CHSD Staff Reporting System s1

CHSD B&C Tracking System user guide

CHSD Staff Reporting System

Quick Start Guide (v1)

Table of Content

1. Introduction 2

1.1 – Description of Staff Reporting System 2

1.2 – Users of the system 2

2. Instruction to use 2

2.1 - All staff 2

2.1 - Administrator 6

List of Figure

Figure 1 - Main page 2

Figure 2 - Recording days 3

Figure 3 - Confirmation email 3

Figure 4 - General reporting - View staffs by project 4

Figure 5 - General reporting - View projects by staff 4

Figure 6 - General Reporting - Staff with no working day 5

Figure 7 - Crystal Report heading 5

Figure 8 - Admin button 6

Figure 9 - Login screen 6

Figure 10 - Admin menu section 7

Figure 11 - Administration page – System Table Setup 8

Figure 12 - Administration page – Update Budget / Expense 9

Figure 13 - Administration page – Download Data 10

Figure 14 - Admin Report - Report 1 11

Figure 15 - Admin Report - Report 2 12

Figure 16 - Admin Report - Report 3 13

Figure 17 - Admin Report - Report 4 13

Figure 18 - Admin Report - Report 5 13

1. Introduction

1.1 – Description of Staff Reporting System

The objective of this system is to keep track the budget and cost on each project. It records the number of days CHSD staff spends on projects, budgets on project, expense and budget of each item.

1.2 – Users of the system

All CHSD staff.

2. Instruction to use

2.1 - All staff

There are two functions: Recording Days and General Reporting. These can be selected from the menu section on the left of the system. (Figure 1)

Figure 1 - Main page

Recording Days:

This function lets you to record the number of days you spend on your project(s). Please follow the steps shown in Figure 2:

Figure 2 - Recording days

Once the submit button is pressed, a confirmation email will be sent to your email address. (Figure 3)

Figure 3 - Confirmation email

General Reporting:

This function allows CHSD staffs to view several reports including:

· View a list of staffs who are working on a project (Figure 4)

Figure 4 - General reporting - View staffs by project

· View project by staff (Figure 5)

Figure 5 - General reporting - View projects by staff

· View a list of staff with no working day (Figure 6). It means that staff hasn’t entered work days for that month.

Figure 6 - General Reporting - Staff with no working day

The report above is in Crystal Report format. For every Crystal Report, you will see a standard report tool bar (figure 7).

Figure 7 - Crystal Report heading

2.1 - Administrator

Only the Business Manager (Elizabeth C.) will use this function at this stage. So if you are not interested in knowing more about this system, you can stop reading this guide now. Any staff who interests to use this function after reading this guide, please contact the Business Manager.

Steps:

1) Click on the “Administration” button on the menu to access administrative functions. (Figure 8)

Figure 8 - Admin button

2) A login screen will appear for you to enter user name and password (Figure 9). Please don’t use “Remember me next time” function at this stage.

Figure 9 - Login screen

Admin options:

Click on one of the link on Admin menu section (figure 10) to access to the following admin functions

Figure 10 - Admin menu section

System Tables Setup

System Tables Setup is the first admin page you will see. This function allows you to add, delete and modify records on project, staff, staff project, number of work days, salary levels and expense items (Figure 11).

This guide only demonstrates how to set up Salary Levels table, the procedure to setup other tables are very similar.

Figure 11 - Administration page – System Table Setup

Update Budget / Expense

This function allows you to add, delete and modify record of all tables related to Expense item (Figure 12).

Figure 12 - Administration page – Update Budget / Expense

Download Data

This function allows you to download data to Excel file from budgeting / costing table for further data analysis and manipulation (Figure 13):

Figure 13 - Administration page – Download Data

Admin Reporting

This function allows you to view 5 reports (Figure 14). All these reports are in Crystal Report format. Please refer to figure 7 for Crystal Report format explanation.

Report 1

This report displays item expense (in term of $) of a selected project.

Figure 14 - Admin Report - Report 1

Report 2

This report displays actual against budget (in term of working days) list by month of a selected project.

Figure 15 - Admin Report - Report 2

Report 3

This report displays the summary of actual against budget (in term of working days) group by staff grade on a particular month.

Figure 16 - Admin Report - Report 3

Report 4

This report displays the progressive summary of actual against budget (in term of working days) group by staff grade of each project.

Figure 17 - Admin Report - Report 4

Report 5

This report displays the number and percentage of working days of each staff in a particular month.

Figure 18 - Admin Report - Report 5