kcma tob online reporting tool users guide - 2010

KCMA TOB Online Reporting Tool

Users Guide - 2010

Why the TOB enhancements?

KCMA TOB Online Reporting Tool - Users Guide

Reason BenefitIncreasing Self-Service and Control

Participants will now have the ability to update their own data, update estimated data with actual data, add/deactivate staff, manage contact information online and print copies of reports without having to contact InteliFX.

Enhancing Security Each participant staff will now have their own unique Username and Password, replacing the standard kcma/xxxx login used previously to enter the TOB. These credentials will be associated with a role, allowing either full or limited access to the system as defined by the Company Administrator.

Real-Time Validation/ Increasing Report Accuracy

Participants will receive real-time validation when entering data, eliminating the need to contact InteliFX when incorrect data is reported. If data is incomplete participants will receive a prompt prior to submission instructing them to complete their data. If data falls outside a pre-defined range from that previously reported by the participating company they will receive a prompt asking if their data submission is accurate.

Increasing Report Timeliness

Participants will now receive auto-responses when their data becomes delinquent, prompting them to submit their data for the given month.

Audit Trail Participants will now be able to view an “Audit Log” of all changes made to their data.

User Roles


Role Responsibility Company Administrator

(one person for each member company)

Overall administration for participating company who can:-Add new staff members.-Submit financial data.-View reports for their respective company only.

Data Entry(one person for each member company)

-Submit financial data.

Access to Reportsmultiple people in company

-View reports for their respective company only.

Data Entry & Access to Reports -Submit financial data.-View reports for their respective company only.

The TOB tool will allow users to perform specific tasks based on the role assigned to them. A “role” is a set of actions that can be performed by a user. The table below describes the roles and associated tasks available in the TOB tool.

Tasks Available by Role


Role Tasks AvailableManage

StaffView

ReportsEnter Data

Change Password Logout

Company Administrator x x x x x

Data Entry x x x

Access to Reports x x x

Data View & Reporting View x x x x

Tasks


Tasks FunctionManage Staff View list of staff with access to TOB. Add new, edit existing staff members. The Company

Administrator is the only individual who can perform this task.

Access to Reports View list of available reports, including the Summary Report and Data Ranking Report.

Data Entry Enter financial data for current and/or prior months.

Change Password Change your password at any time. Anyone with a defined role and access to the TOB tool can change their password.

Logout End your session and logout of system.

Login


Each TOB user will login into the Online TOB tool with a unique username and password. Each participating company will identify a Company Administrator who will be assigned a unique Username and Password by InteliFX. The Company Administrator will then add additional users and assign their roles for their respective companies. Based on the role assigned by the Company Administrator users will have access to specific tasks.

Participants will click “Forgot Password” link to receive a temporary password via email after providing required details such as email and loginID. This is your username & password used to access the KCMA Member Login Section. The temporary password can be used to access the TOB and will then be required to choose a permanent one.

Enter Username and Password to access Online

TOB tool.

Managing Staff – Company Administrator Only


Enter details of the new staff member. An email will be sent to the new user’s

email address with a temporary password.

Select the appropriate access level as defined under Roles.

Click on the Username to view details of the staff member.

Only data field that cannot be changed by the Company

Administrator.

The staff member status can be set to “Active” or “Inactive”. Setting the status to “Inactive” will restrict user from accessing

the TOB tool.

Updating Staff Records – Company Administrator Only

Clicking this button will “deactivate” the member so he/she will not be able to access the TOB tool. This is different from setting to “Inactive”. The latter can be

re-activated at any time while the user once deleted cannot be re-activated


Access & Viewing Reports


Step 2: Select the desired report. Depending on an individual’s defined role they will see the

reports available. All reports are available to both the Company Administrator and the Data Entry & Report View roles. Data Entry only can view the Data Submitted/Not Submitted Reports and the

Report Viewer can view the Ranking and Summary Reports.

Step 3: Select the month/year and click the “Load Report” button to

view the desired report.

Step 1: Select View Reports

Summary Report - Sample


Ranking Report - Sample


Participants can only view ranking data relevant to their company.

How to Enter Data – Data Entry Person Only

Step 5: By selecting the “View Audit” users can view a log listing changes made to their data. It shows the date and time and the user making the change.


Step 3: Participants can add data for

the current month or any prior month

where edits need to be made.

Step 4: Select the “Submit” button to enter data. Users will receive a prompt asking them to confirm data prior to submission. If required fields are left blank users will

not be able to submit data.

Sample Audit Log.

Step 2: Select the month and year that you want to enter new or revise previously reported data.

Step 1: Select Enter Data

Changing Passwords


TOB participants can change their password at any time. They will enter their current password and then add a new password. After entering the new password, the member will click the Submit button to make the change. If a member has forgotten his/her password they can request a temporary password be sent to their email account where they can then reset their password.

kcma tob online reporting tool users guide - 2010

Documents

data entryenter financial

data submission

actual data

estimated data

data falls

incorrect data

data entry access

tob enhancements