Guide of Operational Practice: Project Database Application

Project Database Application
Guide of Operational
Practice
- Version 01_December 2015 -
Written by: PROJECT DATABASE IT Engineer

With the participation of: Quality Manager
Validated by: IT & Finance Department
UIC PROJECT DATABASE – Guide of Operational Practice 2015
Foreword
This document has been written for the use of the UIC Members staff involved in
Projects Management.
Its aim is to enable the use of the UIC Projects Database by the Members
representatives – technical experts, assistants and decision makers - on a daily basis, as
information and reporting tool. The database is also a basic communication tool
between the UIC staff involved in managing projects and the Members’ representatives
in charge of giving input or monitoring the progress of the work, as well as the financial
aspects related to this process in the ongoing projects.
The tool is currently developed for the use of all the UIC Members participating to the
UIC ongoing projects.
For ergonomics reasons, the database inventories information starting with 2010 only.
In this current version, information is updated in real time for the part called
“Deliverables” and twice a year for the parts called “Project sheets” and “Financial
report”.
The current document is subject to further updates in accordance with the Project
Database evolution at a later stage, with the aim of improving the tool efficiency.
2 This document is intended for the use of the UIC Members and staff only.
Table of contents
1. Connection to the Project Database tool .....................................................................................5
2. Registration and safe access to the Project Database tool ............................................................6

2.1. First registration ........................................................................................................................... 6
2.2. Use Extranet log-in and password while registering .................................................................... 7
2.3. Registered users ........................................................................................................................... 7
2.4. Change password.......................................................................................................................... 7
2.5. Lost password ............................................................................................................................... 8
3. Navigation and current use of the tool ........................................................................................9

3.1. Main menu page ........................................................................................................................... 9
3.2. Projects Section .......................................................................................................................... 11
3.2.1. Projects selection per year.......................................................................................... 11
3.2.2. Projects list .................................................................................................................. 12
3.2.3. “Company Name” Projects list .................................................................................... 14
3.3. Documents Section ..................................................................................................................... 14
3.3.1. Project information ..................................................................................................... 14
3.3.2. Project sheet ............................................................................................................... 15
3.3.3. Project deliverables..................................................................................................... 19
3.3.4. Project financial reports .............................................................................................. 22
3.4. Administration Section ............................................................................................................... 24
3.5. Filters .......................................................................................................................................... 25
4. Access rights management........................................................................................................ 26

4.1. Levels of user access ................................................................................................................... 26
4.1.1. Category A – Internal Users: UIC STAFF ...................................................................... 26
4.1.2. Category B – External Users: UIC MEMBERS .............................................................. 27
4.2. Asking for access to the Project Database.................................................................................. 28
4.2.1. Internal users: UIC STAFF ............................................................................................ 28
4.2.2. External users: UIC MEMBERS .................................................................................... 29
4.3. Giving access to the Project Database........................................................................................ 34
4.4. Managing access rights for the Project Database users ............................................................. 36
5. Final remarks and considerations .............................................................................................. 38

5.1. Privacy rules ................................................................................................................................ 38
5.2. Special requirements for the UIC staff using the Project Database ........................................... 38
5.3. Responsibilities related to the information content .................................................................. 39
5.4. Responsibilities related to the operational functioning and general administration ................ 39
5.5. Possible evolution of the Project Database ................................................................................ 40
1. Connection to the Project Database tool

The web address of the Project Database is: http://projects.uic.org
In order to access the Project Database application, please use an Internet navigator (Netscape, Mozilla,
Firefox etc.). Please type the web address indicated here-above into your web navigator.
Web address of the Project Database tool
Project Database tool home page and connection point
2. Registration and safe access to the Project Database tool
2.1. First registration

The first time you connect to the Project Database application, please use the Register button in order
access it and create your user profile:
1. Starting from the home page, click on Register
2. Select your company name in the unwinding list, clicking on the (down flash) button
3. Fill-in your e-mail address, first and last names in the appropriated fields
4. Click on Register in order to validate this information and your registration requirement
Please see the registration page overview here-below:
The application webmaster will be automatically notified that an access has been required. For safety
reasons, he is in charge to control your registration and to accept it before you are able to access the
tool.
If you have already used your e-mail address for a previous registration process into this tool, an
automatic message will be warn you stating “Your e-mail is already registered, please use Lost Password
function in order to get a new password”.
Once your registration has been validated, you will receive an automatic reply informing that your
account, including your e-mail address and password, has been duly validated.
You can now access the tool as a registered user.
2.2. Use Extranet log-in and password while registering

While registering your profile, the option of using your Extranet password is suggested down on the
registration page (see picture below):
Should you be willing to use this option, please tick the case at the right of the question line. The Project
Database application will synchronize with Extranet. You will thus be enabled to use the same e-mail
address and password which will be associated to both your Extranet and Project Database profiles.
Should you not be willing to use this option, please let the case empty.
2.3. Registered users

If you are already a registered user, please type your e-mail address and password into the appropriated
fields, then use the button in order to access the Project Database tool.
2.4. Change password

After having connected to the Project Database, you may change your password by clicking on the
Change Password button (see pictures here-below):
Once you have clicked on, you will be automatically redirected towards the registration page. You’ll
have to click on log-in again, then the page below will be displayed:
Please fill-in your new password into the appropriate fields, then confirm.
In order to be accepted, your new password has to include at least 8 characters.
If you are not sure of changing your password or you simply changed your mind, then click on Back. The
tool will keep your previous password that you may use to log-on again.
2.5. Lost password

If you have lost your password, please go to the registration page and use the Lost Password button in
order to ask for a new password from the webmaster.
Once you have clicked on, you will be redirected on the page here-below:
Please fill-in your new e-mail into the appropriate fields, then click on “Get new password”.
The new password will be instantly generated and sent to the e-mail address you have previously filled-
in.
3. Navigation and current use of the tool

3.1. Main menu page
The main menu page of the Projects Database tool is presented below:
After having registered and logged-in the tool, this page will give you access to 2 main sections (see list
of main menu on the left side of the webpage here-above).
1. Projects Section – this section includes :

a. Projects list : exhaustive projects list, including all the UIC
ongoing projects since 2010 included
b. “Company name” projects list : selective projects list,
including only the UIC ongoing projects since 2010 in
which your company is involved as funder and/or
participant
2. Documents Section – this section includes :

a. Exhaustive UIC Project sheets section, including all project
sheets since 2010 (current and previous versions)
b. Deliverables section: exhaustive list of ongoing projects
deliverables since 2013 updated in real time
c. Exhaustive Financial reporting section updated twice a
year (June and December) starting with 2014
3. Administration Section – reserved to Administrators only

For the UIC Assistants, who are the persons authorized to act as
internal Administrators within and on behalf of your UIC Member
Company, the main menu includes a third section which is the
Administration Section.
This section is exclusively visible to Internal and External
Administrators only, which are:
Internal Administrators
- UIC IT Engineer in charge of the UIC Project Database
- UIC Financial Controlling Manager
- UIC Quality Manager
External Administrators
- All the UIC Assistants , who are the authorized persons to
represent their company, as UIC Member Company, into the UIC
General and Regional Assemblies, Management Committees and any
other statutory bodies in respect of the UIC statutes and Internal
Regulations.
Please note that any other type of user registered into the UIC project Database will be unable to see
and/or to access this part of the tool menu.
The button Search here-below enables you to go directly to the search module, in which you can type
titles, codes or acronym of a UIC document in order to identify and access all the available documents
related to that project.
For your reference, please find below an overview of the Search page of the tool:
3.2. Projects Section

3.2.1. Projects selection per year
All the lists of the Projects Database tool are filtered by year. This filter is situated on the top right of the
main menu page, as presented below:
In order to go chronologically back (one year before), please click on the left arrow (<-) ; if you wish to
go forward (one year after), please click on the right one (->).
Hints
Please be aware that the “YEAR” filter has an impact on your selection, as follows:
 Search button: research is not affected by the year.
 Projects list: the displayed projects list is the exhaustive UIC projects list for the selected year
only. If you wish to visualize the list of all the UIC projects since 2010 and up to nowadays, you
have to select them year by year.
 “Company” projects: as for the projects list, the list of projects to which your company
participates will be displayed for the selected year only. If you wish to visualize all the projects
which your company has been involved in since 2010 and up to nowadays, you have to select
them year by year.
 Deliverables list: the displayed list will be the list of deliverables of the selected year only. If you
wish to visualize all the deliverables for all the projects and for every year since 2010 up to
nowadays, you have to select them year by year.
 Financial reports list: one to two financial reports available per year. If you wish to visualize all
the financial reports per project since 2010 and up to nowadays, you have to select them year by
year.
3.2.2. Projects list
Clicking on the Projects list button, the tool will display the full list of ongoing projects during the
selected year (please see section above called “Hints”, related to the impact of the “Year” filter on your
projects selection).
Please have an overview of a Projects list page here-below:
As you may see, besides the “Year” filter on the top right of the page, a second filter appears: the field
and/or UIC Department and/or UIC Working Body (forum, platform) to which the project is related,
either by interest or by source of funding.
Consequently, the list of projects the tool displays is the list of ongoing projects during the selected
year for the selected field.
Please have an attentive look at the image below in order to identify these two filters.
Even if the project started several years ago, if it is still ongoing during the selected year, it will be
included into your displayed list.
In order to change the field / Working body of interest, please clicking on the (down flash) button to
display the unwinding list and select your field of interest, as shown below:
As a result of your selection, the new list displayed on your screen will contain all the ongoing projects
for the selected year in the working body (forum, platform) of your interest as shown below:
Hints
Please be aware that the “Select Platform / Forum” filter has an impact on your selection: the
displayed list contains the projects related to the selected working body only.
In order to view all the other projects, as exhaustive list or your company projects only, please select
the other categories proposed in the unwinding list and visualize them platform / forum by platform /
forum.
The named platforms and forums correspond, as much as possible, to the UIC internal organization
and/or names of UIC departments.
3.2.3. “Company Name” Projects list
This is a quick view list on all the UIC projects in which your company is financially committed.
Clicking on the “Company Name” Projects list button, the tool will display the full list of ongoing projects
during the selected year (please see section above called “Hints”, related to the impact of the “Year” and
“Platform / Forum” filters on your projects selection) for your company only.
This means that the list displayed on your screen will contain only those projects in which your company
is involved, as financially committed.
Example:
In order to better understand the “Company Name” notion, please note that if my company is UIC, that
button will indicate “UIC” Projects list. If my company is called “XYZ”, the same button will indicate
“XYZ” Projects list. This is a user profile customized / user adjustable button enabling each user to
automatically select the list of projects concerning his company only.
Please avoid confusion with the exhaustive Projects list presented at point 3.3, which contains all the
ongoing projects at UIC per year and per working body since 2010.
Hints
Please note that the “Company Projects list” is a quick and non restrictive overview of the projects in
which your company is financially committed. In order to see all the UIC ongoing projects, please go
back to the “Projects list” section.
If you wish to visualize projects funded by the UIC headquarters being co-funded by your company,
please note that this category of projects is not available in this current version. In this case, please
contact the UIC Financial Department – Controlling, in order to ask for specific information.
3.3. Documents Section

3.3.1. Project information
In order to access full information about a particular project (provided it is still ongoing), please select it
into the list of projects previously displayed on your screen by clicking on the name.
Once you’ve clicked on the project title, you are automatically redirected towards the project page
presented like in the picture below:
As you may see in the picture above, this page contains information enabling the identification of the
project (title, acronym, related working body, budgetary reference, state of acceptance, start and end
date), as well as all the current and all previous versions of the Project Sheet and Deliverables. For these
latest documents, the year during which they have been updated is indicated on the right side of the
concerned row.
Below this main information, you will find three categories of attached documents:
 all the available versions of the Project sheet, indicating the date of the latest update
 all the available Deliverables, published in real time, each of them with the date of publication
in the database
 all the available Financial reports, this information being updated twice a year
All these document enclosed may be downloaded, exported towards Excel list, printed into pdf.
documents or simply read on-line in summarized version.
3.3.2. Project sheet

The Project sheet information is fully available in on-line format, as shown in the picture below, or in pdf
printable version.
In the picture above, you may see the on-line available summary of all the information included into a
project sheet of the database.
A thumb index bar situated on the top of the page classifies information in 6 tabs: Info (general project
information), Description, Output, Evaluation, Budget and Team.
1. Info: this information concerns the project identification, management and list of participating
companies, after validation of their opt-in decision. It corresponds to the grey module on the top
of the Project sheet. The project duration (start and end date) corresponding to item n° 8 of the
Project sheet is also included. All this information may be printed into pdf documents using the
button Export PDF shown above (see page 14).
2. Description: this thumb contains information about the project description of work, its
background, its objectives, organization etc. corresponding to questions n° 1 to 4 in the Project
sheet template. For reference, please have a look at the example of Description page here-
below.
3. Output: this thumb contains information about the project deliverables and any other output
(report, study, article etc) that may be assimilated to the list of planned deliverables. It also
contains information related to the management of the Intellectual Property Rights (IPR) related
to the project outputs. All these issues correspond to items 5 and 6 of the Project sheet.
4. Evaluation: this thumb contains information related to the evaluation of the project pertinence
and opportunity. They represent the evaluation grid which corresponds to question n° 7 in the
Project sheet. For reference, please see picture below :
5. Budget: this thumb contains information related to the project budget. It corresponds to item n°
9 of the Project sheet. For reference, please see picture below:
6. Team: this thumb displays information related to the project team and internal organization
(roles of persons involved in the project). It corresponds to question n° 10 of the Project sheet.
For reference, please see below :
3.3.3. Project deliverables

The project deliverable list section is dedicated to the projects outputs, such as published by the Project
Manager.
For reactivity reasons, project deliverables are published in real time, all along the year. This means that
each Project Manager may (and can) update the status of his/her deliverables as soon as a change took
place in this status: progress or finalization of the work, blockage, postponement or cancellation of a
deliverable.
Each of these statuses is represented by a specific color into the Project Database visual reporting
system. These colors are:
 GREEN: for ongoing deliverables in which either the work is under normal progress, or it has
been finalized as foreseen, without any specific problem
 YELLOW: for ongoing deliverables in which one problem has occurred. Precisely, the problem
that may occur are related either to time (deliverable postponed or delayed), or to money (very
few remaining budget or unforeseen expenditure) or to the deliverable quality (less than
expected, usually because of lack of time or money, but other reasons may occur, like lack of
human resources, reliable data, case of force majeure etc.)
 RED: for ongoing deliverables which may be postponed, but usually blocked or completely
cancelled. In this case, the problem comes from the junction of two of the three factors
presented above: either time and money, or money and quality, or time and quality.
For a more detailed explanation on the system of visual scoring on the deliverables status, please refer
to the explanation below:
Deliverables colour scoring system in the UIC Projects Database

This system is based on the balance between the three levers used in Projects
Management: Time, Money (costs) and Quality.
In this respect:
RED = 2 or 3 levers out of control
YELLOW / AMBER = 1 lever out of control
GREEN = no lever out of control/everything goes right in the project.
Please check figure below in order to have a graphical representation of this concept.
(1) + (2) (1) Or

(2) + (3) (2) Or None
(3) + (1) (3) _______
___________ _______ GREEN
RED
YELLOW
In order to have an overview of the projects deliverables page, please have a look at the picture here-
below:
In case you would like to have an extraction of your selection, please note that an “Export to Excel”
button is available in the upper part of the page, just under the “Platform/Forum” filter. Please use it in
order to obtain an Excel file document including your deliverables selection, as well as complementary
explanation with regards to the deliverables status, as shown in the sample picture below:
Hints
Please be aware that, the same as for the project sheets, the “Year” and “Select Platform / Forum”
filters have a significant impact on your selection: the displayed list of deliverables contains the
projects deliverables related to the selected working body only and for the selected period only.
The Project Database tool cannot enable visualizing a full list of all the projects deliverables, neither
the same list for all the years concerning one or several projects, in one time.
Please note that, in this case, using the right filters is mandatory in order to obtain a correct selection
of deliverables.
Once you have clicked on the title of a deliverable, you will be automatically redirected towards the
deliverable information page, as shown into the example here-below:
This page displays information related to the project identity and deliverables.
The page header information is similar to the Project sheet: it offers all the elements enabling the
project identification.
The deliverables part displays information related to the ongoing and finished deliverables, according to
the principle presented in page 20. If a project already has several ongoing or ended deliverables, the
available information will be displayed like in the example below:
As you may see, the project manager comments are shown for each deliverables, explaining the
deliverables status and the reasons of the incurred problems, if any.
Please be aware that this space is limited to 500 characters only. Therefore, if you wish to have further
details with regards to the progress of work or blockage reasons impacting on a project deliverables,
please contact directly the project manager whose e-mail address is indicated into the “Project
Information” header.
The date of the latest update, as well as the author of this publication, is indicated down the page.
3.3.4. Project financial reports

The “Financial reporting list” enables access to all the projects financial report published since 2014 till
nowadays.
As well as for the Projects sheets and Deliverables, the financial report files selection is impacted by the
selected filters.
In order to visualize the overview of a financial reports selection, please select a forum / platform and a
year in order to visualize the available financial reports (starting with 2014 only).
Hints
Please be aware that the “Year” and “Select Platform / Forum” filters have a significant impact on
your selection: the displayed list of financial reports contains the projects financial documents related
to the selected working body only and for the selected period only.
The Project Database tool cannot enable visualizing a full list of all the financial reports, neither the
same list for all the years concerning one or several projects, in one time.
Please note that, in this case, using the right filters is mandatory in order to obtain a correct selection
of financial reports.
Once you have clicked on the title of a financial report, you will be automatically redirected towards the
financial report information page, as shown into the example here-below:
If you wish to export this information towards a pdf. file, a “Export PDF” thumb is available in the upper
part of the page.
The page header information is similar to the Project sheet and Deliverable pages: it offers elements
enabling the project identification and, in addition, information related to the project income.
3.4. Administration Section
A third part in the main menu called “Administration Section” is dedicated to the Project Database
internal (UIC) and external (Member companies) Administrators only.
Therefore UIC staffs, Technical Experts and Decision Makers of the UIC member companies are not able
to visualize this part in their main menu.
UIC Administrators and Assistants representing the UIC member companies only will be enabled to see
and use this section of the Project Database. It is presented more in detail in the next chapter, within
the context of the Access Rights Management procedure (see pages 36 to 40).
Member companies not having an appointed UIC Assistant are strongly recommended to officially
design one person entitled to endorse the role of Administrator of the UIC Project Database.
3.5. Filters
Please be aware that the Project database filters called “Year” and “Select Platform / Forum” have a
significant impact on your selections: the displayed lists contain the documents related to the selected
working body only and for the selected period only.
In order to remind the filters impact on your selection at every step of your tool usage, please
consult the Hints section at the end of each related chapter.
4. Access rights management

4.1. Levels of user access
The Project Database tool gives access to the database information to two categories of users, each of
them with different access levels:
4.1.1. Category A – Internal Users: UIC STAFF
 Level 1 : UIC Project Database Administrators

 UIC IT Engineer in charge of the Project Database tool and access management
 UIC Financial Controlling staff in charge of projects financial monitoring and reporting
 UIC Quality Manager in charge of monitoring and validating the conformity of the tool
with the all the users’ needs / expectations
Rights
The UIC Project Database Administrators have the following rights:
- Create and manage all the users profiles related to the UIC staff, except for the UIC IT
Engineer in charge of the Project Database tool who is also entitled to manage all the
users profiles including Members Assistants, Experts and Decision Makers
- Read, write, publish, check, validate or invalidate, modify and delete any information
published by the Internal Users into the Project Database
 Level 2 : UIC Project Database Internal Users

 UIC Projects Managers, in charge of providing technical information and inputs on the
progress of the work in the projects included into the Database
 UIC Department Directors, in charge of checking and validating this information
Rights
The UIC Project Database Internal Users have the following rights and powers:
- Read and write information in all sections of the Project Database, except for the Financial
report section which is regularly updated by the Financial Controlling staff, assimilated to
the Database Administrators
- Regularly update the information included into the Project Database content, namely the
input needed for updating the Project sheets and Deliverables sections
- Check the pertinence and coherence of the publishable information in due time, enabling
thus the respect of the deadlines related to the statutory meetings, such as presented into
the UIC Statutes and Internal Regulations
4.1.2. Category B – External Users: UIC MEMBERS
 Level 1 : Member Project Database DECISION MAKERS

This category of users correspond to the high level management of the member company and
gives the user the possibility of having a general overview of all the information published into
the UIC Project Database.
In this current version of the tool, the Decision Maker is a read-only profile.
It is managed, as well as all the external profiles, by the person representing the company into
the position of Assistant into the group of UIC Assistants.
Rights
A Member Decision Maker has the following rights:
- Read, select and filter information about all the UIC projects registered into the
Project Database, as well as on the projects funded by his/her parent company
more specifically,
- Extract and save files in Excel or pdf format for the use of the parent company, as
representative of a UIC Member company,
- Use this information for any valuable reason within the framework of the parent
company and its UIC membership, as well as in relationship with the UIC staff, in
their quality of representative into the UIC Working Bodies.
 Level 1 : Member Project Database ASSISTANTS (Administrators)

This category more commonly called “Assistants” includes persons whose positions into their
respective companies - members of the UIC - give them the roles, rights and prerogatives of
being representatives of those companies into the group of UIC Assistants.
The UIC Assistants are the only persons, in their quality of official representatives of the UIC
Members, entitled to have Administrators profiles as external users of the UIC Project Database.
Rights
A Member Administrator has the following rights and powers into the UIC Project Database:
more specifically,
representative of a UIC Member company
- Create and manage all the users profiles related to his/her parent company
- Accept, validate, refuse and temporary or permanently delete access to the Project
Database for a user coming from or having worked into his/her parent company
 Level 2 : UIC Project Database EXPERTS (Technical Users)

This category commonly called “Experts” includes persons whose positions into their respective
companies - members of the UIC – entitled them to the UIC Working Bodies (platforms, forums
etc.) in their quality of Technical Experts.
The UIC Experts are technical users of the UIC Project Database.
Their access to the tool is validated by the person representing their parent company into the
group of UIC Assistant, within the terms and conditions described at the previous point (see
point above, page 26).
Rights
A Member Expert has the following rights and powers into the UIC Project Database:
more specifically,
representative of a UIC Member company
4.2. Asking for access to the Project Database
4.2.1. Internal users: UIC STAFF

If you are part of the UIC staff, your access to the Project Database will be provided by the UIC IT
Engineer who is the Administrator of the Project Database tool.
You may contact him at projectsdatabase@uic.org.
4.2.2. External users: UIC MEMBERS
DECISION MAKERS
If you are a Decision Maker of your company, please note that your Assistant is the administrator of
your company for the UIC Project Database tool.
Therefore, in order to get an access, please use the Register button in order to ask for an access. Your
demand of registration will be automatically sent to your Company UIC Assistant who will validate it
(Reminder: in order to recall the detailed registration steps, please go back to Chapter 2 – “Registration
and safe access to the Project Database tool” and check the pictures below).
Step 1:
Step 2:
As soon as your registration has been validated by your Company UIC Assistant, an e-mail message
similar to the one presented below will notify you with regards to your registered contact details (name,
first name and e-mail address). A link towards the Project Database homepage will also be provided;
please click on this link in order to connect and start using the tool as registered user.
In case you have any other special requirements, please inform your Assistant.
ASSISTANTS
If you are an Assistant representing one of the UIC Member Companies, you have an Administrator
profile for your company.
In order to get an access, please use the Register button in order to ask for an access. Your demand of
registration will be automatically sent to the UIC IT Engineer in charge with the project Database who
will validate it (Reminder: in order to recall the detailed registration steps, please go back to Chapter 2 –
“Registration and safe access to the Project Database tool” and check the pictures below).
Step 1:
Step 2:
Please remember that you can also use your Extranet log-in and password that you register into the
tool, as related to your user profile.
As soon as your registration has been validated by the UIC Project Database Administrator, you will be
notified by an e-mail message confirming you the contact details registered into the tool (name, first
name and e-mail address).
If you used your Extranet log-in and password, the notification message will be similar to the sample
picture below (no password provided):
If you didn’t use your Extranet log-in and password, the notification message will be similar to the
sample picture below (password included):
TECHNICAL EXPERTS
If you are a Technical Expert, please note that your Company UIC Assistant is the administrator of your
company for the UIC Project Database tool.
In order to get an access, please use the Register button in order to ask for an access. Your demand of
registration will be automatically sent to your Company UIC Assistant who will validate it (Reminder: in
order to recall the detailed registration steps, please go back to Chapter 2 – “Registration and safe
access to the Project Database tool” and check the pictures below).
Step 1:
Step 2:
As soon as your registration has been validated by your Company UIC Assistant, an e-mail message
similar to the one presented below will notify you with regards to your registered contact details (name,
first name and e-mail address). A link towards the Project Database homepage will also be provided;
please click on this link in order to connect and start using the tool as registered user.
Please inform your Assistant with regards to your fields of interest with regards to the UIC projects and
activities. This will enable her/him open a personalized and secured access for your user profile to the
related documents available into the Project Database.
If you have an Extranet login and password, please remember that you can also use them as unique
access contact in order to get registered into the Project Database tool.
As soon as your registration has been validated by your Company Project Database Administrator (UIC
Assistant), you will be notified by an e-mail message confirming you the contact details registered into
the tool (name, first name and e-mail address).
If you used your Extranet log-in and password, the notification message will be similar to the sample
picture below (no password provided):
If you didn’t use your Extranet log-in and password, the notification message will be similar to the
sample picture below (password provided):
4.3. Giving access to the Project Database
UIC ADMNISTRATOR
For the Internal users: UIC staff members

The only member of the UIC staff entitled to give access to the
Project Database is the UIC Project Database Administrator.
For the External users: ASSISTANTS of the UIC Member

Companies
All the External Administrators of the UIC Project Database tool are
representatives of the UIC Member Companies having the role of
Assistant within the framework of the UIC General and the
Regional Assemblies.
The access of every External Administrator shall be created and
validated by the UIC Project Database Administrator (UIC IT
Engineer).
UIC MEMBER COMPANY ADMINISTRATOR
If you are the representative of your UIC Member Company as UIC

Assistant, you are entitled to have an Administrator profile for and
within your company.
Member companies not having an appointed UIC Assistant are strongly recommended to officially
design one person entitled to endorse the role of Administrator of the UIC Project Database.
In this quality of Administrator, you will be habilitated to create and manage accesses of all the other
users inside your parent company, namely the Decision Makers and Technical Experts.
At this stage of the User’s Manual, please remember that the tool main menu contains a third part
called “Administration” which is visible and available for Administrators only (please see picture
enclosed).
Please find below the steps to be followed when someone in your company – Technical Expert or
Decision Maker – request for opening an access to the UIC Project Database:
1. The access request will be addressed to you as an e-mail notification similar to the sample
shown in the picture below :
2. In order to accept this request, please click on the link indicated in blue into the mail body,
which will drive you towards the Project Database homepage. Once you logged-in with your
usual profile, you will be directly connected to the Administrator part – “Registration
validation” page, which will display your list of pending requests, like in the sample picture in
the next page.
You may also access to this section clicking directly on the button “Registration validation”
(second button into the Administrator list menu). If you wish to validate the access request,
please click on the “+” (Add) symbol in line with the respective request in your dashboard. If you
are not willing to validate that request, please use the “Del” (Delete) symbol in order to reject it.
3. In order to check your validation, but also to visualize the whole list of registered users into your
company, another dashboard is available for the Administrators of the tool.
In order to access this list, please go to the “Administration” part available for Administrators
only and click on the button called “Users list”
4.4. Managing access rights for the Project Database users

For the internal users (UIC staff – internal users and administrators), all the access rights are managed by
the UIC IT Engineer in charge of the Project Database only.
If you wish to customize your user profile, add or delete access to certain documents and fields, please
contact him by e-mail at projectsdatabase@uic.org .
For the external users within the UIC Member companies, the management of the access rights shall be
done exclusively by the Member Company Assistants. Therefore the “Users Rights” button is accessible
into the “Administration” part, visible to Assistants only.
If you are a Member Company Assistant, please note that this button opens you access to the users
rights management dashboard enabling you to customize each user access. Please have a look to the
sample here-below in order to understand the functioning principle of this dashboard.
Once your user registered, you may select his / her name into the list situated on the header of the page
and start customizing his access rights.
The first column of the dashboard lists all the UIC working bodies (forums and platforms) subject to
producing project sheets, deliverables and financial reports, such as presented into the Project
Database.
The three other columns propose you all the types of documents available into the Project Database.
Ticking a case situated into one of these column means that you authorize the person whose name is
selected into the Users List to access the type of document related to the UIC working body whose name
figures into the line.
Example:
Suppose you wish to authorize a technical Expert to access the project sheets and deliverables
related to the Passenger Forum. In this case, you will select, in column 1, the line corresponding
to Passenger, then tick the two cases on the same line corresponding to the “Project Sheet” and
“Deliverables” columns. If you don’t want to the Expert to access the Financial Report, just leave
the case empty.
Two buttons – “Select all” and “Unselect all” – enable you to make rapid selection in case you would like
to give full access to a user or unselect all in case you would like, on the opposite, attentively customize
a new profile.
At the end of your selection, in order to validate the customized user profile, please do not forget to
click on the “Save” button down the page in order to validate your user profile.
You may use the same dashboard in order to change your users’ profiles function of their evolution
inside your company, as well as for simply checking them.
Please check them regularly and do not forget to update them when major changes occur (internal
evolution, change of Department, the person left your company etc.).
5. Final remarks and considerations

5.1. Privacy rules
In respect of privacy rules related to the content of the Project Database, the external users of this tool
shall respect the following requirements:
- Use the Project Database in a responsible manner and in full respect of the confidentiality rules
concerning the UIC projects exclusively funded by the Members, or co-funded with the
participation of 3rd parties, as well as in respect of the UIC Statutes and Internal Regulations.
- Maintain the Project Database tool at an optimum state of operation; please be sure that your
usual behavior, usage habit and usage situations as authorized user of this tool do not bring any
injury the tool and/or to the information contained into the tool.
- Do not sell, distribute, publish or share in any other free or payable way the information and
documents issued from the UIC Project Database tool without the previous written agreement of
UIC. This information is the exclusive property of UIC and of the UIC Member Companies.
- Provide the UIC Project Database Administrators with all information related to your respective
company, knowing that this information might be helpful for the operational development of the
Project Database and its functionalities. This duty shall be practiced in accordance with the
Member company internal rules of confidentiality.
- Inform the UIC Project Database Administrators with regards to any structural or functional
change inside their own internal organization which may have an impact on the use of and access
rights to the Project Database tool.
- Inform the UIC Project Database Administrators if, in their quality of users, they notice any
inconsistency, wrong information or improper functioning of the Project Database structure and
content.
5.2. Special requirements for the UIC staff using the Project Database
For your information, every internal user of the tool, including the UIC staff members involved in project
management or Project Database administration, is strongly recommended to use the Project Database
tool in order to provide a transparent reporting for the project he/she is in charge of.
Therefore, every internal users of the Project Database are regularly requested to:
- Ensure that the published information is updated, coherent and conform to the external users
needs ;
- Regularly check and validate the correctness, pertinence and coherence of the information
included in the published documents ;
- Correct any inconsistency noticed into the Project Database content or, if they are not technically
enabled to do so, alert and give input to the UIC Project Database Administrators so that this
inconsistency can be corrected within the best delays ;
- Inform internal and external users on every current or upcoming change in the structure, form or
way of utilization of the Project Database tool, on any temporary or permanent unavailable
functionality of the tool, except for the content and information provided by the Project Managers
who are the authors of the published information.
- Enable the UIC Financial Controlling staff to fulfill their role related to the project financial
management, as well as their reporting responsibilities, by providing them with appropriated
input in due time. This input may concern the project planning (upcoming events and expenses,
major deliverables, milestones etc.), the project coordination and management of resources (staff,
money, time), as well as the project financial reporting (interim and final reporting on the project
expenses).
5.3. Responsibilities related to the information content

Responsibilities related to the correctness and consistency of the technical information representing the
content of the documents available in the Project Database are endorsed by UIC Project Managers and
Directors of the UIC technical departments only. Should you have any requirement on these regards,
please contact the project manager whose e-mail address is indicated into the related document.
Responsibilities related to the correctness and consistency of the financial information contented in the
documents available in the Project Database are jointly endorsed by UIC Project Managers and the UIC
Financial Controlling staff; consequently, this information is under the joint supervision of the Directors
of the Technical Departments and the UIC Chief Financial Officer / Finance Director. Should you have any
requirement on these regards, please address your request to the attention of the UIC financial
controlling, using the following e-mail address: projectsdatabase@uic.org .
The UIC Quality Manager shall not endorse responsibilities related to the informational content of the
documents published into the Project Database. The responsibilities of the UIC Quality Manager are
limited to the sole conditions of compliance with the quality internal standards in Project Management
and consistency with the users’ requirements in terms of service quality provided by the Project
Database tool. Should you have any requirement on these regards, please address them to the attention
of the UIC Quality Manager, using the following e-mail address: projectsdatabase@uic.org .
5.4. Responsibilities related to the operational functioning and general

administration
Responsibilities related to the operational functioning, as well as to the general administration of the
Project Database tool, are endorsed by the UIC IT Engineer in charge of the tool, under the direct
supervision of the UIC IT Manager.
Should you have any requirement on these regards, please contact the UIC project database
Administrator using the following e-mail address: projectsdatabase@uic.org
5.5. Possible evolution of the Project Database

The UIC Project Database tool is subject to possible upcoming evolutions, function of the needs of the
external users, i.e. representatives of the UIC Member Companies.
All users shall be informed on these upcoming changes in due time.
The current version of the User Manual is therefore susceptible to change, in line with the further
developments of the Project Database tool.

Guide of Operational Practice: Project Database Application

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Project Database Application

- Version 01_December 2015 -

Written by: PROJECT DATABASE IT Engineer

2. Registration and safe access to the Project Database tool ............................................................6

3. Navigation and current use of the tool ........................................................................................9

4. Access rights management........................................................................................................ 26

5. Final remarks and considerations .............................................................................................. 38

1. Connection to the Project Database tool

Web address of the Project Database tool

Project Database tool home page and connection point

2. Registration and safe access to the Project Database tool

2.1. First registration

2.2. Use Extranet log-in and password while registering

2.3. Registered users

2.4. Change password

In order to be accepted, your new password has to include at least 8 characters.

2.5. Lost password

3. Navigation and current use of the tool

1. Projects Section – this section includes :

2. Documents Section – this section includes :

3. Administration Section – reserved to Administrators only

3.2. Projects Section

3.2.2. Projects list

3.2.3. “Company Name” Projects list

3.3. Documents Section

3.3.2. Project sheet

3.3.3. Project deliverables

Deliverables colour scoring system in the UIC Projects Database

(1) + (2) (1) Or

3.3.4. Project financial reports

3.4. Administration Section

4. Access rights management

4.1.1. Category A – Internal Users: UIC STAFF

 Level 1 : UIC Project Database Administrators

 Level 2 : UIC Project Database Internal Users

4.1.2. Category B – External Users: UIC MEMBERS

 Level 1 : Member Project Database DECISION MAKERS

 Level 1 : Member Project Database ASSISTANTS (Administrators)

 Level 2 : UIC Project Database EXPERTS (Technical Users)

4.2. Asking for access to the Project Database

4.2.1. Internal users: UIC STAFF

4.2.2. External users: UIC MEMBERS

4.3. Giving access to the Project Database

For the Internal users: UIC staff members

For the External users: ASSISTANTS of the UIC Member

UIC MEMBER COMPANY ADMINISTRATOR

If you are the representative of your UIC Member Company as UIC

4.4. Managing access rights for the Project Database users

5. Final remarks and considerations

5.3. Responsibilities related to the information content

5.4. Responsibilities related to the operational functioning and general

5.5. Possible evolution of the Project Database

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