User Guide. Copyright 2015 Cody Consulting Group, Inc. All Rights Reserved. Patent Pending. CodySoft User Guide V3.0

Transcription

1 1 User Guide For use with application release 3.0, April 25, 2015

2 2 Table of Contents Contents Chapter One: Accessing the Collateral Management Module Accessibility... 6 To log in:... 6 To change your password:... 6 Notification s... 6 Notification Message Center (Quick View)... 7 To turn off notification s (IMPORTANT HINT)... 8 If you are not receiving CodySoft s:... 8 To redirect your incoming notification s to a new folder within Outlook:... 8 Dashboard... 9 To select a project or task from the dashboard:... 9 To customize your dashboard view:... 9 Other Links on the Dashboard: Project Form Project Requestor To create and submit a draft project: Traffic Management Functions Project Record (Traffic and Project Managers) Overview of project tabs: To search for projects using the search function: To create a new project from an existing project (Copy project function): To create a project using New Project link (Project/Traffic Managers):... Error! Bookmark not defined. Project Statuses: Approving and Declining New Projects a. Project status options: Approved status for Projects: Declined status for Projects:... 18

3 3 Project status options: Schedules and Tasks Assigned Tasks To update progress on a task from the dashboard: To update progress on a task within the project record: To complete a task from the dashboard: To complete a task within the project record: TRAFFIC/PROJECT MANAGERS Schedule/task options within the project record s Task tab: To create and assign tasks using Add Task: To upload saved tasks to a project record: To save tasks for future use: To save tasks for future use as a project schedule template: To apply a saved project schedule template to a project record: To create a new project schedule template: To edit tasks: Templates and Versions To add a Word Document as a CodySoft Editor Template: To view or edit a CodySoft Editor Template: To add a File Template To edit or review a File Template To add an Excel Template To edit or review an Excel Template To approve a template (NEW): To create a version from a File Template (MCE Projects): To create a version from a File Template (Non-MCE Projects): To create a version from a CodySoft Editor Template (MCE Projects): To create a version from a CodySoft Editor Template (Non-MCE Projects): To approve a version: Version Naming Convention Data-merged Versioning The data file: The rule: The document template: To create data-merged versions from a document template:... 28

4 Discussions To add a new Discussion: To add a comment to a Discussion: To close a Discussion: System Administration To add users and assign permission levels: b. First Name a. Cody will work with you to establish user groups based on your needs. Please contact your system administrator to help create user groups Admin dashboard: Compliance COMPLIANCE STAFF Overview of compliance dashboard: To create a compliance entry for a version: To change the status of a compliance entry s disposition: Rules To create a simple rule: To create a complex rule: To insert a rule within a document template: To search for a rule: Regulatory AnalyzerTM Library Overview of assets: To add a new asset to the library: To search for an asset: Inventory To access your current inventory records: Overview of inventory menu: Reports (Standard) To access reports: From the main menu bar, click Reports Overview of reports: To download reports into Excel (or other formats):

5 Reports (Custom) Kitting To create a kit: Click Save To edit a kit: To download a kit to a Zip file for easy transfer to a print vendor: Support

6 6 CodySoft s Collateral Management Module is an easy-to-use, single-source solution for your marketing materials creation processes, from project inception/intake through inventory management. The platform incorporates project management, document creation, compliance tracking, inventory management, production staging, reporting tools and assets management all in one system. Use this guide as a tool to help you navigate the Collateral Management Module and provide you with step-by-step instructions for common system operations. If you have questions, please contact your CodySoft administrator. Accessibility After you are added as a user within the Collateral Management Module, a temporary password is ed to you for your initial login to the system. To log in: 1. Using your confirmation click to 2. To save time, bookmark the URL for future access. 3. The log-in fields will appear. Enter your User Name ( address) and Password. 4. After you log in, you will be prompted to create a new password. (New users only.) To change your password: 1. For existing users: Within CodySoft, click on the Profile link in the upper right side of your screen. The Edit Profile screen will appear. 2. Click on the Password tab to change your password. Notification s The Collateral Management Module has been designed to send you auto-generated messages to notify you of various project- related items such as letting you know your project request has been approved, you have been assigned a project task, or a discussion has been created for your project. The Collateral Management Module now has a Message Center where you can access all notifications.

7 7 Notification Message Center (Quick View) The Quick View notification window will display your 5 most-recent notification messages. To see more, click on View All. You will be brought to your Message Center: From this view, you will be able to locate messages by date or subject. You can also archive your messages and view old messages here.

8 8 To turn off notification s (IMPORTANT HINT) Should you choose to opt-out of receiving notifications, you can change your settings by using the Profile link at the top right hand corner of any screen in CodySoft. Go to Edit Profile/Settings to opt out of receiving notifications. Should you choose to continue receiving notification, you ll want to ensure these notifications arrive safely in your inbox. In order to do so, you may need to add the CodySoft.com domain to your Safe Senders/Recipients lists in Outlook. If you are not receiving CodySoft s: 1. Check to see if your system is redirecting the s to your bulk/junk folder. 2. If the s are in your bulk/junk folder, right-click on one of the s to display the pull-down menu. Select Junk > Never Block Sender s Domain (@example.com). To redirect your incoming notification s to a new folder within Outlook: 1. Within Outlook, create the folder in which you want to store your incoming CodySoft notification s. To do this, right-click on your Inbox folder and select New Folder. You may wish to name this folder CodySoft. Click OK. 2. To create a rule that redirects your incoming notification s to this folder, access Manage Rules & Alerts within Outlook. (Outlook 2003/2007 users: Tools > Rules & Alerts; Outlook 2010 users: File > Info > Manage Rules & Alerts) a. The Rules & Alerts window will appear. b. Click New Rule icon for the Rules Wizard. c. Step 1: Select a template. Select Start from a blank rule Apply rule on messages I receive. Click Next. d. Select condition. Check the box for from people or public group. e. Step 2: Edit the rule description. Click on people or public group. f. In the From box, type admin@codysoft.com. Click OK. g. Step 1: Select action. Select move it to the specified folder. h. Step 2: Edit the rule description. Click on specified. i. Chose the folder you created above. Click OK. j. Click Next. (There are no exceptions for this rule.) k. Click Next. l. Step 1: Specify a name for this rule. (Name the rule.) m. Step 2: Turn on this rule. (Check this box.) n. Click Finish.

9 9 Dashboard The dashboard is the first screen you see after you log onto the Collateral Management Module. It provides you with at-a-glance views and convenient access to your projects, tasks, discussions and compliance submissions. Your view is customizable and is unique to your access role. To select a project or task from the dashboard: 1. From a section on your dashboard, click on the project s job number (or project request number). 2. This will direct you to a project record (or project request form). To customize your dashboard view: 1. To minimize or expand a section, click on the symbol located on the right side of the section s title bar. To minimize, click the dash (-); to expand, click the plus (+). 2. Expand table from 5 to 25 rows. Use the Expand Table feature to expand your view of any section on the Dashboard from 5 to 25 rows. When you log off, CodySoft will remember your last selection. 3. To sort a column on the Dashboard, click the column header. 4. To filter results in a column, type the first letter or letters of the information you are looking for. Please note that this feature is case-sensitive. You can also sort by date by using the calendar widget. 5. To reorder the tabs on the Dashboard, simply drag and drop the tab into the desired position. Filtering by Date

10 Other Links on the Dashboard: 10 Depending on you level of access, you will see the following links within the dark gray toolbard on the top of every page within the Collateral Management Module. Links on the Dashboard 1. Home This link will return you to the dashboard. If you hover over this link, you ll see a submenu item called Main Dashboard. This will take you to the CodySoft platform dashboard, where you can launch other of the other CodySoft modules your company has licensed. For more information on these modules, please contact your CodySoft administrator. 2. Projects - Clicking this link will take you to a list of active projects. Hovering over this link will reveal a sub-menu where you can navigate to new projects, schedule templates, and to a project search page. 3. Rules Clicking this link will bring you to a list of the rules that have been created for use within the CodySoft editor. Hovering over this link will allow you to access links to create new rules and to search for existing rules. 4. Library Clicking this link will take you to your Collateral. Module library. There, you will find the digital assets that are being stored for use within the application. They include images, logos, content, data assets and final versions of documents created with the application. Hovering over this link will reveal a sub-menu with links to assets, versions, document kits, legacy materials and the new CodySoft Data Grid Tools. 5. Inventory Clicking this link will bring you to a list of items that have been uploaded into the application for inventory management purposes. Hovering over this link will produce a submenu with links to uploading inventory records and creating reorder points. 6. Reports Clicking this link will bring you to a list of standard reports that are available, along with a link to Custom Reports, which will bring you to the new CodySoft reporting tool. 7. Archives Clicking this link will bring you to a list of archived projects. Hovering over this link will produce a sub-menu that allows you to navigate to other archived assets and materials. 8. Search Regulatory Rules Clicking this link will launch the CodySoft Regulatory Analyzer. You will be redirected to ra.codysoft.net, where you can search and update your regulatory rules database. NOTE: This link is only available to users who have rights to use the Regulatory Analyzer. 9. Admin Clicking this link will bring you to the admin page, where admin users can manage content and users. NOTE: This link is only available to users given Admin rights. 10. Search Projects This text box allows you to search on projects by Project Number. If you click on the Search Projects link on the right-hand side of the screen, you will be brought to a search screen, where you can search for your projects based on different project filters, including a. Project Name b. Project Status c. Media (Document) Type d. Job Number

11 e. PR Number (For legacy projects) 11 Project Form The Project Form is what you use to create and submit a new project within the Collateral Management Module. Within the form, you can also upload attachments for your project. Project Form Project Requestor

12 12 To create and submit a draft project: 1. From the dashboard, click on the New Project link on the right side of your My Projects section bar to access a new form. (You can also access the form from the main menu bar by hovering your curser on Projects to see its menu options.) Note: Items on form with red asterisk are required fields. 2. The form consists of the following fields: a. Name This is the requested name of the project/material you are requesting. b. Due Date - Click on the field s box for the calendar widget. Select the date in which you would like the project completed. Use the calendar s arrows to view days of future months. c. Line of business Select the line of business from the pull-down menu (eg, Medicare). d. Contract number Select contract number(s) from pull-down menu. e. Plan numbers Select plan number(s) from the pull-down menu. f. Description Enter specific details about your project (eg, direct mail piece with BRC for Nov seminars ). g. Media type Select your project s media type from the pull-down menu (eg, direct mail, EOC, ANOC, SB ). h. Add Attachment Upload supporting documentation by browsing to a local drive. 3. Once you have entered all the necessary information for your project request, click on the Save button above the tabs menu bar on the far right. This will save and submit your draft project request. You will receive a notification from CodySoft stating your project request has been submitted for review and approval. Traffic Management Functions Once a draft project record is submitted for review, the Traffic Manager is responsible for either approving the draft project request or for assigning a Project Manager to complete this task. In order to approve a draft project request, the Traffic Manager will be required to complete the following project fields: Project Record (Traffic and Project Managers) If, as the Traffic Manager, you are responsible for approving new projects, or, if you have been assigned as the Project Manager by the Traffic Manager, you will be responsible for completing the Project Record in the Collateral Management Module. The Project Record has several tabs designed to help you save time finding what you are looking for. Within the Project Record, you can upload files, create and review schedules, create documents and discussions, as well as track compliance and regulatory approvals. In order to approve a draft project, or to create your own new project, you will have to complete the required fields within the sub-tabs of the Details tab within the project record. The Details tab is divided into five (5) sub-tabbed sections: a. Project Overview This is where you enter general information about your project, including project name and media type.

13 b. Project Services/Details This is where you specify requested services for your project. c. Printing & Distribution This is where you include the document specifications and print quantity as well as distribution instructions. d. Requestor Info This includes your contact information as well as budget and cost center fields. e. Attachments This is where you upload files specific to your project Project Overview Complete the required information. Project name Enter a specific name for your project (eg, Classic Gold HMO MAPD direct mail for Nov seminars ). Document Type: A new way to capture whether you are using a model document or creating a non-model document. Required/Optional: Capture whether the material you are creating is required or optional. PR Number This is the project and is automatically generated after clicking the Submit button. Regulatory Project Type This is the project request s regulatory project type for purposes of regulation analysis. Select the appropriate project type from the pulldown menu. MCE Project If this material is to be submitted under your Multi-Contract Entity identifier (Y number) choose this. Media type Select your project s media type from the pull-down menu (eg, direct mail, EOC, ANOC, SB ). Project description & details Enter specific details about your project (eg, direct mail piece with BRC for Nov seminars ). Line of business Select the line of business from the pull-down menu (eg, Medicare). Plan type Select the plan type from the pull-down menu (eg, Classic Gold HMO MAPD). Sub-Plan Type Select the sub-plan type (if applicable) from the pull-down menu. MCE Number If project is an MCE project, choose the applicable MCE number. Contract number Select contract number(s) from pull-down menu. Plan numbers Select plan number(s) from the pull-down menu. Request date This is the date you are submitting your request. It is an autogenerated field. Due date Click on the field s box for the calendar widget. Select the date in which you would like the project completed. Use the calendar s arrows to view days of future months. Plan Year Text Box that allows you to enter the plan year covered by the communication. Expiration Date Calendar widget allows you to choose a project expiration date. Once this date has passed, all project information and associated documents will be auto-archived. Project Manager Drop down used to assign the user responsible for managing the day-to-day details of this collateral material project. 2. Project Services/Details Complete the required information.

14 14 Requested services Select all requested services required for the creation of your material. For a service not included in this section, select other and enter its description in the box provided. Translations Select this box if you would like to notify users that a translation is required for this material. Compliance Type Select all the compliance types required for your material. For a compliance type not included in this section, select other and enter its description in the box provided. You MUST choose a compliance type in this section in order for your compliance users to be able to create compliance records when documents are finally submitted to a regulatory agency. Copy supplied Will written copy be included within this request? Select yes or no. (If you select yes but do not attach it within the Attachments tab, a reminder alert will appear.) Goal/purpose Select from pull-down menu for your material s goal/purpose. Tone Select from pull-down menu for your material s tone. Audience Select from pull-down menu for your material s audience. Main message Enter the main message to be communicated within your material. Additional copy points Enter any additional copy points to be communicated within your material. Required elements Enter all required elements to be included in your material (eg, PFFS disclaimers, logo, Excel table). Final project format Select from the pull-down menu the final format required for production or fulfillment (eg, InDesign file, DVD). 3. Printing & Distribution Complete the required information. Finished size Enter the material s finished width and height. Quantity Enter the total quantity required. Distribute to all When you don t know the exact print quantity but you do know the material is to be distributed to a specific group (eg, members), select the appropriate group. Paper stock Select your preferred paper stock for the material. For a stock not included in this section, select other and enter its description in the box provided. Color Select the required colors for your material. Finishing If your material requires special finishing instructions, select from the finishing options. Bleed Select whether your material has a bleed edge. Delivery address Enter the full shipping delivery address for your material. Delivery method Enter the delivery method for your material (eg, UPS Ground). Business reply address Enter the business reply address if your material requires a BRE (business reply envelope) or BRC (business reply card). 4. Requestor Info Complete the required information. Requestor name As the project requestor, your name is auto-populated based on your log-in. As the project requestor, your address is auto-populated based on your log-in. Phone As the project requestor, your phone number is auto-populated based on

15 your log-in. Line of Business User s LOB will auto-populate based on log-in. Department Select your department from the pull-down menu. Business Owner Select the name of the material s business owner from the pull-down menu Attachments Upload attachments for your project request. Click on the Add New Attachment link. In the Add Attachment box, click on the Browse button. In the File Upload window, select the file you want to upload. Click Open. File name will appear in the Add Attachment box. Click OK. File URL will appear below the URL title bar. Once the Project Details have been completed, you can turn your attention to the remainder of the project record tabs. Overview of project tabs: 1. Details Includes four tabs that have been populated as part of the project approval process. a. Project Overview general project information, including project name and media type. b. Project Services/Details requested services for the project. c. Printing & Distribution document specifications and print quantity as well as distribution instructions. d. Requestor Info contact information as well as budget and cost center fields. 2. Tasks This is where the project schedule and tasks are listed. Please see the Schedules and Tasks section of this user guide for detailed instructions on how to create and manage schedules and tasks with the Collateral Management Module. 3. Discussions This is where project discussions are created and comments are added. 4. Templates This is where templates are uploaded or created using the Document Editor. Versions are also created in this tab. 5. Versions This is where versions are accessed. 6. Attachments This is where you upload files specific to your project. Attachments from the PRF are also included in this tab. 7. Compliance Within this tab, you can view the disposition status of a version s compliance and regulatory approvals. 8. Analyze (For Collateral Management Module users with access to CodySoft s Regulatory Analyzer Module) Within this tab, you can generate and view reports from the Regulatory Analyzer s database of regulations. (If you do not have access to this module, and would like more information regarding the Regulatory Analyzer, please contact your CodySoft system administrator.) To search for projects using the search function: 1. From the main menu bar, hover your curser on Projects to see its menu options. 2. Click on Search to access the search screen. a. Name Enter as much as you know of the project s name.

16 16 b. Status Select the project s current status (or select all statuses ) from the pulldown menu. c. Media type Select the project s media type (or select all media types ) from the pull-down menu. d. Job number Enter the project s number, if you know it. e. PR Number Enter the project request s number, if you know it. 3. Click on the Search button (located on the bottom right side of your screen). 4. Your search results will appear below the gray bar. 5. To access a project record, click on the project s job number. To create a new project from an existing project (Copy project function): 1. Open any Project that has been approved. 2. Within the project record, click on the Copy Project button (located on the upper right side of your screen). 3. Within the Details tab, update the content for all fields and sub-tabs, as necessary, including the Project Manager field. Make sure the name of the project is unique from the project it came from. 4. Click the Save button (located on the upper right side of your screen). 5. You will have set the status of the project, or the status will appear as Approved on the Project Overview tab. 6. The new project/job # will appear on the Project Overview tab. Project Statuses: Approving and Declining New Projects 1. From the My Projects section on your dashboard, you can access Draft Projects and update statuses by clicking on the Project Number. 2. Within the Project, the Status field is located at the bottom of the on the top of the project record. When a project is in a submitted state, you have three options: a. Project status options: i. Assign Project Manager You can assign a Project Manager to a project before approving it, thereby passing the approval responsibility to that person. Once you assign the Project Manager, that user will be notified that he or she has been assigned to this project. ii. Approved reviewed and approved as a project by the Traffic Manager. In order to approve a project, you will have to click the Edit button and complete all the required fields. iii. Declined project request is rejected. (You will need to create a Discussion within the project record explaining why the project has been declined.) In order to approve a project, you will have to click the Edit button.

17 17 Project Status Options Approved status for Projects: 1. Within the Project Record, review all content on each tab to ensure the necessary information has been entered. 2. To edit content, click the Edit button (located above the tabs menu on the right side). 3. When you are ready to approve the project, click on the Approved button at the top of the project record. 4. Select the project s Project Manager from the Project Manager pull-down menu at the bottom of your screen. 5. Click the Save button.

18 Declined status for Projects: When a projects cannot be approved, the Declined status is used. 2. Within the PRF, click the Edit button. 3. Select Rejected from the Status pull-down menu on the Project Overview tab. 4. Click the Save button. 5. The Decline Project box will appear. Use this box to explain why the Project is being rejected. 6. Enter your comment. 7. Select the Users to receive notification of your discussion letting the requestor know that the PRF has been declined. Submitted Status for Projects: 1. When a Project requires clarification or more information before it can be approved as a project, the Submitted status is used. After a project has been approved, it can move to the other status options within the Collateral Management Module, but there are some rules about which statuses are available at certain times. Project status options: 1. Submitted Draft Project status. 2. Approved Project status. You can only approve a project once, while it is in submitted status. Once you approve a project, you have the following options: 3. In Progress selected after project schedule is created and tasks are assigned. A project can only move to an In Progress status after it has been approved. 4. On Hold selected when a project needs to be placed on hold until it can become active again. Only Approved or In Progress projects can be placed on hold. You cannot

19 19 place a project On Hold from the submitted status. 5. Cancelled selected when a project is cancelled. Projects can only be cancelled from an In Progress, or On Hold status. 6. Completed selected when a project is completed. Assigned Tasks Schedules and Tasks When a new project has begun, the Traffic Manager creates its project schedule, including assigning tasks. When a task has been assigned to you, CodySoft will send you an with a description of the task including its start and due dates as well as a link to the Tasks tab of the project. The task will appear in your My Tasks section of your dashboard. From here, you have access to the task s project link where you can update progress on your task as well as show the task as completed. By doing this, you keep others abreast of the project s progress. To update progress on a task from the dashboard: 1. From the My Tasks section of your dashboard, locate the task you want to update. 2. Click on the Set Progress link to open the Set Progress box. 3. Enter percentage complete. Click OK. 4. The percentage you entered will appear in the task s Progress column of My Tasks. To update progress on a task within the project record: From the My Tasks section of your dashboard, click on the project/job number of the task you want to update. The Tasks tab of the project record will appear. Click on the Edit Task icon of the task you want to update. Enter percentage completed in the Progress field. Click on the Submit icon to save your edit. The percentage you entered will appear in the task s Progress column.

20 20 Task Details View To complete a task from the dashboard: 1. From the My Tasks section of your dashboard, locate the task you want to update as complete. 2. Click on the task s Complete Task box. 3. Enter Actual Hours for task completion. 4. Because the task is now 100% complete, it will no longer appear in My Tasks. To complete a task within the project record: 1. From the My Tasks section of your dashboard, click on the project/job # of the task you want to update as complete. 2. The Tasks tab of the project record will appear. 3. Click on the task s Complete Task box. 4. Enter Actual Hours for task completion. 5. A red checkmark will appear inside the box. 6. Because the task is now 100% complete, it will no longer appear in your dashboard s My Tasks section. TRAFFIC/PROJECT MANAGERS With CodySoft s project scheduling feature, you can save valuable time by reusing the tasks and schedules you create. You can save the tasks and schedules as files and templates to apply to new projects. For each task you create, you assign staff, estimated hours, start and due dates, and dependencies. You can also edit and revise tasks to accommodate mid-stream changes in your project s workflow.

21 As the Traffic Manager, you are responsible for creating project schedules and assigning tasks. Within the project record, there are several ways to do this. Please note that schedules and tasks are to be added while the project s status is set to Approved. Once the schedule has been added and the tasks have been assigned, then the project s status is to be changed to In Progress. Those to whom you have assigned tasks will receive notification s. 21 Sample Schedule on Tasks Tab Schedule/task options within the project record s Task tab: 1. Add Task tasks are added individually to create a schedule or as additions to an existing schedule. 2. Upload Tasks use this option to add tasks previously saved as a CSV file with specific Start and Due dates. 3. Save Tasks to File saves tasks you added using Add Task to a CSV file for future use. 4. Create Project Schedule saves tasks you added using Add Task to a CSV file for future use as a project schedule template. 5. Apply Project Schedule use this option to apply a previously created schedule template from a pull-down list. To create and assign tasks using Add Task: 1. Within the Project Record, click on the Tasks tab. 2. Click on the Add Task link. 3. A new task row will appear. 4. Click on the Edit Task icon. a. Name Enter the name of the task. b. Description Enter the description of the task. c. Start Date Enter the task s start date. d. Due Date Enter the task s due date. e. Assigned To From the pull-down menu, select the appropriate staff. f. Estimated Hours Enter the estimated time it will take to complete the task.

22 g. Dependencies If the task cannot be started until another task is completed, enter the number of the task that must be completed first in this field. 5. Click on the Submit icon to save the task. To upload saved tasks to a project record: 1. Within the Tasks tab, click on the Upload Tasks link. 2. The Upload Tasks box will appear. 3. Click on Choose File. 4. Select a CSV task file you created earlier. 5. Click Open. 6. The file name will appear in the box. 7. Click OK. 8. The task list will appear in the Tasks tab. 9. Click Save. To save tasks for future use: 1. Within the Tasks tab, click on the Save Tasks to File link. 2. The Opening Tasks.csv window will appear. 3. Select Open with Excel and click OK. 4. Excel will launch and show your tasks in a spreadsheet format. 5. Within the Excel file, click Save As to name your file and save it as a CSV file. 6. Click Save. To save tasks for future use as a project schedule template: 1. Within the Tasks tab, click on the Create Project Schedule link. 2. The Create Project Schedule box will appear. a. Name Enter the name of your schedule. 3. Click OK. 4. Your newly created schedule template can be used in other projects by clicking on the Apply Project Schedule link and selecting it from the pull-down list. 5. This new schedule template can be viewed and edited within Projects > Project Schedules. To apply a saved project schedule template to a project record: 1. Within the Tasks tab, click on the Apply Project Schedule link. 2. The Apply Project Schedule box will appear. 3. Select a project schedule from the pull-down list. 4. Click OK. 5. The project schedule/task list will appear in the Tasks tab. 6. Click Save. To create a new project schedule template: 20

23 1. From the main menu bar, hover your curser on Projects to access its menu option, New Project Schedule. 2. The Create New Project Schedule screen will appear. To edit tasks: a. Name Enter the name of the project schedule template. b. Description Enter the description for the template. c. Media Type Select the media type the schedule is for from the pull-down list. d. Plan Type Select the plan type the schedule is for from the pull-down list. e. File to Upload If you have previously saved a CSV file in the schedule template format, upload it here by clicking Browse. f. Add Task If you haven t uploaded a file in the previous step, you can add tasks for the schedule template individually by clicking the Add Task link. i. The Add Task box will appear. 1. Title Enter the title of the task. 2. Description Enter the description of the task. 3. Task Length Enter the total number of days the task will take (must be a whole number, no decimals). 4. Estimated Hours Enter the total number of hours the task will take (must be a whole number, no decimals). 5. Click OK. Continue adding tasks until all tasks for the project template have been added. Click Save. 1. Within the project record, click the Edit button. 2. Click on the Tasks tab. 3. Click on the Edit Task icon of the task you want to edit. 4. You can edit any of these task items: a. Name Enter the name of the task. b. Description Enter the description of the task. c. Start Date Enter the task s start date. d. Due Date Enter the task s due date. e. Assigned To From the pull-down menu, select the appropriate staff. f. Estimated Hours Enter the estimated time it will take to complete the task. g. Dependencies If the task cannot be started until another task is completed, enter the number of the task that must be completed first in this field. 5. Click on the Submit icon to save the task. 21

24 22 Templates and Versions Document templates and versions are created using the Document Editor, CodySoft s built-in word processing software. With the Document Editor, you can also apply rules to templates, and merge data files with versions. These documents are stored within the project record for easy access. To add a Word Document as a CodySoft Editor Template: 1. Within the project record, click on the Templates tab. 2. Click on the Add Template link. a. Name Enter the template s name. User Note: All template names are limited to 55 characters. If you enter a template name with more than the maximum number of characters, you will be prompted to enter a new name. b. Type Select Word from the pull-down menu. c. Click Browse button. d. Select the file you wish to upload. Click Open. e. Click OK. f. Template Parsing will begin. You will be notified once the template has been parsed. To view or edit a CodySoft Editor Template: 1. Click on the template s name link to see the PDF view of the file. User Note: Once you click on this link, this template is now locked to other users. Once you have completed the review or edit process, you mist click on the Unlock Template and Return to Project link: 2. Click on Edit Template in the bottom right side of the screen to edit or view the underlying

25 23 Word Document. 3. Click the save disk icon in Word and close the document to save the document back to CodySoft. 4. Template will reparse to capture changes made to the document. You will be notified when the document is available. To add a File Template 1. Within the project record, click on the Templates tab. 2. Click on the Add Template link. a. Name Enter the template s name. b. Type Select File from the pull-down menu. c. Browse Browse to upload your file from your local drive. d. Click OK. To edit or review a File Template 3. Click on the icon on the right side of the template tab grid to open the file template. User Note: Once you open the File template document, this document will only be available in Read-Only view for other users. In order to unlock this template, you must save and close the file. 4. Make edits to your documents. 5. Click on the Save (disk) button in your document. 6. Close the file. Your changes will then be saved and uploaded to the CodySoft server. To add an Excel Template 1. Within the project record, click on the Templates tab. 2. Click on the Add Template link. a. Name Enter the template s name. b. Type Select Excel from the pull-down menu. c. Click OK. To edit or review an Excel Template 3. Click on the icon to open the Excel file. User Note: Once you open the Excel template document, this document will only be available in Read-Only view for other users. In order to unlock this template, you must save and close the Excel document. 4. Make edits to your Excel document. 5. Click on the Save (disk) button in Excel. 6. Close the Excel Document. Your changes will then be saved and uploaded to the CodySoft server. To approve a template: 1. Within the project record, click on the Templates tab. 2. Click on the name of the template you would like to approve. 3. For File or Excel templates, Click Edit

26 24 4. From the Approval Method pull-down menu, select either Routing or Concurrent. Routing approvals will require users to approve a template in the order in which you select. Concurrent approvals can occur at the same time, so users can approve templates concurrently. 5. From the Status pull-down, select Approval Pending 6. A pop-up window will appear, listing the CodySoft users who are configured as approvers. Choose from that list by clicking on the approvers names. If you make a mistake, simply click on the approvers name from the right-hand column and the user will be removed from the approvers list. 7. Click the Save button. 8. Click on the Project link to return to the project record. To set an approval process for a template (NEW): 1. Within the project record, click on the Templates tab. 2. Click on the name of the template you would like to approve. 3. For File or Excel templates, Click Edit 4. From the Status pull-down menu, select Approved. 5. Click the Save button. 6. Click on the Project link to return to the project record. To create a version from a File Template (MCE Projects): 1. Versions are created from approved Word and File templates only. (See To approve a template section on page 23.) Excel Templates cannot be versioned. If you have an Excel template that needs to be versioned after it has been finalized, upload the final template version as a file template. 2. Within the project record, click on the Templates tab. 3. Click on the Create Version icon of the template for which you would like to create a version. 4. A Control Version will be created. This will create a placeholder for your CMS Submission version of the document you have created. This will be used for CMS submission and approval. 5. Once the Control Version is created, you can create placeholders for your market versions. 6. In the Add Version box, a. Plan Number If a plan number is associated with this version, select the appropriate number from the pull-down menu. If a version is to be created for all plan numbers, select All from the pull-down menu. b. Click OK. 7. Click on the Version tab to access the newly created version(s) placeholders. 8. Upload your versions using the Browse feature. To create a version from a File Template (Non-MCE Projects): 1. Versions are created from approved Word and File templates only. (See To approve a template section on page 23.) Excel Templates cannot be versioned. If you have an Excel template that needs to be versioned after it has been finalized, upload the final

27 template version as a file template. 2. Within the project record, click on the Templates tab. 3. Click on the Create Version icon of the template for which you would like to create a version. 4. In the Add Version box, a. Plan Number Select the appropriate number from the pull-down menu. b. Click OK. 5. Click on the Version tab to access the newly created version(s) placeholders. 6. Upload your versions using the Browse feature. 25 To create a version from a CodySoft Editor Template (MCE Projects): 1. Versions are created from approved Word and File templates only. (See To approve a template section on page 23.) Excel Templates cannot be versioned. If you have an Excel template that needs to be versioned after it has been finalized, upload the final template version as a file template. 2. Within the project record, click on the Templates tab. 3. Click on the Create Version icon of the template for which you would like to create a version. 4. A Control Version will be created. This will create a placeholder for your CMS Submission version of the document you have created. This will be used for CMS submission and approval. 5. Once the Control Version is created, you can create placeholders for your market versions. 6. In the Add Version box, a. Plan Number Select the appropriate number from the pull-down menu. b. Click OK. 7. Click on the Version tab to access the newly created data-merged version. To create a version from a CodySoft Editor Template (Non-MCE Projects): 1. Versions are created from approved CodySoft Editor and File templates only. (See To approve a template section on page 23.) Excel Templates cannot be versioned. If you have an Excel template that needs to be versioned after it has been finalized, upload the final template version as a file template. 2. Within the project record, click on the Templates tab. 3. Click on the Create Version icon of the template for which you would like to create a version. 4. In the Add Version box, a. Plan Number Select the appropriate number from the pull-down menu. b. Click OK. 5. Click on the Version tab to access the newly created version(s) placeholders. 6. Upload your versions using the Browse feature. To approve a version:

28 1. Within the project record, click on the Versions tab. 2. Click on the name of the version you would like to approve. 3. This opens the Edit Version box. 4. From the Status pull-down menu, select Approved. 5. Click OK. 26 Version Naming Convention CodySoft uses fields from the completed Project Record to generate file names for versions created from approved templates. Although the version naming convention is partly based on CMS requirements, it can be used for other plan (and non-plan) types (eg, Medicaid, commercial, member services department), as well. The version name includes the following parts:

29 27 MCE or Contract # (or other identifier; eg, department name, Medicaid, etc.) Plan # (or other identifier; eg, NA) Media type CodySoft project # Medicare projects only: CMS disposition type CMS approval date (once approved) The following information will also be available on the version tab, for version control purposes: Template # Rev date (MM_YY) Version # Data-merged Versioning When you have a document that needs to be versioned with data-driven content, you use Datamerged Versioning. This feature involves the use of a document template (Word Document) with variable fields that are mapped to and populated by a data file (the Asset) using a Rule that ties the two together. Examples of materials used in data-merged versioning include the CMS-required Annual Notice of Changes (ANOC) letter, direct mail pieces, etc. The data file: Data files contain information separated into fields (and records) that can be imported into CodySoft TM for versioning. Examples of data files include member mailing lists and plan benefits grids. Specific data fields within these files include such content as a member s name, mailing address, copays, premiums, etc. Your CodySoft TM implementation manager will provide you with details on how to set up the data file. The rule: The rule ties the Asset (the data file) to certain properties within the document template. The document template: This is the document you use to create the various versions.

30 28 Sample Word Template To create data-merged versions from a document template: 1. Upload the data file as a new Asset with the asset type data. (See section To add a new asset to the library on page 32 for instructions.) 2. Create the Rule to tie the asset (data file) to the template. (See section To create a rule on page 31 for instructions.) 3. Upload a Word document as a CodySoft Editor template. When you upload your Word Document, CodySoft will parse the new document in the background. The new template will not be immediately available. It may take anywhere from 5-30 seconds for the new template to be available as we parse it. This is also true when you make changes to the document. CodySoft does this to speed up the process of opening Word documents and to allow you to do other work while your document is being parsed. 4. In order to edit the Word Document, click Edit Template on the template view screen. This will open the document in Word. 5. Save your template by clicking the file icon in Word. This will upload the document back to the CodySoft Server. 6. Make sure that all variables in your template are places inside double open and closed square brackets, e.g. [[Sample Variable]]. 7. Select the Rule from list. 8. With your mouse, drag the rule to the variable element you wish to replace. 9. The Select Attribute window will appear. Select the attribute the highlighted variable field should be mapped to and click OK. 10. Repeat Steps 6-8 until all variable fields within the template have been mapped to the appropriate attributes. 11. Click either Save without Commit or Commit Changes.

31 29 Save without Commit allows you to save your changes temporarily in order to test the template without committing your recent changes. If you test the template and find the results not to your liking, you can then click Undo, which will undo all of the rules that you had applied since you last saved your template. The original elements will be restored to your template. Commit Changes commits all of the changes you have made since your last save. These changes will then be applied to your template. 12. Click Test Template to confirm that the fields you highlighted in Step 6 populated with the corresponding data from the asset you tied to the rule you selected in Step If you need to undo your changes at this point, use the Undo button to undo the changes you have made since you last saved your template. Please note: Using Undo will undo all of the changes you have made since your last save. 14. When you have finished your work on the template for your current sessions, please hit the Project link to unlock the template and navigate back to the project record. This is a very important step if you do not go back to the project, your template will remain locked. 15. When the template is exactly how you want it, approve the template. (See section To approve a template on page 23 for instructions.) 16. Click Save. 17. Create versions. (See section To create a version on page 23 for instructions.)

32 Discussions 30 The Discussions tab is where you can communicate about your project request or project with your team. Discussions can be created for anything from requesting more information on a project request to discussing a layout s image requirements. When a discussion has been created, an automated is sent, notifying selected users of the discussion thread. Discussions work like message boards so you can see everyone s comments. The Discussions tab is accessible in both the project request and project record. You can also see all your active discussions in your dashboard s My Discussions section. To add a new Discussion: 1. Click on the Discussions tab. 2. Click on the Add Discussion link. 3. In the Add Discussion box, enter the Name and Description for your discussion. Note: The name and description you add will be included in the discussion s notification . Example Name: Copy ; Description: When will copy be available? 4. Select the User(s) to receive notification of your discussion. 5. Click OK. 6. Your new Discussion will appear below the Discussion title bar. 7. Click the Save button above the tabs menu bar on the far right. To add a comment to a Discussion: 1. Click on the Discussions tab. 2. Click on the appropriate Discussion (located under the Discussions title bar). 3. The Discussion s Details screen appears. 4. Click on the Add Comment link to add a comment. 5. The Add Comment box will appear. 6. Enter comments in the box and click OK. To close a Discussion: 1. Click on the Discussions tab. 2. Click on your discussion (located under the Discussions title bar). 3. The Discussion s Details screen will appear. 4. Click on the Close Discussion button (located on the right side of the screen). 5. The Add Final Comment box will appear. 6. Enter comments in the box and click OK. 7. You and staff associated with this project will receive a confirmation .

33 System Administration 31 CodySoft TM allows the individual assigned as the System Administrator the ability to add new users, and assign and edit user permission profiles. To add users and assign permission levels: 1. Click on the Admin link located on the upper right corner of any page within CodySoft TM. 2. On the right side of the Users bar, click on the New User link. 3. Complete the Create User Form: User info: a. Add user s complete address, information. b. First Name c. Last Name d. Phone e. Department Select the user s department from the pull-down menu. f. Active Click if user is active within the system. User Groups: a. Cody will work with you to establish user groups based on your needs. Please contact your system administrator to help create user groups. System Administrators can also add content to the following fields within the Admin dashboard by clicking on the link on the right side of each section bar. Admin dashboard: 1. Departments 2. Vendors 3. Plan Types 4. Lines of Business 5. Compliance Types 6. Regulatory Body Types 7. Regulatory Rules Types 8. Media Types 9. Dispositions

34 Compliance 32 The Compliance feature helps you track compliance and regulatory approvals for your documents. For each approved version within a project record, you can define the Compliance Type you need to track (internal, legal, CMS, Medicaid, DOI, etc.), its Submission Type (5-day, 45-day, etc.) and its Disposition Type (file-and-use, CMS approved, deemed, etc.). You can track multiple compliance types for each approved version. COMPLIANCE STAFF Overview of compliance dashboard: As compliance staff, when you log onto CodySoft TM, you will see the following sections on your dashboard. (See Dashboard for more information on navigation and personalization.) 1. My Project Requests This is where to find a list of project requests you ve submitted. 2. My Projects This is a list of projects in which tasks have been assigned to you. 3. My Tasks This is a list of all pending tasks assigned to you. 4. My Discussions This is a list of discussions in which you are a participant. 5. My Submissions This is a list of the submissions you ve created. 6. All Submissions This is a list of ALL submissions. Within the project record, you can create compliance entries for every approved version of a document. For example, let s say Document A requires approval from your legal department before it can be submitted to the appropriate state s regulatory agency. You create a compliance entry for your legal department s review. Once the legal approval is received, you then change the status of its compliance entry disposition to Approved and add its approval date aka Disposition Date. Next, you create a second compliance entry for the same version of the document. This time, however, the Compliance Type is for the state regulatory agency and the Submission Type for the state is 30-day, for example. After approval is received, you change the status of the disposition from Pending to Approved and add its approval date aka Disposition Date. To create a compliance entry for a version: 1. A compliance entry is created from an approved version. (See To approve a version section on page 23.) 2. Within the Versions tab, click on the Create Compliance icon. 3. The Add Version Compliance box will appear. a. Compliance Select the compliance type from the pull-down menu. b. Submission Type Select the submission type from the pull-down menu. a. Submission Date Select the submission date on the calendar widget. Use the calendar s arrows to view days of future months. c. Click OK. 4. The Version Compliance window will appear. Click OK.

35 33 5. You can see your compliance entry by clicking on the Compliance tab. To change the status of a compliance entry s disposition: 1. From the My Submissions section of your dashboard, click on the project/job # of the piece you want to update. 2. The Compliance tab appears. 3. Within the Compliance tab, click on the version s name link of the compliance entry you want to edit. 4. The Edit Compliance box will appear. 5. Select the Disposition Date on the calendar widget. 6. Select the Disposition from the pull-down menu. 7. Click OK. Remember to check and update your My Submissions items on a regular basis so that others can stay abreast of their projects approval statuses. Rules CodySoft helps you save time and stay compliant with its Rules feature. You can create complex document rules using simple, user-defined processes. Rules tie Assets to certain properties within a document template. For example, you can create a rule that states if the Media Type is a print ad and the Line of Business is Medicare, a specific Asset, such as a CMS disclaimer, is to be added to your document template and its subsequent versions. To create a simple rule: 1. From the main menu bar, hover your curser on Rules and select New Rule from its menu options. 2. The Create Rule screen will appear: a. Name The name of your rule must include no spaces or characters other than letters. b. Type Template Rule. c. Description A description of your rule. d. Line of Business Choose the LOB that is associated with this rule. e. Asset Click on none for the Apply Asset window. Select the Asset Type and then choose the asset associated with that type, and click OK. f. Property Select the Property from the pull-down list and select what it is equal to from the second pull-down list. For example, Property = Media Type ; Media Type = Print Ad. 3. Click Add. The property will appear at the bottom of the screen. 4. Click Save. To create a complex rule:

36 30 1. Follow the same instructions as described above in To create simple rules through Step 2f. 2. Click (. 3. Select the Property from the pull-down list and select what it is equal to from the second pull-down list. 4. Click Add. 5. Click And. 6. Select the next Property from the pull-down list and select what it is equal to from the second pull-down list. 7. Click Add. 8. Click ). 9. Click And. 10. Select the next Property from the pull-down list and select what it is equal to from the second pull-down list. 11. Click Add. 12. Click Save. Example: (Line of Business = Medicare AND Plan Type = PDP) AND Media Type = Flyer To insert a rule within a document template: 1. Within the document template, click Edit. Creating a Complex Rule

37 31 2. Drag the rule to the appropriate variable element listed in the Elements column 3. Choose the appropriate attribute from the displayed list. 4. The rule will show as being inserted within the document. 5. Click Save without Commit or Commit Changes. 6. Click Test the Template. 7. The template will be generated with the rule. Example: A template rule states that the Medicare Rx logo (Asset) will be inserted into the template if both the project s Line of Business = Medicare AND its Plan Type = PDP, AND if its Media Type = Flyer (Properties). To search for a rule: Sample of Complex Rule 1. From the main menu bar, hover your curser on Rules to see its menu options. 2. Click on Search Rules to access the search screen. a. Name Enter as much as you know of the rule s name. b. Type Template Rule. c. Last Updated If you know it, enter the date the rule was last updated. 3. Click on the Search button (located on the bottom right side of your screen). Regulatory AnalyzerTM The CodySoft Regulatory Analyzer contains client-approved CMS marketing guideline rules that are used to verify template content is compliant. The Regulatory Analyzer can also be customized to include rules of other regulatory agencies and any company-specific business rules. Please contact your CodySoft consultant for details.

38 Library 32 The Library is where you upload, store and manage Assets for use in projects. Overview of assets: 1. Images Graphic files for layout. (Required formats for use with rules for the Document Editor include: jpeg, jpg, png, gif and bmp.) 2. Copy Content files for writing copy. (Required formats for use with rules for the Document Editor include: txt, html, and htm.) 3. Final Versions When a version within a project has its status set to Complete, it will appear in this section. 4. Logos Graphic files for your company s identity. (Required formats for use with rules for the Document Editor include: jpeg, jpg, png, gif and bmp.) 5. RD Reference data for creating copy, such as articles and charts. 6. Data Data files. (The required format for use with rules for the Document Editor: Microsoft Excel.) To add a new asset to the library: 1. From the main menu bar, hover your curser on Library to see its menu options. 2. Click on New Asset. To search for an asset: a. Name Enter the name of the asset. b. Type Select the asset type from the pull-down menu. c. Description Enter a description of the asset. d. Click on the Browse button to upload the asset. e. Select the file you wish to upload. Click Open. f. Click Save. g. Your new asset will appear at the top of the Assets master list. 1. From the main menu bar, hover your curser on Library to see its menu options. 2. Click on Search Library to access the search screen. a. Name Enter as much as you know of the asset s name. b. Type Select the asset s type from the pull-down menu. c. Created On If you know it, enter the date the asset was created on. 3. Click on the Search button (located on the bottom right side of your screen).

39 33 Library Asset Search Legacy Library To upload legacy materials: 1. Complete the CodySoft Legacy Materials Manifest file that your CodySoft implementation manager provided to you. Note: the format of this excel document must not change, and you must format the information in it in the same way that the sample information is formatted. 2. Hover over the Library link on the menu bar. A sub-menu will appear where you can choose Create Legacy. 3. Upload the manifest file by browsing to its location. 4. Once the spreadsheet is uploaded, you will then have the ability to choose the corresponding file for each line in your legacy manifest:

40 34 Inventory CodySoft s inventory management tool organizes reports from your various vendors into a common platform so you can see the current inventory on all your materials, where they re being stored, their reorder levels and usage information all in one convenient location. With this tool, inventory information from all of your chosen vendors is consolidated into one report. The tool also lets you create reorder alerts so you can stay ahead during peak times. To access your current inventory records: 1. From the main menu bar, click Inventory. 2. This will show your current consolidated vendor inventory report including: a. Vendor This is the vendor s name. b. SKU This is the stock-keeping unit, or item number, used to identify each individual piece in inventory. This is also the version name. c. On Hand This is the quantity in inventory. d. Usage This is the amount of stock removed from inventory. e. As of Date This date reflects the amount of stock on hand and used as of the date the information was tallied. f. Added On This reflects the date the vendor s information was uploaded. Overview of inventory menu: 1. View Inventory Records This is the same view as when you click Inventory. It shows your current consolidated vendors inventory report of all the reports you have uploaded into CodySoft. 2. Upload Inventory Records This is where you upload your vendors inventory reports. It is recommended that all your vendors provide their reports on a specified date each month so

41 you have a common reference date for all of your materials regardless of where they are stored. Recommend to your vendors that they format their files to match the column titles within the system. Note: CodySoft is completely vendor agnostic. a. From the File to Upload field, click Browse to select the file to upload from your computer. b. After selecting the file, click Open. c. Select the Vendor Name from its pull-down menu. d. Match the column titles from the uploaded file, where necessary, to the system. e. Click Save. 3. Create Inventory Reorder Levels This is where you set reorder quantities for each SKU. (Note: For each SKU, you can create multiple inventory reorder levels. For example, if a particular SKU has a higher usage volume during Open Enrollment than during the rest of the year, you would create separate reorder levels for each time period.) a. Version This is the SKU, or item number, for each material. b. Start Date This is the date you want to start tracking the SKU s current quantity. c. End Date This is the date you want to stop tracking the SKU s current quantity for a specified minimum quantity. If the quantity reaches the specified minimum inventory level during this timeframe, you will evaluate reordering the material. d. Minimum Inventory This is where you specify the minimum quantity (aka low stock number ) of a SKU allowed in inventory (for a specific timeframe) before you consider reordering the material. e. Minimum Reorder This is the minimum quantity to be reordered when a SKU has reached its minimum inventory level for a specified timeframe. 35 Create Inventory Reorder Level 4. Inventory Reorder Levels Clicking here will take you to a report showing all SKU inventory reorder levels and associated dates.

42 Reports (Standard) 36 With CodySoft s reporting feature, you can generate, save and print reports at the click of a button. To access reports: 1. From the main menu bar, click Reports. Overview of reports: 1. Weekly Production Meeting This report includes each active project, its tasks, assigned staff and percent complete for each task. 2. Daily Tasks This report is used by managers to view their staff s current daily tasks. It provides an at-a-glance view of workloads to help prioritize tasks with conflicting due dates. 3. Past Due Tasks Similar to a red flag report, this report shows a list of tasks pending completion with due dates that are past due. 4. Workload Balance Report This report takes the estimated hours data form each task in your production schedules and totals it for each staff member. This tool is useful for planning and task delegation of work coming into the department. 5. Weekly Executive Report This report allows company executives to see all projects and their associated tasks currently in your system. 6. Project Status By LOB This report sorts your projects by line of business. 7. Medicare Communications Materials Tracking This report has detailed information about each material that is currently in development and it s status. To download reports into Excel (or other formats): 1. From within a report, select a format from the Export pull-down menu. 2. Click Export. 3. Click OK to open your report in the chosen format. Reports (Custom) The Collateral Management Module now has a custom reporting tool that allows you to choose the fields from the application on which you wish to report. 1. Choose your output The output is your selection of fields for your custom report. TO add a new field, simply highlight the field on the left, and click Add Field in the center column. YOu will see that the field has been added to your output column:

43 37 Selecting Output for Custom Report Once you have selected your desired field, click on Please Select Filters where you will find the ways in which you can filter the output that you have selected: Selecting Output for Custom Report The Collateral Management Module will highlight the fields (output) that you had selected in the Select Output section, making it easier for you to find the fields that you have chosen. Once you have selected your filters, click on Submit. Once your report has been processed, you can click on Download Report, which will enable you to open the report in Excel.