DASHBOARD. User Guide. CIVIC Systems, LLC

Transcription

1 CIVIC Systems, LLC DASHBOARD User Guide After you install the software, store this CD-ROM in a safe place for future use. Follow the installation instructions carefully. If you need more assistance, please contact customer support. Important Note: Only CIVIC clients who maintain updated Caselle applications will be guaranteed customer support.

2 Copyright Copyright Civic Systems, LLC. All rights reserved. This manual has been prepared by Civic Systems for use by customers and licensees of Civic and Caselle soft ware. Information in this document is subject to change without notice. The software described in this document is furnished under license agreement or nondisclosure agreement. The software may be used or copied only in accordance with the terms of those agreements. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or any means electronic or mechanical, including photocopying and recording for any purpose other than the purchaser s use without the written permission of Civic Systems, LLC. Civic Systems, LLC Ten Terrace Court P.O. Box 7398 Madison, WI Revision 1.0

3 INSTALLATION...1 SETTING-UP A WEB SERVER...1 Checking to see if IIS 5.0 or greater is installed on web server... 1 Installing IIS 5.0 or greater... 2 Checking to see if the Microsoft.NET Framework 1.1 or greater is installed on web server... 2 Installing the Microsoft.NET Framework DASHBOARD INSTALLATION INSTRUCTIONS...3 Installing the Dashboard... 3 Testing the Dashboard... 4 CREATING A SHORTCUT ON THE USER S DESKTOP...4 ADMINISTRATION...5 ACCESS TYPES...5 Administrative... 5 Full... 5 Department... 5 CREATING USER LOGINS...5 Department Access... 6 Full Access... 6 EDITING USER LOGINS...7 DELETING USER LOGINS...7 FULL ACCESS VIEWS...8 GLOBAL TAB...8 Cash and Investments... 8 Watch List... 9 Net Income (Loss) by Fund...15 Trend Analysis...15 DEPARTMENTAL TAB...16 Budget to Actual...16 Trend Analysis...17 WORKFORCE TAB...18 Cost per Employee...18 Leave Time List...19 Overtime Analysis...20 REPORTS TAB...21 Viewing On-Screen Reports...21 Exporting Reports to Excel File Format...23 DEPARTMENTAL ACCESS VIEWS HOME TAB...25 Leave Time List...25 Watch List...26 Trend Analysis...32 Recent Invoices Entered...32 Dashboard User Manual i

4 Installation Installation Setting-Up a Web Server The Dashboard will need to be installed onto a computer that has been set up as a web server. If you already have a web server that the Dashboard will be installed on, skip to the section entitled Dashboard Installation Instructions. The web server requires Internet Information Server (IIS) 5.0 or greater and the Microsoft.NET Framework 1.1 to be installed on that computer. IIS 5.0 or greater can be installed on any Windows NT Server, Windows 2000 Server, or Windows XP Pro computer. IIS, many times, is not installed by default. Please note that IIS does not come with Windows XP Home. Note: The Microsoft.NET Framework 1.1 needs to be installed after IIS 5.0 or greater is installed. If the Microsoft.NET Framework 1.1 is already installed and IIS 5.0 or greater is not, you will need to uninstall the Microsoft.NET Fra mework 1.1 and then reinstall it after IIS 5.0 or greater has been installed. Checking to see if IIS 5.0 or greater is installed on web server If you are uncertain whether IIS is installed, follow these instructions. If you know that IIS is not installed, skip to the section entitled Installing IIS 5.0 or greater. 1. On the Desktop, right-click on My Computer and go to Manage. 2. Double-click on Services and Applications in the left pane. 3. Check to see if Internet Information Services is listed. If it is not listed, skip to the next section entitled Installing IIS 5.0 or greater. 4. If it is listed, click on Internet Information Services. 5. Click on Help About Internet Information Services. 6. Make sure that version 5.0 or greater is installed. If it is not, go to the next section entitled Installing IIS 5.0 or greater. If it is, skip to the section entitled Checking to see if the Microsoft.NET Framework 1.1 or greater is installed on web server. Dashboard User Manual 1

5 Installation Installing IIS 5.0 or greater Follow these steps to install IIS 5.0 or greater. You will need a Windows CD to install Internet IIS. 1. Click on the Windows Start button and go to Control Panel. 2. Double-click on Add or Remove Programs. 3. Click on Add/Remove Windows Components. 4. Under Components, scroll to Internet Information Services (IIS) and check this box. Please note: Unchecking other boxes may cause those components to be uninstalled. 5. Click Next and follow the instructions. It will ask you where it can locate the program files to install. Specify your CD-ROM drive if you are installing from a CD. Otherwise, specify the location on the computer or network in which it can install IIS. Checking to see if the Microsoft.NET Framework 1.1 or greater is installed on web server If you are uncertain whether the Microsoft.NET Framework 1.1or greater is installed, follow these instructions. If you know that the Microsoft.NET Framework 1.1 is not installed, skip to the section entitled Installing the Microsoft.NET Framework Click on the Windows Start button and go to Control Panel. 2. Double-click on Add or Remove Programs. 3. Scroll down to see if Microsoft.NET Framework 1.1 is listed in the Currently Installed Programs list. If it is not listed, go to the next section entitled Installing the Microsoft.NET Framework 1.1. Dashboard User Manual 2

6 Installation Installing the Microsoft.NET Framework Insert the Dashboard CD you received from Civic. 2. Click the Windows Start button and select Run. 3. Enter [Drive X]:\dotnetfx.exe. Substitute [Drive X] for the CD-ROM drive in which you inserted the Dashboard CD. 4. Click Yes when asked if you would like to install Microsoft.NET Framework 1.1 Package. The program will install. 5. Click OK when complete. Dashboard Installation Instructions Follow these instructions to install the Dashboard on the computer that is designated as your web server. Installing the Dashboard 1. Insert the Dashboard CD into your CD-ROM drive. 2. Click the Windows Start button and select Run. 3. Enter [Drive X]:\set up.exe. Substitute [Drive X] for the CD-ROM drive in which you inserted the Dashboard CD. 4. Click Next. 5. Please take a moment and read the Software License Agreement. If you agree to the license agreement, click I Agree and click Next. If you do not agree, the program will not install. 6. Defaults are given for the Virtual Directory and Port where the programs will be installed. You may change the defaults, if you so desire. Click Next when finished. 7. Click Next again. The install process will start. 8. The install program will then ask for the directory in which the Caselle database files are located. Type in the path or click Browse to locate the directory. When finished, click OK. 9. The installation process is complete. Click Close. Dashboard User Manual 3

7 Installation Testing the Dashboard To make sure that the Dashboard has been installed and IIS has been set up properly, follow these steps: 1. Launch the web browser on the web server. 2. In the Address field, type the following: localhost/dashboard. The Dashboard login screen should appear. Creating a Shortcut on the User s Desktop Any computer that has access to the web server can run the Dashboard. Follow these steps to set up a shortcut on the user s desktop: 1. Right-click on the desktop. 2. Select New Shortcut. 3. In the Type the location of the item: field, type the following: Please note that [computername] should be replaced with the name of the computer that is being used as the web server. If you do not know the [computername], follow these steps. a. Go to the computer where the Dashboard was installed. b. Right-click on My Computer and go to Properties. c. Click on the Computer Name tab. d. Note the Full Computer Name. 4. Click Next. 5. Type Dashboard in the Type a name for this shortcut: field. 6. Click Finish. 7. Test the shortcut by double-clicking on it. The Dashboard login screen should appear in your default internet browser. Dashboard User Manual 4

8 Administration Administration Access Types The Dashboard has three different access types : administrative, full, and departmental. A user may be assigned one, two, or all three of these types. Administrative Administrative rights allow a user to only create and maintain user profiles. Full Full rights give the user the ability to view all information within your entity. This means that there are no restrictions as to the account numbers, employees, invoices, etc. that a user may view within the Dashboard. Department Department rights give the user the ability to see only those account numbers and employees that person has been given permission to view within the Dashboard. Creating User Logins To set up a user, follow these steps: 1. Launch the Dashboard. 2. Type in the user name and password to access the administrative portion of the Dashboard. Click Login. Note: A default administrative login was created as a part of the installation process. If you do not know this user name and password, contact Civic support. This user name and password will only be given to authorized personnel. 3. Click Clear at the bottom. 4. Type in a Username, Password, Verify Password, First Name, and Last Name. 5. Check the Activated check box. Leaving the Activated check box unchecked will leave the user being set up inactive. The username and password set up will not be able to access the system until this box is checked. 6. Specify the Access Type. See above for explanation of Access Types. If you would like to specify more than one Access Type, hold the CTRL key while you click. Dashboard User Manual 5

9 Administration 7. If the user you are setting-up has only Administrator access, click Save. To add additional users, go back to step 3. If the user has Full Access and/or Department Access, continue on. Department Access If the user you are setting up has Department Access, several options will become available after step 6 above. 1. An Account Range field will appear. This field is used to control what account numbers the user will have access to. Enter a range of accounts. For example, if the user is to have access to fund 51, enter You may enter more than one range by using a comma to separate the ranges (e.g , ). 2. In addition, you have the ability to control what employees this user will have access to. This list utilizes the Department field found in Employee Maintenance in Caselle Payroll. Under the Leave Time List (Department Access), specify a department from the dropdown menu and click Add. To add another department, repeat this step. 3. Click Save. Full Access If the user you are setting up has Full Access, several options will become available after step 6 above. 1. Click Save. Several tabs will appear to the right. 2. On the Global tab, you have the ability to set up what Cash and Investment Accounts will appear for that user. Select an account by clicking on the drop-down menu under the Cash and Investments section, finding the appropriate account, and clicking Add. 3. On the Global tab, you also have the ability to set up what funds will appear in the Net Income grid when a user logins. Select an account by clicking on the drop-down menu under the Net Income Funds section and finding the appropriate account and clicking Add. 4. On the Departmental tab, you have the ability to specify what account number segment you want the Budget to Actual bar graph to default to when a user logins. Click the Department Mask drop-down menu and select the segment. Click the Save button. 5. On the Departmental tab, you have the ability to specify what fund the Trend Analysis graph should default to when a user logins. Click the Default Fund drop-down menu and select a fund. Click Save. Dashboard User Manual 6

10 Administration 6. On the Workforce tab, you have the ability to specify the Leave Time Rates that you want to appear in the Leave Time grid when a user logs in. Enter a Leave Time name (e.g. Vacation) and click New Leave Time. Find the appropriate pay code from the dropdown menu and click Add. To add another pay code to this Leave Time, select another pay code from the drop-down menu and click Add. To set up an entirely different Leave Time Rate (e.g. Sick Leave), enter another name in the field above and click New Leave Time and follow the same steps. Editing User Logins To edit a user, follow these steps: 1. Login to the Dashboard with an Administrative login. 2. Click on a username in the list. 3. Make appropriate changes. 4. Click Save. 5. Repeat steps 2 4 to edit other logins. Deleting User Logins To edit a user, follow these steps: 1. Login to the Dashboard with an Administrative login. 2. Click on a username in the list. 3. Click Delete. 4. Repeat steps 2 3 to delete other logins. Dashboard User Manual 7

11 Full Access Views Full Access Views Global Tab Cash and Investments The Cash and Investments screen provides an interactive snapshot of beginning and ending balances, as well as period-to-date receipts and disbursements. The accounts that appear in the grid are set up on a user-by-user basis by the Administrator. See Administration Creating User Logins Full Access Step 2 on page 6 for instructions. Cash and Investments Main Screen. The option to review results for Current Month, Different Month, Current Year, and Prior Year are available by clicking on the radio button for the desired reporting period. If you would like to view a different month, select a period from the drop-down field. Click Go. Amounts in the Receipts and Disbursement columns are underlined, providing further detail (or the ability to drill-down.) Dashboard User Manual 8

12 Full Access Views By clicking an underlined amount in the Receipts or Disbursements column, the detail that makes up that amount will appear. The following is an example : Cash and Investments Drill-down by Receipt amount. Watch List The Watch List screen allows you to select certain accounts that you would like to monitor on an ongoing basis. The accounts that appear in the grid are maintained on a user-by-user basis. Dashboard User Manual 9

13 Full Access Views To edit the Watch List, simply click on Watch List Accounts. The following screen will appear: To add an account, click on the drop-down arrow and select an account you would like to add. Click Add. The account will appear in the above Watch List Accounts section. To remove an account, highlight the account you wish to remove in the Watch List Accounts section and click Remove. Once you click Close Window, the Watch List will refresh based on the accounts you have added or removed. You also have the ability to drill-down on underlined figures in the Watch List. By clicking on the dollar amount in the YTD column, the Account Detail is displayed: Watch List Account Detail Dashboard User Manual 10

14 Full Access Views The Account Detail screen also has the ability to drill-down further to the source document by clicking on any one of the underlined dollar amounts. The AP, CR, PB, PC journal codes have the capability for further drill-down. Clicking on an accounts payable transaction with an AP journal code will provide the user further detail about that invoice. By clicking on the underlined check number, the user will see all invoices paid with that check. Watch List Accounts Payable Invoice Detail Dashboard User Manual 11

15 Full Access Views Watch List Accounts Payable Check Detail Clicking on a cash receipt transaction with a CR journal code will initially provide the user with a listing of all receipts received on that day by category and distribution. In addition, a summary of the payments appears at the bottom. This summarizes money received by bank and payment type (cash, check, etc.). Watch List Cash Receipts Dashboard User Manual 12

16 Full Access Views Clicking on an underlined item in the Category or Distribution column will provide a detail list of all receipts received for that category or distribution. Watch List Cash Receipts Detail by Category Watch List Cash Receipts Detail by Distribution Dashboard User Manual 13

17 Full Access Views Clicking on a payroll transaction with a PC or PB journal code will provide the user with a listing of all employees paid for that dollar amount. By clicking on the check number, you will be able to see the employee s pay check for that pay period. Clicking on the Benefits tab will provide you with a listing of benefits for that pay period. Watch List Payroll Distribution Detail Watch List Payroll Check Detail Dashboard User Manual 14

18 Full Access Views Net Income (Loss) by Fund The Net Income (Loss) by Fund screen provides an up-to-date look of current year-to-date net income (loss), prior year-to-date net income (loss), and total equity of each fund. The funds that appear in the grid are set on a user-by-user basis by the administrator. See Administration Creating User Logins Full Access Step 3 on page 6 for instructions. Trend Analysis The Trend Analysis screen provides, in graph form, a two-year trend of all Accounts Payable, Cash Receipting, and Payroll transactions. Dashboard User Manual 15

19 Full Access Views Departmental Tab Budget to Actual The Budget to Actual screen shows departmental budget to actual figures for a specified accounting period. To choose a different fund from the drop-down field, click on the dropdown arrow in the Fund field and select the fund. If you would like to change the reporting period, click on the drop-down arrow in the As of Date field and select the desired accounting period. Once selections have been made, click Update to refresh the screen with the desired changes. Dashboard User Manual 16

20 Full Access Views By positioning the cursor over one of the bars in the graph, you will be able to see the actual and budget dollar amounts. Budget $179, Trend Analysis The Trend Analysis shows, in graph form, actual year-to-date or prior year-to-date expenditures compared to budget for the current fiscal year by fund. Choose the desired fund by clicking on the drop-down arrow in the Fund field and selecting the fund. The option is available to view all departments or a certain department by clicking on the drop-down arrow in the Department field. Once selections have been made, and the desired fund and/or department appear in the respective windows, click Update to refresh the screen with the new selections. Dashboard User Manual 17

21 Full Access Views Workforce Tab Cost per Employee The Cost per Employee graph shows year-to-date or prior year-to-date earnings and benefits on a per-employee basis. There are options available to report by Department, Payroll Type (hourly, salary, temporary, etc.) and Status (Full-Time, Part-Time, etc.). To change any one of these options, click on the drop-down arrow, select the appropriate option, and click Update. You may also view the report with benefits included or benefits not included. Dashboard User Manual 18

22 Full Access Views Leave Time List The Leave Time List shows beginning, year-to-date accrued, year-to-date used, and remaining hours of leave time (vacation, sick, etc.) for all employees, or employees, in a specific department. In the Leave Time field, click on the drop-down arrow to select the leave time type you would like to review. You may also choose the option to report by current year or prior year, as well as by department. To choose a different department, click on the drop-down arrow in the Department field and select the desired department name. Click Update to refresh the screen with the requested changes. Dashboard User Manual 19

23 Full Access Views Overtime Analysis The Overtime Analysis shows the hours of overtime for a selected pay period or range of dates, as well as the dollar amount. All pay codes with a Gross Overtime pay type will appear in the Pay Code field. You may either opt to have all overtime pay codes reported, or you may select the specific overtime pay code by clicking on the drop-down arrow. You may also select a specific pay period date or a range of dates. To choose a different pay period, click on the Pay Period radio button, click on the drop-down arrow, and select the appropriate pay period. To view overtime for a specific date period, click the Date Range radio button and type in the appropriate to and from dates or use the calendar buttons. The option is also available to report all employees, or only those employees in a specific department. Click Update after you have made your selections. Dashboard User Manual 20

24 Full Access Views Reports Tab Viewing On-Screen Reports Dashboard provides a number of common reports that cannot only be displayed on your computer screen, but can also be exported to Excel. The report types are listed to the left of your screen: Click on the title of the report you would like to run. For example, click on Budget to Current Year Actual. The following screen will appear: Dashboard User Manual 21

25 Full Access Views With this report, you are able to report by Revenues Only, Expenditures Only, or both. To choose a different fund, click on the drop-down arrow and select the appropriate fund. Also, the report can be generated at the various levels or segments of you revenue and expenditure accounts. Choosing None will exclude that account type from the report. Finally, a different As of Date can be chosen by clicking the drop-down arrow and selecting a period date. The report will be generated for that fiscal year through the date specified. You can expand the report to see more detail by clicking on a number next to Expand to Level. The larger the number, the more detail will be shown. Clicking 2, in the example shown, will expand the report to show every account for each department. To only expand one department, click next to the department name. To view the year-to-date detail for an account, click on the account title. Further drill-down capabilities will then be available. Dashboard User Manual 22

26 Full Access Views Exporting Reports to Excel File Format You may also choose to export reports to an Excel file format. 1. To export a report to an Excel file format, click on in the upper righthand corner of the screen. Level 2 Report 2. Click Save when asked to open the file or save it to your computer. 3. Select the folder you would like to save the report to; you may wish to rename the report at this time. 4. You will receive confirmation once the download is complete. Dashboard User Manual 23

27 Full Access Views Example of Excel report download. Once the report is in Excel, you will be able to work with it as you would a normal Excel file. Dashboard User Manual 24

28 Departmental Access Views Departmental Access Views The following explains the views for a user with departmental access. Department rights give the user the ability to see only those account numbers and employees that person has been given permission to view within the Dashboard. Home Tab Leave Time List The Leave Time List shows beginning, year-to-date accrued, year-to-date used, and remaining hours of leave time (vacation, sick, etc.) for employees in a the department(s) assigned to the employee with departmental access only. In the Leave Time field, click on the drop-down arrow to select the leave time type you would like to review. You may also choose the option to report by current year or prior year. Click Update to refresh the screen with the requested changes. Dashboard User Manual 25

29 Departmental Access Views Watch List The Watch List screen allows you to select certain accounts that you would like to monitor on an ongoing basis. The accounts that appear in the grid are maintained on a user-by-user basis. To edit the Watch List, simply click on Watch List Accounts. The following screen will appear: To add an account, click on the drop-down arrow and select an account you would like to add. Click Add. The account will appear in the above Watch List Accounts section. To remove an account, highlight the account you wish to remove in the Watch List Accounts section and click Remove. Once you click Close Window, the Watch List will refresh based on the accounts you have added or removed. Dashboard User Manual 26

30 Departmental Access Views You also have the ability to drill-down on underlined figures in the Watch List. By clicking on the dollar amount in the YTD column, the Account Detail is displayed: Watch List Account Detail The Account Detail screen also has the ability to drill-down further to the source document by clicking on any one of the underlined dollar amounts. The AP, CR, PB, PC journal codes have the capability for further drill-down. Dashboard User Manual 27

31 Departmental Access Views Clicking on an accounts payable transaction with an AP journal code will provide the user further detail about that invoice. By clicking on the underlined check number, the user will see all invoices paid with that check. Watch List Accounts Payable Invoice Detail Watch List Accounts Payable Check Detail Dashboard User Manual 28

32 Departmental Access Views Clicking on a cash receipt transaction with a CR journal code will initially provide the user with a listing of all receipts received on that day by category and distribution. In addition, a summary of the payments appears at the bottom. This summarizes money received by bank and payment type (cash, check, etc.). Watch List Cash Receipts Dashboard User Manual 29

33 Departmental Access Views Clicking on an underlined item in the Category or Distribution column will provide a detail list of all receipts received for that category or distribution. Watch List Cash Receipts Detail by Category Watch List Cash Receipts Detail by Distribution Dashboard User Manual 30

34 Departmental Access Views Clicking on a payroll transaction with a PC or PB journal code will provide the user with a listing of all employees paid for that dollar amount. By clicking on the check number, you will be able to see the employee s pay check for that pay period. Clicking on the Benefits tab will provide you with a listing of benefits for that pay period. Watch List Payroll Distribution Detail Watch List Payroll Check Detail Dashboard User Manual 31

35 Departmental Access Views Trend Analysis The Trend Analysis graph shows departmental year-to-date revenues and expenditures over a two-year period for the accounts the user has access to. Recent Invoices Entered The Recent Invoices Entered shows departmental invoice status, including invoice number, date, amount and vendor. The check number is shown in the Status column for a paid invoice, while an unpaid invoice is identified as such. Dashboard User Manual 32