2/10/2003 Version 1.1

Transcription

1 Entities...82 Print a List of Entity Records...84 Locate an Entity Record...85 Inquire into an Entity Record...88 Projects...95 Print a List of Project Records...97 Locate a Project Record...98 Inquire into a Project Project Cloning Property Board Agendas Print a List of Property Board Agenda Records Locate a Board Agenda Record Inquire into a Board Agenda Groups Command Groups Control Groups Print a List of Control Group Records Locate a Control Group Inquire into a Control Group Tasks Received Tasks Inquire into a Task Assigned to Me Update or Respond to a Task Assigned to Me Delete a Task Assigned to Me Assigned Tasks Assign a New Task Inquire into a Task Assigned by Me Update a Task Assigned by Me Delete a Task Assigned by Me /10/2003 Version 1.1

2 Entities Click on the Entities category in the Directory Tree. Note that the entities icon to the left changes to an open folder icon. Once you click on the Entities entry in the Directory Tree, the system retrieves all the Entity records per the values in the Search Panel and displays them in the Results Panel. Note that in the Search Panel, the Command Group field is disabled and auto-filled with the Division you belong to, and the remaining search fields are blank. Therefore, the list of Entity records in the Results Panel contains all the records that you are authorized to view. 2/10/2003 Page 82

3 The default list view of the Entity records contains the following columns: Entity Name Entity Description Entity Type You can customize the view of the list by using any combination of the five options below: 1. change the width of any column by dragging the edge of the column header to the left to narrow the column or to the right to widen it; 2. change the sequence of the columns on the list by dragging the column header right or left to the desired location; 3. eliminate a column from the list, which gets saved as part of your default list view; 4. add a column to the list, which gets saved as part of your default list view; 5. sort the listed records by clicking on the desired column header and repeat clicking on it to toggle between ascending and descending sequence. For more information about changing a list view, please refer to the section titled Change a List View. 2/10/2003 Page 83

4 Print a List of Entity Records To print the Entities list on a hard copy report, click on File toolbar menu, and select the Print option. A report of the Entity records list will be printed on your default Windows printer. Alternatively, you may export the Entities list to a Microsoft Office or text file, then print it from there. To do so, click on the Tools toolbar menu, and select the Export Grid to File option. Note! If you wish to limit the list of Entity records before you print it, follow the search instructions under the Locate an Entity Record first, then print or export the list. For more information about printing a list of records, refer to the Reports section. 2/10/2003 Page 84

5 Locate an Entity Record Locate a specific entity record in the default Entities list by scrolling down the list. You may wish to specify certain search criteria to narrow the search and produce a shorter list of records to scroll through. Follow the steps below to locate the desired Entity record: The Search Panel allows you to specify a Control Group and up to five more fields to narrow your search. 1. Optionally click on the down arrow in the Control Group field to display the pull-down menu of groups to select from. The groups are listed in alphabetic order. Scroll down the pulldown list to locate the desired Control Group, or enter the first letter of the group name to jump to the first entry that starts with that letter. Click on the group name and watch the value fill the Control Group field. 2. If this is the only criteria you wish to use in the search, proceed to step #7, otherwise continue with the next step to specify more search parameters. 1. Click on the down arrow in the Fields drop-down menu to display the list of Entity fields to search by. The fields are listed in alphabetic order. Scroll down the list to locate the field to search by, or enter the beginning letter of a field name to jump to the first field name that starts with this letter. 3. Click on the desired field name and enter one or more values to Look For in that field. Use the standard operators below as needed: = or no operator to represent equal < for less-than > for greater than <> for not-equal * for wild card 4. Optionally enter additional values under the OR field as alternate lookup values for the same field selected. 2/10/2003 Page 85

6 5. You can repeat steps #3 through #5 to specify up to four more fields to search by. 6. Once you have completed specifying all the desired search parameters, click on the Search Now button in the Search Panel. 7. The system retrieves all the Entity records that match the search parameters you entered and lists them in Entity Name sequence. 8. You may wish to reduce the size of the list by grouping its contents by one of the columns. Notice the instruction above the list to drag a column header 9. Optionally group the list by dragging the grouping column header to the far left of the instruction area. In the example below, the Zip column header is dragged. 2/10/2003 Page 86

7 10. Once grouped, you will only see the group level entries (in this example, the group level is by Zip). Proceed with the next step to scroll though the group entries or return the group column header back to the detail list to show all the individual entries ungrouped. 11. Scroll down the grouped list to locate the desired group value and click the + sign to expand the group and see its detail entries. 12. Whether from the full list or from the grouped list, scroll down the list to locate the desired Entity record, and click on it. 13. After you have located the Entity record you were seeking, proceed with the Inquire into a Entity Record section for detail information about it. If you did not locate the record you wanted, you may revise your search by going to step # If you wish to save the search parameters you entered so you can use them for future searches, click on the Save View toolbar icon and give your saved view a name. The saved search will be stored in the Directory Tree under Entities. For more information about saving your search, refer to the section titled Save a Search View. 15. Should you need to revise your search criteria and start over again, or if you wish to start a new search, click on the Clear button to clear all the search fields and repeat the process starting from step #1 above. 2/10/2003 Page 87

8 Inquire into an Entity Record First, locate the individual record from the list of records as described under Locate an Entity Record, and follow the steps below: 1. Click on the selected Entity record from the list to view more details for. The Entity window is displayed. 2. Note the contents of the Entity window. The top part shows static information about the entity: System ID number (SID) entity Command Group Property Reference number entity Control Group Risk Reference number entity Type Finance Reference number entity Disposition entity Name Active Date entity Description Closed Date entity Address information Risk Management information entity Contact Information The bottom part of the Entity window contains tabs for various additional information associated with the Entity: Properties that this Entity controls Vehicles that this Entity controls Vehicles that this Entity uses 2/10/2003 Page 88

9 Projects that this Entity controls Projects requested by this Entity Properties occupied by this Entity Log of information activities recorded for this Entity The default display of the Entity record shows the Controlled Properties tab with a list of the Name and Address of the Properties. 3. To view a full record of the Property controlled by this entity, select an entry from the Controlled Properties list, then click the View button. The Property window displays. 2/10/2003 Page 89

10 4. View the Property information then press the Cancel button to close the window. For more information about the Property window, refer to the Inquire Into a Property Record section. 5. Click on the Controlled Vehicles tab to view the vehicles that this entity controls, if any. The Controlled Vehicles list displays. 6. To view a full record of a Vehicle controlled by this entity, select an entry from the Controlled Vehicles list, then click the View button. The Vehicle window displays. 7. View the Vehicle information then press the Cancel button to dismiss the window. For more information about the Vehicle window, refer to the Inquire Into a Vehicle Record section. 2/10/2003 Page 90

11 8. Click on the Vehicles Used tab to view the vehicles that this entity controls, if any. The Used Vehicles list displays. 9. To view a full record of a Vehicle used by this entity, select an entry from the Used Vehicles list, then click the View button. The Vehicle window displays (see sample above). 10. View the Vehicle information then press the Cancel button to dismiss the Vehicle window. For more information about the Vehicle window, refer to the Inquire Into a Vehicle Record section. 11. Click on the Controlled Projects tab to view the projects that this Entity controls, if any. The Controlled Projects list displays. Note! Some of the Project records listed will be cloned or copied from other projects. If the project is a copy, it will state (Cloned) in the project description. 12. To view a full record of a Project controlled by this entity, select an entry from the Controlled Projects list, then click the View button. The Project window displays. 2/10/2003 Page 91

12 13. View the Project information then press the Cancel button to dismiss the window. For more information about the Project window, refer to the Inquire Into a Project Record section. 14. Click on the Requested Projects tab to view the projects requested by this Entity, if any. The Requested Projects list displays. 15. To view a full record of a Project requested by this entity, select an entry from the Requested Projects list, then click the View button. The Project window displays (see sample above). 16. View the Project information then press the Cancel button to dismiss the window. For more information about the Project window, refer to the Inquire Into a Project Record section. 2/10/2003 Page 92

13 17. Click on the Structures Occupied tab to view the structures occupied by this Entity. The Structures Occupied list displays. 18. To view a full record of the Structure that this entity occupies, click on the entry from the list, then click the Go to Structure button. The Structure window displays. 19. View the Structure information then press the Cancel button to dismiss the window. For more information about the Structure window, refer to the Inquire Into a Structure Record section. 2/10/2003 Page 93

14 20. Click on the Log tab to view the update activities associated with this Entity record. The Log list displays. 21. You can view more detailed information on any entry on the Log list by clicking on it, then clicking the View button. 22. The Log window pops up. It contains the Log Type, the Log text entry, the User who entered the log text, and the Date and Time the log was entered. 23. View the Log information then press the Cancel button on the Log window to dismiss the window. 24. When you have finished reviewing the Entity record, exit the window to return to the Entities list by clicking on the Cancel button on the Entity window, End of Entities /10/2003 Page 94

15 Projects Click on the Projects category in the Directory Tree. Note that the projects icon to the left changes to an open folder icon. Once you click on the Projects entry in the Directory Tree, the system retrieves all the Project records per the values in the Search Panel and displays them in the Results Panel. Note that in the Search Panel, the Command Group field is disabled and auto-filled with the Division you belong to, and the remaining search fields are blank. Therefore, the list of Project records in the Results Panel contains all the records that you are authorized to view. 2/10/2003 Page 95

16 The default list view of the Project records contains the following columns: Project Name Project Territory Property Council (TPC) Date Project Description Project System ID (SID) You can customize the view of the list by using any combination of the five options below: 1. change the width of any column by dragging the edge of the column header to the left to narrow the column or to the right to widen it; 2. change the sequence of the columns on the list by dragging the column header right or left to the desired location; 3. eliminate a column from the list, which gets saved as part of your default list view; 4. add a column to the list, which gets saved as part of your default list view; 5. sort the listed records by clicking on the desired column header and repeat clicking on it to toggle between ascending and descending sequence. For more information about changing a list view, please refer to the section titled Change a List View. 2/10/2003 Page 96

17 Print a List of Project Records To print the Projects list on a hard copy report, click on File toolbar menu, and select the Print option. A report of the Project records list will be printed on your default Windows printer. Alternatively, you may export the Projects list to a Microsoft Office or text file, then print it from there. To do so, click on the Tools toolbar menu, and select the Export Grid to File option. Note! If you wish to limit the list of Project records before you print it, follow the search instructions under the Locate a Project Record first, then print or export the list. For more information about printing a list of records, refer to the Reports section. 2/10/2003 Page 97

18 Locate a Project Record Locate a specific property record in the default Projects list by scrolling down the list. You may wish to specify certain search criteria to narrow the search and produce a shorter list of records to scroll through. Follow the steps below to locate the desired Project record: Because you are a Division user, the Command Group field in the Search Panel is disabled and autofilled with the Division you belong to, and the list of Structure records in the Results Panel contains all the records that you are authorized to view. The Search Panel allows you to specify a Control Group and up to five more fields to narrow your search. 1. Optionally click on the down arrow in the Control Group field to display the pull-down menu of groups to select from. The groups are listed in alphabetic order. Scroll down the pulldown list to locate the desired Control Group, or enter the first letter of the group name to jump to the first entry that starts with that letter. Click on the group name and watch the value fill the Control Group field. 2. If this is the only criteria you wish to use in the search, proceed to step #7, otherwise continue with the next step to specify more search parameters. 2/10/2003 Page 98

19 3. Click on the down arrow in the Fields drop-down to display the list of Project fields to search by. The fields are listed in alphabetic order. Scroll down the list to locate the field to search by, or enter the beginning letter of a field name to jump to the first field name that starts with this letter. 4. Click on the desired field name and enter one or more values to Look For in that field. Use the standard operators below as needed: = or no operator to represent equal < for less-than > for greater than <> for not-equal * for wild card 5. Optionally enter additional values under the OR field as alternate lookup values for the same field selected. 6. You can repeat steps #3 through #5 to specify up to four more fields to search by. 7. Once you have completed specifying all the desired search parameters, click on the Search Now button in the Search Panel. 8. The system retrieves all the Project records that match the search parameters you entered and lists them in Name sequence. 2/10/2003 Page 99

20 9. You may wish to reduce the size of the list by grouping its contents by one of the columns. Notice the instruction above the list to drag a column header Optionally group the list by dragging the grouping column header to the far left of the instruction area. 11. Once grouped, you will only see the group level entries (in this example, the group level is by City). Proceed with the next step to scroll though the group entries or return the group column header back to the detail list to show all the individual entries ungrouped. 12. Scroll down the grouped list to locate the desired group value and click the + sign to expand the group and see its detail Project entries. 2/10/2003 Page 100

21 13. Whether from the full list or from the grouped list, scroll down the list to locate the desired Project record, and click on it. 14. After you have located the Project record you were seeking, proceed with the Inquire into a Project Record section for detail information about the project. If you did not locate the record you wanted, you may revise your search by going to step # If you wish to save the search parameters you entered so you can use them for future searches, click on the Save View toolbar icon and give your saved view a name. The saved search will be stored in the Directory Tree under Projects. For more information about saving your search, refer to the section titled Save a Search View. 16. Should you need to revise your search criteria and start over again, or if you wish to start a new search, click on the Clear button to clear all the search fields and repeat the process starting from step #1 above. 2/10/2003 Page 101

22 Inquire into a Project First, locate the individual record from the list of records as described under Locate a Properties Record. You can locate a Project record in one of four ways: A. On the list of Project records obtained from a Projects search as described under the Locate a Project Record section, or B. on the list of Project records associated with a Property in the Inquire into a Property Record section, or. C. on the list of Project records associated with a Structure in the Inquire into a Structure Record section, or D. on the list of Project records associated with a Land in the Inquire into a Land Record section. Using any of the approaches above, follow the steps below: 2/10/2003 Page 102

23 1. Click on the selected Project record from the list to view more details for. 2. If the Project is only for TPC minutes and not a full project, a warning message is displayed before the Project window is opened. 3. Determine whether or not you wish to view the project record and click Yes or No accordingly. 4. The Project window is displayed. 5. Note the contents of the Project window. It contains mainly project identification information shown in the default Details tab, and 11 tabs of additional specific budget and tracking information. The Details tab of the Project window contains the following fields: System ID number (SID) Finance Status Project Name Finance Status Date Project Description Active Date Authorization Type Closed Date Legal Description First Signer / Second Signer Disposition Projected TPC Date 2/10/2003 Page 103

24 Control Group / Command Group Finance Project indicator Controlling Entity / Requesting Entity Property Work On Project Status Structure Work On Status Date Land Work On The additional Project tabs contains the following information associated: Cost Budget associated with this Project Funding Budget associated with this Project Project Accounting Document Tracking information pertaining to this Project Project echecklist Agenda associated with this Project Log of information activities recorded for this Project Images for this Project Summary information for this Project Payment Estimates for this Project Below is a brief description of each. 6. Click on the Cost (Budget) tab to view the cost budget information for the Project. 2/10/2003 Page 104

25 7. Click on the Funding (Budget) tab to view the funding budget information for the Project. 2/10/2003 Page 105

26 8. Click on the Project Acc tab to view the Project accounting information. Right-click on the GP Acc field to view the project s account balance information obtained from the Great Plains system. 2/10/2003 Page 106

27 9. Click on the Doc Tracking tab to review a list of documents required or supporting the Project. 10. Double-click on one of the documents listed in the Doc Tracking tab list to see details about the document. The Project Doc window displays. 11. View the document information, then click on the Cancel button to close the window. 2/10/2003 Page 107

28 12. The echecklist tab on the Project record is mainly used to exchange information requests with Salvation Army personnel relating to this Project. a. Click on the Request Information from Control Entity button. A window containing a blank is displayed: 2/10/2003 Page 108

29 b. In the To field, type in the fully qualified address of the person to whom you wish to send an message requesting information. You may replace or add to the text in the Subject field. In the body of the , articulate your request replacing the default text that states Enter Message Here. Note! The mail will be sent from the PVC System, not from your server. It will therefore not store the message in your Sent folder. If you wish to keep a copy of this in your folder, enter your own fully qualified address in the Cc field. You may address the same to as many people as you wish, entering the full address of each and separating them by a semicolon (;). c. When you have completed entering the addressees and the text message, click on the Send button. This will close the window. d. Alternatively, if you do not wish to send the , click on the Cancel button. This will close the window without sending a message. e. If you elected to send the message, a confirmation will be displayed indicating the request has been sent. Click OK to dismiss the window. The system will then send your message to all addressees and attach the applicable Project information to it. Go to step #f to view the message you sent in the inbox folder. The system also updates the Project Log accordingly. Go to step #i to view the Log entry. 2/10/2003 Page 109

30 f. The recipient of the request (and you, if you cc d yourself on the message) will receive the request sent from a no-reply sender, with the project information in an attached text file as follows: g. View the pertinent Project information that was automatically sent by the PVC system, click on the Project.txt attached file icon. a: h. View the attachment information, then open or launch the Project Text file to view the specific Project information: 2/10/2003 Page 110

31 i. To ensure your message has been sent, or to view previously sent request messages, consult the Project Log. Click on the Log tab. j. Click on the information request sent.. log entry in the log list to view the details. 2/10/2003 Page 111

32 13. Click on the Agenda tab to review a list of Board Agenda dates where the Project was reviewed. 14. Click on the Agenda entry and click the Open Agenda button to view its detail. An Agenda window displays listing all the items for that Agenda date. View the Agenda record, then click the Cancel button to dismiss the Agenda window. For more information about the Agenda, refer to the Inquire into a Property Board Agenda section. 2/10/2003 Page 112

33 15. Click on the Log tab to view a list of the action logs for information updates on the Project. 16. Click on the Log entry and click the View button to view its detail. A Log window displays. 17. View the Log entry, then click the Cancel button to dismiss the Log window. 2/10/2003 Page 113

34 18. Click on the Summary tab to view the Project s financial summary information. View the Summary information as needed. You may also view more information regarding the Project s budget or general ledger information. 2/10/2003 Page 114

35 To view the Project s budget versus actual financials, click on the Budget Vs. Actual button. A window opens displaying the summarized Budget To Actual Summary report for the project.. Review the report and print as needed, then close the report window to return to the Project Summary window 2/10/2003 Page 115

36 To view the Project s detail general ledger information, click on the Detail G/L button. A window opens displaying a detailed Budget To Actual Summary report for the project, further breaking down the information on the Actual versus Budget report above. Review the report and print as needed, then close the report window to return to the Project Summary window. 2/10/2003 Page 116

37 19. From the Project window, click on the Addl. Info. tab to view additional and HUD, Vendor, and Revision information pertaining to the Project. The Additional Information screen contains the following data: HUD Project Number Vendor name HUD Loan Terms Vendor Description City/County Loan Amount Original TPC Date City/County Loan Terms Last TPC Date The HUD and City/County information is used for Property only. Revision information contains TPC Board approval date for a cloned Project: The Original TPC Date contains the date of the Cloned (copied-to) Project was first approved by the TPC Board. The Last TPC Date will indicates the date that the TPC Board reviewed the project, which would normally be the same as the Original TPC Date, unless the project is cloned again, than the last date will be different. Please refer to the section titled Clone a Project for more information. 2/10/2003 Page 117

38 20. From the Project window, click on the Payment Est. tab to view the Project s payment history. This panel is currently not used. 21. When you have finished reviewing the Project record, exit the window to return to the Projects list by clicking on the Cancel button. 2/10/2003 Page 118

39 Project Cloning For ease of duplicating information from one project to another, projects can be cloned. Only authorized Head Office personnel can clone projects, and authorized Division personnel can inquire into original and cloned projects. To clone a project, a project is selected from the Property Board Agenda list of items, and when approved, the project clone can be created. To clone a project, the Copied field is flagged, and as a result, a project clone is created End of Projects /10/2003 Page 119

40 Property Board Agendas Click on the Property Board Agenda category in the Directory Tree. Note that the agendas icon to the left changes to an open folder icon. Once you click on the Property Board Agendas entry in the Directory Tree, the system retrieves all the Property Board Agenda records per the values in the Search Panel and displays them in the Results Panel. Note that in the Search Panel, the Command Group field is disabled and auto-filled with the Division you belong to, and the remaining search fields are blank. Therefore, the list of Property Board Agenda records in the Results Panel contains all the records that you are authorized to view. 2/10/2003 Page 120

41 The default list view of the Property Board Agendas contains only the Territory Property Council (TPC) Date, and the System Identification number (SID). You can customize the view of the list by using any combination of the five options below: 1. change the width of any column by dragging the edge of the column header to the left to narrow the column or to the right to widen it; 2. change the sequence of the columns on the list by dragging the column header right or left to the desired location; 3. eliminate a column from the list, which gets saved as part of your default list view; 4. add a column to the list, which gets saved as part of your default list view; 5. sort the listed records by clicking on the desired column header and repeat clicking on it to toggle between ascending and descending sequence. For more information about changing a list view, please refer to the section titled Change a List View. 2/10/2003 Page 121

42 Print a List of Property Board Agenda Records To print the Property Board Agendas list on a hard copy report, click on the File toolbar menu, and select the Print option. A report listing the Property Board Agendas records will be printed on your default Windows printer. Alternatively, you may export the Property Board Agendas list to a Microsoft Office or text file, then print it from there. To do so, click on the Tools toolbar menu, and select the Export Grid to File option. Note! If you wish to limit the list of Property Board Agenda records before you print it, follow the search instructions under the Locate a Property Board Agenda Record first, then print or export the list. For more information about printing a list of records, refer to the Reports section. 2/10/2003 Page 122

43 Locate a Board Agenda Record Locate a specific property board agenda record in the default Property Board Agendas list by scrolling down the list. You may wish to specify certain search criteria to narrow the search and produce a shorter list of records to scroll through. Follow the steps below to locate the desired Property Board Agenda record: The Search Panel allows you to specify a Control Group and up to five more fields to narrow your search. 1. Optionally click on the down arrow in the Control Group field to display the pull-down menu of groups to select from. The groups are listed in alphabetic order. Scroll down the pulldown list to locate the desired Control Group, or enter the first letter of the group name to jump to the first entry that starts with that letter. Click on the group name and watch the value fill the Control Group field. 2. If this is the only criteria you wish to use in the search, proceed to step #7, otherwise continue with the next step to specify more search parameters. 2. Click on the down arrow in the Fields drop-down menu to display the list of Property Board Agenda fields to search by. The fields are listed in alphabetic order. Scroll down the list to locate the field to search by, or enter the beginning letter of a field name to jump to the first field name that starts with this letter. 3. Click on the desired field name and enter one or more values to Look For in that field. Use the standard operators below as needed: = or no operator to represent equal < for less-than > for greater than <> for not-equal * for wild card 4. Optionally enter additional values under the OR field as alternate lookup values for the same field selected. 2/10/2003 Page 123

44 5. Repeat steps #3 through #5 if you wish to specify up to four more fields to search by. 6. Once you have completed specifying all the desired search parameters, click on the Search Now button in the Search Panel. 7. The system retrieves all the Property Board Agenda records that match the search parameters you entered and lists them in Name sequence. 8. Scroll down the list to locate the desired Property Board Agenda record, and click on it. 9. After you have located the Property Board Agenda record you were seeking, proceed with the Inquire into a Property Board Agenda Record section for detail information. If you did not locate the record you wanted, you may revise your search by going to step # If you wish to save the search parameters you entered so you can use them for future searches, click on the Save View toolbar icon and give your saved view a name. The saved search will be stored in the Directory Tree under Property Board Agenda. For more information about saving your search, refer to the section titled Save a Search View. 11. Should you need to revise your search criteria and start over again, or if you wish to start a new search, click on the Clear button to clear all the search fields and repeat the process starting from step #1 above. 2/10/2003 Page 124

45 Inquire into a Board Agenda First, locate the individual Property Board Agenda record from the list of records as described under Locate a Properties Record. You can locate a Property Board Agenda record in one of two ways: A. on the list of Property Board Agenda records obtained from a Property Board Agenda search as described under the Locate a Property Board Agenda Record section, or B. on the list of Agenda records associated with a Project in the Inquire into a Project Record section. 1. From the list of Agenda records, click on the entry that you wish to view more details for. Note! You will notice that the cursor might flicker a few times, as the inquiry into an agenda record is may take a few seconds longer than usual to retrieve all the associated project information. Do not be alarmed by the long search period. The Property Board Agenda window is displayed: 2/10/2003 Page 125

46 2. Note the contents of the Agenda window. The top part shows the usual record identification information: System ID number (SID) Property Reference number Risk Reference number Finance Reference number The remainder of the Agenda window contains a list of the Agenda Items, which consists of the Projects that agenda. The Projects list shows the following columns identifying the project: Project name Project Type Command Group Control Group Property Address Disposition (project status) Date (submitted to the board) Page (on the agenda) Cloning indicator (indicating the project was copied from another) 3. Scroll thru the Projects list to locate the desired record, the click on it to open the Project window. 2/10/2003 Page 126

47 Note! You can sort the projects list by clicking on any of the column headers, and toggle between ascending and descending sequence by clicking on the same column header again. 4. Once you click on the Project entry, the Project window displays: 2/10/2003 Page 127

48 5. Review the Project window contents as needed, then close the window or click the Cancel button. For more information about the Project record, refer to the View a Project Record section. 6. When you have finished reviewing the Agenda record, exit the window to return to the Property Board Agendas list by clicking on the Cancel button End of Board Agendas /10/2003 Page 128

49 Groups The Groups category pertains to organizations that comprise The Salvation Army. There is no detail information maintained at the Groups level. Rather, information about The Salvation Army groups is maintained separately for the two types of groups: the Command Groups, and the Control Groups. Click on the + or sign to the left of the Groups entry to expand or collapse the Groups category and reveal or hide the two types of groups it consists of. Note that the groups icon to the left changes to an open folder icon. 2/10/2003 Page 129

50 Command Groups Expand the Groups category in the Directory Tree to reveal the two underlying categories, including the Command Groups. Click on Command Groups to start reviewing the command group information. Note that when you click on the Command Groups category, the icon to the left of it changes to an open folder icon. Note! Due to the small number of Command Groups there is no Search Panel to specify any search criteria. Once you click on the Command Groups entry in the Directory Tree, the system retrieves all the Command Group records you are authorized to view and displays them in the Results Panel. 2/10/2003 Page 130

51 The list view of the Command Group records contains the following columns: Command Group Name Command Group Description System ID (SID) assigned to the Command Group record You can customize the view of the Command Groups list by using any combination of only three options below: 1. change the width of any column by dragging the edge of the column header to the left to narrow the column or to the right to widen it; 2. change the sequence of the columns on the list by dragging the column header right or left to the desired location; 3. sort the listed records by clicking on the desired column header and repeat clicking on it to toggle between ascending and descending sequence. Note! Unlike the other categories, you cannot add nor eliminate columns from the Command Groups list. To view full Command Group information, click on any entry on the Command Groups list. The Command Group window displays: Review the Command Group record, then exit the window to return to the Command Group list by clicking on the Cancel button. 2/10/2003 Page 131

52 Control Groups Expand the Groups category in the Directory Tree to reveal the two underlying categories, including the Control Groups. Click on Control Groups to start reviewing the control group information. Note that when you click on the Control Groups category, the icon to the left of it changes to an open folder icon. Once you click on the Control Groups entry in the Directory Tree, the system retrieves all the Control Group records per the values in the Search Panel and displays them in the Results Panel. Note that in the Search Panel, the Command Group field is disabled and auto-filled with the Division you belong to, and the remaining search fields are blank. Therefore, the list of Control Group records in the Results Panel contains all the records that you are authorized to view. The default list view of the Control Group records contains the following columns: Control Group Name Control Group Description System ID (SID) assigned to the Control Group record You can customize the view of the list by using any combination of the five options below: 2/10/2003 Page 132

53 1. change the width of any column by dragging the edge of the column header to the left to narrow the column or to the right to widen it; 2. change the sequence of the columns on the list by dragging the column header right or left to the desired location; 3. eliminate a column from the list, which gets saved as part of your default list view; 4. add a column to the list, which gets saved as part of your default list view; 5. sort the listed records by clicking on the desired column header and repeat clicking on it to toggle between ascending and descending sequence. For more information about changing a list view, please refer to the section titled Change a List View. 2/10/2003 Page 133

54 Print a List of Control Group Records You have two printing alternatives in the PVC Management System: i. printing or saving an electronic copy of a pre-defined and formatted report, or ii. printing or saving a record list with columns of your choice. Here is a brief description of each alternative. For more information about printing, refer to the Reports section. A. To print a formatted Control Group report on hard copy or save in a report file, click on File menu, and select the Print toolbar icon in the Custom Toolbar. The VideoSoft splash screen appears, which is an indication that you will now invoke the report generation tool. Click on OK to dismiss the splash screen. From the Adhoc Reports window, click on the Generate button. In the resulting Data Reporter window, preview the report as needed. Click on the printer icon to print the Default Control Group report on your default Windows printer. B. Alternatively, you may export the Control Group list to a Microsoft Office file or text file, then print it from there. To do so, click on the Tools toolbar menu, and select the Export Grid to File option. Save the file on your PC then print it from the application that opens the saved file. 2/10/2003 Page 134

55 Note! Although it is a small list, you may still wish refine the list of Control Group records before you print it. Follow the search instructions under the Locate a Control Group first, then print or export the list using either approach above. 2/10/2003 Page 135

56 Locate a Control Group Locate a specific control group record in the default Control Group list by scrolling down the list. You may wish to specify certain search criteria to narrow the search and produce a shorter list of records to scroll through. The Search Panel allows you to specify up to five fields to search by to narrow your search. 3. Click on the down arrow in the Fields drop-down menu to display a short list of Control Group fields to search by. 4. Click on the desired field name and enter one or more values to Look For in that field. Use the standard operators below as needed: = or no operator to represent equal < for less-than > for greater than <> for not-equal * for wild card 2/10/2003 Page 136

57 5. Optionally enter additional values under the OR field as alternate lookup values for the same field selected 6. You can repeat steps #1 through #3 to specify up to four more fields to search by. 7. Once you have completed specifying all the desired search parameters, click on the Search Now button in the Search Panel. 8. The system retrieves all the Control Group records that match the search parameters you entered and lists them in Name sequence. 9. Scroll through the list to locate the record you are seeking. 10. If you wish to save the search parameters you entered so you can use them for future searches, click on the Save View toolbar icon and give your saved view a name. The saved search will be stored in the Directory Tree under Properties. For more information about saving your search, refer to the section titled Save a Search View. 11. Should you need to revise your search criteria and start over again, or if you wish to start a new search, click on the Clear button to clear all the search fields and repeat the process starting from step #1 above. 2/10/2003 Page 137

58 Inquire into a Control Group First, locate the individual Control Group record from the list of records as described under Locate a Properties Record. From the records list, click on the entry that you wish to view more details for. The Control Group window is displayed Review the Control Group record, then exit the window to return to the Control Group list by clicking on the Cancel button End of Groups /10/2003 Page 138

59 Tasks The Tasks category pertains to action items that different users of the system are tasked with performing, related to projects or other assets of The Salvation Army. There is no detail information maintained at the Tasks category level. Rather, information about the different tasks are separated into two categories: Received Tasks, and Assigned Tasks. Click on the + or sign to the left of the Tasks entry to expand or collapse the Tasks category and reveal or hide the received and assigned tasks. Note that when you click on the Tasks entry, the icon to the left changes to an open folder icon. Note! When you expand the Tasks category, the Received tasks category will be displayed in red indicating you have received one or more new tasks, or if you have incomplete tasks that you need to review or address. 2/10/2003 Page 139

60 Received Tasks When you first log into the PVC Management System, the system displays a notification message of outstanding Tasks for you to address, if you have any Received tasks that are not completed. Take a note of that, and click OK to dismiss the message. Click on the Received category in the Directory Tree to view the tasks that have been assigned to you. Note that the icon to the left changes to an open folder icon. 1. A list containing all your Received tasks is displayed. 2/10/2003 Page 140

61 The default list view of the Received tasks contains the following columns: Role Assigned (the role for performing this task) Task Due Date Task Priority Task Status User ID of person who assigned this task to you Task Name Task Description You can customize the view of the list by using any combination of only three of the options below: 1. change the width of any column by dragging the edge of the column header to the left to narrow the column or to the right to widen it; 2. change the sequence of the columns on the list by dragging the column header right or left to the desired location; 3. sort the listed records by clicking on the desired column header and repeat clicking on it to toggle between ascending and descending sequence. For more information about changing a list view, please refer to the section titled Change a List View. 2. If you wish to limit the task list based on their completion status, right-click anywhere in the task list and watch a pop-up menu display showing the possible task actions. Notice that the default already checked on the menu is Incomplete Tasks. Select another option on the menu to view a list of your Received tasks by their status. Your status display options are: Incomplete Tasks Completed Tasks All Tasks - regardless of status. 2/10/2003 Page 141

62 3. To view details about any of your Received tasks, click on the Task to highlight it, then right-click in the task list panel and select the Edit Task option, then proceed to Inquire into a Task Assigned to Me section. 4. To change or update any of your Received tasks, click on the task entry to highlight it, then right-click in the task list panel and select the Edit Task option, then proceed to the next section, Respond or Update a Task Assigned to Me section. 5. To change or update any of your Received tasks, click on the task entry to highlight it, then right-click in the task list panel, and proceed to the next section, Delete a Task Assigned to Me section. 2/10/2003 Page 142

63 Inquire into a Task Assigned to Me First, locate the individual Received task as described above by displaying the tasks assigned to you. 1. Click on the task you wish to inquire into. 2. Right-click in the task list panel. The pop-up action menu is displayed. Click on the Edit Task option. 3. The Task window displays. Note the contents of the Task window: Task Name Task Description Task Due Date Task Priority Task Status Command Group Control Group Entity Group Assigned To User Assigned To Assigned By Property Vehicle Budget 2/10/2003 Page 143

64 4. View the Task information then press the Cancel button to close the window. 2/10/2003 Page 144

65 Update or Respond to a Task Assigned to Me When a task is assigned to you, you have the option to decline it or accept it and start working on it. Either way, you will need to respond to the task you received and update it. First, locate the individual Received task as described above by displaying the tasks assigned to you. 1. Click on the task you wish to update. 2. Right-click in the task list panel. The pop-up action menu is displayed. Click on the Edit Task option. 3. The Task window displays. Note the contents of the Task window. You can update any field except those marked with * in the list below: Task Name Entity Task Description Group Assigned To * Task Due Date User Assigned To Task Priority Assigned By * Task Status * Property, Structure, or Land Command Group Vehicle Control Group Project 2/10/2003 Page 145

66 If the task pertains to a Structure, here is a sample: 2/10/2003 Page 146

67 If the task pertains to a Land, here is a sample: 4. Review the Task assigned to you, and determine whether you will accept it or decline it. If you accept it, update any of the desired information, then press the Ok button to update the Task record and close the window. Note! When a Task is created, its default status is Not Started. The first time you update a Task assigned to you, other than updating the Task Status field, its status is automatically changed from Not Started to In Progress. 2/10/2003 Page 147

68 5. If you decline the Task assigned to you, change the Task Status field to Declined, then press the Ok button to update the Task record and close the window. Note! When you decline a Task assigned to you, the creator of the Task is automatically notified via that the task has been declined. 6. You may also update the status of the Task assigned to you by selecting the applicable value from the Task Status menu, then pressing the Ok button to update the Task record and close the window. Note! When you complete a Task assigned to you, the creator of the Task is automatically notified via that the task has been completed. 2/10/2003 Page 148

69 Delete a Task Assigned to Me First, locate the individual Received task as described above by displaying the tasks assigned to you. 1. Click on the Task you wish to delete. 2. Right-click in the task list panel to display the pop-up action menu. Click on the Delete Task option. 2/10/2003 Page 149

70 3. A confirmation message is displayed: 4. Click on either Yes or No to confirm or cancel the delete action. Note! If you delete a Task, it will no longer be displayed in your Received tasks list. Note! When you delete a Task assigned to you, the creator of the Task is automatically notified via that the task has been deleted! 2/10/2003 Page 150

71 Assigned Tasks Click on the Assigned category in the Directory Tree to view the tasks that have been assigned by you. Note that the icon to the left changes to an open folder icon. 1. Once you click on the Assigned entry in the Directory Tree, a list containing all the tasks that you Assigned is displayed. The default list view of the Assigned tasks contains the following columns: Role Assigned (the role for performing this task) Task Due Date Task Priority Task Status User ID of person who assigned this task Task Name Task Description 2/10/2003 Page 151

72 You can customize the view of the list by using any combination of only three of the options below: 1. change the width of any column by dragging the edge of the column header to the left to narrow the column or to the right to widen it; 2. change the sequence of the columns on the list by dragging the column header right or left to the desired location; 3. sort the listed records by clicking on the desired column header and repeat clicking on it to toggle between ascending and descending sequence. For more information about changing a list view, please refer to the section titled Change a List View. 2. If you wish to limit the list of tasks based on their completion status, right-click anywhere in the task list and watch a pop-up menu display showing the possible task actions. Notice that the default already checked on the menu is All Tasks. Select another option on the menu to view a list of the tasks you Assigned by their status. Your status list options are: Incomplete Tasks Completed Tasks All Tasks - regardless of status. 3. To view details about any of the tasks you Assigned, click on the task entry, and proceed with the section titled Inquire into a Task Assigned by Me. 2/10/2003 Page 152

73 Assign a New Task You can assign a task to an individual or a group. You have three basic alternate ways to create and assign a Task: A. From the category topic or the subject the task pertains to, B. From the list of existing received tasks, or C. From the list of existing assigned tasks. Below is a brief description of the alternate ways to initiate creating a new task, followed by the process to assign the task. A: Initiate creating a new task from the category or subject of the task: A-1. To create a project task, click on the Create Task button from the Project window, or A-2. From the Property window, click on the Create Task button, or A-3. From the Structure window, click on the Create Task button, or 2/10/2003 Page 153

74 A-4. From the Land window, click on the Create Task button, or A-5. From the Vehicle window click on the Create Task button, or B: Create a new task from the received task list: B-1. To create task from the Received tasks list view, click on the New toolbar icon, or. 2/10/2003 Page 154

75 B-2. From the list of Received tasks, right-click on the list and select the New Task menu option, or C: Create a new task from the assigned task list: C-1. To create a new task from the Assigned tasks list view, click on the New toolbar icon, or 2/10/2003 Page 155

76 C-3, From the list of Assigned tasks, right-click on the list and selecting the New Task menu option. Using any of the approaches above, a new Task data entry window starts. 2/10/2003 Page 156

77 1. Enter the task Name. 2. Optionally enter a task Description. 3. The Due Date defaults to the current date. Leave it as-is or click on the down arrow and select another task due date from the calendar. 4. The Priority defaults to Normal. Leave it as-is or click on the down arrow to select another priority form the drop-down list. 5. The Status defaults to Not Started. Leave it as-is or click on the down arrow to select another status form the drop-down list. 6. Select a role for the task from the Group Assigned To drop-down list. In this example, the role of All PVC was selected. 7. Select a task assignee from the User Assigned. 2/10/2003 Page 157

78 8. The Assigned By is predetermined as your login user ID since you are creating the task.. 9. If the task is being created from a Property record, the applicable fields are auto-filled: 10. If the task is being created from a Received or Assigned task list, the Command Group and the Control Group are blank and should be selected from the applicable drop-down menus. 11. If you are creating a Task from a Received or Assigned task list, the Command Group and the Control Group are blank and should be selected from the applicable drop-down menus. Note! If you are creating a Task from the Assigned tasks or Received tasks list, you will not be able to add Property, Vehicle, or Project reference to it. 12. To create a Task record, click on the OK button. The Task window will be closed. 13. The Task will be added to the Assigned tasks of the user entered in the Assigned to User field. Note! You can assign a Task, to any user in the system, including yourself! 2/10/2003 Page 158

79 Inquire into a Task Assigned by Me First, locate the individual Assigned task as described above by displaying the tasks assigned by you to other people. 14. Click on the task you wish to inquire into. 15. Right-click anywhere in the task list. The pop-up action menu is displayed. Click on the Edit Task option. 16. The Task window displays. Note the contents of the Task window: Task Name Task Description Entity Group Assigned To 2/10/2003 Page 159

80 Task Due Date Task Priority Task Status Command Group Control Group User Assigned To Assigned By Property, Structure, or Land Vehicle Project 17. View the Task information then press the Cancel button to close the window. 2/10/2003 Page 160

81 Update a Task Assigned by Me First, locate the individual Assigned task as described above by displaying the tasks assigned by you to yourself of other people. 1. Click on the task you wish to update. 2. Right-click in panel to display the pop-up action menu. Click on the Edit Task entry. 3. The Task window displays. Note the contents of the Task window. You can update any field except those marked with * in the list below: 2/10/2003 Page 161

82 Task Name Entity Task Description Group Assigned To * Task Due Date User Assigned To Task Priority Assigned By * Task Status Property, Structure, or Land Command Group Vehicle Control Group Project 4. Update the desired Task information as needed then press the Ok button to update the Task record and close the window. 2/10/2003 Page 162

83 Delete a Task Assigned by Me First, locate the individual Assigned task as described above by displaying the tasks assigned by you. 1. Click on the Task you wish to delete. 2. Right-click in the task list panel to display the pop-up action menu. Click on the Delete Task option. 2/10/2003 Page 163

84 3. A delete confirmation message is displayed: 4. Click on either Yes or No to confirm or cancel the delete action. Note! If you delete a Task, it will no longer be displayed in your Assigned tasks list, nor in the recipient s Received tasks list End of Tasks /10/2003 Page 164