wwcsa openair project

Copyright © 2009 BMC Software, Inc. All Rights Reserved. BMC Software Inc. Confidential. ,

WWCSA OpenAir Project

Consulting Partners

Training Guide

September/October 2009

Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential. ,

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OpenAir Consultant Training Outline

Why OpenAir

Log in to OpenAir

Time Entry

Expense Entry

Support


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Why OpenAir?

Legacy environment- Planview is a legacy application

Implications- Continued use of manual tools and processes impairs growth- Forecasting capabilities are manual - Potential outages to unsupported platform

What’s in it for you?- One place to enter time and expenses- Clean start on new platform

New: Scanned receipts required for all expenses- Help us reduce rebill and collection issues

Better reporting capabilities


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Getting Started – Login to OpenAir

Login to OpenAir

1. Go to https://www.openair.com/index.pl 2. Click CUSTOMER LOGIN located at the top right of the

screen. The OpenAir Log in page displays.

3. Company ID: Enter BMC Software 4. User ID: Enter your network ID

Note: Typically this is the first letter of your first name and your last name (not to exceed 8 characters, e.g. Joe Bloggs = jbloggs)

5. Password: welcome (you will need to reset this temporary password when you first login into the system).

6. Click Log in


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Time Sheets Submission


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Create Timesheet

1. Click Timesheets

1. Click Timesheets

3. Click New3. Click New

2. Click Timesheets

2. Click Timesheets

4. The New timesheet form displays.

4. The New timesheet form displays.

5. Click the drop down menu to select the timesheet starting date.

5. Click the drop down menu to select the timesheet starting date.

7. Click the drop down menu to select the default work location.7. Click the drop down menu to select the default work location.

6. Click the drop down menu to select the default time type.

6. Click the drop down menu to select the default time type.

8. Click Create the timesheet. Note: The timesheet form displays

so you can enter your time.

8. Click Create the timesheet. Note: The timesheet form displays

so you can enter your time.


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Place Time Entries (“Tasks”) onto Timesheet

1. After you follow the steps to create a new timesheet, you can enter your time for

each day of the week.

1. After you follow the steps to create a new timesheet, you can enter your time for

each day of the week.

2. Click the drop down menu to

select Overtime or Regular time.


select Overtime or Regular time.


select a project to bill time to.


select a project to bill time to.

4. Click the drop down menu to select a task to

bill time to.

4. Click the drop down menu to select a task to

bill time to.

5. Enter time for each day of the

week.

5. Enter time for each day of the

week.

6. Click Save & Submit to save and submit your timesheet to your manager. (Or, click Save to save your timesheet). Note: The timesheet was saved message displays.

6. Click Save & Submit to save and submit your timesheet to your manager. (Or, click Save to save your timesheet). Note: The timesheet was saved message displays.


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Important - Time Entries for Month End

How do I enter time during month end?- Enter a full week on your timesheet except during the end of the month where you

will complete a partial timesheet through month end.- Submit your timesheet through month end.- When you are ready to complete the rest of the week, create another timesheet for

the same week.- Check the box that indicates “Allow overlapping timesheets”. This will allow you to

create a second time sheet for the same week.


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Important - Time Entries with less/more hours than work schedule

Can I submit a timesheet with hours less/more than the standard work schedule?- If you submit a timesheet with less/more hours than your countries work schedule,

warnings will display. - Critical Step: Click I acknowledge the warning(s) and want to submit the

timesheet anyway to submit the timesheet.


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Important – Making Changes to a Timesheet

Can I make changes to a timesheet that has already been submitted or approved?- You cannot make changes to or delete timesheets that have already been submitted

or approved.- It is very important that you are careful about time sheet submissions and that

Project Manager’s are reviewing and approving with accuracy.


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Expense Reports Submission


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Expense Reports - Important Considerations

What important considerations do I need to know about expense reports and receipts?- One project per Expense Report- Receipts need to be legible- Receipts should be affixed to a sheet with Name, date, and project ID # and

turned into legible soft copy- Consultants should attach all receipts to expense report for PMs to review- Continue to mail in the hard copy as per policy if outside North America- As Currently the OA system is not the system which will pay the CSP invoice,

you should report all your expenses as « Non Reimbursable » in the OA system.

Expenses older than 30 days will not be reimbursed.


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Create Expense Report

1. Click Expenses

1. Click Expenses

3. Click New

3. Click New

2. Click Expense Reports

2. Click Expense Reports

4. The New Expense Report form displays.4. The New Expense Report form displays.

5. Click the drop down menu to select the starting date.

5. Click the drop down menu to select the starting date.


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Create Expense Report - Continued

7. Click the drop down menu to select the Tax

location.

7. Click the drop down menu to select the Tax

location.

6. Important: Enter a description for

the expense.

6. Important: Enter a description for

the expense.

9. Click Create Expense Report. Note: The New receipt window

displays so you can enter receipt details to your expense report.

9. Click Create Expense Report. Note: The New receipt window

displays so you can enter receipt details to your expense report.

8. Click Browse to add receipts.The Choose file window displays.

Locate the file that you want to attach to the expense report.

8. Click Browse to add receipts.The Choose file window displays.

Locate the file that you want to attach to the expense report.

* Indicating accurate receipt tax locations is necessary to ensure proper tax reporting and also to correctly bill customers w/out certain taxes where applicable.


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Enter Items into Expense Report

1. Once you create an expense report, the new receipt window displays.

1. Once you create an expense report, the new receipt window displays.

2. Click the drop down menu to select

an expense type, such as airfare.


an expense type, such as airfare.


payment type.


payment type.

4. Click the drop down menu to select Only “non-reimbursable”.

4. Click the drop down menu to select Only “non-reimbursable”.


the client/project.


the client/project.


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Enter Items into Expense Report - Continued

6. Enter or Click the “Calendar” to select the

date of the expense.

6. Enter or Click the “Calendar” to select the

date of the expense.

7. Enter the quantity, the default is 1.

7. Enter the quantity, the default is 1.

8. Enter the price for the expense.8. Enter the price for the expense.

9. Enter a description and

notes.

9. Enter a description and

notes.

10. Click Save & create another to create another receipt.You can create multiple receipts for one expense report.Note: Click Save & create another: The new receipt window displays so you can create another receipt.Note: Click Save: A message displays to confirm that the receipt was saved.

10. Click Save & create another to create another receipt.You can create multiple receipts for one expense report.Note: Click Save & create another: The new receipt window displays so you can create another receipt.Note: Click Save: A message displays to confirm that the receipt was saved.

11. Click Submit/Approve.

11. Click Submit/Approve.


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Enter Items into Expense Report - Continued

12. Once you click Submit/Approve, a Submit/Approve notification page displays. Note: You can add additional email addresses for others you want to send the expense report to. You can also add notes regarding the expense report.

12. Once you click Submit/Approve, a Submit/Approve notification page displays. Note: You can add additional email addresses for others you want to send the expense report to. You can also add notes regarding the expense report.

13. Click Submit.A message displays confirming the expense report was submitted for approval.

13. Click Submit.A message displays confirming the expense report was submitted for approval.


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Foreign Receipt Example


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Important – Making Changes to an Expense Report

Can I make changes to an expense report that has already been submitted or approved?- You cannot make changes or delete expense reports that have already been

submitted or approved.


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Support


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WWCSA OpenAir Support

From October 19th through October 30th, a series of war rooms will be established to support questions and issues regarding the deployment:- The Phone Number for support is 713-918-2642- Phone support is available as follows:

Houston-based support 8:30AM – 5:00PM CST Pune-based support 11:30PM – 8:30AM CST

You can also send an email to [email protected]

For assistance after October 30th, please send an email to [email protected]

Note: Please include your name, phone number, and a short description of the issue or question when you send an email to the helpdesk.

Where do I go to find additional information? http://www.bmc.com/partners/OpenAir-Consulting-Partners.html


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