New Client Training Notes

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

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. How to train: 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. After explaining each section that follows, move to a user workstation and get them doing some examples on TEST dataset. Once they are confident, get them entering into the LIVE dataset. Following are the 5 main sections of training that are given to users. The list of topics includes:

Introduction

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

Topics to cover

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

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

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

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, TD and TC charts
• Company File
• Link between Finance and Operations – Media and Job type files
• Automatic entries in Finance
• Analysis codes
• Journal entry screen – unposted batches and posting batches
• Voucher file
• Voucher allocations
• Journal setup
• Ledger and Statement of Account
• Financial Reports

Timesheet Module

Do 10-15 min showing users separate access (neosys2) to timesheets, 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

• URL – neosys2
• 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