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User Guide_version2

shipTA Shipside

shipTA Shipside Application User Guide February 8, 2018 Table of Contents 1. INTRODUCTION .............................................................................................................................................. 1 1.1 PURPOSE .......................................................................................................................................................... 1 1.2 INTENDED AUDIENCE ....................................................................................................................................... 1 1.3 BACKGROUND .................................................................................................................................................. 1 2. ROLES ................................................................................................................................................................ 2 2.1 ATTESTER ........................................................................................................................................................ 2 2.2 APPROVER........................................................................................................................................................ 2 2.3 CERTIFIER ........................................................................................................................................................ 2 2.4 IT ADMINISTRATOR ......................................................................................................................................... 2 2.5 SYSTEM ADMINISTRATOR ................................................................................................................................ 2 3. SHIP-SIDE PROCESS BASED ON ROLE ..................................................................................................... 3 4. SHIP-SIDE TIMELINE PROCESS ................................................................................................................. 4 5. LOGGING IN ..................................................................................................................................................... 5 5.1 FIRST LOGIN .................................................................................................................................................... 5 5.2 LOGIN FOR ACTIVE USERS ............................................................................................................................... 6 5.3 PASSWORD RESET ............................................................................................................................................ 6 5.4 INTERNET AVAILABILITY ................................................................................................................................. 6 6. NAVIGATION AND FEATURES.................................................................................................................... 7 6.1 ATTESTER MENU ............................................................................................................................................. 7 6.2 APPROVER MENU ............................................................................................................................................. 8 6.3 CERTIFIER MENU ............................................................................................................................................. 8 7. TIMESHEET ...................................................................................................................................................... 9 7.1 CHOOSING AND CHANGING A TRANSACTION ................................................................................................... 9 7.1.1 Changing a Transaction ......................................................................................................................... 10 7.1.2 Choosing a Transaction with Comments Required ................................................................................ 10 7.1.3 Adding a New Transaction .................................................................................................................... 11 7.1.4 Removing a Transaction ........................................................................................................................ 11 7.1.5 Entering Overtime (OT) Pay .................................................................................................................. 12 7.2 ENTERING HOURS .......................................................................................................................................... 12 7.3 ‘CHECKING’ SHORE LEAVE CREDITS ............................................................................................................. 13 7.4 SUBMITTING TIMESHEET ................................................................................................................................ 13 7.4.1 Error Message Over 24 Hours ............................................................................................................... 14 7.5 TIMESHEET STATUSES .................................................................................................................................... 14 8. ACTIVITY WALL ........................................................................................................................................... 16 8.1 FEATURES ...................................................................................................................................................... 16 8.2 ACTIVITY WALL ............................................................................................................................................ 17 8.3 MANAGER WALL ........................................................................................................................................... 17 9. REPORTS ......................................................................................................................................................... 18 9.1 ATTESTER REPORTS ....................................................................................................................................... 18 9.2 APPROVER REPORTS ...................................................................................................................................... 18 9.2.1 Staff Timesheet Status ........................................................................................................................... 18 9.3 CERTIFIER REPORTS ....................................................................................................................................... 20 9.3.1 All Timesheet Status .............................................................................................................................. 20 9.3.2 Leave Requests ...................................................................................................................................... 21 9.3.3 All Transactions ..................................................................................................................................... 21 9.3.4 Shore Leave Credits by PP .................................................................................................................... 21 9.3.5 Staff Status Timesheets .......................................................................................................................... 22 The Certifier can view the timesheet status details of their staff. ....................................................................... 22 9.3.6 Timesheet PP- XX ................................................................................................................................. 22 The Certifier can view the their timesheet from the previous pay period. ......................................................... 22 10. LEAVE REQUESTS ........................................................................................................................................ 22 10.1 MANAGE LEAVE REQUESTS ........................................................................................................................... 22 10.1.1 Attester .............................................................................................................................................. 22 NOAA Official Use Only iv

shipTA Shipside Application User Guide February 8, 2018 10.1.2 Approver and Certifier ...................................................................................................................... 22 10.2 ADD LEAVE REQUEST .................................................................................................................................... 23 11. APPROVE ........................................................................................................................................................ 23 11.1 CANCEL APPROVED TIMESHEET .................................................................................................................... 25 11.2 DISAPPROVE................................................................................................................................................... 25 12. CERTIFY .......................................................................................................................................................... 26 12.1 CERTIFY TIMESHEETS .................................................................................................................................... 26 12.1.1 Cancel Certified Timesheet ............................................................................................................... 26 12.1.2 Unlock Timesheet .............................................................................................................................. 27 12.2 ADD TIMESHEET ............................................................................................................................................ 27 12.2.1 For Themselves ................................................................................................................................. 27 12.2.2 For Employee .................................................................................................................................... 27 12.2.3 Account Codes .................................................................................................................................. 28 12.2.4 Update Shore Leave .......................................................................................................................... 28 13. CONTROLS ..................................................................................................................................................... 29 13.1 EMPLOYEES ................................................................................................................................................... 29 13.1.1 Add Employee ................................................................................................................................... 30 13.1.2 Remove Employee ............................................................................................................................ 31 13.1.3 Assign Role to Employee .................................................................................................................. 31 13.2 APPROVER AND CERTIFIER SETUP.................................................................................................................. 32 13.2.1 Add Employees ................................................................................................................................. 33 13.2.2 Remove Employees ........................................................................................................................... 33 13.3 TRANSACTIONS .............................................................................................................................................. 34 13.3.1 Edit Transaction Code ....................................................................................................................... 34 13.3.2 Add Transaction Code ....................................................................................................................... 35 13.4 BATCH PROCESS ............................................................................................................................................ 35 13.5 VESSEL INFORMATION ................................................................................................................................... 36 APPENDIX A. HELPFUL DOCUMENTS ............................................................................................................. 37 APPENDIX B. NAVIGATION ICON TABLE ....................................................................................................... 38 APPENDIX C. LEAVE REQUEST FROM ............................................................................................................ 39 APPENDIX D. LOGIN SCREEN ............................................................................................................................ 41 APPENDIX E. REGISTERING SHIP FOR THE FIRST TIME .......................................................................... 42 List of Tables Table 1. Timesheet Statuses ........................................................................................................................................ 15 Table 2. Staff Timesheet Status Report Details ........................................................................................................... 19 Table 3. Employees Table Details ............................................................................................................................... 30 Table 4. Table Details .................................................................................................................................................. 34 List of Figures Figure 1. User Role based Flowchart............................................................................................................................. 3 Figure 2. Timeline Flowchart ........................................................................................................................................ 4 Figure 3. Password Email .............................................................................................................................................. 5 Figure 4. New Password ................................................................................................................................................ 5 Figure 5. Invalid Username or Password ....................................................................................................................... 6 Figure 6. Reset Password ............................................................................................................................................... 6 Figure 7. Approver Menu .............................................................................................................................................. 8 Figure 8. Certifier Menu ................................................................................................................................................ 8 Figure 9. Timesheet ....................................................................................................................................................... 9 NOAA Official Use Only v

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