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Module: Induction Part 2 - Post PC Setup

đź“‹ Configuration - Create your Microsoft Dynamics CRM Account + Changing Work Hours

Created 11 years ago by Michael Demarco|

Modified 1 month ago by Ozair Ashfaque

Each time you have a change of:

  • Phone number
  • Address
  • Title, rates, working hours
  1. Redo section 3, 4 & 5
  2. Email SSWAdmin to let them know what has changed with a link to your CRM User record.

If you moved office and need to update your AD details for e.g. Add to a different office group, follow Moving Offices

We use Microsoft Dynamics CRM (Customer Relationship Manager) to view and edit client and employee details. Information in your Dynamics CRM profile is also used to populate your SSW People profile. More information can be found at SSW People Wiki - Updating CRM

  1. Sign into Microsoft Dynamics CRM with your SSW account details (it has already been created)

  2. Since this is the first time you are editing CRM, someone should be supervising you. Ping then call

    • Your Induction Manager as the 1st option
    • Adam's Personal Assistant as the 2nd option
    • Adam as the 3rd option
    • Any SSW Account Manager as the 4th option

Once you have someone, you will update your User information and be shown how the Dynamics navigation works. You will know how to find Users and put in your work hours, etc.

Note: Remember you must be driving (you are the one controlling the keyboard and mouse) and make sure you fill in the required information:

  1. Navigate to (left panel) My Work | Users | {{ YOUR NAME }}:

    • Ensure the "User" view option (Under your name at the top of the page) is set to "User"

    • Ensure your Job Title & Default Rate are correct. Job Title comes directly from Active Directory (AD), managed by the SysAdmins, so open a ticket with them if incorrect.

    • Ensure your Category is selected; "Billable" for billable people, and "Admin" for non-billable people.

    • Ensure your Manager and Site (for SophieBot) details are correct.

    • Ensure your Mobile Phone details are correct (for SophieBot).

    • If you ever change which SSW office you work for, update your Site, Manager, and inform the SysAdmins so they can update AD as well.

    • Ensure your GitHub profile URL is added to your details.

    • Add social links (optional) e.g. Blog URL, LinkedIn URL, Facebook URL, Twitter Username, etc.

    • At the bottom of the page, in the section TimePro Information, update the Internal Project to “Induction”. This is only while your major focus is completing the initial SugarLearning parts.

    Figure: Ensure your information is correct Figure: Ensure your Job Title, Office, and Phone details are entered correctly

  2. On the Details Tab of the Information Section check/enter the following:

    • Residential address (this comes from AD, so if it's wrong, send your new details to SysAdmins through Zendesk sswsysadmins@pdi-ssw.zendesk.com and CC SSWAccounts@)
    • Date Of Birth
    • Dietary Note (any dietary requirements, please put N/A if you don't have any)
    • T-shirt Size (S / M / L / etc.)

  3. Mobile number, Job title, and residential address are directly synced from AD (On-Prem). Any changes made should be made in AD by SysAdmins and SSWAccounts@ should be notified.

    • Send a Zendesk Ticket to update the above details and CC SSWAccounts@

  4. Continuing in the Details Tab, enter your WFH and WFO days, including work hours.

    • If you are still going through induction parts 1-5 and working from the office full time, or if you work from the office fulltime, use the following format as the default:

    9am – 6pm

    WFH: N/A

    WFO: Mon, Tue, Wed, Thu, Fri

    • If you are eligible for work-from-home, use the following format as the default:

    9am – 6pm

    WFH: Mon, Tue

    WFO: Wed, Thu, Fri

  5. SKIP TO NUMBER 8 IF EMPLOYED FULL TIME. Do the following ONLY if you’re PART-TIME (e.g. you work 2 days a week), or if the number of days you work in a week changes (e.g. changing from 3 to 4 days)

    Note: To qualify you for a free lunch the system needs to match the number of filled in timesheets with the number of days you work weekly. The system tracks this via the Free Lunch exception list.

    Figure: Only enter these if they vary from the usual Mon-Fri, 9-6

  6. Click on ⚙️ | Personalization Settings | General | Set the time zone you are in correctly: image.png Figure: Ensure your timezone is correct, as it will be used in other automations across the business

  7. Copy your profile URL and include it in an email to your managers to confirm that you’re all set up in CRM and have the correct title and rate. HINT: Copy the Full URL from the top of your browser from the address bar.

    Send email using Outlook | New Email | Content Chooser | All Staff Single Use Email Templates | Select induction-part-2-crm-user-account

    Admin staff: Since not specified in T&C, please use $225 for all admin roles. NOTE: System Admins Roles are in the T&C

  8. Find Andrew Coates from Microsoft (under Contacts) and take a screenshot of his contact details in Dynamics CRM.
    Note: In Dynamics365, by default you'll be searching "My active contacts" so change that to "Active contacts", or else just use the universal search at the top right.

  9. Send an email to Adam using Outlook | New Email | Content Chooser | All Staff Single Use Email Templates | Select induction-part-2-crm-contact-info to show that you can use CRM to find a person's details.

Completion

In order to complete this task, paste a link to your Dynamics CRM profile into your approval request.

Please contact your induction manager if the task is still pending after 2 days