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\section{System Communication}
\label{sec:SystemCommunication}
The webMIP system communicates with the users through their web browser
and Email. Screens are provided for the administration, enquiry and
quotation process. In addition to these screens webMIP is able to email
users at key points during the on{}-line quotation life cycle. Where
the third{}-party requires communications to be via telephone, fax or
the post this is performed manually by I\&C staff.

\subsection{Web Browser}
The system uses a web browser user interface for all functions
associated with the user viewing or entering data. The system screens
and contents will be discussed in detail during the design stage of the
project. \ The screens representing the webMIP system will provide an
interface for the users to enter the data described in Appendix \ref{sec:AppendixSystemData}.

\subsection{Email}
The webMIP system uses email to communicate with the I\&C team and
Agents.

When webMIP delivers an email, the
{\textquotesingle}From{\textquotesingle} part of the email refers to a
mailbox within I\&C. This allows I\&C to check email failures (bounced
or returned email) and ensures that user responses to system generated
emails are received by I\&C.

The email aspects of the webMIP system are used at specific points
within the quotation life cycle. There are two key points at which
email is employed; the request for quotation and the quotation
acceptance.

\subsubsection{Request for Quotation}
During the quotation stage (request for quote submitted) the system
communicates either directly to the agent user and/or the I\&C team.
The method depends on the type of quote: \ 

\paragraph{Automatic Quotes}
Enquiries that can be automatically quoted for are presented to the user
once their on{}-line request has been submitted. If the user has
specified email as a preference for communication the system will email
the quote details to the user. If an I\&C user enters the details of
the enquiry on behalf of the agent then the communication preference
set on the agents profile will be used. If any other communication
option is selected as a preference, the system sends an email to the
I\&C team; the I\&C team then performs the communication manually.

\paragraph{Manual Quotes}
Where the system has been unable to produce an automatic quote, the
system emails the I\&C team requesting that a manual quote be produced.
The system also sends an email to the user stating that a manual quote
will be provided. 

\subsubsection{Quotation Accepted}
\label{sec:CommunicationQuotationAccepted}
When a quote is accepted the system can send up to three types of email
depending on the type of quote and the agent users communication
preference settings:

\paragraph{I\&C}
If the enquiry produces an automatic quote, the e-mail contains: all data entry for the job, including the selected design; details that may be used for planning/scheduling and procurement; internal cost details that NGM have to pay the networks for enquiries. In all cases (automatic or manual) the e-mail contains the Quote Reference No. The e-mail for Manual quotes will include all data entry fields within Web MIP to allow the I\&C user to print the output without having to access the Web MIP system unnecessarily. If the enquiry produced an automatic quote, the email contains: a link to the PDF of the accepted quote; cost reconciliation information for SAP Blueprint; details that may be used for planning/scheduling and procurement; internal cost details that National Grid Metering have to pay the networks for enquiries. In all cases the email contains the Quote Reference number. Manual and automatic quote emails are sent to different mail boxes.

\paragraph{Agent}
If the agent accepting the quote has specified email as their
communication preference, webMIP sends an email to their specified
email address. If the quote is an automatic quote the email will
contain a PDF of the final detailed quote, otherwise the email will
contain the quote file uploaded by the I\&C user. The email also
contains a link to the quote held within webMIP, a list of reminder
items and details on what to do next.\footnote{(***Question 21,I\&C to
specify what the user is reminded about)}