Plainview PPM Pro, also known as Innotas, can be found at https://purdueit.innotas.com/

CSC Specialists and Supervisors are expected to enter time accurately into Innotas on a daily basis. Time should be entered based on the number of scheduled hours you are working in a given day. Time should NOT be accounted for breaks, lunches, or status update meetings.

At the end of each shift, you should input your estimated times for your work for the day as part of your daily recording, then at the beginning of your next shift, you should revise/finalize the previous entry based on the report for the previous day.

At the begining of each week, you should finalize, submit & approve your timesheet for the previous week as part of the weekly submission process.

If you are out of the office on vacation, or sick leave, you are not to enter any time for that specific day. Review the directions below on how to accurately record leaves, as part of this process you will also need to mark yourself absent on the Innotas Resource Calendar.

Contents

Daily Recording
- End of Shift Recording
- Beginning of Shift Revision

Weekly Submission
- Timesheet Submission
- Timesheet Approval
Recording Leaves
- Partial Absense Days
- Innotas Resource Calendar
Initial Setup
- Project Line Items
- Weekdays vs Weekends

Daily Recording

CSC Specialists and Supervisors are expected to enter time accurately into Innotas on a daily basis.

End of Shift Recording

NOTE: For your calculations, times should be rounded to the NEAREST quarter hour (0.25). If this would reduce a number to ZERO, use 0.25 instead.

Open Innotas to the timesheet for today.
Start with the number of hours you worked during your shift, likely 8 or 10, and we'll work backwards from there. (Lunches are not counted)
For a normal 8 hour shift, you get two 15 minute breaks. If you took both of them, subtract them from your total from step 1.
Did you have any CSC meetings today? (1on1, team meetings, stand-up meetings) These are just considered administrative overhead, the 'cost of doing business', subtract this time from your total, it's not recorded.
NOTE: So for a 'normal' 8 hour shift that included a Morning Stand-up meeting, your total so far should be 7.25
Did you work on any 'official' projects? Record your time on those on their line and subtract from your running total.
Did you do work on any 'unofficial' projects? (liaison meetings, tents, etc) Subtract this number from your total and record it as your ITEU-CS-Enhancement for the day.
Record the the number remaining from your total as your ITEU-CS-Support for the day.
Your ITEU-CS-Fix for today will be finalized at the beginning of the following shift using information from the daily report.
Close Innotas

Example:

Beginning of Shift Revision

In the very early morning of each day, Footprints will generate a report consisting of the time the CSC spent on Incident tickets from the previous day.

This information will be summarized using a pivot table, and posted by a Specialist/Supervisor to the Innotas channel in Slack.

Once you have this information, you can finalize your numbers from the previous day.

Open Innotas to the timesheet for your previous shift.
Consult your row of the report summary in the Innotas channel in Slack.
Round the number of minutes here to the nearest quarter hour (0.25), if it would round to zero, use 0.25 instead.
NOTE: If you were working Dispatch queue during your previous shift, time on incident tickets moving through dispatch is ignored, skip this step.
Take your number from step 3 and record it as ITEU-CS-Fix for the previous shift.
Subtract your ITEU-CS-Fix time from your ITEU-CS-Support for the day.

NOTE: If it is a Monday, you should be submitting the timesheet for the previous week, see below.

Weekly Submission

Each day you are working, you should be reporting your time. However, weekly these numbers need to be uploaded to system via submission & approval.

Monday mornings you should be submitting your numbers for the previous week.

NOTE: If you don't work a first shift Monday - Friday schedule consult with your Supervisor regarding when you should be doing your reporting and submissions.
NOTE: If you are absent on your submission day, you should submit the previous week's numbers the next time you are working.

Timesheet Submission

First, finalize your times for the preceding Friday as you would with any other daily recording
Once you're confident with the times recorded on your timesheet, click the "Submit" button on the actions bar towards the upper right:
A popup will prompt you to confirm the submission. If there are any irregularities on your timesheet that might need an explanation, leave your Supervisor some information here in the Submission Note field, in case they need something to jog their memory down the line.
Click the "Submit" button
Your timesheet is now "Submitted" but it MUST also be "Approved" by you.

Timesheet Approval

To approve your timesheet for the week, click "Timesheet Approvals (0)" on the far left of the page.
To approval all pending timesheets displayed, click the "Approve all" button on the actions bar towards the upper right:
You will get another popup prompt to confirm the approval. Leave any relevant information in the Notes field and approve
Your timesheet has now been submitted and approved

Recording Leaves - Sick, Vacation, etc

Partial Absense Days

Record your Innotas times for the day normally, but your hours worked for the day should be reflected accurately.

On days where you were entirely absent, do not record any time on your timesheet for day, and continue below.

Innotas Resource Calendar

For days on leave (sick, vacation) you must remove yourself from the Innotas Resource Calendar for those days.

Open the calendar by going to the dropdown from your profile picture (upper right), and click "Edit Calendar"
Select the day of your absence.
Click the "New" button (upper right)
On the resulting pop-up window,
- Give the absence some sort of meaningful title
- Make sure the date displayed is accurate
- For "Type:" select the correct form of leave
- Leave "Not working" on the "all day" selection
- Click "OK"
Your time absent from Innotas has been recorded

Initial Setup

Once set up properly, Innotas should save the configuration so you don't have to reconfigure it each time. The first time you open Innotas, it will probably look like this:

Project Line Items

At a minimum, all CSC Specialists should have these three line items, click "Add new" to add them to your timesheet, repeat for each:

Check the box at the left end of the new line,
Category should be "Project"
Title should be:
- "ITEU-CS-Support"
- "ITEU-CS-Fix"
- "ITEU-CS-Enhancement"
Task/Type for all three should be "1 - Task 1"
Role for all three should be "Tech Specialist"
Click the "Save" button to add the project to your timesheet

NOTE: If the 'push pin' icon doesn't appear in the first column of a row, that line item hasn't been saved to your 'default' configuration, it will not be added to consecutive sheets by default. Click in the first column to add/remove it.

ITEU-CS-Support - This should be considered the 'main' focus of your time at the CSC, it corresponds to your time working on Service Requests for users.

ITEU-CS-Fix - As with any system, things break and need to be fixed, this category corresponds to your time working on Incidents, and will typically be updated the day after, in the morning after the previous day's report is available.

ITEU-CS-Enhancement - Enhancement covers most other 'non-defined' tasks that don't fall into the previous categories, training, meetings, PR tasks, etc. Consult with your Supervisor if you have questions about the classification of specific tasks.

As you spend more time at the CSC, you may be asked to participate on certain projects. Time on these 'Official' projects will need to be attributed to the appropriate project by adding it to your sheet.

Ex. providing feedback for a change being developed as part of the 'ITEU-ITSM-BoilerKey Task Force' project.

Once configured properly, your time sheet should look like this:

NOTE: Items can be re-ordered by clicking the column headers.

Weekdays vs Weekends

By default, Innotas only shows you a Monday - Friday timesheet for each week.

If you need to report hours for a Saturday or Sunday, or maybe your week is Friday - Monday,
You can change the days that are displayed by clicking the gear in the upper right,
Then selecting/deselecting the checkboxes for the appropriate days.

NOTE: On this window you can also fill in the "Expected hours per day" box, to utilize the progress icons. Use 7.5 hours if you normally work an 8 hour shift.

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