Table of Contents My Office Main Dashboard Dossier My Profile Security Question Start Menu Navigation...

Transcription

1 SNP Resource Guide

2 Table of Contents Table of Contents... 2 My Office... 3 Main Dashboard... 3 Dossier... 4 My Profile... 4 Account Information... 4 Security Question... 5 Start Menu Navigation... 5 Navigation Features... 6 Document Signing... 7 Projects Projects Timesheets Creating a New Timesheet Creating Hourly Timesheets Creating Time In/Time Out Timesheets Creating a Periodic with Detail Timesheet Modifying Timesheets Expenses Creating Expense Reports Viewing Saved/Submitted Expense Reports Modifying Expense Reports Track Codes Additional Information

3 My Office ZeroChaos my office portal allows a Resource to access information regarding projects, timesheets, expenses and pay history. To access ZeroChaos My Office, go to and click on the login button in the main navigation bar. Once the login screen appears, enter your username ( address) and password. Main Dashboard The ZeroChaos My Office portal has two options to view your dashboard. The Carousel view is comprised of customizable dashlets. These dashlets are interactive. These dashlets provide a quick view of requisitions, timesheets, expenses invoices, and payments. The navigation buttons below the dashlet carousel allows the user to move from one dashlet to the next. The user can also simply click on an inactive dashlet to move it to the main position. The dashlets can also be selected from the ZeroChaos Start button>my Dashboard menu. Once the dashlet is selected it will move active front position. The active dashlet can be enlarged by clicking on the expand icon. 3

4 The dashboard can also be viewed in the Classic view. To view the classic view of the dashboard click the View Options button and select classic view. Each dashlet can be moved by left clicking on the dashlet to move it to the desired location in each section. Search Provides searching functionality for Requisitions, Timesheets, Expenses and Invoices. Help Access learning tutorials on system navigation and system user guides. Send a question or problem to ZeroChaos Workforce Support Services. Chat - Chat online with a ZeroChaos Workforce Support Analyst Logout Logs out of My Office. Dossier Your Dossier is accessed by clicking on your name on the My Office home page. From the Dossier page you can access My Profile, Account Information and Security Question. My Profile From your profile you can update your contact information and preferred system settings. TO UPDATE YOUR PROFILE: 1. Navigate to desired field. 2. Make changes. 3. Click the Update button. Account Information In the Account Information section, you can update your system password. TO CHANGE YOUR PASSWORD: 4

5 1. Click the Change Password button from the profile page. 2. Enter your current password in the Password field. 3. Enter your new password in the New Password and Confirm New Password fields. 4. Click the Change Password button. Security Question In the Security Question section, you can modify your security question and answer. TO MODIFY: 1. Click the drop down arrow in the Security Question field and select your preferred question. 2. Enter your answer in the Security Answer field. 3. Click the Update button. Start Menu Navigation To view all available portals click on the ZeroChaos start menu. From the main system tools navigation menu you will be able to navigate to the following pages: My Dashboard - Select a dashlet to view in the carousel. You can always return to the dashboard view by selecting a dashlet from this menu. Projects Displays Resource project details including the project id, project name, start and end date, location, pay rate, overtime pay rate, percent spend and track codes (if applicable). Timesheets Add and view timesheets including timesheet statuses. Expenses Enter and view expenses including expense statuses. Payments Displays payment date, check number, gross amount, expense amount (if any), earnings, deductions, taxes and net amount. This information will vary depending upon whether the resource is a W2 of ZeroChaos or a resource of an approved Supplier. 5

6 Navigation Features Actions Column The green plus sign in the Actions column on the portal pages will allow you to take actions on that item. The actions displayed are determined by the portal page you are viewing. Options Icon Allows users to easily group and filter page results. Collapse Buttons Each portal page section has a collapse button remove information that you do not wish to view.. This allows you to easily Column Filters Each column is enabled for filtering. The column filters also provide a drop down menu to select the data to be filtered. 6

7 Document Signing Upon logging into ZeroChaos My office, you will be prompted to proceed to the Document Signing portion of the enrollment. The documents page has two sections: Enrollment Documents: All documents required for enrollment Reference Documents: Important work related guidelines and policies ZeroChaos utilizes electronic signatures for enrollment documents. In order to view and electronically sign your documents Adobe Reader must be installed on your computer. To install Adobe Reader click the Download Adobe Reader link in the instructions section. The documents must be reviewed and signed individually. TO DOWNLOAD AND SIGN INDIVIDUAL ENROLLMENT DOCUMENTS: 1. Click the enrollment document name hyperlink from the Enrollment Documents section. 2. Next, a file download confirmation box will appear, select Open. 3. Select the I AGREE box to agree to conduct business electronically with ZeroChaos. 4. Select Review Document. 7

8 5. Click on the to sign each section of the document. 6. You will be prompted to adopt your signature. Select Adopt and Sign. 7. A pop-up box will appear which will ask you to confirm signing. Select Confirm Signing. 8

9 Notary Attestation Special Instructions The notary attestation form must be signed on paper, notarized by a public notary and faxed back to ZeroChaos along with copies of identification presented to the notary. TO COMPLETE THE NOTARY FORM: 1. Select New Notary Attestation form. 2. Select Sign on Paper. 3. Select Print and Fax 4. Download and Print documents. 5. Select Complete. 6. Fax the cover page, notary form and identification to ZeroChaos. The document can also be uploaded to the system by selecting Prefer to Upload the Document. TO UPLOAD DOCUMENT: 1. Select the document name from the document list. 2. Select Sign on Paper. 3. Select to Prefer to Upload the Document? 4. Select Browse to locate document. 9

10 5. Select Complete. Once all documents have been signed, you are able to download a copy of your signed documents by navigating to the documents page and selecting Download All from the Enrollments Documents section. All of your enrollment documents will appear in an Adobe.pdf file for printing. 10

11 Projects ZeroChaos My Office allows a resource to view their projects. A list of the most recent project can be viewed as a dashlet from the main dashboard carousel. Projects can also be viewed by navigating to the Projects page from the ZeroChaos Start Menu. Projects When Projects is selected, a projects list menu will be displayed. The projects list allows you to filter, sort, group, show/hide and arrange columns. The current list s view can be exported to Excel, Word or as a CSV file. Users will have the option to create a maximum of 10 user views. The list page includes the following options: 1. The Save option will allow you to save one or more User View. 2. Edit will give you the option to edit the titles of existing views, replace the settings with what is currently on the page, set a default view, and/or delete the view. 3. To select the desired view option, click the drop down arrow. 11

12 TO SORT COLUMNS: 1. Click any column header to sort by that column. 2. To ascend or descend the column, click the directional arrow next to the column header. TO GROUP COLUMNS: 1. Left click mouse, hold and drag the column header in to the Group by section. TO FILTER COLUMNS: 1. Enter or select a value in a column header s filter field. 2. Press Enter or click the filter icon next to the column to select from a list of filter operations. 12

13 TO SHOW/HIDE/ARRANGE COLUMNS: 1. Click the Show Columns button or right click any column header and hover your cursor over the Columns option for a menu of available columns. 2. Click the checkbox to show or hide the column(s). TO EXPORT PROJECTS LIST VIEW: 1. To export the current view s list, click the appropriate icon (Excel, Word, CSV). Selecting the View hyperlink from the projects list menu displays the Project Details and Pay Rates. 13

14 Timesheets Note: The following instructions only apply to those that enter time in ZeroChaos My Office. If you enter time in a different system, you will have to refer to those specific timesheet instructions. ZeroChaos My Office allows a resource to view, modify and submit new timesheets. A summary of recently submitted timesheets can be viewed as a dashlet from the main dashboard carousel. Timesheets can also be viewed by navigating to the Timesheets page from the ZeroChaos Start Menu. The timesheet details list allows you to filter, sort, group, show/hide and arrange columns. The current list s view can be exported to Excel, Word or as a CSV file. Users will have the option to create a maximum of 10 user views. The list page includes the following options: 1. The Save option will allow you to save one or more User View. 2. Edit will give you the option to edit the titles of existing views, replace the settings with what is currently on the page, set a default view, and/or delete the view. 3. To select the desired view option, click the drop down arrow. Instructions on accessing timesheets from the navigation menu are outlined below: 14

15 TO SORT COLUMNS: 1. Click any column header to sort by that column. 2. To ascend or descend the column, click the directional arrow next to the column header. TO GROUP COLUMNS: 1. Left click mouse, hold and drag the column header in to the Group by section. TO FILTER COLUMNS: 1. Enter or select a value in a column header s filter field. 2. Press Enter or click the filter icon next to the column to select from a list of filter operations. 15

16 TO SHOW/HIDE/ARRANGE COLUMNS: 1. Click the Show Columns button or right click any column header and hover your cursor over the Columns option for a menu of available columns. 2. Click the checkbox to show or hide the column(s). TO EXPORT PROJECTS LIST VIEW: 1. To export the current view s list, click the appropriate icon (Excel, Word, CSV). 16

17 In order to view timesheet details, select View. To add a new timesheet from this view, click the Add New button. Creating a New Timesheet ZeroChaos provides multiple timesheet types. This section will discuss creating hourly, time-in/time-out, and periodic timesheets. Creating Hourly Timesheets 1. Navigate to the Add New menu option from the ZeroChaos Start>Timesheets menu. 2. Click Add New. 3. Select project (if applicable, if you are only working on one project you will not see this option). 4. Click Next. 5. Select the Period Ending Date from the drop down menu. 6. Click Next. 7. Enter Time (Hours will automatically calculate). 8. Click on Save as Draft or Submit for Payment. 17

18 The Notes and Attachments section allows the user to update the timesheet with additional information and add attached documents. Overtime This section applies to hourly resources eligible for overtime working on multiple projects and submitting timesheets for the same weekending date. The system will reference all hours submitted, regardless of project, to determine if overtime hours have been accrued. If this occurs the system will either: Automatically calculate the overtime hours upon submitting the 2 nd timesheet for the week-ending period. The overtime hours will not calculate until the second timesheet is submitted. Or, the system will display a notification indicating that overtime hours need to be entered. If this message appears, please reference the first timesheet and determine how many hours should be listed as regular hours and overtime hours on the second timesheet. For example, if the first project timesheet has 20 regular hours and 35 regular hours have been worked on the second project, the second timesheet should be entered as 20 regular hours and 15 overtime hours. Creating Time In/Time Out Timesheets 1. Navigate to the Add New menu option from the ZeroChaos Start>Timesheets menu. 2. Click Add New. 3. Select project (if applicable, if you are only working on one project you will not see this option). 4. Click Next. 5. Select the Period Ending Date from the drop down menu. 6. Select Work Date. 7. Select Pay Code Type (Regular, Lunch, Overtime). 8. Enter Start time. 9. Enter End time. 10. Click. (This button should be selected after each day s entry) Once all entries have been entered, 11. Save as Draft or Submit for Payment. 18

19 Creating a Periodic with Detail Timesheet Periodic with Detail timesheets allows the you the ability to control track codes as well as create and enter multiple track codes on a single day. If you submit periodic with detail timesheets, follow the instructions below: 1. Select Date from drop down menu. 2. Select Pay Code. 3. Select Track Code. 4. Select portion of Days worked. 5. Select Add to create a timesheet line item. 6. Note: If a track code needs to be added, select Manage Track Codes icon. 19

20 Managing Track Codes If the required track code is not available in the drop down menu, you may have the permissions to add an additional code. TO MANAGE A TRACK CODE: 1. Select Manage Track Codes icon from the timesheets page. 2. Enter data in custom fields. 3. Select ADD. Modifying Timesheets Timesheets in a Saved status are eligible for modification. To modify a previously saved timesheet: 1. Select the Period End link for Saved Timesheet. 2. Select the Edit button. 3. Modify hours. This may require you to select the actions button in the actions column depending on your timesheet type. 4. Select Save As Draft or Submit. 20

21 Expenses The expense dashlet in the dashlet carousel provides a brief summary of recent expenses. A more detailed view of submitted expenses can be accessed by selecting Expenses from the ZeroChaos Start Menu. This section will discuss searching, viewing and adding expenses. Creating Expense Reports TO CREATE AN EXPENSE REPORT: 1. Navigate to the ZeroChaos Start> Expenses menu. 2. Select the Add New link. 3. Select project from drop down menu. 4. Review submission guidelines. 5. Select I ACCEPT THE TERMS OF THIS AGREEMENT. 6. Click Next. 7. Complete Expense Report. 8. Complete Expense Description. 9. Add expense line items. a. Enter Expense Type. b. Enter expense type details. c. Click Add. 21

22 10. Repeat process to add additional expense items. 11. Save the Report as a Draft Copy or Submit Report to send to approving Manager Expense receipts can be added to an expense report by saving the receipt, browsing for it and attaching it in the Notes & Attachments section. Select Method of Submittal, there are three choices: Print and Fax Scan and Attach Print and Mail Print and Fax If you select Print and Fax and then continue, a printable version of your expense report will be displayed. Print the expense report and fax your receipts along with the report to ZeroChaos. Scan and Attach If you select this option you must select the check box that you Hereby declare that these expenses are correctly represented. If you have not scanned and attached your receipts, click the Browse button and attach them. Click on the Continue button. A printable version of your expense report will be displayed. 22

23 Print and Mail If you select Print and Mail and then continue, a printable version of your Expense Report will be displayed. Print the expense report and mail it along with your receipts to ZeroChaos. If manager approval is required the expense report will go through the manager approval process. Viewing Saved/Submitted Expense Reports In order to view Expense Report details, the expense report must first be accessed from the ZeroChaos Start>Expense menu. TO VIEW EXPENSE DETAILS: 1. Select View from the ZeroChaos Start>Expense menu. 2. Click the hyperlink in the Description column. Viewing Expense Attachments The resource has the option, when completing an expense report, to attach expense receipts prior to submittal. When reviewing a submitted expense report any attachments will be located in the Expense Report Summary section. TO VIEW AN ATTACHMENT: 1. Open the expense report. 2. Click on the Attachment link. 23

24 Modifying Expense Reports Expense reports in the SAVED status can be modified. TO MODIFY AN EXPENSE REPORT: 1. Open an expense report in saved status. 2. Select Modify Expense Report button. 3. Update an Expense Item. 4. Click on the green plus sign in the Actions column. 5. Select Update. 6. Deleting an Expense Item. 7. Click on the green plus sign in the Actions column. 8. Select Delete. 9. Adding an additional item follow the instructions in Creating An Expense Report section. 10. Click on Save As Draft or Submit Report. 24

25 Track Codes Track Codes are used to designate hours and/or expenses to a specific division or cost center. Track Codes can be used in conjunction with timesheets and/or expenses. Track Codes are not always required for submittal of timesheets and expenses. If track codes are required they must accompany submitted reports. Managers are responsible for providing track codes. If your project requires a track code, a message will be displayed in red that a track code is required. TO ADD A TRACK CODE: If track codes have been loaded into the system: 1. Navigate to the Hourly Timesheet Section. 2. In the Track Code field type the first three letters of the code. 3. The code should appear in the drop down menu. 4. Select the code. 5. Click the Add button to add the code to the timesheet. TO CREATE A TRACK CODE (permission restricted): 1. Type the name of the new track code. 2. Click on the plus sign to add the code to the timesheet. TO DELETE A TRACK CODE: 1. Locate the track code on the timesheet. 2. Click the delete button. 25

26 Additional Information Definitions: Approval Manager The customer representative responsible for approving or rejecting a resource s timesheet and/or expense report. Customer A company that has contracted services from ZeroChaos. Timesheet The instrument used to submit the hours billable to your company by ZeroChaos for the work provided by a specific resource. Resource An individual working on a project for a customer of ZeroChaos. ZeroChaos Contact Information: 420 S. Orange Avenue Suite 600 Orlando, FL Workforce Support Services service@zerochaos.com 26