler

The Standard toolbar appears on every page of the OLS360 app. Clicking on Scheduler will bring you to the scheduler page with the calendar.

10. Company

The Standard toolbar appears on every page of the OLS360 app. Clicking on Company will bring you to the company page with all the company details.

11. Profile icon

Clicking on the Profile Icon takes you to user preferences

12. Power Button

Clicking on the orange Power Button icon will log you out of the OLS360 app. Click the account you want to sign out of and wait for a moment while OLS signs you out of the OLS360 application.

13. OLS Logo

Clicking on the OLS logo will bring you to the OLS website. This makes it easy to contact OLS.

Toolbar

The Standard toolbar resides at the bottom of every page on OLS360 for easily accessible information. The OLS logo redirects to the OLS360 website. The orange power button logs you out of the OLS360 app.

Home

Clicking on Home will bring you to the Dashboard from anywhere within the app.

Scheduler

For a guide on how to use the scheduler, see the Scheduler section.

1. Export to PDF

Click Export to PDF to export a copy of the Scheduler. To change what is exported, use the View Changer (#4) as the export is a copy of your current View Pane (#6).

2. Date Selector

The date selector allows you to choose the dates you want to view.

 Click Today to be taken to the current date, or click the arrows to go forwards and backwards in the calendar. These can be used and displayed in any View Changer (#4) option.

Click the date(s) to show a calendar to choose the date from. Use the arrows on the calendar to move between months. Click the date you want to view. The current date is shown in blue at the bottom of the calendar. Click today’s date to be taken to the current date.

3. Search

The Search in the Schedular acts like a filter. Start typing in the name of the event you’re looking for and the search will remove any events in the View Pane (#6) that do not contain the search terms.

4. View Changer

You can change the View Pane (#6) by choosing what type of view you’d like to see in the View Changer.

Day will show a view of the day. Work Week will show Monday to Friday only. Week will show Sunday to Saturday. Month will show the entire month. Agenda will show an agenda view per week. You can choose the week to view using the Date Selector.

5. Scheduled Activity

The scheduled activity shows on the View Pane (#6) with the name of the activity, followed by the Entity name in brackets. The Circle Arrow icon indicates the event is repeating. If the Circle Arrow has a strikethrough, the even was previously part of a series but the single event has been edited. If there is no icon, it is a single event.

6. View Pane

The View Pane shows the selected calendar and scheduled events. You can change what is shown in the View Pane by using the View Changer (#4).

The red line across the View Pane indicates your current date and time. The yellow shading indicates the current date, and the grey shading indicates times outside business hours (8:00 am to 5:00 pm, Monday to Friday).

7. Full Day / Show Business Hours

On Day, Work Week, and Week views in View Changer (#4), there is the option to open the view to show hours outside business hours (8:00 am to 5:00 pm) by clicking Show Full Day. To restrict the view to only business hours, click Show business hours.

Company

The company page accessed through the Standard toolbar displays company information. The company information stored here is what will appear on the top of exported reports and in emails sent through the export feature.

To edit the company information, click Edit. The company logo can be updated by clicking Load Logo and selecting a file from the local computer. Once company information has been updated, click Update to save.

The Default Turnaround Time can be modified. The number of days entered affects the due date of Activities and Workflows, and will affect when the colors around Dashboard tiles change. The company page also displays Data Mart Subscription information and Data Mart Refresh Schedule. To change either of these, you must contact OLS directly.

Global Actions

Menu Bar

The menu bar can be found at the top of any record. The menu will provide a set of actions that can be completed on the selected record. To access the menu item click on it. Depending on the type of record selected, the menu options may be different. The full range of menu options include:

• Edit – makes the record editable. The user must save before being able to access the menu again.
• Add – adds a new record to the current section.
• Status – brings up the window to change the status of the current record, including on hold, completed with no editing capabilities, and deletion.
• Assign – changes who the record is assigned to and has editing capabilities.
• Task – adds a task relating to the record that can be set with a due date.
• Export – exports to pdf with export options and email capabilities.
• History – reviews the status change history and comments of a specific record.
• Compare – compares the current record with the previous five instances.
• Clone – duplicates the selected record into a new record.

Add

1.   On the chosen page click Add.

2.   On the New dialogue box, in the Entity list, select the relevant entity.

3.   Enter the date and time of the drill by either typing or using the calendar and clock icons.

4.   Click OK.

Edit

1.   On the chosen page, in the Select a record list, select the record to edit.

2.   Click Edit.

• The editing ability can also be opened by double-clicking on an editable field.

When editing is complete, the user must save any changes before leaving the page.

Cancelling

1. To cancel a record click Change Status, select Cancelled from the New Status drop down list. Add a comment if desired then click OK.

Assign

The purpose of assigning a record to a user is twofold. First, only the person assigned to the record can edit the record. Second, the record shows on the assigned user’s dashboard, so they know to complete the record.

1.   On the chosen page, in the Select a record list, select the record to be reassigned.

2.   Select the Menu button, click Assign.

• The other option is to double-click the user name listed under Assigned To.

3.   On the Assign Activity dialogue box, in the Assign To list, select the relevant user.

4.   Add any necessary comments, then click OK.

Add Task

1.   On the chosen page, in the Select a record list, select the record that requires a task.

2.   Select the Menu button, click Task.

3.   On the New Task dialogue box, in the New Task list, select the type of task: (the list of types will vary depending on what type of record you are on)

• Management Request – share task with Senior Management.
• HR Request – share task with Human Resources.
• Safety Request – share task with Safety Team.
• Other Request – share task with Office Administrators.

4.   In the Assigned To list, select the user the task should be assigned to.

5.   Enter the due date for the task by either typing or using the calendar icon.

6.   Select the task priority using the Priority list

7.   Add any necessary comments, then click OK.

Export

2.   On the top menu, click Export.

3.   Decide what sections to export in the Report Groups window.

• Initially, all report sections will be selected, but can be removed by clicking the X beside the section name or clicking Clear All to remove all sections.
• To add individual sections, click the Report Groups window for a comprehensive list.

4.   Select paper size–letter or legal–from the Paper Size list.

5.   Indicate if Attached Comments, Uploaded Images, or Task History should be included in the exported document by clicking the toggle button beside each option.

6.   To email the report, click the toggle button and add the email address in the box below. You can separate multiple addresses with a semi colon [ ; ]. Alternatively, you can click the TO: button and a list of company email addresses will come up. You can select multiple email addresses then click the X in the upper right corner to close the window.

7.   Click OK and the document will automatically begin downloading. If Email Report was selected, a Send Activity Report window will appear with details on the email to be sent.

Exported Reports:

Exported reports are organized in a similar manner to the record on the OLS360 app. The top of the record includes company information including the record number, record date, type of record, and current status or phase. The report then details everything entered in the record, following the same heading outlines. If signatures are in the record, the full signature will appear in blue on the report.

If any images or files are attached to comments in the record, they will appear on a separate page. The comment associated with the image will appear below the image. If status and/or phase are included, the history will appear in a table on its own page.

Clone

1.   On the chosen page, in the Select a record list, open the record you want to

clone.

2.   Select the Menu button, click Clone.

3.   In the Clone Activity window, select the date for the new record.

4.   Click OK.

Comments

All status and phases have a speech bubble icon that houses comments, but these comment icons are also available on certain fields on the record itself.

1.   Select the record to leave a comment on. Find the field that you want to leave a comment on (must have a speech bubble icon indicating comments are available,)

2.   Click the speech bubble icon.

3.   On the Comments for dialogue box, click Add new record.

4.   Type comments into the Description box.

5.   Click Update to save comments.

6.   New or additional comments can be added by clicking Add new record.

If there is already a comment available, the speech bubble icon will be solid blue instead of an outline.

Add Files to Status Comments:

1.   Follow previous Comment steps 1 through 5.

2.   To add a file to the comment, click Edit on the relevant comment, and then click Select File to choose from documents on the local computer.

3.   Choose a document to attach, click Open and wait for Done notification.

4.   Click Update to save the document to comment.

Add Picture to Status Comments:

1.   Follow previous Comment steps 1 through 5.

2.   To add a picture to the comment, click Camera.

3.   Take a picture by clicking Save.

Search Screens

Search screens are the way many records are accessed. In the search screen you can double click on any record to open it. You can also filter, group, show or hide columns, rearrange the column order and export the record list.

Filtering

To filter the records type into any search box. For example, in this screen if I want to see only records relating to PT51 I will filter the Equipment column. Some of the columns have a drop-down list to choose from when filtering. You can filter on as many columns as you need to. For example, the below list could be further filtered on Status and Priority. Filters can be cleared by clicking the crossed-out funnel icon beside the search box.

Sorting

You can sort by any column. Click on the 3 dots at the right side of a column and choose Sort Ascending or Sort Descending.

Select Columns

Click on the 3 dots at the right side of a column and choose Columns. Uncheck the box beside each column that you wish to hide. You can restore the columns at any time using the same procedure.

Advanced Filtering

Some columns have advanced filtering options. Date for example has options Is After [Date] AND IS Before [Date]. You could filter for records After May 31 AND Before July 1 to get only records created in June. The specific options available will vary depending on the type of data in the column.

 Grouping

At the top of the search screen is a section for grouping.

Drag the column header of any column to this bar to group by that column. Below we dragged the Equipment column header to the grouping area. The search screen records are now grouped by rig. Records can be grouped by more than one column. To remove a grouping click on the X beside the column header in the grouping area.

Ordering Columns

Column order can be rearranged by clicking the column header and dragging it left or right. Below we dragged the priority column. The tiny arrow at the top shows where the column will be placed when you release the mouse, in this case between the Status and Assigned To columns. OLS360 will remember the order you place columns in and display the same order the next time you use the search screen.