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-822960-137160Conduent Platform and System EngineeringInformation Technology Solutions00Conduent Platform and System EngineeringInformation Technology SolutionsGTT: Project Creation End User / Approver Training ManualDocument Version :1.4Last Modified : April 10, 2018? 2017 Conduent Business Services, LLC. All rights reserved. Conduent and Conduent Agile Star are trademarks of Conduent Business Services, LLC in the United States and/or other countries.Other company trademarks are also acknowledged.Document ConventionsConvention Explanation BoldFor file names, commands, fields, menus, options and window names. Courier NewCommands as you should type them. Lucida ConsoleExample output generated by the system. ItalicsFor configuration variables, including variable portions of file names and URLs. Also indicates a document name. Blue Callout The Blue Callout text indicates information that is of special interest or importance, an idea that could be useful or additional information about a product or a feature. 501658001000 The Caution icon along with the text indicates actions that can lead to problems in system operation or configuration settings if the instructions are not followed properly. Document HistoryDocument Name & VersionAuthorReviewed ByDate Comments Project Creation Manual.docx – version 0.1Asmawiyah Amat Sajuri Richard McGrathApril 20, 2017Initial VersionProject Creation Manual.docx docx – version 0.2Asmawiyah Amat Sajuri Richard McGrathApril 21, 2017Update document based on Harvey’s feedback.Project Creation Manual.docx docx – version 0.3Asmawiyah Amat Sajuri Richard McGrathApril 21, 2017Update document based on Harvey’s feedback.Project Creation Manual.docx docx – version 1.0Asmawiyah Amat Sajuri Richard McGrathApril 25, 2017Publish document to v1.0 upon Harvey’s approval.Project Creation Manual.docx– version 1.1Asmawiyah Amat SajuriRichard McGrathApril 26, 2017Update document based on Richard’s feedback:Remove any reference to XTCM.Add two options available - Project request and Timesheet.Update some fields’ descriptions.Add note to VP Approver field.Add note in Create Project section, not to choose time entry.Add example on why approvers need to resubmit an active project.Add new sections - steps to void document for both approvers.How to find the latest version of this document:The latest version of this document can be obtained from the SharePoint Server path: Time Tracker 2 > GTT Project Creation ManualContents TOC \o "1-3" \h \z \u 1.Introduction and Purpose PAGEREF _Toc480988713 \h 1-1Target Audience PAGEREF _Toc480988714 \h 1-1Document Purpose PAGEREF _Toc480988715 \h 1-12.About Project Creation PAGEREF _Toc480988716 \h 2-22.1Access the Global Time Tracking (GTT) Website PAGEREF _Toc480988717 \h 2-22.2Login to GTT PAGEREF _Toc480988718 \h 2-22.3Project Creation Menu PAGEREF _Toc480988719 \h 2-32.4Project Creation Screen PAGEREF _Toc480988720 \h 2-42.4.1Screen PAGEREF _Toc480988721 \h 2-42.4.2Field Descriptions PAGEREF _Toc480988722 \h 2-42.4.3Screen, (continued) PAGEREF _Toc480988723 \h 2-62.4.4Field Descriptions, (Continued) PAGEREF _Toc480988724 \h 2-63.Create Project (Anyone with Create Privilege) PAGEREF _Toc480988725 \h 3-84.Approving Project Creation Document PAGEREF _Toc480988726 \h 4-124.1Approval Flow for Project Creation PAGEREF _Toc480988727 \h 4-124.2Approve Project Creation Document (by Project Owner) PAGEREF _Toc480988728 \h 4-124.3Approve Project Creation Document (by VP Approver) PAGEREF _Toc480988729 \h 4-145.Rejecting a Project Creation Document PAGEREF _Toc480988730 \h 5-155.1Reject Flow for Project Creation PAGEREF _Toc480988731 \h 5-155.1.1Reject a Document (by Project Owner) PAGEREF _Toc480988732 \h 5-155.1.2Void a Document (by Project Owner) PAGEREF _Toc480988733 \h 5-155.1.3Reject a Document (by VP Approver) PAGEREF _Toc480988734 \h 5-155.1.4Void a Document (by VP Approver) PAGEREF _Toc480988735 \h 5-165.2Reject Project Creation Document (by Project Owner) PAGEREF _Toc480988736 \h 5-165.3Void Project Creation Document (by Project Owner) PAGEREF _Toc480988737 \h 5-185.4Reject Project Creation Document (by VP Approver) PAGEREF _Toc480988738 \h 5-205.5Void Project Creation Document (by VP Approver) PAGEREF _Toc480988739 \h 5-226.Resubmitting Project Creation Document (by All Approvers) PAGEREF _Toc480988740 \h 6-247.Contact Persons for GTT PAGEREF _Toc480988741 \h 7-278.Glossary PAGEREF _Toc480988742 \h 8-289.Reference(s) PAGEREF _Toc480988743 \h 9-29Introduction and PurposeTarget AudienceThis document acts as a training guide on Global Time Tracking (GTT) solutions for the following users:The GTT team members.Anyone, who has access to use the GTT application for project creation submission and approval..Document PurposeThe purpose of this guide is to provide a step-by-step instruction to the Global Time Tracking (GTT) users in the following areas:Creating Project Document: This section is for GTT project requestors (aka Submitters) who use the system to create project for approval. Approving Project Creation Document (by Project Owner): This section is for GTT project owners who use the system to approve project creation requests submitted by project requestors. Approving Project Creation Document (by VP Approver): This section is for GTT VP who uses the system to approve project creation documents submitted by project owners. Rejecting Project Creation Document (by Project Owner): This section is for GTT Project Owners who use the system to reject project creation documents submitted by project requestors. Rejecting Project Creation Document (by VP Approver): This section is for GTT VP who uses the system to reject project creation documents submitted by project owners. Resubmitting Project Creation Document (by Approvers): This section is only for GTT approvers (submitters for a project, project owners, VP approvers) who are part of the approval chain to resubmit an approved project. (Note: a project is Resubmitted if there are any changes – i.e. End Date, cost center)Contact Persons for GTT: This section provides a list of GTT Administrators.Glossary: This section provides a glossary of commonly used terms, if any.About Project Creation2.1Access the Global Time Tracking (GTT) WebsiteAccess the GTT website using the following URL: to GTTOpen the GTT website.Enter your Americas username and password, and then click Login.Note: Ignore the Click here to use admin login option. This is for the GTT Administrator(s) only.Upon successful login, you will get the following screen. Use this screen to create your new project creation document. lefttopNote: The initial screen you get depends on the setup you made. Refer to Time Entry Manual for details, which link is available on GTT website.2.3Project Creation MenuClick the Add a new document menu option from the GTT website landing page, as shown below:Result: The following screen appears:Notes: From the screen, you have the options to create the following documents: Project, (this is what we will focus on here)Timesheet (used for time entry, not relavant for this document).After the options are used for the first time, it should appear as a shortcut.Example: Below screen shows project request option appears as a shortcut:2.4Project Creation Screen2.4.1ScreenTo display the Project Creation screen, refer to section 3. Create Project (Anyone with Create Privilege) in this guide.2.4.2Field DescriptionsNoField NamesDescriptions1Cost CenterKey-in the cost center if you know, or click the Get Cost Center button to select from a list.Contact GTT administrator if the cost center is not available.2Project TitleFormat: [Client Name]-[Service or solution name]-[CR # or Reference #]- [Description]Example:AIG-XTCM-CR22-Add Custom Module for Reject Handling3Project DescriptionBasic descriptions about the project.4CR NumberThis is a Change Request Number. Enter value if CR. (optional)5Project RequestorDefaulted to your name. This field is not editable.6Project OwnerKey-in his/her full name or click … for look up. Note: Ensure the field is blank if you want to use the lookup.System will route the Project Creation document to this person for approval. The person will approve your Project Creation document upon submission. If you key-in the same name as the Project Requestor, the system will skip this name for approval, and will route the document to the next level approver, the VP approver.7Finance ContactThe contact person from Finance.Note: Ensure the field is blank if you want to use the lookup.8VP ApproverKey-in his/her full name or click … for look up.Note: Ensure the field is blank if you want to use the lookup.This is the second level approver’s name. System will route the Project Creation document to this person for approval. The person will approve the Project Creation document upon approval by the project owner. Note: The person's HR title must be VP.9Project ManagerKey-in his/her full name or click … for look up.Note: Ensure the field is blank if you want to use the lookup.The project manager’s name.Note: This field is not currently required but should be populated as it will be required at a later date and time.Contact GTT administrator, if the person you are looking for, is not available.10Custom FieldsThese fields do NOT need to be filled out. These provide the ability to add fields and values that can be used for tracking and reporting if needed.2.4.3Screen, (continued)2.4.4Field Descriptions, (Continued)NoField NamesDescriptions1Project Start DateThe date when the project starts.2Project End DateThe date when the project ends. After this date, user can no longer use the project ID in their time entry. Note: To extend the end date, you can update this information.Refer to Resubmitting Project Creation Document (by All Approvers) section for details.3Project ClassificationSelect SBU or Client from the drop down list.SBU is for internal project, whereas Client is for customer related project.4PlatformName of the system. Enter only one platform value. The name of the platform utilized by your accounts to provide the service offerings that have been sold and are maintained by Conduent. A Platform is defined as a core set of components and software upon which a product or application is built.5ProductName of the application/product that the project supports. Enter only one product value. The name of the product or application utilized by your accounts and maintained by Conduent that provides the end user, internal Conduent or customer, the information needed to facilitate the service offerings that have been sold. A Product or application could be the same as the Platform or different depending on how the solution was designed. XTCM is an example of both a Platform and a Product where as an App from the Apple App Store would be a different Product from the Platform of iOS.6Customer BillableIf selected, all hours associated with this project is billable to customer.7Capital ProjectAn optional field. If you select this box, you must enter the CapEx # field, or else you will get an error message upon saving.8CapExA mandatory field, if Capital Project field is selected, else this field is optional.Note: If you choose to enter a value, you must enter the full 20-character number. 9Business RequirementA description for the requirements.10Restrict ResourceIf selected, you must key-in the resource names in Details tab. The names listed in Details tab are those who can use the Project ID in their time entry. Those not listed will not be able to use it.Create Project (Anyone with Create Privilege)Perform the following steps to create a new Project Creation document:Upon successful login, click Create a new document will display a new document initial screen:27610131103416Use these options to create a new document.00Use these options to create a new document.242316031559500177247512388850046228011036300150685515303500Ensure you select the following options to create a new document for Project Creation:Business Unit: ProjectDocument Type: ProjectNotes: Do not select Time Entry option for project request document.The Initial Queue option is disabled. Click Create, the following Project Creation screen appears:Note: The Save button is not available. The information you enter is auto-saved by the system. Click the Get Cost Center button, the following screen appears:Note: You may key-in the Cost Center, if you know.Note: The Capability dropdown will only show items that depends on the configuration. If you cannot find it from the list, contact the GTT administrator to add them for you.Key-in the remaining details into the screen. Note: Go to section 2.3 Project Creation Screen in this document for fields’ descriptions.Click Details tab will display the following screen Note: Key-in information in Details tab if you want to restrict usage for the Project ID. If you provide name(s) in this tab, only the listed users are allowed to use the ProjectID in their time entry. Click New will display an additional fields :Key-in the either the Resource Name or WWID will allow the system to do a lookup for resource details.Note: If you key-in partial name into the Resource Name field, it will display a lookup screen, as follows:Click Close to add the new name to the list.Repeat step 8-9, if necessary. The added name(s) are listed as follows:Click Edit to make changes or click Delete to remove any resource from the list.Click Complete to route the document for approval.Note: The document is submitted to the project owner. An email notification is sent to the project owner informing a document is ready for approvalIf the project owner is the same person as the project requestor, the document will be routed to VP approver.Approving Project Creation Document4.1Approval Flow for Project CreationProject Requestor will need to go through two levels of approval as described in below diagram.The first approver is the project owner and the second approver is the VP. When both approvers approved, the Project ID can be used in time entry.12033253956050-28765508635Requestor0Requestor14211303981450330835496380Project Owner0Project Owner375285507555VP Approver0VP ApproverThe next section will provide instructions on how each approver can approve a submitted document.4.2Approve Project Creation Document (by Project Owner)You will receive an email notification if a Project Requestor submitted a Project Creation document for approval. Perform the following steps to approve the document:Open the link from your email or login to GTT website.Click on the Project Owner Approval queue and open the DCN you wish to approve.Double-click the DCN, the following screen appears:Note: Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.Example: GTT2017-07499 (Project/Project) [in the Project VP Approval Queue (<Your Name>)]. Review the document.Click Complete to approve the document and route it to VP approver for approval.Note: The document is submitted to the VP approver. An email notification is sent to VP approver informing a document is ready for approval.4.3Approve Project Creation Document (by VP Approver)You will receive an email notification if a Project Owner submitted a Project Creation document for approval. Perform the following steps to approve the document:Open the link from your email or login to GTT website.Click on the Project VP Approval queue and open the DCN you wish to approve.Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.Example: GTT2017-07499 (Project/Project) [in the Project VP Approval Queue (<Your Name>)]. Review the document.Click Complete to approve the document.Note: The Project ID is now ready to use by users in their time entry. Rejecting a Project Creation DocumentReject Flow for Project CreationBoth Project Owner and VP Approver can reject a document that is still ongoing an approval process. They can also void a project during the approval process (A voided project immediately stops users from entering time into it, please refer the Void Project section below). Document that is already approved can no longer be rejected, unless any of the approvers resubmit it. Reject a Document (by Project Owner)If Project Owner rejects a document, it will be routed back to Project Requestor.-108585-57151167130350520-28765508635Requestor0Requestor330835508825Project Owner0Project Owner375285507555VP Approver0VP ApproverVoid a Document (by Project Owner)If Project Owner voids a document, the document will be routed to Reject Review queue. .Reject a Document (by VP Approver)If VP Approver rejects a document, he/she has the option for routing:VP can route back to Project Owner, orVP can route back to Requestor.-8890018015000-28765508635Requestor0Requestor1422664363517330835508825Project Owner0Project Owner375285507555VP Approver0VP Approver51657633284005165774515900Void a Document (by VP Approver)If VP Approver voids a document, the document will be routed to Reject Review queue. The following section will provide instructions on how each approver can reject or void a submitted document during the approval process.Reject Project Creation Document (by Project Owner)You will receive an email notification if a Project Requestor submitted a Project Creation document for approval. Perform the following steps to reject the document:Open the link from your email or login to GTT website.Click on the Project Owner Approval queue and open the DCN you wish to reject.Double-click the DCN, the following screen appears:Note: Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.Example: GTT2017-07499 (Project/Project) [in the Project VP Approval Queue (<Your Name>)]. Review the document.Click Reject Project to reject the document and route it to Project Requestor for further action, The following screen appears:Select Reject Project to Submitter to route back the document to its original creator. Key-in a more detailed reason(s) on why the document is rejected.Click Reject to proceed.Note: The document is routed to the Project Requestor. An email notification is sent to him/her informing a document is rejected.Void Project Creation Document (by Project Owner)You will receive an email notification if a Project Requestor submitted a Project Creation document for approval. Perform the following steps to void the document:Open the link from your email or login to GTT website.Click on the Project Owner Approval queue and open the DCN you wish to make it void.Double-click the DCN, the following screen appears:Note: Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.Example: GTT2017-07499 (Project/Project) [in the Project VP Approval Queue (<Your Name>)]. Review the document.Click Reject Project to void the document The following screen appears:Select Void Project. Key-in a more detailed reason(s) on why the document is now void.Click Reject to proceed. The document will be routed to Reject Review queue.Notes: The Project ID will be removed from time entry and users will not be able to use the Project ID in their time sheet anymore. For time entry containing the affected Project ID, users will not be able to submit their time sheet.Everyone in the approval list will receive an email notification.Reject Project Creation Document (by VP Approver)You will receive an email notification if a Project Owner submitted a Project Creation document for approval. Perform the following steps to reject the document:Open the link from your email or login to GTT website.Click on the Project VP Approval queue and open the DCN you wish to reject.Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.Example: GTT2017-07499 (Project/Project) [in the Project VP Approval Queue (<Your Name>)]. Review the document.Click Reject to reject the document will display the following screen:Select the reason:If you select Reject Project to Project Owner, the document will route back to the Project Owner who is the first level approver. If you select Reject Project to Submitter the document will route back to its original creator. If you select Void Project, refer to section 5.5 Void Project Creation Document (by VP Approver) for details.Key-in a more detailed reason(s) on why the document is rejected.Click Reject to proceed.Note: The document is routed to the selected person. An email notification is sent to him/her informing a document is rejected.Void Project Creation Document (by VP Approver)You will receive an email notification if a Project Owner submitted a Project Creation document for approval. Perform the following steps to void the document:Open the link from your email or login to GTT website.Click on the Project VP Approval queue and open the DCN you wish to make it void.Double-click the DCN, the following screen appears:Note: Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.Example: GTT2017-07499 (Project/Project) [in the Project VP Approval Queue (<Your Name>)]. Review the document.Click Reject Project to void the document The following screen appears:Select Void Project. Key-in a more detailed reason(s) on why the document is now void.Click Reject to proceed. The document will be routed to Reject Review queue.Notes: The Project ID will be removed from time entry and users will not be able to use the Project ID in their time sheet anymore. For time entry containing the affected Project ID, users will not be able to submit their time sheet.Everyone in the approval list will receive an email notification.Resubmitting Project Creation Document (by All Approvers)If a Project Creation document is already approved and the Project ID is already being used in time entry, approvers can still resubmit the Project Creation document for approval. For example, an approver would want to extend a project’s end date.Only approvers and submitters of the project can resubmit a Project Creation document. Perform the following steps to resubmit a Project Creation document that has been approved:Log in to the GTT website, will display the following s screen:2553192356922Double-click on the DCN you wish to resubmit, will display the following screen:Note: Only a DCN in the Project Approved queue can be resubmitted.Review the document, but you cannot make any changes to it.Click Resubmit Project, the following screen appears:Select the reason from the list:If you select Resubmit for changes to Submitter, the document will be routed back to its original creator. The creator will make the necessary changes and submit the document for approval.Note: The document needs to go through the approval cycle once again. The Project ID is still useable for time entry.If you select Void Project, the document will be routed to Reject Review queue. Refer to Void a Document (by Project Owner) section or Void a Document (by VP Approver) section for details.Note: The Project ID will be removed from time entry and users will not be able to use the Project ID in their time sheet anymore. For time entry containing the affected Project ID, users will not be able to submit their time sheet.Key-in a more detailed reason(s) on why the document needs to be resubmitted.Click Resubmit to proceed.Contact Persons for GTTThe following is a list of GTT Administrators:GTT Support: GTTSupport@GlossaryNo.TermsDescriptions1DCNDocument Control Number. This is a unique number assigned to a document when it is first created.2GTTThis is a short form for Global Time Tracking.Reference(s)ItemsLinks-- ................
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