1/7/2022 Email
Email
Target date is April 1st
PandaDocs functionality
- Add authorized signer info to document output
- Add ability to modify document recipient per esign document
- A new document will be generated, old document is deleted
- Add rider selection on Client form - select a template
- If change is made, new documents are sent to recipient that negate old documents
- For active affiliates, they have 5 days to sign the new doc before submission priveleges are disabled, after 14 days, they stop seeing the jobs
Candidates / Submissions
- Hiring Bonus field needs to be added at the Specialty Profile level
- Added to the override fields on Requisitions
- Displayed on Submission
- All fields on the Submission form are required
- Phone should be a Cell Phone
- We can use a carrier lookup service to determine if phone number is valid cell phone device
- May also need to send confirmation message to candidate user
- Candidate Profile - Only Admins should be able to upload Docs for candidates, MSPs should not have the ability
Invoicing
- New Lucid Charts!
- OMG needs to start wireframing this
Friday Demo Update
- Changes will be pushed to the demo site Friday afternoon
- The major additions include:
- Affiliates - Job Board
- Affiliates - Job View
- Affiliates - Clients
- Affiliates - State Compliance
- Affiliates - Affiliate Documents (additional functionality)
- Affiliates - Candidate Submission (incomplete)
- Demo test data will be deleted
Next Steps:
- OMG: Continue Candidates / Submissions, start wireframing invoicing
- RTG: Continue Invoicing, test new Demo version, send reports to Bugherd
Doc Profile Expiration
- Doc Profile Expiration field to used when filtering which Submission docs to display
- For Candidate Profiles, use the actual Expiration Date attached to the document (or Issued Date with expiration)
Tiering
- move Tier setting to Affiliate
- add a Tier override to Affiliate Clients
- add a Tier override to Requisition View, this will force everyone to be Tier 0 for that specific Requisition
- when Affiliates see the Reqs
- 0 - 0 hours
- 1 - 24 hours
- 2 - 48 hours later
- factor in weekends, they don't count
- Approval Process
- If off for Client, automatically approved
- If created by an Approver, automatically approved
- If not and Approval Process, gets sent to Approvers
- time calculation is set at time of Approval
Invoicing
- new chart - Connections to GP
- GP proxy service to connect to?
- Change invoice sections into one invoice section per client
Evals
- Out of system URL to Report To on assignment
- Download as PDF once it's created
- Low Scores sent to Review Board (do not Return)
- Create Account Manager Admin screen.
- Add review buttons to requisitions
- Create Libraries for Review Questions
Next Steps
- OMG: Develop Candidates/Candidate Profiles, figure out Database integration for reports, wireframe Invoicing, send Affiliates - Job Submission updates
- RTG: Play with Demo, send tasks to Bugherd, review Wireframes, continue with Invoicing journey
Candidate Profile
- View as Affiliate only
- Submission Docs - only missing/invalid docs from active submissions
- Expired Docs - pulls from Assignment docs that have expired or will expire within 30 days
- MSP Docs - All MSP Required Docs, newest versions
- Submissions table should lead to the Submission form page
- Add Doc ZIP/PDF pack buttons to the Submission screen instead of in the Table
Evals
- Evaluation forms will be created with Freeform
- No library will be needed
- create a page that isn't behind a login for evaluation forms. This page needs some sort of token Auth that can expire
- data will be recorded and used in conjunction with a rating system
Next Steps
- OMG: provide RTG with read only SQL access for reports, move up timesheet creation so that GP can test
- RTG: Invoicing, review Demo and Wireframes
User Registration Changes
- validate users as part of entity first, display alerts for potential conflicts
- Add a section to manage user priveleges in User View
- permissions show up after validation
- BD - Business Development Executive - add Client Level Settings - list of MSP Users
- AM - Account Manager - set at MSP User level
Affiliates Changes
- Ability to Add Candidates
- Clients - If no state filters, show all
Submissions / Clinical Review
- Primary MSP Contact is the Account Manager
- Primary Client Contact - start at the Department, if none, use Location contact, and so on
- Candidates need a Specialty added to them
- If declined, display to Affiliate in table and as an Alert on the submission
- Reason code will determine if Candidate can be resubmitted
- On the reason codes, note if it will end submission
- If resubmitted, move to back of line
- On Submission approval, if Clinical Review, Submissions will no display there
- Client will need to review the Interview Questions details (add to output screen)
- Clinical Review approval, goes to AM for Offer
Updates to Demo (coming Friday Afternoon):
- MSP Submissions
- MSP Submission Review
- MSP Clinical Reviews
- MSP Clinical Review screen
- Bug Fixes
Next Steps
OMG: Offers, Assignments, Invoices/Timesheets
RTG: Continue testing in Demo
Bug Talk
- Modify SSN trigger to happen after typing instead of clicking off the field
- Archive completed bugs
Offers Screens
- Shift might modify Guaranteed Hours, so add a readonly field to show this
- For Clients & MSP
- Add Timesheet Approver select field, contains users with the role of Timesheet Approver
- Add Report To select field, contains users assigned to the Location Department
- End Date
- Add the Duration field in here
- Automatically calculate the end date based on the duration
- Calculation should factor in the end of week setting for Clients
- Offers table
- Add column for Clinical Review
- Only show Clinical Review offers initially, but provide a filter box to expand the list
Pending Starts
- new screen for all levels
- identical to assignments, but it's a list of Submissions awaiting Placement Docs
New changes coming to Demo
- bug fixes
- Account Manager client selection
- User email check with alert
- MSP Offers screen
- Offer management screen
- Client Offers screen
- Location Group Offers screen
- Location Offers screen
- Department Offers screen
- Affiliate Offers screen
Next Steps
- OMG: Invoice/GP stuff with Lutz, Assignments/Pending Start screen, pushing Demo changes
- RTG: Invoice/GP stuff with OMG & Lutz
MSP/Other User Views
- Hide notes on Library forms
- Will need a lock screen for all user levels
- For demo, set it up so that emails can go to a test email address
- Affiliate - User role - Hide Users and State Compliance sections
Pending Starts/Assignments
- Placement docs will need to be verified and approved
- Will need to be able to modify Personal Information, Documents only
- Pending Starts (with approved docs) will be moved to Assignments automatically on Start Date
- Allow ability to modify accepted offer/start date if missing documents
- Target Start Date should just be Start Date
- Submit Date column is not needed
- On the big tables, shorten years in dates to 2 digits
- Assignment should be marked as closed after End Date
Submissions/Clinical Reviews
- While in Clinical Review, Submissions need to be available in Submissions screen
- When approved in CR, submission gets "moved" back to Submissions
- First offer is made from Submissions then it no longer shows up in Submissions and is moved to Offers
- Interview Date should just be a text field
- Change Schedule Interview to just Interview
- Need an Interview file upload field
- Interview Questions field should be not required
- Output Submission notes on review screens
Clients/Job Board/Requisitions
- MSP section needs a Job Board screen
- Clients and Location Groups need a Requisitions screen
- Client form needs a toggle for Shift Differentials that enables or disables the Shift Differentials section in Clients
Updates coming to Demo Exchange
- MSP Pending Starts
- Pending Start Management Screen (incomplete)
- MSP Assignments
- MSP Assignment Management Screen (incomplete)
- Clients - Pending Starts
- Clients - Assignments
- Location Groups - Pending Starts
- Location Groups - Assignments
- Locations - Pending Starts
- Locations - Assignments
- Departments - Pending Starts
- Departments - Assignments
- Affiliates - Pending Starts
- Affiliates - Assignments
- various bug fixes
Next Steps
- OMG: Continue working with Lutz developers on invoicing integration, finish Pending Start and Assignment screens, Affiliate user view, various changes
- RTG: Continue testing and submitting to Bugherd, Lutz invoicing meetings
Submittal Qualifiers
- add to Specialty Profiles, field will be similar to documents (place above documents)
- no Qualifiers need to be added by default
- Questions will be added to submission form, all with Yes / No / N/A options
- Q/A will be displayed on Submission review pages
Call Back
- on Req form, needs to be a rate field similar to Overtime/Holiday
- Remove Call back toggle
Requisitions/Tables
- Update columns in Requisition tables
- Model after table in MSP User Dashboard -> MSP -> Active Reqs lucid chart
- Update all similar tables to this in Affiliates and Clients
- Give admin ability to update Affiliate/Client contacts
Primary Contact
- Add Primary Contact field back to Departments
- Add the field back to other Client level forms, have both methods of functionality, for consistency
Admin Fee
- Affiliates will see the rate with the Admin Fee subtracted
- Affiliates will not see the Admin Fee column
- Need a field on Requisitions to override the Admin fee
Offers
- Add Affiliate and Client user fields to the Pending/Assignment forms
- Add Affiliate Compliance Officer to Affiliate Offer Accept Form
Pending Friday Updates
- MSP Job Board
- MSP Pending Starts management page
- MSP Assignments management page
- Client Requisitions
- Location Group Requisitions
- Various Bug Fixes
- Clients API Endpoint
- Affiliates API Endpoint
Next Steps
- OMG: Update Demo, Finalize Pending Starts and Assignments, research Text Back service, Affiliates endpoint, continue working with Lutz, Affiliate View
- RTG: Continue testing and bugherd, refresh on Notifications requirements, Cam continue helping Lutz developers
Submittal Qualifiers
- List Submittal Qualifiers on Requisition info and form - similar to documents
- Remove Order button if there's only 1 item and change button to a 3-dot row handlebar
- Add comments text field next to the dropdown answer (not required)
- On Submission view screens, separate qualifiers into their own section
Submittal Workflow
- New Lucidchart
- Modify statuses and workflow based on that chart
Misc Changes
- Make the Edit menu into an Edit button, pencil icon
- Reduce the size of the Dashboard icons, so that you can fit all icons on a single screen
- In Submissions/CR etc, default sort to All
- In Documents fields, move the description to info icon
- Change Override Tiering to Disable Tiering
- Need to add a Tier override to Affiliate Clients - how does a change in affiliate tier affect this?
Pending Starts
- Change Edit to Edit Assignment
- Create a new Documents button with a new version of the form
- Documents only
- Make a list view of documents since there could be 25-30 documents
- Allow MSPs to Approve and Decline docs and change the color of the row to match (white - no status, green - accepted, red - declined)
- Add ability to toggle between two modes
Remittances
- Separate tables from invoices with a reference to remittance_id added to time sheets
- Remittances values will subtract the Admin Fee percentage
- Payment Pending status is intended for Remittances
Changes coming in Friday update
- Various bug fixes
- Tiering system added with Requisition-level override
- New Client Requisitions table
- Modified Call Back functionality
- Additional improvements to Pending Starts / Assignments (more to come next week)
- Submittal Qualifiers
- Affiliate-level user view (incomplete, but testing can begin)
- Probably more stuff that I'm forgetting
Next Steps
- OMG: Invoice/Remittances GET API Endpoints, address this weeks notes and bugs, review and implement Notifications, Timesheets sections
- RTG: Lutz/Mark Nelson/GP Meetings and tasks, review and add bugs, check out Affiliate user section
Dashboard
- Widgets should be cards with numbers on them and then link to required tables/pages
- Requisition Approvals - Requisitions that need to be approved by Approver role (or MSP)
- Active Requisitions - a count of reqs currently on the Job Board
- Submittals - submissions that are in "Awaiting Review" status
- Pending Start - a count of all entries in Pending Start section
- On Assignment - a count of all entries in Assignments
- Extension Approval - any entries that require approval
- Documents - documents that need to be approved
- Expiring Documents - Any documents within 30 days of expiring or already expired
- Review Board - for Early Terminations or Back Out submissions
- Timesheets - Incomplete timesheets, disputes, or not time for the week
- Report for Pending - Affiliate documents that need review
Affiliates
- Affiliate Admins can edit Affiliate only
- Need a Submissions section for Affiliates
- MSP Would see their Dashboard widgets when in that Affiliate
- Update Rate on Job View, Submission form
- Counter will add the rate on top after submissions
- No Rate adjustment on Hiring Bonus
- Changing the Admin rate will only Change future submissions
- Need a rate override similar to Tiering Override
Notes
- MSP sees all notes
- Affiliate can see Client notes only on Assignments and Timesheets
- Clients cannot see Affiliate notes
Notifications
- Create User - just send to the user that was created
- Requisition Approval notification is for reqs that need approval by Account Managers or Client approvers
- Requisition notifications to Clients go to users associated with the department
- Affiliates flag clients and receive notifications about them
- Closed Req is run when all positions are filled or manually closed
- Hold Req - No new Submissions, Client and MSP can do this, manual function
- Notes notifications are sent any time a note is left
This Week on Demo
- Updated Submission Flow
- Notifications
- Create User
- Submittals
- Offers
- Lock Screen
- Affiliate View (90% Complete)
- Account Manager Assignment at Client Level
- Various Bug Fixes
Next Steps
- OMG: Give the Lutz/GP developers more endpoints, more Notifications
- RTG: Keep testing!
Docs Approval
- When Editing or Approving docs, clicking on thumbnail should bring up Doc viewer with all of the info from the row + fields
- Should be able to click next to go to the next document or trigger it when clicking Accept/Decline
- Comments box needs to be added for Approve/Decline
- If buttons aren't visible, display the Status in Text
Extension Request
- Add to Assignment Screens on Active Assignments
- Form similar to Offer From, may not be able to change Start Date
- Further requirements forthcoming
Early End Assignment
- Assignments needs Documents, Request Extension, End Assignment (with Reason Code and Document Upload)
- MSP, Clients, Affiliates can all Early End but they will have access to different Reason Codes
- Early Ends go to Review Board
Invoices
- Overtime needs to be a setting saved on an Assignment - MSP can edit - default to 40
- Punches can have multiple service types but a single time category
Notifications
- For email template, anything Offer related add Req Details to email, similar to Submissions Review page
- Notes Notifications just on Assignments & Timesheets
- Notification for Date Change
Client View
- Departments - start with all selected
- Client users do not need to add Location Groups, Locations, or Departments
- Location users - must be assigned to department to see Requisitions, Users, Offers etc for them
- Clients (and Affiliates) do not see logs
- Client can edit an Assignment, but will not edit any of the Offer section details
- May need a Location Admin role. RTG is going to review the Roles document
- Can Change Rates permission affects fields in Specialty Profiles and Requisitions
Misc
- Remove nav buttons, deemed unnecessary
- Tables - move Statuses to the front
- Add a check for assignment start date when approving a Pending Start, move to assignments if necessary
- When Disabling Admin Fee, Submissions for the Req need to be updated (Assignments aren't modified)
- Requisitions - Canceled status, mark Submissions not in Pending or Assignment, decline offers, send closed requisiton notification
- Offers - click an Offer in the table to print as PDF or regular print
- Job Dates - update Created Date based on Tiers - all affiliate tables
Friday Updates
- MSP Job Board Jobs turn Yellow after 7 days
- Document Approval (in Pending)
- Affiliate View complete
- Affiliate Rate modifications
- Lock Screen with Blur and 30 min timer
- New MSP Dashboard widgets (with duo-tone icons!)
- Affiliates can flag clients (which flags all of their jobs) for notifications and sorting
- Client/Affiliate Disable Tierring
- User Account - Notification Toggles
- Various bug fixes
Next Steps
- OMG: Timesheets, Client view and more!
- RTG: Review User Roles, discuss Extension Request flow
Timesheets/Invoices
- Auto generate each week for any active Assignment, even if no punches
- Debit Memos may not be used, new invoices may be generated
- Credit Memos will be sent to API to deduct from Balance
- Clients can see Balance value, but not change it
- Add ability to change Balance via API
Assignments
- Change Offer section to Assignment Details for Pending Starts/Assignments, add additional info from Offers
- After Extension Offers are accepted, display approved Extension details in Assignment Details, with previous values in accordion underneath
Client Roles
- Switch Client-level roles to Admin/User at each level
- The additional roles should be switched to permissions at that level
- Admin will have the permissions on by default
- User will have the permissions off by default
Clients Candidates
- If Client is in active Submissions, display separate entries
- All non-active Submissions, display as one grouped entry
- Remove Affiliates columns
- Respect Client-level Submission statuses
This Week on Demo (coming Friday)
- MSP Timesheets (setup, more functionality to come)
- Assignments (Early End button, Extension Request coming soon)
- Early End Assignments function
- CLIC Library Updated
- Document Zoom Mode (Click a document in a form)
- Client Mode (still needs some work, but ready to start looking through)
- Offer Print (click an Offer and be able to print it)
- Overtime Setting added to Submissions/Assignments, Specialty Profile
- Status column anchored at the end of table
- New Notifications related to Early End, etc.
- Various Bug Fixes
Next Steps
- OMG: Exchange API - Add Credit Memos, Timesheets pages, Finish Client view
- RTG: Keep testing!
Timesheets
- Client Level Time Capture setting under Charting System
- By Minute - same as it currently works to the minute
- By Quarter Hour - round to 15 minute increments, 9.12 rounds to 9, 9.13 rounds to 9.25
- Hours in table, add translation (5h5m)
- Preceptor & Charge values ar added onto Bill Rate
- On Call & Call Back are a separate Bill Rate
- Call Back
- Limit Call Back times to On Call hours
- Setting a Call Back punch should overwrite On Call hours
- If On Call Hours are overwritten, leave a hover note on the adjustment
- Add Overtime and Bill Rate info to bottom of Timesheets page
- Break - Switch to dropdown (0, 15, 30, 45, 60)
Mileage Reimbursement
- Add a toggle to Specialty Profile and Requisitions
- Add a settings for the Reimbursement Rate - look at pulling from an API
- Add a separate form for these "Punches"
- Flag any entries over 300 miles
Demo
- Need Timesheets/Invoices to Clients
- Reports - pull from PowerVI/Cam
Friday Updates to Demo
- Various bug fixes
- Timesheets - timesheet create
- Timesheet punches (add/edit/delete punches)
- Affiliate Add Candidate
- New Client Roles
- Balance settings on Affiliate and Client settings
- Early End Date
- Client Submissions
- Client View (75% complete)
Next Steps
- OMG: Work towards Demo, timeline for Demo, finish Invoices for Lutz/MNCP/GP
- RTG: Keep testing!
Timesheets
- Disable Additional Pay Type field if Pay Type is not standard
- Break field is available on Call Back but not On Call
- Float is not available on Call Back or On Call
- Overtime/Holiday/Callback - calculate these rates based on the multiplier. If fixed is selected, calculate the multiplier from the values to use
- On Overtime/Holiday/Callback - if Preceptor or Charge, those rates are added to the base rates and then the multiplier is applied
- On Timesheet page, display values for Standard Hours, Overtime Hours, Call Back Hours, On Call Hours, Preceptor Hours, Charge Hours (unless they are disabled) and the rates for each of them
Smart Menu
- When in a Client, have the menu open down to locations but accordion the departments
- Departments will be displayed if user is at a Location or Department view (just that Location's Departments)
- Triple-check email disabling - some are still getting through
- Add domain verification for SendGrid
- Temporarily make it so new registrations have email disabled by default
Invoice & Timesheet Statuses
- Pending (not yet Invoiced)
- Unpaid
- Partially Paid
- Paid
This week's demo updates
- Various bug fixes
- New form loading to improve loading speeds
- Timesheet Edit
- Timesheet Delete
- Timesheet Footer Totals
- Invoice Edit
- Invoice Delete
- Invoice Footer Totals
- Improvements to Punch form
- Punches calculate non-standard pay types now
- Time Calculation setting at Client Level
Next Steps
- OMG: Finish Client demo sections, wipe out NYE client, keep trucking on Timesheets and Invoices
- RTG: Reports integration instructions
Notes
- At some point, RTG would like to migrate to a Microsoft-based Database. Research is required on OMG-side to see if EE and the app would be compatible with that.
- Date - default to 2 digit year mode
- Reports are forthcoming now that we've established connection and permissions to Power BI
Friday Updates
- various Bug Fixes
- Improved Timesheet Punch form logic
- Improved Smart-Menu for Client View
- Client View Breadcrumbs
- Client View limits Location Group users to certain locations
- Client View limits Location users to certain departments
- and more Client View stuff!
Next Steps
- OMG: Reports integration, Client Timesheets & Invoices
- RTG: Keep testing!
Reports
- Each user level will have separate workspace ID's
- Client/Affiliate Reports section can be hidden from MSPs
- For Client users, hide any sub-level reports screens (Location Group Admin won't see Reports on the Location level)
- For report view, add an Expand (and contract button) that closes the menu and notifications box to give maximum screen space to the report
- If possible, add a description to the report menu
Requisitions
- If a requisition if fully filled - automatically decline the rest of the candidates and send notification to affiliates
- Edge Case - requisition if filled and closed while Affiliate is submitting a candidate - add an ajax check and a check upon submission
Misc.
- Affiliate and Client users need to see all offer statuses and a filter should be added
- If Clinical Review is on globally, client should not see Submissions bucket
- Change Approved for Offer status to "Clinical Approved"
- Hide Preferred Docs columns from Requisition View, etc.
- Shorten Previous Travel Experience column lables to just "Travel Experience"
- Add + sign to Documents icon on Pending Start screen
- Condense data on Review/Assignment/etc. screens
- move Documents to top on Pending Starts
- research SendGrid throttling
Friday Updates
- MSP Reports
- Client Reports
- Affiliate Reports
- Smart Menu added to MSP
- many bug fixes
- many minor alterations
Next Steps
OMG: Review Evaluations requirements, work on Mobile/twilio stuff, finish up timesheet math
RTG: Review Evaluations materials
Invoices
- Floating
- Separate invoice for Department invoice
- Candidate & Client invoices show as separate line items
- Only 1 affiliate remittance
- On Call Hours should appear as a separate line item/invoicing
Evaluations
- Only do Facility Evals Candidate for now
- FreeForm will be used for the questions
- Mandy will supply the questions
Misc
- Additional fields are needed for when MSP sets up an affiliate
- Number of years in business
- Number of temporary employees currently on assignment with your company
- Number of recruiters employed at your company
- Business Executive roles needs clients assigned to them (no notifications are sent to them for these clients)
- Affiliate Provider Agreement is being prepped and we'll need to figure out how to send data for preopulating fields and figure out how to manage them
Next Steps
- OMG: Send additional invoicing questions in labs, get Teams working, start on Evals
- RTG: Supply evaluation questions
Assignment/Submission/Job Overview
- For Submissions, change Assignment Details to Submission Details and remove the Report To, etc. fields
- Move Affiliate Details out of Requisition Details and into a new Affiliate box
- Reorganize into two columns, see Cam's mockups
- When submitting a Job, add basic Job Settings to the top of the screen
- When displaying full Job Settings, reformat similar to Submission/Assignment overview with 2 columns
Holiday/Overtime/Call Back Rates
- When Holiday occurs at the same time as Overtime, choose the highest of the two rates to pay the candidate at, it will count towards Holiday hours
- More info forthcoming, including the answer to having Holiday/Overtime/Call Back all concurrently
Candidate Screen
- Add End Date, Affiliate Name, Candidate's Name, Phone, and Email to Candidate screen
- remove user details from Candidate Account settings
- Candidates can manage push/email notifications but not the text notifications
Evaluations
- Send Evaluation emails/notifications after assignment ends
- Add Eval information to the form
API
- Break timesheets down into line items (instead of timesheets being the "line items"), each line item being a different service type for that timesheet
- New endpoint/function for retrieving Timesheets by Affiliate and Date range, include Punches and Line Items
This Week's Updates
- Various bug fixes
- Changes to Submission/Assignment Overview layout
- Evaluations (incomplete)
- Candidate View (incomplete)
- API Enhancements
Next Steps
- OMG: test baconipsum.com, wireframe Document Separator function
- RTG: send Privacy Policy and Terms of Use, send Questions for Evals, get answers for outstanding Holiday/Overtime/Call Back Rates questions
Document Splitter
- not needed for launch
- switch to a drag-and-drop interface, update wireframes
- when document page is clicked, blow it up in a lightbox, but include a select box for which field/bucket to add it to
- should be able to reorder pages as well
- the Edit PDF function will switch to this, too
Invoices
- In the Holiday + Overtime + Charge Back scenario, Charge Back becomes the base rate
- split Line Items up by department, add department ID and name to the output
Float Invoicing (when a candidate has Float punches)
- By Candidate Invoice type - 1 invoice, so separation needed
- Cost Center / Dept Invoice type - separate invoices for each department, candidate appears on both invoices, split by department
- Single Invoice - 1 Invoice, but display candidate in respective departments
Candidate View
- Modal headers/titles should match color/titles of buttons
- Title on Assignment/Timesheet pages should be the Location Name
- Remove paging on Timesheets
- Punches should have white background, but red if missing the Punch Out
- Punch Out button should switch back to Punch In button after 24 hours
- Move Assignment/Affiliate information into a 2-column card
Next Steps
- OMG: Update Doc Splitter wireframe, Chart mapping out invoice calculation
- RTG: Demo on Monday, review and shorten Service Type names, Jeannie - try to replication the incorrect data issue and document process
Client Holidays
- possibly post launch
- new page/section for clients, but clients won't see it, only MSP
- opt out of sytem holidays
- don't affect existing invoices
30 Day Account Expiration
- move client into Pending group, rename Suspended
- Show the Users in the Users section to only Client and Affiliate Admins, highlight them in table
- Client/Affiliate Admins can reactivate suspended accounts
- When a suspended user logs in, they'll get a notice that they have been suspended and need to speak to their Admins
Proposed Timesheet Edit
- Affiliate will submit a proposed edit
- Client or MSP will review it and approve or decline
- If approve, the timesheet is then updated and so are the attached remittances and invoices
- Timesheets - Proposed Edits dashboard widget for MSP / Client
- Table page for the list of edits with a modal to review and approve
Offers/Counters
- change Offer from Affiliate to Counter from Affiliate
- add Counter from MSP/Client status
Service Types
- Differential to ShifDif
- Preceptor to Precp
Timesheet PDF Export
- Export a single timesheet as a PDF
- In the Timesheet table, if range is less than 30 days, allow export of all timesheets in table (separate PDFs in a Zip file)
- Email Timesheet PDFs (need more details on this) - Batch process to reduce server stress
API
- Keys will need to be assigned for Affiliate/Client and only return data for that entity, limit which endpoints they can access
- Timesheets endpoint - add link to PDF download
- Job Board endpoint - filter by affiliate, client, or Job ID (or IDs, ability to send multiple in a single request)
- Throttle full load access of jobs, every two hours (record time with the key)
Misc.
- Shift Differentials - need to do this, but not needed for MVP
- Candidate Back Out - reopen Requisition if it was previously filled, do not need to account for tiering when re-opening
- Client Candidates - link to a Candidate Profile screen similar to Affiliates/MSP, but with information specific to Client, Location Group, Location
- MSP Candidate Profile - default to most recent candidate
- Add status called "Completed" - use for natural end of Assignment
Next Steps
- OMG: Gant Chart with high-level view of remaining tasks with Target Dates, send over Timesheet Calculation Lucid chart
- RTG: keep up with Demos, review Timesheet Calculation Lucid chart
RTG Meeting Notes 5/20/22
Withdraw/Back Out/Early End
- Withdraw Submission is what happens before an Offer is accepted
- Back Out is after an offer is accepted but before assignment starts
- Early End is after assignment starts
Review Board
- Will need to be able to upload Multiple files for the review
- 3 separate fields for uploading files (MSP, Client, Affiliate)
- Record an author/initial uploader for each files
- If file is modified and re-uploaded, record who performed the edit
- Review Board section is mainly for MSP, but Affiliate will need a screen to view Review statuses and upload files
- Do Not Return (DNR) can be set at 3 levels (Global/MSP, Client, Location)
- On the Early End form, add a field asking if they would consider rehiring this candidate. This info would be supplied to the review who will take their answer into consideration when setting DNR status
- If Global/MSP DNR, we will reject all submissions for candidate, not allow them to be submitted any further (highlight candidate in tables red and throw an error if they are selected or entered), remove them from any active offers, reopen jobs that need it, and send out a new "Inelligible Candidate" notification
- Client DNR works the same, except just for that specific Client, not the system as a whole
- Location DNR works the same, except just for that specific Location
- If Candidate is DNR'd, they will still be displayed to affiliates if in their Candidate Bank, but they will be highlighted red and receive and error if trying to use on a submission
Clients Restructure
- intend to "flatten" the client structure and base views off of client access priveleges
- increased focus of using filters to drill down data from each of the screens
- the ability to "drill down" from Client to Location Group to Location to Department dashboards will be removed
- a Client directory will be used to display Primary Contacts
- MSPs will still be able to configure Clients/Groups/Locations/Depts, but will be streamlined
Environments
- demo.rtgmedical.xyz will be a stable version and will be used specifically for demoing
- test.rtgmedical.xyz will be the most recent updates for testing, demo will no longer be used for testing
- we will have a bugherd instance on both environments
Next Steps
- OMG: Finalize Gantt chart/timeline with new priority information, modify environments
- RTG: Review tasks and priorities
Invoicing Process
- Invoices will be generated at 8 AM on Friday
- All completed timesheets need to be processed at this time (skip timesheets that end on Thursday and Friday)
- Timesheets from different weeks need to be on different invoices
Review Board
- Client can view Early End assignments and upload documents from that screen
- when a Review is necessary, a new entry will be created in the Review Board channel, the status of which will be Pending, Rehireable, DNR MSP, DNR Client, DNR Location
- Add Logs to the Review Screen
- Review is triggered automatically is Review Board after assignment Early Ends or another contributing factor (meaning no Review Board until Assignment is officially over)
This week's updated (will be moved to Test environment on Friday)
- MSP level Affiliate Remittances screen
- Affiliate level Remittances screen
- Mobile form updates
- Create Remittances from Client/Group level
- Additional punch tests
- Invoice generation logic / Invoice types
- Various bugs/fixes
Next Steps
- OMG: Update Completion chart daily, Invoicing Process
- RTG: Keep testing, Twilio access?
Timesheets
- MSP should have the ability to modify a timesheet even after invoice generation. In this scenario, the existing invoice will be 'Canceled' and a new invoice will be generated to replace it
- Timesheets should have an Approved Time field to mark when it was approved
- Timesheet PDF exports need the actual punch time and more information at the top
- RTG will review and inform OMG of futher changes they want to make to this document
- RTG will also review what information to display at the bottom of the Timesheet view page
Invoices
- Hide Tax value if $0
Extension Offers
- When an Extension Offer is accepted, certain documents will need to be auto-expired
- an additional field will be needed in the Required Documents library that will relate to this
- This can be considered Priority 3
Proposed Timesheet Edits
- Triggering an edit proposal should only happen between Monday @ noon, when all of the punches are due, and Thursday @ noon, the day before invoices are generated
- Unapproved proposals should be ignored during invoice generation
Notifications
- Will need Notifications sent out when a Timesheet edit is approved or declined
- Will need Notifications sent out when a Timesheet is approved
- On Client Notifications, automatically send one to primary contact
Client Restructure
- Display Location Group / Location / Department filters in top bar, acting like breadcrumbs
This week's updates to Test
- Various bug fixes
- Client Invoices - the different invoice types are now reflected
- Timesheet Approval Process
- Affiliate Timesheet Proposed Edits - New Screens for this
- Proposed Timesheet Edits screen and Dashboard widget for MSP
- Timesheet PDF Export (both singular Timesheets and a batch of Timesheets from the Timesheets screen)
- Extension Offer/Request process (very similar to the Offer/Counter Offer system)
- Extension Offers screens and Dashboard widget for all levels
- Notifications added for Timesheet Approvals
- Notifications added for Proposed Edits
- Notifications added for Extension Offers
Next Steps
- OMG: Finish up Priority 1 tasks
- RTG: Test updates, review requirements for Timesheets screens and the Timesheet PDF export
Documents
- Expiring Documents - only display Placement Docs
- Expiring Docs & Doc Approvals, pop Documents modal when one is clicked
- highlight Placement expired docs yellow in Documents form
- Priority 3 or 4 - Document versioning for replaced documents an assignment form and candidate profiles
- Priority 3 - Affiliate Notification for unfinished docs as the Assignment Start Date approaches
- Turn notification emails back on
- Add setting to reroute notification emails to a single email address
Pending Affiliates
- Check all Affiliate documents (Clients, State, Affiliate)
- Make this process closer to Document Approvals instead of status changing
- Admins and MSP Implementation rows can see Pending Affiliates, other user roles can't
Extension Offers
- in Required Documents, add toggle for Reupload on Extension
- when an Offer is accepted, create additional buckets for these documents (do not replace)
- Add Extension statuses similar to Pending Starts statuses (Pending Documents, etc)
Misc
- Riders will be renamed Client Specific Addendum (CSA)
- Start Date can be any date, but Timesheets need to finish the just before the start of the week. Candidates should not be able to enter time before their start date.
Friday Updates
- Candidate Back Outs
- User Registration Completion
- Requisition Details on Email Notifications
- Expiring Documents
- Document Approvals
- Many New Notifications
- Various Bug Fixes
Next Steps
- OMG: Wrap up Priority 1 tasks, dive into Priority 2
- RTG: Test, let OMG know when to move Test changes into Demo environment
Text Messages/Twilio
- Possibly set an expiration time for action text messages (TBD)
- Twilio Opt-in/out function - https://support.twilio.com/hc/en-us/articles/223134027-Twilio-support-for-opt-out-keywords-SMS-STOP-filtering-#h_01FBWGE1XDCR8NWMEZ6MW9G8P8
- Intent is to allow users to approve or deny their submissions before fully submitting to MSP/Client
- RTG will review the functionality needed for the Submission approval functionality
Widgets
- Do we need a widget for everything or just specific buckets? Which ones should we remove?
- Can remove the counter on the Reports widget
Clients Restructuring
- Red outline/highlight active filter boxes
- Add a "No Departments Assigned" alert to Client Location users
- Add a "No Locations Assigned" alert to Client Location Group users
API
- Cam will send over Swagger documentation for API requirements
- Clients will not use API, only Affiliates
This weeks Test updates
- Various bug fixes
- Candidate Profile screen completed
- MSP Pending Affiliates screen
- Affiliate Documents/States/Clients - updated document approval functionality to match Assignments
- Twilio Text Messages
- Updated Reqs so Start Date can be any day of the week and modified timesheets to be based on Client Start of Week setting
- Setting to send all notification emails to a single, test email
- Expiring Docs/Doc Approvals - Documents screen is automatically displayed, expired/expiring docs are highlighted in yellow
Next Steps
- OMG: Continue Priority 2 Tasks
- RTG: Review Text Message response requirements, Cam update and send Swagger docs
Timesheets
- Start Time should be based on Client Setting (or Sunday) instead of previous Monday
- Start Time should also start on the previous week
- End Time should default to the end of the previous week
- Widgets should be updated to reflect these defaults as well
Email/Text Notifications
- The email setting will be able to handle multiple emails through comma separation
- We need to add a similar setting for the phone text messages (multiple phones, comma separated)
- Twilio text back is not needed at this time, but a notification will still be sent, just with submission information
- RTG should review content of messages
Review Board
- Back Outs should trigger a Review as well as Early Ends
- Bad Evaluations will also trigger a Review, but that functionality is forthcoming in "Phase 2/Priority 3&4"
Misc
- Assignment Screen - Link to a filtered Timesheets screen instead of displaying the Timesheets table
- Affiliate Job Board - add Client column back in
- Dashboard widgets - some of these can be removed (though these will be kept for MSP Affiliate/Client views) - Mandy will send a list
- Sendgrid - What account should we use?
- Twilio & PandaDocs will need to be switched to Production accounts
This Week's Updates
- Demo will be updated with the Test version before Test is updated
- various Bug Fixes
- MSP Review Board
- Review Board widget on MSP dashboard
- PandaDocs/Blob integration
- Updated Affiliate document statuses functionality
- Client Candidates Profile screen
- Notification/function that forces Affiliates to update Document when Client changes CSA
- API - Delete endpoints for Credit Memos, Cash Receipts, Payments, Invoices, Remittances
- API - PUT endpoint for Credit Memos
Next Steps
- OMG: Discuss App launch, finish Priority 2 tasks, bugs, prep for Launch!
- RTG: Setup Production accounts, what SendGrid account are we using?, review Notification copy, send list of Dashboard widgets to keep or remove
Extension Requests
- Add the Reupload field to document container, but hide on affiliate
- Data will be archived in the offer and extension request records
Dashboards
- Jeannie is sending a list of widgets for each user's dashboard
Third Party Services
- PandaDoc account has been updated and we can provision a Production key for the main environment
- Twilio - a Production account will be setup and will need to be configured with keys, phone number, and webhooks
- Sendgrid - Setup a new instance for RTG
Timesheets
- Two new Pay Types - Voluntary Time Off and Contract Minimum
- Each of these will adjust the form to just show a date selector and a numeric field for the number of hours
- There will be new invoice Service Types that correlate to these and will use the standard bill rate and not be affected by OT/HOL pay
- Timesheets under Guaranteed Hours setting should be highlighted in the tables, display an alert on the Timesheet view pages, and add a notice in the timesheet reminder notifications
Call Back
- A Client setting needs to be added called "Minimum Call Back Hours" with options Actual, 1 Hour Minimum, 2 Hour Minimum
- Record actual punch times but round the hours up if under the minimum
- The rounded time does not count towards OT accrual
- Call Back time should not receive rate bumps for Holiday or Overtime
Specialty Profiles
- Map specialty profile to a department (Priority 3)
This week's updates
- Various bug fixes
- Efficiency updates
- Document Reupload on Extension
- API Improvements
Next Steps
- OMG: Launch prep, finalize server environment, production keys, Sendgrid, bugs
- RTG: Prepare for Launch (Friday)
Timesheet Adjustments
- Start of Priority 3
- Voluntary Time Off will have a 0 bill rate and only counts towards the Guaranteed Hours count
- Priority 4 - New Client level setting "Call Off Policy", two fields - number of occurrences and number of weeks. Ex: 1 occurrence in 13 weeks. If assignment is 26 weeks, you can have 1 day off in the first 13 weeks, and 1 in the second 13 weeks that doesn't get billed
Misc
- Priority 4 - set MSP Account Manager to specific locations instead of just the Client as a whole
- Assignments - Filter by 'On Assignment' for all versions of this screen
- Candidates - Add filter for sorting by DNR status
- Priority 4 - Add toggles to Edit Assignment form
- User Profile - Hide Logs for Client/Affiliate users
This Week's Updates
- Various Bug Fixes
- Requisitions API
- Client/Affiliate User Admin
- Clean Production Environment
Next Steps
- OMG: Make final adjustments, plan for Priority 3 or 4
- RTG: Happy Launch Day!
Releases
- new versions will spend approx. 1 week in test
- will add a Maintenance Window System Alert
- Maintenance window will be 11AM - 12PM CT, likely on Tuesdays
Page loading
- look into adjusting the loading animation
- the data loading portion is in a good place, but page loading is still an issue
- OMG will look into possible loading issues stemming from JS/CSS/HTML
API
- Would there be a benefit to separating the API from the core app? It would likely still use the same database OR we would have to setup a copy of the database
- Need to come up with an API limitation policy
- Cam has plans for a Full-blown API
This Week's Exchange Updates
- Various bug fixes
Next Steps
- OMG: finish the release schedule, work on 1.1.0
- RTG: continue test and adding production data
Bugs
- 438 - Remove highlight, change text color (experiment with what text colors work in dark mode)
- 446 - Change + sign on tables to Chevron icon, make red, increase hit box and spacing
- 464 - Remove profession from Specialty filter field
- 467 - Default all Invoice screens to Unpaid status
- 472 - Remove ability for MSP's to edit Submissions on the front end
- 491 - Remove Document Review category if not being used. Remove Edit Timesheet category and remove from Timesheet form (just need a notes field). For Back Outs (only affiliates can back out), add a Back Out category for that form
NBO Hours
- On the first timesheet if there is an NBO value, add punch or line item deducting the base rate WAGE for the number of hours on invoice. Or would it make more sense to just have first hours of Standard punches zero out?
- Track when this value is credited through an invoice
- This is bug 451
Bonuses
- MSP will add a Bonus punch to a timesheet/assignment, with the value autofilled from the settings
- MSP will be the only ones to see this and it will only be available if there is no bonus punch on the assignment
- No Admin Fee deduction on the remittance
- Add a filter to Assignments to filter Bonus Not Paid
- This is bug 451
Submissions / Review Board
- Prevent submissions while a candidate is in Review Board
- Notify MSP if a candidate is submitted to Review Board if they have active submissions. MSP user will need to manage these on a case-by-case basis.
- On Review Board screen, add link to Candidate Profile
- This is bug 481
Voluntary Time Off / Contract Minimum
- Remove Total Hours from Invoice Screens
- change ConMin Service Type to ContractMin
- Contract Minimu is related to Call Off Policy, not Voluntary Time Off
- Chunks have to match total number of Weeks (if 13 weeks chunks are selected, 8 week chunk does not qualify for a Call Off)
- Limit hours in the box based on total hours and Guaranteed Hours value
- Calculate at punch with a 0 rate
- Remove Contract Minimum option if GH value is 0 or GH value is met by Total Hours
Twilio
- Users will need to Opt-In to continue to Receive texts
- Yes or STOP to Opt-Out - Add verbiage to all texts if not opted in (though Opt-Out should always be on there)
- Track response to these and save as a setting for the candidate/user
- Affiliates / MSP should be able to track Opt-In Opt-Out status in UI
- Add Download App links to the login screen
- Inform Affiliate when a user has Opted Out, instructions on how to opt back in
Evaluations
- Hide the Evaluations button for now
- Will need to be able to review past Evals on Assignments screen
- Client would see all Evals for Candidate, Affiliates would only see ones from their assignments (limit to last 3 years)
Misc.
- Remove Image from Login Screens
- At some point, may need to add security levels for documents to restrict who can view them
- Notifications - add mark as read and then the ability to delete read notifications
Next Steps
- OMG: Finish v1.1.0, Review Unscheduled Tasks
- RTG: Get us UUIDs for Apple app testing, bug testing
Bugs
- 502 - Send notifcation when offer is accepted and one the day before an assignment begins. If account is configured, give link and the email to use (send as text message)
- 509 - Dropdown is display documents, likely a query issue
Client Restructure
- change Users and Documents forms to forms similar to the Requisitions forms
- User form will need to start with a User Type and then choose entities to attach the user to, the form will respect the defaults from the preselected group/location etc. but allow user to change them if they have permissions
- Requisitions should have fields unlocked if the User should have the ability to change them
- Invoices - certain invoicing models should be available at every level (cost_center and candidate all, single is client-level only)
- The forthcoming Billing User will be a Client-level user
Contract Minimum
- Rename this to Contract Guarantee
- Rename Service Type to ConGuarantee
NBO / Bonus
- NBO is a high priority
- Bonus is a lower priority
- Bonus requirements have been reduced to just letting MSP users add a Bonus punch (add to Pay Type box), no alerts or filtering needed
- If no Service Type is defined, just use "Bonus"
1.1.0
- Added Changelog
- Will be moved to test.rtmedical.xyz so RTG can test next week.
- Plan to release to demo and production August 9 at 11PM
- A simple Alert System will be added
Misc.
- OMG needs to provide RTG with a list of Open Source components with links to open source licenses - including but not limited to ExpressionEngine itself, EE plugins, JavaScript plugins
- EULA/Terms need to be added to the user registration process - the Terms just need to be displayed in a box for the user to read and then require them to check a box acknowledging they agree to them
Next Steps
- OMG: Finish and push 1.1.0, send Test App
- RTG: Test 1.1.0
Bugs
- 492 - This can be updated to Offer Accepted instead of Counter Offer Accepted
- 496 - send notification for Pending Starts but not for anything before that or Backed Out
- 521 - Round down to the previous date instead of the next date
- 539 - Remittances - show hour details
File Versioning
- Move button to toolbar, open history in a modal, include the current version
- Remove version dropdown from form
Image/PDF Editor
- When Close is clicked without saving, add a confirmation prompt
- Add delete and magnify icons to the cloned pages
Affiliates Remittance/Clients Invoice Dashboard
- Change the tables to widgets, similar to dashboards with 30 day, 60 day, 90 day counts with Total Amounts Outstanding for those timeframes, clicking on one will take the user to the Invoices or Remittances tables with the date filters pre-selected to those timeframes
- Present options for both Pie and Bar Charts
- For Clients, respect the Entity filters
PDF Export
- Fix font for Candidate Name
- Add address to location box
API
- Use Demo environment for API sandbox
- Add throttle settings to allow for different throttling rules in the demo environment
Next Steps
- OMG: Update Test to 1.2, Production and Demo to 1.1 on Tuesday at 11PM
- RTG: Continue testing, send new Swagger documentation
Bugs
- Adam is not seeing in app notifications in Demo
- There's a Submission/Requisition related bug, Cam will send the email
- PDF export is missing images on some environments
Timesheets / Rates
- show Affiliate Rate and Bill Rate on time sheets on left, move Assignment Details and Contract Rates to timesheet screen, remove Assignment button but add Assignment ID & Name with Link to Assignment with return value
- Move Bill Rate out of Totals section and into Details
- For Affiliate views, show both Affiliate Rate and Bill Rate wherever it's used
Evaluations
- Will need a star field
- There will be a question for "Would you rehire?". If no, submit to Review Board and require comments
Avatar
- Continues to be an issue
- RTG will send over issues and accounts they are having issues with
App
- Point to demo for testing
Next Steps
- OMG: Finish provisioning the Apple App for Testflight, finish 1.3, prep for 1.2 launch 8/16 pending RTG approval, send Requisitions Postman Collection
- RTG: test 1.2 and the App (when available), Mandy send over Evaluations questions
Bugs
- 547 - Make sure NBO is on Offer forms
- 584 - Check logs for 8/18 re: 1376 invoice
- 537 - Can we search both First and Last Name columns in table at same time?
- 519 - Acute and LTAC - if not ap