This document is designed to assist the "user" of our online web based WOTC reports. The "user" is defined as the person that has agreed to the online agreement and is authorized to use the T.C.R.S Online Reports. If a "user" does not have a username and password they should contact client services at 1-800-451-6277. This document will explain the login process and each element of the Online Reports once the user has logged in. If there is a component not covered here please contact us.
The privacy statement has to be agreed to each time a user wants to log in to the TCRS Online Reports. The privacy statement page is the first step necessary to log into the Web Based Online Reports.
Once the agreement has been accepted (denoted by checking the checkbox) the button to advance will be activated and the user can then continue into the online application selection screen.
The next screen that the user must progress through is the online application selection screen. We have two options for online reports and for this tutorial we are only concerned with the "Web Based" application. The user must click on the "Web Based" icon (image) to continue on to the log in screen.
The user types the log-in information to access their specifically tailored data.
If the user does not have a username and password please contact client services at 1-800-451-6277
Each client corporate structure is broken down into four main areas of management control (rrr-dddd-sssss = region-district-store). Only corporate users have access to view all of their company's data.
As the region, district, or store user logs in only the data that is relevant to their control or responsibility is available. For example corporate level users of the Online Reports can access all the company's data while the district and store level users will only gain access to data for their focus.
The submit button will take the user to the main page of the TCRS Online Reports. If the user enters the wrong information the page will remain and the user will be prompted to try again.
The main page consists of a description of all reports available. Please note that once the user is in this area and beyond they must log out when they have finished. This is to insure proper clean up of their online session and sensitive data.
To access any of the reports or tools the user can use the menu on the left.
This section is designed to help identify and understand some of the online report elements that will allow the users to customize their allowed data sets/reports.
This tool will be presented to the user just before the specific data set is retrieved (before the user is presented with their report).
*Single store access will not be prompted with the data focus tool.
Because there can be an overwhelming amount of data we give the user the opportunity to narrow their view, allowing them to access multiple or single regions, multiple or a single area within their company, multiple or a single district within their regions, and even multiple or a single store within their districts.
Corporate users will see all levels of functionality (Region, District, Store).
In order for users to be able to access the various breakdowns possible, the program needs to know what region, district and store the user is interested in. Enter "From" and "To" information for each breakdown. By default if the user simply hits the enter key, all possible entries between the "From" and the "To" fields (the entire company) will be presented.
Only valid alpha or numeric characters will be accepted as input, dashes and other invalid identifiers will result in a "No Data" error message. For example if a user's region is "002", then they must enter a "002" and not just "2".
District users will see only District and Store levels of functionality. By default, if the district manager controls only 1 district, the application will automatically load the proper data without any input in the district boxes.
In order for user to be able to access the various breakdowns possible, the program needs to know what district and store the user is interested in. Enter "From" and "To" information for each breakdown. By default if the user simply hits the enter key, all possible entries between the "From" and the "To" fields (the users district) will be presented.
Only valid alpha or numeric characters will be accepted as input, dashes and other invalid identifiers will result in a "No Data" error message. For example if a user's district is "002", then they must enter a "002" and not just "2".
Store users can only focus on store level data and will not have access to this tool.
The user can also focus on certain dates. When applicable the user will be prompted to select dates before continuing on to a specific report. The previous month will be pre-populated most of the time and the user can just click continue without choosing dates.
Valid dates include all dates for this current month up to current day and the previous month. Records are only available for these dates and not any previous months.
Large data sets can take a few seconds to retrieve so the user will get a pop up window to signify that the data is loading and to please wait. The user should not have pop ups blocked for the Online Reports. This pop up message will go away after a couple seconds.
When the user is viewing a report they also have the ability to download the current report as a PDF document. To use this feature locate the "Download Report" icon, which is visible on every report page.
When a data set is too large for a single page there will be "Previous" and "Next" buttons available. These options will appear as necessary.
On the bottom of every report there is a data set count.
When viewing a report the user can go back to change locations or dates. This is done by clicking the "Change Selection" button available on top of every report.
This section is designed to help identify and understand some of the "New Hire Management Tools" that will allow the users another option to screen new hire employees for tax credit opportunities.
When the user uses the New Hire Management Tools for the first time they will be prompted for a one-time setup to configure their account. It is important to select the proper time zone so that the Employer Desktop and Online Interview will correctly format the time stamps. The timestamps include when the survey (Online Interview) took place and when the user had approved certain applicants. Remember that is only a one time prompt and after the initial setup the user will never be prompted again.
The Online Interview icon is a click-able link to start an online tax credit survey. We call this "administering an online interview" and can be used with the job candidate in attendance. To administer a tax credit interview click the icon and have the job candidate answer the questions. The job candidate will then be able to take the online survey (interview) until prompted to have the administer take over.
The online survey, or online interview is taken by potential new hires. The potential new hire will start with the Personal Info page and continue through the page-by-page questionnaire to completion. The questionnaire is completely confidential and is used to determine eligibility for tax credit programs.
Upon completion of the Online Interview the potential new hire will encounter a confirmation screen. This screen instructs the applicant to contact the Online Interview Administrator of the online interview and displays the confirmation number. From this screen the Online Interview Administrator will confirm the successful interview by clicking the confirmation button. This will take the Administrator to the New Hire Management Page.
All interviews that do not continue to the confirmation screen or are interrupted for some reason can be re-administered from the New Hire management Page (Just start over).
The Employer Desktop icon is a click-able link that will take the user a page that allows the user to manage potential job candidates. To use the Employer Desktop click the icon to enter the Employer Desktop Page and a list of job candidates.
The main page of the Employer Desktop is designed for the user to quickly assess the potential new hires and their interview results. From this page the user has many options:
This is a time sensitive process so after 60 days un-managed individuals will vanish from the list.
The Hire Status Column contains tools and information about the status of all potential new hires. If the potential new hire is finished with their interview the buttons "Approve" and "Remove" will be visible. To approve the potential new hire click "Approve" and a screen with specific instructions will appear. To remove a potential new hire just click "Remove". If "Approved" is visible than that person has been hired.
If an "Interview Not Completed" is visible then there was an interview that was not successfully completed. That row will disappear automatically in time and the user should make sure all interviews are accounted for.
The Survey Date Column Is pretty straightforward in that it displays the exact date and time that the interview was completed.
The Name Column Contains the full name of the potential new hire. The name is also a hyperlink to a page that contains specific information about that person.
Confirmation Number Column contains the Online Interview Confirmation Number of the individual potential new hires. This number is important to identify that an individual has taken the Online Interview and is used to identify them with MARS STOUT.
Eligibility Column contains the eligibility of the individual for tax credits.
Available Forms Column contains information and links to downloadable forms essential for the client to obtain tax credits. The column will identify if there are forms available or not. If the individual has been approved for hire and there are no forms available than the column labeled Eligibility will most likely contain a "no".
The Candidate View Page is accessed by a link from the Employer Desktop. The link is located in the column entitled "Name" is labeled by the candidate's or potential new hire's name. Once clicked the link will display the Candidate View page. This page contains more detail about the candidate and their Online Interview results. Buttons are available on this page to hire or remove the individual. To return back to the Employers Desktop just use the "Back to Overview" button.
When the decision is made to hire an individual click the "Approve" button in the column entitled "Hire Status" on the Employer Desktop. Make sure you are selecting the correct individual. Once clicked the new page will display the instructions for starting the process of collecting tax credits but only if the individual was eligible. If the individual was not eligible then the Hire Status will change and that is it. It is important to confirm hiring an individual even if they are not eligible.
On the instruction page there will be a link to the form 8850 in addition to specific instructions that should be completed as soon as possible as this is a time sensitive process. To return back to the Employers Desktop just use the "Back to Overview" button.