adrenalin general information...

Training Guide

Adrenalin General Information Guide

Participant Guide


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© Copyright DA Consulting Group Ltd 2005. All rights reserved

Version 1.1

Confidential Information of DACG

This document contains information proprietary to DA Consulting Group Ltd and may not be reproduced or stored in any retrieval system, transmitted in any form, disclosed or used whole or in part without the express written permission of DA Consulting Group. All rights reserved.

Copyright DA Consulting Group Ltd 2005


CONTENTS

CONTENTS........................................................................... 3

LEGEND ............................................................................... 5

Topic 1 – OVERVIEW OF ADRENALIN..................................... 5

What is Adrenalin .............................................................. 5

Benefits for Users .............................................................. 5

Interface Overview ............................................................ 5

Site Map............................................................................ 5

Functionality Flow .............................................................. 5

Topic 2 – GENERAL INFORMATION........................................ 5

Password .......................................................................... 5

Screen Appearance ............................................................ 5

Internet Buttons ................................................................ 5

Instances .......................................................................... 5

Session Expiry Time ........................................................... 5

Calendar ........................................................................... 5

Server ............................................................................... 5

Topic 3 – RMS ...................................................................... 5

Expenses........................................................................... 5

Leave................................................................................ 5

Leave Types ...................................................................... 5

Discretionary Leave............................................................ 5

Booking of Resources......................................................... 5

Topic 4 – Training Management............................................. 5

Course Reschedule............................................................. 5

Course Withdrawal............................................................. 5

Learning Record Creation ................................................... 5

Topic 5 – General HR ............................................................ 5

Appendix A........................................................................... 5

Expenses........................................................................... 5

Leave................................................................................ 5


4

Project Creation................................................................. 5

Resource Allocation............................................................ 5

Timesheet ......................................................................... 5


5

LEGEND

The following symbols represent:

Topic

Indicates a main section in this guide.

Instructions

Indicates a point of the internal policy for the use of Adrenalin.

Hints, tips

Indicates hints, tips, tricks and things to remember.

Warning

Indicates a warning message.


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Topic 1 – OVERVIEW OF ADRENALIN

This topic aims to introduce Adrenalin, its key features and

benefits.

WHAT IS ADRENALIN

Adrenalin is a web-based application that can be access via any

Internet connection and requires no local installation.

The Adrenalin system is fully interactive and generates workflow

notifications for information and authorisations.

It is a cost efficient HR and Operations system that offers time and

effort savings in:

• Maintaining consultant details, profiles, skills

• Staff scheduling and planning

• Customer and Project Creation – including Cost Tracking

• Time and expense management via workflow

• Holiday, sick and training tracking

• Reporting and automated pro-forma

• Integration with Sage Accounts

• Employee Self Service (ESS)

Every single DACG employee will now use Adrenalin for the entry

of time, expenses, leave and sickness.

All employees are required to update their personal details via ESS

(Employee Self Service) to ensure that their information is

correct. All employees in fact must review and make the

appropriate changes, if required, every 3 months.


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BENEFITS FOR USERS

• Reduces staff schedule administration time for OM, PM, PL and

PO.

• Improves forecasting accuracy of staff scheduling by using a

system immune to formula errors

• Saves time spent on reporting and improves data analysis

(different formats at the click of the mouse)

• Reduces time and expense errors

• Improves accuracy of authorisation of time, expenses and pro-

forma invoices (workflow)

• Reduces time required for the management of employee data

• Ability to audit projects quickly and control budget overrun

• Integrates with email for automatic reminders and alerts

INTERFACE OVERVIEW

These are the icons that give the user access to the different

modules of Adrenalin:


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SITE MAP

Adrenalin is divided into several menus and sub-menus. Depending

on your level of access, you will be able to view all or only some of

the sections below:

Personal Data

• Personal

• Qualifications

• Others

Employment Data

• Current Employment

• Past Employment

• Staff Employment Details

Tasks

• Timesheet

• Expense Claim

• Calendar

• Leave

• Officiation

• Resource Management

• Training


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Admin


Reports

• Self

• Expenses and Payroll


• Training

You will also find the following at the bottom of the menu:

• Calendar

• Workflow Forms

• Change Password

• People Directory

FUNCTIONALITY FLOW

Please, refer to the appendices at the end of this guide for a

graphical representation of the following processes:

• Creating a Project

• Expenses

• Timesheets for Consultants


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Topic 2 – GENERAL INFORMATION

This topic will look at general information that applies to all

Adrenalin users.

Password

You will receive an initial password via email. When you log on

the system for the first time, you will need to change your

password to a new personal one.

Please note that your password must obey the following rule:

• Contain a minimum of 6 alphanumeric characters, including

at least one number and at least one letter.

Screen Appearance

• On the dashboard there is a field called “Themes”. This

allows you to change the colour of the dashboard.

Internet Buttons

• The back button on the Internet doesn’t work when

Adrenalin is open.

• If you click on the Refresh buttons on the Internet menu

bar the system will take you to the Adrenalin home page

and you will lose all the data that hasn't been saved.

Instances

One can open as many instances as required and can be done

by clicking on the Internet icon or by using CTRL+N

Session Expiry Time

It is currently set at 30 minutes, so all open and not saved

forms, such as Expenses and Timesheets will be terminated

after 30 min.


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Calendar

It can be used as follows

• Click on to get today's date.

• Click on and to change months.

• Click on and to change years.

• Clicking on and holding this button will display a list of

past years, all with an even number (i.e. 2004, 2002, 2000,

1998…)

• Clicking on and holding this button will display a list of

past years, all with an even number (i.e. 2006, 2008, 2010,

2012…)

Server

If the server goes down there is a chance that all the

notifications and email will be lost. All PL/PM and OPS must be

aware of this and check their approval rejection actions.


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Topic 3 – RMS

This topic will look at the use of Adrenalin for RMS.

Individual and role specific information can be found in appendices

A to E and in the Assima lessons.

Expenses

• All employees still have to send in a print out of the expenses

form and relative receipts

• The expense form must be printed only after approval

• Contractors. Are going to be set up in HR and will be trained by

their PM/OM to use Expenses, Timesheet and Leave.

• Expenses will contain project billable and non- billable elements,

which should be completed on two different forms.

• You can complete your expenses only once the project has been

set up in the system.

Leave

• All employees must use this form for the creation of leave

requests.

• The calendar cannot reflect DACG's Christmas closure, so from

1st of November people have to raise a holiday request for these

3 days.

• A red square on the planner indicates that on that day multi

meetings/events are taking place. The event will be detailed in

the Resource Management calendar/planner.


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Leave Types

Each type of leave has a pre-determined number of days, i.e.

Annual Leave is 23 days. When an employee needs more than the

time allocated, for example more than 3 days for Bereavement,

he/she needs to raise 2 forms: 1 form for the Bereavement type for

3 days and 1 for Discretionary for the remaining days requested.

Leave Cancellation. When a leave has be already approved and

the initiator has to cancel two things will happen:

� A notification will be sent to HR and Finance

� The initiator must inform the approver

Discretionary Leave

If the discretionary form is approved (usual two levels of approval) it

will become normal paid leave. If it is rejected and the employee

still wants the days, he/she will have to raise an unpaid leave form.

Booking of Resources

• When the date(s) are booked and sent for approval, it will be in

the status of ‘Soft Booked’ (light blue on the calendar). Once the

resources request is approved it becomes ‘Hard Booked’ (dark

blue).

• It is possible for more than one Project Manager to book a

consultant with the status ‘Soft Booked’. So, if a consultant is

booked for the day 15th of April by PM A, the day is marked as

light blue in the calendar; PM B can book the same consultant

for the same day for a different project. The Head of Operations

will approve one and reject the other after consulting both PMs

and taking into consideration each project’s circumstances.


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Topic 4 – Training Management

This topic will look at the use of Adrenalin for Training management.

Course Reschedule

Form used to make changes or cancel an event. Click on Inactive to

delete an event. Changes can be made to the date and venue too.

All participants will receive a notification with the changes or the

cancellation.

Course Withdrawal

Used by all employees to withdraw their self-nomination from a

public course.

Learning Record Creation

• When “others” is selected in the drop down menu for course

type, an additional free text box appears next to it for additional

comments.

• To be available only to individual employees.

Topic 5 – General HR

Please, refer to the help cards for the use of Adrenalin for Human

Resources management.


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LINKS TO TRAINING MATERIAL

CONTACT US

You can contact the support group by accessing the

following website: http://support.dacg.net

The support team is will assist as follows (the second person is the main backup in case the first cannot attend your call):

Client & Project Creation

1. Andy Campbell

o m: +44 (0)7940 500 262

o t: +44 (0)20 7038 1712

2. Tanya Law

o m: +44 (0)7770 667 114

o t: +44 (0)20 7038 1721

Timesheet, expenses & leave

1. Annika Parisotto

o m: +44 (0)7793 593 797

o t: +44 (0)20 7038 1719

2. Tanya Law

o m: +44 (0)7770 667 114

o t: +44 (0)20 7038 1721

3. John Hunt

o m: +44 (0)7770 845 971

o t: +44 (0)20 7038 1724

Resource allocation & Reports


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1. John Hunt

o m: +44 (0)7770 845 971

o t: +44 (0)20 7038 1724

2. Andy Campbell

o m: +44 (0)7940 500 262

o t: +44 (0)20 7038 17

Human Resources (HR)

1. Rachel Robinson

� m: +44 (0)7788 978 137

� t: +44 (0)20 7038 1708

2. Annika Parisotto

� m: +44 (0)7793 593 797

� t: +44 (0)20 7038 1719

Training

1. Eleni Iatridis

� m: +44 (0)7771 551 709

� t: +44 (0)20 7038 1722

2. Annika Parisotto

� m: +44 (0)7793 593 797

� t: +44 (0)20 7038 1719

3. Tanya Law

� m: +44 (0)7770 667 114

� t: +44 (0)20 7038 1721


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Appendix A

Expenses

� If you change the amount of expenses click on the currency to change it and then click back to the actual currency to make sure that the auto

sum works.

� You cannot use the same date twice, so use weekends if for example

you have expenses on the same day, but for two different projects.

� Expenses and Timesheets of OMs are approved by Paul Stevens. If they are billable to a project, their expenses will be approved by the PM/PL of

that project.

Leave

� To see the “Available leave balance” on the Leave Request form, look on the grid at the top of the form or select the leave type on the grid and

look the number changing on this display field.

� Employees must raise separate leave forms according to their hardbooked days. So if people are allocated on two different projects in one week, they have to raise one leave form for the first project and

another one for the second project. If employees are partly on the

bench and on a project, then they have to raise a separate leave form for bench and the project. This allows Project or Functional Managers

to receive and approve/reject the appropriate leave form.

� All employees will receive a notification stating whether the leave has

been approved or rejected.

� Leave Cancellation. When a leave has be already approved and the

initiator has to cancel two things will happen:

o A notification will be sent to HR and Finance

o The initiator must inform the approver


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Project Creation

Naming

There are four main project classification fields in Adrenalin:

Project Code

Enter a 5 digit alphanumeric code starting with up to 3 appropriate letters representing the client name (not the project name) and ending with at least

2 numbers to signify the number of the project.

Examples:

• Our first project at UBS would be UBS01

• Our second project at UBS would be UBS02

• Our first project at BP would be BP001

• Our first project at Brakes would be BRA01

Project Codes cannot be changed, once submitted!

Project Name

Enter the name of the project as designated by the client. Examples:

• The Brakes SAP and Siebel implementation was referred to as Single

Face

• The UBS Compensation Management System implementation is referred to

as CPi.


Project Description

Enter the first 3 initials of the client (more/less can be used if we have similar named

clients) followed by the Project Name. Examples:

• UBS CPi

• BRA Single Face or Brakes Single Face

Project Colour

Currently not used. It is likely that in future each Operations Manager will have a designated colour so that online bookings will be easier to read.

Project Signed/Unsigned

When an unsigned project is changed to signed, the record for the project is retained but the resources must be reassigned.

Resource Allocation

• When selecting a resource, if you make a mistake click on [search] button to refresh

the selection.

• When selecting the same person for two different tasks, first submit the first task and

then restart by re-opening the project.

• The existing roles cannot be changed otherwise it would affect all the projects. Only

Head of Operations can create a new role. Contact the Head of Operations if you

require a new role.

• If you have selected the wrong resources whilst preparing the resource booking, you need to cancel that person by deleting the line item.

• If you select insufficient number of days, you need to cancel the line item and re-start or submit a further line item if you have to add more days.

• Soft booking days cannot be seen on people's own calendars, only hard booked.


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If the Mode is selected as ‘Edit’, the system allows the user to enter/modify data in the

form.

If the mode is selected as ‘Read’, the user can only display the data available.

Searching a resource

• Name Search – This field facilitates searching of resources by entering the name.

• Location Search - This field facilitates searching of resources by selecting particular

location(s).

• Position Search – This field facilitates searching of resources by selecting particular

position(s).

• Skill Search – This field facilitates searching of resources by selecting particular skill(s).

• Language Search – This field facilitates searching of resources by selecting particular

language(s). Note: Skill Search and Language Search will be visible only if the [Advanced Search] is clicked.

Name Search

Position Search

Language Search Skills Search

Advanced

Search


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Booking a Resource

• Select the resource(s) by clicking on the days that are available for booking (Days that are marked with white colour)

• Click on the consultant name to book for the whole period

• Click single days to book the chosen person’s days. The days will be marked with ‘Red’

colour.

Skill Search

Click the ellipse button [ ] near “skill search” to search resources based on skills. The Skill Details form will be displayed as given below:

Resources based on search criteria

Default weekend


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Make the necessary selections by clicking the respective drop-down lists. Selecting the ‘And’ option in Search Condition column allows to specify more than one search criteria.

For example, in the picture given above since ‘And’ is selected, the search result will

display resources with knowledge of BAAN as well as JDE. So it will display resources with both systems knowledge. If though ‘Or’ is selected, it will display resources with either of the knowledge. So it will display resources with BAAN or resources with JDE

• Click “Add” to add new skill details.

• Clicking “Remove” after selecting skill(s) will remove the selected skill(s).

• Click “Close” to close the form

Language Skills

Click the ellipse button [ ] near “Language search” to search resources based on language. The language search form will be displayed as given below:

Select the language by clicking on the checkbox appearing before the language name. On selection, all other check boxes (for read, write, speak and native) will be enabled. Select

the level and select the ‘Search control’.


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If the search control is selected as ‘AND’, then, the search results will displays resources with all the selected languages. For example, if the language is selected as German and

English, resources with both German and English will be displayed. If though ‘Or’ is selected, it will display resources with either of the languages

Make necessary selections and click [Submit]

Timesheet

• When timesheets have been approved by the PM, OPS or Functional Managers (Bench Managers), the notifications go to the initiator.

• Project Office will run a report every Friday to establish outstanding timesheets

• Leave requests and sick leave take priority in respect of project time. The system enters an automatic timesheet for these types of leave, so employees must not enter sick/leave time on their active timesheet when on Projects. If though on the bench

they must enter the relevant amount of hours (4 or 8) for all the approved Leave (sick

or any other type of leave).

• Employees must never submit part days or weeks in a timesheet

• Employees should only enter 4 or 8 hours in their timesheets. However the system

automatically rounds up time to 4 or 8 hours. For example if 2 hours are entered the system rounds it up to 4. If 4 hours are entered the system automatically rounds it up

to 8.

• Employees will receive an automatic reminder on Thursdays to enter their time.

• When the timesheet has been approved, but then a leave is required (i.e. a sick leave)

and is approved, the initiator must contact Tanya so that she can change the relevant timesheet and reflect the actual hours.

• To change the week relevant to your timesheet, click [Show calendar] and select a

new date from the calendar.

• Travel time must be recorded as NB.

• All employees will receive a notification stating whether the timesheet has been approved or rejected


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• Comments can be added in the Remarks box, per each stated hour. Click in the Hours box and add your comment in the Remarks box. The initial remark will disappear once

another Hours box is selected. The approver will see all the individual remarks.

• The Timesheet will show only the project(s) that the employee is based on bench when the person is on the bench and both when the person is on a project and on

the bench

Projects allocated to the employee


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• When remarks are added to any day, that cell will be underlined with blue color, so as to indicate that remarks are available for that cell. Move over the mouse to the cell

and the remarks will be displayed as a tool t

• Activities from past dates and approved will be shown in grey and cannot be modified

• The time should be entered either in “hh:mm” or in “hh” or in “hh.mm” format.

• Total billable hours should not exceed 8 hours per day. If it exceeds, an alert message will be displayed.

• If project group fills in the timesheet for a consultant, it can be submitted on any day at any time

• Timesheets created by Project Group will be auto approved, i.e. it will not be sent to

PM / Functional Manager for approval.

• When approving or rejecting time always, make sure that you add your name in the

remarks box. This is necessary because the notifications do not register the approvers’ names.

Remarks entered for the

cell


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