GTT Project Training Document v4.1 · Web viewThis document is divided into 4 sections: Completing...
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Global Time Tracking - XTCM End User/Approver Training Manual XTCM v3.3 Dec 24, 2015
Transcript of GTT Project Training Document v4.1 · Web viewThis document is divided into 4 sections: Completing...
GTT Project Training Document v4.1
Global Time Tracking - XTCM
End User/Approver Training Manual
XTCM v3.3
Dec 24, 2015
2013 Xerox Corporation. All rights reserved. Xerox is the trademark of Xerox Corporation in the United States and/or other countries. BRXXXXX
Other company trademarks are also acknowledged.
Document Version: 1.0 (August 2013).
PrefaceGeneral Purpose and Audience
This document is written to provide GTT XTCM users training on the GTT XTCM solution. .
How to Best Use This Document
This document is divided into 4 sections:
Completing a Timesheet: This section is for GTT - XTCM Basic Users who use the system to complete and submit timesheets. This section also contains a Frequently Asked Questions (FAQs) section for questions and answers commonly submitted by basic users.
Approving a Timesheet: This section is for GTT XTCM Managers who use the system to approve timesheets submitted by basic users. This section also contains a FAQ section for questions and answers commonly submitted by Approvers.
Setting up Initial View (End Users and Approvers): This section describes setting up the desired initial view for GTT XTCM Users and Approvers.
Glossary: This section provides a glossary of commonly used terms.
Contents
Document and Delivery Informationiii
Completing a Timesheet (End Users)1
End User FAQs6
Approving a Timesheet (Managers)8
Approver FAQs11
Setting up Initial View (End Users and Approvers)14
End users14
Approvers3
Glossary4
Document and Delivery Information
Global Time Tracking
Project Sponsor
Patrick Stark
SBU
Many
Requested Deployment Date
Multi-phase
Author (s)
Version
Date
Remarks
Paris Mock
1.0
12/21/2015
1st draft of End User/Approval Training Manual
Evelyn Irving
1.1
12/23/2015
Various formatting and completion of sections.
Evelyn Irving
4.2
02/28/2016
Updating for grid view and various other interface changes
Evan Mitchell
4.25
03/02/2016
Updates and corrections
Paris Mock
9.1
05/24/2016
Updates
Document and Delivery Information
Document Description
The purpose of this Training Document Plan is to provide a brief overview of the main functionality used to create and approve timesheets in the Xerox Global Time Tracking (GTT) - XTCM System. This document is comprised of four sections: Completing a Timesheet, Approving a Timesheet, Setting up Home Screen for End Users and Approvers, and a Glossary.
The Completing a Timesheet section describes the steps for End Users to complete and submit a timesheet. The Approving a Timesheet section describes the steps for Managers to approve timesheets submitted by End users. The Setting up Home Screen for End Users and Managers describes the steps users take to set up their desired initial screen. The Glossary section provides a glossary of commonly used terms
Xerox Services Document-delivery Date
Client Review Date
Xerox Services Required Completion Date
Client Response Date
Xerox Services Approvals
Client Approvals
Business Analyst
Client Project Sponsor
SBU Manager
Client Project Sponsor
End User/Approver Training Manual4
Completing a Timesheet (End Users)
1. Open the GTT XTCM website.
2. Enter your Americas username and password.
3. Click Login.
4. Initial screen displayed once signed in:
5. To create a new document click New--->Add a new document.
6. Select Personal for Initial Queue.
7. Select Grid Time Sheet
8. Basic information will display (Name, Start date, End Date and Manager). Start and End date default to current work week and spans a period of one week (7 days). DCN number is listed. To add new details for the time period click Add New Details.
DCN
9. The Time Sheet Details area expands. To search for the project, user enters Project ID or the first 2 letters of the Account Name.
a. If Project ID is used, the complete Project ID must be entered.
b. If Account Name lookup is used, user must enter at least 2 letters in the Account Name and click the ellipsis. All Accounts matching the criteria entered will appear.
All accounts with the letters ACS in the account name are displayed. User will click the finger icon for the desired account. The account information will populate on the Time Sheet Details screen as shown in screen 9a above.
User can sort by any of the column headings with the up/down arrows.
10. User selects a Category from the Category drop down list. User then clicks Add Details to add daily/hourly information into the Time Sheet.
11. The below screen is now available to enter Project Hours for each day. Once hours are entered, users can either click Save DCN to save and submit later, Submit to submit the DCN or Close to close the DCN without saving. Note that multiple projects can be added to the Time Sheet Details screen by clicking Add New Details and repeating steps 9 and 10.
End User FAQs
Q: What website do I use to enter my time?
A: Go to https://globaltimetracking.acsgs.com/GlobalTimeTracking/addons/sso/ssologin.aspx
to access your timesheet.
Q: I have entered my time. How do I add additional details that correspond with the task or Category that was entered?
A: All details must be entered in the notes section. A user can enter up to 1000 characters in this area:
Q: Will my timesheet default to the most current timesheet period?
A: No. The timesheet defaults to the Sunday of the week that the timesheet is created. For example, if a user wants to enter time for Monday, March 13, 2016, the first default day that appears in the timesheet is Sunday, March 12, 2016. However, if a user has not submitted a timesheet from a prior week, the user will need to change the date here:
Q: I have entered my password incorrectly. Who do I contact if I receive the following message? :
A: Americas Account Users contact Help desk - [email protected]
XTCM Account Users contact Evan ([email protected]) and cc Mahesh ([email protected])
In the future a team has been set up for account unlocks. This information will be dispersed at a later time.
Q: How do I know the current status (in progress, approved, etc.) of my timesheet?
A: After a timesheet is submitted, a user may check in the user personal queue and select the applicable DCN. Once the DCN is selected, the user can verify the current status in the managers queue. See below in users Recent Documents DCN 0184. Once the DCN has been selected, the displayed DCN is in the Approval queue of the manager. Note: Approval manager queue means to be approved by manager.
See Recent Document list
To be approved by the manager
Q: Where is the Edit button on my timesheet?
A: The Edit button is at the end of each line in the gridview:
Q: How do I enter an hour/minutes type on my timesheet?
A: Hours are entered as 1.00, 5.00, and 8.00. Minutes are entered in increments of .25 (15 minutes), .50 (30 minutes) and .75 (45 minutes). Remember, a minimum of 8 hours up to a maximum of 24 hours must be entered for each workday Monday - Friday.
Q: Whats the purpose of attaching documents (pdfs) to the timesheet? What document might a user want to attach to the timesheet?
A: The icons for displaying attached documents are not functional but are a part of basic core configuration. A user will not be attaching documents to the timesheet.
Q: I entered comments in the Notes section but the comments did not save after I selected the Save button. Why?
A: Comments will not save after being entered unless the user enters the applicable hours prior to entering the comments. See example below.
User has entered comments in Notes section without entering hours first.
Comments Entered
No Hours Entered
Notes entered not saved because hours not entered first
Comments saved as expected when user enters hours/minutes before entering comments in Notes section
Q: I submitted my timesheet and received the following error message:
A: This message indicates the user has not entered in a minimum of 8 hours for each work day. See sample timesheet below:
User must check this box before submitting timesheet for any week days that have less than 8 hours entered.
Q: I have entered my time on the timesheet and want to make changes without deleting the entire entry.
A: In the grid view of the timesheet, the user may click the Edit or Delete icon for a specific line item. Using this icon does not change line items for other Accounts entered.
Q: Is there an option to increase the size of the display for the timesheet grid view?
A: Yes. The user can click on the line as displayed below. The window will expand or collapse giving the user
Using Collapse option
Using Expand option
User Tips
1. System application has functionality to allow user to sort entries per users preference. When user clicks over any of the headings below, the system will sort on that particular column automatically for ease of use.
2. In order to create a new Project within the Time Tracker system, the project must be entered into the system. By clicking this icon, and then selecting Project Request Management, a user will be allowed to enter specific information relating to the new project via this link. See icon displayed below.
If you dont have access to this add-onin XTCM you can go directly to the page:
SR Tool Address:
http://10.242.47.179/ServiceRequest
User Name: Americas\WIN ID
You can find the presentation here: (User Name: Americas\WIN ID)
https://sp.acsgs.com/sites/PDSI/CR/Service_Operation/SR%20Tool%20Project%20Training.pptx
In the SR Tool site you can create projects by clicking and go to Project Request-Management.
If you have any further question related with SR Tool please contact Dawn Walls.
Q: When entering time for the first time on my timesheet, will I have a manager assigned?
A: Yes. Once a user has been given access to Global Time Tracking and has the proper credentials, a user will have a manager assigned as the users system information Name, WIN ID, Manager, etc. have been imported from a central database to the Time Tracker system.
Q: The manager listed on my timesheet is not correct. How can this be corrected?
A: A user can change, correct and/or update the manager listed on the timesheet by following these steps:
1. User clicks ellipsis highlighted in yellow.
2. User will open another window with a listing of managers displayed and will be allowed to search for correct manager.
3. User can select the applicable icon under Action.
4. New manager name displayed.
Q: Why am I unable to create a timesheet?
A: There are several reasons why this may occur. Here are troubleshooting steps a user may use:
Submit a request for a Win ID if you do not have one and be sure you enter it correctly if you already have a Win ID.
Its a possibility your Win ID has not been entered into the central database. Complete a users/contractors template and submit it to [email protected].
Q: I have received a message stating Project cant be found because of an invalid cost center. What do I need to do?
A: The project may not exist if it hasnt been entered into the system. The user must inform whoever (account owners, SDMs, Project Mangers, user manager, etc.) is responsible for creating the project of the message received and have that person add the project to the SR Tool.
Q: What Project Id should I use for Administrative tasks or PTO Vacation?
A: Use Admin Imp Ops: PDS-10420 also Vacation PTO: PDS-10321.
Q: Why can't I log into the application?
A: Make certain you are using your Americas credentials for login and make certain your password has not expired or needs to be changed.
Q: I have created a timesheet but realize I do not need it. What do I need to do with it?
A: Currently there is not a way to delete a timesheet. However, it can be used for an upcoming week. The timesheet can be saved in the users Personal queue. Once a new timesheet is needed, the user can open this DCN/timesheet and change the to and from dates, complete all fields as usual and submit.
2 DCNs displaying in Personal (me) queue
DCN TS05241600004 opened with current dates for present week
DCN TS05241600004 opened with dates for upcoming week
Q: I want to edit/change or view previous timesheets but I do not remember the DCNs for those timesheets. How can I find those timesheets?
A: Time Tracker has a search option that easily identifies and lists previous timesheets created by a user. Go to this icon and you will see Time Sheet History display. See below. Enter start and end dates and click Filter. The applicable DCNs will display based upon dates entered.
User Configurations
Preview Time Entry
Before clicking Submit user can view at-a-glance time entered for each day
Q: How do I enter time for PTO/Time Off?
A: Enter Admin account name and select the proper Project Description for category/task.
User Tip
If any required fields is not populated and the user clicks Submit, the DCN will return with pink/red highlights to be corrected prior to submitting. User must verify required fields are populated.
Approving a Timesheet (Managers)
1. Open the GTT XTCM website.
2. Enter your Americas username and password.
3. Click Login.
4. Manager has access to all Recent and Approval Documents.
5. Managers have the option to display Recent documents or Approval documents.
6. Manager selects a DCN to approve or reject.
7. Selected DCN details display.
8. Manager can select Approve or Reject.
Approver FAQs
Q1: How do I assign a User proxy?
A1: To assign a user proxy, follow the steps given below:
1. Click on the Profile icon.
2. In the Proxy tab, click add.
3. Enter some or all of the following information about a user, to search and select who you are assigning as your proxy. Click Search.
Note: Alternatively, you can also search using roles and groups.
4. Select the user you wish to assign as your Proxy.
5. You can now view the proxy you have assigned for yourself in the Proxy tab.
Users can choose who they want to assign as a proxy for them. However, they cannot choose whom they are a proxy for.
Manager User Configurations
Ticket Number
For efficiency in approving DCNs, an approver can automatically have a DCN load for approval without having to go out of the approval screen by selecting Automatically load next DCN for approval and then click Save Changes
Preview Time Entry refer to User Configuration
Automatically Load next DCN for approval allows user to approve successive DCNs without having to navigate to another screen
For Options click and the General tab will be open to change password. To save changes click Save.
Environment User has several options available i.e. view document in split view, display watch list, display recent documents list
Proxy refer to Q1 of Approver FAQs for details on how to set up proxy, change, and/or assign proxy rights
Workflow user can set up certain queues to be displayed in the Personal view
Search allows user to perform a basic search
Email user can enter email/alternate address
List of Reports
Finance
Missing Time Manager
Missing Time User
Setting up Initial View (End Users and Approvers)
The section describes the users ability to change the initial view they see when logging in.
End users
1. Click on the Profile icon.
2. In the Environment tab, the below checkboxes should be unchecked.
These boxes should be unchecked
3. From the Initial Screen select the Personal tab.
4. Default landing page displays as Personal Queue.
Approvers
Approver follows the same steps as End user above and default Home screen will
Display as Approval Queue.
Glossary
Account Name Client name.
Balance Hours Hours remaining when all work hours are accounted for; should be 0.00 hours left in a 40.00 work week.
Category Specific types of work performed during work week; user selects from dropdown.
Expected Hours Total hours for work week; typically lists as 40.00 hours.
Project Description Describes details of project, i.e. MetLife has several different projects, the project description differentiates each MetLife project.
Project ID Alphanumeric name that correlates with Account name.
Task Description of granular work items assigned.
Ticket Number
User Group You can create and add groups in XTCM. Groups are collections of users. You can add a user to any number of groups.
User Type
IT Manager: Users who have manager privileges and can approve timesheets.
IT User: Users who have IT privileges.
Base User: Users who create and submit timesheets.
User Administrator: Users who have system administrator privileges.
Utilized Hours Hours worked then totaled for the work week.
