01 Navigation:

Once you have signed into your account, you will be taken to the default screen (Figure 1).

Upon hovering your mouse over the left icon bar you will see an expanded menu (Figure 1, inset).

Reports:

The Reports tab is where any reports or dashboards that you have been allocated to view are stored. Typically, these won’t be available until the later stages of the project once the data gathering and analysis phases have been completed.

Employees:

This is where you can validate and manage employee data and team structures.

Requests:

Requests from other managers show up here, these need to be reviewed and accepted or declined.

Contact:

This is an easy way to reach out to us, we will get back to you promptly.

02 Employees:

When the ‘Employees’ button is selected, you should see all the employees that are allocated to you to review. In most cases, they will be your direct reports or people downstream of your part of the organisation.

It is important that you review the people’s names and details to ensure everything is correct.

Validating Employees:

If the employee data is correct, you need to validate the data in the system. In Figure 2, you can see two of the three employees are already validated. In order to validate the third, you need to select the tick box to the left of the name which brings up a button in the bottom right corner to validate employee data (see Figure 3).

Editing team members or reporting lines:

Adding employees or vacancies:

If you see there are people missing from your list, click the ‘Add new employee’ button (yellow) in the top right corner, this will bring up a new screen with a new set of steps to follow.

This functionality allows you to

• request the transfer of an employee from another part of the organization into yours – this will need to be approved by that employee’s reviewer
• request the creation of a new employee within your team when that employee cannot be found in the organisation – this will need admin approval
• request the creation of a new vacancy within your team when that vacancy cannot be found in the organisation. Please use the following format for the full name “Vacancy – Job title” e.g. Full name = “Vacancy – Product Manager” – this will need admin approval

Changing managers:

If you see that there are people in your list that have the incorrect manager, select the 3 grey dots at the end of their row (Figure 4) and select ‘Change Manager’. This will bring up a new screen with instructions on how to proceed.

This functionality allows you to

• move the employee to another manager within your team – no approval needed.
• request to move the employee to a manager outside your team – this will need to be approved by that employee’s reviewer.
• escalate to admin that this employee has a faulty reporting line when you do not know who they should report to – the admin will then coordinate with HR to solve the issue.

Removing employees:

If you see that there are employees that you know have left the business, click the 3 grey dots (Figure 4) and select Remove Employee (note you will not be able to undo this step) – this will need admin approval.

Team structure:

In addition to the steps outlined, there is an additional feature called Team structure. Clicking the ‘Team structure’ button takes you to a new view that shows your part of the organisation as an org. chart. Clicking on downstream managers will expand/collapse their direct reports (Figure 5).

Requests:

The bell icon on your left-hand sidebar brings you to the request page (see Figure 7).

From there you can see:

• Action required: Requests from another reviewer that require your review and your decision (either agree or decline). You should take a decision quickly to avoid blocking the other reviewer. If you are not sure what to decide, please discuss with this reviewer or involve other parties in the discussion (e.g. HR).
• Pending: Requests you have made that are still pending. Either the admin or another reviewer will receive a notification and provide their decision on your request before it is implemented.
• Resolved: Requests that impact you that have either been accepted or declined.

03 Activity Survey (Only relevant for Modas projects)

Filling out the activity survey is the next step. It is important to note that only ‘Verified’ employees will show up here, so ensure that you have verified everyone before trying to fill out their activities. Figure 7 shows the collapsed view of the activity survey. Expanding the relevant activity topics gives you a high level of granularity of different tasks that you can assign a percentage of time to for each employee (the Finance topic is expanded in Figure 8).

Clicking the ‘Verify’ button will tell you if you have completed the required information or if there is an issue / incomplete data (Figure 8).

Once you have cleared all your requests (Figure 9), validated all your employees and verified (successfully) your activity survey (Figure 10) you are finished and no further action is required.