WORKFORCE USER MANUAL - Amazon S3Assign CPE-Choose the equipment that is required for the job. Assign CPE – Choose a preset message or type one in and click submit. Once you have

2015

WORKFORCE USER MANUAL © 2006 TO CURRENT, PENGUINDATA WORKFORCE MANAGEMENT, INC.

PENGUINDATA WORKFORCE MANAGEMENT, INC. | 117 Timberlane Rd, Spooner WI 54801

Version 3 15

1 © 2006 TO CURRENT, PENGUINDATA WORKFORCE MANAGEMENT, INC.

Table of Contents are Hyperlinked to provide the user with a quick link to the page they wish to view. Ctrl + Left click mouse key.

Table of Contents Section 1: General Information ................................................................................................... 3

Acceptable Mobile Web Browsers: .......................................................................................... 3

Terms: ........................................................................................................................................ 3

General Information: ................................................................................................................ 3

Log into PenguinData Mobile: ................................................................................................. 4

Entering PenguinData Mobile: ................................................................................................ 5

Memo Alert: ............................................................................................................................ 5

Clock In:.................................................................................................................................. 7

Changing Your Password ......................................................................................................... 8

Section 2 – Closing a Completed Job ........................................................................................ 10

View Route ............................................................................................................................ 10

Choose work order entry ...................................................................................................... 10

Set ETA to first job. .............................................................................................................. 10

Put yourself onsite at first job .............................................................................................. 10

Assign CPE: ............................................................................................................................. 11

Customer Returns: .................................................................................................................. 12

CPE Transfer: ......................................................................................................................... 13

Billing Code Entry: ................................................................................................................. 14

Completion Of Work Order: ................................................................................................. 15

Image Upload: ......................................................................................................................... 16

Section 3 – Closing a Not Done Job ........................................................................................... 17

Choose a job................................................................................................................................. 17

Click on Set Not Done. ............................................................................................................ 17

Section 4 – Door Tagging a Job ................................................................................................. 18

Select (Door Tag Job) .............................................................................................................. 18

Choose preset message or type own message ........................................................................ 18

At work order entry screen that job will now show Tagged. .............................................. 18

Section 5 – Parts .......................................................................................................................... 19


Click Work Order Entry ........................................................................................................ 19

Choose work order .................................................................................................................. 19

Click on Parts .......................................................................................................................... 19

Enter the amount of parts used in the white boxes .............................................................. 19

Requesting parts – Click on Parts List .................................................................................. 19

Requesting Parts – Click on Part Request Form ................................................................. 19

Requesting Parts – Select what parts you need then enter the quanity. ............................ 20

Section 6 – Sending messages ..................................................................................................... 21

Sending Messages to dispatch – ............................................................................................. 21

Click Work Order Entry ....................................................................................................... 21

Choose the job - .................................................................................................................... 21


Section 1: General Information

Acceptable Mobile Web Browsers:

The web browsers listed below will allow the user to access PenguinData from a

mobile device. PenguinData can be accessed through smart phones, tablets and

any type of mini laptop.

Opera Mobile

Safari

WebKit based browsers (Including Safari and the default Android browser)

Dolphin

Iris

Some mobile browsers, such as Opera Mini and SkyFire, do not establish

connections to the requested website, but rather use their own company servers as

a proxy between the browser and the destination site. Because of this, all

encrypted traffic is decrypted by Opera/SkyFire servers, rendered on those

servers, and forwarded back to the browser. As this creates a security issue,

PenguinData neither recommends nor supports browsers of this type.

Terms:

Log In – opens the PenguinData Program (does not timestamp for payroll)

Log Out – closes the PenguinData Program (does not timestamp for payroll)

Clock In – is the payroll timestamp in

Clock Out – is the payroll timestamp out

Start time – is the start time of a work order job (does not timestamp for payroll)

End Time – is the end time of the work order job (does not timestamp for payroll)

General Information:

In Mobile PenguinData:

The Home Button is located at the top of the work pages

The Log Out Button is located on the bottom, left side of the work pages

The Location Button is located on the bottom, right side of the work pages

Other Buttons links will appear at the top of work pages as they pertain to

the page being worked in.


Log into PenguinData Mobile:

The web address for your company will be based on your company name:

companyname.penguindata.com.

Example (streamline.penguindata.com)

Once you have entered the correct web address into the browser, you will see a

log in screen.

The first fill in box on the log in screen is for the user name, the user will enter the

username they have been given into the box.

The next fill in box is for the user password. Guard your password carefully as it

is linked to the work you enter. If shared, others can make changes that can be

traced back to you.

Once you have entered your password, you will need to go below the submit

button and check either the standard or mobile setting. For the purpose of this

user guide you will select Mobile.

Double check your user name and that mobile is selected, then you will click on

the submit button.

When the user logs into PenguinData the login opens up the PenguinData System

for use but does not enter a timestamp for payroll. The user must Clock in to have

a timesheet entry.


Entering PenguinData Mobile:

Memo Alert:

Upon successful login to PenguinData Mobile the user will see any Memo Alerts

that have been sent. It is important to check these alerts. The alert example

below shows a locked memo.

Alerts can be sent with a lock out feature that will not allow the user further

access into PenguinData unless they acknowledge the alert. The user will need to

click on the alert bar showing the date of the alert to open it.

Once the alert bar has been opened, the user can view the full memo. If there is

an acknowledgement bar showing: I have read and understand this memo, the

user will need to click on the checkbox in front of the acknowledgement then

click on the submit bar to clear the memo before being allowed further access into

PenguinData.

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2


As memos are opened they will be automatically removed if there is not a lockout

on them. If the memos have not been read and are not a lockout they will forward

into the user’s home page to be viewed later. The alerts will remain showing until

they have been opened and read.

The user can clock in if memos are showing on their home page, however, if a

memo is a lock out memo the user will need to click on the memo to view it prior

to being allowed access to their home page. If the memo has an acknowledge box

the user must click the box and submit before having access to their home page.

If a memo has been acknowledged and does not clear then it must be cleared

manually by someone having access to clear the memo such as administration or

a manager.


Clock In:

Clock In is for In-house personnel only. Contractors will not have this option.

Once the memos are acknowledged or if there are no memos, the user will be at

the Clock In screen of PenguinData Mobile. To clock in the user will click on the

black clock in bar with the arrow showing on the right side.

When the user clocks in on the mobile device it places a timesheet entry onto the

Mobile/Regular User Timesheet Audit for payroll. When the user clocks out, for

lunch and at the end of the day, a time clock entry is entered for payroll.

Once the user has clocked in they will be brought to the Home (Dashboard) page

of their Mobile PenguinData. The Mobile home page will display the links that

the user has access set for and the Clock Out section.


Changing Your Password

Once the user has successfully clocked in, we strongly suggest changing the

original password in order to keep your access to PenguinData private and secure.

If passwords are shared or not changed upon first entry, others may be able to

enter into your PenguinData account and make changes as you. Changes made

within PenguinData are tracked. If someone else has logged into your account

and makes malice changes, those changes can be traced back to you.

Keep your password secured.

On the mobile home page the user will see the Change Password bar with an

arrow on the right hand side. Click on the Change Password row and the user will

be taken to the Change Password work page.

The Change password work page has one section called: New Password.


Below the New Password row the user will see four additional rows:

Password – enter the new password in this field

Password (again) – reenter the new password in this field to confirm

Submit – submits the new password into PenguinData

Cancel – cancels the password entries prior to submission

Passwords must be at least 8 characters long. It must contain at least one capital letter,

one lowercase letter, and one number. (Example: Password1)

Password fields are secured as the user makes their entry so others cannot see what is

being typed. Once the user has entered the password into both password fields they will

click the Submit or Cancel bar. If submit is clicked, the new passwords will be

transmitted and the user will be taken back to the Home work page of Mobile

PenguinData. If cancel is clicked, the password entries will be cleared and the user taken

back to the Home work page of Mobile PenguinData.


Section 2 – Closing a Completed Job

After the user has logged into PenguinData, and has clocked in, in-house personnel only,

they will want to view their route. At the Home page of Mobile PenguinData the user

will see rows listed for the areas that they have been granted permissions to view.

View Route

Choose work order entry

Confirm route – if necessary

Set ETA to first job.

Put yourself onsite at first job


Assign CPE:

Assign CPE – Click on Assign CPE

Assign CPE-Choose the equipment that is required for the job.

Assign CPE – Choose a preset message or type one in and click submit.

Once you have clicked Save Equipment you will receive a message back from dispatch

confirming the equipment has been placed on account. Assign CPE process is complete.


Customer Returns:

Customer Returns – Choose job from which you picked up equipment.

Customer Returns – Click on Enter Customer Returned Equipment.

Customer Returns – enter the equipment information that you picked up and select your

message then click save equipment.

When entering customer returns you are able to enter multiple pieces at once before clicking

on save equipment.

Once you have clicked Save Equipment the Customer Return Equipment process is

complete.


CPE Transfer:

CPE Transfer – Choose Work Order

CPE Tranfer – Click on Enter Customer CPE Transfer

CPE Transfer – enter the equipment information in and select your message then click

save equipment.

Once you have clicked Save Equipment you will receive a message back from dispatch

confirming the equipment has been placed on account. CPE Transfer process is complete.


Billing Code Entry:

Billing Code Entry – Choose job.

Billing Code Entry – Click on Enter Job Codes

Billing Code Entry – Enter all billing codes that apply to job. Click Save Codes when

complete.

You have the ability to enter all your billing codes at once. You do not have to hit save after

each code entry.

Once you have entered all you’re billing codes this process is complete.


Completion Of Work Order:

Completion of Work Order – Click open work order

Completion of Work Order – Enter COD amount collected in necessary.

Completion of Work Order – Comments if necessary- Tag# - Select what services you

installed. Click Submit.

After clicking Submit this process has been completed and dispatch will be able to close the

job.


Image Upload:

Uploading Image - Choose the job that has been closed

Uploading Image - Click upload images

Choose File for picture

Click upload (picture should appear after loading has completed)

You can continue to upload more pictures at that point.

Once you have uploaded all the pictures this process is complete and pictures are now

viewable by dispatch/management.


Section 3 – Closing a Not Done Job

Choose a job.

Click on Set Not Done.

Select not done code

Select from Preset massages or Type in message for not done. Example- (Cancel at Door)

Click Submit (Message will be sent to dispatch so they can verify)

Dispatch Will Send message back confirming not done code.

Dispatch will close job.

Job is closed correctly –


Section 4 – Door Tagging a Job

Understand that when a job is placed in door tag status that this does not mean it has been

closed. Door tag is only a status not a resolution or completion code.

Click Work Order Entry

Choose work order

Select (Door Tag Job)

Choose preset message or type own message

Wait for response from dispatch to confirm door tag has been verified

At work order entry screen that job will now show Tagged.

After completing all your work go back and (NOT DONE YOU’RE JOBS THAT ARE IN

DOOR TAG STATUS).

Follow steps in section 3 on this instructional guide.


Section 5 – Parts


Choose work order

Click on Parts

Enter the amount of parts used in the white boxes

Click Save PartsOnce you have saved the parts this process is complete.

Requesting parts – Click on Parts List

Requesting Parts – Click on Part Request Form


Requesting Parts – Select what parts you need then enter the quanity.

Once you have selected all your parts click Signature. (sign your name)

After signing your name Click Submit – This completes the parts request process.


Section 6 – Sending messages

Sending Messages to dispatch –


Choose the job -

that you are referring to when sending a message

You will have the option to choose from preset message or type in a message of your

own.

Once you have entered your message Click Send and this completes the process.

Your dispatch will now receive your message.

When receiving a message it will appear like this.

Once you Click OK you will automatically be placed into that job the message was for.

You will be able to respond if necessary under General Messaging.

WORKFORCE USER MANUAL - Amazon S3Assign CPE-Choose the equipment that is required for the job. Assign CPE – Choose a preset message or type one in and click submit. Once you have

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