Conduent Standards · Web viewThis is the second level approver’s name. System will route the Project Creation document to this person for approval. The person will approve the

GTT: Project CreationEnd User / Approver Training Manual

Document Version : 0.3

Last Modified : April 21, 2017

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Other company trademarks are also acknowledged.

Document Conventions

Convention Explanation

Bold For file names, commands, fields, menus, options and window names.

Courier New Commands as you should type them.

Lucida Console Example output generated by the system.

Italics For configuration variables, including variable portions of file names and URLs. Also indicates a document name.

Blue CalloutThe Blue Callout text indicates information that is of special interest or importance, an idea that could be useful or additional information about a product or a feature.

The Caution icon along with the text indicates actions that can lead to problems in system operation or configuration settings if the instructions are not followed properly.

GTT - XTCM Project Creation Manual i

Revision History

Authors Version Date Remarks

Asmawiyah Amat Sajuri

0.1 April 20, 2017

Initial Version


0.2 April 21, 2017

Update document based on Harvey’s feedback.


0.3 April 21, 2017

Update document based on Harvey’s feedback.

How to find the latest version of this document:The latest version of this document can be obtained from the SharePoint Server path: Time Tracker 2 > GTT Project Creation Manual

GTT - XTCM Project Creation Manual ii

https://sp.acsgs.com/sites/XTCM/Implementation-Items/TimeTracker2/Documentation/Project%20Creation%20Manual.docx?Web=1

Contents

1. Introduction and Purpose............................................................................................................1-1

Target Audience............................................................................................................................. 1-1

Document Purpose........................................................................................................................ 1-1

2. About Project Creation................................................................................................................2-2

2.1 Access the GTT – XTCM Website......................................................................................2-2

2.2 Login to GTT...................................................................................................................... 2-2

2.3 Project Creation Menu........................................................................................................2-3

2.4 Project Creation Screen.....................................................................................................2-4

2.4.1 Screen............................................................................................................................... 2-4

2.4.2 Field Descriptions...........................................................................................................2-4

2.4.3 Screen, (continued)........................................................................................................2-6

2.4.4 Field Descriptions, (Continued)......................................................................................2-6

3. Create Project (Anyone with Create Privilege)..........................................................................3-8

4. Approving Project Creation Document....................................................................................4-12

4.1 Approval Flow for Project Creation...................................................................................4-12

4.2 Approve Project Creation Document (by Project Owner).................................................4-12

4.3 Approve Project Creation Document (by VP Approver)....................................................4-14

5. Rejecting Project Creation Document......................................................................................5-15

5.1 Reject Flow for Project Creation.......................................................................................5-15

5.1.1 Reject a Document (by Project Owner)........................................................................5-15

5.1.2 Reject a Document (by VP Approver)...........................................................................5-15

5.2 Reject Project Creation Document (by Project Owner).....................................................5-16

5.3 Reject Project Creation Document (by VP Approver).......................................................5-18

6. Resubmitting Project Creation Document (by All Approvers)...............................................6-20

7. Contact Persons for GTT...........................................................................................................7-23

8. Glossary...................................................................................................................................... 8-24

9. Reference(s)............................................................................................................................... 9-25

GTT - XTCM Project Creation Manual iii

harvey mak, 04/20/17,

Maybe we don’t need to list down all the FAQs, something like remove it here :

1. Introduction and Purpose

Target Audience

This document acts as a training guide on GTT- XTCM solutions for the following users: The XTCM team members. Anyone, who has access to use the GTT–XTCM application for project creation submission

and approval..

Document Purpose

The purpose of this guide is to provide a step-by-step instruction to the GTT-XTCM users in the following areas:

Creating Project Document: This section is for GTT - XTCM project requestors who use the system to create project for approval.

Approving Project Creation Document (by Project Owner): This section is for GTT – XTCM project owners who use the system to approve project creation documents submitted by project requestors.

Approving Project Creation Document (by VP Approver): This section is for GTT – XTCM VP who uses the system to approve project creation documents submitted by project owners.

Rejecting Project Creation Document (by Project Owner): This section is for GTT – XTCM Project Owners who use the system to reject project creation documents submitted by project requestors.

Rejecting Project Creation Document (by VP Approver): This section is for GTT – XTCM VP who uses the system to reject project creation documents submitted by project owners.

Resubmitting Project Creation Document (by Approvers): This section is only for GTT – XTCM approvers (both project owners and VP approvers) who uses the system to resubmit an approved project creation documents submitted by project requestors.

Contact Persons for GTT: This section provides a list of GTT Administrators. Glossary: This section provides a glossary of commonly used terms, if any.

GTT - XTCM Project Creation Manual 1

2. About Project Creation

2.1 Access the GTT – XTCM Website

Access the GTT – XTCM website using the following URL:

https://globaltimetracking.acsgs.com/GlobalTimeTracking/addons/SSO/SSOLogin.aspx

2.2 Login to GTT

1. Open the GTT – XTCM website.2. Enter your Americas username and password, and then click Login.

Note: Ignore the Click here to use XTCM Login option. This is for the GTT Administrator only.

1.2.3.

3. Upon successful login, you will get the following screen. Use this screen to create your new project creation document.

Note: The initial screen you get depends on the setup you made. Refer Time Entry Manual for details.


https://globaltimetracking.acsgs.com/GlobalTimeTracking/addons/SSO/SSOLogin.aspx

2.3 Project Creation Menu

Click the Add a new document menu option from the GTT-XTCM website landing page, as shown below:

Result: The following screen appears:

Note: After the option is used for the first time, it should appear as a shortcut, shown below:


2.4 Project Creation Screen

2.4.1 Screen

To display the Project Creation screen, refer to section 3. Create Project (Anyone with Create Privilege) in this guide.

2.4.2 Field Descriptions

No Field Names Descriptions

1 Cost Center Key-in the cost center if you know, or click the Get Cost Center button to select from a list.

Contact GTT administrator if the cost center is not available.

2 Project Title Format: [Client Name]-[Service or solution name]-[CR # or Reference #]- [Description]

Example:AIG-XTCM-CR22-Add Custom Module for Reject Handling

3 Project Description Basic descriptions about the project.


Amat sajuri, Asmawiyah B, 04/21/17,

Noted. I added it in Create Projecr Creation Document section,


Add screenshot here:Tell them the capability dropdown will only show items that depends on their configuration. If they can’t find it, ask the GTT administrator to add them to additional capabilities.


Noted. I created a special section (Project Creation Menu) to describe about Project Creation Menu and the short cut menu in the section.Also, I put a reference link on how to Create Project Creation.


Include the step how to get to this screenThen after it is used the first time, it should appear as a shortcut :


4 CR Number This is a Change Request Number.

5 Project Requestor Defaulted to your name. This field is not editable.

6 Project Owner Key-in his/her full name or click … for look up. Note: Ensure the field is blank if you want to use the lookup.

System will route the Project Creation document to this person for approval. The person will approve your Project Creation document upon submission.

If you key-in the same name as the Project Requestor, the system will skip this name for approval, and will route the document to the next level approver, the VP approver.

7 Finance Contact The contact person from Finance.Note: Ensure the field is blank if you want to use the lookup.

8 VP Approver Key-in his/her full name or click … for look up.Note: Ensure the field is blank if you want to use the lookup.

This is the second level approver’s name. System will route the Project Creation document to this person for approval. The person will approve the Project Creation document upon approval by the project owner.

9 Project Manager Key-in his/her full name or click … for look up.Note: Ensure the field is blank if you want to use the lookup.

The project manager’s name. Contact GTT administrator, if the name is not available.


2.4.3 Screen, (continued)

2.4.4 Field Descriptions, (Continued)


1 Project Start Date The date when the project starts

2 Project End Date The date when the project ends. After this date, user can no longer use the project ID in their time entry. To extend the end date, you can update this information.

3 Project Classification

Select SBU or Client from the drop down list. SBU is for internal project, whereas Client is for customer

related project.

4 Platform This is the name of the system.

5 Product This is the application/product name supported by the project.

6 Customer Billable If selected, all hours associated with this project is billable to customer.

7 Capital Project An optional field. If you select this box, you must enter the CapEx # field, or else you will get an error message upon



saving.

8 CapEx A mandatory field, if Capital Project field is selected, else this field is optional.

9 Business Requirement

A description for the requirements.

10 Restrict Resource If selected, you must key-in the resource names in Details tab.

The names listed in Details tab are those who can use the Project ID in their time entry. Those not listed will not be able to use it.


3. Create Project (Anyone with Create Privilege)

Perform the following steps to create a new Project Creation document:

1. Upon successful login, click Create a new document will display a new document initial screen:

2. Select the following options to create a new document for Project Creation: Business Unit: Project Document Type: Project

Note: The Initial Queue option is disabled.


Use these options to create a new document.

3. Click Create, the following Project Creation screen appears:

Note: The Save button is not available. The information you enter is auto-saved by the system.

4. Click the Get Cost Center button, the following screen appears:Note: You may key-in the Cost Center, if you know.

Note: The Capability dropdown will only show items that depends on the configuration. If you cannot find it from the list, contact the GTT administrator to add them for you.

5. Key-in the remaining details into the screen. Note: Go to section 2.3 Project Creation Screen in this document for fields’ descriptions.


6. Click Details tab will display the following screen

Note: Key-in information in Details tab if you want to restrict usage for the Project ID. If you provide name(s) in this tab, only the listed users are allowed to use the ProjectID in their time entry.

7. Click New will display an additional fields :

8. Key-in the either the Resource Name or WWID will allow the system to do a lookup for resource details.Note: If you key-in partial name into the Resource Name field, it will display a lookup screen, as follows:

9. Click Close to add the new name to the list.

10. Repeat step 8-9, if necessary. The added name(s) are listed as follows:

11. Click Edit to make changes or click Delete to remove any resource from the list.

12. Click Complete to route the document for approval.



Should we include Screenshot to show where is the close button ?


Noted and added.


Mention that they can also use the “Resource Name” and type in partial name (provide screenshot)


Noted and added.

Note:

The document is submitted to the project owner. An email notification is sent to the project owner informing a document is ready for approval

If the project owner is the same person as the project requestor, the document will be routed to VP approver.


4. Approving Project Creation Document

4.1 Approval Flow for Project Creation

Project Requestor will need to go through two levels of approval as described in below diagram.

The first approver is the project owner and the second approver is the VP. When both approvers approved, the Project ID can be used in time entry.

The next section will provide instructions on how each approver can approve a submitted document.

4.2 Approve Project Creation Document (by Project Owner)

You will receive an email notification if a Project Requestor submitted a Project Creation document for approval.

Perform the following steps to approve the document:

1. Open the link from your email or login to GTT website.

2. Click on the Project Owner Approval queue and open the DCN you wish to approve.


Requestor Project Owner VP Approver

3. Double-click the DCN, the following screen appears.Note: Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.

Example: GTT2017-07499 (Project/Project) [in the Project VP Approval Queue (<Your Name>)].

4. Review the document.

5. Click Complete to approve the document and route it to VP approver for approval.

Note: The document is submitted to the VP approver. An email notification is sent to VP approver informing a document is ready for approval.


4.3 Approve Project Creation Document (by VP Approver)

You will receive an email notification if a Project Owner submitted a Project Creation document for approval.

Perform the following steps to approve the document:


2. Click on the Project VP Approval queue and open the DCN you wish to approve.

3. Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.



5. Click Complete to approve the document.


Note: The Project ID is now ready to use by users in their time entry.

a.1.

a.1.2.


5. Rejecting Project Creation Document

5.1 Reject Flow for Project Creation

Both Project Owner and VP Approver can reject a document that is still ongoing an approval process. Document that is already approved can no longer be rejected, unless any of the approvers resubmit it.

5.1.1 Reject a Document (by Project Owner)

If Project Owner rejects a document, it will be routed back to Project Requestor.

5.1.2 Reject a Document (by VP Approver)

If VP Approver rejects a document, he/she has the option for routing:

VP can route back to Project Owner, or VP can route back to Requestor.

The following section will provide instructions on how each approver can reject a submitted document during the approval process.




5.2 Reject Project Creation Document (by Project Owner)

You will receive an email notification if a Project Requestor submitted a Project Creation document for approval.

Perform the following steps to reject the document:


2. Click on the Project Owner Approval queue and open the DCN you wish to reject.

3. Double-click the DCN, the following screen appears:Note: Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.



4. Review the document.5. Click Reject Project to reject the document and route it to Project Requestor for further action,

The following screen appears:

6. Select Reject Project to Submitter to route back the document to its original creator.

7. Key-in a more detailed reason(s) on why the document is rejected.

8. Click Reject to proceed.

Note: The document is routed to the Project Requestor. An email notification is sent to him/her informing a document is rejected.


5.3 Reject Project Creation Document (by VP Approver)

You will receive an email notification if a Project Owner submitted a Project Creation document for approval.

Perform the following steps to reject the document:


2. Click on the Project VP Approval queue and open the DCN you wish to reject.

3. Take note of the DCN number at the header screen and ensure it has your name as approver, as shown below.




5. Click Reject to reject the document will display the following screen:

6. Select the reason: If you select Reject Project to Project Owner , the document will route back to the Project

Owner who is the first level approver). If you select Reject Project to Submitter the document will route back to its original

creator.

7. Key-in a more detailed reason(s) on why the document is rejected.

8. Click Reject to proceed.

Note: The document is routed to the selected person. An email notification is sent to him/her informing a document is rejected.


6. Resubmitting Project Creation Document (by All Approvers)

If a Project Creation document is already approved and the Project ID is already being used in time entry, approvers can still resubmit the Project Creation document for approval. Only approvers can resubmit a Project Creation document. The project requestor will not be able to do so at any point of time.

Perform the following steps to resubmit a Project Creation document that has been approved:

1. Log in to the GTT Website, will display the following s screen:

2. Double-click on the DCN you wish to resubmit, will display the following screen:

Note: Only a DCN in the Project Approved queue can be resubmitted.


3. Review the document, but you cannot make any changes to it.

4. Click Resubmit Project, the following screen appears:


5. Select the reason from the list: If you select Resubmit for changes to Submitter, the document will be routed back

to its original creator. The creator will make the necessary changes and submit the document for approval.Note: The document needs to go through the approval cycle once again. The Project ID is still useable for time entry.

If you select Void Project, the document will be routed to Reject Review queue. Note: The Project ID will be removed from time entry and users will not be able to use the Project ID in their time sheet anymore. For time entry containing the affected Project ID, users will not be able to submit their time sheet.

6. Key-in a more detailed reason(s) on why the document needs to be resubmitted.

7. Click Resubmit to proceed.


7. Contact Persons for GTT

The following is a list of GTT Project Administrators:

[email protected] [email protected] [email protected]


mailto:[email protected]



8. Glossary

No. Terms Descriptions

1 DCN Document Control Number. This is a unique number assigned to a document when it is first created.


9. Reference(s)

Items Links

- -


Documents

Conduent Standards · Web viewThis is the second level approver’s name. System will route the Project Creation document to this person for approval. The person will approve the