System Admin Guide. Copyright TMA Systems, LLC. All rights reserved

Transcription

1 System Admin Guide Copyright TMA Systems, LLC All rights reserved

2 WebTMA, TMA Enterprise are trademarks of TMA Systems, LLC Warning: This documentation is protected by copyright laws and international treaties. Unauthorized reproduction or distribution of this documentation, including any portion of it, may result in severe civil and criminal penalties, and will be prosecuted to the maximum extent possible under the law. TMA Systems, LLC 5100 East Skelly Drive, Suite 900 Tulsa, OK 74135

3 Table of Contents Account Startup... 4 Data Access (DA) User Group Setup... 4 User Access Setup only OpX managers will have access to create and manage application users... 4 Application Users Adding Users... 4 Application Users Modifying Users... 5 Application Users Removing Users... 6 Admin Processes Management... 6 Batch jobs... 6 PM schedules... 6 Project Task generation... 6 Managing Global Custodial Standards... 7 Custodial Space Types... 7 Matrix... 7 Templates... 7 Creating Programs... 8 Creating a New Template... 8 Coping a Program... 9 Utilities Weather Station... 10

4 Account Startup After all data has been uploaded to the Production database and validated, here are the steps a site would follow to complete the setup process during their implementation week. o o o Create User Group DA Data Access (Profit Center and Client) Create Application Users Setup Weather Station if required Data Access (DA) User Group Setup Path: Admin>User Management>Groups Note that this is being done by the TMA team as part of the implementation process for a new client in the system. 1. Click Add on the toolbar 2. Enter Group Name: DA-Profit Center code Client Code 3. Enter Group Description: DA-Profit Center Name Client Name 4. Click on the Data Access Tab 5. Select the Division and then click the + sign 6. Select the Region and then Click the + sign 7. Select the District and then Click the + sign 8. Select the Client and then Click the + sign 9. Select the Buildings or click Grant All 10. Click Save on the Toolbar to save the group NOTE: If any Buildings are added after the fact, Grant access is not automatic and will require the admin to come back and adjust. User Access Setup only OpX managers will have access to create and manage application users Application Users Adding Users Path: Admin>User Management>ARAMARK OpX User Form 1. Click the Browse tab 2. Select A-Master User Templates query from the alphabetized dropdown list of queries. 3. Double-click on the user template you wish to copy based on the type of user you are creating. Determine the type of user based on the window access selected on the request form received from the field. 4. Click the Copy button to create a copy of this user template.

5 5. Follow the steps below to replace the generic information in the template with the real user s information. 6. Enter login ID a) ARAMARK employees ARAMARK address at the end; Example: doe-john (this is almost always employee s last name-first name) b) Non-ARAMARK employees full client address at the end to ensure uniqueness Example: doe-john@olin.edu 7. Password (at least 4 characters) 8. Enter First and Last Name 9. Enter Initials 10. Enter address 11. Set Role, User or Admin User is for all Site Administrators and common users. Admin is strictly for global Higher Ed System Administrators. 12. Select URL Login. This will allow you to generate an URL that will match the user s login so you can see the system as the users sees it. Do not select this for System Administrators. 13. Complete all other optional fields on the window as needed 14. Click on Preferences tab and confirm that the default preferences from this user template will satisfy the needs for the user you are creating. 15. Change the Time Zone to reflect the location of the account. 16. Make any changes to the Preferences as you see fit based on the access that the user needs in their role. This is an optional step as the templates should suit the needs of most users. 17. Click on Groups tab a) Select all DA access groups the users will need - these are the clients that the users needs access to b) Select the appropriate WA user groups the users will need - these correspond to the roles or functions of the users in the operation 18. Click on Defaults and set as needed 19. Click the Save on the Toolbar to save User record 20. Click the link next to the user s address on the Identity tab. 21. This will allow you to send an to the user to confirm that the user addition or user change has been completed. Be sure to CC the person who actually submitted the user request if it s not the same person that you just added or modified. This will ensure closed loop communication. Application Users Modifying Users Path: Admin>User Management>ARAMARK OpX User Form

6 1. Click the Search button. 2. Find the user to modify by his/her last name by entering the name in the filter window and clicking the Find button. 3. Double-click the user to modify from the list that displays. 4. Click the Edit button. 5. Change any information as necessary on any of the tabs based on the user request form from the field. 6. Click the Save button to save the changes to the user record. 7. Click the link next to the user s address on the Identity tab. 8. This will allow you to send an to the user to confirm that the user addition or user change has been completed. Be sure to CC the person who actually submitted the user request if it s not the same person that you just added or modified. This will ensure closed loop communication. Application Users Removing Users Path: Admin>User Management>ARAMARK OpX User Form 1. Click the Search button. 2. Find the user to modify by his/her last name by entering the name in the filter window and clicking the Find button. 3. Double-click the user to modify from the list that displays. 4. Click the Delete button to completely remove the user from the system. If it doesn t allow you to delete the user, then see below. 5. Click the Edit button. 6. Uncheck the Active button on the Identity tab. 7. Click the Save button. Now the user record will still be in the system, but the user will no longer be able to login. 9. Be sure to the person who submitted the request to confirm that the user has been deleted or deactivated. This will ensure closed loop communication. Admin Processes Management Batch jobs PM schedules are set to a weekly generation cycle looking out one week in advance globally. Project Task generation is set to a weekly generation cycle looking out one week in advance globally.

7 Note: Since this window is a one Profit center concept if one Client has to have it different, then all sites have to be setup individually. Managing Global Custodial Standards Custodial Space Types Path: Organization > Lookups > Custodial Space Type 1. Click add 2. Enter a Type Description 3. Enter base CSF (ARAMARK=1) 4. Click Save on the Toolbar to save the record. Matrix Path: Transactions > Custodial > Custodial Matrix 1. Locate the Custodial Space type 2. Click edit on the Toolbar 3. To add a task click the Add Task Hyperlink 4. Select the task from the dropdown or use the box 5. All defaults will fill in after task selection 6. Adjust Base Unit time if time standards for the task and custodial space type have changed. 7. Keep Per at 1 as this indicates the base time per unit. 8. Ensure classification of Area or Item is correct 9. Enter Matrix task procedures in Comments field 10. In the lower left list the unit and interval for each level 11. Click Save at the bottom of window to save task to Matrix. 12. Repeat steps 3-11 until all Matrix tasks are listed. 13. Click the Save on the tool bar to save the Custodial Matrix for the associated Custodial Space Type Templates Templates are copies of the matrix used in conjunction with programs and Custodial Space Types to form a new matrix grouping for scheduling purposes at a site level. Programs are used to group together Matrix Templates so users can build multiple estimates options or a new matrix to overwrite the corporate matrix. It is also at this

8 group level where users can link a program to Client, Building, or Floor. Area overwrites should occur at the Area Matrix level since it is not grouped. Program does not become valid for estimating or scheduling until you assign to a template matrix and assign shifts. Creating Programs Path: Organization > Lookups > Custodial Program 1. Click add 2. Enter a Program Code 3. Enter a Program Description 4. Mark Estimated if this program will be used for estimating purposes. 5. Go to the Link Tab 6. Click on Add Link 7. Select at which level you want to apply the program in the upper right 8. Use the list at the bottom to select and the list in the upper left to filter Note: Users can utilize additional filters by using the Tag or Description filter in the upper right of the Item Entry window. 9. After selecting all the items you want to apply the program to click the add selected button at the bottom. 10. Click the close button if no more items are needed. 11. Click Save on the Toolbar to save the Program Creating a New Template Templates are copies of the Matrix Path: Transactions > Custodial > Custodial Template 1. To start, Go to Organization > Custodial > Custodial Matrix 2. Find a Custodial Space type to copy 3. Click Create Custodial Template from the action menu on the left of the application 4. Enter a Template Description 5. Select a Custodial Program 6. Adjust any task items by either editing them or deleting them from the list. 7. Click the Plus to the left of the line to expand the list 8. Click Add Shift to assign a shift to the task. 9. In the Shift Frequency window select the Shift 10. Select which level you will be using

9 Note the task frequency assigned to this task and level 11. Select the days of the week appropriately. (Example: If the frequency is 3 time a week, you should select which 3 days you would want this task to occur by default. 12. Select the lock day s option if the task has to remain on the days selected. 13. Click save at the bottom to save the shift assignment Note: if the frequency was 2 times a day, then add an additional line for either for the same shift or another to allocate the multi-frequency assignment per day. 14. If adding additional shift or different days for another shift, make the necessary adjustments 15. Click the Save button s down arrow on the right of button and select Save and close. 16. Review shift assignment 17. Click the Save on the Toolbar to save Template. Coping a Program Users would copy a Program to either customize a setup at a Client site to override corporate standards or to create estimates. All programs that are copied from the master program and not marked as an estimate will supersede master Programs. Path: Organization> Lookup> Custodial Program 1. Find a Custodial Program to copy 2. Click Copy on the Toolbar 3. Select if the copy is an estimate 4. A message will ask if you want to copy over the templates already associated with the copied program, select Yes if you customizing setup 5. Enter a new Program Code: Original Code+ - +Profit Center code 6. Enter a new Description: Original Name+ - +Profit Center Name Note: If for estimating, prefix the code and name with E and a number. If the program is specific for a building or a floor, add the building code and/or the floor number to the code and name as a suffix. 7. Click the Link tab 8. Click the Add Link hyperlink 9. Select which level you want to associate this program from the upper right list.

10 10. Select which type of item you are looking for from the list in the upper left 11. Find the items you want to add from the list at the bottom 12. Select the item and click the Add Selected button 13. Repeat until all items are added to the list. 14. Click the cancel button to close out the Item selection window 15. Click the Save on the Toolbar to save the record. Utilities Weather Station This is the station that was used to collect temperatures reading Path: Organization > Lookups > Weather Station 1. Click Add on the Toolbar 2. Enter a Code (3 digit City abbreviation + Zip Code) 3. Enter a Description (Enter City and Station name + Zip) 4. Click on the Repair Center Tab 5. Click Add Repair Center 6. Select all that apply 7. Click the Add Selected button at the bottom of the window 8. Click the Save button to the Toolbar to save the record.