GM Labor Op Code Portal. User Guide

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1 GM Labor Op Code Portal User Guide

2 Table of Contents Introduction...1 Welcome to the GM Labor Op Code Portal User Guide!...1 Terminology...1 This User Guide...2 Accessing the Portal...3 SSO Link...3 CSSR Link...3 Using The Reference Window...4 Messages Tab...4 Reference Docs Tab...5 Available GM Standard Op Code Categories Tab...5 Screen Orientation...6 Menu...6 BAC Code Reference...6 Convenience Buttons...7 Steps...7 Mapping Codes...8 Step One: Select a Category, Sub-Category, Standard Op Code...8 Step Two: Select Labor Op Code Records to Change...9 Step Three: Double-Click to Select the Standard Code to Change to...11 Step Four: Save Changes...12 Step Five: Certify Codes...14 GM Labor Op Code Portal. User Guide ii

3 Mapping Multiple Codes...15 Step One: Select a Category, Sub-Category, Standard Op Code...15 Step Two: Export to Excel...16 Step Three: Remap Codes in Excel...16 Step Four: Import from Excel...17 Step Five: Save Changes...17 Step Six: Certify Codes...18 Logging Out...19 Log out...19 Frequently Asked Questions...21 Additional Resources...23 Labor Op Code Portal References...23 Contact Information...23 GM Labor Op Code Portal. User Guide iii

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5 Introduction Welcome to the GM Labor Op Code Portal User Guide! Terminology If you are not familiar with Labor Op Code terminology, the following definitions will help acquaint you with them: Term BAC Code Bold Code Certify Codes Confirm Codes DMS DMS Op Code Export Codes GM Standard Labor Op Code Grey Code Import Codes Inactive Code Definition The unique numerical code that identifies your dealership. No unauthorized persons can see your data. Codes that require attention appear in bold in the Portal. Some may be accurate, some may require remapping. The process of certifying by name and date that all monthly code remapping is complete and accurate. The process of saving remapped codes on a weekly (or interim) basis, before certifying them at the end of the month. Dealer Management System, the system your dealership uses to send RO data to GM (among other functions). Codes entered by your DMS from your Repair Orders. These must be remapped to align to GM Standard Labor Op Codes. Downloading an Excel worksheet containing Labor Op Code data so that you may update it in Excel. Code that GM uses to track your performance data. The Portal automatically remaps your DMS Code to GM Standard Labor Op Code. Codes that are accurately mapped and confirmed will appear in grey in the Portal. It is not necessary to address these. Uploading an Excel worksheet that has accurate code mapping. Codes that appear in the Portal that you are no longer using should be marked as inactive so that they will no longer appear. GM Labor Op Code Portal. User Guide 1

6 Term Labor Op Code Portal Locked Code Mapping Definition The Labor Op Code Portal was designed for dealers to view the current mappings of their DMS Labor Op Codes and descriptions. The information is updated daily and allows youto make changes to the mappings when necessary from one GM Standard Labor Op Code category to another. Codes that have been certified are locked. If a mistake has been made, contact GM to reverse the last code certfication. You ll have to redo all mappings, not just the one that was inaccurate. Changing the GM Standard Labor Op Code automatically assigned by the Portal to another more accurate GM Standard Labor Op Code when necessary. This User Guide This guide contains simple steps accompanied by screen captures for each of the tasks you ll perform when using the GM Labor Ops Portal. It also contains a list of Frequently Asked Questions and Answers, information about additional resources you can obtain to learn more and a list of contacts should you require expert help or troubleshooting. GM Labor Op Code Portal. User Guide 2

7 Accessing the Portal You can access the Portal through SSO or CSSR. You will not need new credentials for the Portal. It will use the same password and user name information you entered when you logged in to SSO or CSSR. SSO Link To access from SSO, select the GM Labor Op Code Portal Link from the Overview Menu. SSO: GM LABOR OP CODE PORTAL LINK CSSR Link To access from CSSR, select Labor Op Code Portal Link from the Quick Links Menu. CSSR: LABOR OP CODE PORTAL LINK GM Labor Op Code Portal. User Guide 3

8 Using The Reference Window Once you ve logged into the Portal, you will see the Reference Window. The Window contains three tabs: Messages Reference Docs Available GM Standard Op Code Categories Messages Tab The GM Op Code Portal Message will alert you if you have new or uncategorized codes. ALERT MESSAGE The Messages Tab includes links to the best browsers to use when navigating the Portal, and contact information to use if you have any problems. MESSAGES TAB GM Labor Op Code Portal. User Guide 4

9 If you don t want to see the Reference Window every time you access the Portal, click the checkbox at the bottom to deselect the feature. You can also access it using the Menu. Reference Docs Tab The Reference Docs Tab provides access to useful reference material. REFERENCE DOCS TAB From this tab, you can: Download this User Guide. Get help to set up Labor Op Codes if this is your first visit, and the codes have not yet been set up. Review a video tutorial that will walk you through how to use the Portal. Available GM Standard Op Code Categories Tab The Available GM Standard Op Code Categories Tab provides a link to GM s Standard Op Code Categories. If you don t have this, you should download it for reference when you are reviewing codes. GM STANDARD LABOR OP CODES TAB GM Labor Op Code Portal. User Guide 5

10 Screen Orientation The Portal has several screen areas: Menu 1. Menu 2. BAC Code Reference 3. Convenience Buttons 4. Steps From the Menu in the upper right corner, you can access the Reference Window or log out of the Portal. Only one person at a time can be logged into the Portal. It s important to log out at the end of your session so that others with approved credentials can access data. MENU BAC Code Reference This area shows your BAC Code. Only one person at a time can be logged into the portal. Nobody without permission and proper credentials is able to see your unique data. BAC CODE GM Labor Op Code Portal. User Guide 6

11 Convenience Buttons From this panel you can click Convenience Buttons to: Contact GM Certify Mapping (see Mapping Codes for more on this) Select/Unselect Codes Inactive Export to or Import from Excel (See Mapping Multiple Codes for more on this) CONVENIENCE BUTTONS Steps The remainder of the screen contains steps for mapping codes in the portal: 1. Select a Category, Sub-Category, Standard Op Code 2. Select Labor Op Records to Change 3. Double-Click to Select the Standard Code to Change to 4. Save Changes See Mapping Codes for details on how to perform these steps. STEPS GM Labor Op Code Portal. User Guide 7

12 Mapping Codes Follow these steps in sequence to map codes in the Portal. We recommend you do this weekly or bimonthly to remain up to date. Step One: Select a Category, Sub-Category, Standard Op Code Step Two: Select Labor Op Records to Change Step Three: Double-Click to Select the Standard Code to Change to Step Four: Save Changes At the end of the month, you ll complete a fifth step: Step Five: Certify Codes Step One: Select a Category, Sub-Category, Standard Op Code 1. Begin by selecting a Category from the Category Drop Down Menu: CATEGORY DROP DOWN MENU 2. To narrow down the results, select a Sub-Category from the Sub-Category Drop Down Menu: SUB-CATEGORY DROP DOWN MENU GM Labor Op Code Portal. User Guide 8

13 3. If you already know which codes are new or uncategorized, you can add an Additional Filter by selecting a GM Standard Op Code Category or a Dealer Op Code. 4. If you make a mistake or want to start over, click the Clear Search button. ADDITIONAL FILTER OR CLEAR SEARCH Step Two: Select Labor Op Code Records to Change 1. Review the list of codes. Codes that correctly mapped will be greyed out. You don t need to do anything to them. GREYED OUT CODES 2. Codes that need to be inactivated or remapped will appear in bold text. BOLD CODES GM Labor Op Code Portal. User Guide 9

14 3. To inactivate a code, click the checkbox in the Inactive Code Column. INACTIVE CODE COLUMN 4. To remap a code, click on the row where the code appears. SELECT CODE TO REMAP GM Labor Op Code Portal. User Guide 10

15 Step Three: Double-Click to Select the Standard Code to Change to 1. If you don t know the correct code, refer to the GM Standard Labor Op Codes list. (See Reference Window or Screen Orientation to locate this file) 2. Once you know the code, use the Category Drop Down Menu to select the category. STEP 3 CATEGORY DROP DOWN MENU 3. Use the Sub-Category Drop Down Menu to narrow down the code list. STEP 3 SUB-CATEGORY DROP DOWN MENU GM Labor Op Code Portal. User Guide 11

16 4. Double-click on the code to remap it in the Step 2 list. DOUBLE-CLICK CORRECT CODE Step Four: Save Changes 1. When you ve completed code remapping, click the Save Changes button. SAVE CHANGES BUTTON 1. You ll receive a confirmation pop-up asking if you ve finished mapping codes. 2. If you re not finished, click the No button to return to the code list and map more codes. GM Labor Op Code Portal. User Guide 12

17 3. Once you ve completed mapping all codes, click the Yes I am Finished button. CONFIRMATION BUTTONS 4. After you finish mapping codes, you will have the option to Confirm or Confirm & Certify your mappings in the Confirmation Window. During weekly updates, click the Confirm button. At the end of the month, when all updates are completed, click the Confirm & Certify button. Click Cancel if you re not ready to confirm or certify yet. CONFIRMATION WINDOW GM Labor Op Code Portal. User Guide 13

18 Step Five: Certify Codes You should certify codes at the end of each month. Note that once you do so, you will no longer be able to change your codes. See Frequently Asked Questions for information about what to do if you made a mistake. To certify codes: 1. Click the Confirm & Certify button on the Confirmation Window after completing your usual mapping, or click the Certify Mappings button from the Convenience Button list: CERTIFY MAPPINGS BUTTON 2. Enter your Name and Title into the Certify Mapping Window. 3. Click the I Certify the current mappings button. 4. If you are uncertain and want to check the mappings before certification, click the Cancel button to exit out. CERTIFY MAPPING WINDOW GM Labor Op Code Portal. User Guide 14

19 Mapping Multiple Codes You can map multiple codes at once using the Portal s Export and Import functions. Step One: Select a Category, Sub-Category, Standard Op Code Step Two: Export to Excel Step Three: Remap Codes in Excel Step Four: Import from Excel Step Five: Save Changes Step Six: Certify Codes Step One: Select a Category, Sub-Category, Standard Op Code 1. Begin by selecting a Category from the Category Drop Down Menu: CATEGORY DROP DOWN MENU 2. To narrow down the results, select a Sub-Category from the Sub-Category Drop Down Menu: SUB-CATEGORY DROP DOWN MENU 3. If you already know which codes are new or uncategorized, you can add an Additional Filter by selecting a GM Standard Op Code Category or a Dealer Op Code. GM Labor Op Code Portal. User Guide 15

20 4. If you make a mistake or want to start over, click the Clear Search button. ADDITIONAL FILTER OR CLEAR SEARCH Step Two: Export to Excel 1. Click the Export to Excel button. You ll have the option to save the file for later, or open it immediately to work with the data in Excel. EXPORT TO EXCEL BUTTON Step Three: Remap Codes in Excel 1. Find the Standard Op Code Column and edit the codes within the Excel file. If you don t know the correct codes, refer to the GM Standard Labor Op Codes list. (See Reference Window or Screen Orientation to locate this file.) Save the file when complete. EXCEL FILE, STANDARD OP CODE COLUMN GM Labor Op Code Portal. User Guide 16

21 Step Four: Import from Excel 1. Click the Import From Excel button. IMPORT FROM EXCEL BUTTON Step Five: Save Changes 1. When you ve completed code remapping, click the Save Changes button. SAVE CHANGES BUTTON 2. You ll receive a confirmation pop-up asking if you ve finished mapping codes. 3. If you re not finished, click the No button to return to the code list and map more codes. 4. Once you ve completed mapping all codes, click the Yes I am Finished button. CONFIRMATION BUTTONS GM Labor Op Code Portal. User Guide 17

22 5. Select an option from the Confirmation Window. During weekly updates, click the Confirm button. At the end of the month, when all updates are completed, click the Confirm & Certify button. Click Cancel if you re not ready to confirm or certify yet. CONFIRMATION WINDOW Step Six: Certify Codes You should certify codes at the end of each month. Note that once you do so, you will no longer be able to change your codes. See Frequently Asked Questions for information about what to do if you made a mistake. To certify codes: 1. Click the Confirm & Certify button on the Confirmation Window after completing your usual mapping, or click the Certify Mappings button from the Convenience Button list: CERTIFY MAPPINGS BUTTON 2. Enter your Name and Title into the Certify Mapping Window. 3. Click the I Certify the current mappings button. GM Labor Op Code Portal. User Guide 18

23 4. If you are uncertain and want to check the mappings before certification, click the Cancel button to exit out. CERTIFY MAPPING WINDOW Logging Out The Portal is secured so that only one person at a time can revise data. Always log out when you ve finished using the Portal. If you don t log out, then others will receive an error message when they attempt to log in: ERROR MESSAGE Log out 1. To log out, click the Logout button on the Menu. LOGOUT BUTTON GM Labor Op Code Portal. User Guide 19

24 2. Click the OK button. OK BUTTON 3. Click the Close Window button. CLOSE WINDOW BUTTON GM Labor Op Code Portal. User Guide 20

25 Frequently Asked Questions How will my dealership benefit by categorizing all labor operations? Increase the accuracy of reporting customer retention metrics Increase accuracy of dealership service operations Increase performance targeted marketing through CSSR Why don t I see any mappings when I access the Labor Op Code portal? You must select one of the Categories in the first drop down box (Step 1) for records to populate on Step 2. This may take a few minutes since the portal will need to look up the current mappings based on the selection criteria. I am experiencing lengthy load times. We recommend using either Firefox or Chrome browsers to decrease load time. Please check with your IT staff to make sure theses browsers don t negatively affect any other programs you run at the dealership. If you need assistance with downloading the new browsers on your computer at the dealership you can reach out to your IT staff and/or the GM dedicated Labor Op Code portal support team at GMDCR@gm.com. I can t see the entire screen. Most likely your screen resolution settings are too high. You can correct by pressing the F11 key to change your screen to full mode. If this does not work, you should contact your dealership IT person for additional assistance. How many times can I confirm changes on the Labor Op Code Portal? You can confirm changes as often as you like as there is no limit. You may only certify changes once. Why do I have such a large number of uncategorized codes? Dealers with a significant number of Uncategorized Labor Op Codes are usually using a DMS system where Labor Op Code entry is not required (such as Quorum and Adam). Talk to your DMS sales representative to learn how to correctly assign Labor Op Codes. GM Labor Op Code Portal. User Guide 21

26 How often are labor operations categorized? Labor Op Code mappings are performed every time the DMS data is collected from the dealer s DMS application, which is daily. A Dealer Op Code (DMS) will not appear in the portal until it is used on a RO upon closeout into the DMS. Sometimes this process can take up to several days. How often is the Labor Op Code Portal updated? The Labor Op Code Portal is updated daily. I certified codes, but now realize there is an error. How can I fix this? Contact Administration by ing GMDCR@gm.com. Note that you ll have to redo the entire update you certified, not just the incorrect codes. GM Labor Op Code Portal. User Guide 22

27 Additional Resources Labor Op Code Portal References Located in upper right corner of the Labor Op Code Portal web pages: Reference Docs GM Standard Labor Op Code List GM Labor Op Code Video Tutorial Contact Information For administrative help or support with additional questions and technical issues, please Mary Durkin or Galina Britton at GM Labor Op Code Portal. User Guide 23