Los Angeles Unified School District Workforce Manager Assignment and Time Reporting Guide. Post Date: 5/24/17

Transcription

1 Los Angeles Unified School District Workforce Manager Assignment and Time Reporting Guide Post Date: 5/24/17

2 DEFINITION Workforce Manager introduced: Workforce Manager is a custom work assignment and time reporting application. The application allows a user to perform basic work assignment and time reporting functions on a simple user interface. Note: Please access the Workforce Manager application through the Google Chrome browser. LOGIN To login to Workforce Manager Application, please go to Enter your Single sign-on username and password and click on the Sign In button. 2

3 ASSIGNMENT VIEW Workforce Manager / Assignment and Time Reporting Guide When you first login, you will be taken to the Assignment view of the application. The page is designed to display all employees in the selected Person Group/Employee on the left pane and the Work Orders available for assignment in the right pane. 3

4 ASSIGNING WORK ORDER(S) TO AN EMPLOYEE(S) ROUTE Workforce Manager / Assignment and Time Reporting Guide STEP 1: CONFIRM EMPLOYEE LIST AND WORK DATE In the employee list pane, the application automatically defaults to the login users person group and for the current day. For example, if you are assigned to C1-EA person group (Area C1 Electrical Department) in your Labor Record in Maximo, C1-EA will be defaulted as your Person Group in the application, and you will see all employees sharing that same person group listed. To change the person group, simply, click on the X to the right of the default person group value and enter another. To change the date, simply click on the left or right arrows or the date itself. If you want to only see a particular employee or employees route sheet, you have two options: Option 1: Click on either the Craft or Employee dropdown. The application will refresh and display the selected craft or the selected employee s route. 4

5 Option 2: Click on the click on the icon and to search for an individual s employee number. The employee list displays the name and employee number. If you want additional details of the employee, click on the employee s name. 5

6 STEP 2: IDENTIFY WORK ORDERS FOR ASSIGNMENT Workforce Manager / Assignment and Time Reporting Guide Option 1: Search by Query In the Work Order list pane, the application automatically defaults to the login users Maximo Work Order Tracking default query. You may change your query by clicking on the query drop down arrow. 6

7 Option 2: Search by Individual Work Order Number Workforce Manager / Assignment and Time Reporting Guide If you know the work order number, you can perform a Quick Search for a specific work order by clicking on the WO# button then typing the work order number. To clear the Quick Search and go back to searching through a query, click on the X button. 7

8 Option 3: Search by Standing Non-Productive/Overhead Workforce Manager / Assignment and Time Reporting Guide You also have the option to search for Non-Productive or Overhead work orders for your assigned Area by clicking on the appropriate tabs. Sorting: To sort a result set, simply click on the up/down arrows on each of the column header names. 8

9 Filtering: You may filter by Person Group, Craft or any value in each of the columns. Simply type in the filter value and press your Enter key or click on the Search button. School Grouping: If you want to group a set of school work orders, you can click on the lock icon. 9

10 Work Order Detail: To see the work order details, click on the work order short description. The work order details will appear. The window will display general information on the work order and also allow you to the change status, update the Job Type (if no actuals have been reported), update the priority, tracking code, category/route and re-assign the work order to the Site Based Maintenance Worker. To save any changes, click on the Save button. 10

11 Status Change: You have two ways to change work order statuses. Option 1: In the status column, the status in black is the current status, the button to the right is the next sequence status. To change to the next sequence status, simply click on the next sequence status button. For example, the screenshot below shows that the current status is INPRG (In Progress) and the next sequence status is COMP (Complete). Option 2: In the Work Order Details window. Click on the status dropdown to select the appropriate status. Click on the Save button to save. Note: The Status Memo field is available only in the work order details window. 11

12 STEP 3: ASSIGN WORK ORDER(S) Workforce Manager / Assignment and Time Reporting Guide To assign work orders, you must first tag the employee that you would like to assign work orders to. Click on the tag row. icon on the employee s If you would like to assign the same set of work order(s) to more than one employee, click on the multi-tag employees. icon and then tag the individual 12

13 In the Work Order pane, click on the icon. The work order will be sent under the employee s route. 13

14 Continue to add work order assignments to the employee(s) route as appropriate. The system auto-defaults the assigned regular hours to 2, this can be changed as desired. This is strictly for reference for you to see how many hours you have assigned for an employee; this is not the actual. Delete Assignment: To delete an assignment, simply click on the trash bin icon. 14

15 Adjust Sequence: You may adjust the sequence of assignments by clicking on the up and down arrow icons on the last column. The sequence displayed is what will be sent to the Journeyman. Print Assignments: To print an assignment report, click on the printer icon. 15

16 A new window will appear with the Work Order Assignment Report. Overtime Assignment/Request Report: To assign overtime, enter the overtime hours in the overtime column. 16

17 To run to Overtime Request form, click on the three vertical dots and click Print Overtime. Workforce Manager / Assignment and Time Reporting Guide Next, enter the Reason for Overtime, the Start time of the overtime and the Print button. 17

18 A new window will appear with the Overtime Request Form. Tip: Changing Work Order Status in Assignment You may also change the work order status in the assignment by clicking on the three vertical dots and click on the next sequential status. 18

19 TIME REPORTING AND APPROVING STEP 4: CREATING ACTUALS Click on the Actuals button to navigate to the Actuals screen. You will be taken to the Actuals screen. To navigate back to Assignments, click on the Go To Assignments button. 19

20 In the Actuals screen, you have two views. Workforce Manager / Assignment and Time Reporting Guide Default view: The page will display all employees in the selected person group for the selected day. To add actuals in this view, click on the plus icon to the right of the employee s row. 20

21 The list of assignments for the day will appear. In this view, you can bring over assignments as actuals by clicking on the plus sign. Note: The Assignment Complete? Checkbox is defaulted as checked. You may uncheck this box if you want to keep this assignment open. 21

22 After you click on the plus sign, the work order will be listed under the employee s record as an unapproved actual. Enter the appropriate Start Time, RG, OT, Miles, Tools, Lead, Short Differential and Memo as appropriate. Click on the floppy disk icon when done. After clicking on the floppy disk to save, your initials will appear. As an unapproved actual, this transaction can still be edited/deleted. 22

23 Approving the Unapproved Actual: A Time Approver who did not last modify the transaction will be able to approve the unapproved transaction. To approve the transaction, click on the green icon. The transaction will be approved and the Time Approvers initial will appear. The only option now is the reverse the transaction. If necessary, continue to add labor transactions by clicking on the plus icon. 23

24 You will be taken to the list of Assignments. In this window, you can add the assignments and/or other work orders under the Work Orders tab, Non-Productive tab and the Overhead tab. Repeat steps on entering the appropriate information and approving the transaction. 24

25 Show Assignments View: Another view of the Actuals page is the Show Assignments View. Workforce Manager / Assignment and Time Reporting Guide If you check the Show Assignments button, all assignments for the day will automatically appear under the employees name. Click on the three-button icon to either complete the assignment or Report Actuals without completing the assignment. 25

26 Repeat steps on entering the appropriate information and approving the transaction. Time Card Report: To run the Weekly Time Card report, simply click on the printer on the employee s row. A new window will appear with the Weekly Time Card Report. Should you have any questions on this guide, please contact the Danny Lu (danny.lu@lausd.net / ), Mark Merrick (mark.merrick@lausd.net / ), John Herweg (john.herweg@lausd.net / ) or Rick Peterson (richard.peterson@lausd.net / ). 26