Challenge Portal System Administrator Guide

1) Challenge Portal Overview

a. The Challenge Portal is an extension of the previously existing e-VPP Tool and serves as a centralized

repository for Defense Logistics Agency (DLA) and Navy sites utilizing OSHA’s Challenge Program to

obtain VPP Star status. The information available through the Challenge Portal is accessible to users

registered in e-VPP and assigned as a Challenge Program user. After access is granted, the user can link

directly to the Challenge Portal login screen.

b. Typically, only Navy and DLA sites will utilize the Challenge Portal; but users of other Service branches

whose sites are utilizing the OSHA Challenge Program can request access at any time.

c. Each site registered within the Challenge Portal will have a Challenge Action Plan that details the steps

needed to be taken to achieve Star status using the OSHA Challenge Program. Users view the Action

Plan in three stages. All actions are then subdivided into elements and sub-elements. Element and sub-

element categories are the same across all three stages, although the actions under each stage vary.

i. Stage I is the development of plans and programs to ensure compliance with all applicable

regulations/directives and determine a path forward.

ii. Stage II is the full implementation of the programs and plans developed in Stage I, pushing for

the excellence level. Ensuring all employees are trained and the VPP/Challenge message is

marketed. Also in this stage starting to evaluate the effectiveness of programs. Culture change

should begin to happen here – employee involvement/empowerment.

iii. Stage III is the continuous improvement stage. Review of what is being done, modify if

needed. Things should be 100% up and running at the excellence level. All employees should

know the tenets of VPP. Safety should be fully integrated in to how business is done, not

considered another program.

d. There are various user roles available through the Challenge Portal. They include:

i. Challenge System Administrator

ii. Challenge HQ Coordinator

iii. Challenge HQ Organization Lead

iv. Challenge Organization Lead

v. Challenge Organization User

vi. Challenge Site User

vii. HQ Observer*

viii. HQ Organization Type Observer*

ix. Site Observer*

x. Organization Observer*

Note: All observer roles are read-only. Users assigned to these roles cannot manage or

manipulate any information within the Challenge Portal. Additional rights can be requested by

contacting the Challenge System Administrator at ctcevppdev@ctc.com.

2) Login Page

a. Log in

i. The information available to a user in the Challenge Portal is customized based upon their role

within the site. The framework for the “Login Page” is the same for all users.

ii. All users will enter the system in the same way. A user will have 3 tries to log into the system

before the system locks them out.

Steps to follow for log in include:

1. Enter your user name, which is your email address.

2. Enter your password (at least 8 characters long with one number and one special

character). During the user’s first login when using the automatically generated

password from the tool, it is recommended that users copy the password from the

email they received from the tool and paste it into the password field in the Challenge

Portal login screen.

3. Click the “Log In” button.

When your account has been created for the OSHA Challenge Portal, the portal will

automatically send you a password, which may be changed by clicking the “User

Settings” button. If you forget your password, you must contact another System

Administrator or email ctcevppdev@ctc.com.

3) Home Page

The Home Page screen for a System Administrator will resemble:

a. DoD VPP CX Button – The “DoD VPP CX” button located in the upper left hand corner of the OSHA

Challenge Portal is a clickable button, which is visible no matter to which screen a user travels. When a

user clicks on this button, the user immediately returns to the Home Page.

4) Site/Organization Selection

In order to view information specific to a particular site or organization, System Administrators will need to

choose the site/organization they want to manage by clicking the Choose Site/Org button that appears above

the Main Menu button on the left side of the screen. After making a selection, the System Administrator can

view the actions and other information that is specific to the selected site or organization.

5) Challenge Portal Navigation Buttons

a. User Settings

The “User Settings” button of the tool allows the user to view the role(s) to which they are assigned and

the option to change their password.

Changing your Password

It is recommended that the first time a user logs into eVPP or the Challenge Portal that they change their password. The following are the steps the user must take to change their password using the Challenge Portal:

1. Copy and paste current password into first field.

2. Type the new password into second field (New Password). Please make sure to enter a password at least 8 characters long that contains at least one number and at least one special character.

3. Enter the same password in the third field (Confirm New Password).

4. Click the “Change Password” button.

There is no limit on how many times a user may change their password.

Note: Changing your password in the Challenge Portal will also change your password in the e-VPP tool,

if you utilize that application as well.

b. Logout

The “Log Out” button of the tool allows the user to return to the Login page of the Tool.

c. Release Notes

The “Release Notes” button will detail what enhancements have been made to the Challenge Portal during

each enhancement Spiral.

d. Help

The “Help” button of the tool will allow the user to obtain Help on specific needs. The “Help” function is not

yet available.

e. Go to eVPP Tool

The “Go to eVPP Tool” button of the tool will redirect users to the e-VPP Tool.

6) Challenge Portal Menu

a. Selected Site Menu

The selected site menu enables the System Administrator to Manage Challenge Sites, Manage Challenge

Access/Roles, Mass Email Challenge Portal users, Manage the Challenge Action Plan, View/Edit the

Challenge Action Plan, view Uploaded Documents List, and view the Status Summary Report.

b. Administrator Menu - Manage Challenge Sites

From the Home page, the first action in the Administrator Menu is Manage Challenge Sites. The

“Manage Challenge Site” button of the tool allows the System Administrator to choose a Headquarters,

Add a New Challenge Site, Manage Organizations, and Delete Sites.

Add a New Challenge Site for the selected HQ

The “Add a New Challenge Site for DLA” button allows the System Administrator to add a new Challenge

Site. The System Administrator must input the Service, Major Command, Installation, Site, and indicate if

the site is a standalone or aggregate site. Standalone sites do not have organizations that fall under

them, while aggregate sites do have organizations. Additionally, in an aggregate site, the statuses of

each action in the action plan are aggregated from the statuses of that action for all the organizations

that fall under it. With a standalone site, the status of each action can be directly changed and are not

drawn from organizations.

Manage Org(s)

The “Manage Org(s)” button allows the System Administrator to edit the organizations that belong to a

site (if the site is an ‘aggregate site’). Standalone sites do not have organizations. Only one organization

of each ‘organization type’ may exist for each aggregate site.

Delete Site

The “Delete Site” button allows the System Administrator to delete an existing Challenge site and all of

its related information. To assure that sites are not accidentally deleted, there is a confirmation prompt

that appears prior to the site deletion.

c. Administrator Menu - Manage Challenge Access/Roles

From the Home page, the second action in the Administrator Menu is Manage Challenge Access/Roles.

The “Manage Challenge Access/Roles” button allows the System Administrator to Grant eVPP User

Challenge Access Role(s), Edit roles, and Delete roles.

Grant eVPP User Challenge Access/Role(s)

The “Grant eVPP User Challenge Access/Role(s)” button allows the System Administrator to search for

and choose an eVPP site user. After choosing a Challenge user, the System Administrator can add a new

Challenge Role.

Edit Role(s) for Challenge User

The “Edit Role(s) for Challenge User” button allows the System Administrator to Add or Delete Challenge

User Roles.

Add New Challenge Role

The “Add New Challenge Role” button allows the System Administrator to select a role from a dropdown

menu.

Select a Role Type

Delete Challenge Role

The “Delete Challenge Role” button allows the System Administrator to remove a site user from all

Challenge roles to which they are assigned. To assure that a user is not accidentally deleted, there is a

confirmation prompt that appears prior to the user permission deletion.

d. Administrator Menu – Mass Emailer

The “Mass Emailer” feature allows the System Administrator to email all Challenge Portal users. To

assure that a message is not unintentionally sent, there is a confirmation prompt that appears prior to

sending. The emails come from ctceevppdev@ctc.com.

e. Selected Site Menu - Manage Challenge Action Plan

The “Manage Challenge Action Plan” button allows the System Administrator to add, edit, or delete a

manually input milestone. All system-generated milestones cannot be manipulated.

Start Action Plan From Scratch

The “Start Action Plan From Scratch” button allows the System Administrator to start an action plan

without starting from an excel spreadsheet.

Start Action Plan From Excel

The “Start Action Plan From Excel” button allows the System Administrator to import Challenge Action

Plan data from a Microsoft Excel document.

Baseline Action Plan Now (View before the Action Plan is baselined)

This image shows what you would see onscreen before the Challenge Action Plan is baselined. The

Action Plan Milestone summary shows that the Action Plan was started from scratch and the date which

it was created. The red text indicates that the Action Plan has not yet been baselined.

(View after the Action Plan is baselined)

This image shows what you would see onscreen after the Challenge Action Plan is baselined. The Action

Plan Milestone summary shows that the Action Plan was started from an Excel spreadsheet and the date

which it was created. The date which the Action Plan was baselined is also indicated in the Action Plan

Milestone Summary. The green text indicates that the Action Plan has been baselined.

Reset/Clear Action Plan Confirmation

The “Reset/Clear Action Plan” button allows the System Administrator to reset or clear the current

Action Plan. To assure that Action Plan data is not accidentally erased, there is a confirmation prompt

that appears when the “Reset/Clear Action Plan” button is clicked.

Clear Action Plan Baseline

The “Clear Action Plan Baseline” button allows the System Administrator to clear the action plan

baseline. If/when you perform this action; it is recorded as a line in the Action Plan Milestone summary.

To ensure that an Action Plan baseline is not cleared accidentally, there is a confirmation prompt that

appears prior to clearing the Action Plan baseline.

Clear Action Plan Baseline Confirmation

Add New Action Plan Milestone

The “Add New Action Plan Milestone” button allows the System Administrator to manually enter an

Action Plan Milestone.

f. Selected Site Menu - View/Edit Challenge Action Plan

The “View/Edit Challenge Action Plan” button takes the user to the Challenge Action Plan for a selected

site. The System Administrator can manipulate the data related to a specific action.

g. Selected Site Menu - Uploaded Documents List

The “Uploaded Documents List” displays a summary of the uploaded documents that have been

associated to at least one action in the selected site or organization’s action plan. This summary simply

serves as an easy way to peruse all the uploaded documents that are relevant to actions the current

user has been assigned.

Note: System Administrators must upload files through the ‘Edit’ function, which is available within the

‘My Actions’ screen. Specific directions for uploading files will be provided later in this document.

h. Reporting Menu - Status Summary Report

The “Status Summary Report” button takes the users to a summary of the participant/coordinator stage

X outcome, completion, and status statistics. The statistics are automatically updated when an action

status is changed through the Challenge Action Plan.

7) Challenge Portal Left-Hand Site Navigation

The left-hand side offers additional information and navigation options.

a. Selected Site Data

This section alerts users as to which specific site he/she is currently working on. The ‘relevant role(s)’

information simply lists the role(s) the user has assigned to them that permit access to the currently

selected site.

b. Main Menu

The ‘Main Menu’ button takes you back to the home page of the Challenge Portal which contains the

main menu.

c. Action Plan

The ‘Action Plan’ button takes the System Administrator to the Challenge Action Plan for the selected

site. There the user can manipulate the data related to the specific actions assigned to them.

d. Email Notification of New Action Items

When a user is assigned an action, an email is automatically generated and sent to that user to notify

them of the recent assignment. The email states the action ID, stage, element, sub-action, action

description, and target completion date (if one has been specified).

e. Stage Action Statistics

The Stage Action Statistics information box displays the status of assigned actions for the currently

selected stage. The date an Action Plan was started is also contained within the Stage Action Statistics

information box. When using the ‘My Assigned Actions’ screen, the numbers within the ‘Stage Action

Statistics’ box are only reflective of the actions that have been assigned to the current user and do not

include actions that are not assigned to the current user. You can view data as a bar chart, time series,

or more information (table) by clicking through the various tabs at the bottom of the information box.

Bar Chart

Time Series

More Information

f. Baseline Statistics

The Baseline Statistics information box displays information about if/when an Action Plan is baselined.

Additionally, if the Action Plan has been baselined, the Baseline Statistics box shows a snapshot of the

statuses of the participant and coordinator’s actions at the moment the Action Plan baseline occurred.

When using the ‘My Assigned Actions’ screen, the numbers within the ‘Baseline Statistics’ box are only

reflective of the actions that have been assigned to the current user and do not include actions that are

not assigned to the current user.

Bar Chart

More Information

g. Stage 1/2/3 Tracking Information

The Stage Tracking Information indicates who is responsible for an Action Plan and during what time

frame.

h. Stage Selection

The Stage Selection dropdown allows the user to select what stage information they would like to view.

When the dropdown is modified, the list for actions is changed to display the actions for the newly

selected stage. Additionally, the information in the Stage 1/2/3 information boxes across the top of the

screen are updated to show the relevant stage statistics.

i. Baseline View Mode

The Baseline View Mode on/off selection gives the user the option to view additional baseline details for

elements, sub-elements, and individual actions.

j. Assignment Helper

The “Assignment Helper” button allows the System Administrator to quickly and easily assign actions to

Challenge Portal site users.

Action Assignment List

The first (and main) tab named ‘Action Assignments List’ is a list of all the assignable actions in the

challenge action plan, along with their statuses, who is assigned currently (with ‘x’ icons that remove

their assignment when clicked), and a ‘quick assign’ column that allows for a user to be assigned to an

action quickly. Choosing a username from the ‘Choose user to assign…’ dropdown will automatically

assign the chosen user to the corresponding action.

There are a series of filters above the list for filtering down the view of actions according to various

criteria, including stage, element, sub-element, participant status, coordinator status, and assigned user.

After activating a filter, the ‘reset’ button becomes available to automatically reset all filters.

Note: If you click the magnifying glass, the action title and description displays.

Assignment Summary

The second tab named ‘Assignments Summary’ provides an overview of the total number of actions that

have been assigned so far, and breaks them down by stage and their status.

k. Print Option

The user has the option to print the Challenge Action Plan. The print option allows the user to customize

their print job by selecting whether they want baseline information printed and what stages should be

included in the report.

Sample Printed Challenge Action Plan (first page only)

l. Element

The Element information box displays one of the four main elements of the OSHA Challenge Program,

Management Leadership and Employee Involvement, Worksite Analysis, Hazard Prevention and Control,

and Safety and Health Training. The last Element information box is specific to OSHA Challenge in

regards to the documentation required for this process. The Element is then further broken down into

Sub-Element and Action. The Element information box also shows the aggregate totals of the statuses

of participant and coordinator progress made. The red, yellow, and green boxes quickly indicate the

statuses of the actions that fall under the Element. When ‘Baseline View’ mode is turned on, baseline

coordinator and participant aggregate status totals for the Element are displayed as well. Clicking

anywhere in the Element information box toggles the display (show/hide) of all the sub-element and

action information that falls under it.

m. Sub-Element

Each Sub-Element information box provides a specific goal/mission that falls under an element. The Sub-

Element is then further broken down into Actions. The Sub-Element information box also shows the

aggregate status totals of participant and coordinator progress made. The red, yellow, and green boxes

quickly indicate the status totals of the actions that fall under the Sub-Element. When ‘Baseline View’

mode is turned on, baseline coordinator and participant status totals for the Sub-Element are displayed

as well. Clicking anywhere in the sub-element information box toggles the display (show/hide) of all the

sub-element and action information that falls under it.

n. Action

The Action information box provides the most specific goal/mission. The Action is then further broken

down into Action details. The Action information box allows the user to view the specific details related

to an action. The user can then edit specific fields related to the actions that have been assigned to

them. A System Administrator can edit all other fields. When ‘Baseline View’ mode is turned on,

‘Baseline Participant Status’ and ‘Baseline Coordinator Status’ boxes are displayed as well.

o. Action Description

The Action Description field displays the granular goal/mission. This field is not editable by any user in

the Challenge Portal (including the System Administrator).

p. Participant Goal

The Participant Goal field displays the specific goal assigned for the item. System Administrators, Site

Leads, and Site Users who are assigned to an action can edit the Participant Goal field for that action.

q. Participant Actions Taken

The Participant Actions Taken field allows the user to describe actions that have been taken to address

the Participant Goal. Information including specific dates and documentation can be referenced in this

field. System Administrators, Site Leads, and Site Users who are assigned to an action can edit the

Participant Action Taken field.

r. Coordinator Narrative

The Coordinator Narrative field displays the information that the Coordinator has entered. Generally,

this field will serve as feedback from the Coordinator after he/she reviews the progress that has been

made on an action. System Administrators are permitted to edit this field for that action.

s. File Attachment(s)

The File Attachment(s) field displays a list of all uploaded files relevant to the specified action. System

Administrators, Site Leads, and Site Users who are assigned to an action can upload files for that action.

Clicking the title (bold blue text) for an action triggers the download of that file to start.

t. Participant Status

The Participant Status information box changes color in accordance with what state the action is in. The

Status pictured below shows that no action has been taken. When the status changes within the Edit

function, the change will be indicated within the Participant Status box. System Administrators, Site

Leads, and Site Users who are assigned to an action can update the Participant Status field for that

action.

u. Coordinator Status

The Coordinator Status information box changes color in accordance with what state the action is in

according to the reviewing Coordinator. The Status pictured below shows that no action has been taken.

This field will reflect the status that the reviewing Coordinator deemed the action to be at during his/her

last review. System Administrators are permitted to edit this field.

v. Assigned To

The Assigned To field indicates the user(s) an action was assigned. System Administrators are permitted

to edit this field.

w. Target Completion Date

The Target Completion Date indicates the date targeted for completing an action. System Administrators

are permitted to edit this field.

x. Completion Date

The Completion Date field indicates the actual date that the action was complete. System

Administrators, Site Leads, and Site Users who are assigned to an action can update the Completion

Date field for an action.

8) Edit Function

To modify the details of an action, upload/associate documents to an action, or to review the change history of

an action, users will click the ‘Edit’ button that corresponds to that action. Clicking the ‘edit’ button launches a

tabbed modal window that overlays the action plan.

a. Action Details Tab

The Action Details tab displays the pertinent action information. The System Administrator can edit the

Participant Status, Coordinator Status, Target Completion Date, Actual Completion Date, Participant

Goal, Participant Action Taken, and Coordinator Narrative fields. All striated fields are read-only.

b. Assigned Users Tab

The Assigned User tab displays all users assigned to an action. As a System Administrator, you can edit

the list. For an action plan belonging to a site, only users who are assigned the role of Site User or Site

Lead may be assigned to an action. For an action plan belonging to an organization, only users who are

assigned the role of Organization User or Organization Lead may be assigned to an action.

c. File Attachments Tab

The File Attachments tab allows the System Administrator to upload files and documents to the current

action, and the review files and documents that have already been uploaded. Any user assigned to an

action can edit and/or delete the any of the uploaded files.

Note: Existing files already uploaded to the tool can be attached to a different specific action by clicking

the “Existing File” radio button. A list will be created which shows all the files and all the actions that file

is associated with.

d. Change History Tab

The Change History tab contains a historical record of all changes made to the ’Action Details’

information. To view/hide the details of a specific change, click the word Show/Hide in the Details field.

The red dashed box indicates the fields where changes occurred on the date specified.