Version 8.1 Training Kit - Managers

1. Version 8.1Training Kit - Managers

2. 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 User ID and Password Edit the Link in your Favorites Main Page Check Balance - Check own Balance - Check Employee Balance Check Dept & Company Time Off Request Time Off and Other Events Review Time Off Requests Request Change - Undo Approved Time Off - Unsubmit Submitted Time Off Perform Approvals Edit Requests - Submitted Requests - Approved Requests • Enter Unscheduled Time Off • Approval Stand-In’s • Obtain Reports • Extras • Employee Center • Personal Menu • Setting Personal Preferences • Updating Personal Profile • Help

3. 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

4. User ID and Password Return to Table of Contents 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.

5. 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

6. Main Page Navigation is by menu functions on left. A module menu is provided for each TrackStar module. Return to Table of Contents Once your sign on is complete, click on Time Off (on the left). The choices are determined by your security profile.

7. Check own BalancePage 1 of 2 Balance Balances Return to Table of Contents On Time Off Menu, click Balances

8. 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

9. Check Employee Balance Choose Time Off Entry from the Time Off menu. Select the employee Click on Balance Return to Table of Contents

10. 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

11. 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

12. Request Time Off and Other EventsPage 1 of 6 Time Off Request Return to Table of Contents On Time Off Menu, click Time Off Request

13. 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

14. Request Time Off and Other EventsPage 3 of 6 Displays balance as of the end of month selected. Use to change months When creating requests, other requests appear as a different color (purple). Double-click to undo a day. Use ≥ to select/deselect an entire week. Return to Table of Contents

15. Request Time Off and Other EventsPage 4 of 6 Show details decompresses adjacent days for editing. Edit grid to change after clicking calendar. Use Delete icon to delete individual entries. Use Split icon to create one day with multiple events. Click Submit when done. Return to Table of Contents

16. 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

17. 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

18. Review Time Off RequestPage 1 of 3 Time Off Request Review Return to Table of Contents On Time Off Menu, click Time Off RequestReview

19. 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

20. Review Time Off RequestsPage 3 of 3 Return to Table of Contents

21. Undo Approved Time OffPage 1 of 2 • 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 Click Approved Select Approved Event Return to Table of Contents Click Undo

22. 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

23. Unsubmit Submitted Time Off • 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 Click Submitted Select Submitted Event Click UnSubmit Return to Table of Contents

24. 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

25. 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

26. 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

27. 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. Return to Table of Contents

28. 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

29. 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

30. Edit Submitted RequestsPage 2 of 4 • The employee will be notified via email notification when a submitted request was deleted. Click Delete to delete the submitted request Click Reject to reject the entire request Click Edit to Change the event, or number of hours taken. Return to Table of Contents

31. 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

32. Edit Submitted RequestsPage 4 of 4 After editing, approve the remaining valid time off request Return to Table of Contents

33. 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

34. Edit Approved RequestsPage 2 of 3 • The employee will be notified via email notification when an approved request was unapproved. Click Unapprove to change the request from Approved to Submitted status Return to Table of Contents

35. Edit Approved RequestsPage 3 of 3 Click Delete to delete the submitted request Click Reject to reject the entire request Click Edit to Change the event, or number of hours taken. Return to Table of Contents

36. 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

37. 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

38. Obtain ReportsPage 2 of 2 Numerous reports are available to management. Use to manage, monitor, and track PTO activities. Return to Table of Contents

39. 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

40. 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

41. 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

42. Personal Menu Access from main menu Used to access preferences and profile Return to Table of Contents

43. 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. Return to Table of Contents

44. 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

45. Help TrackStar User Guide You can access the full user guide in PDF form by clicking on the Manual icon (after logon). Context Sensitive Help For information about the current form, and how to use it, click on Quick Help. Field Level Help Many fields have a popup help window to describe their use or format. Multiple levels of help are available. Return to Table of Contents