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ISIS Service Request

Subcontractor How to Guide


ISIS Development and Support Office
2014

COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.


ALCATEL-LUCENT CONFIDENTIAL SOLELY FOR AUTHORIZED PERSONS HAVING A NEED TO KNOW PROPRIETARY USE PURSUANT TO COMPANY INSTRUCTION
Table of Content
Subcontractor Offline Mode
Work Orders
- Receive WO form ISIS
- Acknowledge WO
- Download WO Attachments
- Report WO Status When Done
BoQ (Bill of Quantity)
- Request BoQ Template
- Create BoQ Template
As Built Template
- Request As-Built Template
- Create As-Built Template

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Subcontractor Offline Mode

ISIS service request process may include direct transactions with different
suppliers/subcontractors
Subcontractors should have any type of two ways transactions between them and
the tool stakeholders (the services delivery team) to facilitate their work
Subcontractors are able to interact with ISIS system through external approach
that does not need any extra configurations or internal access, this interaction
type is done via ISIS offline mode
ISIS offline mode is a set of procedures to be followed in order for the
subcontractor to send updates to ISIS via email (only emails validated by ISIS)
The updates sent by the subcontractor reflect directly on the corresponding
entity (WO) in ISIS
Upload results are sent by ISIS to the subcontractor within the interaction
process to inform this subcontractor about the upload process result (Success or
Failure)

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Work Orders

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Receive WO form ISIS

The subcontractor receives a work order that is sent by the service delivery team
in ALU through ISIS, the email includes the basic information and attachments.
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Acknowledge WO

1. You can confirm accepting


the WO from the link
embedded in the WO email.

2. Once you click the URL in


the email you can send the
reply and the tool will be
automatically updated.

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Acknowledge WO
WO acknowledged by subcontractor
1. Acknowledgment result
is sent to you
(subcontractor).

2. Subcontractor
acknowledgment is sent
to the WO sender.

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Download WO Attachments

The work order attachments are one file including the work order details form
and another file usually in excel format for progress and milestones reporting.
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Download WO Attachments
WO document (1/3)

Work order sent from ISIS to Subcontractor

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Download WO Attachments
WO document (2/3)

Work order sent from ISIS to Subcontractor

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Download WO Attachments
WO document (3/3)

Work order sent from ISIS to Subcontractor

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Download WO Attachments
Milestones document

Update the Actual Dates


and Status

The other file in the WO attachments should be used by the subcontractor to


update the milestones for the services/activities that are requested to be done.
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Report WO Status
Upload milestones file fill in the file

Milestone Actual Date Column Milestone Status Column Result Once you upload the milestones file
Valid date inserted Done status selected Milestone updated successfully (Done) into the tool, you will receive a result file;
Invalid/No date inserted Done status selected Milestone update fails you are strongly recommended to
Valid date inserted Pending status selected Milestone updated successfully (Pending) & review the status in this file (the upload
Date is not considered in pending status result will reflect the milestone
Invalid/No date inserted Pending status selected Milestone updated successfully (Pending) & current status in ISIS database).
Date is not considered in pending status
You can use the upload result file to
Valid date inserted N/A status selected Milestone updated successfully (N/A) & Date
is not considered in N/A status
update and upload the file again with
updated milestones status.
Invalid/No date inserted N/A status selected Milestone updated successfully (N/A) &
Date is not considered in N/A status In case any status is updated from
Done to any other status (e.g. from
Done to Pending) the date of the done
will be cleared etc.

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Report WO Status
Upload milestones file upload the file to the tool

To upload the milestones updates to the tool, follow the link embedded in the WO
email. Follow the instructions in the WO email.
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Report WO Status
Upload milestones file upload the file to the tool

Attach the updated milestones file to the email. Do not change the email subject.

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Report WO Status
Get upload result - under processing

Once you send the email including the file you want to upload (milestones status
and dates), you should receive an automatic status notification.
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Report WO Status
Get upload result result file

Shortly after you send the milestones you will receive the upload result and the
upload file that shows if there are any errors or not.
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Report WO Status
Get upload result view result file

Open the file you have received in the upload result confirmation email and check
the result to ensure that your uploads are completed successfully.
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Report WO Status
Get upload result completed

The last notification informs you that your request is closed. Note: this email just
indicates the transaction closure.
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BoQ (Bill of Quantity)

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Request BoQ Template

BoQ Request enables creating a bill of quantity (BoQ) request. The created BoQ
request will be displayed automatically in the system.
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Request BoQ Template
How to Request the Template sending request

To request the BoQ template form ISIS, open your email Your email needs to be
defined/authorized in ISIS database first. After you open your email, send an
email with the following information:
To: service.request@alcatel-lucent.com
Subject: [BoQ_Template] Request Template

Once you click Send, the system will reply with three notifications (under
processing, result, closed).
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Request BoQ Template
How to Request the Template - notifications (processing)

Once you send the email, you should receive an automatic status notification.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Request BoQ Template
How to Request the Template notifications (result)

Shortly after you send the request you will receive the template.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Request BoQ Template
How to Request the Template notifications (processed)

The last notification informs you that your request is closed. Note: this email just
indicates the transaction closure.
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create BoQ Template
How to Fill in BoQ Sheet

WO_Type: the type of the WO for


which the BoQ is being created
Site_Name: the name of the IDF
corresponding to the BoQ work order
GAID_Number: the IDF_GAID
number (can be found in the IDF
properties in ISIS)
Quantity: the corresponding
quantity of the items you need to
request in this BoQ

You can Create/Update the BoQ request by filling the request data in the BoQ
template that was sent to you by ISIS. You need to fill in the template sheets.
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create BoQ Template
How to Fill in Materials Sheet

Quantity: the quantity of the materials that will be needed in this BoQ (can be
left empty if the BoQ needs no materials).
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Create BoQ Template
Upload the BoQ - sending request

To upload the BOQ template that you have filled as shown in the previous
section, open your email Your email needs to be defined/authorized in ISIS
database first. After you open your email, send an email with the following
information:
To: service.request@alcatel-lucent.com Subject: [BOQ] Create new BOQ
Attached: [The BOQ template you have filled]

Once you click Send, the system will reply with three notifications (under
processing, result, closed).
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create BoQ Template
Upload the BoQ notifications (processing)

Once you send the email, you should receive an automatic status notification.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create BoQ Template
Upload the BoQ - notifications (result)

Shortly after you upload the template, you will receive the result file.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create BoQ Template
Upload the BoQ - notifications (processed)

The last notification informs you that your request is closed. Note: this email just
indicates the transaction closure.
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As Built Template

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Request As-Built Template

You can Create/Update As-built request by filling the data in the As-Built
template.
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Request As-Built Template
How to Request the Template sending request

To request the As-Built template form ISIS, open your email Your email needs to
be defined/authorized in ISIS database first. After you open your email, send an
email with the following information:
To: service.request@alcatel-lucent.com
Subject: [AsBuilt_Template] WO Ref: []

Once you click Send, the system will reply with three notifications (under
processing, result, closed).
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
ALCATEL-LUCENT CONFIDENTIAL SOLELY FOR AUTHORIZED PERSONS HAVING A NEED TO KNOW PROPRIETARY USE PURSUANT TO COMPANY INSTRUCTION
Request As-Built Template
How to Request the Template - notifications (processing)

Once you send the email, you should receive an automatic status notification.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Request As-Built Template
How to Request the Template notifications (result)

Shortly after you send the request you will receive the template.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Request As-Built Template
How to Request the Template notifications (processed)

The last notification informs you that your request is closed. Note: this email just
indicates the transaction closure.
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create As-Built Template
How to Fill in Items Sheet

As-Built: the actual quantity of the items needed in the As-Built request.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create As-Built Template
How to Fill in Materials Sheet

Quantity: the quantity of the materials in the done delivery requests in this As-
Built (can be left empty if the request does not include materials).
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create As-Built Template
Upload the As-Built - sending request

To upload the As-built template that you have filled as shown in the previous
section, open your email Your email needs to be defined/authorized in ISIS
database first. After you open your email, send an email with the following
information:
To: service.request@alcatel-lucent.com Subject: [Asbuilt_Req] Create New
As-built
Attached: [The As-Built template you have filled]

Once you click Send, the system will reply with three notifications (under
processing, result, closed).
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create As-Built Template
Upload the As-Built notifications (processing)

Once you send the email, you should receive an automatic status notification.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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Create As-Built Template
Upload the As-Built - notifications (result)

Shortly after you upload the template, you will receive the result file.

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
ALCATEL-LUCENT CONFIDENTIAL SOLELY FOR AUTHORIZED PERSONS HAVING A NEED TO KNOW PROPRIETARY USE PURSUANT TO COMPANY INSTRUCTION
Create As-Built Template
Upload the As-Built - notifications (processed)

The last notification informs you that your request is closed. Note: this email just
indicates the transaction closure.
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THANK YOU

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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
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COPYRIGHT 2013 ALCATEL-LUCENT. ALL RIGHTS RESERVED.
ALCATEL-LUCENT CONFIDENTIAL SOLELY FOR AUTHORIZED PERSONS HAVING A NEED TO KNOW PROPRIETARY USE PURSUANT TO COMPANY INSTRUCTION