isolve page launches with a Single-Sign-On, so you don't need to enter a separate password

Transcription

1 USER MANUAL

2 Introduction Welcome to Celebrating You!!!! Celebrating You allows you to recognize your people in a simple way using Recognition portal. The user interfaces on the portal have been designed to be highly intuitive and very minimal support and training is needed to use the recognition portal. This User manual will serve as a guide to help you understand the interfaces better and to help you use the portal in a seamless manner. There are 3 kinds of awards available in the system: 1. Appreciation Peer to peer recognition (available to all employees) 2. Valuing You Manager to employee recognition (available to managers only) 3. Cheers Team Manager to team recognition (available to managers only) Log In You can access this section by following this path: isolve > MiTools > Celebrating You (highlighted in red below) isolve page launches with a Single-Sign-On, so you don't need to enter a separate password In case the page does not launch on your wall, please use your USL username and password to sign in Page 1

3 1. Nomination Giving Recognition is an easy and seamless 4 step process on the portal. Click on Nominate tab on the screen Step 1: Select Recipient(s) Step 2: Select Award Step 3: Select Award Criteria from the drop down Step 4: Enter Award Citation Optional Step: Select when the recipient needs to be notified (Communication Options) Step 5: Submit the Nomination (You have an option to preview the certificate and make sure everything is in order) Page 2

4 Individual Awards: For giving an individual award, the user can enter the name of the award recipient. Once the first few characters of the individual s name have been entered, the system will show names in the organization, which match the characters entered by the User. The User can then select the specific recipient from the drop-down options. a. For Peer to Peer recognition, the employee has to write the citation for the Reward which will reflect in the certificate. You can preview the certificate by clicking on Preview Certificate Please enter the citation b. For Manager to employee recognition, the value selected from the drop down will be displayed on the certificate Value picked from the dropdown Page 3

5 Team Awards: For giving a team award, the user follows the same steps as above for selecting the recipient. Once the first recipient is selected, he can begin the first few characters to the send recipient s name and select the second recipient from the dropdown options. He can continue to add as many additional recipients as needed. If the User has selected more than one recipient in the step above, the Team Name box automatically shows up. Here the user can enter a Team Name. Entering the team name is optional. There are typically restrictions on who in the organization can receive specific awards. So, certain awards may not show up during the nomination process. Team awards can be given only by managers Here the User needs to select a criterion, from a drop-down list of available award criteria for the specific award chosen. This is a mandatory field. Here the User can enter a citation (text message specifying details on why the recipient is being given the award) that he/she wishes to send to the award recipient(s) for the award. This a free text field and the user can enter whatever text he/she chooses. Note that the information entered here will be information that will be published on the award wall and be visible to all the employees in the organization. The sent to the award recipient will also contain the citation text entered. Note: The citation is limited to 80 Characters Please enter the citation Page 4

6 Define Communication Options To Recipient: Here the User can define when the award notification needs to be sent to the recipient. By default, the recipient is notified immediately upon the final approval of the award. This is particularly useful when managers want to announce the award in a team meeting as a surprise, but want the award to be processed earlier. This option gives nominators the opportunity to complete the nomination and approval process on the portal, but still delay the notifications to a convenient time. Send Later Option: If the user selects the Send Later option, the user can select the data and time (in 24-hour format) when the notification needs to be sent to the recipient. The recipient will then receive the certificate on the date and time selected, after the approval of the award. To Others Here the User can select other employees in the organization to whom the award notification needs to be sent. The user can enter multiple employee names to whom the award notification needs to be sent to. This is particularly useful, when the manager wants to inform his entire team about an award being given to an individual/set of individuals. This option gives nominators the opportunity to complete the nomination and approval process on the portal, but still delay the notifications to a convenient time. Send Later Option: If the user selects the Send Later option, the user can select the data and time (in 24-hour format) when the notification needs to be sent to the other recipients who have been chosen. The other recipients will then receive notification about an individual getting an award on the date and time selected. Immediate If user selects immediate then will be sent to the employees immediately to whom Submit Nomination By pressing the Submit button, the User can complete the Nomination process. The system will check on the whether the award chosen requires approval. Based on the next step in the approval process for the award a relevant message is displayed. E.g. If the User has self-approval rights for the award chosen, the next screen will display this message and ask the User to approve the award. Optional Step: Preview Certificate Here the user can preview the certificate that will sent to the award recipient. Page 5

7 2. Nomination History Please click on Nomination tab and then on Nomination history In this section, the user can see the list of awards which he/she has nominated others for, with the status. The different status icons along with their respective descriptions are shown below S.N. Status Icon Description 1 Award is Pending for Approval 2 Award is Approved 3 Award is Rejected Page 6

8 3. Approve Award Once you nominate an employee, the portal takes you to above page (in case of selfapproval) In this section, user can approve or cancel the nomination which the user has raised. If the user approves the award, then will be triggered to recipient (and others if in the recipient list) and award will be published in the award wall. Page 7

9 4. My Recognition In this section, the user can see the list of awards he/she has received in the organization. The User can see comments entered by other users. The User also has an option to download a PDF version of the certificate for their records. Post Comments If the user wants to post a comment or respond to any of the comments already posted, then he/she can click on the comments icon and enter the comments (free text) and click on the Post button Comments Settings In this section, the user can change the display settings for comments by clicking on the Settings Icon, Once the user clicks the Settings icon; the user has the option to make the comments display Private for an award. The Default setting is Public i.e. all employees can view the comments. Page 8

10 5. Walls Award Wall In this section, the user can see the list of all awards received by any employee in the organization. The User can also comment on an award received by an individual/set of individuals by clicking on the Comments button and entering free text in the box that appears. The User can also view comments written by other users. Milestone Wall In this section, the user can see the Milestone Awards (Service Anniversary Awards) received by various employees in the organization. The comments option is available for these awards too. Birthday Wall In this section, the user can see the list of employees with their birthday notifications sent on the respective dates. The comments option is available on this wall too. Page 9

11 6. Mobile Application Installation Open Company Portal on your Mobile device and Tap on All Apps Page 10

12 You will see Easyrecognition in the list of Apps. Click on Easyrecognition to start installation. Click on Install, it will take you to App Store (for ios) or Play Store (for android) to install the application Page 11

13 Please follow the prompt to install the app. Alternatively, you can directly download and Install the app from App Store or Play Store. In case of Apple devices. Please sign in to i-tunes Page 12

14 After the successful installation of the App, you can see easyrecognition icon on the screen. Tap on easyrecognition to login into the app. The App will prompt for PIN (one time). Page 13

15 To get the PIN, please login to Easyrecognition Application from your laptop and follow the steps below: Click on setting icon on top right of your screen and then click on Profile. You will see a tab Show Mobile PIN. Click on the tab to get the mobile PIN Page 14

16 Copy the Mobile PIN in the App and request for OTP by Tapping Request OTP You will get the OTP in your mailbox. Enter the OTP and you are ready to use the App.. Page 15

17 Once it s clicked, the OTP will be sent to user s id which is registered in the RnR portal and simultaneously SMS is also sent to the user mobile number. Note: SMS is sent to user only if the organization is opted for SMS communication After entering the OTP details in the login page, system will be authenticate the user and log in to the portal Home page User can see the following option once he logs in to the mobile app Nominate Award In this section user can nominate their fellow colleagues for an award Approve Award In this section user can approve/reject the award that is pending for his approval Settings In this section user can enable the citation or communication option for the nomination. Page 16

18 Nominate Award In section user can nominate their fellow colleagues for recognition, below are the steps to nominate the award You can nominate awards by clicking on Nominate Award in home page. Steps in nominating award: 1. Select recipients(s) 2. Select award 3. Select criteria 4. Citation 5. Communication (Optional) These four steps will happen one after the other in the same order as above. After finishing one step you will enter into the other step by clicking on next. Select recipient(s) Page 17

19 Here you can select recipient(s) in select recipient(s) field. After selecting recipient it will display the selected employee. And also you can cancel the selected recipient by clicking on close sign beside the recipient name displayed after selection. If you select one recipient it will take it as individual award. If you select more than one recipient it will consider it as team award and shows team text box immediately after selecting more than one recipients and you can enter team name in that team text box (optional) After selecting recipients(s) only you can move to next step which is selecting awards. If you try entering into next step without selecting any recipient(s) it will display alert message as select recipient(s). Then you should click OK on that alert message and select recipient(s) To continue nominating the selected recipient(s) click on next button besides nominate award. Then it will drive you to select award page. Select Award This is the second step in nominating awards after selecting recipient(s), where you can select awards for the selected recipient(s). In this select award page it will display the awards that can be given to the selected recipient(s). Without selecting award if you try to proceed next it will show alert message as select award. Page 18

20 Select criteria Selecting criteria is the step after selecting award and here you can select criteria for the selected award. After selecting award if you enter into select criteria page it will display all the criteria for the selected award. If you selected any criteria from criteria list it will show tick mark beside the selected criteria. After selecting criteria only you can enter into next page. If you try proceeding to next step without selecting criteria it will show alert message as select criteria. Page 19

21 Citation (Optional) Citation is the step happens after selecting criteria only if Allow citation while nomination check box is checked and this option can be viewed in Setting option Here you can enter citation of maximum 160 characters. After entering citation Submit button for approval. If it is self-approval award it will show confirm message containing two buttons OK and CANCEL for approval. If you click on OK then the award will get approved and shows message as Nominated award is approved successfully. If you click on CANCEL it shows message as Award nominated successfully and you can approve it from Approve Award. For non-self-approval awards after entering citation if you proceed to next it shows message as Nomination has been successfully submitted with Approver Name for approval. So that you will be notified once nomination has been approved by the approver. Page 20

22 Communication (Optional) Communication is the step happens after citation only if Allow communication while nomination check box is checked and this option can be viewed in Setting option This communication part is used to send s to recipients and other employees after nomination is done. Depending on the settings you did in communication mails will be sent. In communication again there are two options: o o To recipient To others To recipients In to recipient you can change settings of communication to the receiver of award. Page 21

23 If you click on to recipients it will display three radio buttons again. o o o Immediate Later Do not send If you select Immediate it will send mail to the recipient of award immediately after award is nominated If you select Later it will send mail to the recipient later, so that it will ask you for date and time on which you want to send mail to the recipient. If you select Do not send it don t send mail to recipient of award at all. To others In to others you can send mails to other employees also on nominating one employee. If you click on to others it will ask you for the other employee(s) names to whom you want to send mails after nomination is done. You can enter the other employee(s) names. You can see three radio buttons in To others o o o Immediate Later Do not send If you select Immediate it will send mail to the selected other employee(s) immediately after award is nominated for one particular employee. If you select Later it will send mail to the selected other employee(s) later, so that it will ask you for date and time on which you want to send mail to others. If you select do not send it don t send mail to the selected other employee(s) at all. At bottom of communication page you can see one check box called send others in CC. If send others in CC check box is checked then it will send mails to other recipients in CC. If send others in CC check box is unchecked then it will not send mails to other recipients in CC but it will send mails in normal way. If you tried to check send others mail in CC without selecting other employees it will show message as Select employee(s) in To Others for communication. Note: If send others in CC check box is checked you cannot send mails to others in later, either you can send in immediate or do not send. Page 22

24 After setting required way of communication proceed to next for approval. If it is self-approval award it will show confirm message containing two buttons OK and CANCEL for approval. If you click on OK then the award will get approved and shows message as Nominated award is approved successfully and send s as you set in communication. If you click on CANCEL it shows message as Award nominated successfully and you can approve it from Approve Award and send s as you set in communication. For non-self-approval awards after finishing communication settings and proceeding to next it shows message as Nomination has been successfully submitted with Approver Name for approval. So that you will be notified once nomination has been approved by the approver send s as you set in communication. Approve award By tapping on approve award you can see the list of awards to be approved by you. Here you can approve awards that are yet to be approved. By clicking on approve you can approve that award. Page 23

25 To know the details of the award nomination, you can click on the details button to view the award nomination details You can reject the award by clicking on reject button. But in case of rejection, providing reason for rejecting is mandatory. Page 24

26 Award Wall In this section user can see the list of awards received in his/her organization and user can also post the comment or like the particular nomination by clicking on the respective icons. Award Wall is categorized in to four categories 1. Awards 2. Milestone 3. Birthdays 4. ER Direct Wall Page 25

27 Settings By clicking on settings you can see settings page containing two check boxes: Allow citation while nomination. Allow communication while nomination. If you check allow citation while nomination, it will ask you for citation while nominating award and vice versa. If you check allow communication while nomination, it will ask you for communication details while nominating award and vice versa. On the top of settings page you can see reset application. You can reset application by clicking on it. Means if another user want to use Easy Recognition application in same mobile by resetting you can see new welcome page. So that another user can enter his/her mobile pin and generate OTP and then login and follow same procedure as mentioned above. Page 26