What does this mean for you?
In simple terms it means you have nothing too complex to worry about! You can focus on deciding how you want your users to work together, what they can see and use and what the application contains at a user interface level.
But, and big BUT, is that the Trivaeo technology is modular, it is packaged in many different ways; which means it is almost impossible for Trivaeo to describe in advance what you should expect after logging. Broadly we can do so, but not in great detail. The package you bought may use templates created by a business partner; meaning that what you see and what you need to do will differ somewhat from the generic information provided here in these user guides and manuals. However, that said, there are lots of overlaps and most of the templates orientate themselves around the same underlying core principles. But, for now, just have in the back of your mind that what Trivaeo exposes here in our standard user documentation may look and feel different to what you are using; hey, it’s not our fault. That’s what happens when you play with Lego!
But, now the good news! Most of your role as the company administrator is to get things set up using simple forms and tick boxes! You require no coding experience, you don’t need to be a developer and you don’t need a Masters Degree is Computer Science to understand the terminology. Our technology is designed to be enjoyed by business people; not techies! Our solutions are used by Yoga Instructors, Plumbers, Hairdressers and you can be sure of one thing; no matter how great their primary product and services are very few will also be computing whizzkids. Our entire Administration layer is designed to recognise that your business and your company operation is your primary objective. Our job is to make that easy for you; not hard or complex.
If the package you signed up for only includes the CRM element then all you’d see is Global Settings, Process and Collaboration and CRM Admin. As your business adds additional applications from the Suite then the relevant Admin layer appears automaticallyl.
The administrators users guides in this section fully describe every element of each configurable option in each administrative area.
Typical Administrators Workflow
Let’s assume you’ve just signed up for a Trivaeo solution package in some form; perhaps from one of our Global Partners. After logging in you should expect to configure the solution for your business first at a high level; and then at a more detailed level for your users. That is exactly how to go about it. In simple terms; these are the typical things to do, and they don’t take long at all;
- Setup Your Company – Logo, addresses, Tax ID’s, Phone Mumbers, Bank Accounts, Office Locations
- Set up your Tax Rates (VAT etc)
- Sign in to Xero (for accounting integration) and to Mailchimp (for marketing automation) if you aim to use them
- Set up your Company Financial Year and Sales Targets
That’s it, that’s the basic bits. The rest are a function of your package and what you want to configure at the next level. The next level of configuration effort usually includes;
- Setting up your Dictionaries
- Setting up your Meeting Rooms (for the bookings calendar!)
- Setting up permission groups so when you begin adding users from your company to the solution that they see what they need to see, no more, no less
- Set up your Company working calendar or calendars
- Set up your catalogue of Products and Services that your business sells to its clients
Well, you are just about done! The other configuration items are all application specific. There are some additional cool things you might like to try experimenting with as your familiarity with administration, like;
- Customising the applications with the Custom Tab Builder. Let’s say for example for every customer you have you need to record the serial number of their boiler. Great, use the Custom Tab to add a field to your business called ‘BoilerSerial’ and tell it which apps to show in. Job done!
- Set up scrolling Ticker announcements for your company users
- Build up your own Process Flows that describe how work and ‘stuff’ flows through your business
- Set up Team Rooms where your users and invited self-service (external) users can collaborate on projects or tasks
- Integrate your business operations platform with your website to collect sign-ups for your newsletter or bookings to your calendar; automatically
- Set up Activities and Activity Statuses so that your departments can use drag and drop interfaces to show the work they are doing and how far along they are with each piece of work or task
Day to day your administrator role may include adding new users, adding self-service users, manipulating dictionaries or tweaking workflows and processes that your business uses. As a purchasing administrator (if it isn’t you) you will be assigning application licenses from your package to your uers, cancelling or purchasing new subscriptions within your package or packages and keeping the commercial side of your use of our technology in order. You may review invoices, download them and so on. Note, you have zero backup responsibilities or other system administration tasks at all.
This is a dynamic list dictionary that controls the acceptable holiday limits in each financial year for the departments or employees across your business. You must set the companies Financial Year(s) before attempting to edit this list function! To do so, go to Administration // Global Settings // Company Financial Year and Target. With your Financial Years and revenue targets set you may return to this list to complete it.
In each Financial operating Year you may define the default holiday limits which would apply to all departments and employees. You set the statutory holidays allowed as per your policies and the typical number of Public (Bank) Holidays in that Financial Year. These two figures are added together to provide the default annual Holiday entitlement of any employee/department. Having set the company wide defaults you may then proceed to the lower section and amend the entitlements by Department or by Employee according to your HR policies or employment contracts with each employee.
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Review TypeObjectives have a review mechanism embedded within the workflow. When an objective is deemed to have been completed by the assignee then they submit the objective for review by the relevant [LINE MANAGER]. This dictionary should list the acceptable objective review types that you support, for example, on the phone, in person, via skype etc
ThemeAn Objective set to the Company as a whole, department or employee (individual) typically has some form of underlying theme to it, for example, increase profits, increase productivity, reduce costs, improve performance, reduce waste, improve recycling etc. Use this dictionary to define the acceptable themes that you will be using across your business. These are used when new objectives are set and they will assist your users with setting up appropriate business objectives accordingly.
Questionairres are used in the 360 Degree Review Process to layout and capture a reviewers scores or comments when reviewing a peer. Once completed the questionairre is kept with the reviewed partys e-HR record and is viewable by the employee themself or by those with the necessary permissions.
Clicking on the Questionairre link in e-HR Admin takes you to an overview of all current questionairres. Over time you may create a large number of these questionairres which will be used by the various departments across your business.
To add a new questionairre click on the yellow Add New button to the top right of the screen, or use the pencil icon or trash can to delete one.
Before setting out to add a new questionairre you will want to ensure that you have completed any necessary rating criteria preparations as necessary (See Rating Criteria below).
Each Section in a questionairre may contain as many questions as necessary and each section will be either based on questions that are score value marked or comments only.
Score Value Sections deliver quantitive numerical results. Comment based Sections deliver qualitative results that must be read to be understood. That said, questions posed in Score Value Sections whilst numerically scored can also have free text added under each score. You may decide to use Score Value Sections throughout as they do contain the ability of the reviewers to add comments to their scores and save one final Comment Section of questions for the end of the review questionairre for general comments and feedback. The choice is yours.
When adding a new questionairre please give it a readily understandable title so its intended department or review type is clear to those who may wish to select it. Once you have completed the title you will be able to add a new Section to the questionairre; picking this new sections section type whilst doing so. Once you have created a Section you can then expand the selection to begin the process of adding questions.
Again, if you haven’t already created your sets of Rating Criteria’s you may want to do that before proceeding. You can add a new Rating Criteria by clicking on the add new icon in the dropdown list.
Once SAVED the form questionairre may be used across your business. Those with the relevant permissions may go to the e-HR Admin main section in Administration and select the 360 Reviews area to create new 360 degree reviews. From here it is also possible to create new questionairres to by using those that you have already designed you can select one of the questionairres, click NEXT, set a review name and add the employee that the questionairre will be about. You may select the Anon.Review option to make the review anonymous so that the reviewed party won’t know who did the review; although they will be able to see the results in their own records.
Once you’ve selected a target employee for the review you may add a Reviewer or many Reviewers; allowing you to even tselect the reviewee to do their own review. That might make for some interesting deltas to review!
From there you can finish the planning which saves the review but doesn’t execute the business process to trigger it to start. By pressing ‘Save and Make Live’ the 360 Review process is initiated. The reviewee will be notified that they have a new 360 degree review to complete. The reviewed party will have no idea that they are being reviewed until the evaluation has been completed at which point they will be notified so that they can quickly log in and review it themselves!
Here is an example questionairre to show a typical layout of a 360 degree review whilst creating it;
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You may use as many sections as you like, and each section may contain as many questions as is necessary to achieve your review objectives. Results are available in multiple forms; including reports and are attached directly to the reviewed parties e-HR record. Remember, each section can have any one of your available Rating Criterias set against it; or it can be a section that holds free form text responses; you cannot mix them in the same section. If you wish to have different rating criteria on questions that actually relate to the same section type then just break the section area into multiple parts calling the first Part A and the second Part B. Design as you prefer.
Reviewing parties and the reviewed parties also receive appropriate notifications during the entire process once a questionairre has been executed by the 360 Degree Review Process. The reviewing party also gets updated in real-time in their ‘My World’, ‘My Workflow’ section that a new 360 degree review is waiting for them.
Final Hint – it is usual when a line manager is doing the review for the review to be a named review rather than an anonymous review. If asking peers to review each other then you may find it in your business interests to keep the reviews anonymous to protect the interests of all parties concerned. Also, you should note that when a questionairre is ‘in flight’ and is being used by the process and any reviews are underway then you will be unable to edit it. It would not be fair to move the goalposts during the game; so editing is locked out if any form is currently in an actively used state. Once all pending reviews based on the questionairre in its current form are completed you will regain the ability to edit them.
Rating Criteria turn qualitative assessments like simple questions into questions that may be scored numerically. Here’s an example based on the questionairre used an an example (above);
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For the 3 answers in section 1 a total of 30 points were available as a perfect score. The combined net score is 5+7+6 (18). The Rating Criteria for this section of the questionairre was set up as follows;
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The critera was based on available scores of 1 through 10 (and actually spanned 2 x pages in the setup). This is a good example of a shallow scoring criteria regime. You may use a deeper scoring regime with a broader swathe of potential numerical answers for areas of your business that most affect your top line or bottom line. This way, questions in a 360 degree review won’t end up giving an employee really good scores because they scored highly on personal traits yet poorly on sales performance. In that case we’d use a shallower rating criteria on all questions in personal traits section and a broader range of potential scores in sales performance. This way, areas of your business that need the most care and attention will directly affect the scoring results of the reviews and make it easier for you to identify the weaker employees in your team where it counts most for your business.
Note ; when a scoring criteria is being used in anger on any 360 degree reviews which are ‘in flight’ then you will not be able to edit or change them. Editing only becomes possible when no reviews remain ‘in progress’ in the system.
To add a new set of scoring criteria click on the yellow Add New button.
Give the new Rating Criteria an appropriate name so that when you elect to use it in a questionairre section that you may do so without confusing yourself. The rating criteria title does not show in the 360 degree forms themselves; just the consituent elements of it does; so don’t worry about confusing your employee end users with your naming convention used in the Rating Title.
With a Title set you may proceed to add new entries using the + Add button. Add a name for this scoring element and its associated numerical value. Try to avoid long names as they will clutter the reviewee forms and subsquent reports. Use short terms like Low, Med, High, Avg etc or stick to simple numbering where the name is the same as the value, for example, 1 as the name and 1 as the value.
This is a dictionary where you may define the allowable expense types that you enable your employees to submit via the Expense Manager application. The expense manager is an integral element of the e-HR suite but may be purchased standalone, as can Holidays and Timesheets Manager applications.
By defining the types of expenses allowed you encourage your employees to submit only valid expenses and not to submit expense claims to the business that are not allowed.
Some examples of expense description types that you may use may include, Tolls, Parking, Rail Fares, Accommodation, Meals (Breakfast), Meals (Lunch), Meals (Dinner), Entertainment, Hotel, Taxi and so on.
Remember that each expense item should be accompanied by a photograph of the receipt/bill or a scan of the paper copy. eReceipts received via email can be printed to jpeg/pdf and also attached easily to any expense claim.
Most configuration of Projects occurs during the setup of each Project in the main Projects Application itself. Therefore the amount of enterprise wide preconfiguration and preparation that needs to occur from a main administrative perspective is quite light. Especially so, when compared with some of the other application genres in the combined business applications suite.
That said, the Project Management application suite is no slouch and is a powerful tool. It is deeply integrated into many other areas of the solution set including assets, resources, employees, self-service users, contracts, CRM, e-HR and more. It is therefore heavily reliant on the effective setup and preparation of your entire company ‘instance’, employees, calendars, task management and so on. For example, when a CRM user promotes an Opportunity into an Order they click a simple yes/no prompt that asks them if they’d like a Project to be created against the Opportunity. All historic data, documents, drawings, quotations, proposals, communications and activities/tasks that lead to the Order are immediately attached to the new Project including everything that took place before the opporunity was even created (it’s history as a lead by way of further example). No transfer of documentation, no kick off meetings, no scrambling project office trying desperately to gather all the requirements; all over again. It all happens; instantly!
Once correctly prepared, Project Management is a deeply integrated software solution that works seamlessly and effectively as a horizontally integrated element that utilises and leverages almost every other facet of the entire solution suite. If you use Contract Management then it uses that too; if you use e-HR it use that and so on. It is fully able to leverage your internal and external resources, companies, clients and employees. Assigning tasks is no longer a standalone activity handled by a project manager who then has to scramble to orchestrate those resources. They simply build out their project task by task, laying out the prerequisites and dependencies and the task matrix is generated automatically; including the charts, plan, run time and overall expenses. This is the type of tool that most project managers have always dreamed about; but never been able to realise effectively. For more details on using the Project Management Application please refer to the relevant user guide. They are listed at the bottom of this page.
We will now describe the administrative features that will need some attention by your main administrator so that the groundwork is ready for the application proper.
Contains a dictionary which allows you to group additional resources that you may add to the scope of your projects that are not inherently internal resources to your organisation. When adding employees as users to your platform you have the option, with each, to set the employee up as a ‘resource’ (tick box) and note their monthly, daily, hourly and overtime rates. This immediately makes each employee tagged as a reference available to be used for jobs/projects and more.
- The purpose of this dictionary is to enable your business to add additional resources and group these additional resources by the fundamental type/role that they operate within.
Use this dictionary to add additional resource group types to your projects, for example, consultants, contractors, architects and so on, so that as you add additional external resources to the pool of talent available to your projects that they can be managed within their groups. This makes it easier to select the appropriate available resources that you can apply to projects even if your company/business uses a lot of additional external or hired in resources to do some or all of the work.
Default i-VO rules
i-VO is a specialist ‘template’ used in a range of platform solutions that cater to the needs of businesses that need granular change control and authorisation processes in place. i-VO stands for ‘interactive-Variation Orders’ and is an application that allows users in a Project to raise ‘changes’ based on rules you define.
For example, if a change in scope raises a change with a value above X then notify the client and seek their approval and sign off of the change. The client will use a specialist mobile application so that as your workforce encounters these changes in a project, even on site, they may alert the client and seek the necessary approval in real-time for the change. With astute use this technology keeps the client and project as a whole in lock-step around cost changes and your project can avoid final bill-shock on completion when clients begin to raise objections to items billed. This application is used extensively in the building trade for obvious reasons; or in any industry that suffers projects with constant scope or requirements creep.
The other type of change it can track includes a change in time; as time costs money. So changes in cost or changes in time may be supported by a real time tracking and authorisations tool with notifications and acceptance/sign-off.
Use this dictionary to define new rules or edit existing ones. To add a new rule, click on the yellow Add New button;
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Each rule can be made up of either extra cost, extra delay or both. With each rule you create you can then elect to trigger a manager approval with a subsequent approval and acceptance by the client.
NOTE : i-VO is a specialist solution from Trivaeo. To use i-VO in production you should have engaged with Trivaeo directly to enable the necessary business logic and mobile applications interactions layer with your solution. Whilst the i-VO rules is a fixed functionality that you will see as a standard applications user you will be unable to use the technology unless you have specifically arranged to receive it and have it enabled by Trivaeo as a ‘solution’.
Auto Numbering Settings for Change Requests
Define your own auto numbering settings for Projects so that projects you begin to orchestrate with the business applications suite follow in sequence from your legacy systems. Use the Enterprise Wide and Site Name settings to add additional meta to the numbering and set the next in sequence number that will be used on the next project.
From that moment forwards all projects created will run in natural sequence.
Change Request Reasons
Your projects will always face some form of ‘change requests’ that originate from the project itself, a change from the client or even a change that is required by a 3rd party; for example a buildings inspector or a tester. Use this dictionary to present all the different types of change requests you wish to track in your projects.
Changes in projects typically expose themselves in one of two ways. One, they create additional cost or two, they create the need to burn additional time to get the task/job/project done.
For each type of change possible in your industry please describe the typical impact as either an additional cost, additional time or even both. This will ensure that as your project users record new changes to the project that they are automatically triggered to enter the appropriate change in cost or time accordingly.
The most important asset to any business is its employees. Following them in a close second are the tangible, physical or real assets that a company owns. These assets are managed in the business applications suite so that they enjoy a complete lifecycle, monitoring their intrinsic value, maintenance status and who in your business currently uses each asset your company owns.
Assets work hand in hand with your support desks or help desks and even allow the routine safekeeping, health monitoring and status monitoring of each asset.
A standalone mobile application that is capable of scanning the asset tags (QR-Codes based) also exists within the suite; but this does not require any administrative set up or configuration.
The Asset Management application suite has a basic administrative overhead which is centered around the categories of assets your business owns, where you buy them from, their current status and their physical locations.
Don’t forget to set the preferred business process workflow for your assets so that employees requesting repair or maintenance of the assets they are using can be suitably offered. This includes the workflow for approvals of course. Each asset that you business owns has a value on purchase and then this value degrades over time. The solution will automatically track the inherent value of all of your assets and it links seamlessly to contracts management, supplier management and help desks. For example, if an employee/user or a technician changes the status of an asset to ‘needs servicing’ then not only is the authorisations process kicked into gear but a trouble ticket is opened with the facilities team so that they can get one of their sevice engineers to conduct the service. Approvals, Notifications and Actions; automated.
Asset Category is a dynamic heirarchical dictionary that allows you to define the asset categories you use across your business. Being heirarchical you may define nested levels of assets, for example, Car and Van are both subordinate to the Category of ‘Vehicles’. Furniture may have children of Desks, Chairs, Bookshelf and so on. Define your own asset category tree to that the entries are available for users of the main Asset Management application.
Please note, the closure code functionality has not yet been realised within the platform. Whilst you may complete the field as you see fit it will not be used when help desk tickets associated with this code are closed (that is its eventual intended use). For the immediate future please disregard the Closure Code element of any Category.
ManufacturerMaintain your dictionary of manufacturers of the assets that you provide to your users/business. This is distinct to their suppliers which is managed in CRM and Contracts Management. When adding new manufacturers only the name is mandatory, not the manufacturer code or the description.
StatusYour assets always have some form of current status. In use, out on loan, in storage and so on. Define your own dictionary list of asset statuses in this dictionary.
Check Assets Status
The Check Asset Status is a dynamic dictionary where you create and store the various statuses that are available to an engineer/technician or other servicing representative that has cause to check on the current status of an asset. If you enable an ‘alert’ with any given status then a workflow of your choosing is triggered to run when this status is used. The end user of the asset is also informed of a change in status by default for any assets assigned to them as a user.
If you select the ‘Enable Alert’ tickbox when adding a new status you are then prompted to select the relevant workflow that you’d like to trigger when the alert changes to this current status. For example, if you set a new status to be ‘Requires Servicing’ then choose a workflow that requires a line manager approval on the asset. That way the manager may approve the service request from their subordinate user. This change in status is triggered by the end user of the asset in the Add Check Record function of the main Assets application or by another user (for example a maintenance technician) using the mobile asset management application whilst recording the results of a review/maintenance visit.
You can then select whether or not a help desk ticket is raised, to automatically add the service request to the relevant help desk. This will put the asset directly into a ‘requires service’ status whilst creating the help desk ticket to the facilities team.
Use your imagination here. You can automate even elaborate notifications, enhanced workflows and even create the service request to conduct the repairs in one go!
Create as many Check Asset Status rules as you like to satisfy the needs of your users.
Assets LocationsUse this dictionary to store the addresses and detailed descriptions as to where the asset is being used. This is especially relevant if you are loaning out the asset as it may be used on a site which is not integral to your business, like a customers/clients house, yard and so on. This allows the detailed location attributes of each asset to be documented and kept up to date as it moves status, user, location etc
Contracts Admin is a title that does a sheer injustice to the inherent functionality of this application suite area of the business applications platform!
Within the main Contracts application suite your users will be able to completely manage suppliers, conduct supplier due diligence, measure suppliers compliance and manage the contracts that underwrite your business relationships with suppliers.
From an administrators perspective your focus will be on a series of dictionaries and a basic set of settings that support automation of the supplier and contracts management process. This is exposed in 3 administrative areas. These are described below.
Cost CentresAllows you to define the cost centres and budget codes under which you manage your contracts
CategoriesDefine your own contract categories and for each category the auto numbering sequence digits that should be used
Status of ContractContracts exist in a wide variety of current statuses, from initial negotiation, to detailing, to review, redlining, commercial review, legal review, pending sign-off to in force and even expired. Manage your own set of statuses here
Type of ContractDefine your own types of contracts, for example Utilities, Product Supply, Services Supply, Leasing, Rental etc
Renewal OptionsWhat are the various types of contract renewal options that are available to your business? You may have annual, annual with review, fixed term 1 year, rolling quarterly and so on
Service Level AgreementThis is where you can set up your own Service Level priorities. With each priority by name that you create you can set its index of importance (from 1 to 10) and for each service level a Response Time and expected Fix Time from any point that issues or problems are raised. You may also set the default SLA for all contracts. Used effectively these SLA’s will assist you in managing the potential impact of liquidated damages or other penalities which you may incur through being in a ‘breach of contract’ in some form.
Contract Sourcing ProcessFor each type of contract that your business manages you probably have a fixed schedule of stages involved in the process to establish that contractual relationship. For each type of Contract your business will use you may create your own sourcing processes. This assists your users in understanding what needs to be done next and where a contract is within its ‘process’ at any time. For each Process by name you may define as many sourcing process steps as you need to cover all typical flows and activity stages. Your processes may be very different when negotiating the supply of utilities to your business versus the contract activities necessary to source another professional services supplier to your partner ecosystem.
Compliance Matrix Questions
When dealing with the compliance of a supplier and the contract to your business you may want to define a holistic suite of questions in multiple sections to assess their compliance with your needs. Use this compliance matrix questions dictionary to define your own compliance questionaires and add as many sections and questions as you need to satisfy your needs.
Each section of the Questionaire has its own name and background colouring.When adding questions you may set the question as a free text option or as a date-picker option and whether or not the question/answer is a mandatory one
The questionaire is designed to support your employees by prompting them to ask the new potential supplier all relevant questions across all relevant sections. When capturing the responses to the questionaire your employees score each answer for each sections ‘importance level’ to the contract and for each question what compliance risk the provided answer exhibits and any mitigating actions and ownership.
Data OwnershipUse as a dictionary to hold entries that define who owns the underlying data in any contract that creates any form of intellectual property in the form of data. Examples could be Contractor, Contractee, 3rd party, 1st party, Mutual etc
Data ClassificationUse as a simple dictionary of data classifications, for example, Public, Classified, Confidential, Commercial in Confidence, Secret, Top Secret
PCI RequirementsSometimes your contracts will require the ability for a party or solution involved in the contract to be able to show that they are PCI Compliant (Payment Card Industry Compliant). Please use this dictionary to define the PCI Compliance levels required and used by your business. Each major credit card company has their own set of compliance levels with Visa, Mastercard and Discover now using the same or very similar compliance levels. Broadly they could be;
* – Level 4 – fewer than 20,000 transaction per annum
* – Level 3 – > 20k < 1 Million transactions per annum
* – Level 2 – > 1M < 6 Million transactions per annum
* – Level 1 – > 6M transactions per annum
Or you may define what ever PCI compliance nomenclature you like
When using the main contract manager application you will generally follow the following order of activities;
- Make sure the intended target company or contact for any new contract is selected as a supplier (see above) in CRM
- Add a new contract, selecting the relevant target of the contract and set effective starting positions for status and contract type. You can also link it directly to your Products, setup the information security overview and any other additional necessary information
- With a contract in place, even if its at a very early stage, for example ‘Initial Set Up’ and the contact saved and numbered you may then proceed to starting Supplier Due Diligence as this requires a supplier AND a contract to be applied against the due diligence phase
- Conduct what ever compliance forms are necessary to support the establishment of the contract and the supplier proper
- Once the contract is in place and has been initiated/is in force then you may proceed to formally adding this new supplier to the Supplier Manager side of Contracts Management. Here you manage each supplier and each associated contract under its own nomenclature
- In day to day use you may use the dashboard to provide you early warning of impending contract renewals or other pending tasks or workflows assigned to you. You can also use the Reports section to provide you with snapshot views of contract expiries, a tracker of all in progress, a due diligence report and a contract signing summary.