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Machete User Manual

1. List tab Create tab Record tab i LL la Leal bree Lae Lang uage Table entries gi Creste Sram itm I Menu links Search box aris Date uated WO cote pope Tria Hw d 11 Updated Ex jaw tea mp LUC joe SD deme ESRI jadeds Trost Cana Latina 117 TES Aem 1 H T2131 20 11 AT in FETA LUI F oboe TEM Moris Cc Ji dd Anco RM pig Pagination The 1 be 12 of 1 etre 2 1 Menu Links Every Machete page has a row of gray boxes the Menu Links that contain HTML links These links go to different Machete pages providing access to various areas of the application The links cause the browser to load anew HTML page This refreshes all the information on the page from the server Clicking on the link for the page you are already viewing will cause the page to be re loaded and refreshed 2 1 1 Employers Link The employers link navigates the browser to the employers page which provides access for searching creating edit ing and deleting employer records The employers page also provides access for creating work orders and work assignments The work order and work assignment creation is embedded in the employer page becausework ord
2. Welcome jadmin Settings Logoff English Espanol List Employers Create New Employer All Online Show 10 entries Search Active employer Name Address 1 City Phone number Date updated y Updatedby Created online True Barack Obama 1699 Pennsylvania Av NW Washington 202 456 1414 1 21 2013 3 37 17 PM jadmin false True Clinton Global Initiative 1301 Avenue of the Americas New York 212 397 2255 1 21 2013 3 35 14 PM jadmin false True George Bush 1000 George Bush Drive West College Station 979 691 4000 1 21 2013 3 33 41 PM jadmin false True Jimmy Carter The Carter Center Atlanta 404 420 5100 1 21 2013 3 31 21 PM jadmin false True Savage Learning LLC 2400 Street St Seattle 123 456 7890 1 21 2013 3 24 05 PM jadmin false Showing 1 to 5 out of 5 entries 4 Figure 4 1 The Employer Page In addition to creating editing and deleting employer records the Employers page also records work orders and cap tures work assignments jobs The page organizes the three components in order to capture the employer information first then general work order information then the specifics of each assignment that a worker will fill Once an as signment is created and both the work order and assignment are saved the work order can be activated completing the order process 4 1 1 Searching for an Employer The Employers page shows the List Employers tab when it loads This tab provides a dynamic searchable table for finding employers which allows the
3. filtered from 7 total entries Figure 6 6 The Assigned Active filter Update Todays date Sunday 27 January 2013 Lottery Assign Remove Clear Requested Skilled Open Assigned All DWC HHH All Active Active Active Active Completed All Sign in Assignments Show 10 v Search Show 10 entries Search entries Date amp time Eng Hourly Hoursof Hour Est Earnings Additional Card Skills Prog Fullname UEM needed Y a wage work range D9Y5 minimum information Cesar 10004 Sonia 00006 1 27 2013 general EE 1 OWC Sotomayor 01 12 00 00 AM 0 labor Hm tom EO P2 Ruben 10001 Cesar n 1 27 2013 general HESS pi 2 PWC Daio Chavez 12 00 00 AM labor PM Top Augusto Edo Ee Em Sonia Showing 1 to 3 out of 3 entries filtered from 11 total entries 10004 E4 DWC Sotomayor Showing 1 to 4 out of 4 4r entries filtered from 7 total entries Figure 6 7 The AII Completed filter The green row indicates that the assignment is part of a work order that is marked as complete a worker is assigned to the work assigment and the work assignment is associated with a worker sign in record The yellow row indicates that the assignment is part of a work order that is marked as complete a worker is assigned to the work assignment but the work assignment is not associated with a worker sign in record The orange row indicates that the assignment is part of a work order that is marked as complete and n
4. out of 2 entries filtered from 82 total entries di Figure 4 8 Work Orders Tabs with assignments toggle displayed The button displays as a Green Plus or a Red Minus The button will display or hide the assignment information If workers are assigned their Membership Full Name and relevant assignment information will be displayed From this interface the user should be able to quickly find a past worker and use the information when creating a new work order for the employer 4 2 2 Creating a new Work Order To create a new work order you must first open an existing employer record or create a new one see above By default the List Work Orders Tab will display Once it is visible click on the Create New Work Order Tab List Work Orders Create New Work Order Copy employer info Save Date amp time needed 1 21 2013 12 00 00 AM Alternate paper order ID Work order status Pending Is start time flexible No Contact name at work site Is this a permanent No v placement Work site address 1 Work site address 2 Is English required for at No E least one worker City Is lunch supplied No v State Transportation method Worker buses Transportation fee if any 0 Phone Extra transportation fee if 0 an Created by Online Order No v Form workerRequests Add Description of work to be performed i Figure 4 9 Creating a Work Order and Work Order Fields Fill in the fields and click the S
5. 2 Address 1 Phone Address 2 Gender Male City Other gender State Active person Zipcode Figure 7 1 Workers Tab on the Persons Page Creating a Worker is covered in detail in the following chapter Workers Page 7 3 Events Tab For each Person record in Machete it is possible to store information about various events related to that person This information is organized in the form of Event records which are accessed from the Person page M A Welcome jadmin Settings Logoff English Espanol List persons Create Simon Bolivar Basic Information Worker information Events Create New Event 1 27 2013 Complaint Show 10 v entries Search Event type Notes From To Attachments Date updated Updated by Complaint Simon tried to overthrow the monarchy 1 27 2013 1 27 2013 0 1 27 2013 8 46 15 PM jadmin Recommendation Simon was very courteous 1 27 2013 1 27 2013 0 1 27 2013 8 45 47 PM jadmin Showing 1 to 2 out of 2 entries Figure 7 2 Events Tab on the Persons Page 7 2 Workers Tab 35 Machete User Manual Release 1 7 0 Events form part of the Person record in Machete and can be included in any reporting tool that uses Machete data Each event can have multiple attachments stored with it such as scans of recommendation or sanction letters The attachments are visible when editing an event record 7 3 1 Creating a new Event To create an Event first open the Pers
6. Employer To create a new employer record use the Create New Employer tab on the employer page The tab will provide a blank employer record Fill out the information and click the Save button List Employers Create New M Save Name Ronald Reagan Is a business No v Address 1 1600 Pennsylvania Ave NW Phone number phone number is required Address 2 Cell phone City Seattle Email address State WA Employer referred by choose v Zip code 20200 Other reference Active employer Yes v Participate in blog No v Duplicate Employer No v Receive email updates No v Created online No v Figure 4 6 Creating an employer record in the Employers record tab 1 highlights the Save option 2 which may reveal a validation error 3 Note Some fields are required and cannot be left blank If you attempt to save a record without providing information for a required field the field will be highlighted in red You record is not saved until you put some value in the required field and click the Save button again If the employer will not provide the information put not available or N A in the field Once you save the employer record a record tab for the new record will open showing the information you just entered The record tab will also give access to the work order information for the employer 4 1 6 Duplicate Employers Although users should search to see if the employer has an existing record be
7. List persons Create NewPerson Simon Bolivar Basic Information reate Worker Events Create New Event Print Save Delete First Name 1 Simon First Name 2 Last Name 1 Bolivar Last Name 2 Address 1 Phone Address 2 Gender Male Y City Other gender State Active person Zipcode Manager information Create or edit a person record When the person record is open there are two additional tabs The first tab shows basic information stored in the person record The second tab will either allow the user to create a worker record if it does not exist or edit the worker record if it does exist 8 3 Editing a worker To edit an existing worker record first use the List tab on the workers page to search and find the record Double click on the worker row in the List tab to open the record tab and edit the record Click save to save the changes to the record Information about the worker record The worker record is modeled after the intake form used to collect information necessary for United Way and City of Seattle reporting requirements Most of the drop down boxes are controlled by a table in the Machete database called Lookups Additional entries to a drop down can be added without modifying the Machete program new rows with the proper information need only be added to the Lookups table Clicking on the calendar icons will open a calendar dialog to assist in finding the date You can also type directl
8. M Moving 1500 5 1 7500 MEN sim coms ipmenineoo g s uu ss ual uA _ 1800 5 1 90 00 0 generallabor 12 00 5 1 60 00 Showing 1 to 6 out of 6 entries filtered from 9 total entries 4 In the assignments list it only shows work assignments that are active and unassigned 6 2 7 Assigned Active The Assigned Active button filters the assignments list to show only assignments that are associated with a worker and still active The additional columns are the assigned worker and requested worker column This filter easily shows who was requested vs who was assigned 6 2 8 All Completed The AII Completed button filters the assignments list based on the order status 30 Chapter 6 Dispatch Page Machete User Manual Release 1 7 0 Update Todays date Sunday 27 January 2013 Requested Skilled Open Assigned All DWC HHH All Lott A R Cl MH Rm Active Active Active Active Completed All Sign in Assignments Show 10 v Search Show 10 v entries Search entries assigned requested D Date amp time Eng Hourly Hoursof Hour pays Est Earnings Additional Card Skills Ltry Prog Fullname Worker Workers needed 7 work range y minimum information Cesar 10001 Cesar 00004 1 27 2013 10001 E3 1 DWC Chan Chus 01 7 00 00 AM 0 Moving 15 00 5 1 75 00 Showing 1 to 1 out of 1 Showing 1 to 1 out of 1 entries filtered from 9 total entries gt entries
9. Most of the fields are self explanatory and require input from the user Some fields are mandatory and will turn red if you attempt to save without populating them List Employers Save Create New Employer Clinton Global Notes Delete Name Clinton Global Initiative Is a business No v Address 1 1301 Avenue of the Americas Phone number 212 397 2255 Address 2 Cell phone City New York Email address State NY Employer referred by Angie s List v Zip code 10019 6022 Other reference Active employer Yes Participate in blog No Z Duplicate Employer No v Receive email updates Created online Yes v Manager information List work orders Create new work order 10 v entries Search Order Date amp time needed Status Assignment count Contact name at work site Work site address 1 Date updated Updated by 00003 1 21 2013 12 00 00 AM Pending Q4 Socks the cat 1301 Avenue of the Americas 01 21 2013 19 01 10 jadmin Showing 1 to 1 out of 1 entries filtered from 3 total entries 4 Figure 4 5 Editing an employer record in the Employers record tab 1 Additionally there are several drop down menus for an employer record some are informational and stored for report ing purposes while others affect the behavior of specific areas of the Machete application The following list describes the drop downs and their behavior 4 1 Employer referred by records how the employer found out about the
10. a new assignment is created for the skill Fixed job This yes no value determines whether the skill is a fixed job Fixed jobs are usually a special price for a set number of hours of work When this value is set to yes the user will not be able to change the wage and hour of the assignment Sort integer This integer is used to order the drop down list of skills Some skills are used much more frequently than others so the sort integer allows an organization to configure Machete to put the most used skill at the top of the drop down list Type of Work The Type of Work value is used by Machete to divide skills into different programs Some organizations have different programs for construction and household casual labor Often these programs are divided by gender traditionally men do construction type work while women do household work Machete does not requirea gender divide but instead offers a division by of Work which is also a setting on the Worker record The organization can divide its members into any number of programs and create a Type of Work value to represent each The type of Work is used in the Dispatch Page to quickly filter workers available and assignments by a Type of Work Specialty Skill Some skills are assumed to be possessed by all workers for a particular program Digging or Moving would be examples The specialty skill indicates whether the skill requires a worker with the specific skill according to
11. and communicate any changes in protocol if the change was made in error 11 1 Creating a new user account A user can create a new account at any time To create a new account if you are not logged on click on the Logon link in the upper right hand corner of any Machete Page The Log On Page has a link to Register a new user Click the Register link to be taken to the New User page MACHETE Lonon English Espa ol Log Machete Please enter your username and password Register if you don t have an account Account Information User name jadmin Password 00000 Remember me Logon Figure 11 1 The Log On Page showing the Register link By default new users receive only the User Role This role allows users to see non privileged information but does not allow them to create employers work orders or work assignments The information is used to construct your login username Your first name and your last name become your user name which you will provide to login to the system Your names will be separated by a period For example Hilary Clinton s username when she logs in to machete will be hilary clinton The other information 1s for future features The email address will be used to send instructions to reset a password if you forget it This is not implemented in the 1 0 release 49 Machete User Manual Release 1 7 0 MACHETE Logon English Espa ol Create a New Account Use the
12. category Level choose v Wage Minimum hour choose v Fixed job choose Sort integer choose v Type of work choose v Speciality skill No v Letter code Manager information Figure 12 5 Creating a Configuration Skills Record Sub category The sub category groups skills together Combined with the level value the two values allow Machete to create a hierarchy of skills based on the sub category and level In Machete there is a limit of 3 specialized skills that a worker can can have but some more specialized skills imply the ability to do less specialized skills Encoding this hierarchy into Machete allows the organization to more effectively assign workers to assignments during dispatch because workers may have some expertise in a skill area painting with a sprayer that makes them eligible 12 4 Creating a Configuration Skills Record 55 Machete User Manual Release 1 7 0 for less complicated assignments painting with a rollerbrush The Sub category value is part of this hierarchy when setting the value the names must be exactly the same between sub categories Level The Level is the second value of the Skills hierarchy It ranks the skills within a sub category A higher Level number signifies a more complex skill or ability Wage The Wage value is the default value when making a new assignment for with the skill Minimum hour The minimum hour value is the default minimum hours that will appear with
13. it On some browsers and devices double click functionality is not supported In such cases an Open button will appear in the left most column Clicking on it will open the record table for editing Double clicking on the employer record row will open a record tab This provides access to update information on the employer and to create or edit work orders for that employer 12 Chapter 4 Employers Page List Employers Create New Employer Clinton Global 2 All Online Show 10 entries Active employer True True True Name Clinton Global Initiative Savage Learning LLC Barack Obama True George Bush True Jimmy Carter Showing 1 to 5 out of 5 entries Address 1 City 1301 Avenue of the Americas New York 2400 Street St Seattle 1699 Pennsylvania Av NW Washington 1000 George Bush Drive West College Station The Carter Center Atlanta Machete User Manual Release 1 7 0 Phone number 212 397 2255 123 456 7890 202 456 1414 979 691 4000 404 420 5100 Date updated 1 21 2013 6 32 09 PM 1 21 2013 6 31 51 PM 1 21 2013 3 37 17 PM 1 21 2013 3 33 41 PM 1 21 2013 3 31 21 PM Search y Updatedby Created online jadmin true jadmin true jadmin false jadmin false jadmin false Figure 4 4 Double clicking a row 1 opens its records tab 2 for editing 4 1 4 Employer fields An employer record captures the necessary information about an employer to fulfill work order requests and contact the employer as necessary
14. out of 3 entries Figure 4 18 Select a worker to assign through the Dispatcher Information panel Note Using this method to change an assignment that was made through the dispatch page will also disconnect the worker sign in record from the work assignment 22 Chapter 4 Employers Page FIVE WORK ORDERS PAGE The work orders page allows users usually the dispatcher to manage work orders The role of the Work Orders Page in the work flow is to streamline the management of work order statuses Dispatchers can easily see upcoming work orders and the number of workers that the order needs in order to be filled Other common management activities provided by the Work Orders Page are changing order status printing work orders in bulk and reviewing the status of all work orders by day C H ETE Welcome jadmin Settings Logoff English Espanol Details Summary Pending Active Completed Cancelled Expired All Online Show 15 entries Search Order Transportation Assignment Contact name at work Updated Date amp time needed Status sie Work site address 1 Date updated by onelineSource 1 21 2013 12 00 00 SE 1301 Avenue of the 01 27 2013 00003 AM Pending Worker buses 1 Bill Clinton ML 12 24 44 jadmin true 00001 ELI Active Worker buses 1 Savage LearningLLC 2400 Street St aa jadmin false 2 2123 2013 70000 Completed shuttle delivery 1 Savage LearningLLC 2400 Street St p jadmin
15. page of Machete news when a user logs in to their account The home page contains a number of tabs that provides general information on Machete 3 1 Machete News The Machete news tab is the default tab and contains information about the latest updates to Machete This information is static HTML and is updated by editing the Views Home Index cshtml file in the IIS Machete directory 3 2 Issue Tracker The issue tracker tab is a simple tab that contains an external link to an open source issue tracker page Internet access is required to access this link 3 3 Documentation The documentation tab contains this manual and other information regarding machete 3 4 Reports The reports tab contains links to an external reporting solution By default these links assume a Reporting Services installation at http machete reports Any change will require updating the links on this page 3 5 About The about tab contains basic information about Machete the technology used and the origin of the name Machete User Manual Release 1 7 0 10 Chapter 3 Home Page FOUR EMPLOYERS PAGE 4 1 Employers The Employers page is the main page for managing employer requests Clicking on the Employers Menu Link at the top of any Machete page will cause the browser to navigate or reload the Employers page The page will open with the List Employers tab selected showing the most recent employers recorded in Machete H
16. the sub category hierarchy or if its a general skill that should be possessed by all workers Note this is only for filtering on the Dispatch Page A dispatcher can use the skills to filter and find a worker with a specific skill or assign any worker to any assignment The decision is left to the dispatcher 12 5 Deleting a Configuration Record To delete a configuration record open the Record tab for the configuration record you want to delete On the right hand side if you have permission to delete records a button to delete the record will be visible Warning Deleting a configuration record will can cause significant problems of records exist and are using the configuration record Deleting a configuration record should only be done if the record was made in error Discuss the issue with your system administrator if you are unsure about the necessity of the configuration record Click the delete button to delete the configuration record A dialog box will appear asking to confirm the delete If you confirm the configuration record will be deleted Use carefully 56 Chapter 12 Configurations Page Machete User Manual Release 1 7 0 List config entries Create config entry skill painter rollerbrush Save Delete Category Skill y DELETE CONFIGURATION English text painter rollerbrush n If Sub category paint any records reference it anywhere you will corrupt the database All informati
17. the record will be visible Note Deleting an Activity record will also delete ALL registrations associated with the record Deleting an Activity record is only necessary if you re removing a duplicate record for the same day Chapter9 Activities Page Machete User Manual Release 1 7 0 Manager information Registrations activity delete Membership touch here Sign Are you sure you want to delete this activity All information will be deleted including worker sign Show All v entries Membership Member expiration Cancel Delete 10001 1 1 2014 ATIVE ave 7 j Delete 10002 1 1 2014 Inactive Ruben Dario 1 27 2013 Delete 10003 1 1 2014 Active Augusto Sandino 1 27 2013 Delete 10004 1 1 2014 Active Sonia Sotomayor 1 27 2013 Figure 9 1 Deleting an Activity Click the delete button to delete the Activity record A dialog box will appear asking to confirm the delete If you confirm the Activity record and any associated records e g registrations will be deleted Use carefully 9 5 Registering Attendance from kiosks Machete supports the ability to register members for activities from a kiosk or portable device such as a tablet or 1Pad In such scenarios a keyboard may or may not be present or an external device such as a barcode reader may block the use of an on screen keyboard Without a keyboard it is not feasible to enter a user account and password to access protected Machete functionality Fo
18. 0 v Skill general labor v Hourly wage 12 00 Hours of work 5 v Hour range Choose v Days 1 v min total 60 00 max total mE MEM Figure 4 15 Work Assignment Fields Work assignment fields The fields of the create new work assignment tab are as follows English level The English level is used to filter worker eligibility in the Dispatch Page When filtering for eligibility based on a worker s specific skills assignments will be visible only if the its English level is equal or lesser than the worker s skill level Skill The skill field identifies the type of work to be performed and the necessary skill required to complete the work The skill selected will pre populate other fields such as the hourly wage and hours of work Some skills are general skills available to any worker Other skills such as Chambita skills will lock the wage hours and days of work Specialty skills require a worker with a specific skill set selecting a specialty skill will affect which workers are eligible in the Dispatch Page Hours of work and Hour Range The Hours of work field is the minimum hours of work required or the total hours required The Hour range field is the maximum if the Employer is unsure Additional information This field allows the user to enter specific requests from the employer for this position The field is different for every assignment in the work order allowing for additional information specific to the assign
19. 00006 1 27 2013 o general Chavez 04 12 00 00 AM labor Showing 1 to 9 out of 9 entries filtered from 11 total entries All DWC Hourly wage 15 00 15 00 15 00 15 00 18 00 18 00 12 00 12 00 5 5 All Search pays ESt Earnings Additional range y minimum information 1 75 00 1 75 00 1 75 00 1 75 00 1 90 00 1 90 00 1 60 00 1 60 00 gt Chapter 6 Dispatch Page SEVEN PERSONS PAGE 7 1 Persons Tab The Persons page is the primary page for managing person records A person record must exist for each worker in Machete and must be created first before the worker record can be created The person record serves a modular function within Machete it provides one record for each individual that might exist in different areas of Machete For example if a person is both a member in the Day Worker Center and a participant in the Comit de Defensa de Trabadaores CDT the Person record allows to Machete to associate the individual from both programs Note At this time employers and Machete users are not associated with Person records For employers the associ ation can be added later when the need arises For users the long term goal is to use Windows Domain Controller to manage user accounts M A E H ETE Welcome jadmin Settings Logoff English Espa ol List persons Create New Person Show 10 entries Search Active person First Name 1 First
20. E roe bh GERD web dod ER RB dodo d dd um ed 13 0 6 e one roh RON NOR 908 Re wo OP ORO ROPE EERE e REESE XQ 13 7 Complete Orders so uvm 9 AOSD Shee OEE Ss EOS EDS GH COR ESO hw 138 Cancelled Ordr 139 Expired Orders a u Boom Ro oh A RR Em hus b BU E ELS Ps ee E A Wim MO Mo ex 1310 iw unum MC 3 11 Dispatch ed EUR ee EUR RUP P NUR ee ee RR RUR BUB S 13 12 Worker Signin Record s x eoe wow kx oo woRCAOR ho SHEERS daka ROO R d We X EE HES ks lu 6 eee oe a ewe oe oe ee eRe OE Oe ea ee ee eee eee Eee ee ae wee 39 39 40 40 40 41 43 43 43 44 44 45 47 47 48 49 49 50 53 53 54 54 55 56 INTRODUCTION Machete is a web application customized to manage a day labor referral service Machete tracks work orders from employers looking for short term casual labor It also provides a means for matching laborers with specific skills to requests made by employers for skilled casual labor Machete performs the following tasks Stores basic contact information for all persons associated with the Machete system 2 Stores biographical and membership information on its members 3 Records daily member attendance using a identification number through either a bar code scanner or the key board 4 Captures employer work order and work assignment details into a relational database 5 Provides a fast
21. Machete User Manual Release 1 7 0 Savage Learning LLC June 20 2013 Introduction 11 How does Machete work 1 2 do I login to Machete 1 3 What does Machete not do 14 User Accounts 1 5 Bilingual Support 16 Workflow Interface Overview 21 Menu Links Zoe oo 6 he 3x3 23 DataTables 2 44 Language 2 5 Required Fields Home Page 3 1 Machete News 3 2 Issue Tracker 33 Documentation 3 4 5 3 5 Employers Page 4 1 Employers 42 Work Orders 4 3 Work Assignments Work Orders Page 5 Work Order Summary 5 2 Work Order Details Dispatch Page 61 Lottery 6 2 Dispatch Filters Persons Page 7 1 Persons Tab 7 3 Workers Tab 7 3 Events Tab 7 4 Activities CONTENTS N NDAU Un OO WO 23 29 24 27 24 28 8 9 10 11 12 13 Workers Page 5 Searching fora Worker 4 See koX eee SOR 4 Po ees 5 2 MED s Pm s4 Statusofa Worker ot edn be Rebbe ko Rob GR wem ko E POR m REOR OR hoch om 4 ES 5 5 Deleting TWOKE 5x4 oko om Roe mOROHROB OR E 4 4 x dhow bg EGO XO amp oH oO Activities Page 9I Searchme fOFPAHJAGUVID serier esas ROW O9 om Eee Wow Wok ED eae X EUR 92 Creat
22. Name 2 Last Name 1 Last Name 2 Phone Date updated y Updated by True Sonia Sotomayor 1 27 2013 1 21 32 PM jadmin True Augusto Sandino 1 21 2013 11 26 50 PM jadmin True Ruben Dario 1 21 2013 11 24 55 PM jadmin True Cesar Chavez 1 21 2013 6 58 51 PM jadmin Showing 1 to 4 out of 4 entries Ije 7 1 1 Searching for a person The perons page shows the List Persons tab when it is first loaded It is a good idea to search for a person before creating a new one Duplicating person records reduces the ability to report on persons and workers and can create confusion later The search box on the List tab searches all person records in Machete as you type You do not need to type the entire name or phone number Machete will search based on the text you provide 7 1 2 Creating a new person To create a new person record use the Create New Person tab on the Persons page The tab will provide a blank person record Fill out the information and click the Save button 33 Machete User Manual Release 1 7 0 Note Some fields are required and cannot be left blank If you attempt to save a record without providing information for a required field the field will be highlighted in red You record is not saved until you put some value in the required field and click the Save button again List persons Create New Person Save First Name 1 First Name 2 Last Name 1 Last Name 2 Address 1 Phone Address 2 Gender Male v City Other gende
23. any associated records e g worker record will be deleted Use carefully If you want to de activate the person so they do not appear in reports edit the person record and remove the check from the Active person check box 34 Chapter 7 Persons Page Machete User Manual Release 1 7 0 List persons Create New Person RubenDario Basic Information Worker information Events Create New Event Activities Print Save Delete First Name 1 Ruben person delete Last Name 1 Dario Are you sure you want to delete this person All information will be deleted forever If you want to Address 1 de activate this Person cancel from this dialog and uncheck the active box on the person page Address 2 Cancel City State Zipcode Manager information 7 2 Workers Tab The Workers Tab on the Persons Page allows the user to add Worker functionality to an existing Person record or mod ify the Worker record if it exists Once the Person record is created and opened additional tabs are visible cdfhilmopstu including the Workers Tab If this is a new Person record or an existing person that does not have a worker record the Workers Tab will be labeled Create Worker If a worker record exists the tab will be labeled Worker Information List persons Create New Person Arnulfo Quimare Basic Information Create Worker Events Create New Event Print Save Delete First Name 1 Arnulfo First Name 2 Last Name 1 Quimare Last Name
24. ard Skills Ltry Prog Full name ba wage work range Days minimum information 10002 EOP2P1 2 DWC Ruben Dario ogee a 12 00 00 0 painter 18 00 5 1 90 00 Showing 1 to 1 out of 1 lt spray entries filtered from 7 total 00005 1 27 2013 12 00 00 painter di 02 AM 0 spray 18 00 5 1 90 00 Showing 1 to 2 out of 2 entries filtered from 9 total entries 4 gt Figure 6 5 Skilled filter The specialty skills do not prevent an unskilled worker from being assigned to a skilled assignment A user can assign an unskilled worker or a worker with a skill other than the skill required to an assignment through the other filters The skilled filter facilitates assigning available skilled workers to assignments but leaves ultimate control with the user 6 2 6 Open Active The Open Active button filters the worker list and the assignment list In the worker list it shows only workers that are not assigned to a work assignment Update Todays date Sunday 27 January 2013 Requested Skilled Open Assigned All DWC HHH All Lott Assign R Cle nimy lind sm i Active Active Active Active Completed Sign in Assignments Show 10 v entries Search Show 10 v entries Search Card Skills Prog Fullname Date amp time needed 9 Skil a cara sill Ll Meine m oreo 10002 EOP 2 Ruben Dario ee ge er 1 e 1 7500 10003 EO pwc e 1500 5 1 75 00 10004 E4 DWC E 000042 1 013 70090
25. as a keyboard device and transmit the ID as plain text numbers and letters followed by a return key The Workers Sign in Page assumes this and places the cursor on the Membership field by default When the card is scanned the card reader will mimic pressing the keys for the ID card number and an enter key when it is finished 47 Machete User Manual Release 1 7 0 Upon receiving the enter key the form will post the ID number to Machete If the ID is valid it will be recorded and the picture associated with the worker will be displayed The picture can be used to verify the identity of the worker associated with the ID number 10 1 2 Registering Manually If no card system is used the worker s ID number will need to be entered manually followed by the enter key As with the card system when the enter key is pressed Machete attempts to record the ID and display the picture associated with the ID If an error is made typing in the ID number the registration can be deleted using the Delete link in the left most column 10 2 Registration Behavior When registering for work on the Worker Sign in the page loads with the cursor set to the membership text box and assumes that either a barcode scanner or a keyboard will enter in a card number Either method can be used inter changeably Using a USB barcode scanner scan the card The scanner will enter the ID number and hit enter Using the keyboard type the ID number and hit enter O
26. assignment 01 27 2013 Sunday 1 3 01 23 2013 Wednesday 1 1 01 21 2013 Monday 1 1 1 1 Showing 1 to 3 out of 3 entries filtered from 4 total entries 4 gt Figure 5 2 Summary Tab buttons and information 5 1 1 Summary Functionality The summary tab simplifies printing and completing orders in a group The following diagram illustrates the intended use of functionality on the summary tab Employers page Dispatch page Work orders page Work orders page Create a new Assign worker to Print activa amp Complete active work order and open assignment assigned work amp assigned work activate in work order orders i orders Return to dispatch page and assign workers to any incomplete work orders Figure 5 3 Work flow Note By double clicking on a row in the summary page the work order details page is activated and automatically filtered for the day corresponding to the row selected 5 1 2 Summary Buttons The Summary Tab provides the following functionality Print active orders This button prints all active orders for a single day The day is selected through a cal endar dialog which is accessed by clicking on the date field on the same row as the button The date field is automatically populated with the current date Print active amp assigned orders This button prints all active and assigned orders for a single day The day is selected through a calendar dialog the current date is the default for the da
27. ave button to save the new work order The Edit Tab for the newly created work order will open which reveals the Work Assignment Tabs which are discussed below If the employer information is the same as the work order information use the Copy Employer Info button to copy the information See the following sections for more information 16 Chapter 4 Employers Page Machete User Manual Release 1 7 0 Work Order fields Machete uses the work order information when matching workers to the available work assignments and also for printing the orders While some work order fields are self explanatory others require explanation Alternate order ID Machete automatically gives a unique ID to each order However other numbering systems may exist such as paper ordering systems so Machete allows the user to enter an alternate ID for the order If an ID number is entered that ID 1s used for searching and printing If an ID is not entered the internal number will be used Work order status The status of a work order is important for processing work orders While users of Machete cannot edit the status directly managers are able to set the status of an order Order status will be documented in the Work Orders section of the documentation below Permanent placement Machete will track both temporary and permanent work placement Permanent job placement can be identified by setting this value to Yes otherwise leave it as No English re
28. be dispatched are on hold or for some other reason should not be seen in the dispatch screen When on line orders are available they will enter the system as pending and must be reviewed and manually set to active Blue active orders that are ready to be dispatched Active orders are visible in the dispatch screen Green completed orders that have workers assigned to all of the order s assignments and have been marked as completed Red cancelled orders that have been cancelled by the employer Yellow completed amp orphaned orders that are completed but one or more assignment is orphaned An orphaned assignment has a worker assigned but there is no corresponding worker sign in record associated with the assignment 5 2 Work Order Details 25 Machete User Manual Release 1 7 0 Orange completed amp unassigned orders that are completed but one or more assignment does not have a worker assigned to it 5 2 3 Completed orders orphaned amp unassigned Completed amp Orphaned orders are undesireable but sometimes unavoidable An orphaned assignment is when a worker is assigned to a work assignment by editing the work assigment directly instead of using the dispatch page An orphaned assignment is undesirable because the sign in record is not connected with the dispatch However if a worker is dispatched to more than one job per day the subsequent dispatches can only be recorded as orphaned records Machet
29. chete User Manual Release 1 7 0 Casa Latina s lottery model uses ID cards and a large opaque bucket First the ID cards for each worker seeking work are publicly placed into the bucket Then with all the workers present the bucket is shaken to mixed up the cards then they are publically drawn out at random to determine who gets work Update Today s date Sunday 27 January 2013 Lottery Assign Remove Clear HHH JI sunda 27 January 2013 Sign in a s JJJ Sign in l ls lo lb MM Mm um Cards Lottery Full name PAP GP P UP P UP UP P i i Show 10 entries 10001 1 Clear Cesar Chavez Search 10002 2 Clear Ruben Dario of Hour Days Est Earnings Additional 10001 1 DWC CesarChi 10004 Sonia Sotomayor 1 7500 10000 2 DWE RUBEN DE Showing 1 to 4 out of 4 entries filtered lt r 10003 E0 DWC Augustas from 7 total entries 1 75 00 10004 E4 DWC Sonia Sot Showing 1 to 4 out of 4 1 75 00 entries filtered from 7 total 7 rZ Figure 6 2 Lottery dialog Machete supports this system through a lottery dialog that records which workers were drawn at random and what order they were picked The membership number is entered and the correlating Sign in record for the day is marked as picked The mark is a timestamp so the order can be preserved even if a lottery pick needs to be cleared 6 2 Dispatch Filters Machete provides a number of ways to filter wo
30. day labor organization This switch is informational only and does not affect the behavior of Machete The options in the list are configurable from the Configurations section of the Settings page Active employer sets an employer as active or inactive Active employers are visible to users of Machete while inactive employers are visible only to managers and administrators of Machete Duplicate Employer records whether an employer record is a duplicate This switch is informational only and does not affect the behavior of Machete Created Online controls whether an employer record is treated as if it originated from the Machete application or an external system such as a web site The value is set at record creation time but can be changed by a manager or administrator Participate in blog records whether an employer agrees to participate in an organization s blog This switch is informational only and does not affect the behavior of Machete Employers 13 Machete User Manual Release 1 7 0 Receive email updates records whether an employer agrees to receive email updates from the organization This switch is informational only and does not affect the behavior of Machete Be sure to click the Save button in order to save any changes made to the record If you attempt to navigate away from a page after making changes a dialog will pop up asking you to confirm that you wish to leave without saving your work 4 1 5 Creating a New
31. days etc Machete will capture this assignment an orphaned assignment Orphaned assignments are linked to the worker but not to a daily registration record Machete allows the dispatcher to assign a worker to a work assignment from inside the Work Assignment record which can be accessed from the Employers Work Orders or Work Assignments Pages The dispatch information bar is only visible to users who are managers or administrators in Machete Clicking on the Dispatch Information bar will reveal the the buttons that allow the user to add a worker directly to the assignment Clicking on the Change button will reveal the worker dialog to select a worker Use the Searchbox to find the work then double click on the row to assign it Click the Save button to save the change to the Assignment record 43 Work Assignments ig Machete User Manual Release 1 7 0 List Work Assignments Create New Work Assignment Assignment 00003 01 Save Duplicate Assignment Delete English level required 0 v ganaral labo labor v Hourly wage 00 Hours of work 5 Hour range choose min total 60 00 max total F Dispatch information workerAssignedID Change Delete Figure 4 17 Clicking Dispatch information 1 reveals the Orphaned Assignment panel 2 Search First Name 1 First Name 2 Last Name 1 Last Name 2 Chavez Dario Sandino Showing 1 to 3
32. e cannot associate multiple assignments with a single worker sign in record Completed amp Unassigned orders are bad and should be avoided Setting an order s status to complete will include it in reports but leaving an assignment without a worker means there is no record of which worker was dispatched Any survey information will be useless because there will be no worker associated with it Additionally the assignment will be absent from the worker s job history 26 Chapter 5 Work Orders Page SIX DISPATCH PAGE The Dispatch Page brings together the worker sign ins and the work assignments for a given day Users can filter by skills need by whether a worker was requested by the employer by work order status and by referral service program The page shows two tables one for sign ins and one for assignments When using filter buttons both tables will be filtered For example selecting the Skilled filter will only show workers with special skills and only show assignments requiring special skills such as roofing The page shows assignments not work orders because the assignments represent a worker needed an order can have multiple assignments M A G Welcome jadmin Settings Logoff English Espanol Update Todays date Sunday 27 January 2013 Requested Skilled Open Assigned All DWC HHH All Lott Assign R Cle ottery i Active Active Active Active Completed Si
33. e is to match workers with available work in the community and as such work orders are a concern that touch many areas in the application In the context of employers work orders are organized by employer and accessible by using the List Employers Tab to open the employer s Edit Tab M A E H ETE Welcome jadmin Settings Logoff English Espanol List Employers Create New Employer Clinton Global Initiative Employe rs Tabs Save Delete Name Clinton Global Initiative Is a business No Y Notes Address 1 1301 Avenue of the Americas Phone number 212 397 2255 Address 2 Cell phone City New York Email address State NY Employer referred by Angie s List v Zip code 10019 6022 Other reference Active employer Yes v Participate in blog No v Duplicate Employer NO Receive email updates NO v Created online Yes Manager information List Work Orders Create New Work Order Work Orders Tabs Show 10 entries Search Orders Date amp time needed Status Assignment count Contact name at work site Work site address 1 Date updated Updated by 00003 1 21 2013 12 00 00 AM Pending Q1 Socks the cat 1301 Avenue of the Americas 01 21 2013 19 01 10 jadmin Showing 1 to 1 out of 1 entries filtered from 3 total entries dj L Figure 4 7 Work Orders Tabs on the Employers record To review an employer s work orders do the following 1 Navigate to the Employers Page 2 Search for the desired empl
34. eated in succession in order to complete a task In such situations creating a record will open up a new set of tabs This new set of tabs will have a List tab and a Create Tab that function in the same manner as their parent 2 2 3 Record Tab When a record is created using the Create tab and saved a new tab will be opened Record tabs can also be opened by double clicking on a record row in a List tab Record tabs allow a user to edit or delete a record The delete functionality should be used carefully because it may also delete related records There is no undelete functionality deletions are permanent 2 3 DataTables 2 3 1 Search Box The search box automatically searches the list of records for text as it s being entered There is a 400 ms second delay on searching to reduce load on the Machete database Most fields displayed in a list will be searched with the exception of Updated by fields These fields are seldom searched and increase search load for all searches so they are excluded 2 3 2 Table Entries Per Page This option controls how many rows are displayed in a table at a given time The default number is set relatively low because it reduces processing load and time on the server 2 3 3 Pagination The pagination arrows move through pages of table data Each click will make a call to the database to fetch a new set of records to display in the table 2 4 Language The language links tell Machete which la
35. eating a Configuration Record Category 54 Chapter 12 Configurations Page Machete User Manual Release 1 7 0 The category selected here determines the category and the drop down where the new configuration record appears The category list itself is controlled by Machete and cannot be changed Default The default drop down determines which value in a category group is the default value for the drop down Only one category per group can be default If you set a new record as default the old default record is cleared English text The English text value is displayed for the configuration entry when the interface is set to the English language This value is also used to correlate additional functionality for the Activity Name and Type Spanish text The Spanish text value is displayed for the configuration entry when the interface is set to the Spanish language 12 4 Creating a Configuration Skills Record Creating a Skills Configuration Record is similar to a normal record but it has several additional fields related to the skills functionality in Machete Skills have extra information related to the rate minimum hours and the work type to which the skill belongs The extra fields are the following e Sub category Level Wage Minimum hour Fixed job Sort integer Type of Work Specialty skill List config entries Create config entry Categor skl v Default No v English text Spanish text Sub
36. eparate component not available with the free verson of SQL Server 1 4 User Accounts To access Machete a user must create a user account AND an administrator must grant privileges to access the system by an Administrator The user creation process prompts the user to give their real first and last name Using a real first and last name is important because this name is also part of the logging system The name of the user is logged whenever he or she makes a change to a record When a user is not logged in Logon is displayed in the upper right hand corner of every page If the user does not have an account a Register link is available from the logon page MACHETE Logon English Espa ol Log on Machete Please enter your username and password Register if you don t have an account Account Information User name jadmin Password 00000 Remember me Logon Figure 1 1 Machete user sign in 1 5 Bilingual Support Machete has the capability to support muliple display languages As of 2013 it supports English and Spanish More languages can be added The links to switch between English and Spanish are in the upper right hand corner of every page A user can switch between English and Spanish anywhere in the application 1 6 Work flow Machete manages work orders through a simple work flow process Work orders start the process marked as Pend ing until they have sufficient information to proceed Once ord
37. er The only menu links available are the Activities and Worker Sign in On the Activities Page only classes starting and ending within a 30 minute window are displayed When a class is opened the options for changing the page are hidden Only the 9 5 Registering Attendance from kiosks 45 Machete User Manual Release 1 7 0 registration is available Additionally after 10 minutes the display will switch from the specific class registration to the List Activities Tab Once the List Activities Tab is displayed the Tab will refresh itself every 10 minutes This ensures that only current activities will be displayed and that members can find the activity they wish to register for with a minimum of effort For internet and cloud use Machete supports HTTPS and certificate authentication Adding a client certificate to an organization s devices and the Machete server will allow Machete to trust those devices providing secure service through the internet All major browsers for computers and most browsers for smartphones and tablets support client certificates so adding the certificates is just a configuration change See the following links for instructions Apple OSX Apple support site Apple iPhone amp iPad iOS Certificate PDF Android Android support site Chrome Chrome support site Firefox Mozilla support site nternet Explorer Microsoft support site Links valid as of February 2013 reference online order fo
38. er because no worker was available or no worker with the specific skill required could be found in time for the job 13 10 Work Assignment A work assignment is part of a work order One assignment is created for each worker needed 13 11 Dispatch Dispatch is the process of assigning a worker who has signed in for the day to an active work assignment 13 12 Worker Sign in Record A sign in occurs when a worker signs in to Machete sign in is required for the worker to appear in the Machete Dispatch page 13 13 Skills Every work assignment requires the selection of the skills necessary to complete the work Some skills are general skills such as digging that any worker can fulfill Other skills are specialty skills which limit which workers are eligible to be assigned to the work assignment 60 Chapter 13 Terminology
39. ers and assignments are always associated with an employer 2 1 2 Work Orders Link The work order page provides summary and management functionality for work orders It does not provide creation functionality see employers Machete User Manual Release 1 7 0 2 1 3 Dispatch Link The dispatch page brings together the list of workers signed in to Machete for the day and the list of work assignments that need to be filled The page provides several methods of filtering the lists to find workers with skills necessary for an assignment It also provides an interface for recording lottery selections using a bar code scanner 2 1 4 Persons Link The persons page provides access for searching creating editing and deleting person records It also provides access for creating worker records events and manging a person s activity attendance This functionality is located in the person page and not the workers page because a person record must be created first A worker record is created afterward 2 1 5 Workers Link The workers page provides access for searching editing and deleting worker records The worker page allows users to search by worker membership number 2 1 6 Activities Link The Activities Page manages activities with Machete Users can create edit and delete Activity records and also register members attendance for a given activity The registration works in the same manner as the daily attendance registration on the W
40. ers are ready they are marked Active making their assignments visible on the Dispatch Page From the Dispatch Page workers are assigned to assignments for a given day Print outs of the orders are given to the workers who travel to the work site and perform work for the employer Managers and Dispatchers review the orders and mark then Complete or Cancelled so that the information is captured in Machete s database The diagram below illustrates the basic work flow of creating orders in Machete Creating a work order involves an employer record a work order record and at least one work assignment record At the end of the process the users signifies that the order is complete by activating the order Chapter 1 Introduction Machete User Manual Release 1 7 0 Active orders are visible in the Dispatch page and are able to be assigned workers Status Find or create Create a new D end ing and employer status complete status active in work order Figure 1 2 Machete workflow 1 6 Work flow 3 Machete User Manual Release 1 7 0 4 Chapter 1 Introduction TWO INTERFACE OVERVIEW The Machete interface is the combination of multiple of technologies HTML jQuery and Datatables A lot of functionality is packed into the page so to describe it properly the following diagram identifies and labels the various functional points The subsequent paragraphs describe the functions in more detail
41. ership number is available 9 1 Searching for an Activity The Activity page shows the List Activities tab when it first loads The search box on the List tab searches all Activity records in Machete as you type The search will search the name type teacher start time and end time MEAXCSEHICESISE Welcome jadmin Settings Logoff English Espanol List activities Create New Activity 1 30 2013 7 00 00 AM Intermediate English Jaime Escalante Show 10 entries Search Activity name Activity type Teacher Attendance Start time End time Date updated Updated by Intermediate English Class Jaime Escalante 0 1 27 2013 7 00 00 AM 1 27 2013 8 00 00 AM 1 27 2013 9 37 58 PM jadmin Intermediate English Class Jaime Escalante 0 1 30 2013 7 00 00 1 27 2013 8 00 00 AM 1 27 2013 9 38 21 PM jadmin Basic English Class Gabe Kotter 0 1 28 2013 7 00 00 AM 1 28 2013 8 00 00 AM 1 27 2013 9 25 14 PM jadmin Basic English Class Gabe Kotter 0 1 29 2013 7 00 00 1 29 2013 8 00 00 AM 1 27 2013 9 37 34 PM jadmin Showing 1 to 4 out of 4 entries 4 b You do not need to type in the entire phrase you are looking for Machete will search based on the text you provide 9 2 Creating a New Activity To create a new Activity record use the Create New Activity tab on the Activities page The tab will provide a blank Activity record Fill out the information and click the save button Some fields are required and cannot be left blank List activi
42. false 1 27 2013 7 00 00 oE 1301 Avenue ofthe 01 27 2013 00004 AM Cancelled Worker buses 3 Bill Clinton aes 12 24 54 jadmin false Showing 1 to 4 out of 4 entries gt Figure 5 1 The Work Orders Page There are two tabs on the work order page the Details Tab and the Summary Tab The Details Tab show above shows each order and the date amp time that the workers are needed and is color coded to show the status of orders at a glance The Summary Tab provides status summaries aggregated by day 5 1 Work Order Summary The work orders summary tab shows a grid of information Each row represents a single day and the columns divide the work orders and assignments by their status The image above shows the work orders summary tab There are 12 columns The first 2 show date information The remaining 10 columns show orders and assignments based on their status The summary tab shows both the order count and the assignment count because they can be different this display gives dispatchers an instant count of how many workers are needed and how many orders need to be dispatched 23 Machete User Manual Release 1 7 0 Details Summary Print active orders Print active amp assigned orders 01 27 2013 Complete active amp assigned orders Show 25 entries Search Date Weekday Pending Pending Active Active Completed Completed Cancelled Cancelled Expired Expired order assignment order assignment order assignment order assignment order
43. flexible method of dispatching workers to work orders based on English level skill level and employer requests 6 Captures class assembly and special activity attendance 1 1 How does Machete work Machete is a client server web application that supports most major web browers Firefox Chrome Safari IE Ma chete is installed on an IIS web server and connected to a MS SQL database Many clients can simultanously use Machete as long as they have reliable network connectity between the web client and the server The web client server framework provides a great deal of flexibility but also comes with it s own quirks and restraints 1 2 How do I login to Machete To access Machete use a compliant web browser and go to the Machete web server URL Your site administrator will be able to tell you the URL to access your instance of Machete You will need a login and password to sign in to Machete You can register for an account by clicking in the Logon link in the upper right hand corner of the Machete page manager or dispatcher will need to give your account permission to use Machete 1 3 What does Machete not do Reports Machete captures data display data and prints select data through the web client s print functionality Machete User Manual Release 1 7 0 Reports on the data that Machete collects are available through any SQL compliant tool A set of SQL Server Reporting Services SSRS reports are provided but SSRS is a s
44. fore creating a new one inevitably duplicate employer records will be made Additionally the online order form process cannot detect duplicates and will create a new Employer record every time an order is processed To de duplicate Employer records you open the Work Order attached to the duplicate Employer and move the Work Order to the correct Employer Record See the Moving a Work Order to a different Employer in the Work Orders section later in this chapter Once all the Work Orders are moved to the correct Employer delete the duplicate Employer Record 4 1 7 Deleting an Employer Managers Only To delete an employer record open the Record tab for the employer you want to delete On the right hand side if you have permission to delete records a button to delete the record will be visible Wn Chapter 4 Employers Page Machete User Manual Release 1 7 0 Deleting an employer record will also delete all associated work orders and all assignments for the employer Any information associated with those work orders will also be deleted Deleting employers is only necessary if you re removing a duplicate employer and have moved existing work orders to a different employer Click the delete button to delete the employer record A dialog box will appear asking to confirm the delete If you confirm the employer record and all its work orders and work assignments will be deleted Use carefully 4 2 Work Orders The primary purpose of Machet
45. form below to create a new account Passwords are required to be a minimum of 4 characters in length Account Information First name Jimmy Last name Carter Email address jcii gmail Password eeeece Confirm new password eeeeee answer Register Figure 11 2 The New User Page The question field is a security question that you can use to reset your password This is not implemented in the1 0 release The answer field is the answer to the security question This is not implemented in the 1 0 release Once your account is created a manager will need to assign you the role of phonedesk to be able to take orders 11 2 Assigning or changing roles on user accounts Before a volunteer can use Machete to take orders the volunteer must create an account and a manager must assign the following roles to the account user phonedesk To assign roles the manager goes to http machete account The page shows a list of user accounts Click on Edit to change the role settings Click on the check boxes next to PhoneDesk and User The User role allows an account to see information Click Save The user will now be able to see and change Employer WorkOrder and Assignment records 50 Chapter 11 Machete users Machete User Manual Release 1 7 0 Edit MembersModel Roles UserName admin Administrator Email gabriel machete com Check in IsApproved Manager IsLockedOut C PhoneDesk User 11 2 Ass
46. ghborhood Default English Spanish Sub category Level Letter code activity gender false Intermediate English Ingles intermedio activity transportmethod countryoforigin Showing IET NN tries Zi activityType eventtype orderstatus emplrreference worktype memberS tatus skill true Basic English Ingles basico Figure 12 2 Configuration Categories 53 Machete User Manual Release 1 7 0 The drop down on the list tab controls which category group is displayed When the user changes the category selected in the drop down the list will automatically update to show the records for that category The user can then double click on the record row as normal to open the record for editing 12 2 Configuring Skills In some special cases notably skills activity names and activity types additional functionality depends on the names and values of the Configuration Record For activity names and types the values are also used by the weekly class scheduler powershell script The English names of these two groups are used in the CSV file that the powershell script uses Changes to the English names of these groups can break the script of they are not synchronized See the Installation Manual for more information on the weekly class scheduling script List config entries Create config entry Category skill v 25 v entries Search Category Default English Spanish Sub category Level Letter code skill false Roofing Techado r
47. gn in Assignments Show 10 v Search Show 10 v entries Search Eng Hourly Hours of Hour Est Earnings Additional Card Skills Ltry Prog Fullname m wage work range minimum information 10001 DWC Cesar Chavez a2 1 27 2013 7 00 00 0 Moving 15 00 5 1 75 00 10002 EO DWC Ruben Dario 10003 EO DWC Augusto Sandino RAM Pie T0000 9 Moving 15 00 5 1 75 00 10004 4 DWC Sonia Sotomayor 00004 1 27 2013 7 00 00 Showing 1 to 4 out of 4 gt 03 AM 0 Moving 15 00 5 1 75 00 entries filtered from 7 total een ee ee 7 3 00005 1 27 2013 12 00 00 painter 02 AM spray 18 00 5 1 90 00 00006 1 27 2013 12 00 00 general 01 AM 0 12 00 5 1 60 00 Showing 1 to 6 out of 6 entries filtered from 9 total entries Figure 6 1 Dispatch overview The Dispatch Page allows for assignment of Workers to Work Assignments by day Additionally Sunday assignments are visible when viewing information for Saturday 6 1 Lottery Machete allows for any worker to be assigned to a work assignment but also supports a lottery for assignment In most cases there are more workers seeking work than jobs that need to be performed so a method of distributing work fairly is needed Organizations using Machete will have to determine how to distribute jobs to job seekers and are free to use their own method or follow the model used by the Machete s first client organization Casa Latina 27 Ma
48. ie s List v Zip code 10019 6022 Other reference Active employer Yes v Participate in blog No v Duplicate Employer No Receive emailupdates NO Created online Yes Y Manager information List Work Orders Create New Work Order Order 4 00003 1301 Avenue of the Americas Print order Save Google map Change Employer Delete Date amp time needed 1 21 2013 12 00 00 AM Alternate paper order ID 3 Work order status Pending v Is start time flexible No Y Figure 4 13 The change Employer button Find the true Employer record in the list Double click on true Employer record Verify that you want to move the Work Order and click the Move button TNNIN Lon Active Select a new employer x DuplicateEn Show 10 entries Created Active employer Name Move Order 00003 1301 Avenue of the Americas TO EID 1 Savage Learning Updated by LLC 2400 Street St los2o Pu F True M True Savage Are you sure you want to move this work order The tab will be saved and closed To open it P 31 51PM jadmin List Work Orde True Barack must go to the Employer list tab and find the new employer containing the work order 3 37 17 PM jadmin P j True George Cancel 3 33 41 Print order True Jimmy NM i __8 31 21 jadmin Delete _ Date amp time Showing 1 to 5 out of 5 entries Figure 4 14 Fix
49. ies Search ID English level required Skill Hourly wage Hoursofwork Hourrange Days Additional information Date updated Updated by 00003 01 0 general labor 12 00 5 1 1 21 2013 6 56 51 PM jadmin Showing 1 to 1 out of 1 entries filtered from 3 total entries 4 Figure 4 16 Activiate appears when first assignment is saved Clicking the activate order button will change the status of the order to active In some cases the user may want to print the work order which can be done from the Work Order Tabs Additional group print functionality is available on the Work Orders Page 4 3 3 Editing a work assignment Machete allows changes to existing List Work Assignments Create New Work Assignment Assignment 00003 01 Duplicate Assignment Delete English level required 0 skill Build retaining wall fence Hourly wage 18 Hours of work 5 v Hour range 8 v Days 1 _ v min total 90 00 max total 144 00 Additional information 4 3 4 Assigning a worker directly to an assignment orphaned assignment Sometimes it is necessary to assign a worker to an assignment without using the dispatch process For example the dispatch process permits a worker to be assigned to only one assignment per day because dispatch is tied to daily attendance registration the Worker Sign in Page If a worker returns from one assignment and receives another or a Worker receives an assignment for a day when the referral center is closed holidays holy
50. igning or changing roles on user accounts 51 Machete User Manual Release 1 7 0 52 Chapter 11 Machete users TWELVE CONFIGURATIONS PAGE Throughout Machete there are a number of components usually drop downs that use a list of values as part of their functionality Different organizations may need to configure these values for their own purposes so the Configurations Page allows for their customization The interface works the same as all Machete interfaces with a List Tab that shows the available records a Create Tab to create a new configuration record and a Delete button to remove an record A Welcome jadmin Settings Logoff English Espanol List config entries Create config entry Category aaiviyniame v Show 10 v entries Search Category Default English Spanish Sub category Level Letter code v activityName false Intermediate English Ingles intermedio activityName true Basic English Ingles basico Showing 1 to 10 out of 104 entries gt Figure 12 1 Configuration Page overview 12 1 Configuration Categories One notable difference between the Configuration List Tab and other list tabs in Machete is the Category Drop Down Each category represents a different drop down or function in Machete and the available categories are controlled by Machete List config entries Create config entry Category activityname Show 10 Maritalstatus Search race Categor nei
51. imon Bolivar Basic Information Worker information Events Create New Event 1 27 2013 Complaint Are you sure you want to delete this event All information will be deleted forever Delete Cancel 2 Click the delete button to delete the Event A dialog box will appear asking to confirm the delete If you confirm the Event and all its attached files will also be deleted 7 4 Activities Tab On the Activities Page Machete registers multiple members to a single activity This facilitates registering a group of members for the same activity such as attending a class or an assembly A laptop or tablet can be setup to capture the attendance of many members quickly and store them in the database Alternatively the Activities Tab on the Persons Page facilitates registering a single member to multiple activities The is useful for new members who have attended classes as part of their membership Organizations using Machete may T 4 Activities Tab 37 Machete User Manual Release 1 7 0 wait until a prospective members completes some set of requirements before creating a Person record for them In such a case it is necessary to backfill a member s attendance to many classes efficiently List persons Create New Person Simon Bolivar Basic Information Worker information Events Create New Event Activities Included in Excluded from Show 10 v entries Search Show 10 v entries Search Activity name Activity ty
52. ing a New xus on Ro done R3 b RO ROA Roh OR RUE XO OUR RR Ro ORO UR XD 93 Recording attendance for an Activity 9 4 Deleting an Activity 9 5 Registering Attendance from Worker Sign in IO I Registering Workers 246455466 X45u34 24S2e 93 3499432 2x425xW 4 Ax 10 2 Registration Behavior lt uoa au ono ooh xo RU Rode hSEUROR ACA SOR dub EGR SE EERE ERS d Machete users ILI Creating anew user account lt lt sao x eae xod EXC du Re RO E OY REESE Xo 305 0X wea 11 2 Assigning or changing roles on user accounts llle Configurations Page 12 Configuration Categories 2o roo ox o3 9x9 OROARO OR 9 HS SHEARS 4 09 Xo ds d DC Ae YO OR HES 2 2 unne SKINS uou od cwce um mE IRE X Ree x EIE mom mo 12 5 Creating a Configuration 12 4 Creating a Configuration Skills Record 12 5 Deleting a Configuration Terminology Mel Pernow Recon 2 930 80 3x BORO ee 4 ee qu E Robb Pd 4 3e oS ae EE CO EE Sd d osque de ONUS SR EUROS CE 909 Ee 15 5 ImiploverTeeOEd gt ses 6444486446464 04 9E Os OR ONUS GS Wo OR X OR ESE GE eg 15 4 WoreOrder Recon 3 446645 5 X 09 e RO o 97 RED Eee X cb RO EE 15 9 TED OMe S cud
53. ing duplicate employers The move happens immediately and the List tab for the open Employer record is refreshed 4 2 5 Deleting work orders To delete a work order open the work order record from either the employer or the work order page Click the delete button on the right side of the work order record A dialog box will confirm if the users really intends to delete the record Deleting a work order record will delete the work order all associated work assignments and all survey data associated with the work order Deleting work orders should only be done to remove duplicate entries 4 3 Work Assignments A Work Assignment represents a job to an individual worker and is a position to be filled on the Dispatch Page Creating an Assignment record for each worker needed allows more detailed information to be captured for each assignment such as wage English level and skills differences 4 3 Work Assignments 19 Machete User Manual Release 1 7 0 4 3 1 Creating a new work assignment After saving a new work order Machete automatically presents the user with the Create New Work Assignment tab This behavior is different from other tabs usually the List Tab is shown not the Create Tab This difference in behavior stream lines the order entry because a new work order requires at least one work assignment to be complete and eligible for activation List Work Assignments Create New Work Assignment Save English level required
54. io 1 27 2013 Delete 10003 1 1 2014 Active Augusto Sandino 1 27 2013 Delete 10004 1 1 2014 Active Sonia Sotomayor 1 27 2013 Showing 1 to 4 out of 4 entries Additionally Sign in tab for the Activity is displayed before the Activity record The focus is moved to member ship number field automatically The page is now ready to accept registrations from a barcode scanner or the keyboard Either swipe the membership card through the scanner or type the membership number and press enter As members are registered they will be listed in the Sign in tab If a sanctioned or expelled member attempts to register a notice is displayed that the member is sanctioned or expelled Their attendance is not recorded into the system The notice instructs that the card should be returned to the member If a member is registered incorrectly their registration can be deleted with the Delete link next to their member ID number Note Machete records the registration as soon as the card is swiped or as soon as the number is typed and the enter key is pressed You do not need to hit the Save button record the registrations You only need to use the Save button if you change details associated with the Activity record definition 9 4 Deleting an Activity To delete an Activity record find the record in the List tab and double click on it This opens Activity record tab On the right hand side if you have permission to delete records a button to delete
55. is included in and the other contains all the activities that the member is not included in or excluded from Users can associate the person with multiple activities by selecting them in the Excluded From table then clicking the Include button Machete will automatically register person for each class selected and the user can select multiple classes at once Additionally the Tab will also disassociate the person from activities in a similar manner By selecting activities on the left side the Included In table and clicking the Exclude button the person will be disassociated from each activity Both tables are refreshed showing which activities the person is included in and excluded from 38 Chapter 7 Persons Page EIGHT WORKERS PAGE In Machete a Worker record is always paired with a Person record Common information about the individual is stored in the Person record while information specific to the individual s participation in day labor is stored in the Worker record As such the Person record must be created first To facilitate this model the creation of worker records 1s accessed through the Persons page The Workers page is an alternative page for searching and editing worker records The Workers page List Tab provides additional fields for searching worker records specific to the worker record M H ETE Welcome jadmin Settings Logoff English Espa ol List workers Show 10 v entries Sea
56. ivation date passes Expelled An expelled worker is disabled within the Machete system If they Sign in the attempt is record but a notice is displayed that the worker is expelled Expelled workers are not recorded for Activity registrations Expelled workers are displayed in red on the List Worker Dialogs Deleting a worker To delete a worker record edit the Worker record tab for the worker you want to delete On the right hand side if you have permission to delete the worker record a button to delete the record will be visible Note table Click Deleting a worker record will break all links within Machete in the worker sign in table and the work assignment Deleting a worker record is only necessary if you re removing a duplicate record the delete button to delete the person record A dialog box will appear asking to confirm the delete If you confirm the person record and any associated records e g worker record will be deleted Use carefully 85 Deleting a worker ag Machete User Manual Release 1 7 0 42 Chapter 8 Workers Page ACTIVITIES PAGE The Activities page records when a member participates in any activity that needs to be tracked for reporting or analysis purposes An Activity record is created to represent each activity occurrence such as a language class and assembly or a conference Once the Activity record is created an interface for registering members based on their memb
57. m license date Car insurance choose Y Car insurance expiration date Skill 1 Skill 2 Skill 3 choose v choose choose Emergency contact in the USA Emergency contact s relation to Emergency contact s phone worker Emergency contact in country of Emergency contact in country of Emergency contact in country of origin s relation to worker origin s phone Manager information 8 5 Active A normal worker within Machete There are no restrictions on this worker Active workers blue are in the List Worker Dialogs Expired A worker who has not renewed their membership is automatically changed to Expired once the Expiration date passes Currently there are no restrictions on expired workers but they are displayed in yellow in the List Worker Dialogs Inactive A worker who no longer seeks work should be set to inactive They are displayed in yellow on the List Worker Dialogs If a reactivation date is set the worker will be set to active once the Reactivation date passes Sanctioned A sanctioned worker is not able to receive work through Machete If they Sign in the attempt is recorded but a notice is displayed that the worker should not be permitted to participate in work for that day Sanctioned workers are not recorded for Activity registrations such as classes Sanctioned workers are displayed in red on the List Worker Dialogs If a reactivation date is set the worker will be set to active once the React
58. ment Users should use the description field on the work order record for information general to the entire work order warnings directions to access the premises etc Work assignment buttons When creating a new assignment the only button available is the Save button Once the assignment is saved the new assignment record tab is opened and additional buttons are available Duplicate Assignment Because employers often need multiple workers for the same type of work the Du plicate Assignment button allows the user to quickly duplicate the assignment in the open assignment record tab This button will sake the current assignment copy it and save the new record and open the newly created assignment as well Delete Deletes the assignment and any associated survey data for the assignment 20 Chapter 4 Employers Page Machete User Manual Release 1 7 0 4 3 2 Activating Work Orders When Work Orders are created their status 1s set to Pending While pending users with the User role can edit the work order and its assignments Pending orders are considered unreviewed or incomplete and not visible on the Dispatch Page At least one work assignment must be created in a work order Once an assignment is created the activate work order button will be visible at the bottom of the screen Users must activate orders for them to be visible on the Dispatch Page List Work Assignments Create New Work Assignment 10 v entr
59. multiple browser pages and print buttons are a quirk of printing from browers The first button creates a browser page with some fields hidden for printing The second button intiates the brower s print functionality Google map The print google map button takes the address from the work order the work site address and sends it to Google maps to create a map to get the work site The button assumes that the starting address is Casa Latina s address If the users wants a different map they can use the google maps webpage to change the starting address and re draw the map List Work Orders Create New Work Order Copy employer info Save Date amp time needed 1 26 2013 12 00 00 AM Alternate paper order ID Figure 4 12 Work Order buttons available when creating a work order Copy employer info This button copies some information from the employer record Once the information is copied it can be changed as needed This button is only available when first creating a record Save The save button saves the record and returns to the List Work Orders tab Delete The delete button will delete the work order and any work assignments created in it This button is only available to managers Note A Work Order can only be changed or deleted by a Manager after the Date amp Time needed has passed 4 2 3 Searching for and editing an existing work order There are two ways to access and edit an existing work order The first method is
60. nguage to display for the pages Currently Spanish and English are the languages available for Machete 2 5 Required Fields Some fields are required in order to save a record If a user attempts to save the record without filling out a required field the field 1s highlighted in red and an error message is displayed Required fields exist to ensure that all necessary information for processing an order or managing a worker is collected 2 3 DataTables 7 Machete User Manual Release 1 7 0 MACHETE Welcome jadmin Settings Logoff English Esma J E L Mame A name hi required is a business Ho Address 1 address hi requirad Phone number Af ay one phone number H required Address 2 phone 2 5 1 Discard Changes Warning pages in Machete detect when changes are made to a record and warn you if you attempt to leave a page without saving the record Print Tu WZH UV Je b a business Active employer Yes Actress L1 Phone number 206 684 4000 Agree 15 participate in Ma When a change is detected the Save button changes color from blue to green indicating a Save is necessary If the user attempts to leave the page a dialog box asks the user to verify if the really intended to leave without saving the changes Bn Chapter 2 Interface Overview The home page offers a landing
61. o work is associated with the assignment This state should be avoided 6 2 9 All The All button clears all status requested skilled open and assigned filters from both tables The orange row indicates that the assignment is part of a work order that is marked as complete but no worker is assigned to the work assignment This should be avoided See the Completed Orders Orphaned amp Unassigned section for a discussion of the problems caused by completed amp unassigned work assignments 6 2 Dispatch Filters 31 Machete User Manual Release 1 7 0 Update Today s date Sunday 27 January 2013 Requested Skilled Open Assigned All Lott A R Cle T m Active Active Active Active Completed Sign in Assignments Show 10 v Search Show 10 entries entries Date amp time Eng Card Skills Prog Fullname 85519 ID needed Di e Cesar 10003 Augusto 00001 1 27 2013 HHH D P ee n Sandino 01 7 00 00 0 housework E0 P2 Ruben 00004 1 27 2013 10002 p1 2 DWC Dario 01 7 00 00 AM 0 Moving Augusto 00004 1 27 2013 x 10003 EO DWC HN 02 7 00 00 AM 0 Moving Sonia 00004 1 27 2013 10004 4 DWC Sotomayor 03 7 00 00 AM 0 Moving Showing 1 to 4 out of 4 1 hi 00005 1 27 2013 0 painter entries filtered from 7 01 12 00 00 AM spray total entries 00005 1 27 2013 o Painter 02 12 00 00 AM spray 10004 Sonia 00006 1 27 2013 0 Sotomayor 01 12 00 00 AM labor 10001 Cesar
62. on record to access the Create New Event tab List persons Create New Person Simon Bolivar Basic Information Worker information Events Create New Event Save Eventtype choose Start date 1 27 2013 End date 1 27 2013 Notes Manager information Figure 7 3 Creating a new event for a Person record Select an Event type for this event Event types are defined within the Machete database and can be modified by the Administrator using Microsoft SQL Server Management Studio The State date is the date of the event or starting date if the event is for a duration of time By default both dates are set to the current day They can be modified by clicking on the calendar next to their input field Once the Event is saved the new Event s tab will open where attachments can be added 7 3 2 Editing an Event To edit an existing Event record first use the Events tab on the Person record to find the event you want Double click the Event row to open the record List persons Create New Person Simon Bolivar Basic Information Worker information Events Create New Event 1 27 2013 Complaint Save Add attachment Delete Event type Complaint v Start date 1 27 2013 End date 1 27 2013 Simon tried to overthrow the monarchy Notes 2 Manager information Click the Add attachment button Click the choose file button This will open your web browser s Open File dialog Choose the file you want Click the button necessary to o
63. on will be deleted forever If you want to de activate this Person cancel from this dialog and uncheck the active box Wage 15 on the person page Fixed job choose v Cancel Type of work DWC Day Worker Ce Letter code P Manager information Figure 12 6 Deleting a configuration record 12 5 Deleting a Configuration Record 57 Machete User Manual Release 1 7 0 58 Chapter 12 Configurations Page THIRTEEN TERMINOLOGY Within Machete there are some terms that have a specific meaning 13 1 Person Record A person record contains basic information about an individual in Machete 13 2 Worker Record A worker record is a companion to the person record and is linked to the person record 13 3 Employer Record An employer record is a person or business that calls to hire a worker 13 4 Work Order Record A work order record is a request by an employer for one or more workers 13 5 Pending Orders A pending order is a new order or an incomplete order or an order not yet marked active 13 6 Active Orders An active order is an order that has at least one work assignment and has been marked active 13 7 Complete Orders A complete order has had all of it s assignments filled with workers and marked as complete 59 Machete User Manual Release 1 7 0 13 8 Cancelled Orders Orders cancelled by the employer 13 9 Expired Orders Orders that could not be fulfilled eith
64. oof 1 R skill false painter rollerbrush pintor rollerbrush paint 1 P skill false painter spray pintor spray paint 2 P skill false Landscaping Paisajismo garden 2 G skill false Gardening Jardiner a garden 1 G skill false Build retaining wall fence Construir muro valla fence 1 F skill false carpentry siding framing carpinter a revestimiento encuadre carpentry 1 C skill false brick masonry tile setting ladrillo hormig n baldosa ajuste build 2 B skill false insulation sheetrock taping drywall aislamiento yeso grabaci n yeso build l B skill true general labor general del trabajo skill false HHH housework HHH trabajo de casa skill false Moving Movimiento de casa Figure 12 3 List Tab for the Skills Category For the skills configuration group there are a number of additional fields which are discussed in the Creating Skills section of this chapter Note that for skills in the List Tab additional columns of information are populated The Sub category Level and Letter code are visible from the list 12 3 Creating a Configuration Record Creating most configuration records is fairly easy Click on the Create config entry Tab which loads the form used to create There are 4 pieces of required information e Category e Default English text e Spanish text List config entries Create config entry catego aciviyName v Detaut No v English text Spanish text Manager information Figure 12 4 Cr
65. orker Sign in Page 2 1 7 Worker Sign In Link The worker sign in page records daily registration of workers The page can be used with a bar code scanner or the membership number of the worker can be entered using the keyboard 2 2 Tabs Machete uses tabs to divide different areas of functionality When records are opened a new tab is opened to display the information Moving away from a tab will cause a new tab to be re loaded If you return to the previous tab it will also be re loaded The tabs are re loaded intentionally to make sure information is current 2 2 1 List Tab The List Tab is the default tab for most Machete pages The list tab shows a list of a given page s records and provides search and sorting features against the records Once a record is found that needs to be edited or printed double click on the record row in the list tab A record tab will open to the right with identifying information in the tab s text box The lists are implemented with an open source add on called datatables and can be found at www datatables net 6 0 0 0 0 0 0 00000 Chapter 2 Interface Overview Machete User Manual Release 1 7 0 2 2 2 Create Tab The Create Tab is available for almost all pages The create tab provides a blank record for entering new information The save button must be used to save the new record to the database It is important to note that for most Machete operations there are a series of records that must be cr
66. owing 1 to 6 out of 6 entries 4 Figure 5 4 The Details Tab of the Work Orders Page 5 2 1 Details Functionality The details tab behaves like other list tabs It provides searching and sorting functionality The following fields are searched when text is entered into the search box Order Date amp time needed Contact name Work site address Updated by The date updated field 1s not searched because including it in the search algorithm will reduce performance and would also reduce the effectiveness of seaching for Date amp Time Needed Additionally the work orders cannot be searched by status but they can be filtered by status using the status buttons on the details tab Work Orders created through external systems are flagged as Online and can be filtered separately using the Online button Double clicking on a work order record row will open the record tab for that work order Users can modify or delete the work order or modify the work assignments associated with the work order 5 2 2 Work order status amp color The rows of the work order details tab are color coded corresponding to the work order s status The status of an order is important in Machete because the status determines whether the order is included or excluded in reporting and also whether the order is visible in certain displays For example pending orders are not visible in the Dispatch page e Grey pending orders that are not ready to
67. oyer using the List Employers Tab 3 Double clicking on the employer s row opens the employer s Edit Tab 4 Scroll down to the Work Orders Tab panel Below the employer s information Machete displays a separate Tab panel for the work orders It has the same dynamic searchbox to filter work orders but it isn t necessary with most employers because of the small number of work orders to display 4 2 1 Work Orders List Tab Assignment Toggle The Work Orders List Tab has a special feature to assist users when creating a new work order for a returning employer Often the employer will want to request a specific work whom the employer has previously worked with but may not 4 2 Work Orders 15 Machete User Manual Release 1 7 0 remember the name of the worker To assist the user the Work Order List Tab has a button that will show the workers assigned to previous work orders List Work Orders Create New Work Order Show 10 entries Search Order Date amp time needed Status Assignment count Contact name at work site y Work site address 1 Date updated Updated by 00047 3 2 2013 12 00 00 AM Active Q4 GHVMSKDFPM 2400 Main Ave E 03 02 2013 10 56 16 jadmin 00082 3 17 2013 12 00 00 AM Active lt GHVMSKD Mayor s Office 03 17 2013 12 11 59 jadmin Membership Full name Skills Minimum hours of work Hourly wage 10001 SPHT SPHTKRFX generallabor 5 12 10002 BCPCBCPCTDEM Gardening 5 15 10003 JDOX JDOXRCXY Gardening 5 15 Showing 1 to 2
68. pe Teacher Start time Activity Activity type Teacher Starttime Intermediate English Class Jaime Escalante 1 27 2013 7 00 00 AM Basic English Class volunteer 2 5 2013 8 00 00 AM Include Basic English Class Gabe Kotter 1 28 2013 7 00 00 AM Intermediate English Class volunteer 2 5 2013 9 00 00 AM Basic English Class Gabe Kotter 1 29 2013 7 00 00 AM Basic English Class volunteer 2 5 2013 10 00 00 AM Intermediate English Class Jaime Escalante 1 30 2013 7 00 00 AM diate English 2 5 2013 11 00 00 Exclude O ntermediate Engli ass volunteer 90 Basic English Class Gabe Kotter 1 31 2013 7 00 00 AM Basic English Class volunteer 2 6 2013 9 00 00 AM Basic English Class volunteer 2 4 2013 8 00 00 AM Intermediate English Class volunteer 2 6 2013 10 00 00 AM Intermediate English Class volunteer 2 4 2013 9 00 00 AM Basic English Class volunteer 2 6 2013 11 00 00 AM Basic English Class volunteer 2 4 2013 10 00 00 AM Intermediate English Class volunteer 2 6 2013 12 00 00 PM Intermediate English Class volunteer 2 4 2013 11 00 00 AM Showing 1 to 8 out of 8 entries zd Basic English Class volunteer 2 4 2013 2 00 00 PM filtered from 18 total entries Showing 1 to 10 out of 10 entries 4 filtered from 18 total entries Figure 7 4 The Activities Tab on the Persons Page The Activities Tab on the Persons Page provides this functionality The tab shows two tables one table contains activities that the member
69. pen the file for your browser Next click the upload file button on the web page to send the file to Machete If the file is an image that the browser can display a preview image will be available next to the file information If not an icon will be displayed Double clicking on the file opens it if it is an image otherwise prompts to save the file The open file button can be used to save either images or files from Machete to your computer 36 Chapter 7 Persons Page Machete User Manual Release 1 7 0 Lo Choose File No file chosen Upload attachment List persons Create New Person Simon Bolivar Basic Information Worker information Events Create New Event 1 27 2013 Complaint Save Add attachment Delete Event type Complaint v Start date 1 27 2013 End date 1 27 2013 Simon tried to overthrow the monarchy Notes filename Tps report png TPS REPORT datecreated 1 27 2013 8 55 07 PM Ee jadmin Open attachment Note Attachments should be used for important items related to the Person record The attachment will reside in the database and retrieving it will be more difficult than if the file was stored on a laptop or computer 7 3 3 Deleting an Event To delete an Event record edit the Person record then double click on the Event from the Events tab to open the Event If you have permission to delete the Event a button to delete it will be visible List persons Create New Person S
70. quired Machete has both a required English level for each work assignment and a general English required field The field on the work order is general when set to Yes it reveals an additional text box to record employer requests regarding language skill requirements The use of this field is optional and does not affect any other parts of the Machete system Created Online When a work order is received from an external system it is marked as Created Online Managers and Administrators can change this value if necessary Select a worker x Show entries Search Membership Active Worker First Name 1 First Name 2 Last Name 1 Last Name 2 Expiration date Y 10001 False Cesar Chavez 1 1 2014 12 00 00 AM Created by Onlii 10002 False Ruben Dario 1 1 2014 12 00 00 AM 10003 False Augusto Sandino 1 1 2014 12 00 00 AM workerRequests Showing 1 to 3 out of 3 entries Re z Manager inf Q 1 Listwork assi 2 v Figure 4 10 The Select Worker dialog appears when adding a new worker request to a work order Worker Requests The Worker Requests buttons allow Machete to record when an employer requests a specific worker The Add button creates a modal dialog box that allows the user to search through existing workers by name or membership ID number The table within the dialog box works the same way as other tables in Machete search using the search box and select a reco
71. r State Active person Zipcode Manager information When you save the person record the Person List tab is selected The new person record will be accessible by searching for the person using their name or phone number 7 1 3 Editing an existing person To edit an existing person record first use the List tab on the persons page to search and find the record Double click on the person row in the List tab to open the record tab and edit the record List persons Create New Person RubenDario Basic Information Worker information Events Create New Event Activities Print Save Delete First Name 1 Ruben First Name 2 Last Name 1 Dario Last Name 2 Address 1 Phone Address 2 Gender Male v City Other gender State Active person Zipcode Manager information 7 1 4 Deleting a person To delete a person record open the Record tab for the person you want to delete On the right hand side if you have permission to delete records a button to delete the record will be visible Note Deleting a person record will also delete their worker record links in the worker sign in table the work assignment table and any other tables will be broken because they will point to a non existent record Deleting a person record is only necessary if you re removing a duplicate record Click the delete button to delete the person record A dialog box will appear asking to confirm the delete If you confirm the person record and
72. r this scenario Machete offers the ability to register attendance without logging in with a user account Providing access to registration without authentication introduces new risks Savvy members may use smartphones to register themselves without actually attending the activity may register themselves for multiple activities from a kiosk and not attend them or perhaps delete other members attendance records either accidentally or intentionally To address these issues Machete implements the following changes when registering users without logging in Activities cannot be created changed or deleted Activities are visible only from 30 minutes before it starts and up to 30 minutes after it finishes Registration records cannot be deleted the delete link is hidden M A G H dg Logon English Espanol List activities 2 16 2013 6 00 00 PM Intermediate English Jaime Escalante Registrations Touch ouchnere Sign in Clear Membership Member expiration Status FirstName 1 Last 1 Signed in date 10001 1 1 2014 Active Cesar Chavez 2 16 2013 10002 1 1 2014 Inactive Ruben Dario 2 16 2013 10003 1 1 2014 Active Augusto Sandino 2 16 2013 10004 1 1 2014 Active Sonia Sotomayor 2 16 2013 10005 1 1 2013 Expired Simon Bolivar 2 16 2013 lt Figure 9 2 Unauthenticated registration from a kiosk Compared to when a user is authenticated logged in the unauthenticated interface is much simpl
73. rch Membership Member status First Name 1 First Name 2 Last Name 1 Last Name 2 Expiration date Y 10001 active Cesar Chavez 1 1 2014 12 00 00 AM 10002 inactive Ruben Dario 1 1 2014 12 00 00 AM 10003 active Augusto Sandino 1 1 2014 12 00 00 AM 10004 active Sonia Sotomayor 1 1 2014 12 00 00 AM Showing 1 to 4 out of 4 entries 8 1 Searching for a worker The worker page shows the List workers tab when it is first loaded The search box on the List tab searches all worker records in Machete as you type You do not need to type entire name or membership number Machete will search based on the text you provide List workers Show 10 v J enties Membership Member status First Name 1 First Name 2 Last Name 1 Last Name 2 Expiration date Y 10001 active Cesar Chavez 1 1 2014 12 00 00 AM 10003 active Augusto Sandino 1 1 2014 12 00 00 AM Showing 1 to 2 out of 2 entries filtered from 4 total entries 4 It is important to note that the search functionality is intended only to facilitate finding worker records in order to update them 39 Machete User Manual Release 1 7 0 8 2 Creating a worker In order to create a worker record a person record must already exist for the individual A worker record is essen tially an add on to the person record they share the same unique ID inside Machete Therefore the create worker functionality is a part of the Person record to simplify correlating the two records
74. rd by double clicking on the record row Requests are used in the dispatch process Workers specifically requested by an employer are visible on the dispatch page using the Requested filter Using the Worker Requests feature is important because it rewards workers for hard work The request is tracked by Machete and can be used in reporting and customer satisfaction analysis Work Order buttons Most Machete tabs will have save and delete buttons at the top of tab just above where fields begin Work order tabs have a few special buttons Some buttons such as printing are only visible when editing a work order To print an order create it then save it then open the record and the print button will be available 4 2 Work Orders 17 Machete User Manual Release 1 7 0 List Work Orders Create New Work Order Order 4 00003 1301 Avenue of the Americas Print order Save Google map Change Employer Delete Date amp time needed 1 21 2013 12 00 00 AM Alternate paper order ID 3 Figure 4 11 Work Order buttons available when editing a work order Print order The print order button on the Edit Work Order tab opens a separate browser tab to print the order which is formatted for printing On the new page there are two buttons print work order and print google maps The second print work order button opens the browser dialog box The print google button opens another browser window to maps google com The
75. rkers and assignments in the Dispatch Page In smaller organizations they may not be necessary but larger organizations can make use of them to quickly match skill sets and language requirements over a large number of workers and assignments Update Today s date Sunday 27 January 2013 Requested Skilled Open Assigned All DWC HHH All Lottery Assign Remove Clear Active Active Active Active Completed All Sign in Assignments Show 10 v entries Search Show 10 v entries Search Figure 6 3 Dispatch filter buttons The dispatch page has buttons that affect the records displayed Lottery Opens the lottery dialog to record lottery results Assign Assigns a worker to a work assignment Remove Removes a work from a work assignment Clear Removes the row selections from both tables Requested Active Shows active assignments that have a work request associated wit the work order e Skilled Active Shows active assignments that require a specialty skill Open Active Shows all active assignments that are not assigned with a worker Assigned Active Shows all active assignments that are assigned with a worker DWC Show sign ins and assignments for DWC workers HHH Show sign ins and assignments for HHH workers 28 Chapter 6 Dispatch Page Machete User Manual Release 1 7 0 Shows all assignments removes all filters from the button group 6 2 1 Lottery The Lottery button opens the lo
76. rm 46 Chapter 9 Activities Page WORKER SIGN IN The Worker Sign in Page records when a worker shows up at the referral service looking for work on a given day Recording daily attendance is an important function within Machete because the list of who registers is used for the list of available workers on the Dispatch Page In order to assign a worker to a work assignment the worker must be registered through the Worker Sign in Page The sign ins are also used for attendance reporting on the Reports Page MAC HETE Welcome jadmin Settings Logoff English Espa ol Membership s 2 1 2013 29 Sign in Show entries Search Membership Member expiration Status First Name 1 Last Name 1 Signed in date Delete 10001 1 1 2014 Active Cesar Chavez 2 1 2013 Delete 10002 1 1 2014 Inactive Ruben Dario 2 1 2013 Delete 10003 1 1 2014 Active Augusto Sandino 2 1 2013 Delete 10004 1 1 2014 Active Sonia Sotomayor 2 1 2013 Delet e 10005 1 1 2013 Expired Simon Bolivar 2 1 2013 showing 1 to 5 out of 5 entries filtered from 12 total entries Figure 10 1 The Worker Sign in Page 10 1 Registering Workers Workers are registered through their membership number The page is designed to be used with an ID card system but can also be used by manually entering the membership number 10 1 1 Registering with ID cards If a card system is used Machete assumes the card reader will behave
77. s Search entries requested D Date amp time Eng Hourly Hoursof Hour pays Est Earnings Additional Card Skills Ltry Prog Fullname Workers needed g wage work range y minimum information Sonia 10004 Sonia 00001 1 27 2013 HHH E BENE Sotomayor Sotomayor 01 7 00 00 AM housework mpm Showing 1 to 1 out of 1 P Showing 1 to 1 out of 1 entries filtered from 9 total entries 4j entries filtered from 7 total entries Figure 6 4 Requested filter When the button is clicked the requested workers column is revealed If multiple workers are requested for the work order each worker will be listed with every work assignment in that work order because in most cases the worker will be able to fill either assignment in the order 6 2 5 Skilled Active The Skilled Active button filters the worker list and the assignment list In the worker list it shows only workers who have specialty skills in their worker record In the assignment list it shows only active work assignments that require the worker to have a special skill 6 2 Dispatch Filters 29 Machete User Manual Release 1 7 0 Update Today s date Sunday 27 January 2013 Requested Skilled Open Assigned All DWC HHH All Lott Assi Remove Clear Active Active ep Active Active Completed All Sign in Assignments Show 10 v Gj Search Show 10 v entries Search Eng Hourly Hours of Hour Est Earnings Additional C
78. te Complete active amp assigned orders This button sets the status to complete for all orders that are active and assigned for a single day The day is selected through from the date field on the same row The intended use is that orders will be assigned workers through the dispatch page Orders will then be printed from the work order summary page and completed from the work order summary page 5 2 Work Order Details The Details Tab provides access to all work orders and allows the user to search or filter the orders to find specific ones Users can also open a work order record and edit it from the Details Tab 24 Chapter 5 Work Orders Page Machete User Manual Release 1 7 0 Details Summary Pending Active Completed Cancelled Expired All Online Show 15 entries Search Order A Transportation Assignment Contact name at work Updated d Date amp time needed Status Uer cm Work site address 1 Date updated by onelineSource 1 21 2013 12 00 00 1301 Avenue of the 01 27 2013 00003 AM Pending Worker buses 1 Bill Clinton 12 24 44 jadmin true 00001 Active Worker buses 1 Savage Learning LLC 2400 Street St jadmin false 00002 E MEUM Completed Shuttle delivery Savage Learning LLC 2400 Street St Dua jadmin false 00006 E senna Completed Worker buses George Bush d E EE mE jadmin 1 27 2013 7 00 00 1301 Avenue of the 01 27 2013 00004 AM Cancelled Worker buses 3 Bill Clinton Pour ine 12 24 54 jadmin false Sh
79. them individually 4 1 2 Employer filters Online Order Form Machete supports receiving employer information and orders from automated systems such as internet facing web sites When an order is received from an automated system it is flagged as created online so that it may be filtered and managed separately as needed Aside from this flag the records created through the automated system behave like records created using the Employers page List Employers Create New Employer Clinton Global Initiative All Show 10 entries Search Active employer Name Address 1 City Phone number Date updated Updated by Created online True Clinton Global Initiative 1301 Avenue of the Americas New York 212 397 2255 1 21 2013 6 32 09 PM jadmin true True Savage Learning LLC 2400 Street St Seattle 123 456 7890 1 21 2013 6 31 51 PM jadmin true Showing 1 to 2 out of 2 entries filtered from 5 total entries lt Figure 4 3 Filtering for Online Employers On the List Employers tab of the Employers page there are two buttons All and Online Clicking the Online button will show only employers who are flagged as created online Sorting by Date updated will show the most recent employers created online 4 1 3 Editing an Existing Employer To edit an existing employer record first use the List Employers tab on the Employers page to search and find the record to edit Double click on the row in the List Employers tab to open the record tab and edit
80. ther important information regarding the worker sign in page Clicking the Sign in button does the same thing as hitting the enter key It attempts to register the ID number entered f an ID number is entered multiple times it is only registered once f the worker is expired MEMBERSHIP EXPIRED will display in red letters above the picture f there is no picture associated with the account there will be a default image instead of the worker s picture Double click on a registration row to view Machete s picture of the worker You can sort each column by clicking on the column header You can search the table using the search box f you change the date it will default back to the current date for the next entry You can print the page using the web brower s print functionality 48 Chapter 10 Worker Sign in ELEVEN MACHETE USERS Machete provides a simple user account model Users are created with an ID and password and stored in the Machete database Users are assigned Roles and these roles determine what areas of Machete the user is permitted to see or change Ideally each user of Machete should have his or her own account Any time a record is created or changed Machete stores the user account that made the update with the record The helps identify who made changes over time There fore giving every user their own user account allows dispatchers and administrators to identify who made a change
81. through the Employer Page and the second is through the Work Order Page The Employer Page organizes work orders by employer if you re looking for a work order for a specific employer use the Pmployer Page If you re looking for a work order based on work order ID date of work or address or phone number use the Work Order Page Theis page allows the user to search these fields for all work orders and allows you to open the record directly from the table Double click on a record to open it 4 2 4 Moving a Work Order to a different Employer Sometimes duplicate Employer records are created You may forget to search for the Employer before creating the record or the Employer s name or phone number may be incorrect causing a the record not to be found when you search for it To clean up a duplicate Employer a Manager needs to move all the Work Orders from the duplicate Employer to the true Employer record and then delete the duplicate Employer To move a Work Order Open the duplicate Employer record 18 Chapter 4 Employers Page Machete User Manual Release 1 7 0 Open a Work Order from the duplicate record Click on the Change Employer button List Employers Create New Employer Clinton Global Initiative Save Delete Name Clinton Global Initiative Is a business No v Notes Address 1 1301 Avenue of the Americas Phone number 212 397 2255 Address 2 Cell phone City New York Email address State NY Employer referred by Ang
82. ties Activity name Basic English Create New Activity zj Activity type Class Z4 Start time 01 31 2013 07 00 am End time 01 27 2013 08 00 am Teacher choose Y Manager information 43 Machete User Manual Release 1 7 0 Every class assembly or other event will need a separate Activity record For regularly occurring classes the Name and Type may be the same but the date will change It is important that this information be entered correctly and reviewed for accuracy because it is the basis for reporting the number of hours a member has participated in classes or other activities 9 3 Recording attendance for an Activity Once a new Activity record is created it is opened in a new tab The tab has the date amp time activity name and the activity leader s teacher s name in the tab description The information regarding the Activity record can be modified from this tab List activities Create New Activity 1 31 2013 7 00 00 AM Basic English Gabe Kotter Save Delete Activity name Basic English Y Notes Activity type Class v Start time 1 31 2013 7 00 AM End time 1 27 2013 8 00 AM Teacher Gabe Kotter v Manager information Registrations Membership Sign in Clear Show All entries Search Membership Member expiration Status First Name 1 Last Name 1 Signed in date Delete 10001 1 1 2014 Active Cesar Chavez 1 27 2013 Delete 10002 1 1 2014 Inactive Ruben Dar
83. ttery dialog This dialog is used to record the daily lottery drawing for work assign ments The lottery order is stored as a timestamp on the worker sign in record 6 2 2 Assign The Assign button assigns a worker to a work assignment To use the Assign button you need to select an unassigned worker from the workers list and an unassigned work assignment from the assignments list If the user attempts to assign a worker to a work assignment that is already filled an error occurs and the assign action is canceled Similarly if the user attempts to assign a worker to a work assignment and the worker is already assigned an error occurs 6 2 3 Remove The Remove button removes an assignment between an worker and a work assignment To use the Remove button you only need to select the worker or the work assignment The Remove button only needs one side of the connection to find it and remove it 6 2 4 Requested Active The Requested Active button filters both the worker list and the assignment list In the worker list it shows only workers who have been requested in a work order for the day In the assignment list it shows only active work assignments that have a work request associated with the work order Update Today s date Sunday 27 January 2013 Requested Skilled Open Assigned All DWC HHH All Active e Active Active Completed All Lottery Assign Remove Clear Sign in Assignments Show 10 v Search Show 10 v entrie
84. user to open and optionally edit the employer s information Additionally the employer s work orders are summarized in subsidiary table when the employer record opens Note It is a good idea to search for an existing employer before creating a new employer Duplicating an employer record reduces the ability to report how many employers are new vs returning employers distorting customer satisfaction analysis The search box on the List Employers tab searches all of the employers in Machete as you type You do not need to type the entire name or phone number Machete will search based on the text you provide 11 Machete User Manual Release 1 7 0 List Employers Create New Employer All Online Show 10 v entries i gt Active employer Name Address 1 City Phone number Date updated y Updated b Created online True Barack Obama 1699 Pennsylvania Av NW Washington 202 456 1414 1 21 2013 3 37 17 PM jadmin false Showing 1 to 1 out of 1 entries filtered from 5 total entries 4 P Figure 4 2 The searchbox dialog In the image above the user types 1414 into the searchbox and the table filters automatically based on the searchable fields of the table The following fields are searched when using the Employers searchbox the name field the address field the city field the phone number field Note Machete uses the entire string of characters that you type in to tbe searchbox it does not detect words and search for
85. y into the field 8 4 Status of a Worker The Member Status of a worker controls a number of features within Machete such as whether a Sign in registration will be record of if the Worker is eligible for work assignment The status determines how the record is displayed in worker look ups or if the record is even available The status is controlled by the Member Status drop down box on the Worker Information tab To change a worker s status open the Person record from the Person page Next click on the Worker Information tab There are five possible statuses for a worker 40 Chapter 8 Workers Page List persons Create New Person Simon Bolivar Machete User Manual Release 1 7 0 x Basic Information Worker information Events Create New Event Save Delete Membership 10005 Date of Membership 1 1 2013 Member status Active vY Reactivation date frr English level 0 Y Expiration date 1 1 2013 Type of worker DWC Y Race Latino vY Other race Height 6 Date of birth 1 1 2013 Weight 230 Neighborhood Seattle Y Recent arrival to the USA No Y Date inthe USA 1 1 2703 1 s m Upload new image Country of origin Mexico Y Date in Seattle 1 1 2013 Choose File No file chosen disabled No v Disability description Marital Status Single Y Lives with children No x Number of Children 0 Income level Betwee Y Lives alone v Immigrant refugree No v Homeless choose Y Has a U S drivers No Y Driver s license expiration E

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