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Copyright © 2009 BMC Software, Inc. All Rights Reserved. BMC Software Inc. Confidential., WWCSA OpenAir Project Consulting Partners Training Guide September/October.

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Presentation on theme: "Copyright © 2009 BMC Software, Inc. All Rights Reserved. BMC Software Inc. Confidential., WWCSA OpenAir Project Consulting Partners Training Guide September/October."— Presentation transcript:

1 Copyright © 2009 BMC Software, Inc. All Rights Reserved. BMC Software Inc. Confidential., WWCSA OpenAir Project Consulting Partners Training Guide September/October 2009

2 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 2 of 22 OpenAir Consultant Training Outline Why OpenAir Log in to OpenAir Time Entry Expense Entry Support

3 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 3 of 22 Why OpenAir? Legacy environment - Planview is a legacy application Implications - Continued use of manual tools and processes impairs growth - Forecasting capabilities are manual - Potential outages to unsupported platform What’s in it for you? - One place to enter time and expenses - Clean start on new platform New: Scanned receipts required for all expenses - Help us reduce rebill and collection issues Better reporting capabilities

4 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 4 of 22 Getting Started – Login to OpenAir Login to OpenAir 1. Go to https://www.openair.com/index.plhttps://www.openair.com/index.pl 2. Click CUSTOMER LOGIN located at the top right of the screen.  The OpenAir Log in page displays. 3. Company ID: Enter BMC Software 4. User ID: Enter your network ID  Note: Typically this is the first letter of your first name and your last name (not to exceed 8 characters, e.g. Joe Bloggs = jbloggs) 5. Password: welcome (you will need to reset this temporary password when you first login into the system). 6. Click Log in

5 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 5 of 22 Time Sheets Submission

6 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 6 of 22 Create Timesheet 1. Click Timesheets 3. Click New 2. Click Timesheets 4. The New timesheet form displays. 5. Click the drop down menu to select the timesheet starting date. 7. Click the drop down menu to select the default work location. 6. Click the drop down menu to select the default time type. 8. Click Create the timesheet. Note : The timesheet form displays so you can enter your time. 8. Click Create the timesheet. Note : The timesheet form displays so you can enter your time.

7 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 7 of 22 Place Time Entries (“Tasks”) onto Timesheet 1.After you follow the steps to create a new timesheet, you can enter your time for each day of the week. 2. Click the drop down menu to select Overtime or Regular time. 3. Click the drop down menu to select a project to bill time to. 4. Click the drop down menu to select a task to bill time to. 5. Enter time for each day of the week. 6. Click Save & Submit to save and submit your timesheet to your manager. (Or, click Save to save your timesheet). Note : The timesheet was saved message displays. 6. Click Save & Submit to save and submit your timesheet to your manager. (Or, click Save to save your timesheet). Note : The timesheet was saved message displays.

8 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 8 of 22 Important - Time Entries for Month End How do I enter time during month end? - Enter a full week on your timesheet except during the end of the month where you will complete a partial timesheet through month end. - Submit your timesheet through month end. - When you are ready to complete the rest of the week, create another timesheet for the same week. - Check the box that indicates “ Allow overlapping timesheets ”. This will allow you to create a second time sheet for the same week.

9 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 9 of 22 Important - Time Entries with less/more hours than work schedule Can I submit a timesheet with hours less/more than the standard work schedule? - If you submit a timesheet with less/more hours than your countries work schedule, warnings will display. - Critical Step: Click I acknowledge the warning(s) and want to submit the timesheet anyway to submit the timesheet. I acknowledge the warning(s) and want to submit the timesheet anyway

10 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 10 of 22 Important – Making Changes to a Timesheet Can I make changes to a timesheet that has already been submitted or approved? - You cannot make changes to or delete timesheets that have already been submitted or approved. - It is very important that you are careful about time sheet submissions and that Project Manager’s are reviewing and approving with accuracy.

11 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 11 of 22 Expense Reports Submission

12 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 12 of 22 Expense Reports - Important Considerations What important considerations do I need to know about expense reports and receipts? - One project per Expense Report - Receipts need to be legible - Receipts should be affixed to a sheet with Name, date, and project ID # and turned into legible soft copy - Consultants should attach all receipts to expense report for PMs to review - Continue to mail in the hard copy as per policy if outside North America - As Currently the OA system is not the system which will pay the CSP invoice, you should report all your expenses as « Non Reimbursable » in the OA system. Expenses older than 30 days will not be reimbursed.

13 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 13 of 22 Create Expense Report 1. Click Expenses 3. Click New 2. Click Expense Reports 4. The New Expense Report form displays. 5. Click the drop down menu to select the starting date.

14 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 14 of 22 Create Expense Report - Continued 7. Click the drop down menu to select the Tax location. 6. Important: Enter a description for the expense. 9. Click Create Expense Report. Note: The New receipt window displays so you can enter receipt details to your expense report. 9. Click Create Expense Report. Note: The New receipt window displays so you can enter receipt details to your expense report. 8. Click Browse to add receipts. The Choose file window displays. Locate the file that you want to attach to the expense report. 8. Click Browse to add receipts. The Choose file window displays. Locate the file that you want to attach to the expense report. * Indicating accurate receipt tax locations is necessary to ensure proper tax reporting and also to correctly bill customers w/out certain taxes where applicable.

15 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 15 of 22 Enter Items into Expense Report 1. Once you create an expense report, the new receipt window displays. 2. Click the drop down menu to select an expense type, such as airfare. 3. Click the drop down menu to select payment type. 4. Click the drop down menu to select Only “non-reimbursable”. 5. Click the drop down menu to select the client/project.

16 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 16 of 22 Enter Items into Expense Report - Continued 6. Enter or Click the “Calendar” to select the date of the expense. 7. Enter the quantity, the default is Enter the price for the expense. 9. Enter a description and notes. 10. Click Save & create another to create another receipt. You can create multiple receipts for one expense report. Note: Click Save & create another: The new receipt window displays so you can create another receipt. Note: Click Save: A message displays to confirm that the receipt was saved. 10. Click Save & create another to create another receipt. You can create multiple receipts for one expense report. Note: Click Save & create another: The new receipt window displays so you can create another receipt. Note: Click Save: A message displays to confirm that the receipt was saved. 11. Click Submit/Approve.

17 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 17 of 22 Enter Items into Expense Report - Continued 12. Once you click Submit/Approve, a Submit/Approve notification page displays. Note: You can add additional addresses for others you want to send the expense report to. You can also add notes regarding the expense report. 12. Once you click Submit/Approve, a Submit/Approve notification page displays. Note: You can add additional addresses for others you want to send the expense report to. You can also add notes regarding the expense report. 13. Click Submit. A message displays confirming the expense report was submitted for approval. 13. Click Submit. A message displays confirming the expense report was submitted for approval.

18 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 18 of 22 Foreign Receipt Example

19 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 19 of 22 Important – Making Changes to an Expense Report Can I make changes to an expense report that has already been submitted or approved? - You cannot make changes or delete expense reports that have already been submitted or approved.

20 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 20 of 22 Support

21 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 21 of 22 WWCSA OpenAir Support From October 19 th through October 30 th, a series of war rooms will be established to support questions and issues regarding the deployment: - The Phone Number for support is Phone support is available as follows:  Houston-based support 8:30AM – 5:00PM CST  Pune-based support 11:30PM – 8:30AM CST You can also send an to For assistance after October 30 th, please send an to Note: Please include your name, phone number, and a short description of the issue or question when you send an to the helpdesk. Where do I go to find additional information?

22 Copyright © 2009 BMC Software, Inc. All Rights Reserved. All product and company names are trademarks of their respective owners. BMC Software Inc. Confidential., 22 of 22


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