MYOB Job Managertraining.my.myob.com/au/ad/Job Manager/Participant Guides/Getting... · MYOB Job Manager Getting Started with Job Manager Participant Guide Version 1.0

MYOB Job Manager Getting Started with Job Manager

Participant Guide Version 1.0

© 2009 MYOB Technology Pty Ltd

Disclaimer

MYOB has made every attempt to ensure the accuracy, relevance and completeness of this material but excludes (to the extent allowed by legislation) any warranties regarding it. Furthermore MYOB, its staff and agents shall not be liable for any loss, cost or damage (however incurred including negligence) arising out of errors or omissions in the material, especially if such materials contain information sourced from third parties or the ATO. In some cases the materials provided contain case studies (applying particular accounting standards or legislation) and anecdotes which may not directly apply to the user's circumstances and are used as representative examples only and should not be considered as authoritative advice regarding any accounting standard, law or industry opinion. MYOB advises that if the user wishes to rely on the case studies contained in the material then it must seek professional advice before doing so. Furthermore reliance on the representative examples in the seminar materials is at the user's own risk.

Copyright

Furthermore the seminar and materials may not be copied, altered, edited, disposed of or distributed without the prior written consent of MYOB.

Trademark Rights

All trademarks used in this material are owned by MYOB Technology Pty Ltd or the indicated registered owners of the trademarks. Users are forbidden from using, copying or transporting the trademarks without express prior written consent. AppleShare and Macintosh are registered trademarks of Apple Computer, Inc., registered in the United States and other countries. LiveLinks is a trademark of Ceedata Holdings Pty Ltd. Microsoft, MS-DOS, Windows, Windows NT, Windows BackOffice and Outlook are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Novell and Netware are registered trademarks of Novell, Inc.,

MYOB Technology Pty Ltd ABN 30 086 760 269 Level 13, 383 Kent St SYDNEY, NSW, 2000

Getting Started with Job Manager Printed: June 2009

ADMINISTERING DOCUMENT MANAGER

i

Table of Contents

Introduction 1

Participant Profile .......................................................................... 1 Learning Outcomes ...................................................................... 1

Overview of Job Manager 2

Working in Job Manager 3

Introduction .................................................................................. 3 Monitoring your jobs .................................................................... 4

Customising the Jobs Homepage ................................................................. 5 Key points: Monitoring your jobs ................................................................. 7

Creating and assigning jobs .......................................................... 7 Key points: Creating and assigning jobs ....................................................... 8

Updating your jobs ....................................................................... 9 Key points: Updating your jobs .................................................................. 11

Editing jobs ................................................................................. 12 Key points: Editing jobs ............................................................................. 13

Managing jobs data .................................................................... 14 Key points: Managing jobs data ................................................................. 15

Module Summary 16

© 2009 — MYOB TECHNOLOGY PTY LTD ii

GETTING STARTED WITH JOB MANAGER

1

Introduction This document includes a copy of the concepts and procedures that form the basis of this self-paced online learning module, accessed from the Accountants’ Support website.

As you work your way through this self-paced online learning module, you might like to print this document so that you can:

• Make your own notes to record procedural steps and additional information provided by your instructor

• Keep a printed record of procedures and key points

Participant Profile This module is suitable for general users of MYOB Job Manager.

Learning Outcomes In this module you will learn about the tasks involved in creating, maintaining and reporting on the jobs for your practice including:

• Navigating within your Job Manager Homepage

• Customising your Job Manager Homepage

• Adding a new job and maintaining job details via your Job Manager Homepage and /or the Client page

• Updating job status and completion dates

• Launching Timesheets from your Job Manager Homepage in order to record time against that job

• Creating reports based on your job data

© 2009 — MYOB TECHNOLOGY PTY LTD 2

Overview of Job Manager Job Manager is a tracking tool that allows you to monitor the status of work within your practice. As each job comes into the practice Job Manager allows you to specify the due date and budget, and then assign the work to an appropriate employee.

With the data in place, Job Manager provides real time updates on progress. By using the homepages, you can filter the data by assigned to employee, by target dates, by milestone, and by overall status. Job Manager allows you to manage client work more efficiently and to meet deadlines consistently.

Most importantly Job Manager supports the full analysis of your practice’s work over time. For example, it allows you to ‘slice and dice’ data so as to identify bottlenecks, maximise staff utilisation and report on KPIs. This module provides information and guidance in relation to each of these tasks.


3

Working in Job Manager Introduction Job Manager uses milestones, which allow you to track the progress of a job through your practice. A milestone is an identifiable stage in the job, such as the commencement of work, processing, review, invoicing, or completion of work.

23/10/2008 07/11/2008

25-Oct-08 - 29-Oct-08Processing

24-Oct-08 - 25-Oct-08Job Started

22-Oct-08 - 24-Oct-08Books In

1-Nov-08 - 4-Nov-08Review

4-Nov-08 - 6-Nov-08Complete

6-Nov-08 - 7-Nov-08Invoiced

29-Oct-08 - 1-Nov-08Queries

The window below show some sample milestones. It’s important to be aware that there are no default milestones – only those which your practice has set up.

Prior to implementing Job Manager your practice will have determined the most appropriate milestones for your situation. This task is critical to the effective implementation and use of Job Manager. It allows your practice to determine how Job Manager will streamline your workflow.

Note: Changing milestones after implementation requires additional manual updates, which is why setting up appropriate milestones for your practice during implementation is the recommended approach.


Monitoring your jobs Job Manager stores an extensive amount of data about every Job within the practice. It makes use of AE Practice Manager Homepages to summarise the data in a way that is meaningful for each user.

For example, practice managers and partners can filter their view so as to see all jobs within the practice that they are responsible for and are due for completion within a particular timeframe.

Partners can display all the jobs currently requiring their attention. Staff members can monitor their current jobs and prioritise them according to deadlines. The demonstrations that follow show you how to make the most of your Homepage so as to manage your work effectively.

How to navigate your Homepage

1. Right click on the Job Sheet to access menu options

2. Right click in a Milestone cell to toggle Icons/Dates

3. Click the Filters hyperlink to add/edit/remove filters

4. Right click on the Job Sheet to access menu options

5. Use hyperlinks to directly access Assignments or Jobs

6. Right click in a Milestone cell to update job status

7. Click on a column header to sort the jobs data

8. Drag a column header to group by that column

or

or

or

or

or

or

or


5

Customising the Jobs Homepage

AE Practice Manager Homepages are designed to provide fast access to information. In addition, well designed homepages ensure that you can use this information efficiently and effectively to manage your work. AE Practice Manager allows you to have up to four homepages by default, and up to ten if configured accordingly.

Customisation makes your Homepages even more powerful by ensuring that your jobs data is meaningful, readily available and useful. In this way you will obtain the best results from the Job Manager functionality.

Providing you have the relevant security rights, AE Practice Manager allows you to customise Homepages to display information that is tailored to your own needs, as shown in the following demonstration.

Note: The name assigned to your Homepage is initially decided by your practice during implementation. MYOB recommends using My Work for a Jobs Homepage filtered by the logged in user.


Note: There are some limitations on where you can position fields within the Job Sheet. You must situate additional fields to the left of the milestones.

Note: Whilst the Toolbox is open you can’t use the No Filter hyperlink. You need to right click on the Job Sheet instead.

Note: In some practices you may not have rights to the Customise homepage function. You will be able to add new Fields and Filters for ad hoc queries. However, your changes will not be saved. If you don’t have rights to customise Homepages, your system administrator will be able to customise Homepages for you and other users in the practice.

How to customise the Jobs Homepage

1. From Task Bar Views, click View to display its tab

2. Click Customise Homepage to display the Toolbox

3. Click Job Management to display Job Sheet option

4. Click and drag Job Sheet option onto the Homepage

5. Arrange page and use Field Chooser to add fields

6. Right click on Job Sheet and select Filter Jobs

7. Add a filter to display only Jobs Assigned to You

8. Click on View name and edit. Close Toolbox to save


7

Key points: Monitoring your jobs

• You can make use of the Field Chooser to add fields to your Homepage to suit your needs

• The right click options in your Job Sheet give you access to a range of menu items

• You can toggle between Icons and non Icon mode (data displays as Dates) in your Job Sheet

• Security rights control whether or not you can customise a Homepage

• You must open the Toolbox prior to customising a Homepage otherwise your changes will not be saved

Creating and assigning jobs Jobs Manager allows you to add and assign jobs from within the Jobs homepage. Similarly, if other staff members within your practice add or assign Jobs, your Job homepage will auto update to display your current workload. Think of your Jobs homepage as an up to date record of your complete, current and outstanding work.

How to add a new job via your Homepage

1. From Jobs Homepage select Click here to add a new job to launch Add Assignment wizard

2. Click on the ellipsis button to search for and select a client, then type a Name for the job

3. Select an Assignment Template by clicking in the adjacent checkbox, then click Next

4. Optionally, complete the fields in the Job Details tab and then click Finish


Note: The default name for a job is the year. MYOB recommends that you make use of a practice standard when naming jobs.

Note: You can choose a number of Assignment Templates if a job has multiple requirements; a tab is added for each template. See the AE Practice Manager online learning module - Working with Assignments for more information on assignments.

Note: Jobs are displayed in the practice’s Job Sheet and will also display in a filtered view of jobs for an employee once assigned to them.

Key points: Creating and assigning jobs

• A job can be added within the Job Homepage or the Client page Assignments tab

• Job Details can be entered at creation or at a later date

• The Assigned To field is used to record the employee assigned to do the job

• Jobs are displayed in the practice’s Job Sheet; a job will also display in a filtered view of jobs for an employee once assigned to them

How to add a new job via the Assignments tab

1. Open the relevant Client page and click on the Assignments tab

2. At the Code field select Click here to add a new…to launch the Add Assignment wizard

3. Type a Name for the job, select an Assignment Template by clicking in the adjacent checkbox, then click Next

4. Optionally, complete the fields in the Job Details tab and then click Finish


9

Updating your jobs From your Jobs Homepage you can update the status of a job as it progresses. Four statuses are available for selection consisting of Complete, In progress, Risk and Problem. You can also add job Notes and milestone Comments as well as enter time against a job.

Note: When you mark a milestone as Complete, any due date is replaced with today’s date. For reporting purposes the completed date can be overwritten if need be, as in the case of work completed prior to today’s date.

How to update Job Status

1. From the Job Sheet, right click on a Milestonecell and select a Status icon

2. Right click on the Milestone and deselect Use Icons

3. Review the date – if appropriate update the date using the drop down calendar


At any time you have the option to add notes about the job and / or add comments to the job milestones. In this way Job Manager maintains a complete record of the job wherever it is in the practice workflow.

Note: To ensure that the Notes column is retained in your Homepage, add the Notes field whilst in the Customise homepage mode.

Note: If required, notes can be exported to Excel whereas milestone comments cannot.

How to add job notes and milestone comments to a job

1. From your Job Sheet, click in a cell within the Notes column. The ellipsis icon displays

2. Click on the ellipsis icon to display the Noteswindow

3. Type in the window and then click on the X to close the window

4. Right click on a Milestone cell and select Insert Comment

5. Type in the window and then click on the X to close the window


11

Note: The AE Practice Manager online learning module - Entering Time and Overheads includes more information on completing a timesheet.

Key points: Updating your jobs

• When you mark a milestone as Complete, the Completed date is recorded as today’s date. For reporting purposes the Completed date can be overwritten if need be, as in the case of work completed prior to today’s date

• Notes are applied to jobs

• Comments are applied to milestones

• You can hover your mouse over Notes and Comments to read them

• You can launch Timesheet from a job so as to record time against that job

How to enter time against a Job

1. From within your Job Sheet, right click on a job and select Create Timesheet

2. The Daily Timesheet Entry window displays with the default job details. Enter your time

3. Click OK to save the timesheet entry and return to the Job Sheet


Editing jobs From time to time you may need to change the details of a job including re-assigning the job to another staff member. There is no limit on edits you can make. The following procedures show you how to complete these changes.

Note: Some job fields can be edited directly in the Job Sheet, e.g. a job can be reassigned from within the Job Sheet or from within the Job Details window. However, Budget and Job name can only be edited via the Job Details window.

How to edit a job

1. From your Job Sheet, click on the jobhyperlink to open the Job Details

2. Type in any of the fields and/or use the drop down button or the ellipsis button to edit

3. Click on the Finish button to save the edits


13

Key points: Editing jobs

• You can edit Job Details from within the job or directly within the Job Sheet

• Job Name and Budget can only be edited within the Job Details window

• A job can be reassigned from within the Job Sheet or from within the Job Details window

How to reassign jobs

1. From your Job Sheet click on the ellipsis button in the Assigned To field

2. In the Find employees window, search for and select an employee and then click on OK


Managing jobs data Sometimes you will want to export data from your Jobs homepages to Excel for further processing or analysis. You can simply export your Homepage or you can manipulate data using Group, Filter and Sort and then export to Excel.

You can also use AE Reports to produce a number of standard reports for Job Manager. Procedures covering each of these areas will now be demonstrated.

Note: The Export to Excel option requires Office 2003 or later and is only available from the non icon view of a Homepage.

How to export jobs data to Excel

1. With your Job Sheet displayed in Date mode, manipulate your data to display required data

2. Right click and select Export to Excel. Excel is launched and your data is displayed

3. Save your spreadsheet if required and then close Excel to return to AE Practice Manager


15

Key points: Managing jobs data

• Job Manager offers two reporting options; you should make use of the one which meets your needs

• Export to Excel is available from the right click menu within the Job Sheet

• A Job Management reporting area has been added to AE Reports; this offers all the AE Reports functionality you are familiar with

How to run AE Reports

1. From your Job Sheet click the Reports icon

2. Locate the Job Management reporting area on the Task Bar

3. Click on the Job Management sub area

4. On the Reports tab, click on a row to select it

5. Double click on report (or click Run) and apply filters as required. The Report preview displays

6. When finished, close the Report preview and Reports tab to return to your Homepage


Module Summary In completing this module, you have learnt how to:

• Navigate within your Job Manager Homepage

• Customise your Job Manager Homepage

• Add a new job and maintain job details via your Job Manager Homepage and /or the Client page

• Update job status and completion dates

• Launch Timesheets from your Job Manager Homepage in order to record time against that job

• Create reports based on your job data

Documents

MYOB Job Managertraining.my.myob.com/au/ad/Job Manager/Participant Guides/Getting... · MYOB Job Manager Getting Started with Job Manager Participant Guide Version 1.0