Instructions How to use the new features in the Appointment Process system

Transcription

1 Instructions How to use the new features in the Appointment Process system In this latest release (December 2004) of the Minerva-based Appointment Process system, we ve added new features based on user feedback. Now you can: 1. customize and modify your Appointment List display according to your preferences, and navigate more easily; 2. easily keep track of which document you re working on, because your Search criteria remain visible throughout; 3. return appointments to Departments without having to review them if you re a Faculty-level approver. Appointment Process on the Web: New features for the December 2004 release 1

2 1.0 Navigating the Appointment List, setting your preferences, clearing searches These new items are located under the explanation paragraph in the main screen of Appointment Process list screen, next to the document search box, and also at the bottom where the navigation buttons are located. Screenshot 1: notice the page numbers and the preferences link. 1.1 Navigating the list You can see how many pages in total there are in your list, and which page you are on at any point. If you want to jump directly to a specific page, simply type in the page number in the Page field, and press Enter on your keyboard. This makes moving through the list quicker than user the Next and Previous navigation buttons. 1.2 Setting your display preferences You can customize your list display preferences under the Preferences link at the top of the Appointment List. Click on Preferences; this will open a new window (screenshot 2) where you can indicate how many documents per page you want to see. Appointment Process on the Web: New features for the December 2004 release 2

3 You can also select in what order the documents are to be displayed. There are now a lot of display options to make easier for you to sort your list according to your requirements, from the Annual Salary to the current Status. Change your settings as often as you like. Simply type in and/or select your favourite order and press the Save button. This will close the Preferences window and return you back to Appointment Process list. To update the display, simply click on any action button in the page. For example, you can press on the GO search button or on the Next navigation button. Your current sorting Preferences are shown next to the Preferences link. Screenshot 2: setting the list display preferences: lots to choose from! 1.3 Clearing a search If you perform a search, obviously you have modified the number of documents being displayed on your list. Once you have finished with your search, simply restore the complete list by clicking on the Clear Search button at the bottom of the page (where the navigation buttons are normally located). Your complete list will reappear, displayed according to your current preferences. Appointment Process on the Web: New features for the December 2004 release 3

4 2.0 Constantly visible information To help users keep track of what they are doing on a document (Which person is this? What function am I using? Which job was I looking for again?), we ve added all this information at the top of each page. This way, if you walk away from your desk for a few minutes, you will be able to recall what you were doing at a glance. For example, notice how in Screenshot 3, the Orgn, Function, Group, E-class and POSN are displayed at the top of the Person Search fields. The selected function and relevant search criteria are visible for all functions and throughout the entire process Screenshot 3: search criteria and function remain visible throughout: for example, we are searching for a person while preparing a Hire appointment document for an M-class position. Appointment Process on the Web: New features for the December 2004 release 4

5 Screenshot 4: you can see which document you re working on at any point in the process. You can always see at a glance, no matter at which point of the process, what kind of document you are working on: here for example, we have a Maintain document for Trades & Services employee Twenty T. November (ID ) who holds job no. UP Electrician in Operations. 3.0 Using the Send Back function to return Appointments Faculty-level approvers can now return appointments to Departments. To return a document to its originating Department, simply locate it on your Appointment List by doing a Search. Once you ve found the right document, click on the Review link, and move through the document until you get to the Notes page. Add a comment in the Notes field explaining why you re returning it. Press on the Save and Continue button to return to your main Appointment List. Once there, click on the Send Back link of that document. This way, the document will return to the originating Department with a comment in the Notes section. Don t have a linked department? If you do not have a department linked to you (like some Direct Services areas), don t use the Send Back function! Why? Because your document will be lost, and be only accessible via the Appointment Report Status section. No further action will be possible. Appointment Process on the Web: New features for the December 2004 release 5

6 Screenshot 5: Notice the Send Back link in this Document entry Screenshot 6: When you click on Send Back, you will be asked to confirm or cancel this action. To confirm, press OK; to stop, press Cancel. 3.1 Return to sender but do tell them why! If you send back a document, it is advisable to communicate with the department, preferably by putting a comment in the Notes page of the document first. This will prevent delays and misunderstandings. The system automatically puts Sent Back by Faculty to Department in the comment field, so the Department will have to read the Notes attached to the document instead. Appointment Process on the Web: New features for the December 2004 release 6

7 Screenshot 6: A document that has been sent back will have no comment from the Faculty-level approver because the system will automatically insert a comment saying Sent Back by Faculty to Department. Thus, you have to add it to the Notes page in the document so that your Department understands why the document is returned. We welcome your feedback and we hope these new features will enhance your work! Appointment Process on the Web: New features for the December 2004 release 7