Aim
To have a doc on Confluence for each page on P17 IndiCater to reduce the number of ‘ How do I’ type questions and tickets.
How does it work?
The question mark will show a confluence doc if one has been created for that page name.
The page name is at the top of the page under the coloured section, like Requisitions below.
Creating a new page in Confluence
When creating a new Help page, log into Confluence and click on IndiCater Help (1) and then Create (2)
If you’re already in Help, click on the IndiCater Help wording numbered 3 above. This will ensure your doc is added to the menu on the left, like Dish Details in the example. Alternatively if you want to add a doc to a group, for example the Creating a new User Guide doc sits in the Getting Starting group in the below example, click on the folder name and then click Create at the top.
Pages can always need reordered if they get in the wrong folder.
Once you have clicked on Create, Enter the name of your IndiCater page, eg Close Period
Click enter to go to the next line and the font will automatically change.
What should I include?
We want to include info about everything you can see on the page as well as any questions you know the user might have about the page.
To make it easier for the user, add the info under headings and make the headings bold. For example, the Close Period help page contains this info:
What does this mean?
IndiCater works on a weekly basis and so outlets users have a weekly task to close their week.
To close a week, simply click on the red circle for the relevant week, answer any questions that may have been set up and confirm. This turns the circle to green.
This process then 'locks' the data in that week so you cannot amend it.
What if I need to amend the data?
Data can still be amended by a head office user. Alternatively, head office users can open a closed week letting you make any necessary changes before closing it again. The data can't be amended or the week re-open if head office have already exported the data.
I can see Employment, Stocktaking and Finance options, do I need to close them all?
The close week process is done per module. Only the modules you are using need to be closed.
Why are some of the weeks blue?
Head office users have the option to authorise the closing of the week. This doesn't affect the data but turns the dot blue to show it's been approved.
Does anyone see the answers to my questions?
You have the option to add questions to the close week process. These can be managed by Head Office. The comments are sent via email to head office users who are assigned to the outlet's Area and have the Close Period Comments Alert ticked in User Access.
Monthly close
As some clients work to a calendar month, there is also the option to have a Close Month process activated. In this instance you will still close the weeks but at the end of the month you will also close the month.
I work in a school which is closed during the summer, how do we close those weeks?
There is a multi week close rule which can be activated for clients. If on, this rule lets you close multiple weeks at a time. Cash in hand and closing stock will be carried forward to the first open week. Speak to your head office about this rule.
The help page needs to include info about what they can see but also what they can’t see but might want to know in conjunction with this page. Also think about other client options, for example you might be writing the page whilst looking at Upham but if you were to look at another client you’d see they have different options so you need to make sure you write about them too. Everyone will see the same Help page regardless of their client options so the Help page should talk about them all.
Process
- Decide which page to do and see if there is a Help page already (most of Requisitions is done for example)
- If there isn’t a page in Confluence already, create a new Help page and write a few words. Save it and then click on the question mark in the application on that page to make sure it pulls through.
- If it does, edit the page name back in Confluence by adding New to the end. This means the Help won’t be live until checked and the name corrected. This is how we can make sure we know which have been signed off.
- If you can’t see the test info when you click on the question mark, add 'doesn't work' to the end of the page name in Confluence and add it to a list of Problem Pages that haven’t worked and move on to the next one. Problem Pages is here and can be found in IndiCater Help under Getting Started: Problem Pages
- If the page doesn’t have a page name, add it to the Problem Pages
- If multiple pages have the same name and therefore don’t work, add them to the list
Priority order
- Requisitions
- Stocktaking
- Recipe Manager
- Outlet Finance
- Head Office Requisitions and Transactions
The rest can be defined once these are done.