KETTLE SYSTEM SCHEDULER

Transcription

1 PREPARED BY: THE SALVATION ARMY INFORMATION TECHNOLOGY DEPARTMENT KETTLE SYSTEM SCHEDULER REVISED: NOVEMBER PHONE: (416)

2 TABLE OF CONTENTS INTRODUCTION...1 CAMPAIGN DATES...1 MODIFY CAMPAIGN DATES...1 DELETE CAMPAIGN DATES...1 ADD CAMPAIGN DATES...1 KETTLE LOCATION...2 SETUP KETTLE LOCATION...2 ADD KETTLE SHIFTS...3 EDIT KETTLE LOCATION...4 DEACTIVATE KETTLE LOCATION...4 DELETE SHIFT FROM KETTLE LOCATION...5 KETTLE WORKER...6 SETUP KETTLE WORKER...6 ADD SHIFT AVAILABILITY...7 DELETE SHIFT AVAILABILITY...7 EDIT WORKER INFORMATION...8 SCHEDULE BUILDER...9 ADD SCHEDULED SHIFT...9 DELETE SCHEDULED SHIFT RE-SCHEDULE WORKER PRINT SCHEDULE PRINT INDIVIDUAL WORKER SCHEDULE KETTLE CALENDAR SCHEDULE WORKER WITHIN CALENDAR CONFIRM HOURS WORKED ENTER INCOME WITHIN CALENDAR CHANGE MONTH IN CALENDAR REPORTS SUBMIT REPORTS VIEW REPORTS View Report in Acrobat Reader View Report in Microsoft Excel PRINT REPORTS Print Report in Acrobat Reader Print Report in Microsoft Excel SAVE REPORTS Save Report in Acrobat Reader Save Report in Microsoft Excel CHECK FOR UPDATED REPORTS COMMON REPORTS Daily Donation Report Daily Schedule Report Daily Schedule Report by Shift Kettle Location Listing Kettle Worker Listing Payroll Report Profit Summary Report by Campaign Date i

3 INTRODUCTION The Kettle System is cost effective, user-friendly, flexible, accessible anywhere there is an Internet connection, requires no local backup, and offers a variety of reports. When you first log into the Kettle System confirm that the correct Ministry Unit and Campaign Year is selection. You will see this on the left-hand side of the screen. CAMPAIGN DATES DHQ sets the campaign dates for the entire division. However, the MUAdmin at the Ministry Unit level can modify the campaign dates to better suit the Ministry Unit s own schedule. MODIFY CAMPAIGN DATES 1. Click + Administration in left pane. 2. Click Campaign Dates. Administration Campaign Dates 3. Click Go to display the list of dates. Go DELETE CAMPAIGN DATES 1. Click the check box on any date you wish to delete from the campaign. 2. Click Save. Click to check in delete box Save ADD CAMPAIGN DATES 1. Click Add more dates. Add More Dates 2. Click the calendar icon to open the calendar. 1

4 3. Click Save. Click month title to display all Calendar icon months. Click desired month Sav e Save Calendar icon Click desired date KETTLE LOCATION Kettle locations are used to describe the physical sites of your kettle. SETUP KETTLE LOCATION In order to schedule and record income into kettles, you will require Kettle Locations. 1. Click Setup Kettle Locations. Setup Kettle Locations 2. Confirm the kettle location does not already exist by clicking drop down for kettle location. Setup Kettle Locations 3. Click New at the top of your screen if you do not see the location in the list. Setup Kettle Locations 4. Enter the information associated with the new kettle location. Note: information marked with a red * is required. Complete desired fields all fields marked with * must be completed 5. Click Save. Save 2

5 ADD KETTLE SHIFTS Kettle shifts are used to add days and times available to a kettle location to indicate when the kettle will be at a particular location. 1. Click the desired kettle location. Kettle Locations 2. Click to select the days and the times the kettle will be at this location. Note: You can use ctrl key to select locations and times that are not listed sequentially. You can use shift key to select locations and times that are listed sequentially. 3. Click Save. Days Times Save 4. The bottom grid will be populated with your selection of days and shifts. 3

6 EDIT KETTLE LOCATION 1. Click Setup Kettle Locations. Setup Kettle Locations 2. Click the drop down to see the list of available kettle locations. Drop-down 3. Click to select desired kettle location. Available locations 4. Make any changes as required by typing over the existing information. 5. Click Save. Save DEACTIVATE KETTLE LOCATION 1. Click Setup Kettle Locations. Setup Kettle Locations 2. Click the drop down to see the list of available kettle locations. Drop-down 3. Click to select desired kettle location. 4. Click the box to remove check from Active.. Click to remove check Available locations 5. Click Save. Save 4

7 DELETE SHIFT FROM KETTLE LOCATION 1. Click Setup Kettle Locations. Setup Kettle Locations 2. Click the drop down to see the list of available kettle locations. Drop-down 3. Click to select desired kettle location. 4. Click desired kettle shift from the grid. Available locations Click to select desired kettle shift 5. Click Delete. Delete 5

8 KETTLE WORKER In order to create a schedule for kettle locations, you will be required to set up kettle workers. SETUP KETTLE WORKER 1. Click Setup Kettle Worker. Setup Kettle Worker 2. Confirm the worker does not already exist by searching for the worker. 3. Type last name of worker. 4. Click Search. Type Worker Name for search Click Search 5. If the worker is not returned by the search, click Setup Kettle Worker to exit the search screen. Setup Kettle Worker 6. Complete the details of the Kettle Worker/Coordinator Demographic Information screen. Note: Fields with an * must be completed as required fields. Complete worked information fields 7. Click Save. Save 6

9 ADD SHIFT AVAILABILITY Shift availability refers to the locations, days and shifts the worker is available to person the kettle. In order to use the schedule builder, you must have kettle locations, days and shifts assigned to the workers. Note: You can use ctrl key to select locations and times that are not listed sequentially. You can use shift key to select locations and times that are listed sequentially. 1. Click to select Kettle Locations. 2. Click to select Shifts. 3. Click to select Days 4. Click Save. Kettle Locations (1) Shifts (2) Days (3) Save (4) 5. The selected shifts are then displayed on the bottom grid. DELETE SHIFT AVAILABILITY Delete shift availability is used to remove shifts from the worker if the worker has deemed that they are no longer able to complete the shift. 1. Search for the worker. 2. Click desired worker to open the worker information. 3. Click the shift that the worker needs to be removed from. Click desired shift 4. Click Delete. Delete 7

10 EDIT WORKER INFORMATION 1. Click Setup Kettle Worker. 2. Type last name of worker. 3. Click Search. Setup Kettle Worker Type Worker Name for search 4. Click to select the desired name from list. Click desired name 5. Modify the information for worker by typing over current information or adding new information by completing fields that do not already contain information. Modify existing information New information 8

11 SCHEDULE BUILDER The Schedule Builder will allow you to schedule workers to kettle locations based on worker availability. Note: Locations will appear based on the Date chosen; Shifts will appear based on the Location chosen; and Worker will appear based the Date, Location and Shift selected. 1. Click Schedule Builder. Schedule Builder 2. Previously scheduled shifts (if any) will appear in a list on the bottom portion of the Schedule Builder screen. Shifts already scheduled ADD SCHEDULED SHIFT 1. Click Schedule Builder. Schedule Builder 2. Click drop-down to select Campaign Date. Select campaign date 3. Click drop-down to select Kettle Location. Click Kettle Location 9

12 4. Click drop-down to select Shift. Click desired shift 5. Click drop-down to select Worker. Click desired worker 6. Click Save. Save 7. The shift is now added to the grid. DELETE SCHEDULED SHIFT 1. Click Schedule Builder. Schedule Builder 2. From the Schedule Builder screen, select the shift in the Schedule History list. Click desired shift 3. Click Delete. Delete 4. Click OK to confirm Delete. OK See also: Reschedule Worker (below) 10

13 RE-SCHEDULE WORKER When a worker is unable to work a scheduled shift, you are able to re-schedule the shift. 1. Click Re-schedule Worker. Reschedule Worker 2. Click to select Worker Name. Worker Name 3. Click GO. GO 4. Place a check-mark in the Select Box next to the shift that needs to be re-scheduled. Check desired shift 5. If there is a worker willing to cover the shift, select the Available Worker from the drop-down list. Click desired available worker 6. Click Save. Save 7. Click OK to the message stating that the re-scheduling is complete. OK 11

14 PRINT SCHEDULE 1. Click Schedule Builder. Schedule Builder 2. The schedule will display in the bottom pane. Schedule 3. Click Print. Print 4. Cick to select your printer. Click to select printer 5. Click Print. Print PRINT INDIVIDUAL WORKER SCHEDULE 1. Click Schedule Builder. Schedule Builder 2. Click Print_Schedule. Print_Schedule 3. Click drop-down to select desired worker. 4. Click Ok. Desired Worker Ok 5. Click File, Print. File Print 12

15 KETTLE CALENDAR The Kettle Calendar will allow you to view locations where kettles are placed on a certain day, as well as the scheduled workers for that location. 1. Click Kettle Calendar. Kettle Calendar When the calendar opens you will see where kettles are located on certain dates and whether the shifts for that date have been scheduled. The X denotes that there s an incomplete work schedule. The * denotes that there s incomplete work hour(s) (all hours are not confirmed). The $ denotes that there s incomplete income. Kettle locations based on dates 2. To view more information associated with a kettle on a certain date, click the desired Location in the calendar. The information for currently scheduled shifts for the location is displayed in the top grid. 13

16 SCHEDULE WORKER WITHIN CALENDAR 1. Click Enter Schedule if you wish to schedule a worker for this location, on that date. 2. The schedule builder screen opens. 3. Click drop-down to select the Shift 4. Click drop-down to select the Worker. Enter Schedule Click to select shift Click to select worker 5. Click Save. Save 6. Repeat steps 3 & 4 if you wish to input more scheduling for that date. 7. Click Close when completed. Close 8. The X will no longer be displayed once all shifts have been scheduled for that particular kettle/date. CONFIRM HOURS WORKED 1. Enter the Hours Worked 2. Check Confirmed for any of the workers listed for that particular location and date. 3. Click Save. Shift location Shift date Shift time Enter hours worked (1) Check to confirm (2) Worker Save (3) 3. The * will no longer be displayed once all the hours worked have been confirmed. 14

17 ENTER INCOME WITHIN CALENDAR 1. Click Enter Income if you wish to enter the income received for this location, on that date. Enter Income 2. Enter the Total Income for the day associated with the Kettle Location. Enter total amount Enter comment on Click Special Special event Event 3. If you wish to enter the entry as a Special Event or provide a Comment, you must do both. 4. Click Save. 5. The $ will no longer be displayed when the income has been entered for that particular kettle/date. 6. Click Close. Close Save Note: When information has been updated for a particular kettle/date combo you may need to click Refresh in the Location/Date info box that is opened above the calendar. Refresh CHANGE MONTH IN CALENDAR 1. Click Next to move to a future month. 2. Click Previous to move to an earlier month. Previous month. Next month 15

18 REPORTS The Kettle program offers various pre-defined reports. There are different categories of reports. Local ministry units can run Income Recorder Reports. DHQs can run reports based on all ministry units in the division and THQ can run reports for all divisions and ministry units across territory. The report that is created is a snapshot at a particular point in time. The reports are available under My Recent Reports. The reports stay in this view for 5 days and then the reports are automatically removed by the system. The reports are generated in either pdf format which requires Adobe Acrobat Reader to open and view the report or in Microsoft Excel format which requires Microsoft Office to open and view the report. You can re-run the reports any time you wish. SUBMIT REPORTS 1. Click + Reports. Click+ Reports 2. Click Income Recorder Reports. Click Income Recorder Reports or Ministry Unit Reports 3. Click the desired report from the list. 4. Set Report Parameters. Note: The parameters may be different with each report. Choose a report Set parameters for the report a. Click Calendar Icon to set the Date From: or Start Date: and Date To: or End Date: fields. Start Date End Date 16

19 b. Choose a date from the calendar for Start and End Dates. Click Month Click to choose a month Click to choose a day c. Click the desired category, vendor, or kettle location of report you wish to run. This choose id dependent upon the report you are creating. Click all to run all categories, vendors, or kettle locations. 5. Type the name of your report. 6. Click Submit. Submit Report Name 7. Click OK to Report Submitted message. OK 17

20 VIEW REPORTS 1. Click +Reports. 2. Click My Recent reports. My recent reports 3. Click the report name to open the report. Report name VIEW REPORT IN ACROBAT READER If the report opens in pdf format, it cannot be modified. If you hover over the bottom of the report with your mouse, a window will appear showing a variety of options for viewing the report. Decrease page Advance page size up Advance page down Enlarge page size 18

21 VIEW REPORT IN MICROSOFT EXCEL If the report opens in Microsoft Excel format, it can be modified. 1. Click Open if the report displays as an excel file. Opens the file When the file is open in excel, you can remove any columns that are blank or that you do not require. 1. Click the column label to highlight the column you wish to delete. 2. Click Home tab. 3. Click Delete. Home Column label - Entire column will highlight Delete 4. Click Delete Sheet Columns. Delete Sheet Columns 5. Click File, Save to save the updated file. 19

22 PRINT REPORTS The report must be displayed on the screen to print the report. PRINT REPORT IN ACROBAT READER 1. Click Printer Icon. Printer icon 2. Choose a printer for the report if you have more than one printer installed. 3. Click Print. Click drop-down to choose printer Print PRINT REPORT IN MICROSOFT EXCEL 1. Click File, Print. File Print 2. Choose a printer for the report if you have more than one printer installed. 3. Click Print. Click drop-down to choose printer Print 20

23 SAVE REPORTS The reports may be one of two formats. The procedure for saving the report will depend upon the format that you run it in. Reports must be displayed on screen to be able to save the report. SAVE REPORT IN ACROBAT READER 1. Click Save icon. Save icon 2. Choose the location to save the file. 3. Type a name for the report. 4. Click Save. Click drop-down to select the location for saving file Type a name for the report Save SAVE REPORT IN MICROSOFT EXCEL 1. Click Report link to open the report. 2. Click File, Save as. File 3. Choose a location to save the report. 4. Click Save. Save As Click drop-down to select the location for saving file Type a name for the report Save 21

24 CHECK FOR UPDATED REPORTS If the report has not completed processing, you can refresh to update completion of report. The report is ready to open when the Report Link is underlined. Processing Refresh COMMON REPORTS The most frequently used reports in Kettle Program for users with MUAdmin (Scheduler) access is Ministry Unit Reports. These reports offer many different ways to get information for a variety of purposes. DAILY DONATION REPORT The Daily Donation Report allows you to select a date range by selecting a beginning and ending date. The information is sorted based on date. It displays each kettle location and the total for each location. The final page of the report will show the grand total for the specified date range. The output of the report is Acrobat Reader format. Total for day Total for date range 22

25 DAILY SCHEDULE REPORT This report provides the schedule based on kettle location. It provides a quick way to view if there are any shifts to be filled for a particular location. You can run the report for a range of days. You can choose to sort the report by location or by kettle worker. The output of the report is Acrobat Reader. DAILY SCHEDULE REPORT BY SHIFT This report provides the schedule based on shifts so it is easy to determine which worker is responsible for each shift for each day. You can run the report for a range of days. The output of the report is Microsoft Excel format. KETTLE LOCATION LISTING This report gives a list of kettle locations and the full mailing address. It includes the category and the vendor group for the kettle location. It is a good way to get a list of all the physical locations of the kettles. It runs in excel format so you can manipulate the columns if desired. It is a good report to use as a mail merge file with Microsoft Word. 23

26 KETTLE WORKER LISTING This report provides the contact details of each worker. PAYROLL REPORT This report provides total hours worked for each kettle worker, along with earnings information for payroll purposes. Campaign Date PROFIT SUMMARY REPORT BY CAMPAIGN DATE This report provides a total of daily donations based on date plus expenses for the date. It also calculates the net income for each day and a final amounts over the chosen date range. The report output is in Acrobat Reader format. 24