INDOT Web Portal (IWP) User Manual

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INDOT Web Portal (IWP) User Manual Powered By Docstoc
					     Indiana Department of Transportation
Business Information and Technology Systems Division




        INDOT Web Portal (IWP)
            User Manual




              Last Updated: August 15, 2008
                                                                    Contents


1. Introduction...................................................................................................................2
2. Accessing IWP.........................................................................................…………….2
3. Creating a User Account...............................................................................................4
         Step 1: Start Enrolling...........................................................................................4
         Step 2: User Type Selection..................................................................................5
         Step 3: Association Selection................................................................................5
         Step 4: Location Selection....................................................................................6
         Step 5: State Employee Agency Selection............................................................7
         Step 6: Vendor Enrollment....................................................................................8
         Step 7: Personal Information.................................................................................9
         Step 8: Enrollment Verification.............................................................................9
4. First Login...................................................................................................................10
         Security Questions for Password.........................................................................10
         Process Selection………………..........................................................................11
         Group Description................................................................................................11
         Security Questions for Pin...................................................................................12
         Enrollment Verification.......................................................................................12
5. Organization Enrollment..............................................................................................13




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1. Introduction

The INDOT Web Portal (IWP) is a web portal designed to allow INDOT Employees and external
customers (consultants, contractors, local agencies, etc.) to access multiple INDOT IT applications
using a single username and password. The IWP is also designed to check the authenticity of users in
terms of their authority to represent a business entity for a specific business purpose. The process of
registration in IWP is quite detailed. However, once a user profile is created and activated, it is
available for use for the approved business purposes.

2. Accessing IWP

Links to IWP main page are provided at prominent INDOT web pages as follows.

On INDOT Intranet Home Page http://intranet.indot.state.in.us/ under INDOT Applications (for
INDOT users.) See below.




On INDOT Internet Page under Consultants subsection under Doing Business with INDOT section
http://www.in.gov/indot/6813.htm (for non-INDOT users.) See below. The link to IWP main page is
labeled as RFP Submittal Portal here.




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On INDOT Extranet Home Page https://netservices.indot.in.gov/ (for non-INDOT users.) See below.




The IWP main page can also be accessed by going directly to the following URL:
https://netservices.indot.in.gov/iwp/login/login.aspx The IWP main page looks as follows.


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If you already have an IWP account, you can log in by typing your user ID in the box provided.
Otherwise, see the following section for creating a new user account.

3. Creating a User Account

Once you are at the IWP main page, you can create a new user account as follows.

Note: The user account for non-INDOT users can not be created until it is associated with an
organization. If the organization does not exist in IWP, it should be registered using the procedure
given under Organization Enrollment section. To check whether your organization
(company/city/county) is in the list of organizations, see step 2 of this section.

Step 1: Start Enrolling

To create a new account, click on the Complete a user enrollment form link.




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Step 2: User Type Selection

On the next page specify the type of user using the drop down list provided. See the description of
different user types below.




Consultant – Select this option if any of the following situations applies.

- You work for or represent a consulting company AND your company wants to work as designer of
construction projects AND you plan to work on projects that require pre-qualification.
- You work for or represent a consulting company AND your company represents a Town, County,
MPO, or RPO (for example, as submitter of Federal Aid forms.)

Vendor – Select this option if any of the following situations applies.

- You work for or represent a consulting company AND your company wants to work as designer of
construction projects AND you plan to work on projects that do not require pre-qualification.
- You work for or represent a consulting company AND your company wants to provide services
other than design of construction projects (such as training.)

INDOT Employee - Select this option if you work for INDOT.

Local Agency Employee – Select this option if you are employed by a City, Town, County, MPO or
RPO. You will be allowed to associate yourself with multiple local organizations, if approved by
those organizations.

State Employee – Select this option if you work for a non-INDOT agency of the State of Indiana.

If you have selected Consultant, proceed to step 3 (Association Selection)
If you have selected Local Agency Employee, proceed to step 3 (Association Selection)
If you have selected INDOT Employee, proceed to step 4 (Location Information)
If you have selected State Employee, proceed to step 5 (Agency Selection)
If you have selected Vendor, proceed to step 6 (Vendor Enrollment)

Step 3: Association Selection (for Non-INDOT, non-State users)

IWP users other than those from INDOT and other State agencies are required to associate themselves


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with at least one organization. Users may be associated with multiple organizations such as consulting
companies, cities, towns or counties at a time. An organization must be registered before users can
associate themselves with it. See the Organization Enrollment section for instructions on how an
organization is registered in IWP.

To associate with an organization that has already been enrolled in IWP, select it from the Available
Organizations drop down list on the left.




Click the Select button to move the name of the organization to the list on the right titled Selected
Organizations. Repeat this process as many times as needed to associate with all applicable
organizations.

In the box titled Your Organization of Employment select the name of the organization you work for
from the drop down list. The list in this box is limited to what you have in the Selected Organizations
box. Address information for your organization will show up automatically based on what is entered
at the time the organization is enrolled.

When the information is complete, click “Continue.”

Proceed to Step 7 (Personal Information)

Step 4: Location Selection (for INDOT users)

If you are an INDOT employee, the IWP system needs to collect information about your location.
Your location will be specified in multiple boxes. The first box will say Commissioner’s Office by
default since all INDOT employees are under the Commissioner. You will start selecting your


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location from the second box down. Depending on your location, you may have to select up to six
levels besides Commissioner’s Office.




When the information is complete, click “Continue.”

Proceed to Step 7 (Personal Information)

Step 5: State Employee Agency Selection (for non-INDOT State users)

If you are an employee of the State of Indiana, IWP needs to collect information about the agency you
work for. Use the letter combinations on the right to filter the agency list on the left. If you cannot
locate the name of your agency in the list, type it into the text box titled “State Agency Name”.

Type your zip code into the box titled “Zip” and press Enter. Your city and state information should
show up automatically. Enter your address in the next box.




When the information is complete, click “Continue.”

Proceed to Step 7 (Personal Information)




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Step 6: Vendor Enrollment

If you select Vendor as user type in step 2 of Creating a New Account, you will see this screen.




If you are a vendor intending to supply goods or services to INDOT, you may or may not need to be
pre-qualified.

If you don’t need to be pre-qualified, select No using the circle next to the word “No” and click
Submit.

Proceed to step 7 (Personal Information)

If you need to be pre-qualified, select Yes using the circle next to the word “Yes” and click Submit. If
you are unsure about whether or not you need to be pre-qualified, please contact the INDOT help
desk at 317 232 5409 or at helpdesk-DOTapplications@indot.in.gov

If you select Yes, you will be returned to the General Information screen (see step 3 under Creating a
User Account), as shown below. Your user type will be defaulted to Consultant. This is so because
IWP treats all firms needing pre-qualification, as Consultants. Complete the General Information and
click “Continue.”




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Note: To be pre-qualified you will need to fill and submit a form. That form will be available through
IWP once your user profile is activated. For more information see the First Login section.

Proceed to step 7 (Personal Information)

Step 7: Personal Information

The personal information page provides IWP with information about you so that it can create an
account and profile. Please fill out the form as shown below. Required fields have a red star next to
them. Information in these fields must be provided to continue.




When the information is complete, click “Continue.”

Proceed to step 8 (Enrollment Verification)

Step 8: Enrollment Verification

After submitting your personal information, you should see a message like the one of two below.



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INDOT and State users will see this message.




Other users will see this message.




After the request for a user account is received, IWP administrators will create the profile and send
the user ID and password to you, usually within one business day. Once you have received
notification, you can proceed to login for the first time. See the First Login section for help.

Note: For INDOT and other State users, the only other authorization required after this point is that
by INDOT administrator of the business process (see Process Selection under First Login section.)
However, for other users, one more authorization is required – that by the owner of the organization
of their employment. When a non-INDOT non-State user submits a request for an account, an email
is sent to the owner of the organization of his employment. Unless the user is approved by the owner,
he will not be able to use any business process within IWP although he may login and request access
to specific business processes, and even get approved by INDOT administrators of those business
processes.
Note: These emails may be blocked by spam filters at the user’s end or may be ending up in their
junk emails. The user has to set up the spam filters to allow emails from INDOT and add INDOT to
the safe list so the emails don’t go to the junk box.


4. First Login

Note: IWP currently only supports IE 6.0
Note: IWP currently has a time out period of 0.5 hours

The first time you login to the IWP system, there will be several things that need to be collected from
you.

Step 1: Security Questions for Password

First, please select three security questions from the list provided, you must check the checkbox on
the left and then enter a response on the right. These questions will be used to verify your identity if
you ever lose your password.




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If you select more than three questions, only the first three on the list will be kept.

Step 2: Process Selection

The next page is the Process Selection Page, here you will be prompted to select the process(es) that
you wish to work with inside IWP. Each process you choose to work with has a business
administrator within INDOT who will approve or deny your access to this process.




When you have selected the appropriate processes for your need, click Submit.

Step 3: Group Description

For each process, you must select a group description. Select the Group Description that best
describes your role in that process. These selections will be verified with the INDOT administrators
for each process before you will have access to the application.


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Step 4: Security Questions for Pin

If you have selected a process that requires a pin number, you will be prompted to create a second set
of security questions. These questions can be used to recover the pin number in case it is lost or
forgotten.

Please fill out exactly three questions by checking the checkbox on the left and then providing an
answer to the question on the right.




When you have completed creating your pin number, click the Submit button. Your pin will be
displayed on the screen. Note it down.

Step 5: Enrollment Verification

When you have finished the enrollment process, the following screen will be displayed indicating that
the process is complete and no further action is required from your side. The information you have
supplied will be verified by INDOT administrators to determine if you are authorized to participate in
the processes with the roles you have selected.

When your access to the requested processes has been approved, you will be notified by email. This


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email will indicate your approval status and direct you to the login page. This process can take up to
two business days, but is typically completed within a few hours. You will receive one email for each
process you requested access to.




5. Organization Enrollment

An organization in IWP is any company, city, town, county, MPO or RPO that wishes to use an
INDOT application served by IWP. Registration of an organization allows INDOT to contact the
organization for verification of individual users who claim to represent that organization for a specific
business purpose.

Note: Registration of an organization in IWP should be done by the Chief Executive Officer of the
organization or authorized representative thereof.

To enroll an organization, go to IWP main page (see Accessing IWP section.) Then select the
Complete an organization enrollment form link.




You should see the following form that will allow you to enter information about the organization.




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When you have completed this form, click Submit. You will see the following confirmation message.




When the organization information has been verified by INDOT, the organization will be registered
in IWP. The business owner will receive an email confirming the registration of the organization. He
will also receive a user ID and password that can be used to log in to IWP (see the First Login section
for help with logging in.)




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