Wells Fargo Business Banking AIM Team Member Recognition Program Order Training Guide Managers Update March 27, 2007
Table of Contents AIM Recognition Program Enhancement Goals Enhancement Overview Order Site Features Sign in/Registration Order Site Home Page Program Information Page Program Maintenance Give Recognition Approve/Edit or Deny Awards Activity Summary FAQs Contact Us Sign Out Award Features Redemption Process Contact Information Page 3 Page 4 Page 5 Pages 6 -8 Page 9 Page 10 Page 11 -15 Pages 16 -26 Pages 27 -34 Pages 35 Page 36 Page 37 Page 38 Pages 39 -40 Pages 41 -47 Page 48 2
AIM Recognition Program Enhancement Goals Provide a new component to the existing BBS AIM recognition program that will; • • • Give WF BBS managers & supervisors additional ways to drive performance, Give WF BBS team members the type of recognition they want, Increase recognition for meeting or exceeding productivity, quality and other "cultural" measures of performance, Provide a seamless experience between the new component and the existing AIM program, Provide valuable reports including real-time information and program trend data to support WF business decisions and Foster and encourage a recognition culture 3
Enhancement Overview • Partnered with the existing vendor to develop a complementary award order system to existing AIM site and custom branded electronic awards • Additions to AIM: new programs, online award order and automated approval process added to handle increase recognition activity and reduce administration • 1, 800 WF BBS employees are eligible to participate • Launch date: April 2006 4
Order Site Features • Flexible system – Allows programs to be set up by each department level and team level – Each department and team within each department can create and manage their own programs • • Easy 5 -step process to place awards Employee search tool built into site to ensure nominator and recipient data accuracy Ability to upload large award orders Automated award nomination/approval process for Mike’s 2 and 3 -down managers who wish to award Team Members outside of their department 5
Home Page Sign In Enter your User Name and Password and click the “Enter” button To register, click here If you have registered, but cannot remember your password, click here 6
Registration Enter your Employee ID and select your User Name and click here. 7
Registration email is immediately delivered to your email address, click on link to connect to site to select your password. 8
Top Navigation Home Page Select a topic on the left navigation to begin Personalized with your name and your recognition received Left navigation is dynamically generated based on your User profile Home: The welcome page includes links to training materials and a Message Board. This content will change regularly. Program Information: Provides a list of all programs that the user is eligible to order or receive awards. Activity Summary: To review your recognition activity, both given and received Tools: Program Maintenance is displayed for Level 2 -4 Managers Level 2 Managers can set up programs for their departments, while level 3 -4 Managers can set up programs for their teams. Reports: Displays reports based user profile. AIM Home: Links to the AIM Home Page. FAQs: List of frequently asked questions for ordering awards and redeeming awards Contact Us: Phone and email address for Account Management Team Sign Out: Click this button to end session Notifies user of any pending award approval requests Message board, see by all participants Dynamically generated message based on users department 9
Program Information: This page dynamically generates a list of programs the User is eligible to give or receive awards. Programs are displayed by the following categories: Business Banking Support General Programs- Eligible participants include all BBSG Team Members Group Programs- Eligible participants include Team Members from multiple Departments. Department Programs Eligible participants include Team Members from one Department. i. e. : Technology, Production, NBBC, etc. Team Programs- Eligible participants include Team Members from one Team within the Department. i. e. : Loan Ops, BBRC, Shoreview, etc. 10
Administrative Tools Program Maintenance: Department Admins only have access to the change user tool and can access program maintenance acting on behalf of their manager. 11
Administrative Tools Program Maintenance Create a New Program Click here to start a new program 12
Administrative Tools Program Maintenance Create a New Program • Program Name: Assign a unique name, you will see the full list of other active and inactive programs. • Criteria Values: At least one is required per program • Award Values: Available from $5 - $200. The award values are determined at program set up. They may be predefined, open entry for the nominator. Or you may set a range, i. e. : 100 to 200 dollars. You may also select a predetermined set of numeric values. i. e. : 75, 100, 200 to be displayed in a drop down menu. Please note: there is a shorter list of merchants available for awards issued at the $5. 00 amount 13
Create a New Program, cont. • • • Recipient Manager Notification: If someone other than the Team Member’s manager nominates them for an award, you can select whether or not the recipient's manager will receive email notifications of awards issued to their direct reports. Justification: Select whether or not the award issuance requires justification. This content is not included with the awards, but may be helpful for award approvals if required and for future reference. Eligibility: You will be able to set up award programs based on manager’s authority profile. Level 34 Managers will see their department displayed, but only their Team Members in this department will be eligible for programs set up by Level 3 -4 Managers. Program Guidelines: Enter in the program overview here, including the program goals, criteria for award issuance, award amounts and timing. This is the information that is displayed in the Program Information section and on the program selection page when users are selecting programs before placing award orders. Active Dates: Select the time span in which the program is active and available for award nomination. Keep in mind, the launch and end dates are set for 12: 00 a. m (midnight) for the selected dates. Please note: we are adding a grace period function to allow managers to still order even after the end date of the program. Administrative Tools Program Maintenance 14
Administrative Tools Program Maintenance Edit an Existing Program You can edit an existing program for your department by clicking on the Program Name. 15
Top Navigation Home Page Select a topic on the left navigation to begin Personalized with your name and your recognition received Left Navigation Home: The welcome page includes links to training materials and a Message Board. This content will change regularly. Program Information: Provides an overview of the AIM Team Member Recognition Program Give Recognition: Order awards Activity Summary: To review your recognition activity, both given and received AIM Home: Links to the AIM Home Page. FAQs: List of frequently asked questions for ordering awards and redeeming awards Contact Us: Phone and email address for Account Management Team MANAGER Sign Out: Click this button to end session Notifies user of any pending award approval requests Message board, see by all participants Dynamically generated message based on users department 16
Give Recognition Nominate a Team Member for an AIM Award Step 1: Select Program Information Pull down menu displays programs that user is eligible to give recognition. Click here to view brief descriptions of all available programs You will be able to place awards for individuals or for a group if this group is to receive an award with the same award amount, message and delivery option (each individual receives an award with his or her name on it). If you need to order awards with a variety of award amounts, messages and different delivery methods, you will have to order each award separately. If you have a very large order to place, see the AIM Recognition Program Administrator to obtain a form for a Mass Award Order spreadsheet. 17
Give Recognition Nominate a Team Member for an AIM Award Step 1: Select program Information Once a program has been selected, the required fields will be displayed Select Criteria: All programs require criteria for award issuance, these are predefined for each program and can be accessed through this pull-down menu Click here to view brief description of the selected program Award Amounts: Predetermined for each program: predefined, open entry, a dollar range or specific amounts Enter Award Justification: Not required for all programs, this text is used to provide rationale for award issuance, this text will be seen by approving manager if required but not be seen by recipient Sample Program #1: This program has a predefined dollar amount for the award amounts and requires award justification 18
Give Recognition Nominate a Team Member for an AIM Award Sample Program #2: This program allows open entry for the award amount and requires award justification Sample Program #3: This program allows a range of award amounts and does not require award justification Sample Program #4: This program allows a specific set of award amounts and does not require award justification 19
Give Recognition Nominate a Team Member for an AIM Award Step 2: Search for Recipient(s) Enter your search criteria: Enter one ore more criteria to find recipients. You can also select the number of names displayed and the order your results will be displayed, such as last name or department. 20
Give Recognition Nominate a Team Member for an AIM Award Step 3: Select Recipient(s) All employees that meet your search criteria will be displayed in the order you selected. Please note that depending upon the quantity of results from the search, there may be additional pages of search results. Select recipients on screen with a check mark and either click on “Next Step” button if you have selected all. If you wish to view additional search results, click on “Add More Names” to create a Selected Recipients Group List and display the next page of search results. If your search did not yield the results you wanted, you can click on “New Search” to start over. When you have selected all recipients for award, click on “Next Step” button 21
Give Recognition Step 4: Recognize Recipient(s) Nominate a Team Member for an AIM Award Enter Personalized Recognition Text: You are allowed to enter up to a 500 character message, including letters, numbers, spaces and punctuation. Delivery Method: There are two delivery options for AIM Awards: e. Awards are delivered directly to the Recipient via email; Print-to-Desktop awards are delivered to the Nominator via email to be printed and hand delivered to the Recipient. When ordering awards on behalf of a manager, the award is delivered to their email address. Nominator: You may edit the name for the Nominator, this is the name that will appear on the award as “From”. Approver: Displays designated Approvers for awards that require approval. Orders for awards within your department do not require approval so “None Required” will be in this field Selected Recipients: You may edit the Recipient's name, for example, the first name on file is “Elizabeth" but you would like the informal name, “Beth" to be displayed on the award. 22
Give Recognition Nominate a Team Member for an AIM Award Step 5: Confirm and Submit Final review of Program, Criteria, Award Amount, Message, Justification, Recipients, and Nominator Name. Click “Submit” button to place order or click “Back” button to edit award order 23
Give Recognition Nominate a Team Member for an AIM Award Recognition Completed Confirms the completion of your order. You can print this page out for reference or access this information by going to the Activity Summary and click on "Recognition Given". To obtain Activity Summaries for this order, Dept Admin will need to be logged in as the Manager. Since approvals are not required for Department Heads and Manager Level 2 (1 -down from Mike Azevedo), e. Awards will be emailed to the recipient and Print to Desktop Awards will be emailed to the Nominator to be delivered to the recipient. 24
Give Recognition Order Awards for someone in another department All Mike’s 2 -down managers can order awards for recipients outside of their departments, but the recipient’s manager must review and approve the award. Once you have placed the award, the recipient’s manager receives an email notification and will see a pending award nomination in the Award Alerts box on the home page. If the manager has not acted on the pending nomination within 10 business days of the original notice, he/she will receive another email reminder. If he/she has not acted on the nomination in the next 5 business days, the nomination will roll over to the AIM Recognition Program Administrators for approval or denial. Nominate a Team Member for an AIM Award in another Department Step 4: Recognize Recipient(s) Approver: Displays designated Approvers for awards that require approval. Orders that are placed by a manager 2 -down from Mike, can order awards, but the recipient’s manager must review and approve the award. 25
Award Alerts Nominate a Team Member for an AIM Award Notifies user of any pending award approval requests. Click on link. Email notification of pending award approval 26
Award Alerts Approve/Edit or Deny a Pending AIM Award Nomination Program Approval Report Displays all pending award nominations for Manager. Click on the “Approve/Edit” button 27
Award Alerts Approve/Edit or Deny a Pending AIM Award Nomination Approve an Award Once approved, simply click on the “Approve” button 28
Award Alerts Approve/Edit or Deny a Pending AIM Award Nomination Completed Approval Confirmation that approval was successful Edit an Award Click on the “Approve/Edit” button 29
Award Alerts Approve/Edit or Deny a Pending AIM Award Nomination Edit an Award You can edit the program, criteria, award amount or recognition text for the award. For this example, reduced the award amount from $200 to $25. Then click on the “Approve” button 30
Award Alerts Approve/Edit or Deny a Pending AIM Award Nomination Completed Approval/Edit Confirmation that approval/edit was successful Deny an Award Click on the “Deny” button 31
Award Alerts Approve/Edit or Deny a Pending AIM Award Nomination Deny an Award denial reason is required, provided to the Nominator via email to notify them of the denial. Click the “Deny” button. 32
Award Alerts Approve/Edit or Deny a Pending AIM Award Nomination Completed Denial Confirmation that denial was successful 33
Activity Summary: To review recognition received, received given, approved, pending, denied and canceled nominations. 34
FAQs: Questions and answers for placing orders and redeeming awards. 35
Contact Us 36
Sign Out 37
Award Features • • • Custom AIM Award is a unique certificate that is redeemable for gift cards to more than 350 popular retailers, catalogs, restaurants, travel and entertainment providers Includes team member’s name, a personal message and the nominator’s name Two award delivery options – e. Award is emailed to the Team Member – Print to Desktop Award is emailed to the Nominator to be printed out and presented to the Team Member in person Awards are sent same day ordered or approved if approval is required Easy online redemption process for Team Members 38
Awards Lisa Mullins Congratulations on exceeding your Q 3 goals. Thanks for the great work. Enjoy your award! from: Carrie Newton AIM e. Award Link to view Award is emailed to Recipient clicks on “Redeem Award” button to be connected to Redemption Site Lisa Mullins Congratulations on exceeding your Q 3 goals. Thanks for the great work. Enjoy your award! from: Carrie Newton AIM Print To Desktop Award, merchant list and redemption instructions are emailed to Nominator to be printed out and presented to Recipient 39
Redemption Process Redemption Page: This is the website redemption entry page, the URL for this site is printed on the Print to Desktop Award redemption instructions. Enter in Award Number and Award Amount and click on “Enter Award” button and then the “Select Merchant” button. Award Redemption Site for Print To Desktop Awards 40
Redemption Process Select Merchant: Step 2 for Print to Desktop Award Redemption. This is the URL that e. Award Recipients are connected to after viewing their Awards. Click on Merchant name to view description and terms and conditions. 41
Redemption Process Create Certificate: Adjust the gift card denomination if you would like, click “Add to Cart”. Click here to return to the Merchant List 42
Redemption Process Review Cart: Review gift card selection before entering shipping information. 43
Redemption Process Checkout: Enter in your shipping address, email address and phone number 44
Redemption Process Checkout: Final review of gift cards, shipping detail before placing order. 45
Redemption Process Confirmation: Includes a confirmation number for future reference. 46
Contact Information • • For ordering questions, contact the Wells Fargo AIM Account Management Team Monday - Friday, 8 am - 5 pm CT at 1 -800 -675 -4438 or via email at VIP. Customer@Hallmark. Insights. com For award redemption questions, contact the Customer Service Consultants Monday - Friday, 7 am - 7 pm CT at 1 -800 -765 -4438 or via email at Customer. Service@Hallmark. Insights. com 47
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