BuildPro. Area Manager User Guide

Transcription

1 BuildPro Area Manager User Guide

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3 Document Versions Change Date BuildPro Release / Release Date Author Change / Monica Winkelman Transferred to FrameMaker. Updated EPO, MPO, & Autopay, Monitoring BuildPro, and Common Daily Tasks. Hyphen Solutions, Ltd Proprietary & Confidential

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5 Table of Contents Product and Company Information iii Trademark and Patent Information iii Disclaimer of Warranties and Limitation of Liabilities iii Contact Customer Care iv Report Issues to Customer Care v Use This Guide vi Chapter 1 - Area Manager Basics Overview Document Map Chapter 2 - Assigning Job Users Overview Roles in BuildPro Assign Primary Users Un-Assigning All Jobs From a User Assign Default Job Users for New Jobs Chapter 3 - EPO, MPO, & Autopay Overview Approve an EPO Use Autopay Approval Approve a PO with Autopay Approve an MPO Approve a Back Charge Chapter 4 - Monitoring BuildPro Overview Monitor User Activity Review Alerts Review the To Do List Walk Jobs with a JME or Task View Schedule Chapter 5 - Common Daily Tasks Overview Daily Tasks Manage Order Alerts Start a Task with Instructions to Supplier Manage Late Tasks on the To Do List Reschedule an In-Progress Task Retransmit an Order Assign a Supplier to a TBD Task Reschedule a Task with Instructions to Supplier Hyphen Solutions, Ltd Proprietary & Confidential i

6 Table of Contents Cancel an In-Progress Order Send a Note to the Supplier Add a Job Note Add a Memo Task View Job Information Create an EPO Send Calendar to Supplier Undo Task Completion Research Order History Manage Tasks by Group in Task View Manage Tasks by Group in Box Schedule Chapter 6 - Troubleshooting Overview Chapter 7 - ReportConnect Overview Access the Reports Install Microsoft ActiveX Report Toolbar Dependent Filters Multi-Select pop-up window Filter Multi-Select Options Select Date Filter Sort Capability View & Print HTML Reports View & Print PDF Reports View Excel Reports Print Excel Reports ii Hyphen Solutions, Ltd Proprietary & Confidential

7 Product and Company Information The information in this document is the confidential and proprietary information of Hyphen Solutions, Ltd and is supplied to you pursuant to the terms and conditions of your Hyphen Solutions, Ltd. Software License Agreement (the ʺAgreementʺ). Accordingly, the information contained herein may not be used, reproduced, published, or disclosed to any party other than those identified in the Agreement, without the prior written authorization of Hyphen Solutions, Ltd. The names of companies, products, people, characters and/or data mentioned in screens, pages, reports, and other data examples are fictitious and are in no way intended to represent any real individual, company, product or event, unless otherwise noted. Any rights not expressly granted in the Agreement are reserved by Hyphen Solutions, Ltd. Trademark and Patent Information BuildPro and SupplyPro are products and trademarks of Hyphen Solutions, Ltd. Microsoft, MS, MS DOS, Windows, and Windows NT are trademarks of Microsoft Corporation. Other product and company names referred to herein are the products and/or trademarks of their respective owners. Disclaimer of Warranties and Limitation of Liabilities Hyphen Solutions, Ltd. has taken reasonable care in preparing this information; however, this document is provided ʺAS ISʺ, AND HYPHEN MAKES NO WARRANTIES, EXPRESS OR IMPLIED (INCLUDING WARRANTIES OF MERCHANT ABILITY OR FITNESS FOR A PARTICULAR PURPOSE), REGARDING THIS DOCUMENT OR THE INFORMATION CONTAINED HEREIN. Nothing contained herein modifies or alters in any way the standard terms and conditions of the Agreement by which the product was acquired, and pursuant to which this document is provided. In no event shall Hyphen Solutions, Ltd. or its affiliates be liable for incidental or consequential damages in connection with or arising from the use of the product, the accompanying documentation, or any related materials. Under no circumstances will Hyphen ever be liable to you for any damages that exceed the amount specified in the Agreement. Hyphen Solutions, Ltd Proprietary & Confidential iii

8 Contact Customer Care Support for this product is available from the Customer Care Center and online. Telephone After Hours Telephone or Hours Mail You can reach the Customer Care Center Monday through Friday, 7 a.m. to 7 p.m., Central Standard Time. support@hyphensolutions.com Hyphen Solutions, Ltd Quorum Dr Addison, TX Hyphen Solutions, Ltd. For more information about Hyphen Solutions or the other products offered by Hyphen Solutions, visit our web site at iv Hyphen Solutions, Ltd Proprietary & Confidential

9 Report Issues to Customer Care The following items should be included when reporting issues to our Customer Care Center. Including these items will help expedite resolution. The Hyphen Solutions Customer Care Center can be reached at or by at support@hyphensolutions.com. Job Number Template User Name Task Name/Type PO Number if applicable Vendor Name Division Name Region Detailed Issue Description: Ticket # assigned by Customer Care: Hyphen Solutions, Ltd Proprietary & Confidential v

10 Use This Guide This training guide contains information and step by step procedures for using this application. This document is written for beginning users and assumes no familiarity with the applicationʹs interface. This document is a training guide and is designed to be used with interactive training as given by a certified Hyphen Solutions consultant. Use this guide in conjunction with the training and the Help tool to answer your basic questions. For questions beyond the scope of this document, contact the Customer Care Center. vi Hyphen Solutions, Ltd Proprietary & Confidential

11 1 Area Manager Basics BuildPro Area Manager User Guide Objectives After completing this module, you should have a basic understanding of: Using This Training Guide Completing Tasks in BuildPro Necessary to Your Job

12 Chapter 1 Area Manager Basics Area Manager Basics Overview The BuildPro Area Manager Training Guide contains information and step by step procedures for using the BuildPro web application. This document is written for beginning BuildPro users and assumes no familiarity with the applicationʹs interface. This document is a training guide and is designed to be used with interactive BuildPro training as given by a certified Hyphen Solutions consultant. Use this guide in conjunction with the BuildPro training and BuildProʹs Help tool to answer your basic questions. For questions beyond the scope of this document, contact the Customer Care Center. Document Map You are encouraged to go through this section with your Hyphen representative to determine your areas of responsibility as Area Manager. Put a check in front of the functionalities you will need to know as Area Manager. Chapters Assigning Job Users Overview When new jobs are imported into BuildPro from the ERP System, users can be assigned in one of two ways: 1. A single user can update the jobs for a group of individuals. 2. The System Administrator can manually assign a job(s) to a user(s). EPO/ MPO/ Autopay Monitoring BuildPro Common Daily Tasks Extra Purchase Orders (EPOs), Measurement Purchase Orders (MPOs) and Auto Pay are all functions that must be activated before you can use them. EPOs are created when a home build requires extra material not included in the original budget. MPOs are created when material is measured by variance, such as concrete or sod. BuildPro can also be configured with Auto Pay to automatically pay suppliers at certain milestones within the schedule. You will be responsible for ensuring your employees are managing their alerts, using BuildPro daily to start and complete tasks, and using the application in a manner most beneficial to your company. Common daily tasks are those tasks your employees will need to perform every day in order to manage their jobs effectively. You may be required to train and coach new employees on BuildPro. 2 Hyphen Solutions, Ltd Proprietary & Confidential

13 Chapter 1 Area Manager Basics Chapters Reports Troubleshooting Assigning Job Users Overview To maximize the benefits of BuildPro, you will need to know how to use reports. These reports will help you identify which employees are properly using BuildPro and which are not. Additionally, the reports will provide a management tool to report on timelines, suppliers, exceptions, etc. It is important that you can troubleshoot common BuildPro issues as they arise. Refer to this section for specific examples of these issues and how to manage them. When new jobs are imported into BuildPro from the back office ERP system, users can be assigned in one of two ways: 1) A single user can update the jobs for a group of individuals, or; 2) the System Administrator can manually assign a job(s) to a user(s). Hyphen Solutions, Ltd Proprietary & Confidential 3

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15 2 Assigning Job Users BuildPro Area Manager User Guide Objectives After completing this module, you should have a basic understanding of: Assigning Jobs in an Integrated Environment Assigning Jobs in a Non Integrated Environment

16 Chapter 2 Assigning Job Users Assigning Job Users Overview The role of Area Manager in BuildPro has specific responsibilities. Some of these responsibilities include: Knowing and being able to train others on Construction Manager responsibilities in BuildPro Understanding and reinforcing the BuildPro Common Daily Tasks Being able to troubleshoot issues you might have with BuildPro As an Area Manager in BuildPro, you may be responsible for assigning users to jobs. Work with your local BuildPro System Administrator on this functionality since this may also be a System Administrator function. Roles in BuildPro Functionality in BuildPro is controlled through the role the user is assigned. Roles control access to various tabs within BuildPro. The more tabs a user has across the top of BuildPro, the more functionality he or she has. Roles provide access to page tabs, pages, links, and functionality. Typical Construction Manager Tabs FIGURE 1. Tabs a typical construction manager can access System Administrator Tabs FIGURE 2. Tabs a system administrator can access There are three standard user roles in BuildPro: System Administrator A BuildPro System Administrator is typically a division level back office employee with full access to the BuildPro system. He or she has all the responsibilities and rights of the Job Primary User and Job User plus the following. Create new communities/subdivisions/organizations Create new users and assign roles Assign users to jobs Assign users through integration setup, which allows them to view and schedule jobs as soon as they are imported into BuildPro from an ERP System Modify job information (such as description, address, etc) 6 Hyphen Solutions, Ltd Proprietary & Confidential

17 Chapter 2 Assigning Job Users Create, copy, and modify templates Cost code assignment in template Change job statuses (ex. Active, Inactive, Canceled, etc) Pause Tasks / Hold Jobs Reset lost passwords Job Administrator The Job Administrator is typically responsible for: Update of job information Assignment of job users and job primaries Template building and maintenance EPO and MPO approvals Job Super Typically responsible for the following: Manage job schedules Create EPOs Assign Primary Users The Job User view is the default view for Job User Assignment page. The Primary User view is used for changing the Primary User on a job. While the Primary User is ultimately responsible for the job, Job Users are able to view jobs in the and manage the work schedule as well. For integrated companies, when a new job comes into BuildPro, a default Primary User is automatically assigned to this job. The System Administrator is then responsible for assigning the job to a new Primary User or adding or removing other Job Users. To assign a primary user to a job: 1. From the Job Admin tab, click the Job User Assignment link. FIGURE 3. Job Admin tab - Job User Assignment link 2. Click the Primary User View link. FIGURE 4. Job User Assignment: Job User View page Hyphen Solutions, Ltd Proprietary & Confidential 7

18 Chapter 2 Assigning Job Users 3. When you click the Switch To: Primary User View, BuildPro displays the Primary User View page and the link changes to Switch To: Job User View. You can switch back when you want. 4. From the User drop down list, choose the user you want to assign as the new Primary User. 5. From the Subdivision drop down list, choose the Community where the job is listed. 6. Click the Show Jobs button. 7. Click the Select check box to the left of the job(s) for which you want the selected user to be the new Job Primary. FIGURE 5. Job User Assignment page 8. Click the Assign as Job Primary button. BuildPro confirms that the jobs have been reassigned. FIGURE 6. Assign as Job Primary button 9. Repeat steps 3 7 if the user needs jobs in multiple communities. By assigning this user as the primary user, you have automatically assigned him/her as a user. Note: When you change the primary user from one CM to another, the original CM is not removed from access to the job. If you want the original CM to no longer see or have access to the job, you must follow the steps below and remove the CM from the job. 8 Hyphen Solutions, Ltd Proprietary & Confidential

19 Chapter 2 Assigning Job Users Un-Assigning All Jobs From a User In the event an employee leaves the company, it is very important to take the following steps quickly. Reassign the jobs where this user is the Primary User. Remove this user from other jobs as a job user. Have the System Administrator disable this user. To un assign a primary user. 1. Click the Job Admin tab. 2. Click Job User Assignment, on the Left Nav Bar. FIGURE 7. Job Admin tab - Job User Assignment link 3. In the User field, choose the name of the Construction Manager or Superintendent you want to un assign. FIGURE 8. Job User Assignment: Primary User View page 4. Click Show Jobs. 5. Remove the check marks from all jobs for the user who is leaving your company. FIGURE 9. Click the check box to uncheck each job Hyphen Solutions, Ltd Proprietary & Confidential 9

20 Chapter 2 Assigning Job Users 6. Click Assign as Job User. This un assigns the user from the jobs. BuildPro confirms that the job user assignment was complete. FIGURE 10. Assign as Job User Assign Default Job Users for New Jobs For both integrated and non integrated companies, users may set up default job primaries and job users. These default users will be automatically assigned when a new job is created in BuildPro (either manually or via integration). To setup default users: 1. Click the Manager tab. Note: If you do not have access to the Manager tab, your System Administrator will have to perform this update. 2. Click Organization Manager. FIGURE 11. Manager tab 3. Click Organization List. 10 Hyphen Solutions, Ltd Proprietary & Confidential

21 Chapter 2 Assigning Job Users FIGURE 12. Organization Manager page 4. Click the Community\Organization. Note: Job user assignments are made at the community level. Default users should be setup at each community level. FIGURE 13. Organization List page 5. Click the Integration tab. FIGURE 14. Organization Detail page - Integration tab Hyphen Solutions, Ltd Proprietary & Confidential 11

22 Chapter 2 Assigning Job Users 6. From the Primary User drop down list, choose a job primary. This is the job primary that will be assigned to each new job created in the selected organization or community. 7. Click the Update Organization button. To add/change job users: 1. From the Integration tab of the Organization Detail page, click the Change Integration Job User Assignment link. 2. A list of Default Integration Job Users is shown. Click the Delete button to remove default job users. 3. To add new default job users, choose an organization from the Search Organization drop down list. 4. Check the checkbox beside each user you want to be assigned as a job user to each new job created for the Organization displayed at the top of the page. 5. Click the Add Selected Users button to update the user assignment. 12 Hyphen Solutions, Ltd Proprietary & Confidential

23 3 EPO, MPO, & Autopay BuildPro Area Manager User Guide Objectives After completing this module, you should have a basic understanding of: Approving EPOs Approving MPOs Approving POs Using Autopay Approving Back Charges

24 Chapter 3 EPO, MPO, & Autopay EPO MPO & Autopay Overview Extra Purchase Orders (EPOs) are used by Construction Managers to purchase additional materials in cases such as shortages, damaged materials, or theft. Measurement Purchase Orders (MPOs) are used for tasks whose quantities are determined at the time of delivery, such as fencing, concrete, and sod. EPO and MPO security authorizations can be set up at each of the following levels: Organization The max amount an EPO or MPO can be created for the organization. User The max amount or limits for EPOs or MPOs can be created for a user. Supplier The max amount or limits for EPOs or MPOs can be created for a supplier. Template The max amount or limits for EPOs or MPOs can be created in a job created by a template. Task The max amount or limits for EPOs or MPOs can be created for a task. Job The max amount or limits for EPOs or MPOs can be created on a job. When security verifications are set up in multiple places, the EPO can only be approved for the lowest amount. The Area Manager is usually responsible for approving EPOs and MPOs that have exceeded their maximum amounts. Task $ % $50 Job $ % $150 Org/Subdivision $ % $250 $50 Supplier $ % $75 User Dir. of Const. $ % $2,000 Although the Dir. of Conts. is able to approve and EPO for $2,000, $50 is the max amount the EPO can be approved for at the task level. FIGURE 1. Example of the EPO/MPO process overview 14 Hyphen Solutions, Ltd Proprietary & Confidential

25 Chapter 3 EPO, MPO, & Autopay Approve an EPO If you approve an EPO, then it can be exported to the ERP System for current pricing. If you decline an EPO, an alert is sent to the Construction Manager (Primary User in BuildPro). The Construction Manager can mark the EPO not ready, make changes, and then mark the EPO ready again. Then, the EPO can be approved. To approve an EPO: 1. From the Job Admin tab, click the Approvals link on the Left Nav Bar. FIGURE 2. Approvals link on the Left Nav Bar 2. Confirm that the EPO tab is selected. 3. Choose the filters you want to use, and click the Show Tasks button. FIGURE 3. Approvals page 4. Click the Approve or Decline check box to the right of the EPO. 5. Click the Submit button. Note: If you approve an EPO, then it can be exported to the ERP System for current pricing. If you decline an EPO, an alert is sent to the Construction Manager (Primary User in BuildPro). The Construction Manager can mark the EPO not ready, make changes, and then mark the EPO ready again. Then, the EPO can be approved. Hyphen Solutions, Ltd Proprietary & Confidential 15

26 Chapter 3 EPO, MPO, & Autopay Use Autopay Approval If the Autopay Approval Required box is checked when your System Administrator adds a user, all completed Autopay eligible tasks are sent to the Auto Pay tab. This is done when a second layer of approval is required before a Construction Manager can release payment for completed work. FIGURE 4. User Detail page - Autopay Approval Required Approve a PO with Autopay To approve a purchase order for payment: 1. From the Job Admin tab, click the Approvals link. FIGURE 5. Approvals link on the Left Nav Bar 2. Click the Auto Pay tab. FIGURE 6. Auto Pay tab on the Approvals page 16 Hyphen Solutions, Ltd Proprietary & Confidential

27 Chapter 3 EPO, MPO, & Autopay 3. Choose the filters you want to use, and click the Show Tasks button. FIGURE 7. Approvals page 4. Click the Approve or Decline check box to the right of the PO. Note: If declining, set the pay condition to Manual or Do Not Pay. Approved tasks are exported for payment. Declined tasks are not exported for payment. 5. Click the Submit button. Approve an MPO To approve an MPO: 1. From the Job Admin tab, click the Approvals link. FIGURE 8. Approvals link on the Left Nav Bar 2. Click the MPO tab. 3. Choose the filters you want to use, and click the Show Tasks button. Hyphen Solutions, Ltd Proprietary & Confidential 17

28 Chapter 3 EPO, MPO, & Autopay FIGURE 9. Approvals page - MPO tab 4. Click the Approve or Decline check box to the right of the MPO. Note: If declining, set the pay condition to Manual or Do Not Pay. Approved tasks are exported for payment. Declined tasks are not exported for payment. 5. Click the Submit button. Approve a Back Charge There are two kinds of back charges: stand alone back charges and back charges associated to an EPO. Approving or declining a back charge does not approve or decline the EPO. The back charge follows a separate approval path from the associated EPO. If the back charge is associated to an EPO, the user cannot approve or decline the back charge until the EPO task has been completed. Note: This tab only appears if the Back Charge module and role are turned on. To approve a back charge: 1. From the Job Admin tab, click on the Approvals link. FIGURE 10. Approvals link on the Left Nav Bar 2. Click on the Back Charges tab. 18 Hyphen Solutions, Ltd Proprietary & Confidential

29 Chapter 3 EPO, MPO, & Autopay 3. Choose the filters you want to use, and click the Show Tasks button. The list of back charges waiting to be approved appears on the page. FIGURE 11. Approvals page - Back Charges tab 4. Click on the Task Name link to view more task details. The Job Task page opens. 5. On the Approvals page, click the Approve check box next to each item you want to approve. 6. Click the Decline check box next to each item you want to decline. Note: Each time you click the Decline check box, the Decline Notes pop up window opens. You must enter Decline Notes to decline a back charge. 7. To quickly approve all items, click the check box at the top of the Approve column. 8. Click the Update button at the bottom of the page to approve or decline all checked items. Hyphen Solutions, Ltd Proprietary & Confidential 19

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31 4 Monitoring BuildPro BuildPro Area Manager User Guide Objectives After completing this module, you should have a basic understanding of: Monitoring BuildPro Monitoring others working in BuildPro

32 Chapter 4 Monitoring BuildPro Monitoring BuildPro Overview As Area Manager, it will be important for you to not only monitor your jobs in BuildPro, but also monitor employee user activity. This section provides directions and tips to make sure your company is getting the most from BuildPro. Monitor User Activity There are two reports you should view on a regular basis to verify your team is using BuildPro consistently and accurately. User Login report This report shows a list of the number of times a user in your organization logged in to BuildPro, the role assigned to the user and the date and time of the last login. User Activity report This report shows a list of the number of task activities each user in your organization has made. The report also shows the user role for each user in your organization. To view the User Login and User Activity reports: 1. Log in to BuildPro, and click the ReportConnect tab. 2. From the Activity Reports section, click the User Login report link. 3. On the User Login report, choose an Organization from the drop down filter. Enter the number of Days Previous that you want to view. Click the Generate Report button. FIGURE 1. User Login report 22 Hyphen Solutions, Ltd Proprietary & Confidential

33 Chapter 4 Monitoring BuildPro 4. In order to determine who is not using BuildPro on a regular basis, look at the individuals with few logins or those who have not logged into the system in some time. If users are not logging in to BuildPro they are not starting and completing tasks or communicating with suppliers. Construction Managers must log in daily to use BuildPro effectively. 5. Back on the ReportConnect tab, click on the User Activity link under the Activity Reports section. 6. On the User Activity report, choose an Organization from the drop down filter. Enter the number of Days Previous that you want to view. Click the Generate Report button. FIGURE 2. User Activity report 7. The User Activities report show the number of tasks each user has submitted and completed. This will also give you a good idea of who is and is not using the system correctly. Review Alerts As Area Manager, you have the ability to see your team s Alerts. Monitoring these will let you know if users are keeping up with their tasks. To review alerts: 1. From the BuildPro Home tab, click on the Order Alerts link. The Alerts page opens. Note: The Order Alerts link will only be visible if an actual alert exists. Hyphen Solutions, Ltd Proprietary & Confidential 23

34 Chapter 4 Monitoring BuildPro FIGURE 3. Alerts link in the Current Activity section 2. Click on an Alert link to view the list of alerts in that category. FIGURE 4. Alerts page 3. Look for alerts such as Failed Notification. Excessive failed notifications tell you that a supplier is not receiving orders or communication. Your BuildPro System Administrator can help you update supplier information for failed notifications. Note: Your users should be managing alerts the first thing each day, so they know of any issues immediately. Review the To Do List As Area Manager, you have the ability to see your team s To Do Lists. Monitoring these will let you know if users are keeping up with their tasks. To review the To Do List: 1. On the Jobs tab, click on the To Do List link on the Left Nav Bar. 2. Choose a Subdivision from the drop down filter or leave the default of All Subdivisions. 3. From the Task Filters, click on To Complete By To Do List Date (Late) to select it. 4. Click the Show Tasks button. All the late tasks for all jobs in the selected subdivision(s) are displayed. 24 Hyphen Solutions, Ltd Proprietary & Confidential

35 Chapter 4 Monitoring BuildPro FIGURE 5. To Do List page 5. To see only late orders, select Purchase Order from the Task Type drop down filter. FIGURE 6. Task Type filter 6. Look for jobs with multiple late items. Excessive late completions may indicate a problem with a supplier or that the job is not up to date. Walk Jobs with a JME or Task View Schedule Another tip to use when managing others in BuildPro is walking jobs with the JME (Job Management Express) schedule or Task View (Box Scheduling) schedule. The JME/Task View schedule should properly reflect the actual status of the home in the field. Walking a job with the JME or Task View schedule printout lets Construction Managers know that you are monitoring BuildPro, and they can learn how you expect them to build homes. This is especially helpful with new employees. To print a JME schedule: 1. Click on the Jobs tab. Hyphen Solutions, Ltd Proprietary & Confidential 25

36 Chapter 4 Monitoring BuildPro 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. Choose from the available filters, and click the Show Tasks button. FIGURE 7. View Printable link on the JME page 4. Click the View Printable link under the filters section. A printable version of JME opens in a separate window. FIGURE 8. JME - View Printable version 5. Click File Print from the menu bar. The Print dialog box opens. 6. Click the Print button to print the JME page. Note: The View Printable version defaults to print on Letter size paper (8.5 x 11 ), Portrait orientation. 7. With a printout of the job schedule, walk the job site with the Construction Manager or Superintendent. If BuildPro is being used correctly, the job schedule should match the actual job very closely. 26 Hyphen Solutions, Ltd Proprietary & Confidential

37 Chapter 4 Monitoring BuildPro To print a Task View schedule: 1. Click on the Jobs tab. The Job List page opens. 2. In the Left Nav Bar, click on the Box Scheduling link. Either the Task View page or the Box Schedule page will open, depending on the preference set in Your Profile. 3. If the Box Schedule page opens, switch to Task View by clicking on the Switch to Task View link on the right. The Task View page opens. FIGURE 9. Switch to Task View 4. Choose a Subdivision and Phase Group. Choose from any of the other filters. Click the Show Tasks button. The Task View schedule opens with the filters hidden. FIGURE 10. Task View page 5. Click on the View Printable link in top right of the page. The printable version opens in a new window. Hyphen Solutions, Ltd Proprietary & Confidential 27

38 Chapter 4 Monitoring BuildPro FIGURE 11. Printable version of Task View page 6. From the menu of that window, click File, then Print. The Print dialog box opens. 7. Choose your printer, and change any settings necessary. 8. Click the Print button. The Task View schedule prints. 28 Hyphen Solutions, Ltd Proprietary & Confidential

39 5 Common Daily Tasks BuildPro Area Manager User Guide Objectives After completing this module, you should have a basic understanding of: Starting and Completing Tasks on the To Do List Using Job Filters Communicating with Suppliers Marking Tasks Complete with Exceptions Rescheduling Tasks

40 Chapter 5 Common Daily Tasks Common Daily Tasks Overview Common Daily Tasks are tasks that a Construction Manager does on a daily basis in BuildPro. As an Area Manager you need to be proficient enough to train and perform these tasks in BuildPro. Lack of knowledge about performing these tasks can cause problems with orders, create miscommunication, and can cause delays in jobs getting completed. Most of these Daily Tasks can be performed from the To Do List. Use the quick reference steps in this chapter to perform your common daily tasks. Daily Tasks This is a list of common daily tasks that you may have to perform in BuildPro as an Area Manager: Manage order alerts Start a task with instructions to the supplier Manage late tasks on the To Do List Reschedule an in progress task Retransmit an order Assign a supplier to a TBD task Reschedule a task with instructions to the supplier Cancel an in progress order Send a note to a supplier Add a job note Add a memo task View job information Create an EPO Send a calendar to a supplier Undo a completed task Research an order history Manage task by group in Task View Manage tasks by group in Box Schedule Manage Order Alerts To manage order alerts: 1. From the Home tab, click the Order Alerts link in the Current Activity box. Or, from the Jobs tab, click on the Alerts link on the Left Nav Bar. 2. On the Alerts page, click on an Alert Type link to view the list of alerts. 3. Resolve each alert type as necessary. 4. Click the Clear Alert check box next to alert. Note: Different alerts will have different options available. Click the Help link in the top right corner of the page for more details. 30 Hyphen Solutions, Ltd Proprietary & Confidential

41 Chapter 5 Common Daily Tasks 5. Click the Clear Alert button at the bottom of the page. Start a Task with Instructions to Supplier To start a task with instructions to the supplier: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. Change the Start Date, if necessary. 4. Click the Start check box next to the task. 5. Click the Note box to the left of the task name. 6. Enter the supplier notes in the Notes field under the task. 7. Click the check box next to Send Notes to Supplier. 8. Click the Update button at the bottom of the page. Manage Late Tasks on the To Do List To manage late tasks on the To Do List: 1. From the Jobs tab, click on the To Do List tab. 2. Select To Order Before Today (Late) and To Complete Before Today (Late). 3. Clear any other checked boxes. 4. In the Max Rows field, change 100 to 1000, if necessary. 5. Click the Show Tasks button. Late tasks display (Late) after the task name. 6. Click the Start check box next to scheduled tasks to start late tasks. 7. Click the Comp check box next to in progress tasks to complete late tasks. 8. Click the Update button. Reschedule an In-Progress Task To reschedule an in progress task: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. In the Resched Date column, enter the task s new Start Date. 4. Click the Update button. Hyphen Solutions, Ltd Proprietary & Confidential 31

42 Chapter 5 Common Daily Tasks Retransmit an Order To retransmit an order: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. Click on a Task Name link. 4. Click on the Order # link. 5. Click on the Summary tab. 6. Click the Retransmit Order button. Note: If the supplier is using SupplyPro and has acknowledged the order then the Retransmit Order button will no longer be available. Assign a Supplier to a TBD Task To assign a supplier to a TBD task: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. In the Supplier Name column, click on the TBD link next to a task. The link turns into a drop down list. 4. Choose a Supplier from the drop down list. 5. Click the Update button. Reschedule a Task with Instructions to Supplier To reschedule a task with instructions to the supplier: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. In the Resched Date column, enter the task s new Start Date. 4. Click the Note box to the left of the task name. 5. Enter the supplier notes in the Notes field under the task. 6. Click the check box next to Send Notes to Supplier. 7. Click the Update button. Cancel an In-Progress Order Before canceling an In Progress order, consult your Purchasing Administrator. 32 Hyphen Solutions, Ltd Proprietary & Confidential

43 Chapter 5 Common Daily Tasks To cancel an in progress order: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. Click on a Task Name link. 4. Click on the Order # link. 5. Click on the Summary tab. 6. Click the Cancel Order button. Send a Note to the Supplier To send a note to the supplier: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. Click the Note box to the left of the task name. 4. Enter the supplier notes in the Notes field under the task. 5. Click the check box next to Send Notes to Supplier. Note: This check box only appears if the user is performing an action on the task or if the supplier is on SupplyPro. 6. Click the Update button. Add a Job Note Job Notes are for your eyes only. Your suppliers do not see them; they see only what you type in the Instructions to Suppliers field. To add a job note: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Field Actions tab. 3. Click on the Job Notes link. 4. At the bottom of the page, click on the Add New Notes link. 5. In the Task field, select a specific task from the drop down list, if applicable. 6. In the Notes box, type your notes. 7. Click the Add New Notes button. Hyphen Solutions, Ltd Proprietary & Confidential 33

44 Chapter 5 Common Daily Tasks Add a Memo Task To add a memo task: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Field Actions tab. 3. Click on the Add a Memo Task link. 4. Type your information in the required fields (designated with*). 5. Click the Submit Memo button to add the task to the schedule and send it now. 6. Click the Add Memo Task button to add the task to the schedule but send it later. View Job Information To view job information: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Field Actions tab. 3. Click on the Job Information link. Create an EPO To create an EPO: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Field Actions tab. 3. Click the Extra PO (EPO) Wizard, Extra PO (EPO) Direct, Extra PO (EPO) Free Form, or Extra PO (EPO) Not To Exceed link. Note: The Not To Exceed link only appears if the Not To Exceed module is turned on. 4. Type the appropriate information in the required fields. 5. Click the Create EPO button. Send Calendar to Supplier To send the calendar to a supplier: 1. From the Jobs tab, click on the 2Wk link under the calendar. 2. Use the Subdivision, Job Name, Supplier, and Task Status drop down filters to narrow your search. 3. You must choose a single supplier from Supplier drop down filter to activate the / fax option. 34 Hyphen Solutions, Ltd Proprietary & Confidential

45 Chapter 5 Common Daily Tasks 4. Click the Show Tasks button. 5. In the Message field, type your message to the supplier. 6. Click the Transmit to Supplier button. Undo Task Completion In an integrated environment, reminders and memos can be undone at anytime, however purchase orders can only be undone before BuildPro sends the completion information back to the back office system. To undo a task completion: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. Choose Complete from the Task Status filter. 4. Click the Show Tasks button. 5. Click on the Task Name link you want to undo. 6. Click the Undo Complete Task button. The confirmation screen is displayed. 7. Click Undo Complete Task again. Research Order History You can only research the histories of purchase orders and memos. To research the order history of POs or memos: 1. From the Jobs tab, click on a Job Name link. 2. Click on the Job Mgmt Express link on the Left Nav Bar. 3. Click on a Task Name link. 4. Click on the Order # link. 5. Click on the History tab. Manage Tasks by Group in Task View To view tasks in Task View: 1. From the Jobs tab, click on the Box Scheduling on the Left Nav Bar. 2. If the Box Schedule page opens, click on the Switch to Task View link in the top left of the page. The Task View page opens. 3. Choose a Subdivision from the drop down filter. Hyphen Solutions, Ltd Proprietary & Confidential 35

46 Chapter 5 Common Daily Tasks 4. Choose a Phase Group from the drop down filter. 5. Choose any of the other filters you want to use. 6. Click on the Show Tasks button. The Task View page displays the task list for each job in your phase group. Note: To sort tasks by a certain column, click on a column heading that is underlined. The tasks will be resorted. To start or complete a task: 1. Choose a date from the Sticky Date field at the top of the page. Any date you click on will be replaced with the sticky date. To clear the sticky date, click the Clear Sticky Date button. 2. In the Start or Complete column, check the box next to the task you want to start or complete. 3. Click on the Update Tasks button. Youʹve started or completed your tasks. Manage Tasks by Group in Box Schedule To view tasks in Box Schedule: 1. From the Jobs tab, click on the Box Scheduling on the Left Nav Bar. 2. If the Task View page opens, click on the Switch to Box Schedule link in the top left of the page. The Box Schedule page opens. 3. Choose a Subdivision from the drop down filter. 4. Choose a Phase Group from the drop down filter. 5. Choose any of the other filters you want to use. 6. Click on the Show Tasks button. The Box Schedule page displays the task list for each job in your phase group. Note: The Lot/Blocks are listed in order of their sequence number, which is assigned on the Update Phase page in the Job Admin tab. 7. View more detail for each job by clicking on the + next to the lot number, which will show four columns (click the to hide the columns). Green Cell Task will be started or completed when you click Update Tasks. Red Cell Task needs action because task is behind schedule or needs to be rescheduled. Red Date Completed task with exceptions To start or complete a task: 1. Choose a date from the Sticky Date field at the top of the page. Any date you click on will be replaced with the sticky date. To clear the sticky date, click the Clear Sticky Date button. 36 Hyphen Solutions, Ltd Proprietary & Confidential

47 Chapter 5 Common Daily Tasks 2. To start or complete the task without changing the date, click in the Start Date or End Date field of your task. The cell will highlight in green. 3. To return the cell to its original state, click in the cell again. The green highlight will come off. 4. Click on the Update Tasks button. Youʹve started or completed your tasks. 5. On Box Schedule, to change a date but not start or complete the task, click on the Task Name link to open the Task Action pop up window. 6. Make any necessary changes, and click the Apply Changes button. The changed date will appear on the Box Schedule page. Click the Update Tasks button to save your changes. Hyphen Solutions, Ltd Proprietary & Confidential 37

48

49 6 Troubleshooting BuildPro Area Manager User Guide Objectives After completing this module, you should have a basic understanding of: Identifying Common Troubleshooting Issues Resolving Common Troubleshooting Issues

50 Chapter 6 Troubleshooting Troubleshooting Overview The following table shows some common troubleshooting issues and how to resolve them. TABLE 1. Common Troubleshooting Issues Issue All PO tasks are missing from the job. Vendor is not receiving BuildPro notifications. Wrong vendor on a PO task. Task started with wrong vendor. Task completed with wrong vendor. Task is missing from job in Build Pro. Job start date is incorrect. Wrong Construction Manager listed on the BuildPro Notifications. A job user cannot view job in BuildPro. A Reminder task is in the schedule but does not apply to the job. Need to skip a PO task that has not been started yet. Need to cancel a PO task that has already been started. Resolution Contact your Purchasing Assistant to correct the problem in the ERP System. Is there a Failed Fax alert on your home page? Update the E Destination, if necessary, and resubmit. If the E Destination is incorrect, contact your Purchasing Assistant to have it corrected in the ERP system. Before submitting, notify your Purchasing Assistant to have the vendor changed in the ERP system. Notify your Purchasing Assistant to immediately have the vendor changed in the ERP system. Immediately un complete the task. If you cannot, notify Accounting of this problem. Contact purchasing to check if a PO has been created. Contact Purchasing to have it corrected. Assign the correct user as the Primary User for the job. Assign the user to the job in Job User Assignment. Complete it. If it is left incomplete, it makes the entire stage appear incomplete. Call purchasing and have them cancel it in the ERP System. Or, skip the scheduled task in BuildPro. Contact your Purchasing department to have it canceled in the ERP System. Or, cancel the in progress task in BuildPro. 40 Hyphen Solutions, Ltd Proprietary & Confidential

51 7 ReportConnect BuildPro Construction Manager User Guide Objectives After completing this module, you should have a basic understanding of: Accessing reports Generating and viewing reports Printing and saving reports

52 Chapter 7 ReportConnect ReportConnect Overview The ReportConnect tab in BuildPro contains reports you can run about BuildPro information. There are several types of reports available to all BuildPro users. You can use these reports to view information such as job production levels, status, task completion, user activity, and supplier workload. You will only see a report or group of reports if those modules are turned on for your company and your security role has access to the ReportConnect tab. The reports are organized into several groups: Schedule Reports Activity Reports Vendor Load Reports Contact Information Reports Financial Reports Integration Reports Inspection Reports Access the Reports To access the reports: 1. Open and log into BuildPro. 2. Click on the ReportConnect tab. The existing BuildPro reports are listed in alphabetical order. 3. Click on a Report Name link. The report opens in a separate window. 4. Choose from any available filters. Note: If the report has required filters, indicated by a red star *, the Generate Report button is disabled until you choose those filters. 5. Choose a Format for the report from the toolbar: HTML (Default) Acrobat PDF Excel 6. Click the Generate Report button. The report will open in the format you chose. Note: If you change the report format or any of the filters, the report will blank out. Click the Generate Report button to regenerate the report based on the new filters. 7. If the report contains hyperlinks, click on the link to drill down into the report. A detail page opens in a separate window. (Drill downs are only available on the HTML format.) Note: Each drill down opens in a separate window so you can view all of the reports at one time. 42 Hyphen Solutions, Ltd Proprietary & Confidential

53 Chapter 7 ReportConnect Install Microsoft ActiveX To view and print the new reports more successfully, you will need install the Microsoft ActiveX Control. The first time you try to open a new report, you may get a security warning window like the example below. FIGURE 1. Security warning Or, if you have a pop up window blocker on your computer, you may see the following warning at the top of the report window. FIGURE 2. Security warning in pop-up window blocker Just click Install to install the ActiveX it only takes a minute or so. The ActiveX Control helps control more of the default printer settings, so your HTML reports print as desired. Hyphen Solutions, Ltd Proprietary & Confidential 43

54 Chapter 7 ReportConnect Report Toolbar The report toolbar is at the top of every report, just under the filters. This toolbar provides the basic tools for viewing the reports. When you open each report, you will see this toolbar, but once you generate the report, you will only see this toolbar for HTML reports. The PDF and Excel formats have their own toolbars for printing and saving FIGURE 3. Report toolbar Use the report toolbar to: Page through the report using the arrows or by entering the page number. Zoom to different page sizes. Search for a word or phrase. Change the viewing format of the report. Print the report. Generate the report. Dependent Filters If the report has required filters, indicated by a red star *, the Generate Report button is disabled until you choose those filters. Some filters depend on other filters before they can be populated. For example, you must choose a division before choosing a community and then a job. For some reports, once the first required filter is chosen, the dependent filters automatically fill with default values. FIGURE 4. Daily Exception report - dependent filters FIGURE 5. Daily Exception report - dependent filters filled in 44 Hyphen Solutions, Ltd Proprietary & Confidential

55 Chapter 7 ReportConnect Sometimes a required filter does not actually depend on another filter, but it may not become available until the first filter is chosen.* For example, the Task Type filter in the Builder User Performance report does not require an Organization to populate the list. But, the Task Type filter does not become available until an organization is chosen. *Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the dependent filter settings may change. FIGURE 6. Builder User Performance report - dependent filters After the first required filter is chosen, most reports automatically fill in the other required filters with defaults to save the user time and clicks. Multi-Select pop-up window You will see this button next to all multi select filters. Sometimes the multi select filter is also a dependent filter, so you may not be able to choose options from this filter until you have chosen other filters. For example, on the Graphical Subdivision Overview report, you must choose a Subdivision and a Phase before you can choose a job. Then, you can click on the button to open the pop up window. FIGURE 7. Multi-select filter Certain multi select filters default to ʹAll.ʹ When you click the multi select filter button, the popup window opens showing the default value. Since this is a multi select filter, the ʹAllʹ option does not automatically de select when you choose another option from the option list. You need to clear the default option before you choose any other options. Click the Clear All Selections button to clear all filter options and ensure that your report filters only by what you choose. Some multi select pop up windows have a large number of items. Each page of the pop up window shows 20 items at a time. If more than 20 items appear in the pop up window, you will see page links for the extra pages at the top and bottom of the filter list. You can see the total number of items in the pop up window at the bottom of the pop up window, just above the OK button. To choose options from the multi select pop up window: 1. Click the Multi Select button. The Multi Select pop up window open in a separate window. 2. Click the Clear All Selections button. Note: Some pop up windows default to All. If you don t want All, you must click this button to clear all the selections from the pop up window. Hyphen Solutions, Ltd Proprietary & Confidential 45

56 Chapter 7 ReportConnect FIGURE 8. Multi-select filter that defaults to All 3. Under the Clear All Selections button, click the page link you want to open. Note: If the pop up window has less than 20 options, you will only see page Click the check box next to each option to choose it. You can choose options from multiple pages. 5. Click the 1 link to return to the first page. 6. Click OK to save your filter choices and close the pop up window. FIGURE 9. Multi-select pop-up window - Page 1 and 2 46 Hyphen Solutions, Ltd Proprietary & Confidential

57 Chapter 7 ReportConnect Filter Multi-Select Options If many pages of filter options come up, you can filter those options by entering criteria in the Filter Results By: box. For example, if you enter ʹsouthʹ in the box below and click Apply Filter, you will only see jobs that have the word ʹsouthʹ in their job name. The filtered list shows the total number of items that meet the filter criteria at the bottom of the box. It also indicates that the list is Filtered. Click Clear Filter to take off the filter. FIGURE 10. Multi-select pop-up window - filter applied Select Date Filter On some reports, you will see this button next to the date filter. Some date filters already have a default filter set, but this button allows you to change what type of date filter you want to use. Note: Not all reports with the Select Dates filter have all the date options shown below. Hyphen Solutions, Ltd Proprietary & Confidential 47

58 Chapter 7 ReportConnect FIGURE 11. Select Date filter - Builder User Performance report Select Dates filter options: Custom Filter the report by a range of dates. Click on the arrow to choose dates from the date picker. Today Filter the report by todayʹs date. Yesterday Filter the report by yesterdayʹs date. Next X Days Filter the report by dates that fall in the next X days, which includes today. Enter a number in the days box. Last X Days Filter the report by dates that fall in the last X days, which includes today. Enter a number in the days box. This Week/Month/Quarter Filter the report by dates for the current week, the current month, or the current quarter. This Week starts on the Sunday before today and goes through Saturday. This Month starts on the first day of the current month and goes to the last day of the month. To Date Week/Month/Quarter Filter the report by dates for the week to date, the month to date, or the quarter to date. Week to Date starts on the Sunday before today and goes through today. Month to Date starts on the first day of the current month and goes through today. Quarter to Date starts on the first day of the current quarter and goes through today. Last Week/Month/Quarter Filter the report by dates for last week, last month, or last quarter. Last Week is the previous Sunday through Saturday. Last Month is the first 48 Hyphen Solutions, Ltd Proprietary & Confidential

59 Chapter 7 ReportConnect through last day of the previous month. Last Quarter is the first day through last day of the previous quarter. No Date Filter Choose this option to have no date filter on your report. Sort Capability Columns on some reports have sorting capability, just like the old reports. When you see this sort icon next to the column name, that means the column can be sorted. Click on the sort icon once to sort in ascending order. Click on it again to sort the column in descending order. You can tell a column has a sort set on it by the ascending or descending icon next to the column name. FIGURE 12. Column with sort capability The Acrobat (PDF) and Excel software restrict two aspects of the report sorting capability: The column sort is not saved if you change the report format. For example, you sort the Adjusted Start Date column in ascending order in the HTML format. If you regenerate the report in Excel or PDF format, all the columns revert back to the default setting. So, when you view the report in Excel or PDF, the sort does not apply. You can use the Excel tools to sort the columns in Excel, but not in the PDF. Acrobat does not allow sorting in the PDF format. Once you generate a report in PDF format, you can no longer sort any of the columns. This is because when you create a PDF, you are taking a picture of the report that is frozen and can no longer be edited. You can change the filters and regenerate the report, but sorting is unavailable. Due to recent changes in the Microsoft Reporting Services software, these two issues exist, but Hyphen developers are working to resolve these issues before all the reports are promoted to Production. The sort capability only applies to one page at a time. When you click the sort icon on the first page of the report, the column only sorts items on that page. It does not sort items on the succeeding pages. This is because the report is separated into individual HTML pages to make viewing and printing easier. The HTML sort capability can only apply to one HTML page at a time. So, make sure you view the other pages of the report to get all of the information you need. The column sort is not saved if you click between pages. For example, you sort the Adjusted Start Date column in ascending order on the first page of the report. Then, you click over to another page of the report and then click back to the first page. The sort on the Adjusted Start Date column is no longer there. The column reverts back to its default state. Hyphen Solutions, Ltd Proprietary & Confidential 49

60 Chapter 7 ReportConnect View & Print HTML Reports For reports that you often run, you should check the printer settings for those to make sure everything is correct. The page orientation of your report should be correct, but depending on what size paper your printer contains, you may need to adjust the paper size. The printer settings are less reliable in the HTML format, because each browser handles printing differently. But, the HTML format is the only format that allows drilling down into detail pages, so you can print and generate as many reports as you like in this format. Because of some restrictions in the Microsoft software, some HTML reports may print on an unexpected size of paper if the printer has multiple trays.* This only affects some large printers that have trays for different paper sizes, like letter size paper (8.5ʺ x 11ʺ) and legal size paper (8.5ʺ x 14ʺ). Smaller printers with single trays print correctly. *Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the HTML printer settings may change. To print a report in HTML format: 1. Open the report, choose from the filters, and click the Generate Report button. The report will default generate in HTML. 2. Click the print icon on the report toolbar. The Print dialog box opens. 3. To verify or change printer settings, click the Properties button to open the printer settings for your printer. 4. Check that the page orientation and paper size are correct, and change them if necessary. 5. Click OK to close the Properties box. 6. Click OK to print the report with the current printer settings. FIGURE 13. Print dialog box - HTML 50 Hyphen Solutions, Ltd Proprietary & Confidential

61 Chapter 7 ReportConnect View & Print PDF Reports The PDF format provides a lot of advantages, especially in saving and printing. You can only save the reports in the PDF or Excel formats. You cannot sort or drill down to detail pages in a PDF, but it is the best way to print reports. Acrobat has more default printer settings, so you do not need to adjust them to print your report. Remember, once you export your report to PDF, you cannot drill down into detail pages. If a report has drill downs, you should open each drill down before you generate the report in PDF format. You must generate the report in HTML to drill down into the detail pages. Note: If your computer does not have Adobe Reader, you need to download it to view a PDF file. Download Adobe Reader for free at To view and print a report in PDF: 1. Open the report. 2. On the report toolbar, choose the Acrobat (PDF) file option from the Format drop down list. 3. Click the Generate Report button. The PDF report opens in the same window, displaying the Acrobat PDF toolbar. Use this toolbar to view, print, and save the PDF report. FIGURE 14. PDF toolbar 4. Change the Zoom to zoom in or zoom out on the report. FIGURE 15. Zoom on the PDF toolbar 5. Click the save icon on the PDF toolbar to save the PDF file on your computer. 6. Click on the PDF print icon in the PDF toolbar. The Print dialog box opens. 7. Click OK to print the report. Hyphen Solutions, Ltd Proprietary & Confidential 51

62 Chapter 7 ReportConnect FIGURE 16. Daily Exception report in PDF format. View Excel Reports When you export the report to Excel, a few things may need to be adjusted before you print your report. Remember, once you export your report to Excel, you cannot drill down into detail pages. If a report has drill downs, you should open each drill down before you generate the report in Excel. You may encounter three main issues when you export a report to Excel: Hidden text Rows may need to be expanded to show all of the text in that row. Non repeating column headers The Excel column headers do not automatically repeat on every page of the report. Unfrozen column headers The Excel column headers are not frozen, so they move when you scroll through the report. Hidden Text When a report is exported to Excel, the height of a row does not automatically expand for wrapped text if the first column does not contain wrapped text.* *Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the wrapped text setting in Excel may change. 52 Hyphen Solutions, Ltd Proprietary & Confidential

63 Chapter 7 ReportConnect FIGURE 17. HTML report - Stage(s) in Progress row shows nine stages On the Job Close by Month Detail example above, the job has nine Stages in Progress showing. But when the report is exported to Excel, below, that job only shows one stage. That row needs to be expanded to show the rest of the stages. FIGURE 18. Excel report - Stage(s) in Progress rows shows one stage Hyphen Solutions, Ltd Proprietary & Confidential 53

64 Chapter 7 ReportConnect To expand the row: 1. Click on the line under the row number you want to expand. The expand tool appears. FIGURE 19. Expand row 2. Drag the expand tool down until all the text is showing. FIGURE 20. Stage(s) in Progress row expanded to show all nine stages Non-Repeating Column Headers When a report is exported to Excel, the column headers are not included in the Rows to repeat at the top setting. Therefore, although the report title and filters print on all pages, the column headers only print on page one.* *Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the repeat column headers setting in Excel may change. To repeat the column headers on every page: 1. Generate the report in Excel. 2. In Excel, click on File in the menu bar, then Page Setup. The Page Setup dialog box opens. FIGURE 21. Page Setup dialog box 54 Hyphen Solutions, Ltd Proprietary & Confidential

65 Chapter 7 ReportConnect 3. Click the Sheet tab. 4. In the Rows to repeat at top section, change the value $1:$4 to read $1:$5. Note: Adding one row corrects most reports, but you may need to add more depending on how many rows the filters take up. 5. Click OK to apply your settings and close the dialog box. Non-Frozen Column Headers That same Microsoft defect also affects whether you can see the column headers when you scroll through the report. The column headers are not automatically frozen, so when you scroll through a report in Excel, you will not be able to see the column headers.* *Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the freeze column headers settings in Excel may change. To freeze the column headers: 1. Generate the report in Excel. 2. In Excel, click on Window in the menu bar, then Unfreeze Panes. 3. Click on Window again, then Remove Split. 4. Place the cursor in Column A under the first column header. FIGURE 22. Excel report - click under the first column header 5. Click on Window, then Freeze Panes. This includes the column headers in the frozen rows. Hyphen Solutions, Ltd Proprietary & Confidential 55

66 Chapter 7 ReportConnect Print Excel Reports To print the report in Excel: 1. Generate the report in Excel. 2. Before you print the whole report, test print the first page to see if your report prints as desired. 3. If necessary, adjust the Page Setup. Click File, then Page Setup. The Page Setup dialog box opens. FIGURE 23. Page Setup dialog box 4. On the Page tab, change the Scaling by typing in 95 or by clicking the down arrow. Note: Changing the scaling to 90% or 95% will almost always adjust your report to the best size for printing, but you may need to adjust it further. 5. Click OK to apply your settings and close the dialog box. 6. Click the Print icon in Excel to print your report. 56 Hyphen Solutions, Ltd Proprietary & Confidential