PowerTrack ios Timesheet Client. Installation and Quick Guide

Transcription

1 PowerTrack ios Timesheet Client Installation and Quick Guide Compsee, a Business Unit of Control Solutions Copyright 2015

2 1 PowerTrack ios Timesheet Installation The PowerTrack Timesheet installation begins with loading of the application on to ipad. Search for PowerTrack Timesheet (Compsee, a Business Unit of Control Solutions, Inc.) in the Apple App Store and download the application. There are three steps to complete the PowerTrack Timesheet application settings on the ipad: 1. Point the PowerTrack ios Timesheet software at a valid PowerTrack server. 2. Once we re pointing to the server, register the ipad with the server. 3. Once the ipad is registered, load the PowerTrack database to the ipad. When you first launch PowerTrack, you will see the following display.

3 2 Click on the Settings button in the upper-right corner of the white area and you will be taken to the following display:

4 3 Click on the Settings button on this screen, and you will be taken to the Settings page to enter the address of your PowerTrack server. Enter the address of the PowerTrack server that is running the mobile device web services. Note, it will accept the address with or without The purpose for both a LAN and WAN address is for situations where the device can be used internally (on a LAN/Wi-Fi) or externally (on a WAN) and the WAN address is not accessible from the LAN. The WAN/LAN selector tells PowerTrack which server it should be using (blue indicates selected). For most scenarios, specifying one or the other should suffice. The Report Server address should only be specified if you are using PowerTrack s Server Reporting service. Device Location Services must be ON for PowerTrack to access GPS services (communicate GPS coordinates). Click the Save button to save the settings and return to the previous display.

5 4 Now that you have specified the server address, you will need to register the device with your PowerTrack server. To do so, click the Register button and you will be taken to the following display: Enter a set of valid PowerTrack credentials (User ID and Password) to register with the server and click the Register button.

6 5 If you successfully register, you will see the following pop-up: If it does not register, you will see a message indicating that the device was not registered. If that happens, please verify the server address that you entered as well as the credentials. If, after doing so, you still cannot register, contact your supervisor for additional assistance. If you have successfully registered, click the OK button to return to the previous display.

7 You have now specified the server settings and registered the device. The final step is to load a database to the device. Click the Get DB button to load the database. After the database has loaded, you will see the following display: Compsee 6 Click the OK button and then the Done button to return to the Login display.

8 7 You are now ready to login and use the PowerTrack software. Enter your credentials and click the Login button to begin. Note, selecting the Remember Password switch will auto-fill your User ID and Password so that you only need to click the Login button to login.

9 After logging in, you will proceed to the main display. The PowerTrack configuration is now complete. Compsee 8

10 9 PowerTrack ios Timesheet Quick Guide The PowerTrack ios Timesheet is a native ios application providing a user interface similar to a spreadsheet for rapid data entry. Just like the other PowerTrack native clients, the ios Timesheet application can operate in a store and forward mode while disconnected from the network. Apple Guidelines To leverage the look and feel of the ios experience, and to facilitate learning for experienced ios users, the PowerTrack application utilizes common ios conventions, including use of the ios device s home button (hard key) for exiting the application. The application and new program updates are downloaded from the Apple App store, under the name PowerTrack Timesheet. Subsequently, the day to day data exchanges and most screen design/configuration changes are transmitted to the ios users without requiring program updates from the App store. Navigation throughout the application follows the Apple guidelines of using meaningful icons or blue text rather than bulky buttons. Timesheet Design The format of the ios Timesheet is a daily timesheet for a specific job. Both the date and job are selected at the time the timesheet is created. Within this general format, multiple grid forms can be selected (each a separately defined PowerTrack Type) to allow for the data entry of different types of data. Each of these grid forms may have a different layout within the constraints of the grid layout tool. The timesheet can be set up to expand both horizontally (for example, via phase/cost code selections) and vertically as row data is entered. Login Screen The initial screen presented when entering the application is the login screen. The user must type in a valid PowerTrack ID and password, then press the Login button. The user may also log out from the application from this screen by clicking the logout button. Settings if the user clicks on Settings from the Login screen, the user will be taken to a communications log screen with options for Settings, Get Database, Clear Database and Register. These functions will be covered later in this document. Main Entry Screen Login Screen The main entry screen is divided into four sections: the title bar, blue header bar, grid area and footer bar.

11 10 Example Timesheet 1. Change Timesheet 2. Timesheet Name (Date & Job) 3. Address and City, ST (buttons 3 and 4) 4. Displayed Form/ Select Form 5. Major Headers 6. Sub Headers 7. Edit Row Data 8. Daily Journal (Buttons 5-8) 9. Access to Daily Journal Notes and Photos 10. Submit Timesheet 11. Access Reports 12. Tag List Manager 13. Return to Login Date/Job The title bar of the timesheet includes the Date/Job button which will allow the user to create a new timesheet or change the displayed timesheet to a different one already created. When the Date/Job button is selected, the following pop-up window is displayed. This pop up window shows timesheets currently stored on the ipad. Submitted timesheets are indicated by a globe icon with green checkmark. The amount of time that submitted timesheets are retained on the ipad is a global setting in the PowerTrack Administration. Un-submitted timesheets are shown with no icon. By selecting a different timesheet from this list, the selected timesheet will be displayed. By selecting the + button, a new timesheet will be created. A new screen will be presented to the user with a job selection list and date picker. Once the job and date have been selected, the user will press Save to display the new timesheet. Optionally, the user can select the Populate Rows from Tag-List to auto-create rows with their tag list items selected for the left-most column (for example, employees and equipment). To delete a timesheet, click on Edit and then click on the red dot which will appear to the left of the timesheet name. This will expose the Delete button. There can be multiple timesheets submitted for the same date and job, however there can be only one un-submitted timesheet for the same date/job.

12 Timesheet Name Compsee 11 The timesheet name is displayed in the center of the title bar. The timesheet name consists of the date and job. The job will be displayed with the contents of the PowerTrack button 1 (typically defined as job ID) and button 2 (typically defined as job name). Buttons 3 and 4 (Address and City, ST) The left side of the blue header bar shows the contents of PowerTrack buttons 3 and 4 (shown in the above example as Address and City-State, which are auto-filled from the job selection). Displayed Form/Select Form The right side of the blue header bar shows the currently displayed form, or Select Form when first logged in. By selecting this button, a menu will display with all available forms within the Timesheet. The forms are defined in the PowerTrack Administration and include all PowerTrack Types which have been defined with a logic type of Grid Logic. Major Headers The major header is optional and is used to allocate time over multiple phases/cost codes. Any form (PowerTrack Type) that is set up with a major header will automatically have row totals to aggregate the duration values entered under each major header area. The user may add multiple major header columns dynamically by pressing the <Add Phase> button and selecting the major header name from the selection list. A major header column can be changed or deleted by selecting the Phase name. Select either Delete or Edit. Clicking Edit will cause the phase selection list to appear. When a major header is added or deleted, it will affect all other forms that have the same major header and selection list (data conduit). In other words, adding a phase on one form may add it to several other forms at the same time. These are referred to as linked forms. Sub Headers Each major header must have at least one, but may be configured with up to three sub headers. Each sub header can be a pre-defined PowerTrack button or can be used for a duration column. Duration columns are limited to time (hours) entry, not to exceed two digits to the left of the decimal point. A sub header will have a column total if it is configured for duration values. Sub headers defined for selection lists will not have a column total. Edit Row Data The left-most data content for each grid row (employee in the above example) is selectable for editing. Once selected, a menu will appear with several choices: Edit will allow selecting a different employee to replace the current one in the row. Delete will remove the row. Notes will allow the user to create a note applicable to that row. Signature will allow the user to capture a signature applicable to that row (e.g., employee). The signature will be duplicated for any row with the same employee. A small icon will be displayed for both signatures and notes when present with a record. Daily Journal Buttons The four optional daily journal buttons (buttons 5 through 8 of the Daily Journal Type) are shown in the blue header bar. These are shown as Weather, Shift, Start Time and Schedule in the example above. Each button will access a corresponding selection list. Daily Journal Notes and Photos The daily journal notes and photos area is accessed by clicking on the Daily Journal button in the footer bar of the timesheet. The number following the Daily Journal button indicates the current number of notes. When the Daily Journal button is selected, the Notes screen will be displayed. Enter notes in the text box. If the ipad has a voice entry option, press the microphone icon on the keyboard and speak in your notes. Press the Save button to save the note. Each saved note will be time stamped and viewable in the notes view window. A photo may optionally be added to the note by clicking on the camera icon to the right of the note. When the camera icon is selected, a live camera window is opened for image capture. Take the picture and then select either Use Photo or Retake. Select Use Photo to select the picture. Then touch Done to return to the notes screen or the

13 12 camera icon to take another picture. The Photos icon on the notes screen will include the number of photos attached to the record. Up to ten photos may be attached to each note. Press Done to return to the Main timesheet screen. Journal Notes and Photos Screen Submit Timesheet Button By pressing the Submit button at the right of the bottom footer, the timesheet will be submitted. Upon submittal, the button will change to a gray color and will be titled Submitted. Submitted timesheets are then locked from additional editing. Tag Lists Tag lists have the effect of filtering drop down selection lists presented by the timesheet. If a user has established a tag list for the selection list, then a tag list toggle will appear with the selection list. The toggle will allow the user to turn the tag list filtering on or off. The tag list is created by the user on the tag list manager screen, which is accessed by pressing the Tag-List button on the footer bar. The user will select a selection list (data conduit) to edit on the left window of the screen, and then select the items to include on the tag list on the right window. When the tag list items have all been selected, press Save, then move on to the next selection list on the left window to create the next tag list. When all tag lists have been set, press Done to return to the main timesheet screen. Reports Access server side reports by clicking on the Reports button on the footer bar. For more information on the creation of these reports, refer to the separate document Viewing Server-side Reports on ios Devices.

14 13 Return to Login By clicking on the User: login name button on the left side of the footer bar, you will return to the Login screen. Timesheet Totals When entering data in the grid cells, you will notice that totals will not update until the Enter/Return key is pressed or the curser (focus) is changed to another cell. Closing the keyboard will also cause the totals to update for the last cell entered. Search on Selection Lists The search box directly above the selection list can be used to narrow the list based on entered search criteria. To activate the search, touch inside the search box. This is an anywhere character search. All items that have the search criteria embedded anywhere will be displayed. To clear the search criteria, touch the x on the right side of the search box. PowerTrack Records The ios Timesheet application will construct PowerTrack records from the data within each submitted timesheet. A single timesheet can easily generate over 100 records. For example, a selected employee with time under four different phases would generate at least four separate labor records (one with each phase entry). If this same employee had regular time and overtime (as a sub header) under each phase, this would be 8 labor records (one with each phase and pay type combination). Any note or signature entered for that same row will be appended to each of the records created. Each PowerTrack record will include the Type designator associated with the displayed form. The records created from the Daily Journal area will include the Daily Journal Type designator. Each daily journal note creates a separate Daily Journal record including any appended photos. All records submitted on a given timesheet will have the date associated with the timesheet, and each record will include the first four fields in the timesheet header areas. In the above example, job ID, job name, address and City,ST. Settings & Database Loading By selecting the settings button on the Login window, the user will be presented with the Communications page. This page displays communications and error logs which may be helpful for troubleshooting. The menu items on this page are Settings, Register, Get Database and Clear Database. Settings - Enter the address of the PowerTrack server that is running the mobile device web services. It will accept the address with or without The purpose for both a LAN and WAN address is for situations where the device can be used internally (on a LAN/Wi-Fi) or externally (on a WAN) and the WAN address is not accessible from the LAN. The WAN/LAN selector tells PowerTrack which server it should be using (blue indicates selected). For most scenarios, specifying one or the other should suffice.

15 14 The Report Server address should only be specified if you are using PowerTrack s Server Reporting service. Device Location Services must be ON for PowerTrack to access GPS services (communicate GPS coordinates). Click the Save button to save the settings and return to the previous display. Register - Device registration occurs at the time of software installation, or subsequently if the PowerTrack server software is moved to a new server. The Device Registration screen provides the ability to register the ios device with a new active server, after first entering the new server address via the settings screen. The top line of the registration screen identifies the active server address. Only the customer s IT personnel should change device registration. Clear Database In some cases, you may be instructed to do a Clear Database prior to re-registering or doing a Get Database. Caution: Be sure to submit any un-submitted timesheets prior to doing a clean database, as all timesheets stored on the ipad will be deleted during this operation. Get Database Select the Get Database button to download a new database load. When completed, a message will be displayed indicating that the Database has been loaded. Select OK. The Get Database button will allow the user to replace the local database with a new database from the server. This may be used when significant changes have occurred (for example, a new PowerTrack configuration/grid structure) or where new lookup data fails to appear even after syncing is known to have occurred. These are exception situations. A typical user should not need to use the Get Database button unless instructed by the customer s IT staff.

16 15 Configure Timesheet Configure Timesheet is a Windows Admin application intended for the customer s Admin personnel. To configure a Timesheet form, first select the PowerTrack Type name. Next, select the button title to be used as the major header column. A selection of None (see Example 4) is used when no major header is required. If a major header is selected, then there must be a least one sub header selected. Example 1 below shows the usage of all three sub header columns as duration columns. As mentioned previously, duration columns are specifically for hours entry and will cause row and column totals. As shown below, the duration columns must be named in the corresponding Duration Column Titles box, and their default column widths can also be set. When a major header is configured with two or more sub headers for duration columns, the Pay Type button (previously defined in the PowerTrack Type configuration) must be selected. The duration column titles will be the values for the PowerTrack Pay Type field for the submitted records. For the Example 1 configuration below, if an amount was entered for Reg, Ovr and Dbl under a single Phase, three records would be submitted for the employee the first with Pay Type Reg, the second with Pay Type Ovr and the third with Pay Type Dbl. Example 1 Major Header with 3 Sub Headers All configured as Durations (hours capture)

17 16 PowerTrack buttons previously defined (in the PowerTrack configurator) can also be used as a sub header column. In Example 2, the PowerTrack button Class is being used as the first sub header column. When a PowerTrack button is used for a sub header, the PowerTrack button name is used as the column name, so any entry in the corresponding Duration Column Title box is ignored. Example 2 Major Header with 3 Sub Headers - one PowerTrack Button (Class) and two Durations In Example 3, a major header is configured with just a single sub header for hours capture. The selection of None is used for the second and third sub header columns. When None is used, the columns will not exist and any values in the corresponding Duration Column Titles or Default Column Width boxes will be ignored. Since only one sub-header column is being used, only one record will be created from this row and the hours entered will be stored in the duration column. As only a single record is created for the row, the use of a Pay Type button is not required for differentiating multiple records generated from a row. Example 3 Major Header with One Sub Header used for Duration

18 17 If no major header is configured, the selection of sub headers is irrelevant. An option is still provided however, to have one column to use for duration (hours entry) or alternatively, to assign one PowerTrack button to this column in order to provide column totals. If a PowerTrack button is assigned to the column as shown in Example 4, the button name becomes the column title and any entry in the corresponding Duration Column Titles box is ignored. If the column is used for duration, the title will be Hours and any entry in the corresponding Duration Column Titles is ignored. Example 4 No Major Header Total Column used for PowerTrack Button Remaining PowerTrack Buttons As mentioned earlier, the first four buttons of every record submitted from a timesheet will have the same first four PowerTrack buttons (shown in the title and header area), regardless of the form (Type) used. The PowerTrack buttons remaining available for selection in the grid area are buttons 5 through 9. Any of these PowerTrack buttons not selected for use as a major header, sub header/duration column will be inserted displayed on the grid in their button order from the left-most column up to and before the sub header/duration columns. Validation During system set up in the PowerTrack Admin, each button position can be configured to require validation. If validation is required, all entered data must match one of the values on the selection list. If a match is not obtained, the entered data will not be accepted.

19 18 Appendix: Alternative Grid Layout The PowerTrack ios Timesheet application will display the alternative grid layout when there is a 1 in the layout grid column of the PowerTrack SQL server database. The alternative layout is a fixed format specifically for labor and daily journal entry, defined with fixed column names. The primary advantage of the alternative layout is the ability to have multiple job and phase selections within the timesheet grid. It also allows for each row to fit entirely on the ipad screen, requiring no horizontal (off-screen) scrolling for data entry or viewing. Labor Entry Screen All data is designed to be entered via a selection list with the exception of Hours which is a direct keypad entry. Notice that Job and Department share a column on the grid. The pop up window for job/department selection has a toggle which allows you to choose either the job or department selection list. If a department is selected, the phase will be grayed out prohibiting a phase selection. Other features of the labor grid include: When adding the first employee row, press <Click to Add>, the Class is auto-filled from the employee profile Pay Type and Shift will auto-fill with the first item on the selection lists The Phase list is filtered based on the Job selection

20 19 For the second and subsequent employee row additions, press <Click to Add> and the selected row will be copied as the new row with the exception of Hours. The user can then change only the data that is different with the new row. The employee row is selected by touching the > symbol to the left of the employee name. The selected row is always highlighted in gray. The name and total hours of the selected employee will be shown at the top of the grid Enter notes and signatures by selecting an employee row and touching the respective icon at the top right hand corner of the grid. A note will be added to only the selected employee row (record). A signature will be added to all rows (records) for the selected employees. Daily Journal When the Daily Journal button is selected, the Daily Journal screen will be displayed. Select the Job and the four optional selections of the Daily Journal Type. Type notes in the text box. If the ipad has a voice entry option, press the microphone icon on the keyboard and speak in your notes. Press the Save button to save the note. Each saved note will be time stamped and viewable in the notes view window. A photo may optionally be added to the note by clicking on the camera icon to the right of the note. When the camera icon is selected, a live camera window is opened for image capture. Take the picture and then select either Use Photo or Retake. Select Use Photo to select the picture. Then touch Done to return to the notes screen or the camera icon to take another picture. The Photos icon on the notes screen will include the number of photos attached to the record. Up to ten photos may be attached to each note. Press Done to return to the Main timesheet screen

21 20 Submit Timesheet Button By pressing the Submit button at the top right of the title bar, the timesheet will be submitted. Upon submittal, all grid rows will change to a gray color. Submitted timesheets are then locked from additional editing. Tag Lists Tag lists have the effect of filtering drop down selection lists presented by the timesheet. If a user has established a tag list for the selection list, then a tag list toggle will appear with the selection list. The toggle will allow the user to turn the tag list filtering on or off. The tag list is created by the user on the tag list manager screen, which is accessed by pressing the Tag-Lists button on the title bar. The user will select a selection list (data conduit) to edit on the left window of the screen, and then select the items to include on the tag list on the right window. When the tag list items have all been selected, press Save, then move on to the next selection list on the left window to create the next tag list. When all tag lists have been set, press Done to return to the main timesheet screen. Reports Access server side reports by clicking on the Reports button on the title bar. For more information on the creation of these reports, refer to the separate document Viewing Server-side Reports on ios Devices.

22 21 Timesheet Management The title bar of the timesheet includes the Date button which will allow the user to create a new timesheet or change the displayed timesheet to a different one already created. When the Date button is selected, the following pop-up window is displayed: This pop up window shows timesheets currently stored on the ipad. Submitted timesheets are indicated by a globe icon with green checkmark. The amount of time that submitted timesheets are retained on the ipad is a global setting in the PowerTrack Administration. Un-submitted timesheets are shown with no icon. By selecting a different timesheet from this list, the selected timesheet will be displayed. By selecting the <Add New Date> button, a new timesheet will be created. A new screen will be presented to the user with a date picker. Once the date has been selected, the user will press Save to display the new timesheet. By selecting the <Copy to New Date> button, a new timesheet will be created with the cell entries (except for hours) from a previous timesheet. After button selection, the user will be prompted (see red text in example) to select the source date timesheet to copy from. Once the copy timesheet is selected, the new timesheet date will be entered as before. There can be multiple timesheets submitted for the same date; however there can be only one un-submitted timesheet for the same date. Return to Login By clicking on the User <Click to Edit> button on the left side of the footer bar, you will return to the Login screen. Settings & Database Loading The settings and database loading is identical to the standard timesheet program. See previous section of this document. Timesheet Configuration Requirements The alternative layout does not use the Windows-based Configure Timesheet application. However, the alternative layout does require that two Types to be set up before-hand in the PowerTrack Admin tool named Timesheet and Daily Journal. Timesheet must be set up with the following buttons: Button 1: Employee Button 2: Class Button 3: Job Button 4: Phase Button 5: Department Button 6: Pay Type Button 7: Shift Daily Journal has the following buttons: Button 1: Job Button 5: User defined Button 6: User defined Button 7: User defined Button 8: User defined

23 22 Notes must be turned on for both Types. All auto-filling and filtering of data from previous field selections are determined by the PowerTrack Admin settings for the Type and Buttons, as well as the displaying of ID codes vs descriptions (e.g., for job, employee, etc.). Differences with Standard Layout The following table shows the significant differences between the standard layout and the alternative layout: Standard (Default) Layout One Job per timesheet job specified in timesheet title area Timesheet specified by Date/Job Can select between multiple forms, as long as they are defined as Grid Logic Types, plus Daily Journal First four buttons must be common between each Form all other buttons can be different between forms and defined by the customer Timesheet has a variable width, depending on the form selected and whether the selected form has Major Header phases that extend the width dynamically Requires Windows Grid Configuration tool to define timesheet layout, supplementing the PowerTrack Admin Type Settings Alternative Layout Multiple jobs can be selected in the timesheet grid Timesheet specified by Date Currently, only one form supported, must be named Timesheet, plus Daily Journal Timesheet buttons must be: Employee, Class, Job, Department, Phase, Pay Type, Shift Timesheet has a fixed width, designed to fit on the ipad Requires that Types called Timesheet and Daily Journal be configured in the PowerTrack Admin as specified ** End of Appendix **