administrative portal data management - zendesk · administrative portal data management reference...

Administrative Portal Data Management Reference Guide for Program Managers, Project Managers, and Supervisors

This guide is intended to support staff who perform administrative tasks

within the SAS system using the web-based admin portal.

Last update: 12/2/16 Page 1

Need help? Contact the SAS Help Center by phone at 1-800-407-1907,

by email at [email protected], or submit a ticket at https://sasretail.zendesk.com.

Contents

Contents .....................................................................................................................................................................1

SAS Roles ....................................................................................................................................................................2

Log in to the SAS Admin Portal (Web) ........................................................................................................................2

Dashboard Overview ..................................................................................................................................................3

Add a Customer ..........................................................................................................................................................6

Modify a Customer .................................................................................................................................................. 20

Add a Program ......................................................................................................................................................... 24

Modify a Program .................................................................................................................................................... 30

Add a Project ........................................................................................................................................................... 32

Modify a Project ...................................................................................................................................................... 46

Add a Cycle .............................................................................................................................................................. 48

Modify a Cycle ......................................................................................................................................................... 71

View Workforce Information ................................................................................................................................... 73

View Schedule ......................................................................................................................................................... 76

View Store Visit Summary ....................................................................................................................................... 80

Approve Time and Expense ..................................................................................................................................... 83

mailto:[email protected]

https://sasretail.zendesk.com/




SAS Roles

There are three levels of access within the admin portal that correspond to the responsibilities of three SAS

roles. The table below lists the tasks that SAS staff can perform.

Roles & Responsibilities in the Admin Portal

Supervisors Project Managers Program Managers

Create team schedule Manage programs Create and manage programs

Approve time and expenses Setup and manage projects Bill prep

View field data management Create and load cycles and documents

All Supervisor and Project Manager tasks

View workforce All Supervisor tasks

View field application

Log in to the SAS Admin Portal (Web)

1. Direct your web browser to the admin portal (https://prod.sasretail.com/).

Login



https://prod.sasretail.com/




2. In the Email field, enter your email address (e.g. [email protected]).

3. In the Password field, enter the last 4 digits of your social security number or other personal identification

number on record with Human Resources (e.g. 4321).

4. Click .

Dashboard Overview

The dashboard is the home screen of the admin portal. It contains a list of all admin functions.







Dashboard

Data and functions within the admin portal are organized in the following ways:

Functions & Objects in the Admin Portal

Customers Client data is maintained here, including client accounts payable and billing information, stores, and categories.

Program The highest level object in the admin portal. Consists of multiple projects that are scheduled at assigned stores. Team data, team-to-store assignments, start and end dates are maintained here.






Project The second highest level object in the admin portal. Contains a list of cycles that are scheduled at your assigned stores. Services, recurring schedules, customer billing and cost rates, and estimated expenses are maintained here.

Cycle Function in the admin portal used to upload documents, upload content for services, and create team schedules. Cycles can be created, paused, canceled, and edited. Merchandisers are scheduled here.

Workforce Function in the admin portal used to search for an employee by a variety of criteria (e.g. name, job title, location, etc.), and find an employee’s supervisor, customers, work history, or personal information (e.g. email, phone, address).

Operations Function in the admin portal used to administer shift information and review store visit summaries. Includes Schedule, Field Data Management, Time Expense, and Bill Prep tasks.

Schedule Within “Operations,” this is used to view schedules by a variety of criteria (e.g. customer, project, store, date range, merchandiser schedule, team) and view whether schedules have been created.

Field Data Management

Within “Operations”, this is used to search for past programs, projects, customers, stores, and records.

Time and Expense Within “Operations,” this is used to approve/adjust/add time and expenses, search for time and expenses by a variety of criteria (e.g. date range, team, merchandiser, exceptions).

Payroll Report Report in the admin portal that displays payroll details, including: payroll company, payroll status, cost center, approving supervisor, dates, and merchandiser information.






Add a Customer

Dashboard: Add New Customer

1. From the Dashboard, click on Customers and then select Add New Customer.

Customer Setup: Customer Data

Unless noted as Optional, all customer setup fields must be completed.






2. Click in the Customer Name field and type the correct title.

3. In the Customer Type field, select the appropriate entry from the list (Retailer, CPG, Broker).

4. To add a logo to the customer record, click to locate the logo on your computer and upload it.

5. Enter additional information for the customer, including:

o Parent Company – Click in the field and select the appropriate entry from the list, if applicable.

o Address – Type the street address for the customer (e.g. 1149 Harrisburg Pike).

o Country – If different from United States, select the appropriate entry from the list.

o State – Click in the field and select the appropriate entry from the list.

o City – Begin typing the city name and then select the appropriate option from the list. The entries in the list will be based on the selected State.

o Account Payable Contact Name – Type the first and last name of the AP contact for this customer.

o Primary Phone Number – Type the AP contact’s phone number with area code. If applicable, also enter a Secondary Phone Number.

o Email – Type the AP contact’s email address.

o Payment Terms – Click in the field and select the appropriate entry from the list (NET 15, 30, 45, 60, or 75) to specify how many days after service has been completed that the customer is billed.

o D&B Number – Type the D&B Number for the customer, if applicable. The D&B or D-U-N-S Number is a unique numeric identifier assigned to a single business entity and has a credit file attached to it.

o Company Tax ID Number – Type the Company Tax ID for the customer, if applicable. Issued by the IRS, an Employer Identification Number (EIN) is also known as a Federal Tax Identification Number and is used to identify a business entity.

o Cost Center – Type the JD Edwards cost center number (or Finance ID Number), if applicable.






o Credit Level Check? - To specify a credit level check for the customer, click on the indicator so that it

changes color ( ). If applicable, enter the appropriate Credit Amount in the field below the indicator.

o Pre-bill – To set the customer up to be billed before services have been completed, click on the indicator

so that it changes color ( ), and then enter the appropriate Pre-bill % in the field below the indicator so that some or all of the price of services can be pre-billed.

6. To add an additional contact for billing information, click in the Billing Info section.

Customer Setup: Add Billing Info

All fields must be completed.

7. Enter information for the additional billing contact, including:

o Billing Name – Type the contact’s first and last name.

o Title – Type the contact’s title.

o Email – Type the contact’s email address for general communications.

o Invoice Specific Email – Type the email address to which invoices should be sent.

o Phone Number – Type the contact’s phone number with area code.






8. Once all billing contact information has been entered, click .

If a customer contact was entered in error, it can be deleted by clicking X to the right of it.

9. To add a primary contact for the customer, such as the store manager, click in the Primary Contacts section.

Customer Setup: Add Primary Contacts

10. Enter information for the primary customer contact, including:

o Name – Type the contact’s first and last name.

o Title – Type the contact’s title.

o Email – Type the contact’s email address.

o Phone Number – Type the contact’s phone number with area code.

o Department – Type the contact’s department.

11. Once all primary contact information has been entered, click .







If necessary, repeat the above steps until all customer contacts have been added.

12. Click to proceed with the customer setup.

Customer Setup: Stores & Categories

A group of stores or categories can be imported using a template or an individual store or category can be added manually.

13. To import multiple stores for the new customer, do the following:

o Click .

o Download the import template ( ).

o Enter the store information into the .csv file and save it on your computer.

o Click to search for the spreadsheet and then click .

o Once the new stores are imported, they will display on the Customer Setup screen.

You may increase the number of results that display by clicking in the upper right of the screen and selecting 10, 20, or 50 from the list.

14. To manually add individual stores for the new customer, do the following:






o Click .

Customer Setup: Add Stores

o In the Store Name field, type the full name of the store.

o In the Store Number field, type the 7-digit identifying number for the store.

o In the Address field, type the street address for the customer (e.g. 1149 Harrisburg Pike).

o In the Country field, select the appropriate entry from the list if different from United States.

o In the State field, select the appropriate entry from the list.

o In the City field, begin typing the city name and then select the appropriate option from the list. The entries in the list will be based on the selected State.

o In the Zip field, type the 5-digit zip code.

o If applicable, type the store’s Phone Number with area code and Email address.

o Click to add the store.






o Once the new store has been added, it will display on the Customer Setup screen.


Customer Setup: New Stores

15. To import categories for the new customer, do the following:

o Click .


o Enter the category information into the .csv file and save it on your computer.







o Once the new categories have been imported, they will display on the Customer Setup screen.

16. To manually add categories for the new customer, do the following:

o Click .

Customer Setup: Add Category

o In the Category Number field, type the 4-digit identifying number for the category.

o In the Name field, type the category name.

o Click .

o Once the new category is added, it will display on the Customer Setup screen.






Customer Setup: New Stores & Categories

17. Click to view a summary of all new customer information.






Customer Setup: Summary






On the Customer Setup: Summary screen, you have the option of saving the customer as a draft and submitting it later, or submitting it at the time of creation.

18. If further input will be required, click to save the customer in draft form.

Customer Setup: Save as Draft Success

Note the unique ID assigned to the customer you created. This same ID will be assigned to the active customer, once submitted.

19. Click to view a list of all draft, active, and archived customers.






Customer Management: Active Customers

20. To return to the draft customer you just created, click .

Customer Management: Draft Customers






21. To edit the customer, click in the Manage column and then select .

Customer Edit






22. Make required changes to the customer, as applicable, by: clicking in the field and editing the entry,

selecting a different option from a list, or clicking to the right of a line item.


23. Once all changes have been made, click .

Customer Setup: Submit Success

Note the unique ID assigned to the customer you created. The ID for the active customer is the same as the draft ID.

You have completed the Add a Customer task.






Modify a Customer

Dashboard: Manage Customers

1. From the Dashboard, click on Customers and then select Manage Customers.






Customer Management

To view a customer that has been archived, click .

To add information to a customer that is in draft status, click and follow the steps below.


You may sort by any of the columns displayed by clicking on their title (e.g. Parent Company).

1. Click to the right of the project to be modified and then select to change information for an active or draft customer.






Customer Edit






24. Make required changes to the customer, as applicable, by: clicking in the field and editing the entry,

selecting a different option from a list, or clicking to the right of a line item.


25. Once all changes have been made, click .

Customer Setup: Edit Success

You have completed the Modify a Customer task.






Add a Program

Dashboard: Add New Program

1. From the Dashboard, click on Program and then select Add New Program to create a program.






Program Setup

2. Click in the Customer Name field and select the customer from the list.

3. In the Program Name field, type the program name.

While Program Name is the only mandatory field, it is highly recommended that you complete all fields for each program you are creating.

4. Type a description within the Program Description field. If needed, use the formatting tools (e.g. paste text from Word, insert table, etc.) by clicking on the appropriate formatting icon.

5. Enter additional information for the program, including:






o Start and End Dates – Click and select the appropriate day (e.g. September 22, 2016 and September 30, 2016).

o Hours Limit – Type a number and then click in the Hours Limit per field to select an entry from the menu (e.g. Cycle).

o Budget – Type a number in the field (e.g. 2000).

6. If you are creating a Team based program, click on the indicator so that it changes color ( ), then enter the following information:

o Number of Teams – Click in the field and select the number of teams from the menu (e.g. 2).

o Avg Team Size – Click in the field and select an average team size from the menu (e.g. 5).

You will not be able to add details for store or team management later if Team based program information is left blank.

7. Once all information has been entered, click to enter team-to-store management information.

Program Setup: Store Management






Use this screen to assign stores to be serviced by the program team(s).

8. Search for stores that correspond to this customer by typing a word or phrase into the Search field, or typing a store Origin Zip Code and using the Select Radius menu.

9. Once the search criteria has been entered, click .

10. Applicable stores will display under Store assignment management:

o To assign a store, click to select the store on the left side of the screen and then click to move the store to the right.

o To remove a store assignment, click to select the store on the right side of the screen and then click

to move the store to the left.

o If there are multiple teams, repeat until stores are assigned to all teams.

11. Once all stores appear on the right of the Store assignment management section, click

.

Program Setup: Team Management

Use this screen to assign team members to stores.






12. Click in the Role Type field and select the appropriate role (Field Supervisor, Lead, or Merchandiser) from the list.

13. In the Assign to field, type some or all of the first name of the team member that corresponds to the role on the left and select the appropriate name from the list.

o If there are multiple teams, repeat until team members are assigned to all teams.

14. Once all stores appear on the right of the Store assignment management section, click

.






Program Setup: Summary

15. Review the information displayed.

o If any information needs to be changed, return to the screen where the information is housed by clicking

the blue link at the top of the screen (e.g. ). Then, make the necessary edits and click

to return to the Summary screen.

16. Once all program details are correct, click .






Program Setup: Success

17. Note the unique ID assigned to the program you created.

You have completed the Add a Program task.

Modify a Program

Dashboard: Manage Programs

1. From the Dashboard, click on Program and then select Manage Programs to modify an existing program.

If you need to view a previously completed program, click to search on that tab.

2. Search for the program using any of the following methods:






o Click in the Select Customer field and select the program’s customer from the list.

o Type the program ID or name in the open search field.

o Sort by any of the columns displayed by clicking on their title (e.g. Start Date).


3. Click to the right of the program to be modified and then select Edit Program to change information for an active program.

Program Management: Edit Program

4. Click to the right of the section name to edit information.

5. Once all program changes have been entered, click .






Program Edit: Success

You have completed the Modify a Program task.

Add a Project

Dashboard: Add New Project

1. From the Dashboard, click on Projects and then select Add New Project to create a project.






Project Setup: General

2. In the Project Name field, type the project name.

3. Type the Customer Project ID, if known.

4. Click in the Select Customer field and select an option from the list.

5. Click in the Program field and select the corresponding program from the list.

An active program is required in order to create a project.

6. If necessary, attach one or more documents to the project by clicking .






Project Setup: Documents

7. Click to select a file to upload.

8. If applicable, click on the indicators for Merchandiser View and/or Editable ( ).

9. Once all documents have been uploaded, click .






Project Setup: General (continued)

10. Click in the Project Type field and select an option from the list.

11. In the Start Date and End Date fields, click and select the appropriate day (e.g. September 22, 2016 and September 30, 2016).

12. Type a description within the Project Description field. If needed, use the formatting tools (e.g. paste text from Word, insert table, etc.) by clicking on the appropriate formatting icon.

If the project requires a field that is not displayed on this screen, click , then enter the Custom Field Name and Description.






13. If any special criteria apply to the project (Pictures Required, Accessible to Client, or Merchandiser

Mailing), click on the indicator ( ), so that it changes color.

14. In the Admin Team section, click .

Project Setup: Add New Team Member

15. Click in the Role field and select the appropriate role (Project Manager, Bill Prep Lead, Project Service Coordinator, or Analyst) from the list.

One Project Manager and one Bill Prep Lead are required for each project.

16. In the Member Name field, type some or all of the first name of the team member that corresponds to the role on the left and then select the appropriate name from the list.

17. Click .

o Repeat until all team members are assigned to the project.






Project Setup: General (continued)

18. Once all general project information has been entered, click .






Project Setup: Services

While Service Type, Occurrence, Active Days, and Stores are the only mandatory fields, it is highly recommended that you complete all fields for each project you are creating.

19. Click in the Service Type field and select the appropriate type (Category Reset, Distribution Void, NICI, Planogram Compliance, or Survey) from the list.

You may select up to 5 Service Types for each project.

20. Click in the Occurrence field and then select a recurrence rate (e.g. 1 Week, 2x-Month, Custom Schedule, No Recurrence) from the list.

21. Enter all relevant schedule details for the project, including:

o Total Estimated hours per visit – Type a number of hours (e.g. 8).

o Shift Start Time – If different from the default time of 8:00 AM, type a new time in the field (e.g. 7:00) and select AM or PM in the menu.






o Shift End Time – If different from the default time of 5:00 PM, type a new time in the field (e.g. 3:00) and select AM or PM in the menu.

o Automated Shift Scheduling – Click to set this option for cycles created within this project.

o Same Store / Same Day – Click to set this option for cycles created within this project.

o Shift Grace Period – Click to set this option for cycles created within this project and then type a number of Days after shift in the field to the right.

22. Under Select Active Days, click on all days that should be active days for the project (e.g. ).

23. Click to add stores for service.






Project Setup: Add Locations

24. To search for store locations to add to the project based on an existing customer, click in the Customer field and then select the appropriate customer in the list.

25. In the search results, click to the left of each store to be added.

26. Click .

If the store locations for the project do not display in the results, you can import store locations by doing the following:


o Enter the store locations into the spreadsheet and save it on your computer.






o Click to search for the spreadsheet and upload it.

o After the new store locations are imported, they can be searched for by Customer and added to the project.

27. Once all services information has been entered, click .

Project Setup: Billing

28. Click in the Client Search field and select the project’s customer from the list.

29. Click in the Billing Contact field and select the contact name from the list.

30. Click in the LOA Contact field and select the contact name form the list.

If you need to add a new LOA Contact for the customer, click the link (e.g.

), complete the contact information fields in the Add New LOA

Contacts pop-up window, and then click .






31. If any special criteria apply to the project (Same Billing Settings, Bill Overtime to client, or Bill Travel to

client), click on the indicator ( ), so that it changes color.

o If you select Bill Overtime to client, you must also select an overtime rate (1.5x or 2x) in the menu to the right of the field.

32. To add an additional billing client for the project, click .






Project Setup: Add Billing Client

33. Click in the Split invoice by field and select the appropriate option (Fairshare or Category) from the list.

A billing client can be deleted by clicking X to the right of it.

34. Click in the Billing Terms field and select the appropriate option (Monthly, Project Completion, Recurring Cycle, or Weekly) from the list.






35. Click in the Rate Type field and select the appropriate type (Lead, Merchandiser, Planogram, or Supervisor Rate) from the list.

36. Click in the Pricing Type field and select the appropriate type (Fixed/Flat Price, Hourly, Per Foot, or Per Visit) from the list.

o If applicable, enter a Minimum dollar amount for the corresponding Rate and Pricing Type.

37. Click in the Billing Rate field and type the appropriate dollar amount for the Rate and Pricing Type.

38. Click in the Est. [type] per visit field and enter a number that corresponds to the Rate and Pricing Type selected.

39. Click to add the new billing and cost rates for the project.

o Repeat the above steps until all customer billing and cost rates have been added.

40. If applicable, complete Estimated Expenses information:

o Click in the Expense Type field and select the appropriate type (e.g. Per Diem, Office Supplies, Tolls, etc.).

o Enter a dollar value in the corresponding Estimated Cost field.

o If the expense type is billable to the client, click on the Billable indicator ( ), so that it changes color.

o Then, click to add the new expense estimate to the project.

o Repeat the above steps until all estimated expenses have been added.

A cost estimate can be deleted by clicking X to the right of it.

41. Once all billing information has been entered, click .






Project Setup: Approval

42. Review the information displayed.

o If any information needs to be changed, return to the screen where the information is housed by clicking

the blue link at the top of the screen (e.g. ). Then, make the necessary edits and proceed to the Approval screen.

43. Once all project details have been reviewed, click save the project in draft status and return

to it later, or click to submit the project.

You have completed the Add a Project task.






Modify a Project

Dashboard: Manage Projects

2. From the Dashboard, click on Projects and then select Manage Projects to modify an existing project.

To view a previously completed project, click .

To add information to a project that is pending required information, click and follow the steps below.

3. Search for the project by typing some or all of the project title or the project number in the Project Name & ID search field.


You may sort by any of the columns displayed by clicking on their title (e.g. Start Date).

4. Click to the right of the project to be modified and then select Edit Project to change information for an active or draft project.






Project Edit






5. Click to the right of the section name to edit information.

6. Once all project changes have been entered, click .

Project Edit: Success

You have completed the Modify a Project task.

Add a Cycle

Dashboard: Cycles

1. From the Dashboard, click on Cycles to create a schedule for a team working on a project (cycle).

2. Click in the Select Customer field and select the appropriate customer from the list.






3. Click in the Select Program field and select the appropriate program from the list.

4. Click in the Select Project field and select the appropriate project from the list.

Project Activation: Cycle Management of Project

The screen defaults to the list of active cycles for the selected project. To display inactive, paused, or

cancelled cycles, click and select the appropriate option from the menu.

5. Click to begin setting up a team schedule.






Create New Cycle

6. Type a cycle name in the Name field.

7. In the From and To fields, click and select the appropriate start and end dates (e.g. September 22, 2016 and September 30, 2016).

8. Click .


9. To attach a document or video to the cycle, click in the Docs column to the right of the cycle name.






Cycle Management of Project: Upload Documents

10. If you need to attach a document to the cycle, click to locate the document on your computer and upload it.

11. If you need to add a link to a video to the cycle, click and then type the URL for a video into the Video Links field.

o Continue to add files and video links to the cycle, as needed.

A file or video link can be deleted by clicking X to the right of it.

12. Once all documents have been added uploaded, click .

The number of documents or links for the cycle will display in the Docs column.







13. To complete the category reset information for the new cycle, click in the Category Reset column to the right of the cycle name.

Cycle Management of Project: Category Reset

Rather than adding individual categories manually, you can import a list of categories by doing the following:

o Click .


o Enter the category details into the spreadsheet and save it on your computer.







o Once the category details are imported, they will display on the Category Reset screen for the cycle.

14. To add individual categories manually, click .

Category Reset: Add Category Reset

15. Click in the Category field and select a category from the list.

16. Type a number in the Average Size field and then select a Size Type using the menu (e.g. Feet, Metre, Door, Inches).

17. Click in the Estimated Hours field and type a number of hours. If needed, type a number of minutes in the field to the right of hours.

18. Enter all relevant cycle details, including:

o Category Icon – Click to search for an icon on your computer and upload it to the category.

o Planogram id – Type an identifier for the planogram.

The planogram ID entered here will be applied to all stores.






o Upload Planogram – Click to search the planogram on your computer and upload it to the category.

19. Click to select stores for the cycle.

Category Reset: Select Stores

20. Click in the Customer field and select the appropriate option from the list.

21. To assign stores to the cycle, click to the left of the store number, and then click .

Sort by any of the columns displayed by clicking on their title (e.g. City). You may increase the

number of results that display by clicking in the upper right of the screen and selecting 10, 20, or 50 from the list.






Cycle Management of Project: Category Reset

22. Click at the top of the screen to create a New Item Cut-In for the cycle.

NICI must be enabled as a Service Type for the project before they can be submitted on the field app.

Cycle Management of Project: NICI

Rather than adding individual items manually, you can import a list of items by doing the following:

o Click .


o Enter the item details into the spreadsheet and save it on your computer.







o Once the item details are imported, they will display on the NICI screen for the cycle.

23. To add individual items manually, click .

NICI: Add New Item

24. Upload an Item Image by clicking the button

25. Enter the Item # and Vendor Name


27. Enter the UPC and Item Description







NICI: Select Stores










Cycle Management of Project

31. Click at the top of the screen to create a Distribution Void for the cycle.

Distribution Void must be enabled as a Service Type for the project before they can be submitted on the field app.

Cycle Management of Project: Distribution Void

Rather than adding individual items manually, you can import a list of items by doing the following:

o Click .


o Enter the item details into the spreadsheet and save it on your computer.







o Once the item details are imported, they will display on the Distribution Void screen for the cycle.

32. To add individual items manually, click .

Distribution Void: Add New Item

33. Upload an Item Image by clicking the button

34. Enter the Item # and Vendor Name


36. Enter the UPC and Item Description







Distribution Void: Select Stores










Cycle Management of Project

40. Click at the top of the screen to create a survey for the cycle.

Surveys must be enabled as a Service Type for the project before they can be submitted on the field app.

Cycle Management of Project: Survey

41. Click .






Survey Creation - General

42. Enter or edit the title in the Survey Title field.

43. If there is an external survey identification number, enter it in the Ext. Survey ID field.

44. If the survey should be linked to a 3rd party system (Linked Survey) and/or optimized for printing (Optimize

for paper), click on the appropriate indicator so that it changes color ( ).

45. To assign the survey to specific stores within the cycle, click , select ( ) or deselect ( )

stores by customer, and then click .

46. Type information within the Description and Additional Info fields, as needed.

47. Click .






Survey Creation - Questions

48. Type or edit the question text in the numbered field.

49. Click in the Select Question Type field and select a type (e.g. Textbox, Radio buttons, etc.) from the menu, then complete the additional fields to build the question response.

50. As needed, add or edit additional information:

o Type identifying numbers in the Question ID and/or Answer ID fields.

o Click to upload an image for a question.

o Select to require that an image be uploaded in a question’s response.

o Click in the Skip Logic field and select the appropriate option (Exit or Skip to Question #) from the menu. For example, to end a survey based on a question response of “No”, click in the Skip Logic field and select “Exit” to the right of the answer “No”. In this example, leave “Skip Logic” as the default option for an answer of “Yes”.

51. Click to add an additional question and repeat the above steps, as needed.

A question can be deleted by clicking and selecting Delete.






52. Once all questions and responses have been added/edited, click .

Survey Creation: Success

18. Click .

Note the unique ID assigned to the survey you created.

Cycle Management of Project: Survey

53. To preview the survey, click to the right of the survey name. Make any required edits.

o Repeat the above steps until all necessary surveys have been added to the cycle.

54. To assign and create shifts for team members, click .






Cycle Management of Project: Team Scheduling

Rather than adding individual schedules manually, you can import a list by doing the following:

o Click .


o Enter the team schedules details into the spreadsheet and save it on your computer.


o Once the schedules are imported, they will display on the Manage Shifts screen for the cycle.

55. To add a team schedule manually, click .






Add Team Schedule

56. Click in the Team Name field and select an existing team from the list.

If the appropriate team does not display in the list, click and complete the fields as required.

57. Click in the Select Store field and select an option from the list.

58. In the Schedule Date field, click and select the appropriate date (e.g. September 30, 2016).

59. If applicable, enter a number (8 or fewer) in the Scheduled hrs per Associate field.

60. If the Shift Start and Shift End times are different from the default time of 6:00 AM and 2:00 PM, type a new time in the field (e.g. 7:00) and select AM or PM in the menu.

61. Once all shift information has been entered, click .






Team Scheduling: No Members

19. Click .

Cycle Management of Project: Team Scheduling

20. Click the Team name link (e.g. ) to assign members to the new team.

Cycle Management of Project: Manage Shifts






To search for team members by a variety of criteria, click . On the Workforce

screen, you may also click to search for team members by name, role, location, etc.

62. To assign team members and their scheduled hours, click .

Team Scheduling: Add Shift

63. To search for an employee, do one of the following:

o Click in the External Employee Id field and type a Workday employee identification number.

o Click in the Employee field and type some or all of the employee’s first name. Then, select the appropriate name from the list.

64. In the Due By field, click and select the appropriate date (e.g. September 30, 2016).

65. If applicable, click .

66. If the Shift Start and Shift End times are different from the default time of 8:00 AM and 5:00 PM, type a new time in the field (e.g. 7:00) and select AM or PM in the menu.






67. Once all shift information has been entered, click .


68. Review team member information, including:

o In the Emp. Name column, verify that the correct Lead is selected. Select ( ) or deselect (

), if needed.

One active team lead is required per cycle shift.

o If necessary, adjust Due by date and/or Shift Start and Shift End times by clicking in the fields and typing an appropriate entry.

In this view, dates must be in the format year-month-day (e.g. 2016-10-19) and times must be in the format 00:00 AM/PM (e.g. 07:00 AM).

69. Once all changes are made, click to the right of the shift times.







70. To check on the status of the current project, click on the blue cycle title link at the top of the screen.


The Docs, Category Reset, NICI, Distribution Void Survey, and Schedule you created should be

indicated to the right of the cycle name (e.g. ).

You have completed the Add a Cycle task.






Modify a Cycle

Dashboard: Cycles

1. From the Dashboard, click on Cycles to modify schedules for teams working on projects.

2. Click in the Select Customer field and select the appropriate customer from the list.

3. Click in the Select Program field and select the appropriate program from the list.

4. Click in the Select Project field and select the appropriate project from the list.







The screen defaults to the list of active cycles for the selected project. To display inactive, paused, or cancelled cycles, click and select the appropriate option from the menu.

5. Perform one of the following:

If you need to. . . 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 or edit a document or video for a cycle Click the icon in the Docs column (e.g. ).

Upload or edit category reset information Click the icon in the Category Reset column (e.g. ).

Upload or edit NICI information Click the icon in the NICI column (e.g. ).

Upload or edit Distribution Void information Click the icon in the Distribution Void column (e.g. ).

Add or edit a survey for the cycle. Click the icon in the Survey column (e.g. ).

Add or edit team schedule or shift information for the cycle Click the icon in the Schedule column (e.g. ).

6. Make edits to the displayed information, as necessary. Refer to the Create a Cycle steps for additional information.

You have completed the Modify a Cycle task.






View Workforce Information

Dashboard: Workforce

1. From the Dashboard, click on Workforce to view team member information.

Workforce







Sort by any of the columns displayed by clicking on their title (e.g. City).

2. Click for more search options.

Workforce: Advanced Filter

3. To search for team members, use one or more of the following:

o Emp Name – Type the team member’s first and/or last name (e.g. Joseph M).

o Emp ID – Type the employee identification number, which will be in the format “W” or “T” followed by 6 digits (e.g. W123456).

o Title – Click the list and select the appropriate job title (e.g. Lead Merchandiser).

o Payroll Company – Type the payroll company that the team member was hired under, which will be either TPG or Workday.

o State, City, Zip – Type the state name or postal abbreviation, city name, and/or 5-digit zip code in the respective field (e.g. Chicago).






o Origin Zip – If you want to find team members within the radius of a specific zip code, type the zip code within this field (e.g. 44483) and then select an entry from the Radius menu (2, 5, 20, or 50 miles).

Results will display in the lower half of the screen as search criteria are entered.

4. Once all search criteria are entered, click .

Workforce: Filter Results

5. Click on a team member’s name and then click to view their information and work history.

Workforce: Profile






The team member’s profile will display in a new window or tab.

6. Review the displayed information. If needed, return to the search results window/tab and use

to view information and work history for one or more team members.

You have completed the View Workforce Information task.

View Schedule

Dashboard: Operations/Schedule

1. From the Dashboard, click on Operations and then select Schedule to view schedules by store, project, or merchandiser view.

The Operations/Schedule task can be used to view schedules for current and future weeks, as well as determine if a schedule has not yet been created for a project/store, or if a schedule has partial information.

2. Click to locate a specific schedule.

3. Click in the Select Customer field and select the name of the customer that corresponds to the schedule.






4. To refine search results, use one or more of the following:

o Select Project – Click the list and select the name of the scheduled project.

o Select Store - Click the list and select the name of the scheduled store.

o Date From – Click and select the starting day for the schedule you want to view (e.g. 2016-10-17).

o Reported Date (to) – This field will default to 5 days after the date in the Date From field (e.g. 2016-10-

21). If needed, it can be changed to an earlier date that occurs after the starting day by clicking .

o Select Status - Click the list and select the appropriate entry (All, Scheduled, Not Scheduled).

5. Once search criteria have been entered, click .

Operations/Schedule: Filtered Results

The store and project views of the schedule are displayed. Click for a description

of the icons: indicates all schedule data has been loaded, indicates that the team is scheduled

but data has not been loaded, indicates partial data, and indicates that the team is not scheduled.






6. Hold your mouse over a date to quickly view team name and size (e.g. ).

7. To expand the data for a store or project, click on the far right of the row, then click on a schedule item

(e.g. ).

Operations/Schedule: Team Scheduling

The team scheduling details for the selected item will display in a new window or tab. For more information on modifying team schedules for a cycle, refer to the Cycles section of this document.

8. Return to the main search results window or tab to continue reviewing schedule details.

Operations/Schedule: Filtered Results






9. To display schedules by team member or team, click .

Operations/Schedule: Merchandiser View

Data can be refreshed by clicking to the left of a team or team member name.

To expand the data for a merchandiser or team, click on the far right of the row, then click on a

schedule item (e.g. ). Scheduling details will display in a new window or tab. For more information on modifying schedules, refer to the Cycles section of this document.

10. To return to the store view, click .

You have completed the View Schedule task.






View Store Visit Summary

Dashboard: Field Data Management

1. From the Dashboard, click on Operations and then select Field Data Management to view summaries for each project cycle store visit.

2. Click to locate a specific store visit.

Operations: Field Data Management

3. Click in the Select Customer field and select the name of the customer that corresponds to the visit summary.

4. To refine search results, use one or more of the following that corresponds to the visit summary:






o Date From – Click and select the starting day for the summaries you want to view (e.g. 2016-10-17).

o Reported Date (to) – Click and select a day on or after the Date From (e.g. 2016-10-21).

o Select Program – Click the list and select the program name.

o Select Project – Click the list and select the project name.

o Select Store - Click the list and select the store name.

o Select Records – Click the list and select Exceptions Only to locate store visit summaries that have not been submitted.


Operations: Field Data Management Filtered Results


You may sort by any of the columns displayed by clicking on their title (e.g. View Status).

11. Click a link in the Visit ID column (e.g. ) to view the store visit summary.






Operations: Store Visit Summary






The visit summary will display in a new window or tab. If needed, return to the Operations: Field Data Management screen to view additional summaries.

You have completed the View Store Visit Summary task.

Approve Time and Expense

Dashboard: Time Expense

1. From the Dashboard, click on Operations and then select Time Expense to view and approve team member hours for payroll processing.

2. Click to locate hours for a specific team or team member.






Operations: Time and Expense

6. Click in the Select Team field and select the name of the team for which you need to review hours.

7. To refine search results, use one or more of the following:

o Reported Date (from) – Click and select the starting day for the hours you want to review (e.g. 2016-10-17).

o Reported Date (to) – Click and select a day on or after the Reported Date (from) (e.g. 2016-10-21).

o Select Team – Click the list and select the team name.

o Select Merchandiser – Click the list and select a team member’s name that corresponds with the selected team.

o Select Exceptions - Click the list and select With Exceptions to locate team member items that have exception issues.

o Select Status – Click the list and select Approved or Not Approved, as needed.







Operations: Time and Expense Filtered Results

9. Click on a row to view detailed time and expense information for a team member.






Operations: Detailed Time and Expense Approval

10. Do any of the following, as needed:

o To add an additional expense item for the team member (e.g. Parking), click in the Expense section. Select the Shift name, select the expense Type, enter the Amount, and attach a receipt, if

applicable. Then, click to the right of the new line item and click to add the expense to the approval screen for that team member.

o To view cycle details for the visit, click in the Time section. The cycles screen will open in a new window or tab. For information on modifying cycle information, refer to the Modify a Cycle section of this document.

o To add time away from work for the team member (e.g. Break), click in the Time section. Select the Shift name, select the Duration Type, and select the appropriate Start and End Times for the duration

type. Then, click to the right of the new line item and click to add the time entry to the approval screen for that team member.

11. When ready to approve time and expenses for a team member in the detailed view, click , or

click to return to the overview screen.






Operations: Time and Expense Filtered Results

12. To approve time and expense for one or more team members, click on the left of the line item to be

approved and then click .

Time and Expense Approval: Success

You have completed the Approve Time and Expense task.

