Welcome to Energia Bureau. Project Manager Users guide

Transcription

1 Welcome to Energia Bureau Project Manager Users guide

2 Contents Welcome to Energia Bureau... 2 Logging in and out... 3 Dashboard... 4 Your Projects...5 & 6 Meeting Organiser... 7 Manage Ideas... 8 Your Ideas... 9 Your Company News Help / FAQs System Requirements The product looks best in: Microsoft Internet Explorer 7.0 or greater Mozilla Firefox 3.0 or greater Safari 4.0 or greater A broadband connection speed 1

3 Welcome to Energia Bureau Energy Bureau is a new state of the art online package that allow you to manage your Energia electricity and gas energy efficiency initiatives. This powerful tool provides you with reporting functionality which allows you to manage your energy-saving projects, costs etc and view your information by project, task and other criteria. It puts the power in your hands to actively monitor and manage your information and develop meaningful analysis of your energy projects. Over the past 10 years, we have gone from strength to strength meaning that we now provide competitive electricity and gas to 25% of the Irish business sector. By significantly reducing your energy costs, we can give your business the edge in today s competitive business climate. Energy Bureau is a major step forward in providing you with an excellent market leading service and further enhances our commitment to energy efficiency services. This tool will aid in the implementation of a comprehensive energy management program. The reports available will provide the foundation for an effective energy management strategy by your organisation. This booklet provides you with most of the information you need to master Energy Bureau. We have taken a step-by-step approach to help you navigate the package. Although initially the package may look complex it is a very powerful and easy to use tool. The information provided is taken from a copy of our internal billing system you cannot change any data on our internal system from this package so feel free to manipulate the data in the knowledge it will not have any effect on your Energia account. If you have any issues with Energy Bureau you can contact your account manager or customer service and they will help with your queries. Welcome 2

4 Logging in and out Log onto You will have received a log in via from Energia. This will include a temporary password which you will be asked to change. Your address will be your username. There is also a forgotten your password function available and if you forget your password we can issue you with a new one to your address. Users can log out at any time by clicking on the tab on the bottom left hand side of the control panel. Logging in and out 3

5 The Dashboard The Dashboard: This is the main home screen, made up of eight main icons. The Dashboard: Overview of your account Overview This is the home screen that you see when you log in. It provides a summary of the projects and tasks associated with you. Clicking on any of the links will provide you with further information concerning the subject. 2 Projects This tab shows the projects that are set up in the system. 3 Meeting Organiser This shows any meetings that have been set up in the system and also allows you to organise your own meetings. 4 Manage Ideas You can use this tab to approve or reject any submitted ideas for projects that are waiting in the system. 5 Your Ideas This shows any ideas that have been submitted by you. The ideas fall into three categories: Pending Approved Rejected. 6 Your Company News This tab shows any news items that are available for reading concerning your company. 7 Help/FAQ This tab provides a help section with some frequently asked questions to help the user navigate the site. 8 Logout This tab provides a help section with some frequently asked questions to help the user navigate the site. The Dashboard 4

6 Your Projects The Projects tab is the default tab that loads when you log in. This tab indicates all the projects that are in the system associated with your company. How do I create a new project? Click on the Add New Project tab and you will be presented with the screen to the left. Fill in the Project Name field with a name for the new project and give a brief description of the project in the Description field below. Assign a project manager to the project by choosing a project manager from the dropdown list of project managers. Finally, click create and the new project will be entered in the system. Clicking on a project name will bring up a screen offering more details on the project. Here, the project can be edited by clicking edit project details. Clicking the view assigned users tab reveals all the company users who are associated with this project. These users can be allocated tasks associated with the project and can also suggest ideas for tasks. New users can be added or removed by clicking on the assign or remove tabs. Once new users have been allocated to the project, a notification can be sent to them by clicking the notify new members tab. This will send them an automated informing them they have been assigned to the project. Clicking the notify all members tab will simply inform them about the creation of the project. For more information on the meetings section, see the section on Meeting Organizer. Your Projects 5

7 Your Projects Clicking on this tab opens a new screen where a task can be created. All fields need to be filled in apart from: Actual cost Actual Savings (kwh) Actual Completion Date These can be filled in when the person responsible has closed the task. Only people who have been assigned to a project can be allocated a task. If you wish to assign the task to somebody not in the project team, add the person to the team by clicking this tab: Then assign the user by clicking the assign tab: Once all the details have been filled out, click the button. An will then be sent to the assigned user informing them that they have a task to complete. Ensure the user has adequate time to complete the task. Once the date is 7 days away from the task being due, an automated reminder is sent to the user. Once the task completion date is overdue, the user will continually get ed a reminder every day until the task is closed. Only Project Managers or Company Admins can alter the details in a task. A user who has been assigned a task can only change the status of a task and fill in the fields that are not greyed out. Clicking the tab will show the projects that you are associated with. Your Projects 6

8 Meeting Organiser The Meeting Organiser tab allows you to schedule project team meetings. Clicking the tab allows you to schedule a meeting for the team. This presents you with the screen that allows them to enter all the necessary details for the meeting. The meeting can be associated with a particular project by using the menu. Project members can be invited or removed from the project meeting request using the tabs. Also, you can decide whether the users are sent an automated by clicking the tabs below: Once the meeting is created and the are sent to the invitees. tab is clicked, the automated requests After the meeting has been created, additional information can be added to it. This can be done by clicking This allows you to attach files to the meeting from either the online Resource Manager or by uploading your own files using Meeting Organiser 7

9 Manage Ideas The Manage Ideas tab allows you the opportunity to examine any ideas that have been submitted by users to the system. There are four buttons in this section. reveals all the ideas that have been submitted to the Bureau. reveals all the ideas that have yet to be approved by the Company Admin or Project Manager. reveals all the ideas in the system that have been approved by the Company Admin or PM. reveals all the ideas that have been rejected. Ideas can be approved or rejected by clicking the button. This brings you to the approve/reject screen where you can choose whether to approve or reject the submitted idea by selecting either the or buttons. You can then add a note relating to the idea before clicking the button. This will then send a mail to the person who submitted the idea informing them of the status of their idea along with a descriptive note. Manage Ideas 8

10 Your Ideas The Your Ideas tab allows you the opportunity to examine any of your own ideas that they have submitted to the system. A new idea can be submitted by clicking the button. This will open a new screen where the details of the idea can be submitted. The idea needs all four sections to be filled in. Clicking on the dropdown menu allows the idea to be associated with an existing project or as a brand new project (other project). Clicking on dropdown menu allows the idea to be associated with a particular task in the existing project. If the idea is for a brand new project, the option send out can be selected. Once the form is filled out, click and an will be sent to the Project Manager or Company Admin associated with the project. You can delete any of your own ideas that have not yet been approved or rejected by clicking the button in the status field. You can also edit the details of the idea at any time until it is approved by clicking the button. You may also search for existing ideas in the system by filling in the search box and clicking the search button. Your Ideas 9

11 Your Company News Help / FAQs The Your Company News tab brings up a list of news stories that have been submitted to the Bureau by your Company Administrator. The stories can be accessed by clicking the tab. This will open a new window where the details of the story can be read. The Help / FAQ section offers a wide range of questions to help you navigate the site easier. This covers such issues from why can I not edit company news to how do I submit a new project? Click to go back a step to the Your Company News page. Company News Help / FAQs 10