CRC Biz Tracker Manual

Transcription

Computer Resource Center
BizTracker Instructions
Updated May 2014
table of contents
Biztracker Cliff Notes
3
Biz Tracker Basics
3
What Do You Do When?
4
Basic Navigation
5
File Maintenance > Employee > Employee
5
File Maintenance > Stores > Stores
5
Schedule > Detail
6
Schedule > Detail > Edit Assignment Window
6
Reports > Scheduling > Schedule Detail
7
Main Menu > Payroll
7
Assignment To Stores - Employee Method
8
Assignment To Stores - Store Method
10
Changing Individual Assignments
12
Running A Schedule Detail Report
14
Covering A Vacation / Sick Day
17
Scheduled Assignments: Changing Status
19
Payroll Verification Report
21
Submitting The Payroll Approval Survey
25
Editing Reported Time
27
Biztracker Time Entry For Merchandiser
29
biztracker cliff notes
Biz Tracker Basics
 Permanent Merchandiser Assignment To A Store.
1.
2.
3.
4.
5.
6.
Navigate to File Maintenance > Employees > Employees
Use filters (if needed) and hit “Find Now” button
Click the number link under the “Stores” column
In the pop up window drop down the choice under Region, Branch & Sales area, then click
the “Find” button.
Choose the stores to assign from the available column and hit the arrow to move them
into the “assigned” column
Hit the Save button.
 Attaching Merchandisers To Individual Assignments.
1.
2.
3.
4.
5.
6.
Navigate to Schedule > Detail
Set the filters to find either the store, scheduled assignment or employee needed...hit the
“Find Now” button. Be sure to set the dates appropriately...for example, if you are trying to
find all assignments for a store, be sure to set the end date out far enough to assure you
are seeing everything.
To change merchandiser assignment, click the pencil to edit the individual assignments.
In the resulting window, use the employee drop down window to select the merchandiser
you want for that individual assignment.
Click OK at the window stating that the assignment was updated successfully.
Click the back button to return to the Schedule Detail main window.
 Running Schedule Detail Report
1.
2.
3.
Navigate to Reports > Scheduling > Schedule Detail
Adjust the date filters to encompass the assignments you would like to view.
On the “Format” drop down, choose “Excel”. At the window that pops up, either hit “open”
to go directly to Excel...or “Open” to save it to your hard drive first.
 Changing Reported Time
1.
2.
3.
4.
5.
6.
7.
Navigate to Main Menu > Payroll
Click “Find Now” to see all employees...or use the filters to navigate to a specific one.
Click on the plus symbol to expand an employee’s line to see the individual time detail.
Click on the pencil symbol to edit the line you would like to change.
Change the times keeping in mind that it is displayed using a 24 hour scale.
You must enter a comment on why you are making the change.
Hit the save button.
Source Interlink BizTracker Manual
Page 3
What Do You Do When?
 New merchandiser hired to a route.
1. Make the permanent change under File Maintenance > Employee > Employee.
2.
3.
4.
In addition to adding the new employee, remember to remove the store(s) from the old /
terminated employee.
Find all previously launched assignments under Schedule > Detail and update them to the
new employee. Be sure to expand the dates to find all possible assignments.
Run a schedule detail report (Reports > Scheduling > Schedule Detail) for the new and old
employee to make sure all assignments have been changed correctly.
 Merchandiser is going on vacation or calls in sick.
1.
2.
Run a schedule detail report (Reports > Scheduling > Schedule Detail) to find the
Schedule ID numbers that need to be changed. OR Go to Schedule > Detail and use
the filters to sort to either the employee going on vacation, or the stores that need to be
covered.
Once you have drilled to the specific assignments, use the edit pencil to navigate to the
assignment detail window. Change the employee under the provided drop down menu
and then hit the Update button.
 Multiple merchandisers attached to a single store
1.
2.
3.
First, identify the stores where you have multiple employees working assignments.
All assignments for a location will be given to the merchandiser attached to the store (you
CAN’T have more than one attached to a store).
Run a schedule detail report for those stores and find the assignments
 Answering the Payroll Approval Survey
1.
2.
3.
4.
5.
6.
7.
You will do this within Mobile Tracker
Go to WorkDay
Click on Unscheduled Visits
Under the Admin chain, add the “Admin Payroll” store to the plan
Work the plan...be sure to enter in any time so that you can submit a survey.
Fill out the survey.
Submit your work.
 I Need To Move Either A Store Or A Merchandiser Between Sales Areas.
1.
2.
To move a merchandiser...contact your HR rep. They are the only ones that can move
merchandisers between sales areas.
If you need to move stores from one sales area to another, please contact the DM over
the areas to have that done.
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basic navigation
File Maintenance > Employee > Employee
File Maintenance > Stores > Stores
Page 5
Schedule > Detail
Schedule > Detail > Edit Assignment Window
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Reports > Scheduling > Schedule Detail
Main Menu > Payroll
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assignment to stores - employee method
First...be sure you are logged into 1300...it is the “live” environment and where field
changes should be made. This method is best used when you have to add/remove
MANY stores from a merchandiser. If you are only doing a few stores, then the “store
method may be better suited for your needs.
Second...there are two things you need to do in order to have a store & merchandiser
set and getting the correct scheduled assignments.
1. Assign them permanently to the store through File Maintenance >
Employees > Employees (described in this section). This will take care of
them for all FUTURE assignments...any project that gets launched (magazines,
books, etc) after assigning them to the store will go to that merchandisers. This
does NOT assign them to any assignments that are in the system prior to you
assigning them to the store.
2. Find all previously launched assignments (see section on Schedule Detail)
and assign them to those individual visits.
It is only through those two steps that will assure that your merchandiser is set for both
current assignments and anything that gets launched in the future. With that said...let’s
get started:
1. Under File Maintenance, click the Employee folder and then Employees
2. Use the filters to narrow down your selection (optional).
3. Click the “Find Now” button to show your data. If no filters are set, you will see
all employees.
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4. Under the employee you would like to edit...click the store number.
5. Use the filters to pull down the region, branch and sales area. If you are a
district supervisor, you will only see one choice under each menu.
6. Click “Find”
7. Available stores are sorted in ascending order by store number. Choose the
stores you would like to assign to the merchandiser from this list and use the
green arrow to move them over to the “Assigned Stores” column. You will also
use this to remove stores from a merchandiser.
8. Although you can’t see it in the image...hit the “Save” button to make the
changes permanent.
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assignment to stores - store method
There are a few reasons why you would want to make store / merchandiser
assignment via File Maintenance > Stores > Stores:
1. You are only switching a few stores. This will allow you to pull off the old
merchandiser at the same time you are assigning the new one.
2. You want to make sure that only one merchandiser is attached to the store.
NOTE - MULTIPLE MERCHANDISERS: Keep in mind that only one merchandiser can
be attached to a store and that person will receive ALL assignments for that store. If
you have multiple merchandisers going to this store...you will have to find the “extra”
assignments under the merchandiser attached to the store and reassign them to the
correct employee under Schedule > Detail.
1. Select the “Stores” menu option. File Maintenance > Stores > Stores
2. Use the filters to drill down to specific stores. If that is not needed, then leave
the filters blank to see all stores.
3. Click the “Find Now” button.
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4. Click the link under the Employee column of the store assignment you would
like to change.
5. Use the filters to pull down the region, branch and sales area. If you are a
district supervisor, you will only see one choice under each menu.
6. Click “Find”
7. Available employees are sorted in alphabetical order by last name. Choose the
employee you would like to assign to the store from this list and use the green
arrow to move them over to the “Assigned Employee” column. You will also
use this to remove the “old” merchandiser from the store.
8. Hit the “Save” button to make the changes permanent.
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changing individual assignments
Please keep in mind...whatever changes you make under schedule detail will NOT
change the permanent assignment to a store. You would use this to help you where
you need to: cover a vacation, someone calls in sick, assigning a visit to yourself, etc.
1. Click Schedule > Detail from the side menu.
2. Use the filters to drill to visits you would like to edit. Important filters to keep in
mind here are:
 Dates - If you are finding assignments for an employee you just attached to a
store under File Maintenance...then push the end date way out in the future so
you can be sure to see ALL assignments that were previously launched.
 Store Number & Chain Name - If you want to see and change scheduled
visits for an individual store...use these filters.
 Schedule IDs - These are the numbers that are assigned to each
scheduled visit. You might get these numbers after hitting the “Find Now”
button (3) or from a schedule detail report.
3. Click the “Find Now” button after you have selected the correct filters.
4. Click on the pencil symbol to edit an individual visit. Also be aware of the
“Completed” column. Yes means that the visit has been done; No means that
the visit is not done and is on that employees schedule within Mobile Tracker.
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5. Once you have clicked on the assignment you would like to edit...you will be
taken to a screen that will allow you to change the employee attached to this
single assignment. Use the employee drop down menu to choose the correct
merchandiser.
6. Click the “Update” button to change the assignment...this is one step that folks
sometimes forget. You will see a pop up window showing that the update was
successful...but be patient, it might take a second or two for it to show. Once
updated, the merchandiser should be able to see the change in his / her Mobile
Tracker schedule.
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running a schedule detail report
The schedule detail report will be your one-stop report for execution in your area. The
date you choose within the filter will tell you different things:
1. Running the report with last week’s dates will show you which visits where done
and those not done.
2. Running the report with next week’s dates will show you who is attached to each
visit...and also those that are currently unassigned.
3. Running for the current week will give you a real-time update for the current
week...showing what is done...also what is still unassigned.
To run the report...
1. Choose Reports > Scheduling > Schedule Detail under the menus to the left.
2. Select the desired date range.
3. Click how you would like to view the report from the drop down provided and hit
the “View” button. More times than not, you will want to go directly into Excel.
If you are going into Excel...after a few moments (be patient)...you will get the
dialogue box below asking if you want to open or save the file.
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4. Once the report opens you will need to click the “Enable Editing” button
(security feature) in order to manipulate the spreadsheet. IMPORTANT
COLUMN ALERT: Column A will show you the individual assignment numbers
or Schedule IDs. You will use this number to help you move assignments.
5. To prepare the document for efficient viewing, highlight the first row (where you
column headers reside) and go to Data > Filter to turn on the column filters.
Then, to keep the column headers visible, go to View > Freeze Panes > Freeze
Top Row.
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6. The important columns within this report are:
 Employees: Sort this column in ascending order to allow the rows to group
by employee. Any cell that is blank means the scheduled visit has no one
attached to it and will not show up on anyone’s schedule.
 Completed: Yes = both time and survey were completed. No = either it
was not done...OR...time was entered and the merchandiser skipped the
survey.
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covering a vacation / sick day
Happens all the time...someone calls in sick...or a vacation pops up that needs to be
covered...what do you do? The Schedule > Detail section is where you will go to cover
moving individual assignments around.
1. Set the filters to find the assignments that need to be updated.
 Find them in the schedule detail report (column A). Example: If you are
trying to cover a vacation for next week...run a schedule detail report for
that week...sort to the employee...then grab those schedule IDs and enter
them in the filter called out in the image below.
 If you are just trying to cover a single store...then use the date & store info
filters to drill to assignments for that store. Example: Merchandiser calls in
sick for Walmart #1234 for a Thursday Full Service. Set the store number
filter to 1234...the chain to “Walmart (140)” and select the appropriate date
range. This should allow you to drill to needed scheduled assignment.
2. Once you have set the filters correctly, hit the “Find Now” button.
3. Find the scheduled visit you would like to change and click the pencil to edit.
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4. The next window will allow you to pick the employee you would like to cover
this individual visit (note the ID number just above the employee drop down).
Select the appropriate employee.
5. Click the “Update” button.
6. A window will pop up once the scheduled visit has been updated. If you either
look back in Schedule > Detail...or run a schedule detail report...you will find
that the merchandiser assignment has been updated. NOTE: This only affects
the individual assignment...not who is permanently attached to the store.
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scheduled assignments: changing status
You may run into a situation where you need to change the status of an individual
assignment. A “Yes” means that the assignment has been completed and is off of
the merchandiser’s schedule. A “No” means it is not done and still shows up on their
schedule. Some possible reasons for changing these items include:
 Merchandiser reported to the a scheduled assignment for a future week. In this
case, the merchandiser will still get paid...nothing you do here will change that....
you will want to put the future visit back on their schedule and take off the current
week’s assignment (that was entered in already by the merch...just under the
wrong week).
 If a visit was missed and will not be made up. The missed visit will fall off of their
schedule 7 days after the visit’s end date. To help clean things up...you can pull it
off their schedule by changing the status from a “No” to a “Yes”.
1. Use the filters to find the assignments you need to change. You could get them
from a schedule detail report...or by setting the filters (date & store) to show
what is needed.
2. Click the “Find Now” button.
3. Click on the link in the “Completed” column to change the status from either No
to Yes or a Yes to a No.
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4. Change the status in the area that displays near the bottom of the window.
Note that this will affect ONLY the individual assignment shown (C).
A. Mark All Schedules Complete: This will change any assignments that
are showing as not complete...to complete. To say it another way...the
schedule visit will be removed from the merchandiser’s schedule in Mobile
Tracker.
B. Mark All Schedules Incomplete: This will change any assignments that are
showing as complete...to incomplete. To say it another way...the scheduled
visit will “reappear” on the merchandiser’s schedule in Mobile Tracker.
5. Click the “Submit” button to update the assignment.
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payroll verification report
All supervisors managing hourly employees are required to verify and approve payroll
each and every pay period. It is vital to the fiscal well being of our organization that all
time is accurate and within posted guidelines for each project.
 If you spot an incorrect or questionable reported time, please send an email to the
merchandiser involved (cc’ing your supervisor) to verify the time entered is valid.
 If the time entered needs to be changed, make sure you document such changes
with the merchandiser involved.
 If the merchandiser reports that the time is valid...yet it still falls outside of
acceptable limits for the activity...we must pay the amount...but further action
may be needed to assure that the merchandiser is in line with posted guidelines
moving forward.
1. Sign in to CRC and proceed to Reports > Payroll > SI Payroll Verification.
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2. Then select any date within the pay period. For a DS...your sales area /
territory will already be selected in the “Divisions” filter. If you are a DM and
want to see your area, simply pull down the “Divisions” filter and select your
Region and Branch.
3. Select the format for how you want to view the report. Your basic options are
“On Screen”...or export it into Excel...let’s go the Excel route. Drop down the
menu and select “Excel” and then hit the “View” button.
4. Towards the bottom of your window, you will be faced with a dialogue box that
asks you if you would like to open or save the file. I would strongly suggest
that you save the each pay periods verification report in a folder on your
computer. Click the down facing arrow to the right of the “Save” button and
click “Save as”
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5. Create a folder for your files by right clicking in an open space in the area
where you want your folder kept. Select “New” and then “Folder”.
6. Name your folder appropriately and then double click on the new folder to
enter...
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7. Now rename the file as you would like (A) and hit the “Save” button (B).
8. Now if you open the Excel spreadsheet you will see all the reported time for
your area. Notice that store time and drive time are listed. It is your job to
make sure these times are within guidelines we have given each merchandiser.
9. If you have gone through the report and all is well...move on to answer the
payroll approval survey (see next section).
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submitting the payroll approval survey
At the end of a payroll cycle, you are required to verify submitted times in your area
via the Payroll Verification Report. Once verified, you will need to report into a Mobile
Tracker Survey stating that your area is good to go.
Payroll is locked at 12:00 PM EST the Monday after payroll ends. Please make sure
all corrections are made and time to be paid is submitted before lock. Any service
reported after the payroll lock is to be submitted on a retro form and sent to Ken
Shellenberger
1. Using a Chrome browser, login to MobileTracker by going to http://clients.
crcsecure.com/mobiletracker/app/ and entering your ID and Password.
2. From the main screen click WorkDay
3. You will then need to click on Unscheduled Visits to add a “store” to your plan.
4. Select “Admin” as the chain and “Admin Payroll (1) 1” as the store and click the
“Add” button. Now move on to “Work My Plan”
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5. Report time by clicking on the clock icon. Use the current date...but enter any
time (you will not get paid ) so that you will be able to answer and submit a
survey.
6. Click the plus symbol to see the needed survey
7. Click the pencil symbol to answer the survey
8. Once the survey has been answered and saved. Click on Submit My Work.
9. Hit the blue “Submit Today’s Work” button to finish the process.
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editing reported time
WARNING #1: ANY CHANGES HAVE TO BE DOCUMENTED WITH THE
EMPLOYEE. Even though you and your merchandiser may be on the same page with
the need to change the time...you still have to get it documented.
WARNING #2: BIZTRACKER WILL NOT ALLOW OVERLAPPING TIME. Depending
on what is needed, you may need to change multiple times to make everything work.
1. (A) Log in to CRC and go to Main Menu > Payroll. (B) Select the current pay
period keeping in mind that you cannot edit a pay period that is locked. (C)
Select the employee you want to look up. If you want to view all employees,
leave this blank. (D) Hit the find now button to show the records.
2. Once you see the employee you want...click on the check mark in the first
column
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3. The next window will give you the detail on what the merchandiser reported.
Find the visit / drive-time in question and click on the pencil symbol in the first
column.
4. In the window that pops up, you will be able to edit the start and end times.
Keep in mind that it is shown in a 24-hour format (military time). If the times
are “greyed out”...that means that the pay period covering that time entry is
locked and you can’t make the edit. Hit “Save” when done and the change will
be made.
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biztracker time entry for merchandiser
On occasion you may have a merchandiser who is having trouble with their
MobileTracker application and may need help with time entry. You should NOT sign in
as them in MobileTracker...instead, you should use BizTracker to enter their time and
mark their assignment as “complete”.
FIRST: Change the Assignment to Complete
1. Go to Schedule > Detail
2. Enter what is needed in the provided filters to find the assignment
(chain name, nbr, dates, etc)
3. Hit the “Find Now” button
4. On the appropriate assignment, under the “Complete” column, click the
“no” to be taken to the next screen.
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5. Towards the bottom...click the “Mark All Schedules Compete” bubble.
6. Click the “Submit” button
7. Now to add the time, click Menu > Payroll.
8. Use the filter to find your employee and then hit “Find Now”.
Make sure you are in the correct / current payroll period.
9. Click on the check mark by the employee to go to their reported time screen.
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10. Click on the plus (+) symbol to create a new time entry.
11. Fill in the info as shown. Note: Be sure of the following when entering:
 Start & End dates need to be identical
 Times must be entered with the 24 hour mode. Be sure to use the
following
format: HH:MM:SS. (hours...then minutes...then seconds, separated by a
colon)
 You then must enter a comment explaining why you are manually entering
time. This comment will be shown on the Payroll Verification report.
12. Hit the “Save” button to complete the entry. You should now be set...
assignment is marked as complete...merch will get paid for their time.
Page 31

CRC Biz Tracker Manual

Transcription

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