ADMINISTRATOR REFERENCE MANUAL
viCareerPath
Availability Module
Prepared By:
viDesktop
September 2, 2007
Version 6.0
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Table of Contents
1.
DOCUMENT OVERVIEW ......................................................................... 4
2.
LOGGING INTO THE SYSTEM ................................................................. 4
2.1
LOGGING INTO THE SYSTEM ............................................................................ 6
3.
ASSOCIATE AVAILABILITY MODULE ..................................................... 8
3.1
SETTING UP THE AVAILABILITY MODULE ............................................................... 8
3.1.1 Enabling the process ........................................................................... 8
3.1.2 Configuring the process..................................................................... 10
3.1.3 Attorney group access ...................................................................... 11
3.1.4 Setting the update schedule intervals ................................................. 13
3.1.4.1
3.1.4.2
3.1.5
Initiating/refreshing users ....................................................................... 14
Deleting user forms ................................................................................ 15
Managing Properties ......................................................................... 17
3.1.5.1
3.1.5.2
3.1.5.3
General properties ................................................................................. 17
Setting availability color codes for ranges of availability .............................. 19
Client & Matter properties ....................................................................... 20
3.1.6 Configuring workflow and emailing notifications ................................... 23
3.1.7 Configuring email templates .............................................................. 25
3.2
MANAGING A LIVE ASSOCIATE AVAILABILITY PROCESS ........................................... 28
3.2.1 Viewing status reports and sending ad hoc email reminders ................... 29
3.2.1.1
Sending an ad hoc email reminder ........................................................... 29
3.2.2 Viewing an attorney’s availability........................................................ 31
3.3
REPORTS ................................................................................................ 32
3.3.1 Granting access to reports to practice group leaders and management ... 34
3.3.1.1
What the practice group leader sees ......................................................... 35
3.4
END USER SCREENS ................................................................................... 36
3.4.1 Granting user access permissions to end user screens .......................... 36
3.4.2 Associate homepage ......................................................................... 39
3.4.3 Updating availability ......................................................................... 40
3.4.3.1
3.4.3.2
3.4.3.3
Assigning a matter that exists in the accounting system ............................. 42
Assigning a matter that does not yet exist in the accounting system ............ 44
Estimating hours that will be worked on each matter .................................. 45
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1. Document Overview
This document provides a complete manual for administering and using the availability module of
viDesktop’s career development system.
2. Logging into the system
Below is the main screen that contains all the various access points into the viDesktop software,
including the administrator area. This page is designed for administrators in the viDesktop software
and should not be shared with standard users.
The “Administrator Login” links is used to access the administrator areas of the software.
Type in the web address of your installation of the viDesktop software into the Address bar of the
browser
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2.1 Logging into the system
To login to the career developmentsystem, click on the “Administrator Login” link in the screen
above and you will see the screen below. Enter your email address and viDesktop password in the
respective fields.
You will then see the following screen. This is referred to as the “Processes tab”. To access this area
of the software, click on the “processes” tab and then on the “Career Development” link.
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3. Associate Availability module
viCareerPath has a complete associate availability module. Associates can login at intervals that the
firm determines (usually weekly or bi-weekly) and update their forecasted availability to take on
work. Practice group leaders/practice directors can view reports for their group and use the module
as a decision support tool in assigning work.
3.1 Setting up the availability module
3.1.1 Enabling the process
From the Manage window of your career development process, click the ‘Processes’ link.
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Next, click ‘Update’ beside the availability section and click ‘Edit’ make sure you enable the process.
You can change the process name to something else, click ‘Associate Availability’ or ‘Attorney
Availability’.
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3.1.2 Configuring the process
From the ‘Processes’ screen, click ‘Config’ beside the availability section.
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3.1.3 Attorney group access
From the ‘Availability’ screen, click the ‘Update’ button beside the ‘Group Access’ section.
Add the groups that have access to this process by selecting them from the dropdown and clicking
‘Add’. Add as many permutations of groups as you want to report on. For example, adding the
‘Associates – all’ group will give all associates access to the system, but if you want to report on
‘Litigation Associates’ or ‘Tax Associates’, you will need to add these sub-groupings.
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3.1.4 Setting the update schedule intervals
To set the update schedule intervals, click the ‘Update’ button beside the ‘Update Schedule (Cycles)
section of the screen.
Next, add the cycles into the system. Enter the cycle name and the date range. If you are adding
monthly cycles, add one cycle for each month of the year.
NOTE: if it is recommended that you add cycles at an interval of a monthly cycle at the
highest frequency. Even if you want associates to update availability on a weekly basis
add a monthly cycle, so you can report on a monthly basis. You can setup the reminder
system to send weekly reminders to have associates update their availability on a weekly
basis. Setting up weekly cycles is too cumbersome to manage.
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.
3.1.4.1
Initiating/refreshing users
Once a cycle is created, it needs to be populated with users so they can update their availability. You
only need to use this feature the first time you launch a cycle, or for testing purposes. Once the
system is in production, as long as you have the ‘Auto Initiate Cycles’ cycles feature enabled in the
workflow section of the process, the availability module will do this automatically at the beginning of
each cycle. To initiate/refresh users for a cycle, select the cycle you would like to populate users for
and click the ‘Select’ button beside the cycle.
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Next, click ‘Execute’ beside the ‘Initiate/Refresh Users’ action. This will refresh users for this cycle.
3.1.4.2
Deleting user forms
You can delete all user forms from a cycle. For example if you have tested a cycle before rolling it
out and some end users have entered some test availability information, you can delete their forms
before rolling out into production. To delete end user forms, click the ‘Select’ button beside the
availability cycle you would like to delete user forms for.
Next, click ‘Select’ beside the ‘Delete All User Forms’ action.
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You need to enter your administrator password to confirm this action as all end user forms will be
permanently deleted.
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3.1.5 Managing Properties
To manage properties of the process, click the ‘Update’ button beside the ‘Properties’ section of the
form.
3.1.5.1
General properties
To update the general properties, click the “Edit” button beside the ‘General Properties’ section of
the form.
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3.1.5.1.1 Update Method
This the update method the firm would like associates to use. Select the desired option from the
dropdown. You can select either ‘Percentage of time available’, ‘Percentage of time busy’, ‘Number of
Hours available’ or ‘Number of busy’.
3.1.5.1.2 Number of hours per week
This is the number of working billable hours per week. Percentage of time available is calculated
based on this. For example if the number is ‘50’ and the associate says they are 80% available then
the system will generate a report that says they have 40 hours available to work (80% of 50 hours).
Note – this calculation can be disabled from reports if the firm chooses.
3.1.5.1.3 Number of weeks to forecast
This is the number of weeks ahead the associate is required to forecast. If you set this to three, then
each week they must forecast the current week, plus two more weeks. Their status will be set to
‘Not Updated’ unless they have forecasted all three weeks.
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3.1.5.1.4 Number of weeks displayed
This is the number of weeks to display to the end user for updating. If this field is set to 6 and the
‘Number of forecast’ weeks is set to 3, then the associate MUST forecast 3 weeks, but they can see 6
weeks in the future and can optionally forecast up to 6 weeks out. When those weeks get closer in
time, the associate will be able to update the forecast to enter a more accurate estimate of
availability
3.1.5.1.5 Lock current week availability edits on
This is the date to lock out all current availability edits. For example if this is set to ‘Thursday,
10AM’, the associate will be able to modify and re-adjust their availability forecasts for the current
week until that date, but as of that date, they can no longer edit availability for the current week.
3.1.5.2
Setting availability color codes for ranges of availability
The system has the capability to assign color codes for availability ranges. The calendar view of
availability will highlight days and weeks with the color coded system to help make work allocation
decisions at a glance. By default the color red is used for someone who has very busy, yellow is for
someone moderately busy and green for someone who is open to take on work. To change the color
schema, click edit beside the color you would like to change and update the percentage range and/or
color.
NOTE – it is recommended you talk to viDesktop customer care before changing these
settings. They can assist with this process.
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3.1.5.3
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Client & Matter properties
To update client and matter properties, click the ‘Edit’ link beside the ‘Client and Matter – Properties’
section of the form.
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3.1.5.3.1 Enable Matters
Enable this option if you would like associates to assign matters to their availability schedule. For
instance an associate will be able to estimate the hours they will be working and can assign them to
various matters, x hours on matter a, y hours on matter b, etc. Matters can then be include in
reports.
3.1.5.3.2 Alias Number of Hours
You can change the name of this field if you choose.
3.1.5.3.3 Enable Number of Hours
Enable this feature if you would like associates to be able to add number of hours they anticipate
working on each matter.
3.1.5.3.4 Alias Comments
You can change the name of this field if you choose.
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3.1.5.3.5 Enable Comments
Enable this feature if you want associates to add comments to their time forecasts by matter.
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3.1.6 Configuring workflow and emailing notifications
To configure the workflow of the process, click the ‘Update’ button beside the Workflow section of
the screen.
If you want the cycles to Auto-initiate, then check the ‘Auto Initiate Cycles’ option (recommended).
If you enable this, then each time a new cycle is started (the first of each month for example), the
system will auto-refresh users and will start sending out the email notifications automatically.
Indicate who should update the associate’s availability, by selected the preferred option in the
‘Updating Availability’ section of the form. Typically this is the associate.
If you want to send email reminders at the beginning of each cycle, check the ‘Enable email
reminder’ box. If you have monthly cycles, enter ‘30’ in the ‘Send an email reminder __ day(s)
before the due date.
Enter your reminder subject in the subject line and the content of the message in the content
section of the form. Make sure you add the ‘Update Form URL’ field to the form so associates can
click it to update their availability.
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Select the repeat reminder options. The reminders will only be sent to associates who have not
updated their availability. Set the email repeater options in the ‘Repeat the reminder every _ day(s)’
field, and the setting to stop sending reminders in the ‘Stop after _ reminder(s) field.
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3.1.7 Configuring email templates
To configure user defined default email templates (used for ad-hoc reminders), click the ‘Update’
button beside the ‘Email Templates’ section of the form.
Next select the email template you would like to edit from the dropdown, and click the ‘Edit’ button
at the bottom of the screen.
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Next, edit your email template. Make sure you check the ‘Enabled’ field. Also, make sure you have
the ‘Update Form URL’ link in your email so associates can click it to update their availability. Click
‘Update when you are finished.
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3.2 Managing a live Associate availability process
To access the availability module, from the ‘Manage’ window of the career development process,
click the ‘Availability’ Link.
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3.2.1 Viewing status reports and sending ad hoc email reminders
To view status reports of an availability cycle, click the ‘Status’ tab, select the filters that you want
and click ‘Search’
3.2.1.1
Sending an ad hoc email reminder
To send an ad hoc email reminder, after filtering people you would like to send reminders to in the
search feature, click the ‘Email Associate’ link at the top right of the screen.
Next, select the email option of your choice. Most often you will choose the first option ‘Send the
associate a separate email for each outstanding activity’.
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Next, select the user defined email template of your choice, customize the message and click the
‘Send’ button.
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3.2.2 Viewing an attorney’s availability
To view an attorney’s current availability report, click the ‘Status’ tab of the availability screen, then
select the associate you would like to view, click ‘Search’ and then click ‘Open Form’ beside the
associate’s name.
You will then see their availability report. The system will show you the associate’s projected
availability by week. Any scheduled absence days are grayed out. The rest of the calendar view is
color-coded.
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3.3 Reports
The availability module has a built in reporting tool very similar to the reporting tool in viRecruit. You
can build unlimited user-defined reports. To access the reporting tool, click on the ‘Reports’ tab of
the software and then select the report or ‘New Report’ drop the dropdown list.
Next, select the report type from the dropdown list. Either select the summary Report or the Matter
Report.
Next choose the report fields you would like added to the report, select the grouping, and click the
‘Display’ button.
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3.3.1 Granting access to reports to practice group leaders and management
You can grant access to reports to practice group leaders and management. For instance you could
create a litigation associate availability report and grant access to it to the practice group leader of
that department.
To grant end user access to reports, select the report from the dropdown and click the ‘Access’
button.
Next, select the administrative employees that you would like to have access to the report from the
dropdown and click the ‘Add’ button.
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3.3.1.1
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What the practice group leader sees
When a practice group leader/director with report access logs into the career development
homepage, they click on the ‘Reports’ tab. The see all reports they have access to:
If they click on a report, they can modify the report filters, can click ‘Display’ and can view the
report.
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3.4 End user screens
End users have access to the system through the viCareerPath main homepage. They will typically
access the system through email reminders that administrators send them. Whenever they need to
update their availability, they will be send an email with a direct link to the task. But there is a
homepage for backup purposes.
3.4.1 Granting user access permissions to end user screens
viCareerPath has default view permissions for all end user screens (homepage, etc). However you
can customize what your end users see/have access to by granting them access permissions to
various software functions. The homepage and other end user screens will inherit permissions that
you set for end users. To update end user permissions, from the ‘Manage’ window of your career
development process, click ‘User Access’
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Next, click ‘User Type’.
Next, select the end user role you would like to set permissions for, and click ‘Access’ beside that
role.
The end user permissions screen is organized by module. Select the end user module you would like
to modify permissions for, and click ‘Edit’ beside the end user functionality you would like to modify.
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3.4.2 Associate homepage
When the associate logs into the homepage they will see a section for availability. They can click
‘Open Form’ beside the cycle to update their availability.
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3.4.3 Updating availability
To update their availability, the associate clicks the ‘Open Form’ link to the right of the respective
availability process:
Next, the associate selects the week they would like to update their availability for by clicking the
‘Update’ button beside the respective week. For any weeks that the associate must update their
availability for (required), there is a ‘Update Required’ indicator. The associate’s status will be set to
‘Not Complete’ for the current cycle until they update all required weeks.
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The associate then follows a three step process. First they indicate the days that they are out of the
office by selecting the ‘Scheduled Absence’ for the respective day(s). Next they indicate their
availability for the week (different options based on what the firm selected). In the example below,
they are updating percentage available. Third, if the matter interface is enabled, the associate
assigns matters they will be working on that week.
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3.4.3.1
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Assigning a matter that exists in the accounting system
If the associate wants to assign a matter their work week that already exists in the accounting
system, the associate clicks the ‘Search’ button at the bottom of the screen.
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Next the associate enters a search string in the input box to find the Client/matter they will be
working on.
Next the associate selects the matter they would like to select by clicking the ‘Select’ link
The associate then clicks ‘Add’ and adds the matter to the weekly availability report.
The matter will be displayed in the report. The associate repeats this process for all matters
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3.4.3.2
Assigning a matter that does not yet exist in the accounting
system
If the associate is going to be working on a matter that is not yet opened in the accounting system,
they enter information about the matter in the respective fields and click the ’Add’ button. If the
associate does not yet know the client or matter number, they can leave it empty and the software
will assign a default one.
The system then adds the new matter.
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3.4.3.3
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Estimating hours that will be worked on each matter
If the firm has enabled the hours feature when setting up the availability process, the associate can
enter the estimated number of hours they will be working on each matter too.
When the associate is finished with the current week, they are taken back to the main page, and can
see what they have updated for that week. They then can update the next week by clicking the
‘Update’ button beside the next week.
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