Area Manager Training Guide - Hyphen Solutions...The BuildPro Area Manager Training Guide contains information and step‐by‐step procedures for using the BuildPro web application

BuildProArea Manager User Guide

6.01.09

Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential

Document Versions

Change Date

BuildPro Release / Release Date Author Change

11.15.07 7.1.0 / 12.03.07 Monica Winkelman Transferred to FrameMaker. Updated EPO, MPO, & Autopay, Monitoring BuildPro, and Common Daily Tasks.

Table of Contents

Product and Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iiiTrademark and Patent Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iiiDisclaimer of Warranties and Limitation of Liabilities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . iiiContact Customer Care . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ivReport Issues to Customer Care . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vUse This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vi

Chapter 1 - Area Manager Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2Document Map . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Chapter 2 - Assigning Job Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6Roles in BuildPro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6Assign Primary Users . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Un-Assigning All Jobs From a User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Assign Default Job Users for New Jobs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Chapter 3 - EPO, MPO, & Autopay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Approve an EPO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Use Autopay Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Approve a PO with Autopay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Approve an MPO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Approve a Back Charge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Chapter 4 - Monitoring BuildPro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Monitor User Activity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Review Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Review the To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24Walk Jobs with a JME or Task View Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Chapter 5 - Common Daily Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Daily Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Manage Order Alerts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Start a Task with Instructions to Supplier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Manage Late Tasks on the To Do List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Reschedule an In-Progress Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Retransmit an Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Assign a Supplier to a TBD Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Reschedule a Task with Instructions to Supplier . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential i

Table of Contents

Cancel an In-Progress Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Send a Note to the Supplier . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Add a Job Note . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Add a Memo Task . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34View Job Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Create an EPO . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Send Calendar to Supplier . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Undo Task Completion. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Research Order History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Manage Tasks by Group in Task View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Manage Tasks by Group in Box Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Chapter 6 - Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Chapter 7 - ReportConnect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Access the Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Install Microsoft ActiveX. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Report Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Dependent Filters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Multi-Select pop-up window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Filter Multi-Select Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Select Date Filter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Sort Capability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49View & Print HTML Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50View & Print PDF Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51View Excel Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Print Excel Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

ii Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential

Product and Company InformationThe information in this document is the confidential and proprietary information of Hyphen Solutions, Ltd and is supplied to you pursuant to the terms and conditions of your Hyphen Solutions, Ltd. Software License Agreement (the ʺAgree‐mentʺ). Accordingly, the information contained herein may not be used, reproduced, published, or disclosed to any party other than those identified in the Agreement, without the prior written authorization of Hyphen Solutions, Ltd.

The names of companies, products, people, characters and/or data mentioned in screens, pages, reports, and other data examples are fictitious and are in no way intended to represent any real individual, company, product or event, unless oth‐erwise noted. Any rights not expressly granted in the Agreement are reserved by Hyphen Solutions, Ltd.

Trademark and Patent InformationBuildPro® and SupplyPro® are products and trademarks of Hyphen Solutions, Ltd. Microsoft, MS, MS‐DOS, Windows, and Windows NT are trademarks of Microsoft Corporation. Other product and company names referred to herein are the products and/or trademarks of their respective owners.

Disclaimer of Warranties and Limitation of LiabilitiesHyphen Solutions, Ltd. has taken reasonable care in preparing this information; however, this document is provided ʺAS ISʺ, AND HYPHEN MAKES NO WARRANTIES, EXPRESS OR IMPLIED (INCLUDING WARRANTIES OF MERCHANT‐ABILITY OR FITNESS FOR A PARTICULAR PURPOSE), REGARDING THIS DOCUMENT OR THE INFORMATION CONTAINED HEREIN. Nothing contained herein modifies or alters in any way the standard terms and conditions of the Agreement by which the product was acquired, and pursuant to which this document is provided. In no event shall Hyphen Solutions, Ltd. or its affiliates be liable for incidental or consequential damages in connection with or arising from the use of the product, the accompanying documentation, or any related materials. Under no circumstances will Hyphen ever be liable to you for any damages that exceed the amount specified in the Agreement.

Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential iii

Contact Customer Care

Support for this product is available from the Customer Care Center and online.

Telephone 877‐508‐2547

After Hours Telephone

877‐508‐2547 or 972‐728‐8180

Hours You can reach the Customer Care Center Monday through Friday, 7 a.m. to 7 p.m., Central Stan‐dard Time.

Email [email protected]

Mail Hyphen Solutions™, Ltd.

16301 Quorum Dr

Addison, TX 75001

Hyphen Solutions, Ltd.

For more information about Hyphen Solutions or the other products offered by Hyphen Solu‐tions, visit our web site at www.hyphensolutions.com.

iv Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential

http://www.hyphensolutions.com

Report Issues to Customer Care

The following items should be included when reporting issues to our Customer Care Center. Including these items will help expedite resolution. The Hyphen Solutions Customer Care Center can be reached at 1‐877‐508‐2547 or by email at [email protected].

Job Number

Template

User Name

Task Name/Type

PO Number if applicable

Vendor Name

Division Name

Region

Detailed Issue Description:

Ticket # assigned by Customer Care:

Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential v

Use This Guide

This training guide contains information and step‐by‐step procedures for using this application. This document is written for beginning users and assumes no familiarity with the applicationʹs interface. This document is a training guide and is designed to be used with interactive training as given by a certified Hyphen Solutions consultant. Use this guide in con‐junction with the training and the Help tool to answer your basic questions. For questions beyond the scope of this docu‐ment, contact the Customer Care Center.

vi Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential

Area Manager BasicsBuildPro Area Manager User Guide1

Objectives

After completing this module, you should have a basic understanding of:

• Using This Training Guide• Completing Tasks in BuildPro Necessary to Your Job

Chapter 1 ‐ Area Manager Basics

Area Manager Basics Overview

The BuildPro Area Manager Training Guide contains information and step‐by‐step procedures for using the BuildPro web application. This document is written for beginning BuildPro users and assumes no familiarity with the applicationʹs interface. This document is a training guide and is designed to be used with interactive BuildPro training as given by a certified Hyphen Solutions consultant. Use this guide in conjunction with the BuildPro training and BuildProʹs Help tool to answer your basic questions. For questions beyond the scope of this document, contact the Cus‐tomer Care Center.

Document Map

You are encouraged to go through this section with your Hyphen representative to determine your areas of responsibility as Area Manager. Put a check in front of the functionalities you will need to know as Area Manager.

Chapters Overview

Assigning Job Users When new jobs are imported into BuildPro from the ERP System, users can be assigned in one of two ways:

1. A single user can update the jobs for a group of individuals.

2. The System Administrator can manually assign a job(s) to a user(s).

EPO/ MPO/ Autopay Extra Purchase Orders (EPOs), Measurement Purchase Orders (MPOs) and Auto Pay are all functions that must be activated before you can use them. EPOs are created when a home build requires extra material not included in the original budget. MPOs are created when material is measured by variance, such as concrete or sod. BuildPro can also be configured with Auto Pay to automatically pay suppliers at certain milestones within the schedule.

Monitoring BuildPro You will be responsible for ensuring your employees are managing their alerts, using BuildPro daily to start and complete tasks, and using the application in a manner most beneficial to your company.

Common Daily Tasks Common daily tasks are those tasks your employees will need to perform every day in order to manage their jobs effectively. You may be required to train and coach new employees on BuildPro.

2 Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential

Chapter 1 ‐ Area Manager Basics

Chapters Overview

Reports To maximize the benefits of BuildPro, you will need to know how to use reports. These reports will help you identify which employees are properly using BuildPro and which are not. Additionally, the reports will provide a management tool to report on timelines, suppliers, exceptions, etc.

Troubleshooting It is important that you can troubleshoot common BuildPro issues as they arise. Refer to this section for specific examples of these issues and how to manage them.

Assigning Job Users When new jobs are imported into BuildPro from the back office ERP system, users can be assigned in one of two ways: 1) A single user can update the jobs for a group of individuals, or; 2) the System Administrator can manually assign a job(s) to a user(s).

Hyphen Solutions, Ltd. © 2009 Proprietary & Confidential 3

Assigning Job UsersBuildPro Area Manager User Guide2

Objectives


• Assigning Jobs in an Integrated Environment• Assigning Jobs in a Non‐Integrated Environment

Chapter 2 ‐ Assigning Job Users

Assigning Job Users Overview

The role of Area Manager in BuildPro has specific responsibilities. Some of these responsibilities include:

• Knowing and being able to train others on Construction Manager responsibilities in BuildPro

• Understanding and reinforcing the BuildPro Common Daily Tasks• Being able to troubleshoot issues you might have with BuildPro

As an Area Manager in BuildPro, you may be responsible for assigning users to jobs. Work with your local BuildPro System Administrator on this functionality since this may also be a System Administrator function.

Roles in BuildPro

Functionality in BuildPro is controlled through the role the user is assigned. Roles control access to various tabs within BuildPro. The more tabs a user has across the top of BuildPro, the more functionality he or she has. Roles provide access to page tabs, pages, links, and functionality.

Typical Construction Manager Tabs

FIGURE 1. Tabs a typical construction manager can access

System Administrator Tabs

FIGURE 2. Tabs a system administrator can access

There are three standard user roles in BuildPro:• System Administrator ‐ A BuildPro System Administrator is typically a division level

back‐office employee with full access to the BuildPro system. He or she has all the respon‐sibilities and rights of the Job Primary User and Job User plus the following.‐ Create new communities/subdivisions/organizations‐ Create new users and assign roles‐ Assign users to jobs‐ Assign users through integration setup, which allows them to view and schedule jobs

as soon as they are imported into BuildPro from an ERP System‐ Modify job information (such as description, address, etc)



‐ Create, copy, and modify templates‐ Cost code assignment in template‐ Change job statuses (ex. Active, Inactive, Canceled, etc)‐ Pause Tasks / Hold Jobs‐ Reset lost passwords

• Job Administrator ‐ The Job Administrator is typically responsible for:‐ Update of job information‐ Assignment of job users and job primaries‐ Template building and maintenance‐ EPO and MPO approvals

• Job Super ‐ Typically responsible for the following:‐ Manage job schedules‐ Create EPOs

Assign Primary Users

The Job User view is the default view for Job User Assignment page. The Primary User view is used for changing the Primary User on a job. While the Primary User is ultimately responsible for the job, Job Users are able to view jobs in the and manage the work schedule as well.

For integrated companies, when a new job comes into BuildPro, a default Primary User is auto‐matically assigned to this job. The System Administrator is then responsible for assigning the job to a new Primary User or adding or removing other Job Users.

To assign a primary user to a job:

1. From the Job Admin tab, click the Job User Assignment link.

FIGURE 3. Job Admin tab - Job User Assignment link

2. Click the Primary User View link.

FIGURE 4. Job User Assignment: Job User View page



3. When you click the Switch To: Primary User View, BuildPro displays the Primary User View page and the link changes to Switch To: Job User View. You can switch back when you want.

4. From the User drop‐down list, choose the user you want to assign as the new Primary User.

5. From the Subdivision drop‐down list, choose the Community where the job is listed.

6. Click the Show Jobs button.

7. Click the Select check box to the left of the job(s) for which you want the selected user to be the new Job Primary.

FIGURE 5. Job User Assignment page

8. Click the Assign as Job Primary button. BuildPro confirms that the jobs have been re‐assigned.

FIGURE 6. Assign as Job Primary button

9. Repeat steps 3‐7 if the user needs jobs in multiple communities. By assigning this user as the primary user, you have automatically assigned him/her as a user.Note: When you change the primary user from one CM to another, the original CM is not removed from access to the job. If you want the original CM to no longer see or have access to the job, you must follow the steps below and remove the CM from the job.



Un-Assigning All Jobs From a User

In the event an employee leaves the company, it is very important to take the following steps quickly.

• Reassign the jobs where this user is the Primary User.• Remove this user from other jobs as a job user.• Have the System Administrator disable this user.

To un‐assign a primary user.

1. Click the Job Admin tab.

2. Click Job User Assignment, on the Left Nav Bar.

FIGURE 7. Job Admin tab - Job User Assignment link

3. In the User field, choose the name of the Construction Manager or Superintendent you want to un‐assign.

FIGURE 8. Job User Assignment: Primary User View page

4. Click Show Jobs.

5. Remove the check marks from all jobs for the user who is leaving your company.

FIGURE 9. Click the check box to uncheck each job



6. Click Assign as Job User. This un‐assigns the user from the jobs. BuildPro confirms that the job user assignment was complete.

FIGURE 10. Assign as Job User

Assign Default Job Users for New Jobs

For both integrated and non‐integrated companies, users may set up default job primaries and job users. These default users will be automatically assigned when a new job is created in BuildPro (either manually or via integration).

To setup default users:

1. Click the Manager tab.Note: If you do not have access to the Manager tab, your System Administrator will have to perform this update.

2. Click Organization Manager.

FIGURE 11. Manager tab

3. Click Organization List.



FIGURE 12. Organization Manager page

4. Click the Community\Organization.Note: Job user assignments are made at the community level. Default users should be setup at each community level.

FIGURE 13. Organization List page

5. Click the Integration tab.

FIGURE 14. Organization Detail page - Integration tab



6. From the Primary User drop‐down list, choose a job primary. This is the job primary that will be assigned to each new job created in the selected organization or community.

7. Click the Update Organization button.

To add/change job users:

1. From the Integration tab of the Organization Detail page, click the Change Integration Job User Assignment link.

2. A list of Default Integration Job Users is shown. Click the Delete button to remove default job users.

3. To add new default job users, choose an organization from the Search Organization drop down list.

4. Check the checkbox beside each user you want to be assigned as a job user to each new job created for the Organization displayed at the top of the page.

5. Click the Add Selected Users button to update the user assignment.


EPO, MPO, & AutopayBuildPro Area Manager User Guide3

Objectives


• Approving EPOs• Approving MPOs• Approving POs Using Autopay• Approving Back Charges

Chapter 3 ‐ EPO, MPO, & Autopay

EPO MPO & Autopay Overview

Extra Purchase Orders (EPOs) are used by Construction Managers to purchase additional materi‐als in cases such as shortages, damaged materials, or theft.

Measurement Purchase Orders (MPOs) are used for tasks whose quantities are determined at the time of delivery, such as fencing, concrete, and sod.

EPO and MPO security authorizations can be set up at each of the following levels:• Organization ‐ The max amount an EPO or MPO can be created for the organization.• User ‐ The max amount or limits for EPOs or MPOs can be created for a user.• Supplier ‐ The max amount or limits for EPOs or MPOs can be created for a supplier.• Template ‐ The max amount or limits for EPOs or MPOs can be created in a job created by

a template.• Task ‐ The max amount or limits for EPOs or MPOs can be created for a task.• Job ‐ The max amount or limits for EPOs or MPOs can be created on a job.

When security verifications are set up in multiple places, the EPO can only be approved for the lowest amount. The Area Manager is usually responsible for approving EPOs and MPOs that have exceeded their maximum amounts.

FIGURE 1. Example of the EPO/MPO process overview

Task

Job

Org/Subdivision

Supplier

$

%

$

%

$

%

$

%

$50

$150

$250

$75

$50

Although the Dir. of Conts. is able to approve and EPO for $2,000, $50 is the max amount the

EPO can be approved for at the task level.

UserDir. of Const.

$

%$2,000



Approve an EPO

If you approve an EPO, then it can be exported to the ERP System for current pricing. If you decline an EPO, an alert is sent to the Construction Manager (Primary User in BuildPro). The Con‐struction Manager can mark the EPO not ready, make changes, and then mark the EPO ready again. Then, the EPO can be approved.

To approve an EPO:

1. From the Job Admin tab, click the Approvals link on the Left Nav Bar.

FIGURE 2. Approvals link on the Left Nav Bar

2. Confirm that the EPO tab is selected.

3. Choose the filters you want to use, and click the Show Tasks button.

FIGURE 3. Approvals page

4. Click the Approve or Decline check box to the right of the EPO.

5. Click the Submit button.Note: If you approve an EPO, then it can be exported to the ERP System for current pric‐ing. If you decline an EPO, an alert is sent to the Construction Manager (Primary User in BuildPro). The Construction Manager can mark the EPO not ready, make changes, and then mark the EPO ready again. Then, the EPO can be approved.



Use Autopay Approval

If the Autopay Approval Required box is checked when your System Administrator adds a user, all completed Autopay eligible tasks are sent to the Auto Pay tab. This is done when a second layer of approval is required before a Construction Manager can release payment for completed work.

FIGURE 4. User Detail page - Autopay Approval Required

Approve a PO with Autopay

To approve a purchase order for payment:

1. From the Job Admin tab, click the Approvals link.


2. Click the Auto Pay tab.

FIGURE 6. Auto Pay tab on the Approvals page




FIGURE 7. Approvals page

4. Click the Approve or Decline check box to the right of the PO.Note: If declining, set the pay condition to Manual or Do Not Pay. Approved tasks are exported for payment. Declined tasks are not exported for payment.

5. Click the Submit button.

Approve an MPO

To approve an MPO:

1. From the Job Admin tab, click the Approvals link.


2. Click the MPO tab.




FIGURE 9. Approvals page - MPO tab

4. Click the Approve or Decline check box to the right of the MPO.Note: If declining, set the pay condition to Manual or Do Not Pay. Approved tasks are exported for payment. Declined tasks are not exported for payment.

5. Click the Submit button.

Approve a Back Charge

There are two kinds of back charges: stand‐alone back charges and back charges associated to an EPO. Approving or declining a back charge does not approve or decline the EPO. The back charge follows a separate approval path from the associated EPO. If the back charge is associated to an EPO, the user cannot approve or decline the back charge until the EPO task has been completed.Note: This tab only appears if the Back Charge module and role are turned on.

To approve a back charge:

1. From the Job Admin tab, click on the Approvals link.


2. Click on the Back Charges tab.



3. Choose the filters you want to use, and click the Show Tasks button. The list of back charges waiting to be approved appears on the page.

FIGURE 11. Approvals page - Back Charges tab

4. Click on the Task Name link to view more task details. The Job Task page opens.

5. On the Approvals page, click the Approve check box next to each item you want to approve.

6. Click the Decline check box next to each item you want to decline.Note: Each time you click the Decline check box, the Decline Notes pop‐up window opens. You must enter Decline Notes to decline a back charge.

7. To quickly approve all items, click the check box at the top of the Approve column.

8. Click the Update button at the bottom of the page to approve or decline all checked items.


Monitoring BuildProBuildPro Area Manager User Guide4

Objectives


• Monitoring BuildPro • Monitoring others working in BuildPro

Chapter 4 ‐ Monitoring BuildPro

Monitoring BuildPro Overview

As Area Manager, it will be important for you to not only monitor your jobs in BuildPro, but also monitor employee user activity. This section provides directions and tips to make sure your com‐pany is getting the most from BuildPro.

Monitor User Activity

There are two reports you should view on a regular basis to verify your team is using BuildPro consistently and accurately.

• User Login report ‐ This report shows a list of the number of times a user in your organi‐zation logged in to BuildPro, the role assigned to the user and the date and time of the last login.

• User Activity report ‐ This report shows a list of the number of task activities each user in your organization has made. The report also shows the user role for each user in your organization.

To view the User Login and User Activity reports:

1. Log in to BuildPro, and click the ReportConnect tab.

2. From the Activity Reports section, click the User Login report link.

3. On the User Login report, choose an Organization from the drop‐down filter. Enter the number of Days Previous that you want to view. Click the Generate Report button.

FIGURE 1. User Login report



4. In order to determine who is not using BuildPro on a regular basis, look at the individuals with few logins or those who have not logged into the system in some time. If users are not logging in to BuildPro they are not starting and completing tasks or communicating with suppliers. Construction Managers must log in daily to use BuildPro effectively.

5. Back on the ReportConnect tab, click on the User Activity link under the Activity Reports section.

6. On the User Activity report, choose an Organization from the drop‐down filter. Enter the number of Days Previous that you want to view. Click the Generate Report button.

FIGURE 2. User Activity report

7. The User Activities report show the number of tasks each user has submitted and com‐pleted. This will also give you a good idea of who is and is not using the system correctly.

Review Alerts

As Area Manager, you have the ability to see your team’s Alerts. Monitoring these will let you know if users are keeping up with their tasks.

To review alerts:

1. From the BuildPro Home tab, click on the Order Alerts link. The Alerts page opens.Note: The Order Alerts link will only be visible if an actual alert exists.



FIGURE 3. Alerts link in the Current Activity section

2. Click on an Alert link to view the list of alerts in that category.

FIGURE 4. Alerts page

3. Look for alerts such as Failed Notification. Excessive failed notifications tell you that a supplier is not receiving orders or communication. Your BuildPro System Administrator can help you update supplier information for failed notifications. Note: Your users should be managing alerts the first thing each day, so they know of any issues immediately.

Review the To Do List

As Area Manager, you have the ability to see your team’s To Do Lists. Monitoring these will let you know if users are keeping up with their tasks.

To review the To Do List:

1. On the Jobs tab, click on the To Do List link on the Left Nav Bar.

2. Choose a Subdivision from the drop‐down filter or leave the default of All Subdivisions.

3. From the Task Filters, click on To Complete By To Do List Date (Late) to select it.

4. Click the Show Tasks button. All the late tasks for all jobs in the selected subdivision(s) are displayed.



FIGURE 5. To Do List page

5. To see only late orders, select Purchase Order from the Task Type drop‐down filter.

FIGURE 6. Task Type filter

6. Look for jobs with multiple late items. Excessive late completions may indicate a problem with a supplier or that the job is not up to date.

Walk Jobs with a JME or Task View Schedule

Another tip to use when managing others in BuildPro is walking jobs with the JME (Job Manage‐ment Express) schedule or Task View (Box Scheduling) schedule. The JME/Task View schedule should properly reflect the actual status of the home in the field.

Walking a job with the JME or Task View schedule printout lets Construction Managers know that you are monitoring BuildPro, and they can learn how you expect them to build homes. This is especially helpful with new employees.

To print a JME schedule:

1. Click on the Jobs tab.



2. Click on the Job Mgmt Express link on the Left Nav Bar.

3. Choose from the available filters, and click the Show Tasks button.

FIGURE 7. View Printable link on the JME page

4. Click the View Printable link under the filters section. A printable version of JME opens in a separate window.

FIGURE 8. JME - View Printable version

5. Click File ‐ Print from the menu bar. The Print dialog box opens.

6. Click the Print button to print the JME page.Note: The View Printable version defaults to print on Letter size paper (8.5” x 11”), Por‐trait orientation.

7. With a printout of the job schedule, walk the job site with the Construction Manager or Superintendent. If BuildPro is being used correctly, the job schedule should match the actual job very closely.



To print a Task View schedule:

1. Click on the Jobs tab. The Job List page opens.

2. In the Left Nav Bar, click on the Box Scheduling link. Either the Task View page or the Box Schedule page will open, depending on the preference set in Your Profile.

3. If the Box Schedule page opens, switch to Task View by clicking on the Switch to Task View link on the right. The Task View page opens.

FIGURE 9. Switch to Task View

4. Choose a Subdivision and Phase Group. Choose from any of the other filters. Click the Show Tasks button. The Task View schedule opens with the filters hidden.

FIGURE 10. Task View page

5. Click on the View Printable link in top right of the page. The printable version opens in a new window.



FIGURE 11. Printable version of Task View page

6. From the menu of that window, click File, then Print. The Print dialog box opens.

7. Choose your printer, and change any settings necessary.

8. Click the Print button. The Task View schedule prints.


Common Daily TasksBuildPro Area Manager User Guide5

Objectives


• Starting and Completing Tasks on the To Do List• Using Job Filters• Communicating with Suppliers• Marking Tasks Complete with Exceptions• Rescheduling Tasks

Chapter 5 ‐ Common Daily Tasks

Common Daily Tasks Overview

Common Daily Tasks are tasks that a Construction Manager does on a daily basis in BuildPro. As an Area Manager you need to be proficient enough to train and perform these tasks in BuildPro. Lack of knowledge about performing these tasks can cause problems with orders, create miscom‐munication, and can cause delays in jobs getting completed. Most of these Daily Tasks can be per‐formed from the To Do List.

Use the quick reference steps in this chapter to perform your common daily tasks.

Daily Tasks

This is a list of common daily tasks that you may have to perform in BuildPro as an Area Manager:• Manage order alerts• Start a task with instructions to the supplier• Manage late tasks on the To Do List• Reschedule an in‐progress task• Retransmit an order• Assign a supplier to a TBD task• Reschedule a task with instructions to the supplier• Cancel an in‐progress order• Send a note to a supplier• Add a job note• Add a memo task• View job information• Create an EPO• Send a calendar to a supplier• Undo a completed task• Research an order history• Manage task by group in Task View• Manage tasks by group in Box Schedule

Manage Order Alerts

To manage order alerts:

1. From the Home tab, click the Order Alerts link in the Current Activity box. Or, from the Jobs tab, click on the Alerts link on the Left Nav Bar.

2. On the Alerts page, click on an Alert Type link to view the list of alerts.

3. Resolve each alert type as necessary.

4. Click the Clear Alert check box next to alert.Note: Different alerts will have different options available. Click the Help link in the top right corner of the page for more details.



5. Click the Clear Alert button at the bottom of the page.

Start a Task with Instructions to Supplier

To start a task with instructions to the supplier:

1. From the Jobs tab, click on a Job Name link.


3. Change the Start Date, if necessary.

4. Click the Start check box next to the task.

5. Click the Note box to the left of the task name.

6. Enter the supplier notes in the Notes field under the task.

7. Click the check box next to Send Notes to Supplier.

8. Click the Update button at the bottom of the page.

Manage Late Tasks on the To Do List

To manage late tasks on the To Do List:

1. From the Jobs tab, click on the To Do List tab.

2. Select To Order Before Today (Late) and To Complete Before Today (Late).

3. Clear any other checked boxes.

4. In the Max Rows field, change 100 to 1000, if necessary.

5. Click the Show Tasks button. Late tasks display (Late) after the task name.

6. Click the Start check box next to scheduled tasks to start late tasks.

7. Click the Comp check box next to in‐progress tasks to complete late tasks.

8. Click the Update button.

Reschedule an In-Progress Task

To reschedule an in‐progress task:



3. In the Resched Date column, enter the task’s new Start Date.




Retransmit an Order

To retransmit an order:



3. Click on a Task Name link.

4. Click on the Order # link.

5. Click on the Summary tab.

6. Click the Retransmit Order button.Note: If the supplier is using SupplyPro and has acknowledged the order then the Retransmit Order button will no longer be available.

Assign a Supplier to a TBD Task

To assign a supplier to a TBD task:



3. In the Supplier Name column, click on the TBD link next to a task. The link turns into a drop‐down list.

4. Choose a Supplier from the drop‐down list.


Reschedule a Task with Instructions to Supplier

To reschedule a task with instructions to the supplier:



3. In the Resched Date column, enter the task’s new Start Date.



6. Click the check box next to Send Notes to Supplier.


Cancel an In-Progress Order

Before canceling an In Progress order, consult your Purchasing Administrator.



To cancel an in‐progress order:





5. Click on the Summary tab.

6. Click the Cancel Order button.

Send a Note to the Supplier

To send a note to the supplier:





5. Click the check box next to Send Notes to Supplier.Note: This check box only appears if the user is performing an action on the task or if the supplier is on SupplyPro.


Add a Job Note

Job Notes are for your eyes only. Your suppliers do not see them; they see only what you type in the Instructions to Suppliers field.

To add a job note:


2. Click on the Field Actions tab.

3. Click on the Job Notes link.

4. At the bottom of the page, click on the Add New Notes link.

5. In the Task field, select a specific task from the drop‐down list, if applicable.

6. In the Notes box, type your notes.

7. Click the Add New Notes button.



Add a Memo Task

To add a memo task:



3. Click on the Add a Memo Task link.

4. Type your information in the required fields (designated with*).

5. Click the Submit Memo button to add the task to the schedule and send it now.

6. Click the Add Memo Task button to add the task to the schedule but send it later.

View Job Information

To view job information:



3. Click on the Job Information link.

Create an EPO

To create an EPO:



3. Click the Extra PO (EPO) ‐ Wizard, Extra PO (EPO) ‐ Direct, Extra PO (EPO) ‐ Free Form, or Extra PO (EPO) ‐ Not To Exceed link.Note: The Not To Exceed link only appears if the Not To Exceed module is turned on.

4. Type the appropriate information in the required fields.

5. Click the Create EPO button.

Send Calendar to Supplier

To send the calendar to a supplier:

1. From the Jobs tab, click on the 2Wk link under the calendar.

2. Use the Subdivision, Job Name, Supplier, and Task Status drop‐down filters to narrow your search.

3. You must choose a single supplier from Supplier drop‐down filter to activate the email/fax option.



4. Click the Show Tasks button.

5. In the Message field, type your message to the supplier.

6. Click the Transmit to Supplier button.

Undo Task Completion

In an integrated environment, reminders and memos can be undone at anytime, however pur‐chase orders can only be undone before BuildPro sends the completion information back to the back‐office system.

To undo a task completion:



3. Choose Complete from the Task Status filter.

4. Click the Show Tasks button.

5. Click on the Task Name link you want to undo.

6. Click the Undo Complete Task button. The confirmation screen is displayed.

7. Click Undo Complete Task again.

Research Order History

You can only research the histories of purchase orders and memos.

To research the order history of POs or memos:





5. Click on the History tab.

Manage Tasks by Group in Task View

To view tasks in Task View:

1. From the Jobs tab, click on the Box Scheduling on the Left Nav Bar.

2. If the Box Schedule page opens, click on the Switch to Task View link in the top left of the page. The Task View page opens.

3. Choose a Subdivision from the drop‐down filter.



4. Choose a Phase Group from the drop‐down filter.

5. Choose any of the other filters you want to use.

6. Click on the Show Tasks button. The Task View page displays the task list for each job in your phase group.Note: To sort tasks by a certain column, click on a column heading that is underlined. The tasks will be resorted.

To start or complete a task:

1. Choose a date from the Sticky Date field at the top of the page. Any date you click on will be replaced with the sticky date. To clear the sticky date, click the Clear Sticky Date but‐ton.

2. In the Start or Complete column, check the box next to the task you want to start or com‐plete.

3. Click on the Update Tasks button. Youʹve started or completed your tasks.

Manage Tasks by Group in Box Schedule

To view tasks in Box Schedule:

1. From the Jobs tab, click on the Box Scheduling on the Left Nav Bar.

2. If the Task View page opens, click on the Switch to Box Schedule link in the top left of the page. The Box Schedule page opens.

3. Choose a Subdivision from the drop‐down filter.

4. Choose a Phase Group from the drop‐down filter.

5. Choose any of the other filters you want to use.

6. Click on the Show Tasks button. The Box Schedule page displays the task list for each job in your phase group.Note: The Lot/Blocks are listed in order of their sequence number, which is assigned on the Update Phase page in the Job Admin tab.

7. View more detail for each job by clicking on the “+” next to the lot number, which will show four columns (click the “‐ “ to hide the columns).‐ Green Cell ‐ Task will be started or completed when you click Update Tasks.‐ Red Cell ‐ Task needs action because task is behind schedule or needs to be resched‐

uled.‐ Red Date ‐ Completed task with exceptions

To start or complete a task:

1. Choose a date from the Sticky Date field at the top of the page. Any date you click on will be replaced with the sticky date. To clear the sticky date, click the Clear Sticky Date but‐ton.



2. To start or complete the task without changing the date, click in the Start Date or End Date field of your task. The cell will highlight in green.

3. To return the cell to its original state, click in the cell again. The green highlight will come off.

4. Click on the Update Tasks button. Youʹve started or completed your tasks.

5. On Box Schedule, to change a date but not start or complete the task, click on the Task Name link to open the Task Action pop‐up window.

6. Make any necessary changes, and click the Apply Changes button. The changed date will appear on the Box Schedule page. Click the Update Tasks button to save your changes.


TroubleshootingBuildPro Area Manager User Guide6

Objectives


• Identifying Common Troubleshooting Issues• Resolving Common Troubleshooting Issues

Chapter 6 ‐ Troubleshooting

Troubleshooting Overview

The following table shows some common troubleshooting issues and how to resolve them.

TABLE 1. Common Troubleshooting Issues

Issue Resolution

All PO tasks are missing from the job.

Contact your Purchasing Assistant to correct the problem in the ERP System.

Vendor is not receiving BuildPro notifications.

Is there a “Failed Fax” alert on your home page? Update the E‐Destination, if necessary, and resubmit. If the E‐Destina‐tion is incorrect, contact your Purchasing Assistant to have it corrected in the ERP system.

Wrong vendor on a PO task. Before submitting, notify your Purchasing Assistant to have the vendor changed in the ERP system.

Task started with wrong vendor. Notify your Purchasing Assistant to immediately have the vendor changed in the ERP system.

Task completed with wrong ven‐dor.

Immediately un‐complete the task. If you cannot, notify Accounting of this problem.

Task is missing from job in Build‐Pro.

Contact purchasing to check if a PO has been created.

Job start date is incorrect. Contact Purchasing to have it corrected.

Wrong Construction Manager listed on the BuildPro Notifica‐tions.

Assign the correct user as the Primary User for the job.

A job user cannot view job in BuildPro.

Assign the user to the job in Job User Assignment.

A Reminder task is in the sched‐ule but does not apply to the job.

Complete it. If it is left incomplete, it makes the entire stage appear incomplete.

Need to skip a PO task that has not been started yet.

Call purchasing and have them cancel it in the ERP System. Or, skip the scheduled task in BuildPro.

Need to cancel a PO task that has already been started.

Contact your Purchasing department to have it canceled in the ERP System. Or, cancel the in‐progress task in BuildPro.


ReportConnectBuildPro Construction Manager User Guide7

Objectives


• Accessing reports• Generating and viewing reports• Printing and saving reports

Chapter 7 ‐ ReportConnect

ReportConnect Overview

The ReportConnect tab in BuildPro contains reports you can run about BuildPro information. There are several types of reports available to all BuildPro users. You can use these reports to view information such as job production levels, status, task completion, user activity, and supplier workload.

You will only see a report or group of reports if those modules are turned on for your company and your security role has access to the ReportConnect tab. The reports are organized into several groups:

• Schedule Reports• Activity Reports• Vendor Load Reports• Contact Information Reports• Financial Reports• Integration Reports• Inspection Reports

Access the Reports

To access the reports:

1. Open and log into BuildPro.

2. Click on the ReportConnect tab. The existing BuildPro reports are listed in alphabetical order.

3. Click on a Report Name link. The report opens in a separate window.

4. Choose from any available filters.Note: If the report has required filters, indicated by a red star *, the Generate Report but‐ton is disabled until you choose those filters.

5. Choose a Format for the report from the toolbar:‐ HTML (Default)‐ Acrobat PDF‐ Excel

6. Click the Generate Report button. The report will open in the format you chose.Note: If you change the report format or any of the filters, the report will blank out. Click the Generate Report button to regenerate the report based on the new filters.

7. If the report contains hyperlinks, click on the link to drill down into the report. A detail page opens in a separate window. (Drill‐downs are only available on the HTML format.)Note: Each drill‐down opens in a separate window so you can view all of the reports at one time.



Install Microsoft ActiveX

To view and print the new reports more successfully, you will need install the Microsoft ActiveX Control. The first time you try to open a new report, you may get a security warning window like the example below.

FIGURE 1. Security warning

Or, if you have a pop‐up window blocker on your computer, you may see the following warning at the top of the report window.

FIGURE 2. Security warning in pop-up window blocker

Just click Install to install the ActiveX‐‐it only takes a minute or so. The ActiveX Control helps con‐trol more of the default printer settings, so your HTML reports print as desired.



Report Toolbar

The report toolbar is at the top of every report, just under the filters. This toolbar provides the basic tools for viewing the reports. When you open each report, you will see this toolbar, but once you generate the report, you will only see this toolbar for HTML reports. The PDF and Excel for‐mats have their own toolbars for printing and saving.

FIGURE 3. Report toolbar

Use the report toolbar to:

• Page through the report using the arrows or by entering the page number.• Zoom to different page sizes.• Search for a word or phrase.• Change the viewing format of the report.• Print the report.• Generate the report.

Dependent Filters

If the report has required filters, indicated by a red star *, the Generate Report button is disabled until you choose those filters. Some filters depend on other filters before they can be populated. For example, you must choose a division before choosing a community and then a job. For some reports, once the first required filter is chosen, the dependent filters automatically fill with default values.

FIGURE 4. Daily Exception report - dependent filters

FIGURE 5. Daily Exception report - dependent filters filled in

1 2 3 4 5 6



Sometimes a required filter does not actually depend on another filter, but it may not become available until the first filter is chosen.* For example, the Task Type filter in the Builder User Per‐formance report does not require an Organization to populate the list. But, the Task Type filter does not become available until an organization is chosen.

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the dependent filter settings may change.

FIGURE 6. Builder User Performance report - dependent filters

After the first required filter is chosen, most reports automatically fill in the other required filters with defaults to save the user time and clicks.

Multi-Select pop-up window

You will see this button next to all multi‐select filters. Sometimes the multi‐select filter is also a dependent filter, so you may not be able to choose options from this filter until you have chosen other filters. For example, on the Graphical Subdivision Overview report, you must choose a Sub‐division and a Phase before you can choose a job. Then, you can click on the button to open the pop‐up window.

FIGURE 7. Multi-select filter

Certain multi‐select filters default to ʹAll.ʹ When you click the multi‐select filter button , the pop‐up window opens showing the default value. Since this is a multi‐select filter, the ʹAllʹ option does not automatically de‐select when you choose another option from the option list. You need to clear the default option before you choose any other options. Click the Clear All Selections button to clear all filter options and ensure that your report filters only by what you choose.

Some multi‐select pop‐up windows have a large number of items. Each page of the pop‐up win‐dow shows 20 items at a time. If more than 20 items appear in the pop‐up window, you will see page links for the extra pages at the top and bottom of the filter list. You can see the total number of items in the pop‐up window at the bottom of the pop‐up window, just above the OK button.

To choose options from the multi‐select pop‐up window:

1. Click the Multi‐Select button . The Multi‐Select pop‐up window open in a separate win‐dow.

2. Click the Clear All Selections button.Note: Some pop‐up windows default to ‘All.’ If you don’t want ‘All,’ you must click this button to clear all the selections from the pop‐up window.



FIGURE 8. Multi-select filter that defaults to ‘All’

3. Under the Clear All Selections button, click the page link you want to open.Note: If the pop‐up window has less than 20 options, you will only see page 1.

4. Click the check box next to each option to choose it. You can choose options from multiple pages.

5. Click the 1 link to return to the first page.

6. Click OK to save your filter choices and close the pop‐up window.

FIGURE 9. Multi-select pop-up window - Page 1 and 2



Filter Multi-Select Options

If many pages of filter options come up, you can filter those options by entering criteria in the Fil‐ter Results By: box.

For example, if you enter ʹsouthʹ in the box below and click Apply Filter, you will only see jobs that have the word ʹsouthʹ in their job name. The filtered list shows the total number of items that meet the filter criteria at the bottom of the box. It also indicates that the list is Filtered. Click Clear Filter to take off the filter.

FIGURE 10. Multi-select pop-up window - filter applied

Select Date Filter

On some reports, you will see this button next to the date filter. Some date filters already have a default filter set, but this button allows you to change what type of date filter you want to use.Note: Not all reports with the Select Dates filter have all the date options shown below.



FIGURE 11. Select Date filter - Builder User Performance report

Select Dates filter options:

• Custom ‐ Filter the report by a range of dates. Click on the arrow to choose dates from the date picker.

• Today ‐ Filter the report by todayʹs date.

• Yesterday ‐ Filter the report by yesterdayʹs date.

• Next X Days ‐ Filter the report by dates that fall in the next X days, which includes today. Enter a number in the days box.

• Last X Days ‐ Filter the report by dates that fall in the last X days, which includes today. Enter a number in the days box.

• This Week/Month/Quarter ‐ Filter the report by dates for the current week, the current month, or the current quarter. This Week starts on the Sunday before today and goes through Saturday. This Month starts on the first day of the current month and goes to the last day of the month.

• To Date Week/Month/Quarter ‐ Filter the report by dates for the week to date, the month to date, or the quarter to date. Week to Date starts on the Sunday before today and goes through today. Month to Date starts on the first day of the current month and goes through today. Quarter to Date starts on the first day of the current quarter and goes through today.

• Last Week/Month/Quarter ‐ Filter the report by dates for last week, last month, or last quarter. Last Week is the previous Sunday through Saturday. Last Month is the first



through last day of the previous month. Last Quarter is the first day through last day of the previous quarter.

• No Date Filter ‐ Choose this option to have no date filter on your report.

Sort Capability

Columns on some reports have sorting capability, just like the old reports. When you see this sort icon next to the column name, that means the column can be sorted. Click on the sort icon once to sort in ascending order. Click on it again to sort the column in descending order. You can tell a col‐umn has a sort set on it by the ascending or descending icon next to the column name.

FIGURE 12. Column with sort capability

The Acrobat (PDF) and Excel software restrict two aspects of the report sorting capability:

• The column sort is not saved if you change the report format.For example, you sort the Adjusted Start Date column in ascending order in the HTML format. If you regenerate the report in Excel or PDF format, all the columns revert back to the default setting. So, when you view the report in Excel or PDF, the sort does not apply. You can use the Excel tools to sort the columns in Excel, but not in the PDF.

• Acrobat does not allow sorting in the PDF format.Once you generate a report in PDF format, you can no longer sort any of the columns. This is because when you create a PDF, you are taking a picture of the report that is frozen and can no longer be edited. You can change the filters and regenerate the report, but sorting is unavailable.

Due to recent changes in the Microsoft Reporting Services software, these two issues exist, but Hyphen developers are working to resolve these issues before all the reports are promoted to Pro‐duction.

• The sort capability only applies to one page at a time.When you click the sort icon on the first page of the report, the column only sorts items on that page. It does not sort items on the succeeding pages. This is because the report is sep‐arated into individual HTML pages to make viewing and printing easier. The HTML sort capability can only apply to one HTML page at a time. So, make sure you view the other pages of the report to get all of the information you need.

• The column sort is not saved if you click between pages.For example, you sort the Adjusted Start Date column in ascending order on the first page of the report. Then, you click over to another page of the report and then click back to the first page. The sort on the Adjusted Start Date column is no longer there. The column reverts back to its default state.



View & Print HTML Reports

For reports that you often run, you should check the printer settings for those to make sure every‐thing is correct. The page orientation of your report should be correct, but depending on what size paper your printer contains, you may need to adjust the paper size. The printer settings are less reliable in the HTML format, because each browser handles printing differently. But, the HTML format is the only format that allows drilling down into detail pages, so you can print and gener‐ate as many reports as you like in this format.

Because of some restrictions in the Microsoft software, some HTML reports may print on an unex‐pected size of paper if the printer has multiple trays.* This only affects some large printers that have trays for different paper sizes, like letter‐size paper (8.5ʺ x 11ʺ) and legal‐size paper (8.5ʺ x 14ʺ). Smaller printers with single trays print correctly.

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the HTML printer settings may change.

To print a report in HTML format:

1. Open the report, choose from the filters, and click the Generate Report button. The report will default generate in HTML.

2. Click the print icon on the report toolbar. The Print dialog box opens.

3. To verify or change printer settings, click the Properties… button to open the printer set‐tings for your printer.

4. Check that the page orientation and paper size are correct, and change them if necessary.

5. Click OK to close the Properties box.

6. Click OK to print the report with the current printer settings.

FIGURE 13. Print dialog box - HTML



View & Print PDF Reports

The PDF format provides a lot of advantages, especially in saving and printing. You can only save the reports in the PDF or Excel formats. You cannot sort or drill down to detail pages in a PDF, but it is the best way to print reports. Acrobat has more default printer settings, so you do not need to adjust them to print your report.

Remember, once you export your report to PDF, you cannot drill down into detail pages. If a report has drill‐downs, you should open each drill‐down before you generate the report in PDF format. You must generate the report in HTML to drill down into the detail pages.Note: If your computer does not have Adobe Reader, you need to download it to view a PDF file. Download Adobe Reader for free at http://www.adobe.com/products/acrobat/readstep2.html.

To view and print a report in PDF:

1. Open the report.

2. On the report toolbar, choose the Acrobat (PDF) file option from the Format drop‐down list.

3. Click the Generate Report button. The PDF report opens in the same window, displaying the Acrobat PDF toolbar. Use this toolbar to view, print, and save the PDF report.

FIGURE 14. PDF toolbar

4. Change the Zoom to zoom in or zoom out on the report.

FIGURE 15. Zoom on the PDF toolbar

5. Click the save icon on the PDF toolbar to save the PDF file on your computer.

6. Click on the PDF print icon in the PDF toolbar. The Print dialog box opens.

7. Click OK to print the report.



FIGURE 16. Daily Exception report in PDF format.

View Excel Reports

When you export the report to Excel, a few things may need to be adjusted before you print your report. Remember, once you export your report to Excel, you cannot drill down into detail pages. If a report has drill‐downs, you should open each drill‐down before you generate the report in Excel.

You may encounter three main issues when you export a report to Excel:• Hidden text ‐ Rows may need to be expanded to show all of the text in that row.• Non‐repeating column headers ‐ The Excel column headers do not automatically repeat

on every page of the report.• Unfrozen column headers ‐ The Excel column headers are not frozen, so they move when

you scroll through the report.

Hidden TextWhen a report is exported to Excel, the height of a row does not automatically expand for wrapped text if the first column does not contain wrapped text.*

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the wrapped text setting in Excel may change.



FIGURE 17. HTML report - Stage(s) in Progress row shows nine stages

On the Job Close by Month ‐ Detail example above, the job has nine Stages in Progress showing. But when the report is exported to Excel, below, that job only shows one stage. That row needs to be expanded to show the rest of the stages.

FIGURE 18. Excel report - Stage(s) in Progress rows shows one stage



To expand the row:

1. Click on the line under the row number you want to expand. The expand tool appears.

FIGURE 19. Expand row

2. Drag the expand tool down until all the text is showing.

FIGURE 20. Stage(s) in Progress row expanded to show all nine stages

Non-Repeating Column HeadersWhen a report is exported to Excel, the column headers are not included in the “Rows to repeat at the top” setting. Therefore, although the report title and filters print on all pages, the column headers only print on page one.*

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the repeat column headers setting in Excel may change.

To repeat the column headers on every page:

1. Generate the report in Excel.

2. In Excel, click on File in the menu bar, then Page Setup…. The Page Setup dialog box opens.

FIGURE 21. Page Setup dialog box



3. Click the Sheet tab.

4. In the Rows to repeat at top section, change the value $1:$4 to read $1:$5.Note: Adding one row corrects most reports, but you may need to add more depending on how many rows the filters take up.

5. Click OK to apply your settings and close the dialog box.

Non-Frozen Column HeadersThat same Microsoft defect also affects whether you can see the column headers when you scroll through the report. The column headers are not automatically frozen, so when you scroll through a report in Excel, you will not be able to see the column headers.*

*Issue Note: This is due to a defect in the Microsoft Reporting Services software. As Microsoft continues to update their software, the freeze column headers settings in Excel may change.

To freeze the column headers:


2. In Excel, click on Window in the menu bar, then Unfreeze Panes.

3. Click on Window again, then Remove Split.

4. Place the cursor in Column A under the first column header.

FIGURE 22. Excel report - click under the first column header

5. Click on Window, then Freeze Panes. This includes the column headers in the frozen rows.



Print Excel Reports

To print the report in Excel:


2. Before you print the whole report, test print the first page to see if your report prints as desired.

3. If necessary, adjust the Page Setup. Click File, then Page Setup…. The Page Setup dialog box opens.

FIGURE 23. Page Setup dialog box

4. On the Page tab, change the Scaling by typing in 95 or by clicking the down arrow .Note: Changing the scaling to 90% or 95% will almost always adjust your report to the best size for printing, but you may need to adjust it further.

5. Click OK to apply your settings and close the dialog box.

6. Click the Print icon in Excel to print your report.


Documents

Area Manager Training Guide - Hyphen Solutions...The BuildPro Area Manager Training Guide contains information and step‐by‐step procedures for using the BuildPro web application