SALES 1 ST WORKSHOP INFORMATION SYSTEM (WIS) USER GUIDE - COACHING. Nov 2017

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1 SALES 1 ST WORKSHOP INFORMATION SYSTEM (WIS) USER GUIDE - COACHING Nov 2017

2 INTRODUCTION WIS or Workshop Information System is currently being used globally by many businesses in Downstream to drive a more structured & disciplined approach to coaching in raising the capabilities of our staff WIS enables Managers to schedule their quarterly/monthly coaching activities with each of their team and document their coaching discussions using the Coaching Report. Functionality The WIS can be used both On & Off-line in both IE or Chrome. You must though be connected through Shell VPN to use the system On-line You can also use the system through other mobile devices provided you have access to Shell VPN

3 SIMPLE GUIDE TO WIS 1 The WIS URL is: Delete the old link and bookmark this link to your laptop/device Your existing log in details; userid and password remain the same This change will not impact any existing data such as scheduled coaching sessions already in WIS If you have access to the Administrator s site, the WIS URL link has changed to: You can only access this site online 2 SUPPORTED BROWSERS CHROME. INTERNETEXPLORER11. SAFARI To work offline, you must use the browsers listed above. To work online, you must now be connected through Shell VPN 3 WORKING OFFLINE Before working offline, you must connect your device i.e. LAPTOP, IPAD to the internet and login to WIS so that the latest data automatically synchronizes and is downloaded to your device. Similarly when you have finished working offline, you must connect your device to the internet first and log into WIS so that the latest data in your device will automatically be synchronized with the central database.

4 COMPARISON SIDE BY SIDE ONLINE OFFLINE Internet +VPN Connectivity Required Not Required Available Functions All Only for Coaching * Login Supported Devices & Platforms Username & Password Windows PC, Mac, ios & Android Supported Browsers All IE11, Chrome, Safari ** * Offline function is not available for the Competition, and JPG functionality and for any reports. The Administrator site does not work offline. ** To work offline, you must use the browsers listed above.

5 SALES 1 ST WORKSHOP INFORMATION SYSTEM (WIS) MAIN PAGE LEARN TO USE WIS IN ONLINE MODE LEARN TO USE WIS IN OFFLINEM ODE FAQ FREQUENLY ASKED QUESTIONS

6 SALES 1 ST WORKSHOP INFORMATION SYSTEM (WIS) ONLINE OPERATION GUIDE BACK TO MAIN PAGE LEARN TO USE WIS IN OFFLINEM ODE CONTINUE

7 GETTING STARTED ONLINE MODE ONLINE Before you start: Using WIS in Online mode requires you to be connected to the internet & Shell VPN. If you are logging in for the first time or logging in from a new device, the system will take seconds to download the system data. Please do not interrupt this process. Here is the process the first time you log into WIS Step 1: Click the link below to open the web portal: sales1stwis.shell.com/start.htm Step 2: Click on Get Access Code at the bottom of the page. In the next page, enter your Shell address and click Submit Step 3: Open your mailbox and you should receive an from WIS. You will find your temporary password (valid for 7 days) in this . Step 4: Open WIS web portal and logon to WIS by entering your Shell address and the temporary password. Step 5: The system will prompt you to create a new password. Please complete this step. Step 6: WIS will then display the start page. You are now ready to use WIS. You must also have your WIS user profile created first in the System Admin. Ensure that the Coaching Lead or System Admin has given you the go ahead before logging in for the first time. TIP: For support or issues, please send an to: mike.m.stewart@shell.com

A list of available coaching program will be displayed in a separate list Choose the appropriate

8 MAIN PAGE CHOOSING A PROGRAM ONLINE Choose the appropriate Program that you would like to work on to proceed You have also the option to choose a new Coaching Program. A list of available coaching program will be displayed in a separate list Choose the appropriate Program that you would like to add and click Add Please see details of each programme and who they should be used by at the end of this guide.

MAIN PAGE SCHEDULE & REPORTS ONLINE Once you have selected the appropriate program, the system will display your coaching schedules and reports.

9 MAIN PAGE SCHEDULE & REPORTS ONLINE Once you have selected the appropriate program, the system will display your coaching schedules and reports. 2 List of people that you will be coaching Read previous recorded coaching reports Create new coaching session Cancel any existing coaching session (upon confirmation) Fill in a coaching report Displays the completed coaching sessions YTD

10 SCHEDULE A SESSION ONLINE Step 1: At the Main Page, click Add Step 2: A pop-up window will appear. Select your coaching Session Date, Step 4: You can create as many sessions in advance as you think necessary Step 5: Close the pop-up window and return to the main page and the session will appear in your home page TIP: WIS will send an notification 7 days prior to the planned session to you and the person you are coaching about the session that have been scheduled TIP: If you plan to spend more than 1 day with a person you are coaching you need only schedule 1 session for the total time you are with that person Step 3: Click Submit to create the session. The system will display a confirmation note once the session has been created. Example: TIP: Good practice is to plan your coaching sessions with each of your team for the quarter New session added for Trevor Cooper.

CANCEL A SESSION ONLINE The system will display a confirmation note

Example: Click on the date you want to update/delete a pop up box

the session Step 4: Close the pop-up window and return to the main

11 CANCEL A SESSION ONLINE The system will display a confirmation note once the session have been created. Example: Click on the date you want to update/delete a pop up box appears giving the option to cancel the session or change the date of the session Step 4: Close the pop-up window and return to the main page. TIP: Best to close the pop-up window once you have done with an activity; schedule session, cancel session.

12 FILL IN A REPORT ONLINE Step 1: At the Main Page, click on the session that you like to fill in. Step 2: A pop-up window will appear. Maximize the screen for better visibility Step 3: Start to fill in the required fields in the blank report (You can also attach a document to the report click on attach file ) Step 4: Complete all the required fields, including any additional information or development area section Step 5: You may then Save or Submit the report TIP: Always save your work by using the Save option frequently. TIP: Sales Coaching reports & s can also appear in Russian, Chinese, Portuguese & Spanish depending upon where the individual resides It is a good practice to complete your report as soon after the coaching day. The longer you leave it, the harder it is to complete. If the report is not completed within 30 days the session will automatically be deleted from the system.

13 COMPLETED REPORT ONLINE Once a coaching report has been submitted, the system will send the coaching report via to you and to the person that you worked with. The will contain a link to the detailed coaching report in WIS Alternatively, you can access this report by clicking on Report at the WIS Main Page. BACK TO MAIN PAGE

14 SALES 1 ST WORKSHOP INFORMATION SYSTEM (WIS) OFFLINE OPERATION GUIDE BACK TO MAIN PAGE LEARN TO USE WIS IN ONLINE MODE CONTINUE

15 OFFLINE MODE QUICK START* OFFLINE STEP 1 - While online, launch your browser on the device you plan to use STEP 2 - login to sales1stwis.shell.com/start.htm STEP 3 - Ensure that the DATA STATUS is SYNCRONIZED and log out STEP 5 - While disconnected from the internet, you can log into WIS using the same URL STEP 6 - When you are back online with that device, log into WIS to ensure that the DATA STATUS is SYNCRONIZED * It is highly recommended for you to review the learning materials to understand more about the offline functionality Proceed to the next few slides to learn in detail about the WIS Offline mode

16 INTRODUCTION OFFLINE MODE 101 OFFLINE Before you plan to work on a device offline, you must always log into WIS on that device while online. This is to ensure that the data that is online is fully synchronized with the data that is temporarily downloaded to your device for offline operation. WIS Offline will work on all type of devices; PC, Mac, ipad, Android Tablets. However WIS can only work offline using Internet Explorer 10 (or higher), Chrome and Safari browsers. Note that users should always log into WIS online first before switching between device or browsers to synchronize your data. NEW Status Bar You will notice that there is a new Status Bar at the top of your browser. This will show you the status of WIS at any point of time. Below are the statuses for reference. When you see Online, you are connected to the Internet. All data is saved to the WIS server just as it always has been. When you see Offline, you are NOT connected to the Internet. Your data is saved to your computer and will be uploaded to the WIS server the next time you log in while you are online. Synchronized means that all data has been sent to the WIS server there is no data on this computer that needs to be uploaded. This data status appears only after you log in. Not Synchronized means that there is data stored on this computer that has not been uploaded to the WIS server. When you reconnect and log in, this data will be automatically uploaded to the server.

GETTING STARTED OFFLINE MODE OFFLINE Creating a shortcut in your desktop For quick access to WIS especially when working in offline mode, you may create a shortcut on your desktop. Chrome browser 1.

17 GETTING STARTED OFFLINE MODE OFFLINE Creating a shortcut in your desktop For quick access to WIS especially when working in offline mode, you may create a shortcut on your desktop. Chrome browser 1. While online, launch WIS 2. On the Welcome page, click on the 3 parallel bar icon on the top right of your browser 3. Select Tools > Create Application Shortcuts 4. Choose the desired options i.e Desktop 5. Once done, you should be able to see an icon on your device desktop. If Chrome is not your default browser, there are additional steps. 1. Right click on the Chrome browser icon 2. Select Copy 3. Right click on your desktop and select Paste 4. Change the icon name to WIS 5. Right click on the icon and select Properties 6. Move your curser to the end of the Target field 7. Add a space then type: 8. sales1stwis.shell.com/start.htm Click OK Safari (ipad or Mac OS) 1. While online, launch WIS 2. On the Welcome page, click or touch the share icon 3. Click or touch on the Add to Home Screen option 4. Change the name if you wish 5. Touch Add 6. There should be an icon on your device desktop. Internet Explorer 10 (or higher) 1. While online, launch WIS 2. One the Welcome page, right click at any point on the browser screen 3. Select Create Shortcut 4. Confirm your choice by selecting Yes 5. There should be an icon on your device desktop.

18 GETTING STARTED OFFLINE MODE OFFLINE Starting up Step 1-3 are recommended to ensure that the data is fully synchronized. Step 1: Launch WIS by either clicking on the link sales1stwis.shell.com/start.htm or Launch WIS by using the desktop shortcut icon that you have created. If you are logging in for the first time or logging in from a new device, the system will take seconds to download the system data. Please do not interrupt this process Step 2: Ensure that the status bar shows Using the system while offline Step 4: Launch WIS by either clicking on the link or sales1stwis.shell.com/start.htm Launch WIS by using the desktop shortcut icon that you have created. Step 5: Login as normal and reach the WIS main page. Step 6: You can look at previous reports, add or cancel sessions and fill in reports. Note: if you are a BL or CFP, none of the RI, CFP or Admin options will work offline. Always log back into WIS with your device once you reconnect to the Internet. Step 3: Close your browser at this point. You can disconnect from the internet.

19 BUSINESS AS USUAL OFFLINE Working Offline Once you are working offline, you should be able to perform all coaching related activities as if you are online. This is possible by temporarily storing all relevant data in your device. Once a change has been made, for example, scheduling a session, cancelling a session or completing a coaching report the data will be stored in your local storage. Take note that the data status should show as It is important to always work online then offline then back online on a single device. Do not work offline on a device then work online on a different device without synchronizing data on the first device. For example, If you work offline on a PC or tablet, always reconnect the PC or tablet to the internet and log back into WIS before working in WIS on any other device. Getting back Online Once you are back online, the system will automatically upload the data that has been stored locally to the WIS server. Follow the steps below to ensure that your data are properly synchronized: Step 1: Get back online Step 2: Launch WIS by either clicking on the link or Launch WIS by using the desktop shortcut icon that you have created. Step 3: Login to WIS. At this stage your data will be automatically uploaded. Step 4: Check the data status. It should show as

20 USAGE SCENARIO EXAMPLE Using your laptop, you schedule a coaching session with an Account Manager (KAM/AM/BDM/Technical Coaching). You decide you want to use an ipad during the session to review prior coaching reports with the AM. You plan to complete the coaching report while not connected to the internet at the end of the day. Step1 Log into WIS on your ipad while connected to the internet so that you work ONLINE and the data in WIS automatically synchronizes with the data in your ipad. You will see a message saying that you have worked online with a different device. Step 2 In the field without an internet connection, you log into WIS OFFLINE. You can show prior reports to the AM and later fill in your report, remembering to save or submit. Step 3 Once reconnected to the internet, log into your ipad so that you are working ONLINE and your report can be synchronized from the ipad to WIS. Step 4 When you log into WIS online via your laptop, all the data is synchronized. You will see a message saying that you have worked online with a different device.

21 FREQUENTLY ASKED QUESTIONS BACK TO MAIN PAGE QUESTIONS I have issues with my access. What should I do? My direct report is not in the list of names in WIS Can I set a reoccurring coaching sessions? Will the coaching session that I have created in WIS be reflected in my MS Outlook? My coaching session was cancelled and re scheduled 2 days later, should I cancel the session and create a new one I am trying to complete my coaching report but the system will not allow me There is a file download error when I launch WIS Can I use WIS offline in multiple devices I cannot work offline I completed a coaching report on my IPAD, offline and it is not appearing in my Laptop ANSWERS Send an to mike.m.stewart@shell.com Contact the Coaching Lead; Mike Stewart (GBMSTR) and provide the name(s) and the latest Sales hierarchy information. No, you will have to create each session individually. No, it will not. You will have to create an Outlook event separately. No, leave the existing session as is Maybe you have more than 1 session scheduled in the system for that person and therefore you need to use the report for the 1st session There could be an error while downloading the files. Try to close and launch back your browser. If this does not solve the issue, try to clear your browser s cache and re-launch the browser. Contact the support if the problem persist. Yes you may. However to avoid data overwriting you should only use one device at a time and synchronize the data back online before using another device. Check your browser compatibility. WIS offline can only work with IE10 (or higher), Chrome or Safari browser. IE9 and below are not supported. You need to connect your IPAD first to the internet & log into WIS so that the data synchronizes and then you will be able to see your report on your laptop

22 COACHING PROGRAMMES PROGRAM KAM/AM/BDM?TECHNICAL Coaching in Field WILO, MILO Sales Coach the Coach TO BE USED BY WHOM STLs /GKA /Technical Mgr s coaching Acct Mgrs, KAM s and Technical advisors in field or virtually GM s, Business Mgrs, Customer+3 s coaching STLs in how they conduct a WILO/MILO with their team GM s, Business Mgrs Customer+3 s coaching STLs in how they coach members of their team on customer visits Peer Coaching Coaching an individual where the coach is not the Individual s Line Manager. The first session needs to be created manually by Mike Stewart (Sales 1st Coaching Lead) GM coaching Jiffy Lube Marketing Coach Meeting To be used by GM s coaching direct reports (non sales) or STLs in development areas other than coaching To be used by Jiffy Lube Managers and Coaches only To be used by Marketing only e.g. a CMM coaching a Marketing Specialist Retail, OTC, OTD, C&P & LSC Specific coaching programmes for those businesses

23 Clear Cache During trouble-shooting, it's important that the computer s cache is totally cleared to make sure that you're not seeing older versions of programs or data. Chrome is notoriously "sticky" it holds on to old files longer than other browsers. Attached are some simple instructions to clear the Chrome browser cache. Microsoft Office Word Document Here is how to clear your Internet Explorer cache. Open Internet Explorer Click on Tools on the menu bar near the top of the screen Click on Internet Options Click on Delete in the Browsing History section Click on OK Close Internet Explorer to completely clear the cache

BM Solutions Mortgage Portal. Document upload - Case tracking - Secure messaging Mobile technology. User Guide 15 January 2018 V3.

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