Token Tutorial PDF

Field Management System
Token Tutorial
September 2011
The main MSS Extranet is available at
www.mssco.com/extranet
Your username and password (case sensitive) are unique,
and should not be shared with anyone else.
The site is designed for Microsoft Internet Explorer, and
also requires Adobe Acrobat reader (available by free
download at the link provided).
The MSS logo returns
you to your home page
Log Out Button
After logging in, your
main page is “The Rep
Token Inbox”, and is also
available through the
“data entry” dropdown
menu.
This page defaults to the
“unconfirmed” tab,
containing a list of all
unconfirmed tokens.
The token highlighted in
green will show its
details on the right side
pane.
To confirm a token:
A. Click Confirm
B. Choose your “day planned” from the
calendar. (Note: You will only be
able to select days between the start
and end date for the token.)
C. The confirmed token will move to
the tab of the week you have
scheduled.
When a single token is selected, there are several options.
One option for an “unconfirmed” token is to “confirm” it. When you confirm a
token, you are committing to complete the work yourself within the date range
given on the token.
When reassigning a token, you will:
A. Click ReAssign
B. Choose a subordinate employee from
the dropdown list
C. Enter a comment
D. Click Save
Another option is to “reassign” the token to another subordinate employee.
Reassign is appropriate when the work will actually be completed by someone
else. For example, an account manager can reassign a token to a merchandiser.
To reject a token:
A. Click Reject
B. Enter a comment
C. Click Save – at this point, the token
becomes an unconfirmed token in
the inbox of the supervisor.
Another option on any token that has not expired (meaning the end date has not
passed), is to reject. REJECT is the act of passing a token (with comment) to your
supervisor. For example, an account manager can reject a token to their territory
manager. Reject is appropriate in situations where you will not be able to complete
a token (for any reason), and you do not have a subordinate to reassign it to.
To ask a question:
A. Click “Ask Qstn.”
B. Enter your question
C. Press “Send Email” – Your response
will come promptly via eMail
Another option on any token is to “Ask Qstn.” – When you ask a question, an eMail
is sent to the marketing team who created the token, as well as your Regional
Manager, and the Dallas Field Management Division (FMD) team.
Some examples of times you might want to “ask a question” would be when you
want to request additional time, a deadline extension, or if you need clarification
on token instructions.
To split a token:
A. Click “Split”
B. Enter the amount
of time to put on
the new token
C. Click “Split / Close”
(The original token
will have the
assigned time
deducted.)
Another option is to “split” a token, thereby creating two tokens from one. There
are two main reasons that you would want to do this. First, two tokens can be
scheduled in different weeks of your calendar, and secondly, one token can be kept
for yourself and another reassigned to another employee.
Once you split a token, the resulting two tokens can be rescheduled, confirmed, or
reassigned, just as with any other token.
•Selected Week
•Selected Token
•Token Details
Each week of confirmed tokens is shown on a separate tab. The green highlight
indicates the selected token and the details for that token are shown at the right.
The “Entered Time”
shows any work
already reported
The “Day Planned”
shows the date
scheduled for this
token when it was
confirmed (or
rescheduled).
The “Select” button
will move the green
highlight bar and
update the details in
the right side pane.
•Token ID – This is a unique ID code
assigned to each token, and should be used
when communicating with MSS about a
particular token
•Client – This is either a single MSS supplier
or a group of suppliers in the same
department
•Exchange – This is the retail location where
the work will be completed
•Task Name and Task Desc provide a short
name for the token
•Est/Max time – Provides the length of time
budgeted for this token
•Status – Will say unconfirmed, confirmed,
completed or closed
•Start / End Date is the date range when
the work must be completed
The top right pane shows details for the selected token.
The Statistics tab shows important information about
the current week and historical compliance.
The “History/Notes” tab shows the
dates of any status changes to this
token, as well as notes, and time
entries, and the name of the user
who made the change. This is
particularly useful in a situation
where a token has been rejected or
reassigned.
Any token that has been previously
confirmed can be “rescheduled”, which
is a means of selecting a new “day
planned”. As with the confirmation
step discussed earlier, the new selected
date must fall between the start and
end dates for this token. If the new
date falls outside the week when the
token was previously scheduled, the
token will move to the tab of the new
week selected.
This detailed report is also
available in Adobe Acrobat
(PDF) format from the link
provided. You might prefer this
PDF format for saving, printing,
and eMailing.
The “Print Task”
button provides a
larger view of the
selected token, in a
printable form.
Pressing this button
launches this popup.
If the token has had
photos uploaded, the
photos will show at the
bottom of this report.
You will receive two types of tokens. BASIC tokens represent your regularly recurring
budgeted time for most of your in-store activities. Each Basic Token will run either 7, 14,
or 28 days, and will always start on a Sunday, and end on a Saturday. These tokens will be
automatically confirmed for you (to the first available day), but you can always reschedule
within the stated date range. The BASIC token will always have token ID’s starting with
“b”.
Supplemental tokens are created by MSS marketing teams for other activities outside of
your regular basic tasks, such as creating a display or conducting an in-store event. They
can start and end on any date, and they will always come to you as “unconfirmed”. The
Token ID for a supplemental token will start with a number.
The PDF icon
at the top,
right of the
Rep Inbox will
open a “week
at a glance”
report that
shows you all
tokens
scheduled for
that week.
Once work has been completed, click on the
“Complete” button, and you will see options for:
A. Entering Time (shown in red if not yet done)
B. Entering Notes
C. Attaching Photos (shown in red if not
completed and required)
Once the time has
been entered and
saved, the “Enter
Time” button is
now green.
The “Enter Time” button launches the “Time Card”
popup. This is where you report the hours and
minutes worked on this token. Please report the
time on the actual day worked. It is OK to report
time on multiple days, if the work spanned more
than one day. Future days are not available. This
information will be passed to the MSS Payroll team.
To upload a photo:
A. Click “Attach
Photos” to launch
the “Token
Photos Upload”
popup.
B. Click “Browse”
C. Select the photos
from your local
drive or directly
from your
camera. (holding
down the CTRL
key allows you to
select multiple
photos at once.
D. Click “Open”
For any token that requires a photo, you can upload your photos E. When Finished,
directly to the token. When the “Attach Photos” button is red,
click “close” from
that means that the requirement has not yet been satisfied.
the upper right of
the popup.
Once photos have been
uploaded, you may enter
captions to describe the
photo, by clicking “Edit
Caption”, and typing your
caption in the box provided.
Another option from this
same screen is to rotate
photos, as needed.
Finally, if you have uploaded
a photo in error, you may
delete it from here.
Once you are finished loading your
photos, press the close button, and
“attach photos” will turn green.
Once the time and photo steps have
both been completed, both buttons will
be green, and the “Finish” button
shows. Press “Finish” and your token is
complete! Once complete, only the
Question and Print options remain.
For BASIC tokens (and occasionally
supplemental tokens), there is an additional
step called “Action Items” – these represent
specific tasks that must be completed during
the basic store visit. If Action Items are
required on a particular token, the “View
Actions” button will show in red. Click this
button to launch the “Token Actions”
screen.
There are four types of Action Items.
A. “Required” must be completed on THIS token.
B. “Required by mm/dd/yyyy” must be completed, but
can be done on a later token as indicated by the date.
C. “Optional” may be completed, as time allows.
D. “FYI” requires no completion, and are solely
informational.
Action Items can also
require photos or
feedback notes.
To complete an
Action Item:
A. Attach photos (as
required) – the
process is the
same as
described for
tokens.
B. Enter feedback
(notes) – as
required.
C. Click “Complete”
To complete a particular action item, click the green arrow to the left of
that action, to expand your options.
If a required Action Item cannot be completed, for any reason, please click
“Incomplete” and enter a note describing the issue preventing completion
– i.e. “The store will not allow the display”, and then press “Mark
Incomplete”.
Any time a token goes OVERDUE, meaning that the end date has passed
without the token being completed, it will show up on the OVERDUE tab.
When a token is on the overdue tab, it should promptly be either
COMPLETED (meaning the work was done) or marked CLOSED (meaning the
work was not done). All tokens should be COMPLETED or CLOSED
within 48 hours of the END DATE on the token.
An overdue token will also be announced, daily, via eMail to both you and
your supervisor(s).
Overdue tokens also remain on the tab where they were scheduled.
If you supervise other field employees, you will have the option to “Show
Another’s Inbox” – this allows you to view their scheduled tokens to discuss
workload, upcoming events, etc.
Notice that in this example, the employee has scheduled more than 40 hours in
several upcoming weeks, and these tabs are shown in red. Likely some of these
tokens from these weeks will need to be rescheduled, reassigned, or rejected.
When viewing another’s inbox, no changes are allowed.
From the “Reports” menu, the “Token Pay Batch Summary” is available which
shows the hours paid by week, day, and token for any payroll cycle. For any
payroll issues or questions, please contact MSS human resources department.
Since your pay is
based on hours
worked, always enter
the amount of time
you have worked on
a token REGARDLESS
of whether you have
completed the token
yet. This will ensure
timely payment but
still allow you the
opportunity to
complete your token.
NOTE: All hours worked in a given week must be
entered no later than the upcoming Sunday in
order to receive timely payment. Entering your
hours after Sunday presents the risk of missing
the payroll cutoff.
You can view copies of
your pay stubs under
“Compensation” in
Exponenthr. Pay stubs
for the current payroll
are available for viewing
on the actual pay date.
Questions?
For questions regarding payroll, contact Elizabeth Rodriguez at 469-2214144 or erodriguez@mssco.com.
For questions regarding the token system, contact Tamarra Kebbeh at 469221-4147 or tkebbeh@mssco.com.