User Manual Bullard Timecard Portal

Transcription

1 User Manual Bullard Timecard Portal Product Owner: Brian Randlett Team OmniCom Ken Koyanagi Donald Murchison Madeline Lewis-Whitfield Justin Tran Lathsamy Vongsavanh Kameryn Taylor Version 0.3 April 30, 2017

2 i Table of Contents 1 Introduction Quick Guide: Authentication Field Worker Timecard Adding the application to your iphone Home Screen Navigation Timecard Main View Viewing Previous Timecard Viewing Timecard Status Viewing Timecard for the Day Add, Edit, Delete Timecard Submit Timecard to Scheduler Scheduler Timecard Navigation Manage Field Employee Timecards Load Field Employee Timecards Pending View Past Due View Approved View Export to Excel Spreadsheet Manage Users Users List... 24

3 Bullard Timecard Portal ii Add Users Edit Application Settings View, Edit, Delete Job Codes Add Job Codes Appendix A: Help Page Glossary Contact Information... 34

4 Bullard Timecard Portal iii List of Tables Table 2: Contact information... 34

5 Bullard Timecard Portal iv List of Figures Figure 1: Sign-In with approved Google Account [Field Worker] & [Scheduler]... 2 Figure 2: Open Safari [Field Worker]... 3 Figure 3: Timecard Portal in Safari [Field Worker]... 4 Figure 4: Add App to Home Page [Field Worker]... 5 Figure 5: Rename Application [Field Worker]... 5 Figure 6: Collapsed Navigation Options [Field Worker]... 6 Figure 7: Expanded Navigation Options [Field Worker]... 6 Figure 8: Previous Timecard [Field Worker]... 7 Figure 9: Previous Timecard Drop Down Menu [Field Worker]... 7 Figure 10: Timecard Status Open [Field Worker]... 8 Figure 11: Timecard Status Closed [Field Worker]... 8 Figure 12: View Job by Week [Field Worker]... 9 Figure 13: Example Job by Day [Field Worker]... 9 Figure 14: Add Job [Field Worker] Figure 15: Add Job - Submit [Field Worker] Figure 16: Edit Job [Field Worker] Figure 17: Edit Job - Change Value [Field Worker] Figure 18: Edit Job - New Changes [Field Worker] Figure 19: Delete Job Button [Field Worker] Figure 20: Delete Job - Confirmation [Field Worker] Figure 21: Submit Timecards [Field Worker] Figure 22: Submit Job Confirmation [Field Worker] Figure 23: Navigation Hamburger [Scheduler] Figure 24: Expanded Navigation Options [Scheduler] Figure 25: Manage Timecard View [Scheduler] Figure 26: Load Timecard View All Weeks [Scheduler] Figure 27: Load Timecard - Change Week [Scheduler]... 18

6 Bullard Timecard Portal v Figure 28: Pending View [Scheduler] Figure 29: Pending View Approve/Unapproved [Scheduler] Figure 30: Edit Submitted Field Employee Timecard [Scheduler] Figure 31: Past Due View [Scheduler] Figure 32: Approved View [Scheduler] Figure 33: Example Export Excel Figure 34: Users List [Scheduler] Figure 35: Edit User Information [Scheduler] Figure 36: Add User [Scheduler] Figure 37: View Job Codes [Scheduler] Figure 38: Edit Job Codes [Scheduler] Figure 39: Edit Job Codes - Edit View [Scheduler] Figure 40: Delete Job Codes [Scheduler] Figure 41: Add Job Codes [Scheduler] Figure 42: Help Page - Brian Figure 43: Help Page - Ken Figure 44: Help Page - Donald Figure 45: Help Page - Madeline Figure 46: Help Page - Justin Figure 47: Help Page - Kameryn Figure 48: Help Page - Lathsamy Figure 49: Help Page - Contact Us... 32

7 1 Introduction Bullard Timecard Portal This Timesheet software will move Bullard Construction, Inc. from the outdated method of paper timesheets (which consists of Superintendents, Carpenters, and Laborers) to a more current and efficient system. This software will allow Field Employees to easily enter, edit, and submit timesheets from their current device while they are out in the field. Project Managers will be able to submit available jobs to Field Employees, and Administrators will be able to organize Field Employees timesheet data. 2 Quick Guide: 1. As an Administrator, add a new Field Employee into the Bullard Timecard Portal from the Add User page. 2. As a Field Employee, log in to the Bullard Timecard Portal with your Gmail account credentials. 3. As a Field Employee, enter your hours for the current week in the respective day. You may submit more than on timecard per day by continuing to click the Add button. 4. As a Field Employee, after you have entered all of you hours, submit your timecard for the week to the scheduler by clicking the Submit button. 5. As a scheduler, verify the information the Field Employee has submitted, and approve the timecard. 6. As a scheduler, approve all timecards for all Field Employees. 7. As a scheduler, export the approved timecards to an excel spreadsheet. 04/30/2017 Page 1

8 Bullard Timecard Portal 2 3 Authentication All authentication for the Bullard Timecard Portal is handled through Google Authentication services. All users whom wish to use the Bullard Timecard Portal will need a Gmail account. Figure 1: Sign-In with approved Google Account [Field Worker] & [Scheduler] 04/30/2017 Page 2

9 Bullard Timecard Portal 3 4 Field Worker Timecard As a Bullard Inc. Field Employee, it might be necessary in your duties to add your hours for the week into the database. The Bullard Timecard Portal is designed to allow you, as a Field Employee, to add you hours for the week in an electronic format and submit them to the scheduler with one click. This section of this document will walk you through the use of the Timecard Portal from the Field Employee point of view. 4.1 Adding the application to your iphone Home Screen For convenience, as a Field Employee you have the option to add the Bullard Timecard Portal as an application on your iphone home screen. Locate Safari on your iphone and launch the application. Figure 2: Open Safari [Field Worker] 04/30/2017 Page 3

10 Bullard Timecard Portal 4 In the address bar, navigate to bullard.azurewebsites.net. You should now see the homepage of the application. Figure 3: Timecard Portal in Safari [Field Worker] Next, click on box with the arrow coming out of it to expand the control panel. 04/30/2017 Page 4

11 Bullard Timecard Portal 5 Within the control panel, select the option to Add to Home Screen. Figure 4: Add App to Home Page [Field Worker] Lastly, rename the application to Bullard and click the Add button in the top right corner. Figure 5: Rename Application [Field Worker] 04/30/2017 Page 5

12 Bullard Timecard Portal Navigation All navigation for the Bullard Timecard Portal is done from the sidebar. Click on the hamburger icon in the top left corner to expand the navigation options. Figure 6: Collapsed Navigation Options [Field Worker] Figure 7: Expanded Navigation Options [Field Worker] To collapse the navigation options, click anywhere on the screen outside of the sidebar. 04/30/2017 Page 6

13 Bullard Timecard Portal Timecard Main View Within the timecard main view, as a Field Employee, you may view previous timecards, the status of the current weeks timecard, and submit your timecard for approval to the scheduler. Timecard are considered past due on Friday at 12pm Viewing Previous Timecard To view your previous timecard, click on the drop down menu and select the week you would like to view in the scroll menu. After selecting the week, select Done on the top right, and then select the CHANGE WEEK button. The timecard(s) for that week will populate within the days of the week. Figure 9: Previous Timecard Drop Down Menu [Field Worker] Figure 8: Previous Timecard [Field Worker] 04/30/2017 Page 7

14 Bullard Timecard Portal Viewing Timecard Status The status of the timecard can be viewed on any portion of the timecard application. A status of OPEN means the Field Employee has not submitted their timecard for the current week to the scheduler; regardless of whether or not it past the due date which is Friday at 12pm. (For example, say it is Friday at 12:01 pm and the timecard for the week has not been submitted. The status will show open until the timecard has been submitted.) Figure 10: Timecard Status Open [Field Worker] A status of CLOSED means the Field Employee has submitted their timecard for the current week to the scheduler; regardless of whether or not it past the due date. Figure 11: Timecard Status Closed [Field Worker] 04/30/2017 Page 8

15 Bullard Timecard Portal Viewing Timecard for the Day To view hours submitted for each day, click on any day of the week. You will then see the job #, hours, miles, lunch, and work performed status code for all timecards submitted on that day. You may submitted multiple timecards per day per week. The total hours and total miles traveled are tallied below the timecard entries. Figure 12: View Job by Week [Field Worker] Figure 13: Example Job by Day [Field Worker] 04/30/2017 Page 9

16 Bullard Timecard Portal Add, Edit, Delete Timecard To add a new job, click on the Add button. Figure 14: Add Job [Field Worker] You will then have the option to select a project number, a work performed code, enter hours worked, miles driven to job site, and hours spent on lunch. Once you are done click SUBMIT Figure 15: Add Job - Submit [Field Worker] 04/30/2017 Page 10

17 To edit the timecard click on the Edit button. Bullard Timecard Portal 11 Figure 16: Edit Job [Field Worker] You will then be directed to a page similar to add timecard however; instead of entering new data, you will be editing the existing data. When you are done click SUBMIT at the bottom of the screen. Figure 17: Edit Job - Change Value [Field Worker] 04/30/2017 Page 11

18 Bullard Timecard Portal 12 Your new changes will now be reflected in the timecard view. Figure 18: Edit Job - New Changes [Field Worker] To delete a specific timecard, click on the Delete button. Figure 19: Delete Job Button [Field Worker] 04/30/2017 Page 12

19 Bullard Timecard Portal 13 On mobile view, you will not be prompted after clicking delete. On a desktop view however, before you can delete the timecard, you will be prompted to continue. Click OK to delete the timecard. Figure 20: Delete Job - Confirmation [Field Worker] 04/30/2017 Page 13

20 Bullard Timecard Portal Submit Timecard to Scheduler Once you have finished adding in all your timecards for the week, click the SUBMIT button at the bottom right of the screen. Note: Once you submit your timecard, you will no longer be able to edit or delete your timecards for the week, and the status will change to CLOSED. After which, you will only be able to view the timecard(s) you submitted. You will regain access to add, edit, and delete your timecard(s) when a new week has begun or the scheduler has un-submitted your timecard. Figure 21: Submit Timecards [Field Worker] 04/30/2017 Page 14

21 Bullard Timecard Portal 15 After clicking submit, you will be prompted if you are sure. Click OK to submit your timecard for the week to the scheduler. Figure 22: Submit Job Confirmation [Field Worker] 04/30/2017 Page 15

22 Bullard Timecard Portal 16 5 Scheduler Timecard As a Bullard Inc. Administrator, it might be necessary in your duties to manage Field Employee timecards for the week, grant users access to the application, and manage job codes for the portal. The Bullard Timecard Portal is designed to allow you, as an Administrator, to approve or unapproved Field Employee timecards for the week in an electronic format and export them to an excel spreadsheet with one click. The Bullard Timecard Portal also allows you, as an Administrator, to add users into the portal, view their field employee contact information, and add job codes. This section of this document will walk you through the use of the Timecard Portal from the Administrator point of view. 5.1 Navigation All navigation is done from the sidebar. To navigate the application, use the sidebar. Click on the hamburger icon in the top left corner to expand the navigation options. Figure 23: Navigation Hamburger [Scheduler] 04/30/2017 Page 16

23 Bullard Timecard Portal 17 Figure 24: Expanded Navigation Options [Scheduler] 5.2 Manage Field Employee Timecards From the manage Field Employee timecard view you are able to see pending timecards, past due timecards, approved timecards. Timecards in the pending view are timecards that have been submitted by Field Employee s on time (by the deadline, which is Friday at 12pm). Timecards in the past due view are timecards that have not been submitted by the deadline (Friday at 12pm). Timecards in the approved view are timecards that have been reviewed and approved for export. From the manage timecard view you are also able to view the previous weeks timecards and see the status of those timecards for that week. Figure 25: Manage Timecard View [Scheduler] 04/30/2017 Page 17

24 Bullard Timecard Portal Load Field Employee Timecards To load Field Employee timecards, select the week you would like to view from the drop down menu. Then, select the CHANGE WEEK button. Figure 26: Load Timecard View All Weeks [Scheduler] Figure 27: Load Timecard - Change Week [Scheduler] 04/30/2017 Page 18

25 Bullard Timecard Portal Pending View Within the pending view, you are able to view the timecards Field Employees have submitted by the deadline (Friday at 12pm) in the quick view. Clicking on each Field Employee name, you will be able to view all of their submitted timecards for the week and edit them appropriately. Figure 28: Pending View [Scheduler] To approve or unapprove timecards, click on the green check or the red x respectively. Timecards that have been approved will instantly go to the approved view. Timecards that have been unapproved will unsubmit the Field Employees timecard. This action change the Field Employees timecard status back to OPEN and they will be allowed to edit their timecard again. Figure 29: Pending View Approve/Unapproved [Scheduler] 04/30/2017 Page 19

26 Bullard Timecard Portal 20 To edit timecards click on the blue pencil button next to each timecard. You will then be redirected to the Field Employees timecard view where you can edit work performed, project number, hours, lunch hours, and mileage. Figure 30: Edit Submitted Field Employee Timecard [Scheduler] 04/30/2017 Page 20

27 Bullard Timecard Portal Past Due View Within the past due view, you can view all the Field Employees who did not submit their timecards on time; regardless of whether or not they submitted it after the deadline (Friday at 12pm). The green check in the pending view indicates the Field Employee has submitted the timecard after the deadline. The red x indicates the Field Employee still has not submitted their timecard for the week. Figure 31: Past Due View [Scheduler] 04/30/2017 Page 21

28 Bullard Timecard Portal Approved View Within the approved view, you have the option to view the timecards for the Field Employee, and if necessary, unapproved it sending it back to the pending view. Note: You will not be able to edit Field Employees timecard entries in the approved view. To unapprove previously approved timecards and send the Field Employee timecard back to the pending view click the red x. Figure 32: Approved View [Scheduler] 04/30/2017 Page 22

29 Bullard Timecard Portal Export to Excel Spreadsheet After all timecards have been approved for the week click the Export CSV button to export the data into an excel spreadsheet. When opening the excel spreadsheet in Excel, it is important to note that the data is comma delimited. Figure 33: Example Export Excel 04/30/2017 Page 23

30 Bullard Timecard Portal Manage Users In order for Field Employees to access the Timecard Portal, they will need to be added as a user. Information needed to add users into the timecard portal are their employee id, account name, , and phone number. After adding a new user into the portal, you may edit their information from the Users List view Users List To view Field Employee information click on the Field Employees name to expand the rows. Figure 34: Users List [Scheduler] After expanding the row, you will have the option to edit their information. To edit user information click on the Edit button. Figure 35: Edit User Information [Scheduler] 04/30/2017 Page 24

31 Bullard Timecard Portal Add Users To add a new user in the Bullard Timecard Portal, you will need their unique employee id, full name, phone number, , and username. After entering in this information, click the SUBMIT button. Figure 36: Add User [Scheduler] 04/30/2017 Page 25

32 Bullard Timecard Portal Edit Application Settings The Settings page allows you to edit the jobs codes Field Employees will use to select from when adding or editing a new timecard View, Edit, Delete Job Codes To view job codes in the Bullard Timecard Portal, click on the Job Codes option from the sidebar menu. Figure 37: View Job Codes [Scheduler] 04/30/2017 Page 26

33 To edit job codes, click the edit option. Bullard Timecard Portal 27 Figure 38: Edit Job Codes [Scheduler] To edit a job code, you will need a job id number, and a job description. After entering a new job code click SUBMIT. Figure 39: Edit Job Codes - Edit View [Scheduler] 04/30/2017 Page 27

34 To delete a job code, click on the Delete option. Bullard Timecard Portal Add Job Codes Figure 40: Delete Job Codes [Scheduler] To add a job, enter the job id number, and job description. Then, click SUBMIT. Figure 41: Add Job Codes [Scheduler] 04/30/2017 Page 28

35 Bullard Timecard Portal 29 Appendix A: Help Page Within the Field Employee view and the Administrator view there is a help page if you ever need to contact the developers for help. Figure 42: Help Page - Brian 04/30/2017 Page 29

36 Bullard Timecard Portal 30 Figure 43: Help Page - Ken Figure 44: Help Page - Donald 04/30/2017 Page 30

37 Bullard Timecard Portal 31 Figure 45: Help Page - Madeline Figure 46: Help Page - Justin 04/30/2017 Page 31

38 Bullard Timecard Portal 32 Figure 47: Help Page - Kameryn Figure 48: Help Page - Lathsamy Figure 49: Help Page - Contact Us 04/30/2017 Page 32

39 Bullard Timecard Portal 33 Glossary Scheduler and Administrator are used interchangeably Field Employee and Field Worker are used interchangeably 04/30/2017 Page 33

40 Bullard Timecard Portal 34 Contact Information Table 1: Contact information Name Phone Number Kameryn Taylor Latsamy Vongsavanh Justin Tran Madeline Lewis-Whitfield Ken Koyanagi Donald Murchison /30/2017 Page 34

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