New Client Training Notes

From NEOSYS Technical Support Wiki

1 Prior to Training – Preparation for the Meeting

  1. List the modules for your own reference that you are going to train the users in (Media, Jobs, Timesheets and/or Finance) and prepare accordingly
  2. Get an idea of your audience with details like the number of users, their designations and what kind of access they have to NEOSYS
  3. Prepare handouts listing the topics to be covered in the training session. The user can use this handout to keep track of what happens in training and take notes for reference later
  4. Create a time-table for trainings and inform the client the same
  5. Contact Client IT to ensure technical details like firewall exclusions and proxies (if applicable) are configured correctly so that users have access to NEOSYS without issues
  6. Email training session pre-requisites to the client contact e.g. internet connectivity and projector in the meeting room
  7. Create an account in the Authorisation file namely Admin, with complete access to NEOSYS. This account can be used for emergency changes in the configuration of the system while at the client location

2 During Training

NEOSYS Staff are responsible to cover the whole of training superficially and not do in depth training. Show users what they need to get started and don’t allow them to slow down training by replying to in depth queries.

Onsite sessions at the client are not just "training" sessions. They are implementation sessions and need to set clear objectives for clients to start implementing the system. It is easy to squander time and resources if client staff believe they can sit back and "be trained" instead of "learn and implement". The end result of such squandering is likely that NEOSYS is asked to return again and again simply due to bad organisation.

How to train:

Training should be done in HALF DAYS and never in whole days because it doesn’t allow client staff time to IMPLEMENT THE SYSTEM. In between sessions client staff has to do work to get things.

Initial training on site is half a day per module and NO MORE because client needs to mentally get into action themselves and not sit back thinking all they have to do is listen.

There are two very different jobs that have to be done during training:

a) Embedding into knowledge of how NEOSYS works into peoples brains

b) Users working out how to use NEOSYS to perform their work since NEOSYS might not handle everything exactly as they imagine

Trainees will often slow down (a) by trying to solve every petty problem in (b). NEOSYS trainers must find a healthy balance to ensure that (a) is done before going in depth in (b). The trainer, like a good chairman of a meeting, should control who can speak and for how long. Failing to do this allows few people to talk too long and everybody complaining that the training was not productive.

Every client staff member must be given some tasks to complete in NEOSYS by themselves before they get into the next training session. The task should include getting printouts of their work. Each person’s work should be inspected and discussed at the next session.

Only ONE NEOSYS staff should conduct implementation sessions unless it is to introduce a junior NEOSYS member to on-site work. Training in parallel by multiple NEOSYS staff is a waste of resources because of the lack of coordinated implementation.

Client finance staff needs to participate in all sessions and not be given private training sessions for what has already been done for operations staff.

Care and attention will produce a quality implementation. Easy and relaxed approach will not produce good results. TAKE ACTION! MAKE A DIFFERENCE!

2.1 Introduction

Spend 15min in introducing the users to NEOSYS and explaining basic essential points of accessing NEOSYS

Topics to cover

  • URL
  • Turning off Pop-up Blocker
  • Login Page
  • Dataset
  • Reset Password

2.2 Media module

Spend 20-30 min showing a complete schedule creation with 1 client and 1 brand, vehicle and supplier. Show schedule booking, certification and invoicing.

Topics to cover

  • NEOSYS schedule per brand
  • New schedule
  • NEOSYS Codes
  • Client and Brand file
  • Supplier and Vehicle file
  • Media Types
  • Specification, Time, dates
  • Gross unit, Other charges and exchange rate file
  • Booking in a schedule
  • Certifying ads in a schedule
  • Invoicing ads in a schedule
  • Media Diary
  • Reports under Media menu
  • Media Analysis

2.3 Job Module

Do 20-30min showing 1 Job, client and brand creation, estimate, purchase order, invoicing and purchase invoicing.

Topics to cover

  • Creation of Job
  • Client and Brand file
  • Supplier and Vehicle file
  • Job types
  • Estimate
  • Purchase order
  • Invoice
  • Purchase Invoice

2.4 Finance Module

Do 20-30min showing how to enter opening balances, link client and supplier to finance, Chart of Accounts, posting invoices on the journal entry screen, unposted batches, allocations, analysis codes and financial reports.

Topics to cover

  • Chart of Accounts
  • BL, PL, TD and TC charts
  • Company File
  • Link between Finance and Operations – Media and Job type files
  • Automatic entries in Finance
  • Automatic Accrual Accounts
  • Analysis codes
  • Journal entry screen – unposted batches, posting batches and doing a manual entry
  • Voucher file
  • Voucher allocations in Journal entry and Allocations screen, partial allocation and de-allocation
  • Journal setup
  • Finance Settings
  • Ledger and Statement of Account
  • Financial Reports
  • Billing Analysis Reports

2.5 Timesheet Module

Do 10-15 min showing users how to select a job and enter details in the timesheet, how to avoid reminders for holidays and timer usage. Show Timesheet administrators how to take Timesheet printouts, how to setup hourly rates, avoid email reminders for all users and change settings in timesheet configuration file.

Topics to cover

For Users

  • Selecting Jobs in timesheet
  • Entering details and saving

For Admins

  • Timesheet approval
  • Timesheet printout and approval emails
  • Timesheet files (Activity, hourly rates and configuration file)
  • Timesheet Analysis

2.6 Additional Topics

In addition to the modules, the following points have to be explained to the users.

  • File lock and release in 5 mins
  • Reopen and Release
  • File in use/File open for viewing only
  • NEOSYS maintenance window to perform backup and updates