Travelife online. Manual Planning Company Coordinator. J u n e

Transcription

1 Travelife online Manual Planning Company Coordinator J u n e

2 The information provided in this manual does not necessarily reflect the official position of the EACI, the European Commission or any other European institution. 2

3 Planning NB: only the sustainability coordinator can complete, generate and edit the action planning of the organisation. The module Planning is NOT compulsory. Travelife Planning is an extra service offered by Travelife to assist you with creating your company action plan in an easy way. Step 1 Go to Step 2 Click Login Enter your user name (your address) Enter your password Click button Login Step 3 Click Planning & Reporting 3

4 Step 4 To access the action planning module click open action planning >> or click Planning in the main navigation bar. You will now see following screen: You will now see 2 different action plans that you can work on: a. Action plan for Travelife Partner : In this action plan you will be able to plan those actions that are related to the Travelife Partner status. When you start working in the Travelife Reporting module, exactly the same actions as in the Travelife Partner action plan can be found in the Travelife Partner report. After approval of your report, you will get the Travelife Partner status and logo. b. Action plan for Travelife Certified : In this action plan you will be able to plan those actions that are related to the Travelife Certified status. When you start working in the Travelife Reporting module, exactly the same actions as in the Travelife Certified action plan can be found in the Travelife Certified report. After an external audit and approval of your report, you will get the Travelife Certified status and logo. Choose the report you wish to plan actions for you wish to work on by clicking the icon under Open action plan. 4

5 NB: To avoid double work, the two different action plans (Partner or Certified level) are technically linked. This implies that data entries will be automatically copied from the Partner level action plan to the Certified level action plan and vice versa. Step 5 You are now presented with the so-called Theme Overview. The Theme Overview shows the main themes (sustainability management, internal management, supply-chain management, transport, accommodation etc) and their subthemes. Under each subtheme you will see subthemes and the number of actions belonging to each subtheme. Under each main theme you can select the subtheme/topic you wish to work on. Step 6 Click on the sub theme you wish to begin with. In the below example we choose sub theme Energy use. The first action (3.13) belonging to sub theme Energy use will be shown on the screen (see below). 5

6 Description of the action First you will get a short description of this action Planning: section to add tasks and create a planning for this action (see further explanations below) Action: here you will see an overview of the related report Report: column indicating that this action is (not) part of the related report. Action needs to be reported on in related report Action will not be included in the related report You already answered this question (yes, no, n/a) for this action in the report Mandatory: column indicating if the action is mandatory in the related report. Action is mandatory in the related report Action is mandatory in the related report and you already entered yes for this action in your report, meaning that you do comply with it 6

7 Action is mandatory in the related report, however, you entered no for this action in your report, meaning that you do not comply with it Tasks planned: column indicating if you created tasks for this action in your action plan. If tasks have been created the following symbol will be shown: Theme overview: Next subtheme: button to return to Theme Overview showing all the main and subthemes button to go to the next sub theme in your action plan The Travelife action planning module is linked to the Travelife reporting module. This implies that: Your Travelife Partner action plan is related to the Travelife Partner report. Your Travelife Certified action plan is related to the Travelife Certified report Travelife makes it easy for you to navigate easily from action plan to the related report or to see the report status of an action. To navigate you can make use of the symbols you will find at the bottom-right side of each action description (see below). Description of the action show report To see what the status of this action is in the related report. A view-only screen will be opened (see below). You will not enter the reporting module and you will not be able to edit this action in the related report. To hide the status of this action, click the same symbol to hide report status. 7

8 View-only screen edit report To navigate to the same action in the related report. You will enter the reporting module and you will be able to edit the status of this action in the related report. When editing an action do NOT forget to click SAVE button to store your data. To return to this action in your action plan click the symbol, see below 8

9 IMPORTANT! Click on SAVE each time you have planned an action. Your action and the tasks you created for this action will be stored in the Travelife System. Click button Next to go to the next action or Previous to go the previous action. You can continue with the entire action plan by dealing with all the aforementioned main themes, and of course you can decide in which order to proceed with them. To return to the Theme Overview screen with the main and sub themes, click on the Theme Overview icon: Plan tasks for selected action For each action you can plan one or multiple tasks. Click button: 9

10 Below screen appears You will now be able to add a task for this action by completing the fields. Explanation: Title: Task: Select staff members: Select all: Staff selected (responsible): Unselect all: Start: End: Financials: Hours: Close: Save: add a title for this task add a description for this task select (multiple) staff members for this task button to select all staff members for this task here you will see the staff members you allocated to this task to unselect all staff members you selected for this task to enter the start date for this task to enter the end date for this task to indicate the budget available for this task to indicate the number of hours for this task button to close the screen and return button to save the data entered for this task After completing the fields and clicking button Save a pop-up appears to confirm that your added task has been saved. Click OK, see below. Your planned task (task A) for this action will now be saved and shown as follows: 10

11 If you wish to plan a second task (task B) for this action, then click again on the add new task button. You can plan as many tasks as you want. For each task you will have following functions available (see right side): you can tick this box to indicate that this task has been implemented to edit your task to delete your task Actions that have been planned (read: one or multiple task(s) created for this action), are marked with the following symbol in the Travelife Action Planning module: 11

12 Compiling your Action Plan NB: only the sustainability coordinator can complete, generate and edit the action planning of the organisation. Action plans can be generated any time. The sustainability coordinator can give access rights to registered staff to have insight into the action plan. Staff members cannot edit the action plan. Step 7 Did you plan your actions? Then compile your Action Plan with the Travelife system in order to obtain a clear document. In order to compile your action plan, click My action plans, see below. You will now see 3 sub-items: Current version: this your current action plan. einddatum. Edit setting: To edit settings of your current action plan. Here you can also decide to share the current acion plan with your staff by ticking share full action plan with staff members. See below section Staff members insight into Action Plan. Click Save to save your new settings. View: To generate an overview of your planned actions. Download pdf: To create a PDF-file of your action plan that you can print and save on your personal computer. 12

13 Create new version: to create a new action plan. When creating a new version, the current version will be automatically moved to sub-section Previous versions (see below). Your new version will become the current version. Do not forget to click button Create version to save your new action plan. Title: title of your new action plan Starting date: starting date of your new action plan Deadline: deadline date of your new action plan Currency: currency to be used. Currencly is related to the item Finances. This item is shown when planning tasks for an action. Share full action plan with staff members: after ticking this box, all your registered staff members will have insight into your action plan. For further explanations see below section Staff members insight into Action Plan. Empty existing tasks: to create a new version Action Plan without planned tasks Previous versions: here you will find all the Action Plans that you saved in the past View: to create an overview of the tasks you planned Remove version: to delete selected Action Plan Download pdf: To create a PDF-file of your action plan that you can print and save on your personal computer. 13

14 Staff members insight into Action Plan In case you decided to give your staff members insight into the Action Plan, your staff members will be able to see the Action Plan after: 1. Login 2. Click My Plannings 3. Below screen will appear Download PDF: to create a PDF-file of the action plan that you can print and save on your personal computer My Plan: Company Plan: to create an overview of those actions that were selected by the company coordinator for this staff member to create an overview of the entire action plan for the organisation NB: Action Plans do not have to be submitted to your association. In case your association asks for your action plan during reporting, you can upload the Action Plan (pdf-file) you created by using Travelife system. 14