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Version 8.1 Training Kit - Managers. Table of Contents. Using TrackStar The Wedding Planners PTO, Holiday and Volunteer Policy Link http://intra/C5/Paid%20Time%20Off/default.aspx http://intra/C11/Holiday%20Pay/default.aspx http://intra/C3/Volunteer%20Program/default.aspx - PowerPoint PPT Presentation
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Version 8.1
Training Kit - Managers
Table of Contents
I. Using TrackStarII. The Wedding Planners PTO, Holiday and Volunteer Policy
LinkI. http://intra/C5/Paid%20Time%20Off/default.aspxII. http://intra/C11/Holiday%20Pay/default.aspxIII. http://intra/C3/Volunteer%20Program/default.aspx
III. User ID and PasswordIV. Edit the Link in your FavoritesV. Main PageVI. Check Balance
- Check own Balance - Check Employee Balance
V. Check Dept & Company Time OffVI. Request Time Off and Other EventsVII. Review Time Off RequestsVIII. Request Change
- Undo Approved Time Off - Unsubmit Submitted Time Off
IX. Perform ApprovalsX. Edit Requests
- Submitted Requests - Approved Requests
XI. Enter Unscheduled Time OffXII. Approval Stand-In’sXIII. Obtain ReportsXIV. Extras
I. Employee Center II. Personal MenuIII. Setting Personal PreferencesIV. Updating Personal Profile
XV. Help
Using TrackStar
• TrackStar is a tool that will track all kinds of leaves, such as paid time off, floating holiday, leave of absence, volunteer hours, etc...
• Associates will be using TrackStar as a self-service point of entry for these items and perform approvals and run reports.
• TrackStar is a browser based application that can be run anytime and anywhere.
• Use of the browser back key can cause errors or undesired results. Instead, use the navigation within TrackStar.
Return to Table of Contents
User ID and Password
• Access TrackStar by typing in the URL: http://wmpto.com in the browser and save as a favorite (see the next slide how to edit your favorite).
• Obtain your user id and password from the link
https://corpsec01/ptopw.asp • Change your password.
• Use the “Remember Me” feature to store your credentials as a cookie.
• Click the Forgot Password link if you forget your password, and would like it emailed to you.
Return to Table of Contents
Edit the Link in your Favorites• Go to your Favorites menu,
and right click on the TrackStar link. Then click properties. The window will appear. Delete everything after the https://wmpto.com/.
• Ok to save.
Return to Table of Contents
Main Page• Once your sign on is
complete, click on Time Off (on the left).
• The choices are determined by your security profile.
Navigation is by menu functions on left.
A module menu is provided for each TrackStar module.
Return to Table of Contents
Check own BalancePage 1 of 2
• On Time Off Menu, click Balances
BalancesBalance
Return to Table of Contents
Check own BalancePage 2 of 2
• Your current balance will appear:– The summary section
shows a balance for each category tracked by the system.
– The detail section shows how the balance was calculated.
• Clicking Printable will create a printer friendly version.
• Changing the date will show balances as of a future date.
Enter a future date and click on arrow to see accrued hours in the future.
Return to Table of Contents
Check Employee Balance
• Choose Time Off Entry from the Time Off menu.
• Select the employee• Click on Balance
Return to Table of Contents
Check Department Time OffPage 1 of 2
• From the Time Off menu click Department Calendar.
• This view shows people requesting time off in your department and if conflicts exist before submitting a request.
• Color code indicates the status of each request.
Use this form to determine if other people in your department are already requesting time off for the days you desire.
Return to Table of Contents
Check Company Time OffPage 2 of 2
• From the Time Off menu click Department Calendar.
• This view shows people requesting time off in your department and if conflicts exist before submitting a request.
• Color code indicates the status of each request.
Use this form to determine if other people in your department are already requesting time off for the days you desire.
Return to Table of Contents
Request Time Off and Other EventsPage 1 of 6
• On Time Off Menu, click Time Off Request
Time Off Request
Return to Table of Contents
Request Time Off and Other EventsPage 2 of 6
• The Request Detail form displays.• Optionally enter a
description/phone.• Select the parameters from the
Input Criteria:– Full Day, Half Day or Hours
(Applies only to hourly/non-exempt employees).
– Type of Event.• Click on the calendar to select
the days.• Selected days are indicated by
colors.• Holidays appear in Orange.• Weekends appear in Gray.
Return to Table of Contents
Request Time Off and Other EventsPage 3 of 6
When creating requests, other requests appear as a different color (purple).
Use ≥ to select/deselect an entire week.
Double-click to undo a day.
Use to change months
Displays balance as of the end of month selected.
Return to Table of Contents
Request Time Off and Other EventsPage 4 of 6
Edit grid to change after clicking calendar.
Use Split icon to create one day with multiple events.
Use Delete icon to delete individual entries.
Show details decompresses adjacent days for editing.
Click Submit when done. Return to Table of Contents
Request Time Off and Other EventsPage 5 of 6
• Your manager will be informed of your request via email.
• If your manager does not approve a request within two days, you will be notified via email.
• You may not change approved requests. Only your manager can undo it.
• You can Un-submit requests that have not been approved (see Review Time Off Requests).
Return to Table of Contents
Request Time Off and Other EventsPage 6 of 6
• You will be informed via email that your request is approved or rejected.
Return to Table of Contents
Review Time Off RequestPage 1 of 3
• On Time Off Menu, click Time Off Request Review
Time Off Request Review
Return to Table of Contents
Review Time Off RequestsPage 2 of 3
• This form shows existing requests, organized by status.
• Use to create, delete, edit and submit requests.
• Also use to check balance and department calendar.
Return to Table of Contents
Review Time Off RequestsPage 3 of 3
Request Status Meaning
Pending The request has been created, but has not been submitted. This can only be seen by you.
Submitted The request has been created and submitted to a manager for approval.
Approved The request has been approved by a manager.
Rejected The request has been rejected by a manager.
Return to Table of Contents
Undo Approved Time OffPage 1 of 2
Click Approved
Select Approved Event
Click Undo
• You can ask your manager to change or delete an Approved request using the Undo function
• On Time Off Menu, go to Time Off Request Review
Return to Table of Contents
Undo Approved Time OffPage 2 of 2
• An email is created when you undo an approved request.
• Edit the details and click Send.
• You will be notified of the change via email notification.
Return to Table of Contents
Unsubmit Submitted Time Off
Click Submitted
Select Submitted Event
Click UnSubmit
• You can ask your manager to change or delete a Submitted request using the UnSubmit function
• On Time Off Menu, go to Time Off Request Review
Return to Table of Contents
Perform ApprovalsPage 1 of 5
• You will be notified via email when your employees submit requests for approval.
• This helps you keep current with approvals.
Return to Table of Contents
Perform ApprovalsPage 2 of 5
• On Time Off menu, click Approvals.
• The Approvals form lets you review requests that have been submitted.
• Use Date, Company, and Department filters to select records for approval.
• Use Direct Reports option to see those people who report directly to you.
• Click Review to see details.
Return to Table of Contents
Perform ApprovalsPage 3 of 5
Request Navigation
Use the left/right arrows to scroll through submitted requests.
Conflicts
Use the Conflicts button to check for request conflicts.
Checking Balances
Use the Balance button to check the employee’s balance.
Deleting Requests
Use Delete to delete the entire request.
Editing Requests
Use the Edit button to review/edit individual days
Return to Table of Contents
Perform ApprovalsPage 4 of 5
• The conflicts form shows other requests that conflict with the one you are reviewing.
• Conflict days are outlined in red.
• The conflicting employees are displayed in the calendar.
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Perform ApprovalsPage 5 of 5
• Review the request and make an approval decision.
• Clicking Approve marks the request as Approved, and sends the message (if requested) to the originator.
• Clicking Reject marks the request as Rejected, and sends the message (required) to the originator.
Return to Table of Contents
Edit Submitted RequestsPage 1 of 4
• The manager can change or delete requests that were not taken, or that are not approved.
• On Time Off menu, click Approvals.
• Select Submitted under Status Selection
• Use Date, Company, and Department filters to select records for approval.
• Use Direct Reports option to see those people who report directly to you.
• Click Review to see details.
Review Return to Table of Contents
Edit Submitted RequestsPage 2 of 4
Click Delete to delete the submitted request
• The employee will be notified via email notification when a submitted request was deleted.
Click Edit to Change the event, or number of hours taken.
Click Reject to reject the entire request
Return to Table of Contents
Edit Submitted RequestsPage 3 of 4
• Change the event or number of hours taken.
• Delete the day(s) desired, and click OK.
Save the current information, and remain on the current form.
Save the current information, and return to the previous form.
Discard any unsaved changes, and return to previous form.
Return to Table of Contents
Edit Submitted RequestsPage 4 of 4
After editing, approve the remaining valid time off request
Return to Table of Contents
Edit Approved RequestsPage 1 of 3
• The manager edit requests that were approved.
• On Time Off menu, click Approvals.
• Select Approved under Status Selection
• Use Date, Company, and Department filters to select records for approval.
• Use Direct Reports option to see those people who report directly to you.
• Click Review to see details.Review
Return to Table of Contents
Edit Approved RequestsPage 2 of 3
Click Unapprove to change the request from Approved to Submitted status
• The employee will be notified via email notification when an approved request was unapproved.
Return to Table of Contents
Edit Approved RequestsPage 3 of 3
Click Delete to delete the submitted request Click Edit to Change
the event, or number of hours taken.
Click Reject to reject the entire request
Return to Table of Contents
Enter Unscheduled Time Off
• Choose Time Off Entry from the Time Off menu.
• Select the employee, and the type of event.
• Click on calendar to mark days.• No approval necessary.
Unscheduled time, such as sick time, can be entered by managers.
Return to Table of Contents
Obtain ReportsPage 1 of 2
• On the main page, click Reports to access the selection menu.
• Choices depend upon your security profile.
• Make a selection, click Preview.
• Reports can be exported to Excel if desired.
Return to Table of Contents
Obtain ReportsPage 2 of 2
• Numerous reports are available to management.• Use to manage, monitor, and track PTO activities.
Return to Table of Contents
Approval Stand-In’s
• Access from Personal menu.
• Specify date ranges, and manager who will stand-in.
• Stand-In manager will receive notifications, and have approval capabilities.
Tool allows managers to identify another manager who will fill in for them during absences.
Can be used to cause notifications to multiple people.
Return to Table of Contents
Employee CenterPage 1 of 2
• The Employee Center allows you to view information about your employees
• View the pertinent information about employees.
• You can enter notes and attach files.
Click View to open the employee Folder.
Return to Table of Contents
Employee CenterPage 2 of 2
• Click on Notes Tab.• Click + icon to add a
note.• It will be date-time
stamped, and show who entered it.
• Use to record events, records, etc.
Return to Table of Contents
Personal Menu• Access from main
menu• Used to access
preferences and profile
Return to Table of Contents
Setting Personal Preferences• Preferences are accessible
from the Personal menu.• Used to tailor the system
operation for you• Availability of module level
preferences depend on your license.
Preference Meaning
Initial Form Causes the form selected to be opened automatically each time you sign on.
Culture Specifies the culture which controls date/time formatting.
Disable Background
Inhibits the “green bar” background on reports.
Disable two-column menu
Disables two-column mode on menus.
Return to Table of Contents
Updating Personal Profile• Your personal profile
is accessible through the Personal menu.
• Click Profile Maintenance to access.
• Use to update personal information about your self.
Return to Table of Contents
Help• Multiple levels of help are available.
Context Sensitive Help
For information about the current form, and how to use it, click on Quick Help.
TrackStar User Guide
You can access the full user guide in PDF form by clicking on the Manual icon (after logon).
Field Level Help
Many fields have a popup help window to describe their use or format.Return to Table of Contents
