BEACON Self Service Training. Subcontractors at IBM using CLAIM

Transcription

1 BEACON Self Service Training Subcontractors at IBM using CLAIM Nov 2012

2 About Artech At the forefront of the staffing industry, Artech is a minority- and women-owned business committed to maximizing global workforce solutions. Artech s deep heritage, proven expertise and insightful market intelligence has secured long-term partnerships with Fortune and Global 500 clients seeking worldclass professional resources. 2

3 Agenda 1. About BEACON 2. BEACON User ID & Password 3. BEACON Navigation 4. Personal Information 5. Timesheet Entry 6. Expense Entry 7. BEACON Support BEACON User Modules 3

4 About BEACON 4

5 About BEACON BEACON: Business Enterprise Automated Core Operations Network PeopleSoft Enterprise Resource Planning (ERP) Superior Information Processing Full lifecycle contractor support functionality Powerful back-office features Automate and streamline back-office tasks Empowering You, Our Subcontractor Self Service: You will be able to view and update much of your own information 5

6 BEACON User ID & Password 6

7 BEACON User ID & Password During the on-boarding process, a unique User ID and Password will be ed to you You should remain alert for an from noreply@artechinfo.com If you do not receive your UID and PWD, contact your Artech representative The BEACON welcome screen looks like this: Upon sign in, you will be prompted to change your password 7

8 Set Up Your Password Right Away! You should set up your Password immediately upon accessing BEACON. Only by setting up your password will you be able to use the Lost Password functionality in case you lose your password. If you ve lost your BEACON password before setting up, you must contact your Artech representative to have it reset manually by an administrator. 1. Enter your UID and PWD to log into BEACON 2. Click on Main Menu and select My System Profile 8

9 Setting Up Your Password (1) 3. On the General Profile Information screen, select Change or set up forgotten password help. 4. Select from the list of drop down Questions. 5. Type your answer in the Response box and click OK. 9

10 Setting Up Your Password (2) You will return back to the My System Profile page 6. Scroll down and verify that your correct address is recorded in the system. Click Save if you made any changes. Now you have configured your forgot password functionality. If you ever forget your password, use the steps in the following slides to generate a new password. 10

11 Resetting Your Password (1) 1. On the login screen, click on Forgot your password? 2. Enter your User ID and click Continue. 11

12 Resetting Your Password (2) 3. Enter your Response to the security question and click the New Password button. The security response will be validated, then a new password will be ed to you. 4. You will get the following screen to indicate that the password has been ed. 5. Retrieve the new password from your , login to BEACON, and immediately change your password to something that you will remember and is known only to you. 12

13 Changing Your Password You may choose to change your password at any time Start by following the path: Main Menu > Change My Password You will be taken to the screen on the right 1. Enter your current password 2. Then enter and confirm your new password 3. Click Change Password Your Name 13

14 BEACON Navigation 14

15 Opening Menus The opening window will look like this: BEACON Navigation (1) When you click on a menu item, such as Main Menu, you will get a drop down menu 15

16 BEACON Navigation (2) By continuing to click on drop down menu items, you will generate a path Breadcrumbs, shown below, display your navigation path and give you access to the contents of subfolders Once you click on your destination, the path is shown in the top bar This path can be written as: Main Menu > Self Service > Personal Information > Personal Information Summary 16

17 Personal Information 17

18 Path to Personal Information Path: Main Menu > Self Service > Personal Information You will get Personal Information menu items 18

19 First Steps: Personal Info 1. Confirm and/or Update Your Personal Information Name Home and Mailing Addresses Phone Numbers Addresses Emergency Contacts Marital Status 2. Complete and Submit I-9 Form 19

20 Personal Info Summary You can view and update the following information Name Home/Mailing Address Phone Numbers (more than one, if necessary) Emergency Contacts Addresses (more than one, if necessary) Marital Status You can only view the following information* Gender DOB EIN (your employer s employer tax ID number) Hire Date *Contact your Artech Rep if you see an error and/or need something changed in this section 20

21 Viewing Personal Info Summary Simon McCann Simon McCann

22 Updating Your Personal Info Simon McCann Click these to change your Name Address Phone No Emergency Contacts Simon McCann o You can enter more than one phone number, , etc. 22

23 Updating Your Personal Info Click these to change your (Use your direct personal , not your company ) Marital Status To change these, contact your TMS

24 Personal Info Pages Personal Info can be viewed/changed via individual screens Simon McCann Simon McCann Simon McCann 24

25 Entering Time in BEACON 25

26 First, Understanding Your Pay Cycle Your pay cycle will follow Artech s client s work week To determine your pay cycle, view the Week Ending date in your Timesheet page You must submit your timecard on the last day of the Week Ending 26

27 BEACON Time & Expense Entry Path Path: Main Menu > Time & Expense Entry > Contractor > Enter Time & Expense 27

28 BEACON T&E Landing Page Path: Main Menu > Self Service > Time & Expense Entry Your name, ID Week Ending* Start date, department Instructions *Week Ending reflects your payroll cycle Time & Expense entry section 28

29 Time Entry in BEACON (1) Go to: Main Menu > Time & Expense Entry > Contractor > Enter Time & Expense Click Previous Week or Next Week Select Time Reporting Code (TRC) Regular Enter all time as Regular -- BEACON will calculate regular time vs overtime. 29

30 Time Entry in BEACON (2) Enter number of hours worked under corresponding date If you did not work during the week, check the No hours box at the left, bottom of the screen; you cannot submit zero (0) hours for the entire week Click Save Once you click Save, BEACON will sum your Total weekly hours and an Attachment icon will appear NOTE: Your timesheet has not yet been submitted at this point 30

31 Preparing Your ATS Approved Time Sheet (ATS) An ATS is any electronic or hard copy timesheet that lists the number of hours you ve worked each day and is approved by a client manager. 1. Complete your time sheet weekly by your week-ending day. If the client has an internal time sheet system, complete it, have it approved, take a screen shot, and save it If the client does not have an internal time sheet system, fill out the Artech timesheet, get it signed by the client manager, and scan it 2. Save the file without spaces or symbols in the file name 3. Upload your ATS into BEACON (see the following slides for step-by-step instructions) 31

32 Time Reporting using ATS (Claim) 1. Enter your time in the client s ATS system, such as IBM Labor Claim 2. Take a screen shot of your ATS or Claim entry Make sure your time sheet is Submitted, not just Saved Feller, R. Feller, R. (Jean Kelly) (Jean Kelly) (Jean Kelly) (Jean Kelly) 3. Enter your time in BEACON (see the following slides) 32

33 Attach ATS or Claim Sheet Click Attachment at the bottom of the screen A new window will open. Choose Timesheet in the Type drop down menu, then click Add Speed Raiser 33

34 Upload & Save In the pop-up window, click Browse and Upload ATS screen shot Speed Raiser Click Save and Return to Timecard Click Save when all hours for the week are visible and Claim sheet is uploaded 34

35 Submission DO NOT click Submit yet if you also have to enter expenses for that week See the following section for instructions on entering expenses Click Submit only after the below have been entered and saved All hours for the week Your approved timesheet (ATS/Claim) screen shot Your consolidated expense amount Your approved expense form (if applicable) 35

36 Timesheet Submission Errors You cannot modify Timesheet entry fields once they have been submitted. If you notice there is an error in your timesheet entries after clicking Submit: 1. Send an to requesting to have your Timesheet rejected. 2. Your Timesheet entry will be reset 3. Go back into BEACON, enter the correct time, Save, and Submit. NOTE: You can upload new attachments at any time, including timesheet approvals, receipts, and expense approval documents. 36

37 Monthly Timecard View Path: Main Menu > Self Service > Time Reporting > View Time > Time and Labor Launch Pad Note: The hours you submit will not appear immediately. Submitted hours will be updated once the payroll has been processed. 37

38 Submitting Expenses 38

39 Submitting Expenses in BEACON (1) Path: Main Menu > Time & Expense Entry > Contractor > Enter Time & Expense 1. Click Next Week until the TRC drop down menu becomes active 2. Choose Other in the TRC drop down menu or + to add a new row 3. Enter the consolidated total for the week as approved by your manager 4. Click Save 39

40 Submitting Expenses in BEACON (2) 5. Upon clicking Save, an Attachments link appears 6. Click on Attachments and a new window opens (below) 7. Select Expenses under Type, and enter a Comment Speed Raiser NOTE ON ATTACHMENTS: Your attachment filename should not include spaces or symbols My Timesheet :- ) is NOT GOOD Mytimesheet is GOOD Expenses for XYZ 8. Click Add 40

41 Submitting Expenses in BEACON (3) 9. In the pop-up window, click Browse, select the approved expense form, Upload it, and click Save Speed Raiser 10. The file name will appear in the Attached File field. To confirm it is the correct file, press and hold the Control key on your keyboard and click View. Your attachment will appear (you must disable your pop-up blocker) NOTE: Your expense is not yet submitted at this point 41

42 Attachment List If you have attachments for your timesheet, expenses and/or receipt, they will be listed in the Attachment page Your Name

43 11. Click Return to Timecard Submitting Expenses in BEACON (4) Always click Save upon entering or updating time or expenses. Make sure you enter your time for that week before clicking Submit. Time can be entered before or after expense entry as long as you do not click the Submit button. 12. Click Submit this will submit both your expenses and time. 13. A check mark will appear in the Submitted field to confirm you ve submitted your expenses 43

44 Expense Submission Errors You cannot modify Expense entry fields once they have been submitted. If you notice there is an error in your expense entries after clicking Submit: 1. Send an to requesting to have your Expense rejected. 2. Your Expense entry will be reset 3. Go back into BEACON, enter the correct time or expense, Save, and Submit. NOTE: You can upload new attachments at any time, including timesheet approvals, receipts, and expense approval documents. 44

45 BEACON Support 45

46 For BEACON Support... Contact your Talent Management Specialist (TMS) us at Visit our BEACON blog page at The Artech Circle is the Place where Artech Professionals Meet 46

47 Artech Values Turning Values into Actions Customer Satisfaction We put our clients needs first and strive to exceed their expectations. Dependability We deliver on our commitments. Flexibility We are adaptable and agile in responding to our clients and employees needs. Integrity We act in all situations with the highest ethical standards and clarity of communications. Respect We value our clients, employees and partners. Teamwork We collaborate to build sustainable growth for our company and our clients. 47

48 Thank You! Artech Information Systems LLC 360 Mt. Kemble Avenue, Suite 2000 Morristown, NJ