SysRAy log on
Quick tips for SysRAy
Some quick tips on how to use SysRAy are below. For more, please see the user manual above.
Archiving/Completing CCFR objectives and activities
Both CCFR Objectives and CCFR activities have data about a CCFR element’s progress. This can take one of three values:
- Open (you are currently working on this objective / activity)
- On hold (you have decided not to pursue the objective / activity at the moment)
- Completed (you have come to the end of the objective / activity)
The new system prevents you from marking an objective as being completed if you haven’t first completed all of the activities for that objective. These activities may be archived, but they must always be completed before you can complete the parent objective.
The best approach to completing objectives is to first complete all the activities associated with the objective– after all, you created the activity because you thought it would help towards completing the objective. And “completing” doesn’t necessarily mean doing everything you said you would – if the activity is no longer needed to complete the objective then you have completed the need to work on the activity. Your reflection on the activity could include a brief comment about why no further work is required.
Sometimes you can’t see all of an objective’s activities – for example if you are using the current view to look at the objective, you won’t be able to see any activities which are archived or deleted. The system will tell you “there are no activities for this objective” because they are hidden, even if they exist. So if you get the “All activities must be completed before status change” error message your best approach is to use the Current + Archived view to see which activities are preventing you from completing the objective.
We are looking at ways to improve the processes described above.
Because the rule about completing objectives wasn’t applied in the old system, data conversion may have created some cases where the rule is broken (ie you may have completed objectives in the old system even though the activities weren’t completed). The new system (SysRAy) will only apply its rules when you try to Save changes to the parent objective. This means that even if you are simply trying to re-name the objective, and you could get the error message about “All activities must be completed before status change”. In such cases, you will have to find the activities which aren’t completed and complete those before you can make any changes to the parent objective. As above, this may be best done using the Completed + Archived view.
As explained in the documentation sent out when we swapped to the new system, dummy objectives have been added for activities created in the old system without parent objectives. If the activities have all been completed, you can simply complete the dummy objective if you want to (and possibly archive it). It’s up to you if you want to update the name and description of the objective. If any of the activities is still on-going, you may want either to re-enter them under an appropriate objective, or change the title and/or description of the parent objective. See the comments above for some advice on how to do this.
The timeout facility is a security feature, designed to reduce the risk of other people interfering if a user fails to log out at the end of their activities.
The time out period for the new system is now 60 minutes. Every time you go into a new screen or click on Save, the timeout period restarts. However, while you are actually making changes, the timeout period doesn’t re-start. This is because it is the central computer server which monitors the timeout, and it doesn’t know about any changes you are making on your PC until you press Save. So to avoid losing data you should ensure you Save about every 20 – 25 minutes.
There have been a few queries about how the total weekly hours for a job are calculated. In the old system we asked you to enter both the hours per role in each job, plus a total number of hours for the job as a whole. This was not enforced. During data conversion we took the number of hours in each role into the new system (as part of converting the old roles into the new roles). We have dropped the data from the old system about total hours – total hours now come from the sum of the hours in each role.