Instructions for Using Online Plan of Work Timeline Builder

Transcription

1 Instructions for Using Online Plan of Work Timeline Builder Access the online PTB system at which is available through either of the following links: then choose the PTB 2018 link To login to the Online PTB System, click the login link in the bottom right corner of the Welcome page. The User Login page will appear: Type your 8-digit CWID number in the box and Enter or click the Login button. A page will appear with your name in the orange bar across the top of the screen. 1

2 The page with your name in the orange bar across the top of the screen is the Home page; many pages in the system will have an orange Home link; clicking the Home link will return you to this page. Add, Edit, View my Activities This option allows you to create new Activities and edit, view or delete existing Activities. by Month allows you view 15 Activities per screen, controls at the top and bottom of the list allow you to page through Activities. for Year displays all your Activities. Activities may be sorted by any of the orange column headings; click on the column heading to sort Activities by that column. Fast create Activities This option allows you to create copies of an Activity - for each month the Activity will occur - from a single Activity. First, use the Add, Edit, View my Activities option to create a single occurrence of the Activity for any month. Then click on Fast create Activities, select the Activity that will occur in more than one month, uncheck months in which the Activity will not occur, and click to duplicate the Activity. Monthly Activity Report This option provides a summary of your Planned Activities, by month or for the year to review or print. by Month displays an Activity summary by month, with a total number of Planned Hours for each month. Each month may be reviewed or printed in a PDF format. for Year displays all your Activities. Activities may be sorted by any of the orange column headings; before Exporting to PDF to view or print. On the following pages you will find detailed instructions for use of each of the options described above. Each section assumes you are starting from the Home page which shows your name at the top of the page and lists these three options. 2

3 Create a New Activity On the Home page, click Add, Edit, View my Activities, either by Month or for Year. The Activity List page should appear. Activities you submitted using last year s PTB should be shown. If you did not submit Activities using the 2016 Plan of Work Timeline Builder, the statement Nothing found to display will be the only thing shown in the display area. After Activities have been entered your list of Activities will display when you click this link. Click Create a New Activity The Activity Information page will appear: Use the dropdown arrows to select appropriate information for your Planned Activity. Type a description of the Action/Activity. Note that you may use up to 254 characters for your Action/Activity description. Enter Hours Planned for this Activity; hours must be a whole number less than The Comment area is for your DED/Unit Head to use, you cannot type this area. Click the Save button to save what you entered 3

4 After clicking Save you may receive an error message similar to the following if the Knowledge Area code that you selected is not a valid option for the Initiative Team selected. Valid Knowledge Area codes for the Initiative Team will be listed. Click on the dropdown arrow and select a valid option for Knowledge Area; alternately, you may change the Initiative Team to match the Knowledge Area. Click Save to save the changes. After clicking Save, if there are no errors, the Activity List page will appear. The saved Activity will be displayed in the list and a comment that the Activity has been saved will be displayed. 4

5 You may continue to create Activities by clicking on the Create a New Activity link or click on Home to view other options. If the Activity you just created is something that needs to be in your Plan of Work for more than one month; click Home and then click Fast Create Activities. Note: This example shows the Activity List screen using by Month from the Add, Edit, View option. If you use for Year the Activity List screen will look a little different. The end result is the same; the Activity is created. 5

6 View, Edit, or Delete an Activity On the Home page, click Add, Edit, View my Activities, either by Month or for Year. The Activity List will display your current Activities Click ViewOrEdit on the line of the Activity you need to view or change. The Activity will be displayed on the Activity Information page. Click Save to save any changes made to the Activity and return to the Activity List page. Click Delete on the line of the Activity you need to delete. You must confirm that the Activity should be deleted 6

7 Sort Activities by Column Heading The orange column headings on the for Year Activity List page may be used to sort the Activity list by the values in that column. For example clicking the Month column heading will group all the January Activities at the top of the list, followed by February Activities, etc. Click the Month column heading again and the Activities will be grouped so that the December Activities are at the top of the list, followed by November Activities, etc. Note: If the column headings on the Activity List page are not orange you are using the by Month view of the Activity List. Click Home and then for Year next to the Add, Edit, View the Activity List that appears will have orange column headings that you may use to sort your Activities. 7

8 Fast Create Activities Create an Activity for More than One Month On the Home page, click Fast Create Activities; the Fast Create Activities page will display. Locate the Activity that will occur in more than one month. You may use the orange column heading to sort your Activities, if that is helpful. Click the box next to the Activity to place a in the box Uncheck boxes next to months in which the Activity will NOT occur A copy of the Activity will be created for each month with a ed box. Click Duplicate Activity A Message page will be displayed to confirm Activities have been created. Follow these steps for each Activity in the list that will occur in more than one month of your Plan of Work. You may select more than one Activity to Duplicate at a time. Each Activity ed will be created for each of the ed months. 8

9 View or Print Monthly Activities On the Home page, click Monthly Activity Report by Month Your Activities, grouped by month, will be displayed. A total of the number of hours planned will be shown for each month. You may click any of the month names listed at the top of the screen to jump to that month. Clicking the Top button will return you to the top of the window. Note: If you click Monthly Activity Report by month and nothing is displayed, minimize applications you have open the report may be hiding behind another application window. To create a report in PDF format click on View or Print below each month s table of Activities. When the PDF view appears, you may use the icons on the PDF Toolbar to save or print the monthly summary. Alternatively the report can be saved into an Excel spreadsheet using the Excel option. Click the Browser Back button to return to the POW Annual Plan Timeline view. To return to the home screen click on the Home link. 9

10 View or Print Monthly Activities ~ continued ~ On the Home page, click Monthly Activity Report for Year This displays the for Year Activity List. Click on Export at the top of the window to jump to the bottom of the window. Note: Activities may be sorted by any of the orange column headings; click on the column heading to sort Activities by that column. Sort before clicking View or Print. Click on View or Print to create a report, in PDF format, of all of your Activities, sorted by month. When the PDF view appears, you may use the icons on the PDF Toolbar to save or print the list of all your Activities. Click the Browser Back button to return to the Activity List. 10

11 Approval of Planned Activities Complete your Plan of Work by the date outlined by Extension Administration; notify your DED/Unit Head when your Plan of Work is ready to be reviewed. After that date your DED/Unit Head will use the Online Plan of Work Timeline Builder Administrator site to review your planned Activities. After your Plan of Work has been approved, if you login to the PTB site you will see the following: If your Plan of Work needs to be modified, your Administrator will reject it and contact you concerning necessary changes. Your Administrator may have added Comments to an Activity to inform you of needed changes. To view Comments click on Add, Edit, View my Activities either by Month or for Year. Click View Or Edit to make changes; Click the Save button on the Activity Information screen to save any changes you make. You will need to communicate with your Administrator when your Plan of Work is ready for another review. 11