Training Manual - Timesheets Setup












Timesheets Setup








Thursday, 14 December 2017












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Contents

In this manual

Introduction - Timesheets

Introduction


Introducing Timesheets
Total run time 2 minutes.


 

The Timesheets module is designed to track time of work hours by company.  Within a company you may track hours by any hierachical structure you choose, such as Project, Phase, Task.  Timesheets can break hours into chargeable and non-chargeable cost codes.

The Timesheet document has been developed for use with an approval process and can be configured for pre-addressing to Payroll or other relevant parties.

The workflow of the timesheet is:

  1. Employee creates a Timesheet in a status of a draft awaiting approval by their Manager and submits it.
  2. The Manager then either approves the Timesheet which issues it to Payroll or declines the Timesheet which sends it back to the originator as a draft for editing.

Prerequisites - Timesheets

Prerequisites

The following set up must be done by your Project Administrator to use this module:

  1. Consider the desired Approval Process for each company intending to use the Timesheet Module:
    1. Identify the "Approvers" - these are the users who will approve submitted timesheets.
    2. Identify the "Closers" - these are the users who may  close approved timesheets, e.g. the Payroll Administrator and/or Payroll Officer.
    3. Determine the document Statuses at each stage in the approval process.
  2. Set up a Timesheet Document Type according to the Approval Process .
    1. Specify the User(s) allowed to CLOSE the Timesheet, e.g. the Payroll Administrator and/or Payroll Officer.
    2. Customise and allocate Statuses, and specify Approver(s).
    3. Add two special User-Defined Fields for "Employers" and "CompanyTaskCode".
    4. Create a Timesheet Task for each company cost code (this must be done for each company intending to use this module, as each company will have its own cost codes).
    5. Create a Distribution Rule to pre-address Timesheets (usually to the Payroll Administrator and/or Payroll Officer).
  3. Turn on the Timesheets Module for your project.
    1. Click on Modules in the Configure Menu.
    2. Click on Matrix 
    3. Check the desired tickboxes alongside the Timesheets Module
    4. Click Update
    5. Refresh your project (F5).
    6. Timesheets will now be located on your Activities Menu. 

Implementation - Timesheets

Implementation

One Document Type per Company

The standard  workflow for using this module takes place within a single company

This means if more than one company on a project intends to use the module, a separate Timesheet Document Type must be set up for each company, so each company's own Cost Centre codes and Task codes are securely maintained. When setting up the required select list Special Field for Employer (Company), only one option needs to be specified.  Note, the Company specified is validated by the system against the project's Contacts Register and must be specified correctly. Multiple approvers can be set - the user will be able to choose the approver relevant to their department.

One Document Type per Alliance

There is a less common workflow involving multiple companies part of an Alliance.  

In this case, all the companies in the Alliance will use the same Timesheet Document Type.  Multiple approvers can be set - the user will be able to choose the approver relevant to their company.  When setting up the required select list Special Field for Employer (Company) each company in the alliance must be added as an option.  Note, Companies are validated by the system against the project's Contacts Register and must be specified correctly. When setting up the Timesheet Tasks, each different company's Task codes can be set up. 

 
Timesheet setup - an overview - Timesheets

Timesheet Setup

Create a Timesheet Document Type

This first section is an overall Timesheets setup procedure. You should see the sections after it for detailed steps relating to some of the points in this procedure.

  1. Click Configure ModuleConfigure on the Main Menu. 
  2. Click Module MatrixDocument Types on the Configure sub-menu.
  3. Click New New (either on the Configure Main Menu or on the top menubar).
  4. In the Detail Frame, under the heading Create new Document Type:
    1. Enter TSH in the Document Code text box.
    2. Select Timesheets from the Document Type select list.
    3. Select TSH/TIMESHEETS as the folder for timesheets.
    4. Click Create new Document Type.
  5. Fill in the Document Type form, paying particular attention to:
    1. Title/Short Title:  Enter the full name of the document, e.g. Timesheet.
    2. Authors:  It will default to everyone.  You many customise by choosing from the dropdown menu the roles allowed to create this document (if you do not wish to allow everyone the ability to create this document).
      Note: multiple roles may be selected by holding down the [Ctrl] key while you select the list items.    
    3. Document Numbering: 
      1. If Timesheets are going to be used within one company, untick the "from" and "to" checkboxes. This allows the timesheet documents to be numbered sequentially as they are created, e.g. "TSH#0001".
      2. If Timesheets are going to be used across more than one company, untick the "to" checkbox only.  This allows the timesheet documents to be numbered by company and sequentially within the "From Company" grouping, e.g. "TSH:PC#0001".
    4. Closers & Status Changers: Since Timesheet documents are subject to an approval process, it is suggested you:
      1. Untick The Author in the "May change the Status to a Closed status" section. 
      2. Tick The following people... in the "May change the Status to a Closed status" section and enter the Payroll Office representative's User ID (comma-separated if multiple payroll staff may close timesheets).
  6. Click Update before editing the Status section to save the details you have added so far.
  7. Fill in the rest of the Document Type form as needed:
    1. Status:  Click Edit in the Status section to set up the statuses required for the approval process.

      Please refer to Set up statuses for Approval Process below for details on adding and allocating statuses and specifying approvers.

    2. TO & CC: Select the addressing options for timesheet documents.  Click the "Distribution Rules" hyperlink to create a new rule to automate the addressing of Timesheet documents.

      Please refer to Pre-addressing via a Distribution Rule below for details.

    3. Leave Locked and Split options unticked.
    4. You may use the default /TSH/TIMESHEETS as the Filed path.
    5. Sub type is not a super-type.
    6. Leave Alt. Prefix blank.
    7. Due: enter the number of days you would like the due date to be set by. The due date is calculated as the Week Ending date plus the number of days set here.


    8. UserForm: select Yes; tick Title, Text, and User Fields boxes.
    9. Default values (Title name): do not need to enter.
  8. Enter the following Timesheet Details:
    1. Week Ending: Select the day of the week you would like your timesheets to end on from the dropdown box. 
    2. Directory Level: Choose the number of hierarchical levels you would like to set up timesheets for.
      For example:  If you would like to track timesheets by Company, Project, Phase, & Task, enter 4 directory levels.
    3. Company That Employs You: Select from the dropdown box.
    4. TSH Report: Enter in the user and/or companies that may have access to run Timesheet Reports from the Reports Module.
  9. Click Update to save the details you have entered thus far.
  10. Set up your Directory Levels:
    1. Click .
    2. The first level must by your company.  Enter your Company Name.
    3. Click .
    4. The company name, directory name, and level will display on the left hand of the screen.  The highest level will be level 0.
    5. To Add the next level, click .
    6. Enter the Name for the next highest level, such as project.
    7. Select Parent Directory from the dropdown box.
    8. Click .
    9. The newest level will appear on the left hand screen.
    10. To Edit or Change any directory levels:
      1. Highlight the level that you would like to edit on the left hand list.
      2. Make the changes on the right hand side (change name or parent directory)
      3. Click
      4. Click to delete the level from the directory.
    11. To help manage your directory page, you may click on any heading to sort the directory.
    12. Close the Timesheet Directory page when finished.
  11. Click to add Task Codes. The field is unique to the Timesheet and is where cost/task codes can be added. Tasks can either be chargeable or non-chargeable.
  12. Click to add Shifts.

  13. Please refer to Creating Timesheet Tasks and Shifts below for details.

  14. The is to be used to export Timesheet data to an Excel Spreadsheet by date range.

 

Turn on the Timesheets Module

Once you have set up the required document type for working with this module, you must turn the module on for the project.

  1. Click Configure ModuleConfigure on the Main Button Bar. 
  2. Click Module MatrixModules on the Configure Main Menu.
  3. In the Available Modules matrix, tick the Roles.  If necessary, specify the companies/users who may use the Timesheets Module. 
  4. Click .

Set up statuses for Approval Process

The following screen displays the recommended statuses for this Timesheets:

 

DRAFT is the standard draft setting used in ProjectCentre which will appear on the author's hotlist only. 
FOR APPROVAL is the status that the Timesheet will open in. This is a draft status which appears on both the author and approvers' hotlists.
Note: You can have as many different approvers as necessary;  when the user creates a Timesheet, they will simply choose the status FOR APPROVAL BY <name of first approver> and when they Submit the Timesheet, it is automatically sent to this approver. 
RESUBMIT is a draft status that allows the approver to reject the Timesheet.  (It remains on the originator's Hotlist in the DRAFTS folder for editing).
APPROVED is the initiated status when a Timesheet is issued. The Timesheet can no longer be edited after this point but can be responded to.
PROCESSED has been set as the Closed status used by the Payroll when the details have been entered into their payment system.
CANCELLED is the standard setting used in ProjectCentre to cancel a draft.
WITHDRAWN is the status to use to remove a timesheet after it is approved in case of an error.

 

Add and allocate statuses

When you click from the status section of document type screen, you enter the Status option editor form.  The default displays the "Status Codes" tab.

  1. Enter a sequence number of your choice in the first text box at the bottom of the form.  This is used to Order the statuses in the Status select list on the Timesheet form.  Enter the Description FOR APPROVAL in the second text box.  Click .
  2. For the FOR APPROVAL status, select "0", tick "D", select "A".
    Note: consult the Legend below the form for details on what each of these codes mean. Click .
  3. Enter another sequence number in the first text box.  Enter the Description RESUBMIT in the second text box.  Click .
  4. For the RESUBMIT status, tick "D".
  5. Change the INITIATED status description to APPROVED.  And, change the CLOSED status to PROCESSED.  Click .
  6. Delete the OPEN status by clicking x.
  7. Under the Status Allocations tab, specify the users who are able to access each particular status on the document.
    1. For roles where the approver status does not apply - e.g. DRAFT, CANCELLED - tick the boxes of those users that are allowed to change the status (or enter the user ID in the Others field).  If no boxes are ticked (or users entered in Others) everyone will have access to the status options. 
    2. For roles where the approver status applies - e.g. FOR APPROVAL - tick the boxes to allow the status options needed for non-approving users. 
    3. The approvers' and closers' User ID should be placed in the "Others" text box to indicate who is able to change the status to the DECLINED, APPROVED and PROCESSED statuses.
  8. Click .
  9. Under the Status Approvers tab, enter the User ID for each Approver - i.e. the person who has access to the FOR APPROVAL status in the Status select list. Click .
  10. Click the Back to Types tab to return to the Timesheet Document Type form.   

Pre-addressing via Distribution Rule

To simplify using Timesheets for the user, we recommend pre-addressing using Distribution Rule.
Tip: if Payroll is not one particular person, you may wish to create a user account called "Payroll" or "Pay Office".

Distribution Rules specify default names addressed on a document in the Attention To and Info To section when creating a new document.

To Pre- Address Timesheets

  1. Click the "Distribution Rules" hyperlink from the Document Type screen.  
  2. Click NewNew on the menubar at the top of the Detail Frame where the Distribution Rules are listed.
  3. Complete the form for the new distribution rule.
    New Distribution Rule
    Note: For Timesheets, it is recommended that the Distribution Rule be "forced" which means users cannot remove these addressees from the address list.  To force: tick the + checkbox next to the To List person(s) and/or CC List person(s).
  4. Click Save.
  5. Reopen your Timesheet Document Type form by refreshing the List Frame. 

Creating Timesheet Tasks

Adding Timesheet Directories

Click from the document type screen.  The Timesheet Directory Editor  will display to add tasks and cost codes.

A company's directories allow you to set up a hierarchical structure for your timesheets and associated tasks.  Set up the highest level directories first and work your way down. 

  1. Name: Enter the Name of the directory
  2. Parent Directory: Select the parent directory from the drop-down menu. If you do not choose a parent directory this will be set at the highest level, which is depicted as 0.
  3. Hidden: Tick this box if you do not want the task to be listed as an option on the select list. This is often used for obsolete directories.
  4. Click . Repeat to add more directories.
  5. To Edit a directory: highlight it on the left hand display, make changes and click Update. Refresh the Directories list to see the changes.
  6. To Delete a directory, select it and click Delete.
    Warning: you can only delete a directory in the set up stage.  Once the Directory is used, it can no longer be deleted however you may use the Hidden checkbox to hide obsolete Codes. 

Adding Timesheet tasks

Click from the document type screen.  The Timesheet Tasks Editor  will display to add tasks and cost codes.

A company's task codes are identified by the option code allocated during the CompanyTaskCode User Field setup.  The company's individual task codes are set up in the Timesheet Tasks Editor.

  1. Chargeable: Select if this task is chargeable or not.
  2. Directory: Select the correct directory level for this task from the drop-down menu.
  3. Task: Enter a description for the task, e.g. "Project Management-Supervision". 
  4. Cost Code: Enter the Task Code. Enter the Company CostCode (see Special Fields for Timesheets above) followed by a forward slash (/) and then Task Code. i.e: 6000/1000 (6000 is the CompanyCostCode and 1000 is the Task Code).
  5. Description: Optional.
  6. Hidden: Tick this box if you do not want the task to be listed as an option on the select list. This is often used for obsolete tasks.
  7. Click . Repeat to add more tasks.
  8. To Edit a task: highlight it on the left hand display, make changes and click Update. Refresh the Task list to see the changes.
  9. To Delete a task, select it and click Delete.
    Warning: you can only delete a task in the set up stage.  Once the Task is used, it can no longer be deleted however you may use the Hidden checkbox to hide obsolete codes. 

Adding Timesheet Shifts

Click from the document type screen.  The Timesheet Shift Editor  will display the shifts.

 

  1. Name: Enter the name of the shift which will display in the dropdown selection list.
  2. Hidden: Tick this box if you would like this shift to be hidden from the dropdown selection list. The feature is useful when a shift is no longer in operation. One a shift is hidden:
    1. The shift will no longer display as an option on the shift dropdown list.
    2. The hidden shift will display on past timesheets that it was applied.
    3. Reports will show all shifts including hidden shifts.
  3. Click
  4. Continue until all shifts have been entered.