RCIL - Community Bodies Process

Process Steps

1.1 Emails regarding RCIL CB will be forwarded from the CAJR email inbox to the SO1 who is on RCIL duty and copy in Team Leader.

SO1

2.1 Identify the type of request:

2.1.1 Advance notice – no immediate action to be taken

2.1.2 RCIL Update – documents to be added to RCIL CB number. (Go to step 2.2)

2.1.3 RCIL New Application – There will be no RCIL CB number shown in the email (go to step 2.6 before step 2.2, once documents are loaded).

2.2 Copy attachments from the email to your desktop folder temporarily.

2.3 Upload documents to RCIL CB number on BOPS.

2.3.1 Open BOPS, select ‘Update Existing RCIL’ then select ‘Access Service’. Enter CB number from the email, then select ‘Upload Document’.

2.3.2 Browse for the documents and once you find them in the desktop file, double click to upload them one at a time.

2.4 Quality Assure (QA) the documents. Once you are happy the documents you uploaded are now in list as ‘NEW’, the aim is to quality assure them and make them ‘ACTIVE’.

2.4.1 Select one of the new documents you have uploaded and select ‘QA’, the document will either appear on the right hand side of your screen, or open in a separate window.

2.4.2 You will need to decide on the document type (i.e. if a letter, choose document, if ministerial direction, select that, if a plan choose plan, etc.). Choose this from the drop down list.

2.4.3 Select the 'OK' button to make the document status change from 'New' to 'Active'.

2.4.4 Select ‘QA Complete’.

2.4.5 Follow above until all documents are QA’d.

2.5 To finalise the updates and QA of the documents:

2.5.1 Select ’next’, followed by ‘amend’.

2.5.2 Type in ‘seerad request’ in the amendment reason box and save. Close BOPS. This task will move onto RO2 odd jobs workdesk in BOPS.

2.5.3 Forward a copy of the email with attachments to RO2 odd jobs to let them know this needs authorised on BOPS.

2.6 RCIL new application.

2.6.1 Select ‘Record New RCIL – CB Entry’ then upload documents as usual from step 2.2.to step 2.4.

2.6.2 Update the relevant fields and gather this information from the CB application form. Select 'save', then note new CB number and forward to RO2 odd jobs.

RO2 Odd Jobs

3.1 Authorise CB application and inform Map Base Maintenance.

3.1.1 Open BOPS and there will be a task in your inbox. Select 'task' and then 'next task'.

3.1.2 Select the relevant documents and QA to make sure they have copied over OK. QA Complete.

3.1.3 Following instruction on email change status if necessary.

3.1.4 If there is a Date of Expiry or Date of Deletion to be entered use the calendar button to select this - do not type manually.

3.1.5 Once everything is QA’d and date and status updated if necessary, select 'SGRD' and an email will pop-up, select 'send'.

3.1.6 Your worktray should be empty now.

3.1.7 Forward the email with attachments to Map Base Maintenance to confirm everything has been updated.