Docstoc

Tree Owner - Tree Manager

Document Sample
Tree Owner - Tree Manager Powered By Docstoc
					Table of contents

Table of contents ....................................................................................................................... 2
Introduction ................................................................................................................................ 4
Purpose ..................................................................................................................................... 4
Key words/terms ........................................................................................................................ 4
System Overview ....................................................................................................................... 5
The Tree Manager Key Stakeholders ........................................................................................ 5
The Tree Manager Key Functionality ........................................................................................ 5
The Tree Manager Key Processes ............................................................................................ 7
   Key Process Time frames (working days) ............................................................................. 8
      Works owner 12 monthly publication to consumers ........................................................... 8
      Works owner response to DOC related trees .................................................................... 8
      Tree owner to notify works owner when carrying out tree work ......................................... 8
      Tree owners response to receiving a cut/remove or trim notice ........................................ 8
      Tree owner issuing a no-interest notice to a works owner ................................................. 8
      Works owner fails to cut/remove or trim a no-interest tree ................................................ 8
      Tree owner application for dispensation ............................................................................ 8
      Works owner to consider dispensation .............................................................................. 8
      Works owner allocation of time period for dispensation ..................................................... 8
      Tree owner application to an arbitrator .............................................................................. 8
      Offences committed by tree owners ................................................................................... 9
      Offences committed by works owners ............................................................................... 9
      Proceedings of arbitrators – time to determine a dispute .................................................. 9
      Rehearing’s ........................................................................................................................ 9
      Summary time frame table ................................................................................................. 9
Setup ....................................................................................................................................... 10
   Tree Manager Installation Requirements ............................................................................. 10
   Internet Explorer Settings .................................................................................................... 10
Forms ....................................................................................................................................... 13
Tree Manager Main Form ........................................................................................................ 13
Trees Form .............................................................................................................................. 14
   How to enter a tree into the system ..................................................................................... 15
   Notice Number ..................................................................................................................... 15
   Setting the Risk of a tree ...................................................................................................... 16
   Using the Browse screen and associated filtering ............................................................... 16
   Direct Access to Tree Owner ............................................................................................... 16
   Adding Comments to a Tree ................................................................................................ 16
   Tree Owner Signed Process ................................................................................................ 16
   Tree Owner First Cut Process ............................................................................................. 16
   When the Tree is cut ............................................................................................................ 17
   Changing Dates and Manual Hazard and Cut Trim Notices ................................................ 17
   Printing a tree record............................................................................................................ 18
   When a tree is removed or no longer exists ........................................................................ 18
   Job a tree record .................................................................................................................. 18
   Lookup Tables ...................................................................................................................... 18
   Applying for Dispensation for a tree ..................................................................................... 19
   Applying for No Interest for a tree ........................................................................................ 21
Works Owner ........................................................................................................................... 23
Tree Owner .............................................................................................................................. 25
   To find a Tree Owner ........................................................................................................... 25
   Add new tree from within the Tree Owner form ................................................................... 26
Tree Browse Screen ................................................................................................................ 28
   Using the Filtering in the Browse screen ............................................................................. 28
   Tree Record Filtering ........................................................................................................... 29
Tree History Screen ................................................................................................................. 30
Live monitoring ........................................................................................................................ 31
   Hazard Notice sending ......................................................................................................... 32
   Cut Trim Notice sending ...................................................................................................... 32
   Notice sending by email or printing ...................................................................................... 32


 Page 2 of 55                                                                                                                      9/11/2011
  Clearing of Hazard and Cut Trim notice dates ..................................................................... 33
  Issuing Job Cards (Optional Process) ................................................................................. 33
  Tree Reports ........................................................................................................................ 34
User Management ................................................................................................................... 37
  The available Privileges are: ................................................................................................ 38
How to section for instructions to operate Logins and Owners ............................................... 39
  How to set up a new Network Owner ................................................................................... 39
  How to Login to the Tree Manager ...................................................................................... 39
  How to Logout of the Tree Manager .................................................................................... 39
  How to set up a new Works Owner ...................................................................................... 40
  How to set up a new Tree Owner ........................................................................................ 41
  How to set up a new users Login (for any of the above) ..................................................... 42
  How to change an existing users Login details .................................................................... 42
  How to add a tree to an existing Tree Owner ...................................................................... 43
  How to set up a Works Owner who is also Network Owner ................................................ 44
  How to set up a Works Owner who is also a Tree Owner ................................................... 46
  How to add a new contact or Rep to an existing Works Owner .......................................... 46
How to section for instructions to operate Tree Management ................................................. 47
  How to update a tree that has been cut or trimmed ............................................................. 47
  How a Tree Owner applies for Dispensation ....................................................................... 48
  How the Works Owner approves or denies the Dispensation Request ............................... 48
  How a Tree Owner applies for No Interest .......................................................................... 49
  How the Works Owner approves or denies the No Interest Request .................................. 49
  How the tree is removed or if it dies ..................................................................................... 50
  How tree ownership is changed from one owner to another ............................................... 50
  How land ownership is changed from one owner to another ............................................... 51
How to section for instructions on Notice Management .......................................................... 52
  How the Works Owner enters a Manual Hazard or Cut/Trim Notice ................................... 52
  How the Works Owner generates automated Hazard or Cut/Trim Notices (Print) .............. 52
  How the Works Owner generates automated Hazard or Cut/Trim Notices (Email) ............ 52
  How the Works Owner reproduces a Notice sent by email ................................................. 53
  How to issue a Job Card ..................................................................................................... 53
What to do when you receive an email.................................................................................... 54
  Utilicom Tree Manager 3 Monthly Hazard Notice ................................................................ 54
  Utilicom Tree Manager Cut Trim Notice............................................................................... 54
  Utilicom Tree Manager Not Cut Report................................................................................ 54
  Utilicom Tree Manager No Interest Cut ............................................................................... 55
  Utilicom Tree Manager No Dispensation Approved Report ................................................. 55
  Utilicom Tree Manager Dispensation 3 Monthly Advice ...................................................... 55
  Tree Manager Warning Publication ..................................................................................... 55
  Tree Manager Warning Publication ..................................................................................... 55




 Page 3 of 55                                                                                                                 9/11/2011
Introduction
“The Tree Manager” is a system designed by Utilicom to facilitate and administer the
“Electricity (Hazards from Trees) Regulations 2003”. This system operates on the internet
allowing many users to access and update the tree information from almost any where, at any
time.

Because the “trees” are now regulated by the New Zealand government there will be a
requirement for all electrical distribution, local authorities (councils) and private tree owners to
“comply”. The incentive for compliance is highlighted by the regulations “offences” clause and
the relevant offence fines.

The system efficiently allows stakeholders, bound by the compliance of the Electricity (Hazard
from Trees) Regulations 2003, to take full advantage of the long term benefits of these
regulations. It also enables users, tree owners etc, to maintain their trees within the
regulations and avoid penalties.



Purpose
It is the purpose of this document to present the Tree Manager system and to explain how to
use it, so that stakeholders may comply with the Electricity (Hazard from Trees) Regulations
2003.



Key words/terms
         Tree - means tree or group of trees
         Site – means a single area with a tree or group of trees targeted for work in any or all
         of the processes.
         Tree ownership – means the absolute owner of the tree. This will be a critical area in
         the system.
         Network owner - means an entity that owns a network of powerlines for supply of
         electricity to consumers.
         Works owner – is the owner of works for a network owner
         Tree owner – any person/organization that has tree(s) inside their legally defined
         property boundaries.
         Arbitrator – people appointed by the minister to hear and determine disputes between
         tree owners and works owners.
         Contact(s) – people set up in The Tree Manager for auto communication. Note, these
         include the private tree owners along with key people within all of the stakeholders
         organizations.
         Stakeholders – all participants involved in the processes and using The Tree
         Manager
         Processes – the key processes involved in The Tree Manager system
         Time frames – all the documented time frames in the Electricity (Hazard from Trees)
         Regulations 2003 that are critical in the automated communication within The Tree
         Manager


 Page 4 of 55                                                                               9/11/2011
         Automated communication – “smart” functionality within The Tree Manager to
         increase administration efficiencies.
         Conductor – a power line for the conveyance of electricity
         Hazard warning notice – first notice to a tree owner that a tree is close to the
         conductor or network, and that tree must not encroach the growth limit zone.
         Growth limit zone – means the measured space/distance surrounding a conductor
         specified in the schedule
         Cut/remove or trim notice – notice to the tree owner to cut/remove or trim trees
         No-interest tree notice – notice from the tree owner to the works owner to advise “no
         interest” in the tree.
         Dispensation – application from a tree owner to allow their trees to exist with in the
         growth limit zone.
         Rescission (rescinding notices) – process of revoking a previous discission.
         Over run and expired – Terms used to identify that a process or job has gone over
         and “expected time frame” or set “working days” time frame



System Overview
The regulations are primarily about a “TREE OR GROUP OF TREES”, notification to tree
owner about that tree, allocation of ownership, assignment of responsibility and
communication of liability.

It is critical that we are able to accurately identify the tree(s) “geographically”. The trees will
then be allocated to their relevant “tree owner”, “network owner”, “works owner”, “arbitrator”,
and “contact(s)”. Dates will be an important part of the system to recognize occurrences and
to work with the reporting systems for the right reporting.



The Tree Manager Key Stakeholders
         Network owner – for the purposes of this system means an entity that owns a network
         of powerlines for supply of electricity to consumers.
         Works owner – for the purposes of this system will be a service provider to the
         network owner, for example a “tree contractor” with a contract to cut/remove or trim
         trees around the network. Note: that “network owner” may also be the “works owner”.
         Note also that there maybe several “works owners” under contract to a single network
         owner, and that conversely there maybe a single service provider working for several
         network owners.
         Tree owner – a tree owner is any person/organization that has trees within their legal
         property boundaries. However the Electricity (Hazard from Trees) Regulations 2003
         have facility for any person/organization to be treated as the tree owner. The Tree
         Manager (system) will divide the tree owners in to;
             1. The private tree owner
             2. The local authority tree owner
         Arbitrator – An arbitrator will be involved in disputes between the tree owner and
         works owner. The Tree Manager will have facility to apply for arbitration online.
         Representatives of land administered under the conservation act 1987



The Tree Manager Key Functionality
The system will carry out the following functions;

         Tree ownership assignment – Allocation of ownership of the tree to a private owner or
         local authority (council)
         Notifications - capture all notifications, document the flow of that information and
         maintain a history of these transactions



 Page 5 of 55                                                                               9/11/2011
        Property access approval – the system maintains “property access approval” for the
        works owner from the tree owner.
        Location of tree(s) - capture as accurately as possible the location of a specific tree or
        group of trees (and other relevant details).
        Time frames - monitor and communicate time frames and maintain a history of these
        transactions.
        Offences - capture information through system logs, that may be required where a
        tree may be in breach of the Electricity (Hazard from Trees) Regulations 2003
        Feeder allocation - capture tree species and allocate to relevant feeder for feeder
        performance reporting
        Value of work performed on each tree or group of trees - capture the value of the
        work the works owner performs on each tree or group of trees (future)
        Arbitration – arbitration application and results (future)
        No interest notification – approval process and capture history of no interest trees
        Department of Conservation (DOC) – monitor and store activity and history of DOC
        identified trees. The only stakeholder that does not have liabilities under these
        regulations.(future)
        Dispensations – approval process and capture the dispensation details and history of
        each tree or group of trees.
        On line application and automated notices:
             o Hazard notices
             o Cut/remove or trim notices
             o Trees not cut by date noticing
             o Dispensation requests and approvals
             o Dispensation approval delays
             o Dispensation expiries (3m and 5dy)
             o No Interest requests and approvals
             o No Interest 20 day cut delays
             o Publication Requirement reminders
             o arbitration application (future)
        Hard copy forms - have facility to download, or print off;
             o Hazard notice form
             o Cut/remove or trim notices
             o Dispensation requests form
             o Dispensation approvals form
             o No Interest Request form
             o No Interest Approval form
             o arbitration application form (future)
        Automated noticing options - mail out to all stakeholders
             o Text
             o Fax
             o E-mail
             o Snail mail
        Reporting time frames - report expiry dates, or breaches of time frames and build and
        view a history of these transactions
        Reporting feeder performance – reporting saidi and dollars against trees cut and
        notification activity (future)
        Reporting activity costs - $$$ for arbitration, $$$ for cutting, $$$ for clean up, $$$ for
        hazard warning noticing, $$$ for cut/remove or trim noticing. (future)
        Facility to change the number of working days – Although the regulations actually
        specify the number of working days (time frames), The Tree Manager shall have the
        facility to change the number of days to offer flexibility to the users. This is 10, 25 or
        45 days
        Working day calculator – to calculate and report on various dates by calculating
        working days, and taking public holidays into account.
        Utilicom charge to the customer/system user – Utilicoms invoice process to all users
        of The Tree Manager.
        Pay online. (future)




Page 6 of 55                                                                             9/11/2011
The Tree Manager Key Processes
The following processes will work in a synergistic fashion with each other to produce the
relevant reports and communications.
         Hazard warning notice process – the hazard warning notice is usually issued before
         the cut/remove or trim notice, and provides the tree owner with 3 months advance
         warning of the requirement to cut or remove the tree.
         Cut/remove or trim notice process – The cut/trim notice to the tree owner to
         cut/remove or trim a tree. If the tree is not in the system then the works owner cuts
         the tree at their own cost. If the tree is in the system as having been cut previously,
         then the tree owner must ensure that they cut/remove or trim those trees within the
         timeframes specified.
         No-interest tree notice process – a no-interest notice is served to the works owner if
         the tree owner wishes to choose to have no future responsibilities to the tree, giving
         the right to the works owner to cut/remove or trim that tree (providing the tree owner
         approves access to the property)
         Allocation of trees to tree owners (council/private etc) – The tree owner is assigned
         by name in the Tree record.
         Identification of trees – Trees are identified by a unique TreeID
         location of trees – Tree location is by the site address and a description explaining
         location.
         Defining ownership of the tree – The Tree Owner is stored on the form.
         Obligation to remove danger – Carried out by the Hazard Notification form.
         Dispensation process – The Tree Owner goes online, and changes the Tree Status to
         Dispensation Request. An online form is then filled in, and emailed to the Works
         Owner. The Works Owner can then review and Approve or Deny the dispensation.
         Arbitration process (future)
         Offences and fines (future)
         Rescission (rescinding notices) – At any time, the Tree Status can be changed back
         to the Tree Owner accepting responsibility. This does not clear any obligations that
         may be pending.
         Utilicom invoicing the customer/user
         History of notifications on all trees – Full history is kept for every tree being managed
         in the Tree Manager. This history includes all notifications. Also, a system log,
         records all automated emails sent out.
         History of activity on all trees trees – Full history is kept for every tree being managed
         in the Tree Manager.
         Reporting time frames to relevant stakeholders
         Reporting on trees that tree owners have/are cutting – Alerts when the tree cut is due
         and late.
         Reporting on trees that tree owners are not cutting – Indications of trees that tree
         owners have accepted responsibility for, but are not cutting. Or at least haven’t
         notified the works owner (this is an offence)
         Reporting on dispensation trees and there relevant conditions (of dispensation) –
         Trees must be cut within 20 days etc.
         Reporting on trees that the works owner has been cutting – Aided by the recording of
         all “Last Cut” and “Next Cut” (Revisit) dates.
         Reporting on arbitration, the trees and their relevant conditions (future)




 Page 7 of 55                                                                             9/11/2011
Key Process Time frames (working days)
The Tree Manager will provide functionality for recognizing the following time frames to
produce the relevant reports and communications.

Works owner 12 monthly publication to consumers
A works owner must (at not more than 12 month intervals) publish on the internet the
“required information” and in addition either;
             a) ensure that each consumer is given written notice of the required information,
             b) publish the required information in the news sections in two separate editions
                of each news paper

Works owner response to DOC related trees
A works owner must (at its own expense) within 3 months of becoming aware of a tree
encroaching the growth limit zone on DOC land cause that tree to be cut/remove or trimmed.

Tree owner to notify works owner when carrying out tree work
A tree owner must, at least 3 working days advise the works owner of the time and location of
the cutting or trimming of the tree(s)

Tree owners response to receiving a cut/remove or trim notice
If a tree owner received a cut/remove or trim notice within 3 months after receiving a hazard
warning notice, that tree owner must;
             c) Cut/remove or trim that tree within 10 working days after the date the
                 cut/remove or trim notice was received, if that tree is able to grow I meter per
                 month, or
             d) 25 working days after the date the cut/remove or trim notice was received, or
             e) an arbitrator specifies a time, or
             f) in any other case no later than 45 working days

Tree owner issuing a no-interest notice to a works owner
A tree owner must give a no-interest tree notice no later than 10 working days after the date
on which the tree owner received that cut/remove or trim notice.

Works owner fails to cut/remove or trim a no-interest tree
A works owner must cut/remove or trim a tree within 20 working days after the date on which
the works owner received that notice, or the tree owner is not liable the costs of damages in
the event that that tree causes damage to the network.

Tree owner application for dispensation
An application for dispensation must be made no later than 5 working days after the date on
which the tree owner received that notice.

Works owner to consider dispensation
If a works owner receives an application for dispensation, the works owner must, no later than
5 working days after the date on which the works owner received that notice. decide whether
or not to grant dispensation and give written notice of the dispensation to the tree owner.

Works owner allocation of time period for dispensation
A dispensation has effect for a period not exceeding 5 years, or what is specified by the works
owner.

Tree owner application to an arbitrator
If the tree owner has been refused dispensation or disagrees with the terms and conditions of
that dispensation the tree owner must make an application to the arbitrator no later than 5
working days after the date on which the tree owner received the “dispensation” notice.




 Page 8 of 55                                                                            9/11/2011
          Offences committed by tree owners
          If an offence is a continuing one, a further fine not exceeding $500 for every day or part of a
          day during which the offence has continued.

          Offences committed by works owners
          If an offence is a continuing one, a further fine not exceeding $500 for every day or part of a
          day during which the offence has continued.

          Proceedings of arbitrators – time to determine a dispute
          An arbitrator, on receiving an application from a tree owner must use his best endeavours to
          determine a dispute within 10 working days.

          Rehearing’s
          A party to the dispute that has been determind by an arbitrator may, by written notice
          delivered to the arbitrator within 3 working days of receipt by the party of notice given, apply
          for a rehearing of the dispute

          Summary time frame table
From                To              Time frame                           Action/comment
Works owner         All consumers   Not more than 12 months              Publish regulations
DOC                 Works owner     Within 3 months                      Cut/remove or trim notice trees
Tree owner          Works owner     At least 3 working days              Advise of intended tree work
Works owner         Tree owner      Received cut/remove or trim notice   Must cause the tree to be cut/remove or trimmed in the below
                                    within 3 months                      time frames
                                    10 working days                      If tree grows faster than I meter per month
                                    25 working days                      Slower growing species
                                    Arbitrator specifies time frame
                                    No later than 45 working days        In all other cases
Tree owner          Works owner     No later than 10 working days        Issuing a no-interest notice
Works owner         Works owner     Within 20 working days               Fails to cut/remove or trim a tree of no-interest to a tree owner
Tree owner          Works owner     No later than 5 working days         Application for dispensation
Works owner         Tree owner      No later than 5 working days         Works owner to consider and reply to dispensation
Works owner         Tree owner      No longer than 5 years               Total allowable period for dispensation
Tree owner          Arbitrator      No later than 5 working days         For application for arbitration
Works owner         Tree owner      Daily or part of a day               $500 dollar continuation fine
Tree owner          Works owner     Daily or part of a day               $500 dollar continuation fine
Arbitrator          All parties     Within 10 working days




              Page 9 of 55                                                                                        9/11/2011
Setup
Tree Manager Installation Requirements
When you first access to the Tree Manager, you will be provided with a link, user name and
password. If your company is already installed in the system, this is all you need to carry out
basic tree management.

If you are a new company, (Works or Network), several specific items need to be installed by
the supplier. Essentially, the first Works Owner Representative, the first Tree Owner and at
least one tree is required. Instructions on doing this are in the sections: How to set up a
Network Owner, How to set up a Works Owner, How to set up a new Tree Owner and How to
add a tree to an existing Tree Owner. Generally this will be done for you by the supplier.

The first part of the link will be the Web Server, which may be a special build within your
company network, or the public Utilicom Web Server. The last part of the link is the main or
Index page. The following is the public Utilicom build, which you can make into a Favourite
within Internet Explorer.

Note: The Tree Manager has been designed for Internet Explorer 6 or later. Other browsers
are not supported.


Internet Explorer Settings
There are two ways that you can configure Internet Explorer to utilise the full functionality of
this system:

1. Configure the Security Settings

    The following settings are required. Most functionality will work based on Internet Explorer
    default settings, however, the following are recommended, and are actually required for
    the reporting functionality to work:

    Set the security settings:
    From in Internet Explorer, click on Tools | Internet Options | Security. Within this box
    are two selections; Internet and Local Intranet. If you access the Tree Manager via the
    Internet, then click on Internet. If you access it on your local network, ie an Intranet, then
    click on Local Intranet. Click on Custom Level…, scroll down, and confirm or set the
    following two settings:

    Initialize and scrip ActiveX controls not marked as safe should be set to Enable




 Page 10 of 55                                                                            9/11/2011
         Automatic prompting for file downloads should be set to Enable




         After doing these settings, click OK and if you made changes, you will be prompted to
         confirm changes. Click Yes

2. Enter Tree Manager web site in Trusted Sites
   This method is possibly the better one, as it means that you do not place your computer
   in any risk from the Active X and download options, which when set as in Method 1, apply
   to all sites in the same domain.



 Page 11 of 55                                                                        9/11/2011
   To set this Method, open Internet Explorer, enter in the URL for your Tree Manager site,
   then click Tools | Internet Options | Security and then click Trusted Sites and Sites
   button. This will open up the following dialogue box:




   Type in the web site URL that you use to access the Tree Manager, and click Add. That
   will move the site into the “Web Sites” box. Then click OK.
   This tells Internet Explorer to trust this site, and allows the full functionality without putting
   your system at risk in any other sites or domains.




Page 12 of 55                                                                                9/11/2011
Forms
Tree Manager Main Form
When you first log into the Tree Manager, you will be placed in the following screen:




This screen is the main Tree Manager access screen, where you access the various forms.
These forms, accessed by the links down the right hand side, are explained in the following
sections. They are self explanatory, eg Trees, to access and manage trees in the main Trees
form, Works Owners, to access and manage Works Owners etc. Some of the options, have a
Browse option as well. This will take you directly to a browse screen, to facilitate easier record
selection.

On the left of the screen, you can see the outstanding tasks list. This applies to you as it lists
outstanding tasks that you need to investigate. This is explained in more detail in the Works
Owner section. Lower down on the left side of this screen, is a button labelled “Suggestion,
Request or Report fault”. This button opens up a small form, that you can write a suggestion
or request, or to log a fault. When submitted, the issue is sent to the developer.




 Page 13 of 55                                                                             9/11/2011
Trees Form
The Trees form is where records of all trees are stored, and each tree receives an
automatically allocated TreeID number. The form is the base tree information of each tree,
with links to the Tree Owner and Works Owner databases. All processes revolve around the
Trees form, including setting Tree Cut dates, Dispensation and No Interest approvals. The
monitoring is done based on the dates set in this form.

Each tree record is allocated to a Tree Owner, who must be in the Tree Owner database, and
each is assigned a Works Owner, who must be in the Works Owner database.

A Tree Owner can only see trees that are registered as being owned by that Tree Owner.
A Works Owner can only see trees that are registered as being assigned to that Works
Owner.




There are three ways to go to a Tree using the Goto field:
    If you know the TreeID of a tree, you can go to it directly, by typing the number in the
        Goto field, choosing TreeID in the pick list and clicking on the Go button.
    If you know the Pole Number, (Pole1 or Pole2), then you can type this, or the first part
        of a pole number, in the Goto field, choose Pole in the pick list and click on the Go
        button.
    If you want to find a TreeID by a previously used or allocated Notice Number, then
        you can type it into the Goto field, and choosing Notice in the pick list. The system will
        look at the current Notice Numbers plus up to 1000 previous tree records with that
        Notice Number and present those trees.
Note: These ways are not limited by the global filter set in the Browse screen.

The form has a lot of fields, and so is divided up into three types of information. The top part
is the tree location information. The middle section contains information about the tree. The
bottom section, the Lines or Electricity related information, which is based on the positioning
and location of the tree. The Risk is set automatically based on a number of Check questions.
Click on the Risk setting to adjust these for each tree. These are shown in more detail below.

Note also, entry of the FeederName, Substation and Voltage are aided by a lookup table. This
enables you to type in part of the FeederName, and then click Lookup. This presents you with


 Page 14 of 55                                                                           9/11/2011
a pick list, where you can select the Feeder. This populates the Substation and Voltage fields
automatically.

The Revisit field name shows up in red if the Revisit date is in the past.

The complete history of the tree can be seen in a browse screen by clicking on the History
button. This browse screen also gives you access to special forms, such as Dispensation,
Hazard and Cut/Trim notices.

The form includes the basic functionality that appears on many forms, such as Add, Del to
add or delete trees. Save to save any changes to the current tree. Reset to reset any
changes before saving. System to return to the System menu. Logout to log out of the
system. Prev and Next allow you to step to the previous or next tree, if you have other trees
that you can look at.

Note: if you have accessed a tree in the Trees form, a timer counts the time between when
you make changes to the data. If you have not made any changes for 15 minutes, then the
next time you attempt to change the contents of a field, without reloading the same or a
different tree, then you are prompted with a message explaining the timer, and suggesting
you reload the data tree before changing any data. Click Yes in the message box, to reload.
This is advisable, as if you have been sitting for 15 minutes or more, then someone else may
have been editing the same tree/s data.


How to enter a tree into the system
When a tree is to be added, there are three ways, create a new record from blank, create a
duplicate of the current and just edit the changes or click Add Tree from in the Tree Owners
form. Each is done as follows:
     To add a new blank record, click the Add button, this will create a new blank screen,
        then type in the details and click Save.
     To add a duplicate record, the details are typed into the current form, this may be an
        existing tree, and so many of the details are the same. Then click the AddDup button.
        This will make a new record with all of the details on the screen, except the
        automated date fields, Hazard NoticeDate, CutTrimDate, DispDate and NIDate, which
        will all be cleared, and the Tree Status field will be set to Accept Responsibility.
     In the Tree Owners form, if you find the Tree Owner, and then click on Add New Tree
        some basic information is transferred into this Trees form, and the Add facility is
        started.
Note: for step by step instructions, see the How To section at the end of this document.


Notice Number
The Notice Number field holds the notice number of the last notice issued for the selected
tree. This can include Manual Notices, Hazard or CutTrim that have been printed or emailed
and Automatic Hazard and CutTrim notices generated by the monitoring system.
      The manual notice can be entered by simply typing in a new Notice Number.
      The options for creating manual Hazard or CutTrim notices by entering the date as
         explained in the relevant sections in this document also fill in the Notice Number field.
      The Browse Trees for mailing processes, allowing you to create notices by the click of
         a button for trees that are due, also fill in the Notice Number field.
      The automatic monitoring system creates Hazard and CutTrim notices and sends
         them by email. This process also fills in the Notice Number field.
All notices can be seen in the Tree History, and are links enabling you to see or recreate the
particular notice.




 Page 15 of 55                                                                           9/11/2011
Setting the Risk of a tree
After the tree is added and saved, then the Risk should be set by clicking on the Risk word,
which will default to Med in blue. When this is clicked, the user is placed in a screen with
several questions that are used to determine the risk of the tree. These are all H, M or L and
added together and calculated to judge the overall risk of the tree.
The calculation of Low/Medium/High is as follows, (based on the 10 Checks):
     1 or more High – results in overall risk = High
     Or, 5 or more Medium – results in overall risk = Medium
     Else overall risk = Low



Using the Browse screen and associated filtering
The Browse button allows you to browse through all trees that you can see, and click to
further filter or click on an individual tree to bring it up this screen directly. Also in the browse
screen, as discussed later, you can create filters to reduce the trees displayed. If one of these
filters are set, they remain set until you logout, or you change or reset them. If a filter is set,
you will see (Filtered) on the screen just to the right of the number of trees, as shown in the
above diagram. So to change, click on Browse and choose different filters. Refer to the later
section on Filters for more detail.


Direct Access to Tree Owner
The button marked >> to the right of the Tree Owner, takes you directly to the Tree Owner
form.

Adding Comments to a Tree
The button Comments when clicked, enables you to add a running list of comments that
relate to the tree. When you click this button, a small popup window opens up, and has three
fields per line. The date is filled in automatically, you type in the comments line, and the
username is filled automatically. When you have typed in the comments, either hit Enter or
click Save. Note: Clicking Close without Save first, will lose any changes without saving.


Tree Owner Signed Process
It is normal process to write or deliver a letter to the Tree Owner, getting them to Sign, or not,
for their Trees to be looked after by the Works Owner. This process should work as follows:
      1. If required or known, enter tree information into Tree Form. Leave “Signed Date” field
          empty.
      2. Deliver or Post letter to Tree Owner – Enter Date in “Signed Date” field.
      3. Tree Owner Signs letter – Change Date in “Signed Date” field to new date
          Tree Owner chooses Fell or Trim – Select Fell or Trim in “Owner Signed” pick list.
            or if no choice applicable just choose Yes in “Owner Signed” pick list
The methodology here is that if there is no date, then the letter has not been sent. If there is a
date but the “Owner Signed” pick list has “No”, then you know the letter has been sent but not
signed. If the “Owner Signed” pick list is Yes, Fell or Trim, then you know that the “Signed
Date” field is the date it was signed.


Tree Owner First Cut Process
It is normal process that the tree owner gets the first cut of a tree free. This is the beginning of
the cycle of the tree, and following this first cut, regular cuts that are not free are carried out,
to conform to the regulations. This process should work as follows:
      1. If the tree has never been cut, but has been captured by a visit or survey, then the
         tree is entered in the system, but the Last Cut Date is left empty. This stops the
         automatic timers and notifications from activating.
      2. If the Tree Owner has been offered the first cut, then the field FreOfr can be set to
         Yes.


 Page 16 of 55                                                                              9/11/2011
    3. When the tree gets it’s first cut, then the Last Cut Date is entered. As soon as the
         record is saved, the Revisit Date is updated based on the Last Cut Date plus the
         cycle time in months. Note that the cycle period can be selected or changed at any
         time.
    4. If the tree gets a Free Cut, eg as the first cut, then this date can be captured in the
         FreDne field.
    5. Timers and notifications will start from the time the LastCut date is entered.
Note that the FreOfr and FreDne details are entered into the history, and will show up in the
reporting, eg CTReport will show the Free Offers in a date range, and the Free Dones for the
free cuts in a date range.


When the Tree is cut
When a Tree Owner cuts the tree, either the Tree Owner can update the database, or the
Works Owner can. The Last Cut date should be changed to the date the tree was cut and
then click on Save. This will clear the Hazard and Cut/Trim dates, and change the Revisit
date to the new Last Cut date, plus the Cut Cycle. Eg, in the above picture, if the tree was cut
on the 15/10/2004, then 15/10/2004 would be entered in the Last Cut date field, the Hazard
and Cut/Trim date fields would be cleared, and the Revisit would be automatically changed to
15/10/2005, ie 15/10/2004 plus the 12 months, as that is the cycle period as set in the Cut
Cycle field. Note that the Last Cut date cannot be a date in the future.


Changing Dates and Manual Hazard and Cut Trim Notices
Note that a Tree Owner is unable to manually change dates in the Hazard NoticeDate,
CutTrimDate, DispDate, NIDate and NextCut date fields.

Network, Controllers and Admin can update dates in the HazardNoticeDate, CutTrimDate and
NextCut date fields. The other two, DispDate and NIDate can only be changed by the
automated processes triggered by applying for Dispensation or declaring No Interest. If a date
is manually entered into the Hazard or CutTrim date fields, then a pop up box presents the
ability to manually enter a Notice number. This provides the means to store Notice Numbers
that have been created externally or out in the field where there may be paper based systems
still operating. Also, the CutTrim notice can be triggered by entering a Notice Number in the
Notice Number field. The differences between entering a CutTrim date and entering a Notice
Number, are that in the later:
       The Notice Number cannot be edited or changed from within the popup Notice Form.
       A date field is presented in the Notice Form, allowing you to enter a date different
          from the current date (which is the default).

Once in the Notice Form, you can type in the details for the Notice, and click the Submit
button to create the notice, then Close to close the form. Note that for CutTrim the date in the
Notice form, is transferred to the CutTrimDate field when you click Submit. (This allows you to
enter a Notice Number and a specific date in one step). Note: you can also do this, by
entering the CutTrim date in the Trees form, and when placed in the Notice form, entering the
Notice number there. If you want to print out a formal notice, from in the Trees form, click on
Hist, then click on the Notice (the latest or one you have just created will be the last one in the
list).

Hazard NoticeDate and CutTrimDate have different purposes when a tree is under
Dispensation. This only applies for genuine dispensation and not when a tree is dispensated
automatically because it has died or been removed. When a dispensation is approved, then
the following changes:
    1. Hazard NoticeDate takes on the purpose of Dispensation3M (3 monthly advice of
         dispensation expiry).
    2. CutTrimDate takes on the meaning of Dispensation5D (5 day advice of dispensation
         expiry).
    3. The above dates cannot be edited manually.
    4. If the user attempts enter a manual notice, the prompt advises of the dispensation.


 Page 17 of 55                                                                            9/11/2011
Printing a tree record
To print a tree record, there is a button labelled Prn at the bottom right. Clicking on this opens
up a printer friendly screen for the current record, that has print button. Use that to print the
record, and then close to return to the current screen.

When a tree is removed or no longer exists
If a tree has died or been removed, then there are two options in the Tree Status field. These
are Tree Removed and Tree Died. When either of these are selected, the following applies:

          If changing to Tree Removed or Tree Died, then any notice dates (Hazard or
           CutTrim) are cleared immediately, and if NI is set, then this is cleared.
          When changed to Tree Removed or Tree Died, then you are prompted for a date,
           with the current date offered as default. You can only change this now, and when
           saved, the Dispensation Date is set to this date. This is because the tree has
           dispensation by default since it doesn't exist.
          Unlike normal Dispensation, in this case there is no dispensation approval process,
           just a warning to the tree owner or whoever makes the change.
          The Dispensation prevents any Hazard or CutTrim notifications.
          The Dispensation date set, prevents the tree from being included in Not Cut and No
           Interest 20 day reports.
          In the Browse screen, you can select Tree Removed (TreRem) or Tree Died (TreDie)
           in the filters to see all the removed or dead trees.
          In the Browse screen, you can select Tree Current (TreCur) to see all trees that are
           not Removed or Dead. Ie all current trees.
          In the Browse screen, TreRem and TreDie are in gray, rather than black or red like
           the Current trees.
          Trees that are “Tree Removed” and “Tree Died” are counted separately in the reports,
           eg CT Report. Further updates to these are not counted again, unless the status is
           changed to something else, and then changed back.

Job a tree record
To generate a Job Card, click on Job. This will create a Job Card, with some of the
information filled in ready for you. You can fill in some of the fields as required, and submit the
Job Card. This generates a Job Card number, and then you can print it out. Some fields are
left blank, as they are filled in onsite by the contractor. See section “Issuing Job Cards” for
more information.

Lookup Tables
Some fields have lookup tables to facilitate easier and more reliable data entry. Details of
these are:
 Field       Search Filtering             Fields updated       Restrictions on data
 Name                                     from the             presented
                                          selection
 Tree Owner      String search, where the          Tree Owner            Tree Owner Works Company must be
                 characters can be anywhere                              the same name as your company that
                 in the name.                                            you login as.
 Species         Begins with, where                Species               No restriction. Species table is global.
                 characters entered cause the
                 search for species that begin
                 with those characters. Eg h
                 will find all species beginning
                 with the letter h.
 Feeder          Begins with. Same as              FeederName,           Feeder Name applies to Network.
                 species.                          Substation, Voltage   Feeders will only be presented if they
                                                                         are registered in the system in the
                                                                         same Network as your Network
                                                                         Domain that you login as.




 Page 18 of 55                                                                                          9/11/2011
Applying for Dispensation for a tree
If the Tree Owner wants to apply for Dispensation for a live tree, then this is done by changing
the Tree Status field to “Dispensation Request”. As soon as this is changed, the Tree Owner
is placed in the Dispensation Request screen, which looks like the following:




The Tree Owner types in the request in the text field, chooses the required Dispensation
Period in Months or Years, but only up to 5 years maximum, and clicks on Submit. The other
fields are shown so that the user is comfortable about which tree is being applied for. Once
submitted, the Submit button goes grey, and the request is automatically emailed to the
Works Owner. The Works Owner who receives this is selected as follows:
      The Works Owner company name is used from the Trees Form for this tree.
      The Works Owner table is then checked for all contacts who have the “Receive
         Requests” > “Dispensation” ticked.
      The email address is used from each Works Owner contact found from the above
         check, and each person receives the request.
      While the Dispensation is still in “Dispensation Request” status, any Works Owner
         contact for that company, who logs on with that company login, will see an
         Outstanding Tasks entry on the Tree Manager System page. Refer to the
         Outstanding Tasks section for more detail on that.

After the above email, the Tree Owner clicks on Close and is returned to the Trees form,
where the Dispensation date in the Trees form receives the calculated Dispensation date,
based on the current date plus the Dispensation Period.

Note that a Dispensation is supposed to be applied for within 5 working days from receiving a
Cut/Trim notice. If not, ie it is more than 5 working days, the process still works but the Tree
Owner gets the message as shown above, and the Works Owner is also alerted in the email
of this timing illegality.

Note that a 5 working day timer starts now, as the Works Owner has 5 working days to
approve the Dispensation. If this is not done, an email report is sent to every Works Owner
contact in the Works Owner table for this company.

A timer also starts for the Dispensation expiry. Emails are sent to all Works Owner contacts in
the Works Owner table for this company 3 months before expiry and again 5 days before
expiry.


 Page 19 of 55                                                                          9/11/2011
When the Works Owner gets the Dispensation Request email they can go to the tree, and
change the Tree Status field to Dispensation Approval. This places them in a form as follows:




In this form, they will type in the approval, refusal or any comments or conditions. Also, the
Works Owner can view the Checks that make up the Overall Risk factor of this tree. Note that
any changes made to these checks are recorded, but are not updated in the main Trees
database. This is by design. The Works Owner can review the “Dispensation to apply until”
date and then click on the Approve or Deny button, and this sends an email automatically to
the Tree Owner advising them of the Dispensation Request response.

Note that the clicking of the Approve button stores the “Dispensation Approved” setting in the
Accept field, which stops the Dispensation Request 5 day counter from triggering and the
Dispensation Date is updated to the “Dispensation to apply until” date of the Approval. Also,
any dates in the Hazard NoticeDate, CutTrimDate fields are cleared automatically by action.

Note: if the Deny button is clicked, then the Accept field is set to “Accept Responsibility”
based on the fact that the Tree Owner is negotiating for the tree so must accept the outcome
of their negotiations until some resolve. Also, as the Accept is set to “Accept Responsibility”,
then the date fields, DispDate and NIDate are cleared as they are not relevant for this state.




 Page 20 of 55                                                                           9/11/2011
Applying for No Interest for a tree
If the Tree Owner wants to apply for No Interest for a live tree, then this is done by changing
the Tree Status field to “NoInterest Request”. As soon as this is changed, the Tree Owner is
placed in the No Interest Request screen, which looks like the following:




The Tree Owner types in the request in the text field, and clicks on Submit. The other fields
are shown so that the user is comfortable about which tree is being applied for. Once
submitted, the Submit button goes grey, and the request is automatically emailed to the
Works Owner. The Works Owner who receives this is selected as follows:
     The Works Owner company name is used from the Trees Form for this tree.
     The Works Owner table is then checked for all contacts who have the “Receive
        Requests” > “No Interest” ticked.
     The email address is used from each Works Owner contact found from the above
        check, and each person receives the request.
     While the No Interest is still in “NoInterest Request” status, any Works Owner contact
        for that company, who logs on with that company login, will see an Outstanding Tasks
        entry on the Tree Manager System page. Refer to the Outstanding Tasks section for
        more detail on that.

After the above email, the Tree Owner must click on Close and is returned to the Trees form,
where the NI (No Interest) date in the Trees form receives the current date.

Note that according to the Tree Regulations, this application for No Interest is supposed to be
done no later than 10 days after receiving a Cut/Trim Notice. If it is later at the stage that the
Tree Owner is completing the form, then a message on the screen advises them of the fact,
as follows: Note: There are more than 10 working days from CutTrim Notice (date)

Note that a 20 working day timer starts now, as the Works Owner has 20 working days to cut
any trees that are approved as No Interest. If this is not done, an email report is sent to every
Works Owner for this company in the Works Owner table.

When the Works Owner gets the No Interest Request email they can go to the tree, and
change the Tree Status field to “No Interest Approval”. This places them in a form as follows:




 Page 21 of 55                                                                            9/11/2011
In this form, they will type in the approval, refusal or any comments or conditions. Also, the
Works Owner can view the Checks that make up the Overall Risk factor of this tree, and
adjust the date that the approval is to be applied from. Note that any changes made to these
checks are recorded, but are not updated in the main Trees database except for the No
Interest Request date. The Works Owner can then click on the Approve or Deny button, and
this sends an email automatically to the Tree Owner advising them of the No Interest Request
response.

Note that the clicking of the Approve button stores the “NoInterest” setting in the Accept field
and sets the NIDate to the Request from date in this form. Also, any dates in the Hazard
NoticeDate, CutTrimDate fields are cleared automatically by action.

Note: if the Deny button is clicked, then the Accept field is set to “Accept Responsibility”
based on the fact that the Tree Owner is negotiating for the tree so must accept the outcome
of their negotiations until some resolve. Also, as the Accept is set to “Accept Responsibility”,
then the date fields, DispDate and NIDate are cleared as they are not relevant for this state.




 Page 22 of 55                                                                           9/11/2011
Works Owner
The Works Owner form contains information about Works Owners and Network Owners. Ie
this form is shared, as this enables a Network Owner to also be a Works Owner. Unless
stated otherwise, this table is referenced by the Works Company field in the Trees form.

The email entered in this form, will be used for:
    The Works Owner receives CC’d emails of all Notifications.
    The email on this form is used for the No Interest and Dispensation Requests.
    The email on this form is used for trees No Cut reports and No Interest 20 day
      reports.
    If you want to load a Works Owner but not receive notifications, then leave the email
      field blank.

All Works Owners and Network Owners should be entered into this form.




People with User level rights do not have access to this form. This may change in the future,
but further investigation is required to determine security risks.

Note: this form contains information about Works Owners and Network Owners for the
management and operation of the system. It does not contain or provide Login information.
Login is done from the User Form. The difference with Network Owners is that they can have
additional Works Companies names in the Works Companies field. This allows the Network
Owner to access Works Company information for several companies that they operate with.
The company names should be entered exactly as they are spelt, with a comma in between
each one. This entry needs to be done by an Administrator.

Only Admin are able to delete records from this form. When attempting to delete the last
record of a Works Owner for a particular company, the system checks that there are no Trees
registered as being worked on by this Works Owner and no trees registered as Network
Owner by this company. If this is the last record and there are still trees in the system with
Works Owner or Network Owner, then you get an error and must delete or change the tree
settings before deleting the Works Owner record.




 Page 23 of 55                                                                        9/11/2011
Works Owners in this form are also used for Notifications from the system when regular daily
or weekly warnings of Tree issues are emailed out. These emails are sent to all contacts for
the particular Works Owner company, based on the entries in this table. Two regular report
types can be turned off or on in the form. These are the “Not Cut Weekly” and “No Interest
Weekly” reports. Unticking these prevents the reports going out, while still allowing other
regularly sent reports.

Works Owners in this form are also used for identifying Works Owner recipients for
application requests, such as NoInterest Requests, and Dispensation Requests. When a Tree
Owner is applying for a request, such as these, then the system searches this Works Owner
table for each and every contact, based on the Works Owner company in the Trees form, and
that the associated “Receive Requests” tick box is checked in this form. Depending on these
entries, there could be several emails for one request.

This form is also used for a Works Owner representative, who logs in under the Works Owner
company name. Eg Joe Bloggs logs in with his own login that has been set up in the
TreeSetup screen with Company name that is a Works Owner. Then when he accesses the
Tree Manager System screen, there is an Outstanding Tasks list, as follows:




These tasks are relevant to his Works Owner company that he is logged in as, and will show
up if he is entered in the Works Owner table as well, and if there are tasks requiring action by
a contact in his Works Owner company. There is a Help ? button to provided additional
information above the box. To access any of these trees, to carry out the required task, the
user can double click on the specific task. That will open that Tree in the Trees form, where
the appropriate action can be taken, eg approving a Dispensation Request.




 Page 24 of 55                                                                          9/11/2011
Tree Owner
Contains information about tree owners. Note that this information is about the owner
themselves, and not the tree. The email address in this form, is used by the monitoring
system, to deliver Hazard and Cut/Trim notices to, as it is linked to by the Tree Owner name
in the Trees form.

A Tree Owner must be entered in this form, before any trees can be installed in the Trees
form. Also, if a Works Owner or Network Owner needs to manage Tree Owners, then they
need to have at least one Tree Owner entry in this form, even if it is their own name.


To find a Tree Owner
Search for a name by entering start of first and surname, eg “Bo And” and click Go
Also, after entering Search, the Filtered Tree Owners pick list is populated with names that
match the search criteria. This enables you to easily pick a name from a list of closely spelt
names. Or, if you know the OwnerID number, then you can enter that in the top search box,
and click Goto OwnerID. This will take you directly to the tree owner. There is also a
 Browse All button, which puts you in the browse screen. See below for more information.




These forms include the basic functionality that appears on many forms, such as Add, Del to
add or delete trees. Save to save any changes to the current tree. Reset to reset any
changes before saving. System to return to the System menu. Logout to log out of the
system. Prev and Next allow you to step to the previous or next tree, if you have other trees
that you can look at. You can find or filter tree owners, but typing in a first letter of the first
name, optionally, and some letters of the surname in the Search Name field, and click Go.
This will populate the Pick List with owners matching those characters. Up to 50 owners are
stored in the pick list.

Another way to locate Tree Owners is to browse through all Tree Owners, by clicking on the
Browse All button. (Also can be accessed from the System form). This presents a screen like
the following, where you can enter parts of names, and see the list filtered by clicking on the
Go button. Once you see the Tree Owner you want to go to, click on the link under the
OwnerID field, and you will be placed in the Tree Owner form, with that Tree Owner
displayed:




 Page 25 of 55                                                                             9/11/2011
Add new tree from within the Tree Owner form
You can add a new tree from in the Tree Owner form, by choosing Yes when prompted after
adding a New Tree Owner, or by clicking the Add New Tree button to the right of the Tree
Owners name. This will take you to the TreeNotification form, with some of the details filled in
automatically from here. The details are general things such as Name, address, Works Owner
etc. The advantage to entering the Add Tree function from here is that it is easier to find the
right Tree Owner, and by checking the address and other details to be sure you have the right
person. Also, by using the filtering in this form, you won’t get caught with a persons name
being spelt wrong, which could happen if you Add new trees from in the Trees form, as the
Tree Owner field in the Trees form is a free entry text field.

Note that a user cannot use the Add button, as they are not allowed to administer the system.
Also, to prevent name changes simulating an Add, a user cannot change their name. Users
can however, update other details about themselves, eg address or email. Users cannot
delete records from this table.

When a Controller, Network or Admin attempts to delete a Tree Owner the system checks
that there are no trees still in the system registered as being owned by this Tree Owner. If
there are, you will get an error message, and must delete those trees or change the Tree
Owner name to another tree owner before you can delete the Owner you are trying to.

It is necessary for a Tree Owner to be entered in this form, before they can have trees
entered in the TreeNotification form.

If a Tree Owner’s name needs to change, it must be done from in this form. When you edit
the Tree Owners name, the system detects the change, and asks you if you want to update
the owners Trees with the name change. You should select Yes, and the change will be made
immediately. All trees with the previous name as the owner will be updated with the new
name.

Note: If a Tree Owner’s name needs to change, but the owners Trees are not to remain linked
to that tree owner, then you can select No after changing the Tree Owners name, then Click
              nd
Yes on the 2 prompt. Take care when doing this, as it will save the Tree Owner name
change, but not update the trees, and therefore leave them unlinked to any Tree Owner.

Note: This method above, is the only way that you can end up with two records for one Tree
Owner.



 Page 26 of 55                                                                            9/11/2011
Note: When there are more than one Tree Owners with the same name, you can delete one
or more of them until the last Tree Owner when the system checks for any trees still in the
system.

Note: this form contains information about Tree Owners for the management and operation of
the system. It does not contain or provide Login information. Login is done from the User
Form.

Note: to facilitate easy Postal address entry, you can type “same” (without the quotes) in the
Address Post field, and it will copy the physical Address, Area and City into the Address Post
field.

Note: Fields marked with a * are compulsory. However, other fields may be necessary as
well, depending on the Delivery selection. Eg if Email is selected, then there must be an email
address in the email field. The full list of these is as follows:

          Delivery Method     Compulsory Field
          Email               Email
          Fax                 Fax
          Post                Address Post
          Deliver             Address (physical)
          Managed             Nothing sent to Tree Owner. This applies to the:
                              - Automated Monitoring, where emails and faxes will not
                              be sent automatically to Tree Owners
                              - Tree Reports Browse screen, where choosing Managed
                              allows you to select Email or Prn
                              - NI, Disp Approvals, where approvals being emailed to
                              Tree Owners can be controlled




 Page 27 of 55                                                                         9/11/2011
Tree Browse Screen
When in the Trees form, you want to look for another tree, and don’t know the TreeID, an
easy way is to click on Browse. The browse screen looks like the following:




From in this screen, you can go directly to a tree, by clicking on the TreeID number at the left
of each record. Or you can go to a filtered list of trees, by clicking on the Owner or Works.
Clicking on these, will take you back to the Trees form screen, and the trees available will be
filtered based on the name you clicked on. Eg if Bob Andrews has 10 trees, then you will be
able to click Next to step through each of his 10 trees.

Note that this list may not have all trees in the system, depending on your rights. Eg a User
will only see their own name, and their own trees.

This screen is a good way to jump back, click Back or jump ahead, click MoreRecords one
page at a time, or go to the first |< or last >| tree. Note, when you first go to this Browse
screen from the first TreeID blank record, you are placed at the highest numbered TreeID,
which will be at the bottom of the screen. However, at all other times, the system will
remember the current TreeID and place you with that TreeID at the top of the browse screen.

Note: when using this screen, the Status field is abbreviated to only show the first 3 letters of
the status from the Trees form. Eg a tree with “Accept Responsibility” will show AccRes in the
Browse form. Also, this field shows in red if the next Revisit date has past.


Using the Filtering in the Browse screen
Further filtering is available by using the Filters area on the screen. See the following section
on filters for details on each of these, however it is important to understand how they work.
You enter the filtering requirement, and click on Set Filter button. This sets the filter, and
updates the browse screen. Then when you go into the Trees form, either by clicking on the
TreeID or, Owner or Works, the records available are still filtered. This filtering remains as
long as you are logged into the system. To clear the filter, empty the Filter fields, and click the
Set Filter button again, or click the Clear Filter button. This will update the browse screen
again, and remove the filtering.

Note: The filter does not affect a search for a tree record, when the Go button is used in the
Tree form.


 Page 28 of 55                                                                             9/11/2011
Tree Record Filtering
Filters can be applied to the results you see, from in the Tree Browse screen. The filters
available are:
      Feeder: Enter the full Feeder name, or part of a/some feeder names, optionally
         bounded with the wildcard % character. Eg entering %hi% will find all tree records on
         feeders with the letters hi in their name. hi% will find all tree records on feeders that
         begin with hi, and %hi will find all tree records on feeders that end in hi.
      Road: Enter the full road name, or part of a/some road names, optionally bounded
         with the wildcard % character. Eg entering %Sedd% will find all tree records on roads
         with the letters sedd in their name. Sedd% will find all tree records on roads or streets
         that begin with Sedd, and %ddon Road will find all tree records on roads that end in
         ddon road.
      Last Cut Months: Filters on <, > or = to a number of months since the tree was last
         cut. So choosing > and entering 6, will find all trees that were Last Cut more than 6
         months ago.
      Accept Filters on the Tree Owners Tree Status field. This is a picklist allowing you to
         filter all trees that are Accept Responsibility, or Dispensation Approved etc. The
         abbreviation is a system standard, as shown in the browse screen, that is the first 3
         characters of each of the two words. Ie Accept Responsibility is AccRes. Note that
         there is one special entry here, that allows filtering but is not an Accept type. That is
         Tree Current, or abbreviated as TreCur and is used to filter all trees that are still alive.
         Ie it ignores Tree Removed and Tree Dead trees.
      Owner Filters on the Tree Owners name. This is a free entry field, and can be parts
         of the Firstname and Surname separated by a space, or just the surname. If just the
         surname, then prefix the part name with * or %. Also if using Firstname Surname,
         and you don’t know the start spelling, you can prefix them with * or % as well. The
         following will all filter on Joe Bloggs. Jo Blo, *Blo, Jo* Blo*, *oe Blo etc.
      CutTrim Filters on the Revisit date and the Number of days (No Days), 10/25/45 as
         set for each tree in the Trees form. If this filter is selected, then you only see trees
         that are within the 10/25/45 day period when the Revisit is due. Note, this includes
         trees where the date has past. Ie the Revisit is overdue.

When you set or reset a filter, the browse list is refreshed on the screen. The first tree
displayed, will be the current or next tree in the database that matches the filter just set. Ie it
will attempt to maintain your position in the database.




 Page 29 of 55                                                                              9/11/2011
Tree History Screen
When in the Trees form, you want to look at the history of a tree, you can click on History.
This will place you in the following form:




The summary of each change is shown in the Action column. Note that some changes
provide a link. These are specifically to allow a paper copy of an important document to be
created. The above show links to produce the following:
     Hazard Notification (Automated), Action = Notification3M
     CutTrim Notification (Automated), Action = NotfificationM
     Hazard Notification by Date entry (Manual), Action = ManHazard
     CutTrim Notification by Date entry (Manual), Action = ManCutTrim
     Manual Notice Created by Notice Number entry (Manual), Action = ManNotice
     Dispensation Request, Action = DispRequest and Accept = DisReq
     Dispensation Approved, Action = DispApproved and Accept = DisApp
     No Interest Request, Action = NIRequest and Accept = NoIReq
     No Interest Approved, Action = NIApproved and Accept = No Int


Clicking on these links will open up a form with information extracted from the actual request
or notice based on the stored history.

Note that the Manual Hazard and CutTrim notices that are shown by clicking on the link, will
not necessarily be the same notice as an external system or book in the field used, but the
information will still be useful in this form for future reference.

Note that the Manual Hazard and CutTrim notices are created manually, by entering a date in
the respective field in the Trees form. The Manual Notice is created by entering a Notice
Number in that field in the Trees form. When this is done, the CutTrim date is set to the
current date. Refer to the “Notice Number” section for more information.




 Page 30 of 55                                                                          9/11/2011
Live monitoring
The system has live on line viewing and notification of tree hazard and cut/trim notices. This is
run from a module, which is scanning and monitoring the condition of the trees in the system.
The system is designed to check the Last Cut, Revisit dates, and notify Tree Owners at the
appropriate times as stipulated in the Tree Regulations. There are several checks against the
time periods built into the system, as follows:
     Hazard Notice (3 months) – Email or fax to Tree Owner or Works Owner if Tree
        Owner has declared No Interest. Email sent at midnight or fax between 7:00am and
        6:00pm. It is also CC’d to the Works Owner.
     Cut/Trim Notice (10, 25 or 45 days as set for each tree) – Email or fax to Tree Owner
        or Works Owner if Tree Owner has declared No Interest. Email sent at midnight or fax
        between 7:00am and 6:00pm. It is also CC’d to the Works Owner.
     Not Cut Report - Trees that have past the last date (Revisit Date) where they are
        supposed to be cut, and they have not been. Report is emailed to each Works Owner
        at 07:00am on Monday of each week.
     Dispensation Requests from Tree Owners that have been sent to the Works Owner,
        and the dispensation has not been approved in 5 Working days. Report is emailed to
        each Works Owner each day at 8:00am.
     On 1 May, a 2 month warning of Publication Requirement is sent to each Works
              st

        Owner representative in the Works Owner form.
     On 20 June, a 10 day reminder of Publication Requirement is sent to each Works
                 th

        Owner representative in the Works Owner form.
     Dispensation has reached 3 months prior to the DispDate, which is the expiry of the
        currently approved dispensation. Report sent to each Works Owner each day at
        9:00am.
     Dispensation has reached 5 days prior to the DispDate, which is the expiry of the
        currently approved dispensation. Report sent to each Works Owner each day at
        9:00am.
     No Interest 20 day Report - No Interest has been sent to Works Owner, but the
        Works Owner has not cut the tree, and 20 working days have passed. No Interest 20
        day Report is emailed to each Works Owner at 07:00am on Monday of each week.




 Page 31 of 55                                                                          9/11/2011
Hazard Notice sending
When a Hazard notice (0 to 3 Month section) is emailed out, it is the notification that tells the
Tree Owner they have 3 months to cut or trim their tree, and the date is entered into the Trees
database in the Hazard date field automatically. Hazard Notices won’t be sent out again until
this date field is cleared. Hazard Notices are not sent out if the Revisit Date is in the past.
These are monitored by the “Trees that have past the last cut date” report.


Cut Trim Notice sending
When a Cut/Trim notice (10/25/45 Days section) is emailed out, it is the notification that tells
the Tree Owner that they have 10, 25 or 45 days to cut or trim their tree, and the date is
entered into the Trees database in the Cut/Trim field. Cut Trim Notices won’t be sent out
again until this date field is cleared. The 10. 25 or 45 days is set in “No Days” field in the
Trees form. Cut/Trim Notices are not sent out if the Revisit Date is in the past. These are
monitored by the “Trees that have past the last cut date” report.


Notice sending by email or printing
When notices are due to be sent out, depending on the Delivery Method in the Tree Owners
settings, they will either be emailed immediately based on the monitoring described above, or
they can be printed for posting.

If set for emailing, it is completely automatic, and the email is sent to the Tree Owner and
CC’d to the Works Owner.

If set for posting, then this is managed from the Reports screen. Access from the Main Tree
Manager page, and click on Reports. In this form, you can click on Browse Trees for mailing
(for either Hazard notices or Cut Trim notices). This will place you in a screen like the
following:




From in this screen, you can set filters to customise the view of trees. Filters are:
Feeder – choose a feeder by typing in the feeder name, or part of, with wild card * or %
Road – choose a road by typing in the road name, or part of, with wild card * or %
Risk – choose High, Med, Low to filter on overall risks of trees. Eg to filter all High risk trees,
choose High. Or in this pick list, you can pick descriptions that align with the the 10 Risk
questions, eg all trees that lean towards lines. These are selected if they are High risk for the
particular question for each tree in the database.
Set the filter as explained above, and clicking on the Filter button.


 Page 32 of 55                                                                             9/11/2011
Note: to be sure that two notices are not allocated for a tree simultaneously by two people,
this list refreshes automatically every 120 seconds.

To produce a notice for a tree, simply click the Print button beside the tree. Clicking this will
load a notice and fill in the appropriate details, ready for mailing to the Tree Owner. This
process also allocates a Notice Number, and stores that in the History for that tree, and stores
the date + 3 days, in the appropriate notice date field for the tree. It is then removed off this
list.

If the regulations information is required as well, then click on the Information button at the
bottom right of the screen. This will open up the document, which you can then print one or
many copies.

To produce notices for all trees, if required set your required filters, and then click the Print All
button. This will step through each tree record, allocate and print the notice in the same way
as explained above for a single notice..



Clearing of Hazard and Cut Trim notice dates
When the tree is actually cut, the operator, Tree Owner or Works Owner updates the Last Cut
date. When this is done, the Hazard and Cut Trim date fields are automatically cleared, the
Revisit date is updated to the Last Cut plus the Cut Cycle, and the clock restarts counting
down to the Revisit date. Apart from the Last Cut date, all other functions are automatic.

If a Tree Owner has applied for Dispensation and if the Dispensation has been approved,
then the Hazard and Cut/Trim notices are not sent out as detailed above.

If a Tree Owner has declared No Interest in the tree, then the Hazard and Cut/Trim notices
are sent to the Works Owner instead of the Tree Owner.

If the tree is in “Tree Removed” or “Tree Died” state in the Tree Status field, then the
dispensation date is unconditionally set, and so no Notices are sent out and trees are not
included in the Tree Not Cut and No Interest daily Works Owner reports.


Issuing Job Cards (Optional Process)
When work is required to be done on a tree/s, some companies prefer to use a Job Card as a
printout that the contractor can take to the site for instructions and details on the tree cut or
trim work. The Job system in the Tree Manager allows the user to issue and print out a Job.
This Job system does not interact with the Notification system in any way, and is not a
Regulations requirement, however, it does access the Tree Manager tables, eg Trees form
and Tree Owner for information.

Access the Job system by clicking on the Job button from in the Trees form. This will bring up
a Job form, based on the information in the currently selected TreeID. The user can then
issue the job by clicking Submit, and the form is refreshed with the Job Number allocated and
filled in. The user can then Print the Job Card.

When you click on Job, if there was a previous Job done on the current tree, then you are
informed with a message, and advised that if you want to make changes to that Job, then edit
the changes, and click Save. If you want to create a new Job, then edit the changes and click
Submit. In either case you can then Print and/or Close.




 Page 33 of 55                                                                              9/11/2011
Tree Reports
The scheduling of reports is on a global basis, and is customised for each report. The day of
the week can be specified or every day. The reporting time can be set for any hour. If a report
is missed by system outage or some unforeseeable problem, then when the system is
running again, the reports will run on the scheduled day as long as the hour is equal or
greater than the scheduled hour. The scheduling is set in the file TreeReports.mdb and are
set by the developer.

The reports that are currently run in the background by this system are as follows:
                   TreeReports
       ReportName            ReportDay ReportTime
Tree Not Cut                    Monday        7:00
No Interest Trees               Monday        7:00
Dispensation Requests         Every Day       8:00
Dispensations 3m to expire    Every Day       9:00
Dispensations 5d to expire    Every Day       9:00
Public Notice 1st May         Every Day       9:00
Public Notice 20th June       Every Day       9:00
3 Month Tree Cut Notice       Every Day       1:00
Cut Trim Notice               Every Day       1:00
Tree Cut Due                  Every Day       1:00
Backup                        Every Day       6:00

From the Reports Screen, you have the access to run various reports. The screen looks like
the following:




The top half of the screen is the access to the Hazard Notice sending. Refer to the section
called Hazard Notice Sending in this document.

The bottom half is the report creation. Selection criteria are used as follows:


 Page 34 of 55                                                                         9/11/2011
       Last Cut Dates From and To – means the report includes all trees that were Last
        Cut between the dates entered here.
        Exception for this are Performance Reporting and CT Reporting reports, which use
        these dates for the dates of user activity, based on historic data.
    Options available within the Last Cut dates can be easily selected using the bullets.
    These are:
             o None – Report will include all trees that have not had their first cut. This is
                 selected based on there being no Last Cut date.
             o All – Report will include all trees regardless of the Last Cut date.
             o AllCut – Report will include all trees that have been cut, ie have a Last Cut
                 date, but that date can be any date. (01/01/1970 ~ Current date)
             o 12m – Fills the selection dates with From=current date – 12 months and
                 To=current date. You can edit these dates manually to broaden the report.
             o CutTrim – Fills the Date From with CutTrim. This is a special report that
                 selects trees that are within or past the 10/25/45 day period when the next
                 Revisit is due.
             o ? – A short help screen that explains the above special date settings.
     Feeder – allows you to specify a particular feeder. You can also enter part of the
        feeder name. In this report screen, you don’t need to use % as it is always implied.
     Road – allows you to specify a particular road. You can also enter part of the road
        name. In this report screen, you don’t need to use % as it is always implied. This is
        the road name in the Tree Site address from the Trees Form.
     Notice – allows you to specify trees to be selected for your report by part or all of the
        Notice number for the last notice sent. Ie reporting by this selection does not look
        through history, beyond the last notice sent. Note, you can use the * as a wild card to
        find any tree with any notice number. As with the above, you don’t need to enter the
        % as this is always implied. So to find any notice number with 1234 whether it follows
        letters or not, just type in 1234.
     Network – shows you the Network Domain you have access to. This is not editable
        except by admin users.

Report to Excel runs the report, and will prompt you to Open or Save. As a hint, a message at
the bottom of the screen explains how to open in a browser window or in excel. This is not by
design, but how Windows works.
     To open in a browser window, click Open.
     To open in Excel, click Save, save the file (anywhere), then on the next prompt, click
         Open. That will launch Excel with the report result in it.

Report to Invoice runs a report that includes Notice numbers, and Job Card details, including
equipment and Costs. This opens Excel in the same way as the Report to Excel above.

Report on Notices runs a report that is structured suitable for tree notices sent out. Using this
with the Notice Selection field provides an effective tool for managing notices that have been
sent out.

Performance Reporting runs a report on historic tree data, providing a summary of users
activity. The report counts all users activity in your company, grouping the data by users
name, the type of activity they carried out on tree data, eg Update or New etc and groups the
data into months. Note that the selection criteria is the same, except that the dates from and
to, works on the dates of the activity, and not the tree LastCut dates as with other reports.

Report to File runs the report for a special download. This is a special download for users
who are importing this data to an external system, spreadsheet or database. The format of
this report will actually be in Html, but it will be called Trees.txt. A folder is created
automatically if it doesn’t already exist, called C:\TreeManager\ when you run this report.
After the report has run, you will be prompted to Open, Save or Cancel the file. You should
click Save, browse to the C:\TreeManager\ folder, and leaving the filename as Trees.txt,
then click Save, and if the download complete box shows, click Close.



 Page 35 of 55                                                                           9/11/2011
CT Reporting runs a report on historic Cut Trim Notices and Trees Removed. There are two
options for this report, By Month or By TreeID. By Month provides a monthly summary of all
Notices and By TreeID is more detailed as it provides a separate row for each TreeID. Note
that the date selection selects trees based on all trees with the Cut Trim notice activity date
and trees with Last Cut date, in the range. There is also a count of Cut Trims done within the
date range on the current tree data at the bottom of this report.

Tree work report. This report shows Activity of work, with costs and summarised for each
Feeder. The report also shows numbers of trees felled, trimmed for each Feeder. Feeders are
summarised based on Notice type.

Feeder criticality report. This report groups information into Feeders, and Notice type, and
shows the Criticality for each from the Job Card. Counts of Felled, Trimmed trees also shown
in summary of data.




 Page 36 of 55                                                                          9/11/2011
User Management
The system has user management, to allow Tree owners, Works Owners, Network Owners
and Admin to login and have various different rights for carrying out their respective actions.
Eg, The Tree Owner may want to update Tree Cut dates, change contact details, browse all
of their trees etc. The Works Owner may want to check specific trees that they are registered
as looking after.

The User information is accessed from the main screen, click on System Setup | User
Settings and that will place you in the User Setup screen.




Certain privileges of your own login, control what you have access to here. However you will
be able to select your own name. If Controller or Network privileges, then you will be able to
select all of your company logins. You cannot make changes to a persons details if they are
at the same or higher privilege than you. You can make changes to your own details.

In some cases users may require more than one login, if they require some different access,
eg a Works Owner Controller who looks after two Works Owners companies, may need a
login for each company. In some cases, a Network login may be more suited as the second
login. A Controller login limits the trees to all trees for that Works Owner company, regardless
of the Network they are on. A Network login limits trees to all trees on that network,
regardless of the Works Owners company.




 Page 37 of 55                                                                          9/11/2011
The available Privileges are:
        Admin Full access to system
        Network - Available for Network Owners. Means that when viewing trees, that all
         trees based on the Network Owner field in the Trees table are available for viewing.
        Controller - Available for Works Owners. Means that when viewing trees, that all trees
         based on the Works Owner Company field in the Trees table are available for
         viewing.
        User – Available for Tree Owners. Means that when viewing trees, that only trees that
         you are the Owner of, are available for viewing.

Generally the Network Owner rights through the database are similar to Controller, but
normally a Network Owner will see more trees. One exception to this could be of a particularly
large Works Owner who does work for many Networks. Then the Works Owner may see
more trees.

A special combination of Privilege=Network and NetworkDomain=ALL allows support users to
manage username/passwords for all people in their Network Domain. ALL can only be set by
Admin, and if a Network user has this combination, they are allowed to change other users
settings and passwords for people who’s NetworkDomain=Their Company.




 Page 38 of 55                                                                         9/11/2011
How to section for instructions to operate Logins and Owners

How to set up a new Network Owner
You will need to contact Utilicom, and request a new Network Owner to be installed in the
Trees form and the TreesSetup form. You will need to provide the following information:
     Network Owner Login name
     Position in Company
     Required password
     Email address
     Phone Number
     Area covered by this Network
     City
     Branch
     Address (Postage and Courier)
     Phone Number
     Mobile Number
     Fax Number
     Email address

This user will then be set up with Network Privileges and an entry in the Works Owner table
for the Network Owner. (This is necessary for you to manage Works Owners, and get
notifications)

Note: Utilicom will also create an Tree Owner entry with your name in it. You can delete this
later if you want, but do not delete it until you have some real Tree Owners in the system.

You will be advised when this is done.

You can then login as that user, and add further users logins in your company, and additional
Works Owners for your company, or for your Works Owners Company. Works Owner entries
are needed for any users who require notifications to be sent to them. You can also add your
Tree Owners to the Tree Owners form, and their trees in the Trees form.

Refer to the following pages for instructions on how to do these actions.

How to Login to the Tree Manager
The following processes require you to login to the Tree Manager. The following process
explains this:

    1. Open an Internet Explorer Web Browser and go to www.utilicom.co.nz
    2. Click on Systems or on the Database picture. The Database picture is in the
       middle of the screen.
    3. Type your name in the Login Name box, and enter your password in the
       Password box.
    4. Click Login
    5. Click on the Tree Manager Icon. There are 3 System Manager Icons above the
       Login Box; Competency, Quality and Tree Manager. The ones you have Rights to,
       will be highlighted with a bold outline. If you have logged in successfully, click on the
       Tree Manager Icon.
    6. You will now be in the main Tree Manager System form. You can access the
       processes in the following pages from this form.

How to Logout of the Tree Manager
   1. Click on Logout. The Logout button appears on most screens, and closes the
       session immediately. If you don’t use the logout, you session will timeout in 120
       minutes.


 Page 39 of 55                                                                           9/11/2011
How to set up a new Works Owner
Note: you must have Controller, Network or Admin Privileges for this task.

Note: Works Owner entries are needed for any users who require notifications to be sent to
them.

Note: If Dispensation Request and/or NoInterest Request emails are required for this new
Works Owner contact, then you will need to contact Utilicom, and request the option to be
enabled. You can do this after setting up the user with the following steps.


    2. Log into the Tree Manager
    3. Click on Works Owners
    4. Click Add
    5. Fill in all fields.
       Note: The Company field must be the Company you are logged in as. This is the
       Company field in the TreeUserSetup screen.
    6. Be sure to fill in the email field for the notifications.
    7. Once all fields are filled, click Save to save the new Works Owner.
    8. Click System to return to the System form.


Note: This form does not provide the login for the Works Owner contact. To provide logins,
you use the TreeUserSetup screen. See process further on.




 Page 40 of 55                                                                       9/11/2011
How to set up a new Tree Owner
Note: you must have Controller, Network or Admin Privileges for this task.

Note: Tree Owner entries are needed for any people who own trees.

    1. Log into the Tree Manager
    2. Click on Tree Owners
    3. Click Add
    4. Fill in all fields.
       Note: The Works Company field must be the Company you are logged in as. This is
       the Company field in the TreeUserSetup screen.
    5. Be sure to fill in the email field for regulation communication requirements.
    6. Once all fields are filled, click Save to save the new Tree Owner.
       Note: After adding a new Tree Owner, a prompt asks you if you want to add a tree.
       This feature allows you to go straight to the Add Trees process, and fills in some of
       the fields automatically. If you want to, click Yes, and refer to the Add New Tree
       process for more information. Otherwise, just click No.
    7. Click System to return to the System form.


Note: This form does not provide a login for the Tree Owner. To provide logins, you use the
TreeUserSetup screen. See process further on.




 Page 41 of 55                                                                        9/11/2011
How to set up a new users Login (for any of the above)
Note: you must have Controller, Network or Admin Privileges to add or delete users, however
users with User Privileges can make some changes to their accounts.

Note: Login entries are needed for any people who:
         Want to login and manage their trees.
         Are Works Owners or Network Owners and want to receive Requests.
         Are Works Owners or Network Owners and want to view and make changes to
            their Tree Owners trees.
         Are Works Owners or Network Owners and want to view and make changes to
            their company settings and Notification details.
         Are Works Owners or Network Owners and want to view and make changes to
            Users login accounts in their company.

    1.   Log into the Tree Manager
    2.   Click on System Setup
    3.   Click User Settings
    4.   Click Add New User
    5.   Fill in all fields.
         Notes:
         The Login name should be the persons name, eg Joe Bloggs.
         The Company field must be the Company you are logged in as, and that the new user
         is to log in as.

    6.   Be sure to fill in the email field for communication requirements.
    7.   Once all fields are filled, click Save User to save the new login account.
    8.   Click Close to return to the Setup form.
    9.   Click System to return to the System form.




How to change an existing users Login details

    1. Log into the Tree Manager
    2. Click on System Setup
    3. Click User Settings
    4. Click on Select Name to pick a users or your own name
    5. Change the field/s required.
       Note: depending on the account you are changing, some fields may be read only.
    6. Click Save Changes
    7. Click Close to return to the Setup form.
    8. Click System to return to the System form.




 Page 42 of 55                                                                        9/11/2011
How to add a tree to an existing Tree Owner
Note: There are two ways to add a tree. Depending on the situation, one or the other may be
easier as follows:
Option 1: Access from the Tree Owner form – Best to use if you intend typing in a completely
new tree. This method saves you having to type in the Tree Owners details in the Trees form,
but you have to type all the tree details in.

Option 2: Access from the Trees form – Best to use If you are adding trees to a Tree Owner,
and know of an existing tree you want to copy.


Option 1:
   1. Log into the Tree Manager
   2. Click on Tree Owners or Browse Owners and select owner by clicking on
       OwnerID
   3. Type part of the name in the Search Name box and Click Go
   4. Choose the name in the Filtered Tree Owners pick list
   5. Check you have the right Tree Owner, and Click Add New Tree and Yes to the
       prompt
   6. You will be placed in the Trees form, and the Tree Owner details are filled in for
       you. Fill in all other fields.
       Notes:
       - Fields marked with a red * are compulsory.
       - The Signed date and Last Cut Date default to the current date. Edit this if required.
       - The Revisit Date will be adjusted after the new tree is saved, based on the Cut
       Cycle that you choose.
       - There is a Lookup table for the Feeder Names, Substation and voltage. Type in the
       first 2 or 3 letters of the Feeder Name, and Click Lookup, where you can choose the
       required Feeder Name by clicking on it. This will fill in the Feeder Name, Substation
       and Voltage fields.
   7. Once all fields are filled in, Click Save to save the tree.
   8. Click System to return to the System form.

Option 2:
   1. Log into the Tree Manager
   2. Click on Trees
       Notes:
       - You can also get to Trees by going to Tree Owners, selecting a Tree Owner by
       using the Filtered list, and then clicking on Trees. That will place you in the Trees
       form, with the trees filtered to that particular owner.
       - Once in the Trees form, you can use the Browse button, to see a list of the Trees,
       based on the current filter, and select a particular tree.
       - The advantage with finding other trees by the owner that you are going to add the
       tree, is that you can use the same information.
   3. If you are going to add a tree with similar information as an existing one, then
       click AddDup This will create a record with the same information, except the
       date fields are updated. The Signup and Last Cut are set to current, and the
       Revisit is set to the Current plus the Cut Cycle.
   4. If you are going to add a tree by typing all of the fields in, then Click Add, type
       all the fields, and the Click Save.
       Note: See Notes in Option 1 above about filling in fields in this form.
   5. Click System to return to the System form.




 Page 43 of 55                                                                        9/11/2011
How to set up a Works Owner who is also Network Owner
The hierarchy of the Tree Manager is as follows:




                                         Admin




                                                                                                       Works Companies in your Works Owner form.
                                                                                                       Privileges based on Own company or Related
                                                                                                       Works and Tree Owners visible to Network
                 Network Owners                       Network Owners




        Works Owners                 Works Owners                    Works Owners
        Owners                       Owners                          Owners




   Tree Owners                            Tree Owners                    Tree Owners
   Owners                                 Owners                         Owners

                   Tree Owners                        Tree Owners
                   Owners                             Owners




                                                                                              login name
                                                                                              matching your own company
                                                                                              Domain in the Trees form
                                                                                              Privileges based on Network
                                                                                              Trees visible to Network
      Trees        Trees         Trees        Trees             Trees         Trees




Note: A Network Owner can only view and update Tree Owners and Works Owners based on
own login company, or companies that are listed in Works Companies field (related Works
Companies) in own Works Owners form. Also, Network Owner can only view and update
Trees that belong to own login company, based on Network Owner field in the Trees form.

Note: A Works Owner can only view and update Works Owners based on own login
company. Also, Works Owner can only view and update Trees that belong to own login
company, based on Works Company field in the Trees form.

These differences, allow a matrix hierarchy where Tree Owners can own trees that are in
different Networks, and that Network Owners can access data for all Works Owners and Tree
Owners that they need, to do there work. Also, Network Owners can access all Trees in their
Network.

Note: Due to this flexibility, it is possible that a Network Owner may be able to access a Tree
Owner, but may not be able to view and update all of that Tree Owners trees. (Designed like
this as the Tree Owner may have trees in another network).




 Page 44 of 55                                                                          9/11/2011
A user can be set up to operate as a Works Owner and Network Owner by doing the following
(Note this process assumes the Network Owner been installed in the Tree Manager. If not,
follow the section titled “How to setup a new Network Owner”:
     1. Log into the Tree Manager
     2. Add an entry in the Works Owner form (follow the procedure above, titled “How
         to setup a new Works Owner”.
         Note: for this process, you must ensure that the Works Owner company name in the
         Works Owner field, is the same company name as the Network Owner.
     3. Add the user in the Setup screen, so that they can login. Follow the procedure
         above titled, “How to setup a new users login”.
         Note: for this process, you must ensure that the Company and the Network Domain
         both have the name of the Network Owner, and you must set the Privilege to
         Network.
     4. With those settings done, the Works Owner will operate the same as the
         Network Owner.




Page 45 of 55                                                                    9/11/2011
How to set up a Works Owner who is also a Tree Owner



A Works Owner can also be a Tree Owner by entering the Works Owner name and details in
the Tree Owner form.

So, to achieve this, following the section on “How to add a Tree Owner”, but use the Works
Owner name as the Tree Owner.




How to add a new contact or Rep to an existing Works Owner

This is the same as adding a new Works Owner.

There is no limit to the number of contacts or reps for Works Owners companies. We add
more by effectively adding more Works Owners, but the Company name is the same as the
existing Works Owner.

Follow the procedure titled “How to setup a new Works Owner” filling in all fields, and enter
the new contact or Rep name in the Contact Name field.




 Page 46 of 55                                                                          9/11/2011
How to section for instructions to operate Tree Management




How to update a tree that has been cut or trimmed

   1. Log into the Tree Manager
   2. Click on Trees or Browse Trees or go via the Tree Owners form, by Clicking on
      Tree Owners, filtering on the Tree Owner, and then clicking on Trees or
      Browse Trees
   3. Go to the required tree by one of the following methods:
      - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
      - From in the browse screen or Click on Browse from in Trees form, use Back or More
      to browse through the available trees, and click on the TreeID when you find it.
      - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
   4. Click in the Last Cut Date field, and change the date to the date the tree was cut
      or trimmed.
      Note: The Last Cut Date cannot be a date in the future.
   5. Click Save.
      Note: This saving action when the Last Cut Date field has been changed, causes a
      popup box to ask you to confirm that the tree has been cut, and if you click Yes, it will
      clear Hazard and Cut/Trim notice dates for this TreeID.
   6. Click System to return to the System form.




Page 47 of 55                                                                         9/11/2011
How a Tree Owner applies for Dispensation

   1. Log into the Tree Manager
   2. Click on Trees or Browse Trees to get access to all Trees belonging to Tree
      Owner.
   3. Go to the required tree by one of the following methods:
      - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
      - From in the browse screen or Click on Browse from in Trees form, use Back or More
      to browse through the available trees, and click on the TreeID when you find it.
      - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
   4. Change the Tree Status field to “Dispensation Request”, and Click Yes to the
      prompt. This will place you in the Dispensation Request form.
      Note that this form must be completed no later than 5 days after the receipt of the
      Cut/Trim notice. If it is later, then a message warns the Tree Owner in red.
   5. Type the Dispensation Request into the text box, select the Dispensation
      Request period. This is a maximum of 5 years.
   6. Click Submit. This will email the Works Owners, based on the Works Owner
      company in the Trees form, and the Works Owners settings in the Works Owner
      form. You will receive a popup when the email has been sent.
   7. Click Close to return to the Trees form.
   8. Click System to return to the System form.



How the Works Owner approves or denies the Dispensation Request

   1. The Works Owners receive and email advising them of a Dispensation Request
      for one of their trees.
   2. There is a link in the email, and so the Works Owner can click on that link, and
      go directly to the TreeID in the Trees form. Otherwise, the Works Owner can
      read the TreeID, and go directly to it with the Goto TreeID button.
   3. Once in the Trees form, the Works Owner will see that the Tree Status is set to
      “Dispensation Request”. The Works Owner can click on the Tree Status, and
      select “Dispensation Approval”. This presents the confirmation box, which
      should be clicked Yes to the prompt. This will place you in the Dispensation
      Approval form.
   4. Type in the Dispensation Approval or Deny explanation, Check the Risk factors
      and adjust any for the record of this request. (This does not change them in the
      main Trees form, just records them for the purposes of this request.
   5. Click on Approve or Deny. This will email the Tree Owner, and provide the
      result of the Request.
   6. Click Close to return to the Trees form.
   7. Click System to return to the System form.

   Note: While this request is in a non-approved state, the Works Owner will see it in the
   Outstanding Tasks, each time entry is made to the System page.




Page 48 of 55                                                                         9/11/2011
How a Tree Owner applies for No Interest

   1. Log into the Tree Manager
   2. Click on Trees or Browse Trees to get access to all Trees belonging to Tree
      Owner.
   3. Go to the required tree by one of the following methods:
      - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
      - From in the browse screen or Click on Browse from in Trees form, use Back or More
      to browse through the available trees, and click on the TreeID when you find it.
      - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
   4. Change the Tree Status field to “NoInterest Request”, and Click Yes to the
      prompt. This will place you in the NoInterest Request form.
      Note that this form must be completed no later than 10 days after the receipt of the
      Cut/Trim notice. If it is later, then a message warns the Tree Owner in red.
   5. Type the No Interest Request into the text box.
   6. Click Submit. This will email the Works Owners, based on the Works Owner
      company in the Trees form, and the Works Owners settings in the Works Owner
      form. You will receive a popup when the email has been sent.
   7. Click Close to return to the Trees form.
   8. Click System to return to the System form.



How the Works Owner approves or denies the No Interest Request

   1. The Works Owners receive and email advising them of a No Interest Request
      for one of their trees.
   2. There is a link in the email, and so the Works Owner can click on that link, and
      go directly to the TreeID in the Trees form. Otherwise, the Works Owner can
      read the TreeID, and go directly to it with the Goto TreeID button.
   3. Once in the Trees form, the Works Owner will see that the Tree Status is set to
      “NoInterest Request”. The Works Owner can click on the Tree Status, and
      select “NoInterest Approval”. This presents the confirmation box, which should
      be clicked Yes to the prompt. This will place you in the No Interest Approval
      form.
   4. Type in the No Interest Approval or Deny explanation, Check the Risk factors
      and adjust any for the record of this request. (This does not change them in the
      main Trees form, just records them for the purposes of this request.
   5. Click on Approve or Deny. This will email the Tree Owner, and provide the
      result of the Request.
   6. Click Close to return to the Trees form.
   7. Click System to return to the System form.

   Note: While this request is in a non-approved state, the Works Owner will see it in the
   Outstanding Tasks, each time entry is made to the System page.




Page 49 of 55                                                                         9/11/2011
How the tree is removed or if it dies

    1. Log into the Tree Manager
    2. Click on Trees or Browse Trees to get access to all Trees belonging to Tree
       Owner.
    3. Go to the required tree by one of the following methods:
       - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
       - From in the browse screen or Click on Browse from in Trees form, use Back or More
       to browse through the available trees, and click on the TreeID when you find it.
       - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
    4. Change the Tree Status field by choosing “Tree Removed” or “Tree Died” from
       the pick list.
       Note: Trees that are removed or have died, are not subject to the automated notices
       from the Monitoring System.
    5. Click Save
       Note: Removing a tree or if died, causes any Hazard or Cut/Trim dates to be cleared,
       and it sets the Dispensation to the current date.
    6. Click System to return to the System form.




How tree ownership is changed from one owner to another

    1. Log into the Tree Manager
    2. Click on Trees or Browse Trees to get access to all Trees belonging to Tree
       Owner.
    3. Go to the required tree by one of the following methods:
       - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
       - From in the browse screen or Click on Browse from in Trees form, use Back or More
       to browse through the available trees, and click on the TreeID when you find it.
       - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
    4. Change the Tree Owners name from the current owner to the new owners
       name.
       Note: The new owners name must already exist in the Tree Owners form.
    5. Click Save
       Note: Other details, such as the last cut date and Tree Status are not changed by this
       action.
       Note: If there are several trees, but not all of an owner’s trees, then you may have to
       repeat this process for each tree.
    6. Click System to return to the System form.




 Page 50 of 55                                                                        9/11/2011
How land ownership is changed from one owner to another

   1. Log into the Tree Manager
   2. Click on Tree Owners or Browse Owners and select owner by clicking on
      OwnerID
   3. Type part of the name in the Search Name box and Click Go
   4. Choose the name in the Filtered Tree Owners pick list
   5. Change the Tree Owners name from the current owner to the new owners
      name.
      Note: The new owners name may already exist in the Tree Owners form, so care
      should be taken when making another Tree Owner with the same name. Eg a Tree
      Owner who already has some trees may be buying more land even though that
      owner may already have trees already in the system. In this case, this is ok.
   6. Click Save and you will be prompted with a message box, asking you if you
      want to update all trees.
           a. If you choose Yes, then all trees belonging to the previous owner will
               have the Tree Owner changed to the new owners name.
           b. If you choose No, then the name will change, but the trees will remain
               with the previous tree owners name.
           c. If you choose Cancel, then no change will be made.
   7. If the new Tree Owner name exists, then you are prompted with this
      information. You can continue by clicking Yes, or abort by clicking No.
      Note: If the Tree Owner name existed, and you proceeded, the process will cause a
        nd
      2 or subsequent Tree Owner record with the same name. Ie the original and
      another one which is the record just changed. When there are more than one Tree
      Owners with the same name, you can delete one or more of them until the last Tree
      Owner when the system checks for any trees still in the system. You cannot delete
      the last Tree Owner if there are still Trees with that Tree Owners name.
   8. Click System to return to the System form.
      Note: Other details in the Trees form, including Tree History are not changed by this
      action, although the History is updated with the fact that there has been a name
      change.
      Note: If there are several trees, but not all of an owner’s trees, then you may have to
      repeat this process for each tree.




Page 51 of 55                                                                         9/11/2011
How to section for instructions on Notice Management

How the Works Owner enters a Manual Hazard or Cut/Trim Notice

   1. Log into the Tree Manager
   2. Click on Trees or Browse Trees to get access to all Trees belonging to Works
      Owner.
   3. Go to the required tree by one of the following methods:
      - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
      - From in the browse screen or Click on Browse from in Trees form, use Back or More
      to browse through the available trees, and click on the TreeID when you find it.
      - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
   4. Enter a date (of the notice) in the Hazard or Cut/Trim date field, or enter the
      Notice Number in the NoticeNumber field. (This creates a manual CutTrim notice).
   5. Enter TAB or Click Save, and the system will prompt you with a popup advising
      that you have changed a notice date, or entered a manual notice, and that this
      is normally done automatically by the system however you can use this entry to
      record a Manual Notice being sent out or handed to a Tree Owner. Click Yes to
      proceed.
   6. You will be placed in a form, where you can type in a Notice Number if it does
      not already exist from the previous step, and a description on the notice. Click
      Submit to store the notice in the system.
      Note: This stores the Notice in the Tree History, so that the system knows about it,
      and you can go into the history and print of a system generated notice with this
      Manually generated notice number.
   7. Click Close to return to the Trees Form.
   8. Click System to return to the System form.



How the Works Owner generates automated Hazard or Cut/Trim Notices (Print)

   1. Log into the Tree Manager
   2. Click on Reports
   3. Click on Browse Trees for Mailing
      Note: There are two of these, one for 3 monthly Hazard notices, and one for 10/25/45
      day Cut/Trim notices. Choose the applicable one.
   4. A new screen opens up which refreshes every 7 seconds.
   5. Any Trees in the system which are due for Hazard or Cut/Trim notices, will
      appear in a list, and each one has a Print button. Click on the Print button, and
      this will generate the notice and print it out. It will also update the Tree Manager
      system and Tree History.
      Notes:
      - The Notice Number is allocated automatically by the Tree Manager system.
      - If the Delivery Method for the Tree Owner is set to Post, then 3 days are added to
      the Notice Date stored.
   6. Repeat this process as required for each Tree in the list.
   7. Click System to return to the System form.



How the Works Owner generates automated Hazard or Cut/Trim Notices (Email)
      There is nothing to do here, as the Tree Manager System does this all
      automatically.

        Note: The Delivery Method for the Tree Owner does need to be set to Email, and a
        valid email address should be entered.


Page 52 of 55                                                                      9/11/2011
How the Works Owner reproduces a Notice sent by email

   1. Log into the Tree Manager
   2. Click on Trees or Browse Trees to get access to all Trees belonging to Works
      Owner.
   3. Go to the required tree by one of the following methods:
      - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
      - From in the browse screen or Click on Browse from in Trees form, use Back or More
      to browse through the available trees, and click on the TreeID when you find it.
      - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
   4. Click on History to access the Tree History form.
   5. The Notice column in this form, has a link for each notice. Click on the Notice
      Number, and a browser screen opens up with a copy of the Notice.
   6. Either Print the notice or close that browser.
   7. Click Close History to return to the Trees form.
   8. Click System to return to the System form.




How to issue a Job Card

   1. Log into the Tree Manager
   2. Click on Trees or Browse Trees to get access the trees form
   3. Go to the required tree by one of the following methods:
      - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
      - From in the browse screen or Click on Browse from in Trees form, use Back or More
      to browse through the available trees, and click on the TreeID when you find it.
      - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
   4. Click Job to open the Job Card form.
   5. Scroll down through the form, and fill any fields in that require filling.
   6. Click Submit. The information is added to the Jobs database, and a Job
      Number allocated. This is then shown in the refreshed Job Card.
   7. Click Print to print the Job Card.
      Note: The cost figure is not printed when the print button is selected.
   8. Click Close to close the Job Card.
   9. Click System to return to the System form.

   Note: You can use the previous Job Card, as the basis for the next one, as by default if
   one has been made out for a TreeID, then it is loaded again.

   Note: If details of the job changed after the Job Card was submitted, you can go back into
   the Job Card, in the same way, edit the changes, and click Save.




Page 53 of 55                                                                        9/11/2011
What to do when you receive an email

Utilicom Tree Manager 3 Monthly Hazard Notice
    This is a notice advising you that a tree is due for cutting or trimming in 3 months time.

   No real action necessary, as this is just an advance notice. You may want to plan who and
   how the tree/s will be managed.

   Note: If the email states that No Interest has been declared, then the Works Owner will
   note this email for their action.



Utilicom Tree Manager Cut Trim Notice
    This is a notice advising you that a tree is due for cutting in 10/25 or 45 days. The number
    of days is set in the Tree Manager based on the expected growth rate.

   You need to organise the cutting or trimming of the tree.

   Note: If the email states that No Interest has been declared, then the Works Owner will
   note this email for their action.

   Although most details required are included in the email, you can login to review details
   with the following process.



   1. Log into the Tree Manager
   2. Click on Trees or Browse Trees to get access to all Trees belonging to Tree
      Owner.
   3. Go to the required tree by one of the following methods:
      - Enter the TreeID in the Goto TreeID field, and click on Goto TreeID.
      - From in the browse screen or Click on Browse from in Trees form, use Back or More
      to browse through the available trees, and click on the TreeID when you find it.
      - From in the Trees form, click Next or Prev repeatedly to move to the required tree.
   4. If you have cut the tree, then you can update the Last Cut Date and this will
       update the system to advise that the tree has been cut.




Utilicom Tree Manager Not Cut Report

   This is a notice providing you with a list of trees that are overdue for cutting.

   You need to organise the cutting or trimming of these trees.

   This report is sent to the relevant Works Owners based on the Works Owner company in
   the Trees form, and that have an email address entered in the Works Owner form..

   Follow the process above for cutting or trimming the tree, or reviewing other details.




 Page 54 of 55                                                                            9/11/2011
Utilicom Tree Manager No Interest Cut

   This report is a list of trees that have No Interest by the Tree Owner, but have not been cut
   within 20 days.

   This report is sent to the relevant Works Owners based on the Works Owner company in
   the Trees form, and that have an email address entered in the Works Owner form..

   You need to arrange cutting or trimming of the tree/s.

   Follow the process above for cutting or trimming the tree, or reviewing other details.


Utilicom Tree Manager No Dispensation Approved Report

   This report is a list of trees that have Dispensation Requests but have not been approved
   within 5 days.

   This report is sent to the relevant Works Owners based on the Works Owner company in
   the Trees form, and that have an email address entered in the Works Owner form.

   You need to approve or deny the request. You will also see these trees in the task list on
   the System form in the Tree Manager.

   Use the process in this document “How the Works Owner approves or denies the
   Dispensation Request” to approve or deny the Dispensation Request.



Utilicom Tree Manager Dispensation 3 Monthly Advice

   This report is a list of trees that have Dispensations and the dispensation is due to expire
   in 3 months.

   This report is sent to the relevant Works Owners based on the Works Owner company in
   the Trees form, and that have an email address entered in the Works Owner form.

   This is an advance notice, and you will receive another advice when the Dispensation is
   due to expire in 5 days.


Tree Manager Warning Publication
   This report is a reminder, that a Pulication Requirement is required in 2 Months time. You
   will receive another warning 10 days before the due date.

   This report is sent to all Works Owners that have an email address entered in the Works
   Owner form.


Tree Manager Warning Publication
                                                                            st
   This report is a reminder, that a Pulication Requirement is required on 1 July. This report
                     th
   is sent out on 20 June.

   This report is sent to all Works Owners that have an email address entered in the Works
   Owner form.




 Page 55 of 55                                                                          9/11/2011

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:3
posted:11/9/2011
language:English
pages:55