Imperial

TOMS Operations Dashboard TOMS Overview Website

Eric Lindstrom 10/22/2015

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CONTENTS

Introduction ................................................................................................................................................................... 2

Scope and Purpose .................................................................................................................................................... 2

Process Overview....................................................................................................................................................... 2

Functionality .................................................................................................................................................................. 2

Accessing The System ............................................................................................................................................ 2

Project Management ............................................................................................................................................. 2

Managers ............................................................................................................................................................... 5

Priorities................................................................................................................................................................. 7

Workload ............................................................................................................................................................... 7

ToDo List ................................................................................................................................................................ 7

P.O. DashBOARD .................................................................................................................................................... 8

Miscellaneous .............................................................................................................................................................. 10

Auto Assignments ................................................................................................................................................ 10

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INTRODUCTION

SCOPE AND PURPOSE

The purpose of the TOMS Operations Dashboard website is to provide visibility to ongoing orders and to help

maintain and manage projects to meet customer deadlines.

PROCESS OVERVIEW

The majority of the information provided by the website is pulled directly from TOMS, along with some additional

information from the PEM system. The site is divided into different pages, including project management,

workload overview, and individual and group ToDo lists, to allow for different displays of information that pertain

to the user viewing the site.

FUNCTIONALITY

ACCESSING THE SYSTEM

Open a web browser and navigate to http://tomsreport.imperialcrs.com

The default page is the Projects page. The page can show a list of ongoing orders.

You may be required to log in to access certain features of the website. When the login page appears,

enter your Imperial Marketplace user id and password.

PROJECT MANAGEMENT

To begin, select a Project Manager from the dropdown to see orders associate with a specific Project

Manager. Customers are assigned to a Project Manager via the Managers interface. (see below) To see

all orders, both assigned and unassigned, select All from the dropdown.

To change the grouping of the information, select from the Group By dropdown. The Group By dropdown

contains four options:

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o Customer – This view groups orders by customer, sorting by customer name, protocol, and TOMS

order number.

o Project Coordinator – This view groups orders by the project coordinator associated with the

order via the TOMS interface.

o Activity – This view groups orders by the activity associated with the order, regardless of the

status. It is sorted by customer name, protocol, and TOMS order number.

o Activity / Status – This view is a little more granular than the Activity filter. It groups orders by

activity and status so that orders of the same status are together.

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What is displayed?

All orders are currently displayed with the exception of the following:

Creative - Project Cancelled

Client Request - Request Cancelled

Budgetary Quote - Budg Quote Cancelled

Quote - Quote Cancelled

Estimate - Quote Cancelled

Ancillary Supply Rsrch - Quote Cancelled

Proposal - Quote Cancelled

Proposal - Quote Abandoned

File Receipt - Order Cancelled

Order Building - Order Cancelled & Time Billed

Planning - Order Cancelled & Time Billed

Composition - Order Cancelled & Time Billed

Programming - Order Cancelled & Time Billed

Proofing - Order Cancelled- No billing

Proofing - Order Cancelled & Time Billed

Scheduling - Order Cancelled & Time Billed

Production - Order Cancelled & Time Billed

Receiving - Received in whse

Order Completed – Complete

This list can be modified over time by use of an active/inactive flag set by an administrator.

How is it displayed?

Depending on what view you pick the columns will change to reflect the grouping, however, there are

some styles that will get displayed depending on attributes associated with the order.

o Indicators (normal) – Near the Activity/Status column, you will see a colored ball indicating the

availability of the order. Hovering over the ball with your mouse will display the description of

the indicator. Below is the key:

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o Indicators (warning) – There are several high priority conditions that an order might be in which

the color of the ball is red. These conditions are:

1. The scheduled ship date from PEM is after the customer’s requested ship date

2. A budgetary quote hasn’t been updated for 120 days or more.

3. A quote hasn’t been updated for 90 days or more.

4. A critical date is less than one day, or older, from today.

o Gray, italicized text – This indicates that the order is on customer hold.

Is there other quick view information?

o When you hover over an order, the description of the last event will popup.

o Hovering over the project coordinators initials will display the PC’s full name.

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How do I get more information about an order?

o When you click on an order row in the dashboard, a popup will be displayed showing several

pieces of information:

1. Contact Information – The name, address, phone, etc. of the CRM contact linked to the

order in TOMS.

2. The sequence, description, and quantity of products on the order.

3. A chronological list of events for the order.

What things can I do to an order from this interface?

o Update activity and status – Select an activity from the activity dropdown. (the status dropdown

will populate with options based on the activity selected) Click the Go button to the right of the

dropdowns to save the changes.

o Reassign PC – Select a project coordinator from the PC dropdown and click the Go button to

change the project coordinator for the order.

o Add an event to the order – Complete the description, date, and time text boxes to create a

manual entry to the events table. This is useful for making notes relating to the order for later

reference for both clients and project teams.

o Open the order in TOMS – Click the View Order button to have a new browser tab open up

displaying the selected order in TOMS.

MANAGERS

The managers section was created to allow administrators the ability to assign customer to project managers.

Since some customers may be split up between two project managers, a protocol exception list was added to

indicate that the selected project manager is not responsible for the selected protocols, hopefully because they are

assigned to another project manager.

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Begin by selecting the desired project manager from the Project Manager drop down. The list of

customers assigned to the project manager will be displayed in the list on the left.

To add another customer to the selected project manager’s responsibilities, pick the customer from the

Customers dropdown (just below the Project Manager drop down) and click the Add button. The

customer will be added to the list.

To remove a customer from the selected project manager’s responsibility, pick the customer from the list

and click the Remove Selected button at the bottom. The customer and the protocol exceptions will be

removed.

To add a protocol exception, click on a customer in the list.

o The Protocol Exception List to the right will be populated with the protocols for the selected

customer.

o Next, click a checkbox next to the desired protocol. The database will update automatically. If the

checkbox unchecks itself it means that the protocol is already on another’s protocol exclusion

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list. If you hover over the checkbox, the name of the project manager will be displayed. In the

image below, “Kickoff Call” was selected for exclusion, however, Deb already had it as an

exclusion for her.

This is done so that no protocols drop through the crack by being totally excluded.

PRIORITIES

The priorities section was added to allow for a project manager or project assistant to help manage a project

coordinators’ workloads by assigning priorities to orders. Orders that have a priority assigned to them will be

displayed at the top of the project coordinators ToDo list (see ToDo List)

The first step is to select a project coordinator from the drop down in the upper left hand corner of the

screen.

In the assigned orders grid, orders that were updated after 1/1/2015 and do not have the word “cancel”

or “complete” in the description of the orders status are displayed.

The priorities grid in the bottom half of the screen is where the project assistant can assign priorities to

the orders. To do this an order is dragged from the top grid to the bottom grid. A dotted line must be

seen above or below a selected row in the grid to complete the assignment. If no priorities have been

assigned, the order should be dropped on the “No items (yet)” row.

Orders at the top have highest priority and go down from there. Priority order can be changed by

dragging an order up or down in the bottom grid.

To remove a priority from an order, drag an order from the bottom grid and drop it anywhere in the top

grid.

WORKLOAD

The workload page shows a summary view of orders assigned to project coordinators and planners. To be

included on the page, an order must meet all of the following requirements:

Not in the Order Completed activity

Must not have “cancelled” in the description of the status

Must have been updated after 1/1/2015

Must not be in a status that is flagged as a Customer Hold status

The project coordinator and planners are hardcoded in a stored procedure, so to update the page, the database

will need to be updated.

TODO LIST

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The ToDo list shows a user, based on the user id they logged in with, a list of items requiring attention. By default,

all orders that are on a PC’s priority list are displayed at the top of the grid. Additionally, if a status has its “Show

on PC’s ToDo List” flag set, then any orders in that status will be displayed. The grid is sorted by status indicator in

the following order: green, yellow, red, and then blue. You can hover over the ball for a description of the status.

To view all of the orders assigned to a PC regardless of status, click the “Show all of my orders” checkbox in the

upper right hand corner.

P.O. DASHBOARD

The PO DASHBOARD show user based on filters they select the status of the P.O. in the system while allowing them

to add extend information about the PO and update some other systems info including Solomon and the Open TQS

Orders applications.

Filter Parameters – These filters allow you to filter the results down to just the Buyer/PO Type/PO Status

and Vendors that interest you. The Buyers/PO Type and PO Status Filters allow you to select multiples by

holding the ctrl key and clicking the items you would like to view. The Vendors filter allows you to begin

typing the vendors name/Number and it’ll take you to the vendor

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After your filters are applied you should have a grid displaying the details about the PO Line items ordered

by Vendor Promised date. Things to note here the color codes in the promise date the Salmon color

indicates anything due within 30 days Yellow is within 10 days and Red are pass due. If the notes field is

green and Y there is a note on the line Item if you hover over the Y you should get a tool tip with the note

text or click the pencil icon to view the note and edit the dates.

Click the pencil icon brings up the following dialog. Here you can edit the PO Sent Date, PO

Vendor Acknoledge date, The date the Vendor delivered the Promised date and the Promised Date and

any Notes about the line Item. FYI the Promise Date updates that same date in solomon and the Open

TQS Orders Due Date. Also note that you can check a box and update all line items in the po with the

same dates and Notes (Please be sure this is what you want to do and remember your updateing solomon

and Open TQS Ordes info.)

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By clicking on the PO Number another dialog box opens and displays info about the PO and

all its line items in one place.

MISCELLANEOUS

AUTO ASSIGNMENTS

To aid moving an order along through the workflow, a number of automatic assignments have been added to the

TOMS system. The current mapping are as follows:

Triggering Event Order Advanced To Stage

Budgetary Quote Assigned Budgetary Quote / Sent to PC/PM - Pending Approval

Quote Assigned Proposal / Pricing Sent to Requestor

Proof Sent to Customer Proofing / Proof sent customer

Proof review – New files required Proofing / Change - new files required

Proof review – Accepted with changes Proofing / Proof accepted w/chg

Proof review – Accepted as is Proofing / Proof accepted as is

Order complete (triggered by F.G. receipt app) Order Completed / Complete

So, for example, when a customer reviews the proof and submits it with a status of “O.K. as submitted”, the trigger

“Proof review – Accpeted as is” will fire, and the activity and status of the order will be set to “Proofing”, “Proof

accepted as is”

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More triggers will be added as activities and statuses become more solidified and workflow process are identified.