Kimble How-to guide tutorials Content Page 1. How to Login to Kimble... 2 2. How to Navigate the Kimble Home screen... 3 3. How to View and Edit My Profile... 4 4. How to Set-up, Edit and Complete a Task... 6 5. How to Complete and Submit a Timesheet... 7 6. How to Create and Submit an Expense Claim... 9 7. How to check My Calendar... 12 8. How to View and Edit your Capability Profile... 14 9. How to Edit and Update My Experience... 15 Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 1
1. How to Login to Kimble This guide provides a brief summary on how to log in to the Kimble application and how to reset your password if required. All new users will have been sent their login details by Xceed Operations. If you do not have these details please send an email to kimble@xceedgroup.com. 1. In order to log into the Kimble application type the following web address in the URL: https://login.salesforce.com/ 2. Enter your user name and password into the two fields. 3. Select Remember User Name to store your details for future login then click Log in to Salesforce (Figure 1). Figure 1: Kimble Login Screen Resetting Passwords 1. Click on Forgot your password? And you will be presented with the screen as in Figure 2 below. 2. Enter your user name in to the User Name field and select Continue. 3. A new password link will be sent to your registered e-mail address. Figure 2: Kimble Forgot your Password Screen Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 2
2. How to Navigate the Kimble Home screen This guide provides a summary of the Home screen and how to navigate your way around it. 1. Once logged in, the Home screen will be displayed. 2. If it is not automatically displayed, select the Home tab located at the top. The Home screen provides a summary of all your relevant activities, see Figure 1. These include:- Items to Approve provides a summary of all requests pending approval, this tab is for internal approvers who need to approve staff holiday, internal expenses etc. Select the Manage All button, where requests can be reassigned, approved or rejected. Where applicable, pre-booked leave will automatically be displayed. My Approval Requests provides a summary of all requests submitted by you to your approver for approval and its current status. My Tasks provides a summary list of all tasks you have been assigned to, or assigned yourself to and their due date. This is similar to meeting actions and serves as a reminder. Select New to add in a new activity for yourself. Calendar provides a summary of all scheduled upcoming events. 3. To navigate through the home screen scroll down to view each of the sections mentioned above. Figure 3: Kimble Home Page Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 3
3. How to View and Edit My Profile This guide will show you how to create the My Profile page where other users of Kimble can identify who you are and ways in which they can contact you via the Contact and About Me sections. This will also help to personalise your Kimble experience through features such as uploading your photo. 1. On the home page select your name in the top right corner, from which you can select My Profile from the drop down menu. 2. From here, select the Add Photo link from the s-drive located here, S:\Xceed Library\Staff Photos\Xceed Portraits for your profile picture. For associates, please upload a suitable headshot picture. 3. To change your information select the Edit Profile icon located next to Contact. Figure 4: My Profile interface Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 4
4. You will be presented with a contact form from which you can enter your details in the Contact tab. Figure 5: Edit Profile Contact tab NOTE Please only enter personal information that you are comfortable sharing as this information is public to other Xceed Kimble users. 5. Once completed, click the About tab where you can fill in all details and write a brief summary about yourself. Figure 6: Edit Profile About tab 6. When completed click Save All. Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 5
4. How to Set-up, Edit and Complete a Task This guide provides a brief summary on how to set-up, edit and complete a task that will allow the user to view their current tasks that need to be completed and their due date. This feature will help you to manage your tasks more effectively and remind you of any tasks that are upcoming to help identify which will have a higher priority. 1. In the home tab scroll down to My Tasks and you will see a list of any outstanding tasks currently assigned to you. To create a new task select New (see Figure 1.) Figure 7: My Tasks home view 2. Complete the required information; Assigned to (can also assign task to multiple users), Subject, Status and Priority shown by a red indicator. Once these have been completed, you have the option to enter information such as due date and comments. NOTE You will notice some have drop-down options and lookup menus to select, e.g. Assigned to and Subject (see Figure 2). You can use these features or manually type them in. 3. Once completed click Save or Save & New Task if you wish to create another task. 4. You have the option to request for a notification email to be sent to you as a reminder that you have an outstanding task by clicking the send notification box. If it is a reoccurring task you may tick the option to set this. Figure 8: New Task creation window 5. When you return to the home screen you will see this task in your list of tasks. If not, select all open under the drop down menu for My Tasks. Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 6
5. How to Complete and Submit a Timesheet This guide will show you how to complete your timesheets. Timesheets should be completed and submitted at the end of every week. They should also be completed on the last working day of each month (e.g. if a month ends on a Wednesday you should submit your timesheet then, but you should also submit it on the Friday of that week to log the first two days of the new month). Once a complete month has been submitted only then will the timesheet be sent to the client for approval. There is a separate How To guide for expenses entry. You should not submit any timesheet until expenses have also been added where appropriate. 1. Select Time and Expense Entry tab. 2. Any assignments or activities you are currently assigned to will appear in the timesheet automatically. If there are any missing or invalid assignments contact kimble@xceedgroup.com. The assignments should appear in blue until they have been converted into Actual Time at which point they will turn grey. 3. To convert into actual time, click the Actual? check box in the activity and then click Convert to Actual Time at the bottom of the calendar. (See Figure 1). Figure 1: Calendar view of timesheet 4. You can add time entries to the timesheet if you need to book absence, or to log any overtime. To create a new activity click Time Entry for current and past dates or Forecast Time Entry for future dates. If you are not able to book any time or you think the assignment is incorrect, please e-mail kimble@xceedgroup.com. NOTE Most absences (with the exception of sickness) must be booked in advance in accordance with Xceed s existing absence process (see XQS027 Absence Process). NOTE Overtime can only be logged if it has been agreed in advance with your Xceed Practice Director and the Client. All such overtime agreements should have already Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 7
been included in the activity dropdown menu on the next screen for you to select from. 5. In the new window input the dates of the planned activity and select the type of activity in the drop down menu. Figure 2: Adding an activity onto the timesheet 6. The menu will expand and give more options regarding time type, number of hours (or days taken) and any other relevant notes to the activity. 7. If you would like to create block entry of activities across a number of days (e.g. Holidays) just amend the date ranges appropriately however this can only be done between a Mon-Fri period as the system will not accept entries spanning weekends. Otherwise the process is the same as above. For example, 2 weeks of leave should be submitted as two separate entries. NOTE Entry day is decimal i.e. for 4 hours worked enter 0.5. For entry hours enter the actual number of hours. 8. Once completed click Save to enter the activity into your timesheet. 9. If you are booking absence, or for other non-chargeable activities that require approval, an email will be sent to your Xceed approver. Once they have approved it the activity will appear on the timesheet screen and show on the My Calendar section on your Kimble account. NOTE All absences will now ONLY be booked through Kimble. 10. Once your timesheet and expenses are completed for each week and at month end select Submit Time Entries to submit the monthly timesheet for approval. The timesheet will then be sent the Client Approver for approval. Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 8
6. How to Create and Submit an Expense Claim This guide provides you with a brief summary of how to create and submit an expense claim. Expense claims may or may not be chargeable to the Client. This will have been agreed at the start of your assignment. Please check with your Xceed Manager if you are unclear of what should or should not be submitted for client approval. For Xceed staff Internal Expenses there is a separate expenses policy (XQS008) available with more detail on internal expenses claims. In order to submit an expense claim, you will need to take a picture of the receipts for the claims as we no longer require hardcopy receipts. Select the Time & Expense Entry tab located along the top of the navigation bar. NOTE There is an alternative method to add expenses which is through the Expense Claims tab. Figure 9: Adding an Expense item in the Time & Expense Entry tab 1. To create an expense claim, go to the date the expense was incurred and click +Expense Item button towards the bottom half of the page as show in Figure 1. 2. Complete the fields showing the date the expense was incurred, your name and the type of activity it corresponds to. If you are assigned to a project this will be shown in the activity drop down menu under Delivery. If you are on an internal project choose the Internal Project option in this Activity drop down list. Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 9
Figure 2: Activity Drop Down Menu 3. Click Add Expense. NOTE DEPENDING on your assignment, your expense categories will automatically appear in the drop down menu. If you do not see the relevant expense category then please contact Operations (kimble@xceedgroup.com) 4. Complete all the fields; Input the date the expense occurred. Choose the Expense Category (the different categories are shown in Figure 3). Input the full amount (including VAT if applicable). Please ensure you list all the Attendees. Start and end location (relevant for travel expenses) Any additional notes that Xceed should be aware of regarding the claim. Figure 3: Expense Category Drop Down Menu 5. You will now need to add a receipt. To do this, select Add located on the right hand side of your screen next to Receipts to upload a copy of the receipt to support the claim. NOTE Only attachments with file types *.jpeg, *.png, *.gif and *.pdf are compatible. Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 10
6. Once the receipt has been added ensure you have selected the Add checkbox beside your claim (see Figure 4). Figure 10: Completed Expense Claim 7. If you need to add another expense claim then you can do this by clicking the Add Expense tab. 8. Once you have added all the relevant expenses for the week, save your expense claim by clicking the Save button. (This will take you back to your Expenses home and you will be able to edit any of your claims). To actually submit your claim click the Save and Submit button. NOTE It is good practice to Save your expense claims weekly, however only Save and Submit the claims at month end. If the month ends mid-week, e.g. Monday, please submit your claim there and then. Once you have submitted you cannot not edit the claim yourself anymore. If mistakes have been made during this process please email kimble@xceedgroup.com to rectify any problems. Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 11
7. How to check My Calendar This guide provides a summary on how to view the current assignments you are working on, future assignments you have been matched to and also any other activities that are planned e.g. absences. 1. Select My Calendar tab. 2. To see the assignments that have been allocated to you, click on the small white arrow next to the word Assignment to expand the list (see Figure 1: Assignment View). Figure 1: Assignment view 3. Under Assignments, there is a list of other activities displayed that shows the dates and the activity name. Examples include: Sickness, Dentist, Holiday/Vacation etc. (See Figure 2: Activities) Figure 2: Activities Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 12
4. To view future time periods and assignments that you may have been allocated to, hover your cursor in the middle of the screen until it looks like Figure 3, click, hold and drag to the left to view future assignments. Figure 3: Mouse cursor 5. Figure 4 below outlines the colour scheme codes used on the Calendar Screen. Each colour represents your assignment allocation or availability. Figure 4: Calendar colour codes Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 13
8. How to View and Edit your Capability Profile This guide provides a brief summary on how to update and edit your capability profile. By selecting a rating against each of the various categories, you will be helping the Resourcing function identify what your core skills are. Ultimately this will help us to match you to upcoming assignments and to ensure that you are assigned to roles that suit your capability. Importantly, it will also help to identify key development areas. 1. Select the Capability Profile tab. 2. Select the capability group tab on the left hand side that you wish to update. 3. On the drop down box against each category of skill, select what you feel is the most appropriate rating for you within the capability group (see Figure 1). Definitions:- 1: Novice - Little or no knowledge/experience of subject. 2: Beginner - Some knowledge/experience of subject. 3: Mastering - Good knowledge/experience of subject. 4: Very good - Detailed knowledge/experience of subject. 5: Expert - Extensive knowledge/experience of subject. Figure 11: Capability Profile 4. Once completed click Save. Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 14
9. How to Edit and Update My Experience This guide provides a brief summary on how to add and update the past assignment experience that you have. It will help Resourcing to identify if you would be suitable for upcoming assignments and projects and ensure you are assigned to suitable roles. 1. Select My Experience tab where all the Xceed assignments you have worked on from December 2012 will be displayed. 2. To add a past assignment click on the New Other Experience and enter the details of other relevant experience prior to December 2012 (See Figure 1). Figure 12: Assignment experience 3. Complete all fields of the form entering assignment title, dates, activity descriptions and responsibilities (See Figure 2). Figure 13: New Experience information fields 4. Once completed click Save. 5. Once your experience has been saved you have the option to either edit or delete it (see figure 3). Figure 14: Edit or delete experience Email: kimble@xceedgroup.com UK: +44 (0) 20 7480 0030 US: +1-646-329-7940 15