ERPOperations

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Operations

Operations module is the central area of Analyticom ERP, which aggregates data from other modules, especially employees’ data from Human Resources, product costs and availability from Procurement, and enables realistic and fact-based planning of human and material resources for a Project, General Activity or Task. General activities are repetitive and permanent functional activities which produce products or services in indefinite period of time. Contrary to General activities, Projects are defined as temporary social and work system that are constituted by teams within an organization to accomplish particular tasks under time constraints. The main purpose of the Operations module is to initiate a new Project or General activity or to search for existing activities. Realization and execution are tracked and compared to original or updated plan. Various compliance mechanisms can be applied e.g. logged time approval or budget thresholds. User-friendly timesheets are filled by all employees on a daily basis, and give instant insight into all operations and progress on project, organization or employee level. The transparency deriving from this module allows managers to identify problems earlier, make timely and fact-based business decisions, keep projects on-schedule and on-budget, and even objectively evaluate the performance of employees or organizations. This module contains several consoles: Timesheet, My activities, Submitted projects, Open projects, Employee availability, Search activities, New activity and Import of actual expenses.

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Timesheet

The Timesheet enables you to plan and record the amount of a worker's time spent on each General activity, General task, Project or Task. To enter the Timesheet, one should click on the Operations module to enlarge the list of consoles and then select Timesheet. New view opens:

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Warning pops out to avoid too wide results.

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When choosing an Organization, you also have to choose an Employee or an Activity.

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If Activity or Employee field is left empty, another warning will pop out.

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The Activity field is specific enough and you can press the 'Apply filters' button even without selecting the Organization or Employee.

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New view opens.

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You can change the view from 'Employee' to 'Project' by choosing 'Project' in the drop down menu.

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If you wish to look for a timesheet of a particular employee, choose one from the list and press the 'Apply filters' button.

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Now you can see that the employee is planned to spend 40h in a week on the specific activity. At this moment, no work has been logged.

Fill in your Timesheet

At the end of a working day, the employee should log work by pressing the 'w' letter which will appear when you move the mouse over the planned hours.

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The new window pops out.

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Fill in the obligatory fields: Time and Description.

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When everything is filled in correctly press the button 'Log'.

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The work log status will be changed to pending.

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You can switch view from 'Employee' to 'Project' view.

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My activities

Under 'My activities', the system shows a list of all activities (General activities, Projects, General tasks and Tasks) of current user.

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You can easily arrange activities by type (General activities, Projects, General tasks and Tasks), Priority (Major, Minor) and Status (Entered, Open, Pre closed...)

Submitted projects

This console enables you to see which projects are submitted, but not yet opened. In this case, when all submitted projects are opened, no records can be found.

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Open projects

This console is very similar to 'My activities', but it only shows a list of all the projects. Arrange the list by Type, Priority or Status.

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Employees availability

Human resource planning is an important part of Activity Management. 'Employees availability' helps you in planning any kind of activities, since it shows you which employee is free or busy in a specific period of time. Arrange employees by name, organization, planned or not planned time.

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Search activities

The main purpose of the 'Search activities' console is to help you find any activity managed by your colleagues. You can filter results by choosing the Type of the activity, Category, Priority or Status in the drop down menu, by adding an Organization, Parent activity, Name, Description, Result Description and Time and Dates.

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Once you have chosen all the filters, press the 'Search' button.

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New activity

With the 'New activity' console, activity planning is very easy and it is structured in order to simplify the activity management process. For creation of the new activity, fill in the necessary information and press the 'save' button. Have in mind that the Project has to be defined in time, while General activity can be permanent. Tick the box if you wish to enable order creation for your project.

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After pressing the 'save' button, the new activity is Entered.

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Plan Activities

Now, you can start planning Subactivities, Employee Roles, Expenses etc. To create new subactivity press the '+ Add Subactivity' button.

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Subactivities of Projects are always marked as 'Tasks' and subactivities of General activities are marked as 'General tasks'. This field is blocked for changing. Every General task and Task has a 'Parent activity'. Upon filling in all the information needed for creating the task, press the 'save' button.

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The Task is now opened for editing and further planning. The next step is assigning employees to the Task (and Project). After pressing the 'Assign Employee' button, the new window pops out.

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Arrange employees by Organization, or if you want to choose a specific employee start typing one's name. Tick the box next to employees to assign them to the Task. Once you have chosen all employees you wish to assign to your task, start planning the time.

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Abbreviations: WC- Work confirmed on the activity PP- Work planned on the activity in the past AF- Available hours for planning for the employee PF- Work planned on the activity in the future (including today)

In this case, all employees are available for this Task from April 4 until April 6. Press the 'Plan' button to organize one's time on the Task or 'Delete' button to remove the surplus of employees on the Task.

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Press the 'Plan' icon and wait for a new window to pop out. After importing all information, press 'Plan' button. You can choose between Automatic and Manual planning type. Automatic planning is faster since it organizes an employee in the first available moment in a given period. For example: An employee is assigned to prepare all documentation for a business trip of his team, and it was calculated that he will spend 10 hours on this task. When Manager is using automatic planning, the employee will be planned in the first available moment which means that if the employee is free on Monday only 2 hours, on Wednesday 5 hours and on Friday 3 hours, he will be planned exactly when he is available. If he was available on Monday 8 hours and on Tuesday 2 hours, he would be planned on these days.

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Choose Manual planning type if you prefer to organize employees in a specific period of time. If the Task is organized during a long period of time e.g. 3 months, choose Advanced option and tick the box next to the day of the week in which you want the task to be completed (e.g. every Monday). Press 'Plan' and finish planning. For example: An employee is assigned to prepare all documentation for a business trip of his team, and it was calculated that he will spend 10 hours on this task. When Manager is using manual planning, he can select how much time per day the employee will work on the task, e.g. 1h per day for 10 working days or 1h per day every Monday for the next 10 weeks. Every task is different and this option enables Managers to plan according to the nature of the task!

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When you have finished with planning for every assigned employee, you can see the changes on the chart and on the Activity roles.

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Switch to 'Planning' tab to see more details.

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Since this project is still in it's planning phase, worklogs are not entered. To import planned expenses press the project name 'AUS QDA 15-2-U' located top left.

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Switch to 'Planned expense' tab under the 'Expenses' tab and press '+Add expense'.

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You can choose between various expense types such as: Road and air transportation services, Accommodation costs, Costs of materials, Services costs, Telephone and internet costs etc. Once you have completed all fields press the 'Save expense' button. Now you can see total cost of the task or the project.

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When the project is completely entered, the person responsible for the project should submit it for confirmation.

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Press the 'Edit' button to change the status of the project.

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Fill in 'Custom attributes' and press the button 'Submitted'. New window pops out.

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Enter Reason/description field and press the button 'Submitted'.

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Project status is now changed to 'Submitted'. Switch to 'Project confirmations' tab to check who has already confirmed your project. Press the console 'Submitted projects', to check if the new project is submitted.

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After the project has been submitted, the project should be confirmed by Management.

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Tick the box next to 'Enable work logging' if you want to allow work logs on tasks and the project before the first day of the project ('Planned from'). Once the project has been confirmed by the Board of Management, change status to open by pressing the button 'Edit' and then 'Open'.

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The project is now open.

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Import of actual expenses

Import of actual expenses is done by Accounting department once the Project's expenses (e.g. invoices, receipts, etc.) are submitted.Press the button 'Import from Excel'.

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The new window will be opened.

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Choose the Excel file from your documents by pressing the button '+Choose'. Once expenses have been imported and presented in a table, press the button 'Execute import'.

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Switch to tab 'Inserted' to view imported expenses.

Enable order creation for project

Click on Edit and check "Enable order creation for this project"

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Event Management

Event Management module is the simplified version of the Operations module, especially built for the Football organizations. Event Management module enables structured and efficient distribution of tasks (based on predefined templates) related to a specific event, and track in real-time the status of realization for individual tasks, group of tasks, or overall. This module contains several consoles: My tasks, Tasks on my events, Search events and New event.

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My Tasks

All users will frequently access the system to see their particular tasks, choosing the menu item My tasks. The new window opens with the list of relevant tasks, according to the user's role and department. The list is automatically arranged by date and filtered according to the status (open). The task's due date has already passed for all the dates marked in red. Choose between the list and calendar tasks view by pressing the button List/Calendar in the top left corner.

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If you want to see all your tasks, opened and closed, change the status. Use the unlock icon to reopen the closed task or check mark icon to close the task.

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Switch to calendar view by pressing the button Calendar.

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Colour of the status

In this case, today is the 5th December. Overdue tasks are marked in red. E.g. red colored tasks are all the tasks with due dates before today (December 5th) which are still open. All other open tasks are marked in orange. Closed tasks are marked in green.

Tasks on my Events

If you're managing event or more events at the same time, you will be able to see all the tasks on your events by selecting the menu item Tasks on my Events. The new window opens with the list of tasks related to your events, persons responsible and due dates. The list is automatically arranged by date and filtered according to the status (open). Overdue tasks are marked in red. Use the pencil icon to edit the task (e.g. change the task manager), trash can to delete task from the list and check mark to close the task.

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Once you press the pencil icon, the new window opens. Change the name of the task, priority, due date or Manager.

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Switch to calendar view by pressing the button Calendar. You will be able to see all the tasks on your events marked in different colours. Overdue tasks are marked in red. All other open tasks are marked in orange. Closed tasks are marked in green.

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Search Events

The “Search Events” function is used for searching through the database of events and event templates in the system. If an event or event template was created in ERP at some point, you will be able to find it through this function. Menu item “Search Events” will call up an empty search form to enter search criteria (see below). Once you define your criteria e.g. all the active events and event templates, press the button search to get the full list.

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Select the event from the list and open it to see all related tasks. If you want to edit, delete or close the particular task, choose one of the icons next to the task.

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Press the edit button to change the Manager, date of the event or Event name.

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Edit Event

If you want to reschedule the event, e.g. change it from December 7th to December 12th, press the button Recalculate for rescheduling all the tasks created from the task event. Once you're done with editing the event, press the save button.

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Notice how all the tasks due dates were recalculated.

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You can also add tasks which are specific only to this event i.e. tasks which were not on the list of tasks of the event template. Press the "Add" button.

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New window opens. Type in the name of the task, choose the priority, set up the date and assign task manager.

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New task will be added to the list and the calendar.

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New Event and New Event Template

Select the New event section on the left side menu to opean a New event or New event template page.

New Event Template

Select the type Event template, choose its priority and Manager, type in the name and save it.

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Once the event template becomes active, press the button edit to add tasks to the list of tasks on the event.

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Type in the task name and choose the priority (Blocker, Critical, Major, Minor, etc.). It is very important to type in number of days before the event, i.e. once you will be planning an event from the selected event template, the system will automatically calculate the due dates of all the tasks e.g. if the event is planned on June 20th, the due date for this task will be 40 days before, on May 12th. Task Manager is a person responsible only for this task, it doesn't have to be the person responsible for the whole Event. Press the save button to add the task to the list.

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You will now be able to see all the tasks on the event template. You can add hundreds of tasks to the list. Press the pencil icon to edit the task's name, Manager, number of days before the event, etc.

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New Event

Select the New event section on the left side menu and choose the type Event to open a New event. When creating a new event, the system will auto-suggest different event templates and you should select one of these to speed up the process. Choose the priority, event Manager, date of the event. Type the event name into the predefined Name field. Press the save button, once you're done.

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When using event template for creating a new event, all the tasks relevant to this event will be automatically added to the tasks list. Use the pencil icon to edit task, trash can icon for deleting task from the list or check-mark for closing the task and changing its status.

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