Administrative Prtal Data Management Reference Guide fr Prgram Managers, Prject Managers, and Supervisrs This guide is intended t supprt staff wh perfrm administrative tasks within the SAS system using the web-based admin prtal.
Page 1 Cntents Cntents...1 SAS Rles...2 Lg in t the SAS Admin Prtal (Web)...2 Dashbard Overview...3 Add a Custmer...6 Mdify a Custmer... 20 Add a Prgram... 24 Mdify a Prgram... 30 Add a Prject... 32 Mdify a Prject... 46 Add a Cycle... 48 Mdify a Cycle... 71 View Wrkfrce Infrmatin... 73 View Schedule... 76 View Stre Visit Summary... 80 Apprve Time and Expense... 83
Page 2 SAS Rles There are three levels f access within the admin prtal that crrespnd t the respnsibilities f three SAS rles. The table belw lists the tasks that SAS staff can perfrm. Rles & Respnsibilities in the Admin Prtal Supervisrs Prject Managers Prgram Managers Create team schedule Manage prgrams Create and manage prgrams Apprve time and expenses Setup and manage prjects Bill prep View field data management View wrkfrce View field applicatin Create and lad cycles and dcuments All Supervisr tasks All Supervisr and Prject Manager tasks Lg in t the SAS Admin Prtal (Web) 1. Direct yur web brwser t the admin prtal (https://prd.sasretail.cm/). Lgin
Page 3 2. In the Email field, enter yur email address (e.g. jsmith@gmail.cm). 3. In the Passwrd field, enter the last 4 digits f yur scial security number r ther persnal identificatin number n recrd with Human Resurces (e.g. 4321). 4. Click. Dashbard Overview The dashbard is the hme screen f the admin prtal. It cntains a list f all admin functins.
Page 4 Dashbard Data and functins within the admin prtal are rganized in the fllwing ways: Functins & Objects in the Admin Prtal Custmers Prgram Client data is maintained here, including client accunts payable and billing infrmatin, stres, and categries. The highest level bject in the admin prtal. Cnsists f multiple prjects that are scheduled at assigned stres. Team data, team-t-stre assignments, start and end dates are maintained here.
Page 5 Prject Cycle Wrkfrce Operatins Schedule Field Data Management Time and Expense Payrll Reprt The secnd highest level bject in the admin prtal. Cntains a list f cycles that are scheduled at yur assigned stres. Services, recurring schedules, custmer billing and cst rates, and estimated expenses are maintained here. Functin in the admin prtal used t uplad dcuments, uplad cntent fr services, and create team schedules. Cycles can be created, paused, canceled, and edited. Merchandisers are scheduled here. Functin in the admin prtal used t search fr an emplyee by a variety f criteria (e.g. name, jb title, lcatin, etc.), and find an emplyee s supervisr, custmers, wrk histry, r persnal infrmatin (e.g. email, phne, address). Functin in the admin prtal used t administer shift infrmatin and review stre visit summaries. Includes Schedule, Field Data Management, Time Expense, and Bill Prep tasks. Within Operatins, this is used t view schedules by a variety f criteria (e.g. custmer, prject, stre, date range, merchandiser schedule, team) and view whether schedules have been created. Within Operatins, this is used t search fr past prgrams, prjects, custmers, stres, and recrds. Within Operatins, this is used t apprve/adjust/add time and expenses, search fr time and expenses by a variety f criteria (e.g. date range, team, merchandiser, exceptins). Reprt in the admin prtal that displays payrll details, including: payrll cmpany, payrll status, cst center, apprving supervisr, dates, and merchandiser infrmatin.
Page 6 Add a Custmer Dashbard: Add New Custmer 1. Frm the Dashbard, click n Custmers and then select Add New Custmer. Custmer Setup: Custmer Data Unless nted as Optinal, all custmer setup fields must be cmpleted.
Page 7 2. Click in the Custmer Name field and type the crrect title. 3. In the Custmer Type field, select the apprpriate entry frm the list (Retailer, CPG, Brker). 4. T add a lg t the custmer recrd, click t lcate the lg n yur cmputer and uplad it. 5. Enter additinal infrmatin fr the custmer, including: Parent Cmpany Click in the field and select the apprpriate entry frm the list, if applicable. Address Type the street address fr the custmer (e.g. 1149 Harrisburg Pike). Cuntry If different frm United States, select the apprpriate entry frm the list. State Click in the field and select the apprpriate entry frm the list. City Begin typing the city name and then select the apprpriate ptin frm the list. The entries in the list will be based n the selected State. Accunt Payable Cntact Name Type the first and last name f the AP cntact fr this custmer. Primary Phne Number Type the AP cntact s phne number with area cde. If applicable, als enter a Secndary Phne Number. Email Type the AP cntact s email address. Payment Terms Click in the field and select the apprpriate entry frm the list (NET 15, 30, 45, 60, r 75) t specify hw many days after service has been cmpleted that the custmer is billed. D&B Number Type the D&B Number fr the custmer, if applicable. The D&B r D-U-N-S Number is a unique numeric identifier assigned t a single business entity and has a credit file attached t it. Cmpany Tax ID Number Type the Cmpany Tax ID fr the custmer, if applicable. Issued by the IRS, an Emplyer Identificatin Number (EIN) is als knwn as a Federal Tax Identificatin Number and is used t identify a business entity. Cst Center Type the JD Edwards cst center number (r Finance ID Number), if applicable.
Page 8 Credit Level Check? - T specify a credit level check fr the custmer, click n the indicatr s that it changes clr ( ). If applicable, enter the apprpriate Credit Amunt in the field belw the indicatr. Pre-bill T set the custmer up t be billed befre services have been cmpleted, click n the indicatr s that it changes clr ( ), and then enter the apprpriate Pre-bill % in the field belw the indicatr s that sme r all f the price f services can be pre-billed. 6. T add an additinal cntact fr billing infrmatin, click in the Billing Inf sectin. Custmer Setup: Add Billing Inf All fields must be cmpleted. 7. Enter infrmatin fr the additinal billing cntact, including: Billing Name Type the cntact s first and last name. Title Type the cntact s title. Email Type the cntact s email address fr general cmmunicatins. Invice Specific Email Type the email address t which invices shuld be sent. Phne Number Type the cntact s phne number with area cde.
Page 9 8. Once all billing cntact infrmatin has been entered, click. If a custmer cntact was entered in errr, it can be deleted by clicking X t the right f it. 9. T add a primary cntact fr the custmer, such as the stre manager, click in the Primary Cntacts sectin. Custmer Setup: Add Primary Cntacts 10. Enter infrmatin fr the primary custmer cntact, including: Name Type the cntact s first and last name. Title Type the cntact s title. Email Type the cntact s email address. Phne Number Type the cntact s phne number with area cde. Department Type the cntact s department. 11. Once all primary cntact infrmatin has been entered, click. If a custmer cntact was entered in errr, it can be deleted by clicking X t the right f it.
Page 10 If necessary, repeat the abve steps until all custmer cntacts have been added. 12. Click t prceed with the custmer setup. Custmer Setup: Stres & Categries A grup f stres r categries can be imprted using a template r an individual stre r categry can be added manually. 13. T imprt multiple stres fr the new custmer, d the fllwing: Click. Dwnlad the imprt template ( ). Enter the stre infrmatin int the.csv file and save it n yur cmputer. Click t search fr the spreadsheet and then click. Once the new stres are imprted, they will display n the Custmer Setup screen. Yu may increase the number f results that display by clicking screen and selecting 10, 20, r 50 frm the list. in the upper right f the 14. T manually add individual stres fr the new custmer, d the fllwing:
Page 11 Click. Custmer Setup: Add Stres In the Stre Name field, type the full name f the stre. In the Stre Number field, type the 7-digit identifying number fr the stre. In the Address field, type the street address fr the custmer (e.g. 1149 Harrisburg Pike). In the Cuntry field, select the apprpriate entry frm the list if different frm United States. In the State field, select the apprpriate entry frm the list. In the City field, begin typing the city name and then select the apprpriate ptin frm the list. The entries in the list will be based n the selected State. In the Zip field, type the 5-digit zip cde. If applicable, type the stre s Phne Number with area cde and Email address. Click t add the stre.
Page 12 Once the new stre has been added, it will display n the Custmer Setup screen. Yu may increase the number f results that display by clicking the screen and selecting 10, 20, r 50 frm the list. in the upper right f Custmer Setup: New Stres 15. T imprt categries fr the new custmer, d the fllwing: Click. Dwnlad the imprt template ( ). Enter the categry infrmatin int the.csv file and save it n yur cmputer.
Page 13 Click t search fr the spreadsheet and then click. Once the new categries have been imprted, they will display n the Custmer Setup screen. 16. T manually add categries fr the new custmer, d the fllwing: Click. Custmer Setup: Add Categry In the Categry Number field, type the 4-digit identifying number fr the categry. In the Name field, type the categry name. Click. Once the new categry is added, it will display n the Custmer Setup screen.
Page 14 Custmer Setup: New Stres & Categries 17. Click t view a summary f all new custmer infrmatin.
Page 15 Custmer Setup: Summary
Page 16 On the Custmer Setup: Summary screen, yu have the ptin f saving the custmer as a draft and submitting it later, r submitting it at the time f creatin. 18. If further input will be required, click t save the custmer in draft frm. Custmer Setup: Save as Draft Success Nte the unique ID assigned t the custmer yu created. This same ID will be assigned t the active custmer, nce submitted. 19. Click t view a list f all draft, active, and archived custmers.
Page 17 Custmer Management: Active Custmers 20. T return t the draft custmer yu just created, click. Custmer Management: Draft Custmers
Page 18 21. T edit the custmer, click in the Manage clumn and then select. Custmer Edit
Page 19 22. Make required changes t the custmer, as applicable, by: clicking in the field and editing the entry, selecting a different ptin frm a list, r clicking t the right f a line item. If a custmer cntact was entered in errr, it can be deleted by clicking X t the right f it. 23. Once all changes have been made, click. Custmer Setup: Submit Success Nte the unique ID assigned t the custmer yu created. The ID fr the active custmer is the same as the draft ID. Yu have cmpleted the Add a Custmer task.
Page 20 Mdify a Custmer Dashbard: Manage Custmers 1. Frm the Dashbard, click n Custmers and then select Manage Custmers.
Page 21 Custmer Management T view a custmer that has been archived, click. T add infrmatin t a custmer that is in draft status, click belw. and fllw the steps Yu may increase the number f results that display by clicking screen and selecting 10, 20, r 50 frm the list. in the upper right f the Yu may srt by any f the clumns displayed by clicking n their title (e.g. Parent Cmpany). 1. Click t the right f the prject t be mdified and then select t change infrmatin fr an active r draft custmer.
Page 22 Custmer Edit
Page 23 24. Make required changes t the custmer, as applicable, by: clicking in the field and editing the entry, selecting a different ptin frm a list, r clicking t the right f a line item. If a custmer cntact was entered in errr, it can be deleted by clicking X t the right f it. 25. Once all changes have been made, click. Custmer Setup: Edit Success Yu have cmpleted the Mdify a Custmer task.
Page 24 Add a Prgram Dashbard: Add New Prgram 1. Frm the Dashbard, click n Prgram and then select Add New Prgram t create a prgram.
Page 25 Prgram Setup 2. Click in the Custmer Name field and select the custmer frm the list. 3. In the Prgram Name field, type the prgram name. While Prgram Name is the nly mandatry field, it is highly recmmended that yu cmplete all fields fr each prgram yu are creating. 4. Type a descriptin within the Prgram Descriptin field. If needed, use the frmatting tls (e.g. paste text frm Wrd, insert table, etc.) by clicking n the apprpriate frmatting icn. 5. Enter additinal infrmatin fr the prgram, including:
Page 26 Start and End Dates Click and select the apprpriate day (e.g. September 22, 2016 and September 30, 2016). Hurs Limit Type a number and then click in the Hurs Limit per field t select an entry frm the menu (e.g. Cycle). Budget Type a number in the field (e.g. 2000). 6. If yu are creating a Team based prgram, click n the indicatr s that it changes clr ( ), then enter the fllwing infrmatin: Number f Teams Click in the field and select the number f teams frm the menu (e.g. 2). Avg Team Size Click in the field and select an average team size frm the menu (e.g. 5). Yu will nt be able t add details fr stre r team management later if Team based prgram infrmatin is left blank. 7. Once all infrmatin has been entered, click t enter team-t-stre management infrmatin. Prgram Setup: Stre Management
Page 27 Use this screen t assign stres t be serviced by the prgram team(s). 8. Search fr stres that crrespnd t this custmer by typing a wrd r phrase int the Search field, r typing a stre Origin Zip Cde and using the Select Radius menu. 9. Once the search criteria has been entered, click. 10. Applicable stres will display under Stre assignment management: T assign a stre, click t select the stre n the left side f the screen and then click t mve the stre t the right. T remve a stre assignment, click t mve the stre t the left. t select the stre n the right side f the screen and then click If there are multiple teams, repeat until stres are assigned t all teams. 11. Once all stres appear n the right f the Stre assignment management sectin, click. Prgram Setup: Team Management Use this screen t assign team members t stres.
Page 28 12. Click in the Rle Type field and select the apprpriate rle (Field Supervisr, Lead, r Merchandiser) frm the list. 13. In the Assign t field, type sme r all f the first name f the team member that crrespnds t the rle n the left and select the apprpriate name frm the list. If there are multiple teams, repeat until team members are assigned t all teams. 14. Once all stres appear n the right f the Stre assignment management sectin, click.
Page 29 Prgram Setup: Summary 15. Review the infrmatin displayed. If any infrmatin needs t be changed, return t the screen where the infrmatin is hused by clicking the blue link at the tp f the screen (e.g. ). Then, make the necessary edits and click t return t the Summary screen. 16. Once all prgram details are crrect, click.
Page 30 Prgram Setup: Success 17. Nte the unique ID assigned t the prgram yu created. Yu have cmpleted the Add a Prgram task. Mdify a Prgram Dashbard: Manage Prgrams 1. Frm the Dashbard, click n Prgram and then select Manage Prgrams t mdify an existing prgram. If yu need t view a previusly cmpleted prgram, click t search n that tab. 2. Search fr the prgram using any f the fllwing methds:
Page 31 Click in the Select Custmer field and select the prgram s custmer frm the list. Type the prgram ID r name in the pen search field. Srt by any f the clumns displayed by clicking n their title (e.g. Start Date). Yu may increase the number f results that display by clicking screen and selecting 10, 20, r 50 frm the list. in the upper right f the 3. Click t the right f the prgram t be mdified and then select Edit Prgram t change infrmatin fr an active prgram. Prgram Management: Edit Prgram 4. Click t the right f the sectin name t edit infrmatin. 5. Once all prgram changes have been entered, click.
Page 32 Prgram Edit: Success Yu have cmpleted the Mdify a Prgram task. Add a Prject Dashbard: Add New Prject 1. Frm the Dashbard, click n Prjects and then select Add New Prject t create a prject.
Page 33 Prject Setup: General 2. In the Prject Name field, type the prject name. 3. Type the Custmer Prject ID, if knwn. 4. Click in the Select Custmer field and select an ptin frm the list. 5. Click in the Prgram field and select the crrespnding prgram frm the list. An active prgram is required in rder t create a prject. 6. If necessary, attach ne r mre dcuments t the prject by clicking.
Page 34 Prject Setup: Dcuments 7. Click t select a file t uplad. 8. If applicable, click n the indicatrs fr Merchandiser View and/r Editable ( ). 9. Once all dcuments have been upladed, click.
Page 35 Prject Setup: General (cntinued) 10. Click in the Prject Type field and select an ptin frm the list. 11. In the Start Date and End Date fields, click and select the apprpriate day (e.g. September 22, 2016 and September 30, 2016). 12. Type a descriptin within the Prject Descriptin field. If needed, use the frmatting tls (e.g. paste text frm Wrd, insert table, etc.) by clicking n the apprpriate frmatting icn. If the prject requires a field that is nt displayed n this screen, click the Custm Field Name and Descriptin., then enter
Page 36 13. If any special criteria apply t the prject (Pictures Required, Accessible t Client, r Merchandiser Mailing), click n the indicatr ( ), s that it changes clr. 14. In the Admin Team sectin, click. Prject Setup: Add New Team Member 15. Click in the Rle field and select the apprpriate rle (Prject Manager, Bill Prep Lead, Prject Service Crdinatr, r Analyst) frm the list. One Prject Manager and ne Bill Prep Lead are required fr each prject. 16. In the Member Name field, type sme r all f the first name f the team member that crrespnds t the rle n the left and then select the apprpriate name frm the list. 17. Click. Repeat until all team members are assigned t the prject.
Page 37 Prject Setup: General (cntinued) 18. Once all general prject infrmatin has been entered, click.
Page 38 Prject Setup: Services While Service Type, Occurrence, Active Days, and Stres are the nly mandatry fields, it is highly recmmended that yu cmplete all fields fr each prject yu are creating. 19. Click in the Service Type field and select the apprpriate type (Categry Reset, Distributin Vid, NICI, Plangram Cmpliance, r Survey) frm the list. Yu may select up t 5 Service Types fr each prject. 20. Click in the Occurrence field and then select a recurrence rate (e.g. 1 Week, 2x-Mnth, Custm Schedule, N Recurrence) frm the list. 21. Enter all relevant schedule details fr the prject, including: Ttal Estimated hurs per visit Type a number f hurs (e.g. 8). Shift Start Time If different frm the default time f 8:00 AM, type a new time in the field (e.g. 7:00) and select AM r PM in the menu.
Page 39 Shift End Time If different frm the default time f 5:00 PM, type a new time in the field (e.g. 3:00) and select AM r PM in the menu. Autmated Shift Scheduling Click t set this ptin fr cycles created within this prject. Same Stre / Same Day Click t set this ptin fr cycles created within this prject. Shift Grace Perid Click t set this ptin fr cycles created within this prject and then type a number f Days after shift in the field t the right. 22. Under Select Active Days, click n all days that shuld be active days fr the prject (e.g. ). 23. Click t add stres fr service.
Page 40 Prject Setup: Add Lcatins 24. T search fr stre lcatins t add t the prject based n an existing custmer, click in the Custmer field and then select the apprpriate custmer in the list. 25. In the search results, click t the left f each stre t be added. 26. Click. If the stre lcatins fr the prject d nt display in the results, yu can imprt stre lcatins by ding the fllwing: Dwnlad the imprt template ( ). Enter the stre lcatins int the spreadsheet and save it n yur cmputer.
Page 41 Click t search fr the spreadsheet and uplad it. After the new stre lcatins are imprted, they can be searched fr by Custmer and added t the prject. 27. Once all services infrmatin has been entered, click. Prject Setup: Billing 28. Click in the Client Search field and select the prject s custmer frm the list. 29. Click in the Billing Cntact field and select the cntact name frm the list. 30. Click in the LOA Cntact field and select the cntact name frm the list. If yu need t add a new LOA Cntact fr the custmer, click the link (e.g. Cntacts pp-up windw, and then click. ), cmplete the cntact infrmatin fields in the Add New LOA
Page 42 31. If any special criteria apply t the prject (Same Billing Settings, Bill Overtime t client, r Bill Travel t client), click n the indicatr ( ), s that it changes clr. If yu select Bill Overtime t client, yu must als select an vertime rate (1.5x r 2x) in the menu t the right f the field. 32. T add an additinal billing client fr the prject, click.
Page 43 Prject Setup: Add Billing Client 33. Click in the Split invice by field and select the apprpriate ptin (Fairshare r Categry) frm the list. A billing client can be deleted by clicking X t the right f it. 34. Click in the Billing Terms field and select the apprpriate ptin (Mnthly, Prject Cmpletin, Recurring Cycle, r Weekly) frm the list.
Page 44 35. Click in the Rate Type field and select the apprpriate type (Lead, Merchandiser, Plangram, r Supervisr Rate) frm the list. 36. Click in the Pricing Type field and select the apprpriate type (Fixed/Flat Price, Hurly, Per Ft, r Per Visit) frm the list. If applicable, enter a Minimum dllar amunt fr the crrespnding Rate and Pricing Type. 37. Click in the Billing Rate field and type the apprpriate dllar amunt fr the Rate and Pricing Type. 38. Click in the Est. [type] per visit field and enter a number that crrespnds t the Rate and Pricing Type selected. 39. Click t add the new billing and cst rates fr the prject. Repeat the abve steps until all custmer billing and cst rates have been added. 40. If applicable, cmplete Estimated Expenses infrmatin: Click in the Expense Type field and select the apprpriate type (e.g. Per Diem, Office Supplies, Tlls, etc.). Enter a dllar value in the crrespnding Estimated Cst field. If the expense type is billable t the client, click n the Billable indicatr ( clr. ), s that it changes Then, click t add the new expense estimate t the prject. Repeat the abve steps until all estimated expenses have been added. A cst estimate can be deleted by clicking X t the right f it. 41. Once all billing infrmatin has been entered, click.
Page 45 Prject Setup: Apprval 42. Review the infrmatin displayed. If any infrmatin needs t be changed, return t the screen where the infrmatin is hused by clicking the blue link at the tp f the screen (e.g. Apprval screen. ). Then, make the necessary edits and prceed t the 43. Once all prject details have been reviewed, click save the prject in draft status and return t it later, r click t submit the prject. Yu have cmpleted the Add a Prject task.
Page 46 Mdify a Prject Dashbard: Manage Prjects 2. Frm the Dashbard, click n Prjects and then select Manage Prjects t mdify an existing prject. T view a previusly cmpleted prject, click. T add infrmatin t a prject that is pending required infrmatin, click the steps belw. and fllw 3. Search fr the prject by typing sme r all f the prject title r the prject number in the Prject Name & ID search field. Yu may increase the number f results that display by clicking screen and selecting 10, 20, r 50 frm the list. in the upper right f the Yu may srt by any f the clumns displayed by clicking n their title (e.g. Start Date). 4. Click t the right f the prject t be mdified and then select Edit Prject t change infrmatin fr an active r draft prject.
Page 47 Prject Edit
Page 48 5. Click t the right f the sectin name t edit infrmatin. 6. Once all prject changes have been entered, click. Prject Edit: Success Yu have cmpleted the Mdify a Prject task. Add a Cycle Dashbard: Cycles 1. Frm the Dashbard, click n Cycles t create a schedule fr a team wrking n a prject (cycle). 2. Click in the Select Custmer field and select the apprpriate custmer frm the list.
Page 49 3. Click in the Select Prgram field and select the apprpriate prgram frm the list. 4. Click in the Select Prject field and select the apprpriate prject frm the list. Prject Activatin: Cycle Management f Prject The screen defaults t the list f active cycles fr the selected prject. T display inactive, paused, r cancelled cycles, click and select the apprpriate ptin frm the menu. 5. Click t begin setting up a team schedule.
Page 50 Create New Cycle 6. Type a cycle name in the Name field. 7. In the Frm and T fields, click and select the apprpriate start and end dates (e.g. September 22, 2016 and September 30, 2016). 8. Click. Prject Activatin: Cycle Management f Prject 9. T attach a dcument r vide t the cycle, click in the Dcs clumn t the right f the cycle name.
Page 51 Cycle Management f Prject: Uplad Dcuments 10. If yu need t attach a dcument t the cycle, click t lcate the dcument n yur cmputer and uplad it. 11. If yu need t add a link t a vide t the cycle, click and then type the URL fr a vide int the Vide Links field. Cntinue t add files and vide links t the cycle, as needed. A file r vide link can be deleted by clicking X t the right f it. 12. Once all dcuments have been added upladed, click. The number f dcuments r links fr the cycle will display in the Dcs clumn.
Page 52 Prject Activatin: Cycle Management f Prject 13. T cmplete the categry reset infrmatin fr the new cycle, click in the Categry Reset clumn t the right f the cycle name. Cycle Management f Prject: Categry Reset Rather than adding individual categries manually, yu can imprt a list f categries by ding the fllwing: Click. Dwnlad the imprt template ( ). Enter the categry details int the spreadsheet and save it n yur cmputer. Click t search fr the spreadsheet and then click.
Page 53 Once the categry details are imprted, they will display n the Categry Reset screen fr the cycle. 14. T add individual categries manually, click. Categry Reset: Add Categry Reset 15. Click in the Categry field and select a categry frm the list. 16. Type a number in the Average Size field and then select a Size Type using the menu (e.g. Feet, Metre, Dr, Inches). 17. Click in the Estimated Hurs field and type a number f hurs. If needed, type a number f minutes in the field t the right f hurs. 18. Enter all relevant cycle details, including: Categry Icn Click t search fr an icn n yur cmputer and uplad it t the categry. Plangram id Type an identifier fr the plangram. The plangram ID entered here will be applied t all stres.
Page 54 Uplad Plangram Click t search the plangram n yur cmputer and uplad it t the categry. 19. Click t select stres fr the cycle. Categry Reset: Select Stres 20. Click in the Custmer field and select the apprpriate ptin frm the list. 21. T assign stres t the cycle, click t the left f the stre number, and then click. Srt by any f the clumns displayed by clicking n their title (e.g. City). Yu may increase the number f results that display by clicking in the upper right f the screen and selecting 10, 20, r 50 frm the list.
Page 55 Cycle Management f Prject: Categry Reset 22. Click at the tp f the screen t create a New Item Cut-In fr the cycle. NICI must be enabled as a Service Type fr the prject befre they can be submitted n the field app. Cycle Management f Prject: NICI Rather than adding individual items manually, yu can imprt a list f items by ding the fllwing: Click. Dwnlad the imprt template ( ). Enter the item details int the spreadsheet and save it n yur cmputer.
Page 56 Click t search fr the spreadsheet and then click. Once the item details are imprted, they will display n the NICI screen fr the cycle. 23. T add individual items manually, click. NICI: Add New Item 24. Uplad an Item Image by clicking the buttn 25. Enter the Item # and Vendr Name 26. Click in the Categry field and select a categry frm the list. 27. Enter the UPC and Item Descriptin 28. Click t select stres fr the cycle.
Page 57 NICI: Select Stres 29. Click in the Custmer field and select the apprpriate ptin frm the list. 30. T assign stres t the cycle, click t the left f the stre number, and then click. Srt by any f the clumns displayed by clicking n their title (e.g. City). Yu may increase the number f results that display by clicking in the upper right f the screen and selecting 10, 20, r 50 frm the list.
Page 58 Cycle Management f Prject 31. Click at the tp f the screen t create a Distributin Vid fr the cycle. Distributin Vid must be enabled as a Service Type fr the prject befre they can be submitted n the field app. Cycle Management f Prject: Distributin Vid Rather than adding individual items manually, yu can imprt a list f items by ding the fllwing: Click. Dwnlad the imprt template ( ). Enter the item details int the spreadsheet and save it n yur cmputer. Click t search fr the spreadsheet and then click.
Page 59 Once the item details are imprted, they will display n the Distributin Vid screen fr the cycle. 32. T add individual items manually, click. Distributin Vid: Add New Item 33. Uplad an Item Image by clicking the buttn 34. Enter the Item # and Vendr Name 35. Click in the Categry field and select a categry frm the list. 36. Enter the UPC and Item Descriptin 37. Click t select stres fr the cycle.
Page 60 Distributin Vid: Select Stres 38. Click in the Custmer field and select the apprpriate ptin frm the list. 39. T assign stres t the cycle, click t the left f the stre number, and then click. Srt by any f the clumns displayed by clicking n their title (e.g. City). Yu may increase the number f results that display by clicking in the upper right f the screen and selecting 10, 20, r 50 frm the list.
Page 61 Cycle Management f Prject 40. Click at the tp f the screen t create a survey fr the cycle. Surveys must be enabled as a Service Type fr the prject befre they can be submitted n the field app. Cycle Management f Prject: Survey 41. Click.
Page 62 Survey Creatin - General 42. Enter r edit the title in the Survey Title field. 43. If there is an external survey identificatin number, enter it in the Ext. Survey ID field. 44. If the survey shuld be linked t a 3 rd party system (Linked Survey) and/r ptimized fr printing (Optimize fr paper), click n the apprpriate indicatr s that it changes clr ( ). 45. T assign the survey t specific stres within the cycle, click, select ( ) r deselect ( ) stres by custmer, and then click. 46. Type infrmatin within the Descriptin and Additinal Inf fields, as needed. 47. Click.
Page 63 Survey Creatin - Questins 48. Type r edit the questin text in the numbered field. 49. Click in the Select Questin Type field and select a type (e.g. Textbx, Radi buttns, etc.) frm the menu, then cmplete the additinal fields t build the questin respnse. 50. As needed, add r edit additinal infrmatin: Type identifying numbers in the Questin ID and/r Answer ID fields. Click t uplad an image fr a questin. Select t require that an image be upladed in a questin s respnse. Click in the Skip Lgic field and select the apprpriate ptin (Exit r Skip t Questin #) frm the menu. Fr example, t end a survey based n a questin respnse f N, click in the Skip Lgic field and select Exit t the right f the answer N. In this example, leave Skip Lgic as the default ptin fr an answer f Yes. 51. Click t add an additinal questin and repeat the abve steps, as needed. A questin can be deleted by clicking and selecting Delete.
Page 64 52. Once all questins and respnses have been added/edited, click. Survey Creatin: Success 18. Click. Nte the unique ID assigned t the survey yu created. Cycle Management f Prject: Survey 53. T preview the survey, click t the right f the survey name. Make any required edits. Repeat the abve steps until all necessary surveys have been added t the cycle. 54. T assign and create shifts fr team members, click.
Page 65 Cycle Management f Prject: Team Scheduling Rather than adding individual schedules manually, yu can imprt a list by ding the fllwing: Click. Dwnlad the imprt template ( ). Enter the team schedules details int the spreadsheet and save it n yur cmputer. Click t search fr the spreadsheet and then click. Once the schedules are imprted, they will display n the Manage Shifts screen fr the cycle. 55. T add a team schedule manually, click.
Page 66 Add Team Schedule 56. Click in the Team Name field and select an existing team frm the list. If the apprpriate team des nt display in the list, click required. and cmplete the fields as 57. Click in the Select Stre field and select an ptin frm the list. 58. In the Schedule Date field, click and select the apprpriate date (e.g. September 30, 2016). 59. If applicable, enter a number (8 r fewer) in the Scheduled hrs per Assciate field. 60. If the Shift Start and Shift End times are different frm the default time f 6:00 AM and 2:00 PM, type a new time in the field (e.g. 7:00) and select AM r PM in the menu. 61. Once all shift infrmatin has been entered, click.
Page 67 Team Scheduling: N Members 19. Click. Cycle Management f Prject: Team Scheduling 20. Click the Team name link (e.g. ) t assign members t the new team. Cycle Management f Prject: Manage Shifts
Page 68 T search fr team members by a variety f criteria, click. On the Wrkfrce screen, yu may als click etc. t search fr team members by name, rle, lcatin, 62. T assign team members and their scheduled hurs, click. Team Scheduling: Add Shift 63. T search fr an emplyee, d ne f the fllwing: Click in the External Emplyee Id field and type a Wrkday emplyee identificatin number. Click in the Emplyee field and type sme r all f the emplyee s first name. Then, select the apprpriate name frm the list. 64. In the Due By field, click and select the apprpriate date (e.g. September 30, 2016). 65. If applicable, click. 66. If the Shift Start and Shift End times are different frm the default time f 8:00 AM and 5:00 PM, type a new time in the field (e.g. 7:00) and select AM r PM in the menu.
Page 69 67. Once all shift infrmatin has been entered, click. Cycle Management f Prject: Manage Shifts 68. Review team member infrmatin, including: In the Emp. Name clumn, verify that the crrect Lead is selected. Select ( ) r deselect ( ), if needed. One active team lead is required per cycle shift. If necessary, adjust Due by date and/r Shift Start and Shift End times by clicking in the fields and typing an apprpriate entry. In this view, dates must be in the frmat year-mnth-day (e.g. 2016-10-19) and times must be in the frmat 00:00 AM/PM (e.g. 07:00 AM). 69. Once all changes are made, click t the right f the shift times.
Page 70 Cycle Management f Prject: Manage Shifts 70. T check n the status f the current prject, click n the blue cycle title link at the tp f the screen. Cycle Management f Prject: Manage Shifts The Dcs, Categry Reset, NICI, Distributin Vid Survey, and Schedule yu created shuld be indicated t the right f the cycle name (e.g. ). Yu have cmpleted the Add a Cycle task.
Page 71 Mdify a Cycle Dashbard: Cycles 1. Frm the Dashbard, click n Cycles t mdify schedules fr teams wrking n prjects. 2. Click in the Select Custmer field and select the apprpriate custmer frm the list. 3. Click in the Select Prgram field and select the apprpriate prgram frm the list. 4. Click in the Select Prject field and select the apprpriate prject frm the list. Prject Activatin: Cycle Management f Prject
Page 72 The screen defaults t the list f active cycles fr the selected prject. T display inactive, paused, r cancelled cycles, click and select the apprpriate ptin frm the menu. 5. Perfrm ne f the fllwing: If yu need t... Then: Pause a cycle. Click and select Pause Cycle. Cancel a cycle. Click and select Cancel Cycle. Edit cycle dates. Click and select Edit Cycle. Add r edit a dcument r vide fr a cycle Click the icn in the Dcs clumn (e.g. ). Uplad r edit categry reset infrmatin Click the icn in the Categry Reset clumn (e.g. ). Uplad r edit NICI infrmatin Click the icn in the NICI clumn (e.g. ). Uplad r edit Distributin Vid infrmatin Click the icn in the Distributin Vid clumn (e.g. ). Add r edit a survey fr the cycle. Click the icn in the Survey clumn (e.g. ). Add r edit team schedule r shift infrmatin fr the cycle Click the icn in the Schedule clumn (e.g. ). 6. Make edits t the displayed infrmatin, as necessary. Refer t the Create a Cycle steps fr additinal infrmatin. Yu have cmpleted the Mdify a Cycle task.
Page 73 View Wrkfrce Infrmatin Dashbard: Wrkfrce 1. Frm the Dashbard, click n Wrkfrce t view team member infrmatin. Wrkfrce
Page 74 Yu may increase the number f results that display by clicking screen and selecting 10, 20, r 50 frm the list. in the upper right f the Srt by any f the clumns displayed by clicking n their title (e.g. City). 2. Click fr mre search ptins. Wrkfrce: Advanced Filter 3. T search fr team members, use ne r mre f the fllwing: Emp Name Type the team member s first and/r last name (e.g. Jseph M). Emp ID Type the emplyee identificatin number, which will be in the frmat W r T fllwed by 6 digits (e.g. W123456). Title Click the list and select the apprpriate jb title (e.g. Lead Merchandiser). Payrll Cmpany Type the payrll cmpany that the team member was hired under, which will be either TPG r Wrkday. State, City, Zip Type the state name r pstal abbreviatin, city name, and/r 5-digit zip cde in the respective field (e.g. Chicag).
Page 75 Origin Zip If yu want t find team members within the radius f a specific zip cde, type the zip cde within this field (e.g. 44483) and then select an entry frm the Radius menu (2, 5, 20, r 50 miles). Results will display in the lwer half f the screen as search criteria are entered. 4. Once all search criteria are entered, click. Wrkfrce: Filter Results 5. Click n a team member s name and then click t view their infrmatin and wrk histry. Wrkfrce: Prfile
Page 76 The team member s prfile will display in a new windw r tab. 6. Review the displayed infrmatin. If needed, return t the search results windw/tab and use t view infrmatin and wrk histry fr ne r mre team members. Yu have cmpleted the View Wrkfrce Infrmatin task. View Schedule Dashbard: Operatins/Schedule 1. Frm the Dashbard, click n Operatins and then select Schedule t view schedules by stre, prject, r merchandiser view. The Operatins/Schedule task can be used t view schedules fr current and future weeks, as well as determine if a schedule has nt yet been created fr a prject/stre, r if a schedule has partial infrmatin. 2. Click t lcate a specific schedule. 3. Click in the Select Custmer field and select the name f the custmer that crrespnds t the schedule.
Page 77 4. T refine search results, use ne r mre f the fllwing: Select Prject Click the list and select the name f the scheduled prject. Select Stre - Click the list and select the name f the scheduled stre. Date Frm Click and select the starting day fr the schedule yu want t view (e.g. 2016-10-17). Reprted Date (t) This field will default t 5 days after the date in the Date Frm field (e.g. 2016-10- 21). If needed, it can be changed t an earlier date that ccurs after the starting day by clicking. Select Status - Click the list and select the apprpriate entry (All, Scheduled, Nt Scheduled). 5. Once search criteria have been entered, click. Operatins/Schedule: Filtered Results The stre and prject views f the schedule are displayed. Click fr a descriptin f the icns: indicates all schedule data has been laded, indicates that the team is scheduled but data has nt been laded, indicates partial data, and indicates that the team is nt scheduled.
Page 78 6. Hld yur muse ver a date t quickly view team name and size (e.g. ). 7. T expand the data fr a stre r prject, click n the far right f the rw, then click n a schedule item (e.g. ). Operatins/Schedule: Team Scheduling The team scheduling details fr the selected item will display in a new windw r tab. Fr mre infrmatin n mdifying team schedules fr a cycle, refer t the Cycles sectin f this dcument. 8. Return t the main search results windw r tab t cntinue reviewing schedule details. Operatins/Schedule: Filtered Results
Page 79 9. T display schedules by team member r team, click. Operatins/Schedule: Merchandiser View Data can be refreshed by clicking t the left f a team r team member name. T expand the data fr a merchandiser r team, click n the far right f the rw, then click n a schedule item (e.g. ). Scheduling details will display in a new windw r tab. Fr mre infrmatin n mdifying schedules, refer t the Cycles sectin f this dcument. 10. T return t the stre view, click. Yu have cmpleted the View Schedule task.
Page 80 View Stre Visit Summary Dashbard: Field Data Management 1. Frm the Dashbard, click n Operatins and then select Field Data Management t view summaries fr each prject cycle stre visit. 2. Click t lcate a specific stre visit. Operatins: Field Data Management 3. Click in the Select Custmer field and select the name f the custmer that crrespnds t the visit summary. 4. T refine search results, use ne r mre f the fllwing that crrespnds t the visit summary:
Page 81 Date Frm Click and select the starting day fr the summaries yu want t view (e.g. 2016-10-17). Reprted Date (t) Click and select a day n r after the Date Frm (e.g. 2016-10-21). Select Prgram Click the list and select the prgram name. Select Prject Click the list and select the prject name. Select Stre - Click the list and select the stre name. Select Recrds Click the list and select Exceptins Only t lcate stre visit summaries that have nt been submitted. 5. Once search criteria have been entered, click. Operatins: Field Data Management Filtered Results Yu may increase the number f results that display by clicking screen and selecting 10, 20, r 50 frm the list. in the upper right f the Yu may srt by any f the clumns displayed by clicking n their title (e.g. View Status). 11. Click a link in the Visit ID clumn (e.g. ) t view the stre visit summary.
Page 82 Operatins: Stre Visit Summary
Page 83 The visit summary will display in a new windw r tab. If needed, return t the Operatins: Field Data Management screen t view additinal summaries. Yu have cmpleted the View Stre Visit Summary task. Apprve Time and Expense Dashbard: Time Expense 1. Frm the Dashbard, click n Operatins and then select Time Expense t view and apprve team member hurs fr payrll prcessing. 2. Click t lcate hurs fr a specific team r team member.
Page 84 Operatins: Time and Expense 6. Click in the Select Team field and select the name f the team fr which yu need t review hurs. 7. T refine search results, use ne r mre f the fllwing: Reprted Date (frm) Click and select the starting day fr the hurs yu want t review (e.g. 2016-10-17). Reprted Date (t) Click and select a day n r after the Reprted Date (frm) (e.g. 2016-10-21). Select Team Click the list and select the team name. Select Merchandiser Click the list and select a team member s name that crrespnds with the selected team. Select Exceptins - Click the list and select With Exceptins t lcate team member items that have exceptin issues. Select Status Click the list and select Apprved r Nt Apprved, as needed.
Page 85 8. Once search criteria have been entered, click. Operatins: Time and Expense Filtered Results 9. Click n a rw t view detailed time and expense infrmatin fr a team member.
Page 86 Operatins: Detailed Time and Expense Apprval 10. D any f the fllwing, as needed: T add an additinal expense item fr the team member (e.g. Parking), click in the Expense sectin. Select the Shift name, select the expense Type, enter the Amunt, and attach a receipt, if applicable. Then, click t the right f the new line item and click t add the expense t the apprval screen fr that team member. T view cycle details fr the visit, click in the Time sectin. The cycles screen will pen in a new windw r tab. Fr infrmatin n mdifying cycle infrmatin, refer t the Mdify a Cycle sectin f this dcument. T add time away frm wrk fr the team member (e.g. Break), click in the Time sectin. Select the Shift name, select the Duratin Type, and select the apprpriate Start and End Times fr the duratin type. Then, click t the right f the new line item and click t add the time entry t the apprval screen fr that team member. 11. When ready t apprve time and expenses fr a team member in the detailed view, click, r click t return t the verview screen.
Page 87 Operatins: Time and Expense Filtered Results 12. T apprve time and expense fr ne r mre team members, click n the left f the line item t be apprved and then click. Time and Expense Apprval: Success Yu have cmpleted the Apprve Time and Expense task.