Contents General Information... 1 CTE Portal Login... 2 Acquiring Access to the CTE Portal... 2 Logging into to the CTE Portal... 4 Home Page...

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2 Contents General Information... 1 CTE Portal Login... 2 Acquiring Access to the CTE Portal... 2 Logging into to the CTE Portal... 4 Home Page... 5 Time Entry... 6 Selecting the Employee or Equipment Resource Populating the Time Sheet Approving the Employee or Equipment Time Resource Rates Updating Resource Rates Reports Current Rates in Effect Daily Timesheet Expired Resources Expiring Resources 2 Months Weekly Timesheet My Account Change Password Sign out of the Contractor Portal Access to this User Guide Help Desk... 27

3 General Information 1. The Contractor Time Entry Portal (CTE Portal) is a web based application that allows Contractors to enter hours worked for both labor and equipment on a daily basis. 2. The CTE Portal provides the same edits as the Time Entry system within Ventyx Asset Suite. a. Employees and equipment must be set up in Asset Suite to allow time entry in the CTE Portal b. An executed contract must be in place and contain an active rate schedule, including service types (regular, OT, etc), to allow employee labor and equipment usage entries within the CTE Portal. c. The CTE Portal will only accept active work orders assigned to that Contractor with the correct contract/release referenced on the work order. d. Employee craft level changes must be communicated with the Facilities Coordinator prior to the time being entered for that employee. 3. The CTE Portal follows the same work week as agreed upon by the Contractor and the Facility. a. CTE Portal timesheets are at the individual employee or equipment level, and are a weekly time sheet. 4. Selecting the SAVE option before exiting the CTE Portal will save all changes to the current time sheet. 5. Selecting the APPROVE option will submit the Approved timesheet to the Facility for approval, and contract payment authorization processing. a. Approved timesheets cannot be revised by the contractor. b. An audit trail provides a record of the user identification and the date and time that the timesheet was approved. c. Every effort should be made to ensure timesheets are correct prior to approval. 6. Select SIGN OUT when exiting the CTE Portal. 11/2 1

4 CTE Portal Login Acquiring Access to the CTE Portal 1. Access to the CTE Portal requires a User ID and Password. (Figure 1) 2. If you do not have a User ID you must request one by calling the Contract Coordinator at the facility where you are working. 3. If you forgot your Password, click on Forgot My Password and a panel will prompt you for your E mail address. Figure 1 11/2 2

5 4. Enter your address and then click on the Get Password button. Figure 2 11/2 3

6 Logging into to the CTE Portal 1. Enter your User ID and Password. (Figure 3) a. The User ID and Password are case sensitive. 2. Then click the Sign In button. 3. If either your User ID and/or Password is not correct the following message will be displayed: a. Your User ID or Password was incorrect please try again! Figure 3 11/2 4

7 Home Page 1. Once logged onto the CTE Portal the Home Page will be displayed. (Figure 4) 2. The Home Page will provide the user access to: a. Home will take the user to the Home Page. b. Time Entry will take the user to the Time Entry Page to enter daily timesheets. c. Reports will prompt the user for Daily or Weekly Timesheet reports. d. My Account will provide the user the ability to change their password or sign out of the CTE Portal. e. User Guide will provide the user with instructions how the use the Contractor Portal. 3. The options on the Home Page will vary depending upon the options the user was granted. a. The options are determined by the Contractor and the facility. Figure 4 11/2 5

8 Time Entry Selecting the Employee or Equipment Resource. 1. From the Home Page, select the Time Entry tab. 2. Your company name will be displayed in the Vendor Name field. (Figure 5) 3. Select the appropriate facility. 4. Select the appropriate base crew. a. Base crew is used to manage daily schedules at the facilities. b. Normally only one base crew will be displayed, if more than one is display you must get the appropriate base crew from the facility coordinator. 5. Select the entry type to allow timesheet entries for either equipment resources or labor resources. Figure 5 11/2 6

9 6. Select the appropriate craft level or equipment from the resource dropdown. (Figure 6) Figure 6 7. Select the employee or equipment from the employee dropdown. (Figure 7) Figure 7 11/2 7

10 8. Next select the work week. Only two work weeks will be available, the current work week and the previous work week. The current work week will default into the portal. (Figure 8) Figure 8 11/2 8

11 Populating the Time Sheet. 1. The time entry page is a weekly timesheet. The work week is based upon the contractors defined work week. 2. Click on the Return Time Sheet Details button. a. This will return any previously entered time (Figure 9). Figure 9 3. To add a work order and task click on the Add WO button (Figure 10). Figure 10 11/2 9

12 4. Click on the Find button to get a list of all work order numbers and tasks that are scheduled for this week (Figure 11). a. The work order list displayed when the Find button is clicked is list of work orders that have been scheduled for that crew by the Facility Coordinator. b. If the work order number and task are not displayed, you can manually add the work order number into the reference nbr field and the task into the sub field. c. If a work order nbr and task are not displayed and you want them in the list, contact the Facility Coordinator to get them scheduled. 5. Click on the Use button next to the work order number and task that needs to be added to the time sheet. Figure 11 11/2 10

13 6. Verify the correct service type is selected. If not, prompt for a list of service types available and select the correct one (Figure 12). Figure Under Tools click the + sign to add the work order number and task to the time sheet (Figure 13). Figure 13 11/2 11

14 8. Enter the hours worked on the appropriate date (Figure 14). Figure 14 11/2 12

15 9. If more than one service type is required for a work order number and task, the work order number and task will have to be added again along with the different service type (Figures 15 & 16). Figure 15 Figure 16 11/2 13

16 10. After adding the new work order number, task and service type, add the hours on the appropriate dates (Figure 17). 11. If the work order number, task and service type are not what you want leave the quantity fields under the date fields blank. 12. The Save button must be clicked to make any changes permanent. Figure 17 11/2 14

17 13. A confirmation message will be displayed at the top of the screen when time sheet has been saved (Figure 18). Figure 18 11/2 15

18 Approving the Employee or Equipment Time. 1. Select the employee or equipment that requires timesheet approval. a. To learn how to select an employee or equipment see the section Selecting the Employee or Equipment Resource. in this manual. 2. Click on the Return Time Sheet Details button (Figure 19). Figure 19 11/2 16

19 3. To approve the time click on the Approve button. a. A popup window will be displayed asking: Are you sure you want to approve time for this week? (Figure 20). Figure 20 b. If you select OK all time that had not been previously approved will be approved. c. Once time has been approved you cannot make any changes to that time (Figure 21). i. Time that has been approved will then be sent on for payment processing. ii. There is an audit trail of approvals in the system. iii. If you need to have time changed on a time sheet contact the facilities coordinator. d. All time on this timesheet that had not been approved will now be approved. e. You can either approve time on a daily basis or wait until after all time is entered for a week and then approve. Time must be approved at least on a weekly basis. Figure 21 11/2 17

20 Resource Rates Updating Resource Rates From the home page, select the Resource Rates tab 1. Select the facility 2. Select the contract number 3. Select the entry type (Labor or Equipment) 4. Make appropriate changes to the Resource Rates table. a. Enter new rates (only enter rates that are changing) b. Enter the new Start & End Date OR if you have a group of resource descriptions that have the identical new start and end dates you can use the Auto Start/End Date feature see 4c. 11/2 18

21 c. Auto Start/End Date Feature i. Once rates are entered, use the Auto Start & Auto End Date field to enter the new date range for the new rates. 1. Auto Start Date must be greater than today s date. ii. Hit Populate Dates button to auto fill the date range on all new rates. d. Repeat steps 4a & 4b/4c as necessary for new rates with different new start and end dates. 5. Click on Save Rates button at any time during this process, click OK to confirm. If there are no errors, skip to number 7. 11/2 19

22 6. There cannot be a gap between the old end date and new start date. If this happens, contact your contract administrator for assistance. 7. Click the Submit Rates button, the current status should now read Submitted. The contract administrator will receive an notification of the rate change request. 8. Once the contract administrator approves the rates, the current status will show Open. The rate table will show the most current rates. 9. You must approve rates for both labor and equipment separately; approving labor will not approve the equipment rates. 10. To export the resource rates to an excel file, click the CVS/Excel button. 11/2 20

23 Reports There are a number of reports available on the Contractor Labor Entry Portal. The availability to access these reports and the information provided in the reports is controlled by the role defined for each user. This user guide provides instruction for using a majority of these reports. Not all available reports are defined in this user guide. Current Rates in Effect. 1. From the home page hover over the Reports tab and then click on Current Rates in Effect. a. Select the Facility b. Select the Contract ID The results will appear and can be downloaded to a CSV/Excel File. Daily Timesheet. 1. From the Home Page hover over the Reports tab and then click on Daily Timesheet (Figure 22). Figure 22 11/2 21

24 2. Select the appropriate facility, base crew and entry type (Figure 23). Figure Select the appropriate work date (Figure 24). Figure Once the work date has been selected the report will be displayed (Figure 25). 5. The status on the report will identify the timesheets that have not been approve. a. Timesheets that need to be approved will be in ORIG status. 11/2 22

25 6. To go to another date just select the appropriate date or you can arrow up or down to go to other dates. Figure To download this data, click on the Create CSV/Excel File. a. A window will be displayed asking if you want to open the file in Excel or if you want to save the file (Figure 26). Figure 26 11/2 23

26 Expired Resources. 1. From the home page hover over the Reports tab and then click on Expired Resources. a. Select the Facility b. Select the Contract ID The results will appear and can be downloaded to a CSV/Excel File. If there are no expired rates the report will be blank. Expiring Resources 2 Months. 1. From the home page hover over the Reports tab and then click on Expired Resources 2 Months. a. Select the Facility b. Select the Contract ID The results for all rates that will expire within the next two months will appear and can be downloaded to a CSV/Excel File. If there are no expiring rates the report will be blank. 11/2 24

27 Weekly Timesheet. 1. From the Home Page hover over the Reports tab and then click on Weekly Timesheet (Figure 27). Figure Select the appropriate facility, and base crew (Figure 28). 3. The status on the report will identify the timesheets that have not been approve. a. Timesheets that need to be approved will be in ORIG status. 4. To go to another week either click on the Pay Cycle dropdown or use the up and down arrows when the Pay Cycle is highlighted. Figure 28 11/2 25

28 5. To download this data, click on the Create CSV/Excel File. a. A window will be displayed asking if you want to open the file in Excel or if you want to save the file (Figure 29). Figure 29 My Account Change Password 1. From the Home Page hover over the My Account tab and then click on Password (Figure 30 & 31). 2. Enter your new password in the New Password and Confirm Password fields. a. The password must have at least one upper case character, one lower case character and one numeric value and be eight long. 3. Click the Save button to make the change permanent or Cancel to back out without changing. Figure 30 11/2 26

29 Figure 31 Sign out of the Contractor Portal 1. From the Home Page hover over the My Account tab and then click on Sign Out (Figure 32). 2. You need to sign out every time you are finished with the timesheet entry. Figure 32 Access to this User Guide 1. From the Home Page click on the User Guide tab. 2. This user guide will open up in a new window. 3. When in the table of contents you can click on a subject and you will be taken directly to that subject. Help Desk 1. The help desk can be reached at or Ext: The normal hours are Monday from 6:30 AM through Saturday 7:00 AM. 3. The helpdesk will be closed on Holidays. 11/2 27