QA software. Timesheet Management System USER GUIDE

Transcription

1 QA software Timesheet Management System USER GUIDE

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3 by QA Software Pty Ltd. All rights reserved. No part of this document may be reproduced or transmitted in any form of by any means, electronic or mechanical, for any purpose, without the express permission of QA Software. Microsoft Windows is a registered trademarks of Microsoft Corporation. Although QTIME has undergone extensive testing, QA Software makes no warranty or representation, either express or implied, with respect to this software or documentation, its quality, performance, merchantability, or fitness for purpose. As a result this software and documentation are licensed as is, and you, the licensee are assuming the entire risk as to its quality and performance. In no event will QA Software be liable for direct, indirect, special, incidental or consequential damages arising out of the use or inability to use the software or documentation. Please send your comments to QA Software Pty Ltd 339 Queensberry St North Melbourne VIC 3051 Australia For technical support Australia Phone: Fax: International Phone: Fax: support@qa-software.com Internet: QTIME User Guide Version 5A Page 3

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5 Table of Contents Chapter 1 - Introduction Introduction QTIME as part of an Integrated System Employees Security A Hierarchical Coding Structure Time Capture and Approval Progress, Productivity & Scheduling Scheduling QTIME and Payroll Remote point of entry In Summary Chapter 2 Getting Started System Requirements Installing the Program Launching QTIME Registering QTIME Configuring QTIME Moving QTIME to the Server Installing the QASYS Files Creating a short cut icon on your desktop QTIME Directory Structure QTIME Standard Toolbar Buttons Chapter 3 - Employees Managing Employees Corporate Codes for Employees Classifications Departments Locations Trades Employee Types Employee Details Employee Company Details Employee Personal Details Leave Balances Chapter 4 - Setting up the Work Breakdown Structure Introduction The Work Breakdown Structure Libraries Work ID Project Type Projects Cost Codes Activities GL Account Setting up the Budget Forecast File Overview Adding to the Budget/Forecast table Using the Project Set up Wizard Chapter 5 Security and Program Defaults Overview Define Security Levels Overview Security Levels Duplicating an Existing Security Level: Restricted Reports QTIME User Guide Version 5A Page 5

6 Table of Contents 5.3 Using User Levels and Passwords User Levels Changing your Password Program Defaults Timesheet Defaults Chapter 6 - Payroll Control Tables Introduction Payroll Control Tables Overview Calendar Type Details Pay Code Details Pay code Exception Details RDO Offset Details and Translation Table Rule Sets Project Award Award Cost Centre Skills Leave Reasons Leave Types Leave Balances Training Codes Chapter 7 Award Setup and Maintenance Award Definition How to Setup a new Award Create new Award Award Rule Set Details Page Adding New Award Logic Defining Allowances Logic Defining Logic for RDO s and Public Holidays Copying Awards Editing Awards More on Conditioning Logic WH Logic Rule Set Logic Skill Logic LT (Leave Type) Logic DT (Double Time) Logic TH (Time & a Half Time) Logic Chapter 8 Client Billing Setup Introduction Setting up Client Billing Control Tables Overview Client Details Rate Types Recovery Methods Client Billing Definition Overview Rate Type Setup Sell Rate Setup Setting up Employees for a Multi Client Environment The Client Billing Business Process Chapter 9 - Timesheet Entry The Timesheet Process The Timesheet Screen Entering Worked Hours Managing Public Holidays and Rostered Days Off QTIME User Guide Version 5A Page 6

7 Table of Contents 9.5 Pay code Generation Generated Pay Codes Manually Added Pay codes Print Pc Report Non Worked Hours Expenses Print Timesheets Copying Timesheets Copy Timesheets Previous T/S Chapter 10 Timesheet Approvals Procedure Timesheet Summary Timesheet Approval Using the Project Managers Overview Screen Using the Department Managers Overview Screen Chapter 11 - Using the Gateway Overview Sending Timesheets Receiving Timesheets Sending Code Details Receiving Code Details Chapter 12 - Timesheet Processing for Payroll Preparation Batching View Batch Details Un-batching Timesheet Adjustments Chapter 13 Timesheet processing for Client Billing The Client Billing Calculation Invoicing Introduction Generating Invoices Saving Invoices Reconciliation s Other Reports related to Billing Printing Saved Invoices Project Management Report with Billing Cross Tabulated Billing by Rate Type Billing by Employee Trouble Shooting Chapter 14 - QTIME Budgeting, Progress Measurement, Productivity and Forecasting Introduction Budgeting Updating the Reporting Period Measuring Progress Auto Forecasting Manual Forecasting Variations Reporting QTIME User Guide Version 5A Page 7

8 Table of Contents Chapter 15 - Reporting Generating Reports Printing Standard Reports Overview Report Listing Customising Reports Adding a Custom Title Modifying the Report Layout Using Filters Chapter 16 - Administration Compact Files Dashboard Customising Favorites Rename Employee Reclassify Employee Update Budget Forecast Status Backup & Restore Archive Projects Page Setup Chapter 17 Glossary QTIME User Guide Version 5A Page 8

9 Chapter 1 - Introduction 1.1 Introduction 1.2 QTIME as part of an Integrated System 1.3 Employees 1.4 Security 1.5 A Hierarchical Coding Structure 1.6 Time Capture and Approval 1.7 Progress, Productivity & Scheduling 1.8 Scheduling 1.9 QTIME and Payroll 1.10 Remote Point of Entry 1.11 Summary QTIME User Guide Version 5A Page 9

10 Chapter 1 - Introduction 1.1 Introduction For many organisations, not just in Engineering and Construction, people are the major assets and costs of a company. There are a number of elements to management of the time expended by employees but usually companies progress little further than payroll in this regard. Timesheets are often completed manually on paper and then processed at a head office for payroll and sometimes job costing purposes. QTIME is a system for management of Time, driven by the philosophy that time capturing done once, as near to the coal face as possible should be sufficient to provide all the other time related information a company or project needs. Capturing and approving timesheets at the location where the hours have been spent minimises errors and ensures that timely management information is available as soon as the hours have been incurred. Some of the key features of QTIME, which will be explored in more detail in this introduction are: On line entry of timesheets with electronic approval by supervisors for the office environment. Timesheet entry for wages employees by supervisors for construction sites. Remote point of entry of timesheets supporting multiple and remote locations. Flexible nine level hierarchical work break structure. Full user security. Budgeting, earned man-hours and productivity reporting all done within QTIME. Links to scheduling software for import of dates & export of actual hours. Payroll dissections for automatic and on-line view of penalty rate and site allowance calculations, ready for up load to payroll systems. Collation of hours by cost code for up load to Job Cost systems. 1.2 QTIME as part of an Integrated System While QTIME can be used as a comprehensive stand alone Time Management System since it contains all the functionality necessary for: Time Capture and Approval. Budgeting and Forecasting. Progress Reporting. Award Interpretation. It is more often used as a key component of the overall project management and corporate systems used by an organisation. Hence QTIME contains the hooks and features necessary to make integration with Payroll, Job Costing and Scheduling systems a straightforward exercise. QTIME User Guide Version 5A Page 10

11 Chapter 1 - Introduction The diagram below shows some of the possible links that can be made between QTIME and other systems. In addition to the above, QTIME supports export of both raw data and calculated reports to MS Office products, primarily MS Excel. QTIME User Guide Version 5A Page 11

12 Chapter 1 - Introduction 1.3 Employees A comprehensive employee library is a key part of the QTIME System. A close examination of the screen below shows some of the attributes that QTIME stores in relation to employees. Notice that a list of all employees is shown in the left hand part of the screen while the details relating to the currently selected employee are shown on the right. Other attributes can be stored in relation to employees if required. In cases where QTIME is linked to a Payroll or other Corporate System, parts of the Employee library in QTIME can be populated direct from the Corporate System. 1.4 Security Full security at an employee level is an important part of QTIME, both to protect sensitive data and also to make the system as easy to use as possible for each user level. Some security levels are predefined while the administrator can add others. Level Title Description 1 Employee Timesheet Entry - This is the lowest security level and restricts users to entering and submitting their own timesheets. Users are also able to change their password. 2 Supervisor This level allows for entry of, and approval, rejection or editing of timesheets for those employees reporting to this person. 3 Project Manager This level has the same access as Level 1 and Level 2 plus the facility to use the Project Manager and Department Manager Overview and generation of reports. 4 Administrator Full Access. QTIME User Guide Version 5A Page 12

13 Chapter 1 - Introduction 1.5 A Hierarchical Coding Structure Effective time capturing is normally done against a Work Breakdown Structure (WBS). QTIME provides for up to nine levels of work breakdown structure. Not all of these levels need be used, or even be hierarchical in nature. For example, an Activity may be related to a Project in a typical hierarchical relationship, where as a Cost Centre may also be a sub code to a project, but may not be hierarchical. This would enable a single Cost Centre library to be used across all projects whereas the Activity library would be project specific. Note that field names for the generic coding structure and the hierarchical links between codes are defined during the QTIME implementation process. The screen below shows a typical Code library. In this case the Activity library. Notice how the above data is displayed in a spread sheet style format making maintenance of the data extremely simple. The QTIME Toolbar seen in the top left of the screen above has all the functionality required for adding new items, printing, searching, and editing of the data. Drop down lists are used extensively throughout QTIME to simplify and ensure the consistency of data entry. 1.6 Time Capture and Approval QTIME supports multiple formats for timesheet entry. The standard format is capable of handling timesheets for Staff, Wages personnel as well as sub contracting staff. The most complex timesheet is required for wages staff as this utilizes all four pages/tabs of the timesheet below, including the Pay Codes page which displays the timesheet in terms of pay codes after Award Interpretation. For engineering organizations where award interpretation is not required, QTIME is normally supplied with a simpler timesheet entry screen. For organizations with both staff and wages, QTIME can be configured with multiple entry methods on the same installation. The screen below shows a typical timesheet entry screen in QTIME: QTIME User Guide Version 5A Page 13

14 Chapter 1 - Introduction Notice that timesheet entries are added in rows and for each row, valid combinations of codes are selected from drop down lists. The example above shows a simple coding system utilising three hierarchical codes (Project Number + Cost Code + Activity) and one non- hierarchical codes (GL Account). The PcType and Rule Set are captured because this timesheet is for a wages employee. Once Timesheets are completed they are submitted for approval by the responsible supervisor. Note that QTIME provides a complete audit trail for changes made to timesheets. 1.7 Progress, Productivity & Scheduling The facility to manage budgeted man-hours and progress within QTIME is a fundamental differentiator between QTIME and other Time Management Systems. Budgeting is done at the lowest level of the hierarchical coding structure in the QTIME Budget/Forecast file in terms of either hours or quantities. Actual hours are posted into this file at the end of every period, which can be as often as daily. Physical progress via a percentage complete or actual quantity is also recorded in this table. QTIME is then able to calculate Earned Man Hours and productivity factors. QTIME also supports a range of forecasting to complete algorithms that ensure the most accurate and objective forecast final total is projected. The results rolled up at any level in the hierarchical coding structure - QTIME User Guide Version 5A Page 14

15 Chapter 1 - Introduction A history of all forecasting is maintained to enable advanced reporting and analysis in terms of trends. This is an extremely powerful and useful feature that not even the most advanced scheduling systems can offer with comparative structure and processing automation. 1.8 Scheduling QTIME can be linked to popular scheduling software such as Primavera s P3 System. This enables the transfer of Actual hours from QTIME to the schedule, saving the normal manual entry that takes place in this regard. In the other direction, QTIME can import Schedule and Actual dates from the Schedule enabling this information to be on line for all users and also for advanced reporting. The diagram below describes the potential relationships between QTIME and the Schedule. QTIME User Guide Version 5A Page 15

16 Chapter 1 - Introduction 1.9 QTIME and Payroll It is a rare organisation that employs wages personnel in the construction industry, and does not have to do any manual adjustment, calculation or data entry to convert paper timesheets, completed on site, for readiness for entry into their payroll system until now! While QTIME is not a payroll system, it can store all the logic necessary to automatically convert simple man-hours recorded into pay codes, ready for export to payroll based on Australian Awards and Project or Location specific Site Agreements. The screen below shows a sample of the Award definition screen in QTIME. The indicated line can be interpreted as saying: If the employee has time allocated to a project linked to Award M5, then, effective as of 1/1/99, if the employee works on Day 1 of the pay cycle, then QTIME will generate Pay code A03 (Double Time) for those hours worked on that day that exceed 10, up to a maximum of 14 double time hours. The Rule Set adds a further degree of flexibility enabling multiple groups of rules within an Award. By defining the above logic for all Days and conditions in the Pay Cycle, QTIME can generate the correct pay codes automatically, from the most basic of timesheet entry, in a consistent manner throughout a project. To further explain this concept, the two screens below show a typical timesheet showing the information that is entered by the user and the results after pay code generation has taken place. The screen below shows the information on the timesheet that has been entered by the user. For example, on the column indicating 15 Nov., a total of 10 hours have been entered against the hierarchical coding: Project JOBNO01 + Cost Code COSTCODE2 and COSTCODE3 (5 hours against each combination). QTIME User Guide Version 5A Page 16

17 Chapter 1 - Introduction Now examine the Pay codes window of the same timesheet after the Generate button has been clicked. Notice on the left hand side of the screen that the timesheet hours have been dissected into a series of pay codes such as A01, A02, A03 based on the Award Interpretation logic set up by the System Administrator. For example, Ordinary Time (Paycode A01 in the above) has been defined in the award rules as the first 7.6 hours in day (Monday to Friday). The next two hours in a day have been defined as Time and Half (Paycode A02), with Double time defined for the remainder of the day. QTIME User Guide Version 5A Page 17

18 Chapter 1 - Introduction By default, QTIME pro-ratas the quantity of hours based pay codes against the project + cost code combinations so JOBO01 + COSTCODE02 in the above example has been allocated 3.8 hours of Paycode A01 and 1 hour of Paycode A02 etc. However, not only can QTIME calculate pay codes for Worked Hours, it can also calculate Hourly, Daily and Weekly allowances. Notice on the above screen that Pay code H45 for has been generated with the total hours worked. One of the great advantages of this is that this calculation can be seen as the timesheet is entered and hence checked at point of entry. A second advantage is that responsibility for the interpretation, establishment and maintenance of rule sets can be assigned to a Paymaster at head office and the rule sets then distributed in a controlled manner as required, ensuring that consistent application and interpretation of pay entitlement occurs wherever QTIME is deployed. The supervisors entering the timesheets simply press the Generate button to see the relevant pay codes. Once the timesheets for a period have been entered and approved in QTIME, a Batching process is used to export timesheets from QTIME to a payroll system. At the end of the period, a batch is created and employees allocated into that batch. Weekly allowances are created and the batch can then be exported to payroll systems Remote point of entry On larger projects and in larger companies it is often the case that timesheets need to be captured at multiple locations. A fast communications network may not always connect these. QTIME takes this into consideration and enables timesheet entry from any location. Simple as this may sound, to maintain the integrity of the data captured it is more complex than it may at first appear. The user first logs into QTIME installed locally at their current location or on their laptop and then via down loads the current hierarchical coding structure. This is necessary as since they last completed a timesheet, codes may have been deactivated, projects closed out, new projects set up etc. Offline the user completes their timesheet and then again via modem up loads the timesheet to the head office. Disk transfer can also be used if access to a modem is not possible. This solution is ideal for larger remote sites where performance is critical for timely data processing. For smaller sites, a Browser option is available to enter timesheets directly into the Head Office QTIME installation over the Internet or an Intranet In Summary QTIME is a unique solution for the management of Timesheets and Labor Costing. Why? Because it is the only commercially available electronic solution that not only captures timesheets, but can interpret this time at the point of entry via its proprietary Award Interpreter, enabling a hands free and seamless upload to Payroll without further manual intervention. One of the benefits of this is that actual hours for progress and productivity management are available on line as they are expended without any duplication of effort. Additional modules for QTIME not covered in this introduction include Client Billing and Sub Contractor Management. Further information on these and other systems from QA Software can be obtained from QTIME User Guide Version 5A Page 18

19 Chapter 2 Getting Started 2.1 System Requirements 2.2 Installing the Program 2.3 Login 2.4 Registering QTIME 2.5 Configuring QTIME Moving QTIME to the Service Installing the QASYS Files Creating a shortcut Icon on your desktop QTIME Standard Directory Structure QTIME Standard Toolbar icons QTIME User Guide Version 5A Page 19

20 2.1 System Requirements The system requirements for running QTIME are: Hardware/Software Chapter 2 Getting Started Minimum Requirements Computer/Processor Pentium 250 Pentium 800 Memory (RAM) 64 MB 128 MB Available Hard Disk Space 30 MB 80 MB Recommended Requirements Display 800 x Bit 1024 x Bit Operating System Windows 98, Windows Me, Windows 2000, Windows NT, Windows XP Windows 98/XP 2.2 Installing the Program To install the QTIME application files: 1. Close all open applications. 2. Click on the Start button and select Run. 3. Insert the QA Software CD in your CD drive. 4. Click on the Browse button and locate the D:\QTIME\Setup folder on the CD. 5. Select the QTIME.msi file in this folder and click OK. 6. Back at the Run window, click the OK button to start the setup process. Follow the instructions without changing the default settings in the setup process. Notes: a) QTIME can also be installed using the Menu that appears when you load the QAS CD ROM. Simply click the QTIME Option. b) After Installation and prior to running QTIME, ensure you screen is set to a resolution of 800 x 600 pixels or greater. See also: Installing the QASYS files (for Server installations) [2.5.02] Launching QTIME [2.3] 2.3 Launching QTIME With the QTIME installed you can now log into the system for the first time. By default, QTIME will be installed in the QA Software program group. To start the QTIME: 1. Click on the Start button. 2. Select Programs. 3. Select the QA Software Work group. 4. Select QTIME. 5. At the login screen, enter the User ID as QA and type the Password as QA. Click OK. You are now at the QTIME Dashboard menu, which confirms that the installation has been successful. 6. Click on the File menu and choose Exit to close the program. QTIME User Guide Version 5A Page 20

21 Chapter 2 Getting Started 2.4 Registering QTIME QA Software products are normally licensed to specific PCs that will be able to access the software. For this reason it is essential for you to go around to every PC that you are purchasing a license/seat for and choose either the Register button from the Register Reminder window, or select Register Program from the Help Menu. Obtaining a Registration key: 1. From the Help menu, select Register Program. 2. Complete the Name of the User. 3. Select the Company the QTIME Installation should be licensed to. Note that for first time registrations, you will need to add your organisation (company) into the Program Defaults Company field using Tools\Options\Program Defaults. 4. Select the Contact Information Tab and complete the contact information that QA Software will use to communicate with you. Note the License number will have been provided to you with your QA Software CD Rom. This License number should be quoted on all correspondence with QA Software. 5. Click the Add to Log button. If you have been to each PC you are registering, go to Go to the next computer and return to step Click either Print Log and attach it to your purchase order; or click Log to electronically mail the log to QA Software. Note: If you only have a couple of computers to register, you may want to call QA Software and register each PC over the phone. Entry of Registration Key: Once QA Software have received your purchase order and your registration log, they will either send you a printed Registration Details sheet via mail/fax or send you an updated registration log via . If you have received such a print registration details sheet: Go around to each PC you placed an order for, enter the registration screen and manually enter the appropriate Registration Key for each machine and click Register. If you have received a registration log by 1. Copy the attached file to your CONFIG Directory (usually \Qasoft\Qtime\Config). 2. Go around to each PC you placed an order for and enter the registration screen. 3. Click Register. QTIME User Guide Version 5A Page 21

22 Chapter 2 Getting Started 2.5 Configuring QTIME Moving QTIME to the Server With the QTIME installed on your local drive, it is now time to move the program to the server, which is necessary if you are going to have more than one user of the system. Instructions for moving the QTIME to the Server: 1. Start Windows Explorer. 2. Move the complete QASOFT folder and all subfolders to the server drive (e.g. K). 3. Install the QASYS files (QA Software System Files) on all work stations requiring access to QTIME. See Installing the QASYS Files [2.5.02]. 4. Finally, create icons pointing to QTIME.EXE on all workstations requiring access to the QTIME System Installing the QASYS Files The QA Software System Files (QASYS Files) contain a number of Dlls that are used by QA Software Applications. It is necessary to install the QASYS files on all workstations that are going to run QA Software applications. The QASYS files are not the application itself. Ie they are not QTIME. However they are required to enable you to run QTIME. Note that the QASYS files are installed automatically when you install QTIME. Hence if you have a network license, you normally move the QTIME Application from the PC that it was first installed on to the server. On this PC it is not necessary to also install the QASYS files. You must use the QA Software Setup program to install the QA Software System files. The files on the program CD are compressed; you can t just copy them to your hard drive. Follow the steps below: 1. Close any open applications. 2. Click on the Start button. 3. Select Run. 4. Insert the QA Software CD in your CD drive. 5. Click on the Browse button and locate the QASYS folder on the CD. 6. Select the Setup.exe file in this folder and click OK. 7. At the Run window, click the OK button to start the setup process. Follow the instructions on the screen. Note at this stage it is advisable to accept the default settings in the setup process. At the end of the setup process you will normally be requested to restart your computer. QTIME User Guide Version 5A Page 22

23 Chapter 2 Getting Started Creating a short cut icon on your desktop If a short cut icon was not created automatically on your desktop when installing the system you can manually create such a short cut icon as follows: 1. Run Windows Explorer. 2. Locate the Desktop Folder (often right at the top). 3. Select the Desktop folder and click on the File menu and sub-menu New. 4. Select Shortcut. 5. At the Create shortcut screen, click on Browse and locate the \QASOFT\QTIME folder on the server drive. 6. Click on the QTIME.EXE file and click Open. 7. Follow the remaining instructions and a QTIME icon will be created on the desktop QTIME Directory Structure During installation of QTIME, a number of directories are created. These are: \QTIME \QTIME\TIMESHT \QTIME\CONFIG \QTIME\TMPFILES \QTIME\INTERFACE \QTIME\BACKUP \QTIME\ARCHIVE \QTIME\TRANSIT Stores read only Program files. Stores Data files. Contains all Configuration files. Used for creation of Temporary files. Stores Interface files. Used by QTIME for storage of Backups. Used by QTIME for storage of Archives. Used for storage of Import/Export files. The \QTIME directory can be made Read Only if required on network installations. Note however that ALL users on a network installation require write access to all folders other than the QTIME folder. QTIME User Guide Version 5A Page 23

24 QTIME Standard Toolbar Buttons Chapter 2 Getting Started The toolbars on all QTIME screens contain buttons with the following generic purposes: New Row Used to add a new row to the main table. New Duplicate Used to add a new row to the table, duplicating the current row. Edit Used to edit a record or details on a screen. Undo Used to undo changes. Delete Used to delete the current row. Find A simple search based on the key field in the table. Filter A structure search on any field in the table. Preview Preview a report. Print Print a report. Save Close This button is used to close the current form. QTIME User Guide Version 5A Page 24

25 Chapter 3 - Employees 3.1 Managing Employees 3.2 Corporate Codes for Employees Classifications Departments Locations Trades Employee Types 3.3 Employee Details Employee Company Details Personal Details Leave Balances QTIME User Guide Version 5A Page 25

26 Chapter 3 - Employees 3.1 Managing Employees The employee master file stores the details of employees who will either have timesheet records or be users of the QTIME time system. QTIME supports the storage of a large number of attributes about employees. Many of these attributes are based on values that can be defined in a series of configuration tables. Prior to creating employee details in QTIME it is advisable to populate the employee related configuration tables that are applicable to your business. The employee related configuration tables in QTIME are: Classifications. Departments. Locations. Job Titles. Employee Types 3.2 Corporate Codes for Employees Classifications The classification library is a list of classifications for the purpose of client billing. Every employee should be allocated a classification in QTIME. Even if the Client Billing module is not in use, Classifications are highly recommended for general reporting purposes. To access the Classifications library: 1. From the View menu, select Corporate Codes. 2. At the Corporate codes screen select the Group Employee Related Codes and then the File Name Classification using the drop down lists on the top right of the screen. To create a new Classification: 3. Click on the New button. 4. Enter the Classification Code and Title and click OK. 5. Enter the Budget Average Cost (optional). This is the average Cost per hour for employees with this classification. 6. Select a Client for the classification (optional). This is required if you are using Client Billing. 7. Click on the Close button to return to the Dashboard. Notes: (a) The Long Title column is a special type of field used in QTIME called a memo. It can store an unlimited amount of text and useful for adding a more detailed description (in this case of the Classification) or other notes. To enter data in the memo just double click on it. A text window appears and you type your text. Click outside the window to close it and you will notice that the memo has changed to Memo. The capital M indicates the memo has data in it. (b) The Current Average cost field is provided to give a comparison between the cost rate you budgeted with and the averages actual cost as the project progresses. This field is often downloaded from a corporate costing system. QTIME User Guide Version 5A Page 26

27 Chapter 3 - Employees Departments Departments are internal Department groupings. By setting up Departments and then allocating employees to each department, use can be made of the Department Managers information screen to keep track on employee timesheets by Department. 1. From the View menu, select Corporate Codes. 2. At the Corporate codes screen select the Group Employee Related Codes and then the File Name Department using the drop down lists on the top right of the screen. To create a new Department: 3. Click on the New button. 4. Enter the Department Code and Title and click OK. 5. Click on the Close button to return to the Dashboard. Notes: (a) The Department Manager is allocated using the drop down list once employee details are setup Locations Locations are places where work is performed. These are a common employee attribute and are used extensively throughout QTIME, especially in the area of Client billing since sell rates in QTIME are location dependant. 1. From the View menu, select Corporate Codes. 2. At the Corporate codes screen select the Group Employee Related Codes and then the File Name Location using the drop down lists on the top right of the screen. To create a new Location: 3. Click on the New button. 4. Enter the Location Code and Title and click OK. 5. Click on the Close button to return to the Dashboard Trades Trades can be considered as an internal classification. An employee may be allocated a trade as Leading Hand 15 years experience, but be classified as a Supervisor for Client billing. Hence QTIME has the concept of Classifications for the purpose of client billing and Trades for the purpose of payroll. 1. From the View menu, select Corporate Codes. 2. At the Corporate codes screen select the Group Employee Related Codes and then the File Name Trade Class using the drop down lists on the top right of the screen. To create a new Trade: 3. Click on the New button. 4. Enter a Trade, Job Class, and Description in the window provided. Note that the Trade is made up of two elements (Trade and Job Class). Both elements are codes and are provided to enable grouping of Job Classes relating to the same trade. 5. Click the OK button. 6. Click on the Close button to return to the Dashboard. QTIME User Guide Version 5A Page 27

28 Chapter 3 - Employees Employee Types Employee Types are used to group employees by Type (eg Staff, Waged, Subcontractor). 1. From the View menu, select Corporate Codes. 2. At the Corporate codes screen select the Group Employee Related Codes and then the File Name Employee Types using the drop down lists on the top right of the screen. To create a new Employee Type: 3. Click on the New button. 4. Enter the Employee Type and Title and click OK. 5. Click on the Close button to return to the Dashboard. Notes: (a) Default Employee Types (which should not be deleted) include: C = Subcontractor S = Salary W = Wages 3.3 Employee Details Employee Company Details To view employee details: 1. From the View menu, select Employee Details. The left grid of the employee details screen displays as list of all employees. For the employee selected in the left grid, the right hand side of the screen displays three pages of information about the employee. The default page is the Company Details page. The fields on the Company Details page are: Field ID Type First Name Last Name Password Award Description This is a unique ID allocated to the employee. Commonly it is the Payroll number for the employee. Alternatively, use the employee Initials. This is the employee Type. There are three default types of employees in QTIME: Staff, Wages and Sub Contract. Various reports in QTIME are controlled by the employee Type so it is important to use the correct Type. Additional Employee types can be created if required [See Section ]. This is the First name of the Employee. This is the Last Name of the Employee. Enter the password initially as the same as the Employee ID. (Passwords are only required for employees requiring access to QTIME). Users can change their passwords when accessing QTIME. This is the employees default award and is used in the generation of weekly allowances. Daily and hourly allowances plus worked hours award interpretation is done via the Project Award rather than the Employee award. Note that if you are not using Award Interpretation, this field can be left empty. QTIME User Guide Version 5A Page 28

29 Chapter 3 - Employees User Level Location Classification Multiple Client: Active Department Agent Cal Type Project Sick Leave Allowance Cost Centre Project Title Supervisor The User level controls the features in QTIME a user logged can access. Set this to Level 1 for normal employees. Set it to 2 for Supervisors. Setting up Access levels is covered in detail in Chapter 5 (User levels are only required for employees requiring access to QTIME). This is the default location that the employee works at. This is used as a default during timesheet entry and also as part of the set up in the Client billing logic. The classification is used as part of the client billing logic to determine the sell rate that the employee s hours are billed at. The Multiple Client field is used if the employee is working on projects for more that one client at a time. This is covered separately under in Chapter 8. This tick box controls if the employee is Active (meaning timesheets can be entered for them). The Department is used extensively in reports and also affects the Department Managers information screen. A Department Manager can only review the timesheets of employees allocated to his department. This field can be used to store the name of an agent for Subcontract employees. The cal type is the effective pay cycle the employee is on. You cannot define this at this stage until you have set up your calendars which you will do Chapter 6. This is a default Project Number used for Job Costing purposes if time is captured unrelated to a project (e.g. via non-worked hours). This field is used to store the current Sick Leave balance. It can be updated automatically from Payroll if QTIME is integrated to payroll. This is a default Cost Centre used for Job Costing purposes. This is the Trade Classification. This is the Id of the supervisor who is responsible for approving the current employees timesheet. To Add a new Employee: 1. Click on the New employee button. 2. At the Add a new Employee ID window, enter an ID for the employee plus First name and Last name and click OK. 3. Enter the details for the Employee on the right hand side of the screen for the new employee. Using both the Company and Personal Details page frames Employee Personal Details The Personal Details page of the employee details screen has the following self explanatory fields: Position Address City State Postcode Phone QTIME User Guide Version 5A Page 29

30 Chapter 3 - Employees Leave Balances The third page of the employee screen is the Leave Balances page. This screen displays the Leave Balances for each leave type. These values would normally be populated directly from a linked payroll system. Leave balances can be manually maintained in QTIME if required via the Leave Types page of the Control Tables screen under the View menu. See Chapter 6 Payroll Control Tables for more information. Field LT Code Description Balance Description Leave Type Code Description of Leave Type Current leave balance for the leave type. QTIME User Guide Version 5A Page 30

31 Chapter 4 - Setting up the Work Breakdown Structure 4.1 Introduction 4.2 The Work Breakdown Structure Code Libraries Work ID Project Type Projects Cost Codes Activities GL Account 4.3 Setting up the Budget Forecast File Overview Adding to the Budget Forecast table Budget Forecast Tree View 4.4 Using the Project Set up Wizard QTIME User Guide Version 5A Page 31

32 Chapter 4 Setting up the Work Breakdown Structure 4.1 Introduction QTIME is an activity based Timesheet management System. Timesheets are entered against a hierarchy of codes (a Work Breakdown Structure) which in the case evaluation version consists of: Work ID. Project. Cost Code. Cost Type. Activity. GL Account. The hierarchy of the above codes is: Work ID Project Activity Cost Code + Cost Type GL Account All the above codes must exist in QTIME and the hierarchy be defined before Timesheet entry can commence. This chapter is devoted to setting up these libraries of codes and then building a hierarchy or effectively setting up a project. Note that QTIME can support a nine level hierarchy of codes. The names for the various codes and their relationship in the hierarchy are defined during the implementation process. 4.2 The Work Breakdown Structure Libraries The WBS Code Libraries are all maintained in QTIME under the View menu and sub menu Corporate Codes Work ID Work ID s are the top level of the QTIME hierarchy. A Work ID might typically represent a region or a division of a company. To access Work ID s: 1. Assuming you are already in Corporate codes, from the Group Miscellaneous select the File name Work ID: 2. New Work ID s are added by clicking the New button on the toolbar. 3. Enter the Work ID and Title and click OK. QTIME User Guide Version 5A Page 32

33 Project Type Chapter 4 Setting up the Work Breakdown Structure Before you add your first projects to QTIME, defining Project Types will enable projects to be categorized by Type when they are created. This could be useful to separate hours spent on tenders or proposals from other projects for example. 1. From the Group Miscellaneous, select File Name Project Type: 2. New Project Types are added by clicking the New button on the toolbar. Note that the column titled Long Title is a special type of field used in QTIME called a memo. It can store an unlimited amount of text and is useful for adding a more detailed description (of in this case the project type) or other notes. To enter data in the memo just double click on it. A text window appears and you type your text. Click outside the window to close it and you will notice that the memo has changed to Memo. The capital M indicates the memo has data in it Projects For all practical purposes in QTIME, the Project is the top of the hierarchical tree. While a Work Id can be related to a number of Projects, the relationship between Projects and Work ID s is defined only once in QTIME and from there on, Work ID s are generally derived automatically via this relationship. Many of the key elements of QTIME are managed at a project level. Some examples include: Budgeting. Productivity and progress management. Award Definition. Client Billing. Reporting. Assuming you are already in Corporate codes: 1. From the Group Budgeting and Productivity related codes, select File Name Project. 2. Click the New button to create a new project. The Key fields in the Project library are: Field Project No Title Work ID Client Project Start Project Finish Original Value Recover Project Manager Project Type Status Description This is the unique identifier for the project, normally the project number. This is the Title for the project. This is the related Work ID.. This is the name of the client for the project. This is required if the Client Billing module of QTIME is being used. Note at this stage there are no values in the drop down list. Setting up Clients is covered in Chapter 8 Client Billing. Start Date for the Project. Finish Date for the Project. Project Value. This is the recovery method for the project. The recovery method is selected from a drop down list and is only required for Client Billing. As for the client field above, setting up recovery methods will be covered in Chapter 8. This is the ID of the responsible project manager. The value is selected from a drop list populated from the Employee table. Allocating a project manager is important if you plan to use the Project Managers overview feature of QTIME. Select a Project Type from the drop down list that was set up earlier in this section. Projects can either be Active or Inactive. Inactive Projects cannot have time recorded against them at timesheet entry. QTIME User Guide Version 5A Page 33

34 Chapter 4 Setting up the Work Breakdown Structure Cost Codes The first level of the hierarchy under Projects is Cost Codes. 1. From the Group Budgeting and Productivity related codes, select File Name Cost Code & Cost Type. The table contains both Projects and Cost Codes because Cost Codes are below Projects in the WBS. 2. To add a new Cost Code for a project, click on the New button: 3. The add codes window prompts first for a Project Number and only then can you enter a Cost Code and Cost Type and Title. This process relates cost codes to projects Activities Activities are defined in QTIME directly against a Project. Once defined, the relationship between Projects + Cost Codes + Activities will be set up and this is covered later in this chapter. For the time being, the Activity table stores only the relationship between activities and projects. 1. From the Group Budgeting and Productivity, select File Name Activity. 2. Click the New button. 3. Select a Project and then enter an Activity ID and Title and click OK. The other fields in the Activity table are: Field Long Title Billable Description This is an unlimited text field as described under Project Type above. This is a True/False flag to control whether the activity is billable or not. This is used in the client billing module and is covered in Chapter 8. Note that the Activity library can be populated from a scheduling package if required GL Account The last code in this chapter is the GL Account. GL Accounts are linked to Work ID s rather than projects and hence while part of the hierarchy of codes, they are not utilized in the budget process which is covered in the next section. They must still be defined however as they are required for timesheet entry. 1. From the Group Miscellaneous, select File Name GL Account: 2. Click the New button. 3. Enter the GL Account and Title and click OK. 4. Select a Work ID. QTIME User Guide Version 5A Page 34

35 Chapter 4 Setting up the Work Breakdown Structure 4.3 Setting up the Budget Forecast File Overview The Budget-Forecast table of QTIME is the table that stores valid combinations of codes to form the QTIME work break down structure. 1. From the View menu, select Budget/Forecast File: The Budget Forecast table stores combinations of: Project + Cost Code, Cost Type and Activity. This is the full definition of the work breakdown structure for a project and it is by this means that the Budgets in QTIME are established and timesheets are validated. The left hand side of the above screen displays all combinations of Project + Cost Code + Activity, while the right hand side of the screen is used for budgeting purposes for the selected row on the left. Budgeting is covered separately in this manual. For the time being this section is focused on the setup required to enable timesheet entry. Assuming you have already setup Projects [See ], Cost Codes [See ] and Activities [See ] you will define valid combinations of Project + Cost Code + Activity. Setting up this relationship has great benefits for simplifying the timesheet entry process. Once a user has selected a Project, they will only be able to select valid Cost Codes as defined in the Budget Forecast table. Once they have selected a Cost code then they will only see valid Activities for that Cost Code as defined in the this section. While this setup might at first glance appear laborious, it is a one off exercise per project and ensures time is captured against valid codes throughout the project life. Before adding to the Budget Forecast table, consider the following example: Project P1 : Build Office Block Cost Codes: Activities: 1000 Direct Labor A1 Civil Work 1001 Sub Contracts A2 Structural 1002 Indirect Labor A3 Cladding 1003 Materials A4 Fit out In the above very simplified example, you would set up 4 cost codes in the Cost Code table and 4 Activities in the Activity table and one project in the project table. Now for budgeting purposes you might combine these codes as follows: Project Cost Code Activity P Direct Labor A1 Civil Work P Direct Labor A3 Cladding P Direct Labor A4 Fit out P Sub Contracts A2 Structural P Sub Contracts A4 Fit out P Indirect Labor A1 Civil Work P Materials A1 Civil Work P Materials A2 Structural P Materials A3 Cladding P Materials A4 Fit out The above matrix is what we mean by valid combinations of hierarchical codes. In the above example, P A1 is a valid combination of Project + Cost Code + Activity but P A2 is not a valid combination. QTIME User Guide Version 5A Page 35

36 Chapter 4 Setting up the Work Breakdown Structure Adding to the Budget/Forecast table 1. Click on the New button on the toolbar at the Budget /Forecast screen. 2. Select your Project number, then Cost Code, then Cost Type and finally Activity from the drop down lists and click OK. 3. The Recovery Method is used by the Client Billing Module See Chapter 8. Notes: (a) The Date information on the Code Details page and the budgeting information on the Budget Details pages are explained later in this manual. (b) Use the New Duplicate Button to quickly create similar entries. (c) Use the Edit button to edit a WBS combination. (d) Use the Filter button to display selected entries (eg for a single project) (e) New entries default to Active = T (True). 4.4 Using the Project Set up Wizard The above sections on building the code libraries and setting up the Budget/Forecast table explain the necessary steps to setting up a project from first principals. The Project Wizard is a alternative but handy and powerful method of setting up the code tables and the budget forecast file for a project. 1. From the Administration menu, select Project Setup Wizard. 2. Click Next at the Welcome screen. 3. Enter a unique ID number (Project Number) and Project Title and click Next. If the number already exists, a warning will be displayed. 4. Select the Client and populate the other general project attributes.. This is the equivalent of adding to the Project table covered earlier in the chapter. Click Next to continue when done. Note that should the various drop down lists for Client, Project Type and Recovery Method not contain the required values, these code libraries can be accessed directly from the above screen using the buttons to the right of the fields. 5. The next screen prompts to ask if you would like to create the Work Break Down structure from scratch OR copy part or all of an existing WBS from another project. This is very useful if your project structure is similar to an existing project. Choose between these two options and click Next. Copying from an Existing Project If you chose to copy from an existing project: 6. Select the Project to copy from and choose one of the four copy options: Cost Codes Only Activities Only Activities and Cost Codes Only Complete Budget Forecast file. 7. Click Next and depending on which of the above options you choose, you will move through the Activities, Costs codes and Budget forecast screens where all values from the selected project will be ticked as selected for import by default. QTIME User Guide Version 5A Page 36

37 Chapter 4 Setting up the Work Breakdown Structure Note that unless the option for the Complete Budget Forecast file is chosen, when you reach the Budget Forecast screen of the wizard, you need to use the new button to create WBS combinations. 8. If necessary un-tick any of the entries if these are not required to be imported. Setting up the WBS from scratch If at step 5 you select create the WBS from scratch: 9. At the Cost Codes screen, use the New button to add the required cost codes and cost types to the grid. Click Next when done. 10. At the Activity screen, use the New button to add the required activities to the grid. Click Next when done. 11. At the Budget Forecast screen, use the New button to build the required Work Break Structure combinations of Project + Cost code + Activities. Enter the Budget Details if required (these can always be updated later). Click Next when done. 12. At the final screen of the import wizard click Finish and click OK when prompted that the project has been created successfully. QTIME User Guide Version 5A Page 37

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39 Chapter 5 Security and Program Defaults 5.1 Overview 5.2 Define Security Levels Overview Security Levels Duplicating an Existing Security Level: Restricted Reports 5.3 Using User Levels and Passwords User Levels Changing your Password 5.4 Program Defaults 5.5 Timesheet Defaults QTIME User Guide Version 5A Page 39

40 Chapter 5 Security and Program Defaults 5.1 Overview This chapter covers the Security setup in QTIME which controls access rights of users. Security is a important part of the QTIME setup as the data stored in the system may need to be restricted from general users. In addition this chapter discusses the various program defaults that can be defined which control a number of important program settings. 5.2 Define Security Levels Overview The definition of Security levels and what access each level provides is maintained via the Security Level and Features screen which is found under the Administration menu. Only a user with Administrative authority has access to this screen.: The top grid on the screen lists the security levels. The bottom grid displays the access level to each menu option in QTIME for the security level selected in the top grid Security Levels There are four pre-defined levels of security built in to QTIME. The predefined levels are: Level Title Description 1 Employee Timesheet Entry - This is the lowest security level and restricts users to entering and submitting their own timesheets. Users are also able to change their password. 2 Supervisor This level allows for entry of, and approval, rejection or editing of timesheets for those employees reporting to this person. 3 Project Manager This level has the same access as Level 1 and Level 2 plus the facility to use the Project Manager and Department Manager Overview and generation of reports. 4 Administrator Full Access. To add a new Security Level: 1. From the Security definition screen click on the New User level button. You will be prompted to enter a new User Level number. 2. Enter the next user level number and enter a Title and click on Add. 3. Back at the Security Level and Features screen proceed to set up the access to each menu item for this new level in the lower grid. Access Rights: The Lower grid displays all the menu options in QTIME with the access rights for the User Level in the upper grid. Select between the three levels of access for each menu option. The access levels are: QTIME User Guide Version 5A Page 40

41 Chapter 5 Security and Program Defaults Read Write: This option gives the user level full access to this menu option. Read only: This option restricts the user level to Read Only access which means new information cannot be added or existing information edited. No Access: This option denies access to this item for this user level. Use the Select All, Un-select All, and Invert Selection options at the bottom of the screen to quickly apply a level of access to all menu options. In the upper grid against the security level populate the two fields below: Display Password TS Multiple Entry This field against the Security level in the upper grid is used to control whether the user level can see the employee passwords when viewing the employee table (assuming this level has access to this table). Enter T for True to display password. This field is used to enable user levels to be able to enter timesheets for other employees. Enter T for True to activate this Duplicating an Existing Security Level: It is often quicker to duplicate an existing security level rather than create a new level from scratch. 1. Select the security level to duplicate by clicking on it in the upper grid. 2. Click on the Duplicate user level Button. 3. You will be prompted to enter new User Level number. 4. Enter the next number and enter a title and click on Add. 5. Back at the Security definition screen fine-tune the access to each menu item for this new level in the lower grid Restricted Reports In addition to controlling security via Menu options, selected reports can be restricted at a user level (assuming that the security level is assigned access to the Print Standard Reports menu in general). 1. To restrict access to selected reports, first select the user level in the upper grid of the Security definition screen and then click the Restricted Reports button. 2. Select the Report Group from the drop down List. Report Groups are Employee Details, Budget/Forecast, Timesheets, Award Definition, Billing, Productivity, Corporate Codes, Payroll Control tables. 3. Against the reports listed in each group, the options are: No Print: If ticked the user level will not be able to run this report from File\Print Standard Reports. No Edit: If ticked the user level will not be able to modify the layout of this report. 4. Click OK when done. QTIME User Guide Version 5A Page 41

42 Chapter 5 Security and Program Defaults 5.3 Using User Levels and Passwords User Levels Each user of QTIME must have a password and security level assigned to access the system. With the Security levels defined in the above section, you can now return to the Employee file (which is also used as the User file) and allocate User Levels to each employee requiring access to the system. 1. From the View menu, select Employee Details: By default, when creating employees it is recommended to make the password the same as the Employee ID initially and to allocate the User Level as 1 which is the lowest level of access. At the Employee Details screen you can change the User levels for each employee as required. User Passwords can be changed by the System Administrator at the above screen or can be changed by the user themselves via the Change Password option under the File menu Changing your Password 1. From the File menu, select Change Password: 2. Enter the Old Password. 3. Type the New Password. 4. Re-Type the New Password for confirmation. 5. Click OK. 5.4 Program Defaults There are a number of global settings that control a range of QTIME features and functions. The program defaults should be reviewed as part of the setup process for QTIME. 1. From the Tools menu, choose Options. The Program Defaults page is displayed by default. Note that the Timesheet Defaults page is also accessed via this same screen and is covered in the next section. The fields at the Program Defaults page are explained below. Field Dates Century Rollover Year Show Century Forms Reports Description By clicking on the drop down menu this allows you to choose the date format you wish to use. The default is English dd/mm/yy. QTIME uses a one hundred-year rollover switch to control the change of the century/millennium when dates are displayed in a standard format (a two digit year). With the default setting of 45 QTIME interprets a year ending in 60 as being 1960 because 60 is greater than 45. For a year ending in 20, QTIME calculates the year, as 2020 since 20 is less than 45. As the year 2045 approaches the century switch can be moved forward. Dates can be shown displaying the century by activating this check box. E.g. 04/09/1999. Select different Form display options. Select different Report display options. QTIME User Guide Version 5A Page 42

43 Chapter 5 Security and Program Defaults Update Forecast Manually Update Forecast if hours to date exceeds forecast Company Company Summary Transfer Directory Custom Menu Custom Class Custom Exe This controls the default setting of the Manual Forecast tick box when adding new WBS combinations to the budget forecast file. With this option ticked, when the Update Forecast utility is run at the end of each period, if the hours to date (actual hours) for a WBS combination exceed the forecast final hours, then the forecast final hours will be increased to equal the Actual hours to date. This is the Company Name for your installation and is displayed on reports and used in the Registration process. This is a field to store text displayed on the QTIME Dashboard. Used for storing import and export files if necessary. This directory is also the default directory when using the Gateway. Shows any custom menu that is in use. A custom menu is often added to QTIME for any client specific features. Shows any custom class that is in use. A custom class is often added to QTIME for any client specific features. Shows any custom Exe that is in use. A custom Exe is often added to QTIME for any client specific features. To change any of the above values, you must first click on the Edit button, make required changes and then click on the Save button. The main field to be edited above initially is the Company field. 5.5 Timesheet Defaults To access the Timesheet defaults: 1. From the Tools menu, select Options. 2. The Program Defaults page will be loaded. 3. Click on the Timesheet Defaults Page: The fields at the Timesheet Defaults page are explained below. Field Period Ending Day of week Report Period in days Timesheet Freezing Date Description Enter the default period ending date for the week.. This controls a number of reports in terms of the period ending dates that can be selected from drop down lists. On QTIME installations where award interpretation is not used, this period ending day can also be used to control the timesheet entry display. This setting controls the number of days in a cycle when award interpretation is NOT used. In the evaluation version of QTIME this field is not utilized as the period is controlled on a calendar basis (see Chapter 6 on Payroll Control Tables). This is the date at before which timesheet entries are locked. If new timesheets are entered or existing timesheets adjusted in periods prior to the Freeze date, the entries are classified as Post Freeze and are treated as adjustments. An Audit trail is maintained. QTIME User Guide Version 5A Page 43

44 Chapter 5 Security and Program Defaults Default GL Account Default Location Log off timesheet time Log off System time Disable Freezing Date Display GL Account codes Edit Employee Leave Balances A default GL Account code can be chosen here to be used as the default value captured on all timesheets. The default location is used by QTIME when sending Timesheets and other codes via the Gateway. Hence if the gateway is in use, this setting is mandatory. The default location is also used to give each timesheet a unique ID, even though this may be transparent to users. This function provides a means of automatically logging off users from the timesheet entry screen if they have been in-active for a specified time. This function provides a means of automatically logging off users from the QTIME System completely if they have been in-active for a specified time. This tick box is used to temporarily enable the editing of frozen timesheets. This tick box controls whether the GL account code on the timesheet entry screen can be changed during timesheet entry. If this box is un-ticked (as it will be for most sites) then the Default GL Account code defined here is used during timesheet entry. This function controls whether leave balances for employees can be edited in QTIME. In circumstances where the balances are downloaded from a payroll system, this box should not be ticked. 4. To change any of the above values, you must first click on the Edit button. Make any changes and then click on the Save button. QTIME User Guide Version 5A Page 44

45 Chapter 6 - Payroll Control Tables 6.1 Introduction 6.2 Payroll Control Tables Overview Calendar Type Details Pay Code Details Pay code Exception Details RDO Offset Details Rule Sets Job Award Details Award Cost Centre Details Skills Leave Reasons Leave Types Leave Balances QTIME User Guide Version 5A Page 45

46 Chapter 6 Payroll Control Tables 6.1 Introduction The Award Interpretation module of QTIME effectively interprets activity based hours entered on timesheets against a set of rules to calculate quantities of pay elements (pay codes). The tables used in the Award Definition are grouped together as a series of Payroll Control tables. If QTIME is linked to a corporate Payroll System, some of the Payroll control tables will be populated directly from the Payroll System to ensure compatibility of data. The Payroll Control tables must be set up prior to setting up the Award Definition. If you are not using the Award Interpretation module, you can skip this Chapter. 6.2 Payroll Control Tables Overview The Payroll control tables are accessed from the View menu, and the sub menu Control Tables: The various tables are: Calendar Type Pay Code Pay code Exception Details RDO Offset Details Rule Sets Project Award Details Award Cost Centre Skills Leave Reasons Leave Types Leave Balances Training Code Calendar Type Details QTIME supports multiple calendars or pay cycles to accommodate situations when some employees work on one pay cycle while others work on different cycles. The Calendar Type screen is split into two halves. In the upper grid are a series of Calendar Types. The lower grid displays the pay dates for the selected calendar. The fields in the upper grid have the following meanings: Field Calendar Type Description Pay Frequency Pay DayNo Pay Type Base Hours Description Code for Calendar type. A description such as W/E FRID for week ending on a Friday. Defines the type of pay cycle. E.g. Weekly, Fortnightly, Monthly. Defines the day number the Pay Cycle ends on. Defines the pay type Wages or Salary. Defines the standard number of normal hours in the pay cycle. QTIME User Guide Version 5A Page 46

47 Chapter 6 Payroll Control Tables In the lower half of the screen each pay date is defined for the calendar selected in the upper half of the screen. The fields in the lower grid are: Field Calendar Year Pay Date Pay Day No Accrual % Description This is the year relating to the Pay Date. The Payment date. For use by Payroll not currently active. For use by Payroll not currently active. Creating a New Calendar 1. A new calendar can be created by clicking on the New Calendar button (the cursor must be active in the upper grid). 2. Enter a Calendar ID and a Description for the new calendar and click OK. 3. Complete the remaining details in the upper grid. Creating new Pay Dates 1. Pay dates within a calendar can be added by clicking on the New Pay Date button. 2. Select the Calendar Year and then select a Pay Date and Click OK. 3. Repeat for other pay dates. Notes: (a) All the details in the upper grid for the calendar must be complete before adding pay dates. (b) Notice that the Pay Dates drop down list is controlled by the Frequency and Pay Day No in the upper grid. Only valid Pay Dates will be available for selection. Auto Generating Pay Dates A quick way of creating Pay Dates for a calendar is available with the Auto Generate Pay Dates button at the top of the screen when the Calendar Type Details page is open. 1. First select the calendar to create pay dates for by clicking on it in the upper grid and then click the Auto Generate button. 2. Select the From and To Years. 3. Enter the From and To Pay Dates (This is necessary as if cycle could be longer than a single week and hence it is for the user to define the first and last pay dates). 4. Click OK when done Pay Code Details Pay codes in QTIME represent the various pay elements that can be calculated for employees. The Pay Code Details page in the Control Tables is simply a library of these Pay Elements. Pay codes are normally down loaded from a corporate Payroll System. Regardless of this fact they must be maintained in QTIME. The Pay Code Details page has an upper grid where the Pay codes are defined and then three tables in the lower half of the screen which relate to the selected Pay Code in the upper grid. The fields in the upper grid have the following meanings: QTIME User Guide Version 5A Page 47

48 Chapter 6 Payroll Control Tables Field Pay Code Title Long Title Short Worked Hrs Cost Index Leave Type Public Holiday Override Y/N Rate Description The pay element identifier. These can be alpha numeric but must correspond with the pay elements in your payroll system. The pay code description. An abbreviated pay code description used in panels where only a brief description can be accommodated. This field defines whether the pay code is a worked hours component which directly controls if the pay code can be setup within the Award Rule Set Details as a day specific pay code. See the Award Definition in Chapter 7 for more details. Either Y-Yes or N-No, to control whether costing information i.e. Project, cost code, cost type are required for this pay code during award interpretation of manually added pay code entry. This field is used to relate Pay codes to Leave Types. Leave Types control whether items like certificates or leave reasons are required. Hence since non worked hours are entered in terms of pay codes directly, having this relationship means that if say a pay code for Sick Leave is selected, the system can force the user to enter a reason. If ticked, then when this pay code is generated as the part of the pay code generation process for the Special day 91 (for public holidays) the worked hours for that day will be increased by the value of the Qty generated for this pay code. Used to allow non-worked hours codes, normally allowances to be used within the Award Rule Set Details setup, without forming part of the worked hours pay code definition. Not Used Pay code Exception Details The Pay code Exception Details table in the bottom left of the Pay code details page table allows the user to relate pay codes to exception categories. Typical Exception Codes are Ordinary, Time and Half, and Double time. Defining exception codes essentially enables a number of Pay codes to be grouped together which in turn, enables reporting via these groups. For example, a company may have a number of pay codes that relate to ordinary time. Rather than search on these individually to see if any employees have perhaps worked more than 37 hours of ordinary time in a week, they can perform this search using an exception code for Ordinary time. Exception codes are also used to control the validation of input of PcType (Workface or Baserate) values for pay codes within the Manually Added Pay code section of the timesheet entry screen. To create exception codes, first click anywhere on the Pay code Exception Details grid and then click the New Pay code + Exception button. Add the Exception code and then enter the relevant Pay code. Repeat for other Exception code + pay code combinations. QTIME User Guide Version 5A Page 48

49 Chapter 6 Payroll Control Tables RDO Offset Details and Translation Table RDO Offset Details The RDO (Rostered Day Off) Offset Grid is used to relate pay codes used for RDO purposes back to worked hours pay codes. Note that to add new values here, you must first click in the grid and then click the New Pay code + RDO Offset button. Translation Table The translation table is a predefined system translation table to convert the pay codes in QTIME to other Pay code values. This is occasionally necessary to enable upload of data to a payroll system. If this is required, the table will be populated by QA Software during implementation Rule Sets An Award in QTIME is effectively a group of logical rules for interpretation of timesheet entries. Within an award, sub groups of rules be defined using Rule Sets. The rule set table stores the Rule set numbers with their descriptions. The Start and Finish time are for information only and have no effect on the award calculations Project Award Projects in QTIME are defined within the Corporate Codes tables. Once a project has been setup and the relevant Award has also been defined, the relationship between projects and awards is maintained in the Payroll Control table Project Award. 1. To define the award that is relevant for a project, click on the New Project Award button. 2. Select the Project and then select the Award and click OK. Notice that QTIME uses the effective date field in many tables to control the change of events. For example, should the award change during a project and a new award be setup, the original data in the above table would not be deleted. Rather a new row would be added with a later effective date. When QTIME is determining which award to use for a project it will use the one with the latest effective date Award Cost Centre While most hours processed via QTIME are normally project related, the system is not restricted to managing only project based hours. An alternative method of capturing hours is provided via Cost Centre. This is described in more detail under timesheet entry. However, award interpretation is still required and hence the relationship between Awards and Cost Centres can be set up in the Award Cost Centre table. 1. To add to this table, click on the New Award Cost Centre button. 2. Select the From Cost Centre and To Cost Centre and then select the relevant Award. Click OK when done. Awards can be linked to a range of Cost Centres rather than on a one to one basis if required and Cost Centres themselves are defined via Corporate codes. QTIME User Guide Version 5A Page 49

50 Chapter 6 Payroll Control Tables Skills Awards in QTIME which are explained in detail in Chapter 7 are fundamentally made up of rules and logic that are: Day based. Hours based. Week based. Trade based. Skill based. Being able to define award logic based on the skills that an employee has provides a powerful degree of flexibility in the award setup. Skills could be anything from having a First Aid certificate to an entitlement for a Tool allowance. Skills are always related to employees rather than a project. The Skills table stores a list of Skills in the upper half of the screen. In the lower half of the screen, the employees that have been allocated the selected skill in the upper window are displayed. To add a new Skill: 1. Click on the New Skill code button on the toolbar. 2. Enter a Skill code and Description. 3. Click OK. To allocate a Skill to an Employee: 1. Select the Skill in the upper grid. 2. Click on the New Employee Skill button. 3. Select the employee to add the skill to. 4. Select the Project for which the employee is entitled to this skill code. 5. Click OK. Note that while skills are an employee attribute, they are project specific. For example, an employee may be entitled to Living Away from Home Allowance on one project but not on another Leave Reasons Leave reasons is simply a library of reason codes that populate a drop down list on the Non Worked hours timesheet entry screen. Note that the entry of a leave reason at the timesheet non worked hours screen can be forced via the Leave Types table below Leave Types The Leave types table is used to define Leave Types and also to define the default settings for certain leave type attributes such as whether a leave reason is required during timesheet entry. The Leave type table is also used to display (or maintain) leave balances on an employee basis for each Leave type. The leave types screen is in two halves. In the upper grid the Leave Type codes are maintained. The fields in the upper grid are: Field Leave Type Description Description This is a code for each Leave Type (eg SL for Sick Leave). This is the Leave type description. QTIME User Guide Version 5A Page 50

51 Chapter 6 Payroll Control Tables Certificate Force Reason Unit This tick box controls the default setting of the Certificate tick box on the timesheet entry non worked hours page when a Pay code with this leave type is selected. This tick box controls the default setting of the Force tick box on the timesheet entry non worked hours page when a Pay code with this leave type is selected. This tick box controls whether the Leave reason field is mandatory or on the timesheet entry non worked hours page when a Pay code with this leave type is selected. This is the unit for the Leave Type Leave Balances In the lower half of the Leave types screen, employee leave balances are displayed for the currently selected leave type in the upper grid. Note that control over whether this data is for display only or can be maintained at this screen is done via the Timesheet Defaults [see Chapter 5]. Should maintenance be required in QTIME, a new employee can be added to the above screen by clicking on the New Lt code + Id button. This will bring up a window where the employee is located from the Employee table. The values for Balance and Accrued to date must in this case be updated manually. Note that it is more normal to have these leave balances downloaded from the Corporate Payroll System Training Codes Training Codes are simply a library of Training Types but are not used in the current version of QTIME. QTIME User Guide Version 5A Page 51

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53 Chapter 7 Award Setup and Maintenance 7.1 Award Definition 7.2 How to Setup an Award Create new Award Award Rule Set Details Page Adding New Award Logic Defining Allowances Logic 7.3 Defining Logic for RDO s and Public Holidays 7.4 Copying Awards 7.5 Editing Awards 7.6 More on Conditioning Logic WH Logic Rule Set Logic Skill Logic LT (Leave Type) Logic DT (Double Time) Logic TH (Time & a Half Time) Logic QTIME User Guide Version 5A Page 53

54 7.1 Award Definition Chapter 7 Award Setup and Maintenance An Award in QTIME is a series of tables that store all the logic necessary to enable interpretation of timesheets to generate pay codes for worked hours and allowances. Awards can be linked to one or more projects. The Project Award is used during the interpretation of Project based hours on timesheet entry. Awards can also be linked to Cost Centres. The Cost Centre Award is used during the interpretation of Non project based hours on timesheet entry. Finally an Award can be linked to an Employee. This Award is used during the calculation of weekly allowances during the batch creation process. 7.2 How to Setup a new Award Create new Award Awards are created and maintained via the Award Maintenance Wizard. 1. From the View menu, select Award Maintenance Wizard 2. Click Next at the Welcome screen. 3. Choose the Add Award option (the default) and click Next. 4. Enter the Award Number, Effective Date (when the Award rules are to apply from) and Award Title and click Next. 5. Select the option to Create Award Rules and Allowances from scratch and click Next Award Rule Set Details Page The Edit Award Setup screen now appears as follows: QTIME User Guide Version 5A Page 54

55 Chapter 7 Award Setup and Maintenance This screen stores the core details of the award logic for the interpretation of Worked hours on Timesheets. The Rule Set and Day number drop down lists at the top of the screen can be used to quickly filter for a particular element of the award. To create a new award rule set: 6. Click the New Award Rule set button. 7. Select the Rule Set. The Rule set is a subset of rules and conditions that are established within an award e.g. separate Rule Sets may be established for a Normal Working Day, Afternoon Shift and Night Shift. 8. Select the Pay code to be generated. 9. Enter the Day number the rule will apply to. Defines the Day No within the Pay Cycle itself e.g. Day 1 is Monday within a Sunday Week Ending pay cycle. 10. Enter the Sequence of the rule being created and click OK. This controls the logical sequence and application of conditions established within a Rule set i.e. Ordinary Time then Time & half then Double Time etc. 11. Enter the Max and Min hours against the entry in the grid. The Max hours defines the maximum hours to be generated for this paycode should the defined conditions be true. The Min hours defines the minimum hours to be generated for this paycode should the defined conditions be true. Note that the new entry is Active by default Adding New Award Logic Now that the Award Rule set is defined the next step is to define the controlling logic that will initiate this pay code to be generated. 12. Click the Award Rule Set Logic button. 13. Now enter the logic details using any combination of Worked Hours logic (WH Logic), Rule Set Logic, Skill based logic, Double Time (DT) logic, or Leave Type (LT) Logic. The syntax is to firstly provide the condition factor for Worked Hours i.e. WH then a valid operator code i.e. <, >, =, >=, =< and the condition value eg 10. Examples of Component Details logic are: WH Logic Rule Set Logic Skill Logic Example: WH > 9.5 which means that the pay code will be generated only if the Worked hours is greate than 9.5. Example: RS = N which means only geneate this pay code if the Rule Set is N. Example: SKILL = LAFHA which means that this pay code will be generated only if the employee has LAFHA as a Skill for this project. QTIME User Guide Version 5A Page 55

56 Chapter 7 Award Setup and Maintenance DT Logic LT Logic Example: DT >0.01 which means their pay code will be generated only if the employee has double time >0.01. Example: LT = SL OR LT= AL which means that this pay code will be generated only if Leave Type = Sick Leave OR Leave Type = Annual Leave. 14. Click OK when completed and you are done. This exercise must be repeated for all pay codes on a per day basis. Somewhat tedious but once you have one rule set defined completely within an award you can replicate this and furthermore you can replicate complete awards to other awards and then fine tune the logic as required Defining Allowances Logic The Award logic for Allowances is set up using the Award Allowance option. Award Allowances are not linked to specific days in the pay cycle. 15. Click on the Award Allowance option. 16. Click the New Allowance button. 17. Select the Pay code to generate and click OK. 18. Enter the Qty or Hours to generate when the logic (not yet defined) is found to be true. 19. Enter a rate (optional) to apply to the Qty or Hours if generated. 20. Select the allowance frequency. The frequency defines whether the pay code is to be generated: Hourly Daily Weekly H for each worked hour recorded. D for each day worked. W for the pay cycle. QTIME User Guide Version 5A Page 56

57 Chapter 7 Award Setup and Maintenance Note that the new entry is Active by default. As with the Award Rule Set details, Award Allowance have conditioning logic in the lower half of the above screen. To add new logic: 21. Click on the New Allowance Logic button. 22. Define the Logic for the generation of this allowance pay code using the same syntax as described at Step 13 above for Award Rule Set logic. Note that LT Logic cannot be used at the above window. LT Logic is only applicable to the Award Rule Set component details. 7.3 Defining Logic for RDO s and Public Holidays The QTIME system has the flexibility to allow special predefined pay entitlement and logic conditions to be established for both Rostered Days Off (RDO) and Public Holidays. Although we define day specific pay entitlements within a pay cycle for a normal working day, special predefined Day Number references are provided within QTIME to allow the operator during timesheet entry, to identify a particular day within the cycle, as a RDO or Public Holiday. Once the day has been identified as a RDO or Public Holiday the paycode generator will then apply the special logic conditions which have been specifically established for these days. The special predefined Day No. references are: Day 81 Day 91 For RDO specific pay requirements. For Public Holiday specific pay requirements. Note: The RDO and Public Holiday logic conditions only apply for worked hours, when an RDO or Public Holiday is taken and not worked, paycode entries are made directly into Non-Worked Hours. 7.4 Copying Awards Once an Award has been set up it can be used as the template for similar awards. To copy one award to another award: 1. From the View menu, select Award Maintenance Wizard 2. Click Next at the Welcome screen. 3. Select Add Award and click Next. 4. Select Copy Rules from existing award and click Next. QTIME User Guide Version 5A Page 57

58 Chapter 7 Award Setup and Maintenance 5. Select the Award to copy from. 6. Choose between the following copy options: Award Rule Sets only Award Allowances Only Both Award Rules Sets and Award Allowances 7. Click the Select Rule Sets button. 8. Use the mover buttons to select the Rule Sets to copy to the new award and click OK when done. 9. Click the Select Day Nos button. 10. Use the mover buttons to select the Day numbers within the pay cycle to copy to the new award and click OK when done. 11. Click Next when done. 12. At the Edit Award Setup screen, add/edit information in required to the award details. Use the Rule set and/or Day number drop downs at the top of the screen to quickly view a particular rule set of Day within a Rule set or across Rule sets. See Create a new award in the previous section for more on using this screen. 13. Click Next when done. 14. Click Finish at the final screen. 7.5 Editing Awards To edit an existing Award: 1. From the View menu, select Award Maintenance Wizard 2. Click Next at the Welcome screen. 3. Select Edit Award and click Next. 4. Select the Award to Edit and click Next. QTIME User Guide Version 5A Page 58

59 Chapter 7 Award Setup and Maintenance 5. Click the Edit button and edit the details as required. See Create a new award in the previous section for more on using this screen. 6. Click the Save button when done and then use the Next and Finish buttons to complete the wizard. Notes: (a) To Import details from an existing award in to the current award, use the Import Award button at step 5 above. On clicking the Import award button you will be prompted to select the Award, the Rule sets and Day numbers to import in the same way as when copying an award as discussed in Section 7.4 above. Ensure the drop down lists for Rule Set and Day numbers are both set to +All before trying to Import an Award. (b) To Delete an Award, choose Delete Award at step 3 above and follow instructions. (c) To Print the details of an award, choose Print Award at step 3 and follow instructions. 7.6 More on Conditioning Logic WH Logic Syntax: Key Word Operator (=, >, <, >=, <=) Numeric Value WH >= 0.01 In the Award Rule set definition and Allowance definition, the above logic is applied to generate WH (Worked Hours) and Allowance paycodes. When the above logic is applied for worked hours and Daily Allowances pay code generation, WH represents the total hours worked for the date. When the above logic is applied for Weekly Allowances generation, WH represents the total hours worked for the Pay period (weekly). Example 1 Example 2 If you want to generate Pay code A01 (ORDINARY HOURS) only if the employee has worked at least 0.01 hours, the logic for the Pay Code to be applied should be defined as WH >= To generate Pay code H45 (FIRST AID ALLOWANCE ) which is a Daily allowance, for those employees who have worked more than 8 hours, the logic to be applied should be defined as WH > 8. Since this is a daily allowance, the system considers WH (Worked Hours) as the Total Hours Worked for the date. Example 3 To generate Pay code H26 (L A F H A) which is a Weekly allowance, for those employees who have worked more than 8 hours, the logic to be applied should be defined as WH > 8. Since this is a weekly allowance the system considers WH (Worked Hours) as the Total Hours Worked for the Pay period. If WH logic is applied together with the SHIFT (Rule Set Logic), WH represents the Total Hours Worked on the particular Rule set only, and not the total hours worked for the date. QTIME User Guide Version 5A Page 59

60 Chapter 7 Award Setup and Maintenance Rule Set Logic Syntax: Key Word Operator (=, >, <, >=, <=) Character String within quotation mark SHIFT = 1 Applied to generate Allowance pay codes only. This indicates that the given pay code should be generated for employees who have worked on this Rule set. It is possible to give a range of Rule sets for comparison. Ex. SHIFT >= 1 AND SHIFT <= 5 When applied for Daily Allowances the system checks if the employee has worked on the given Rule Set on the particular date. When applied for Weekly allowances, working on this Rule set on any date within the period is enough Skill Logic Syntax: Key Word Operator (=, >, <, >=, <=) Character String within quotation marks SKILL = FA Applied to generate WH (Worked Hours) and Allowance pay codes for those employees who have the given skill while working on a particular project and are eligible for the pay code. The given skill has to be set up for the employee under View/Control Tables/Employee-Skill Set definition. Note that allocating a skill to an employee is done on a per project basis so while an employee may have a skill on one project, he may not have the same skill on another project LT (Leave Type) Logic Syntax: Key Word Operator (=, >, <, >=, <=) Character String within quotation marks LT = RDO Applied in the Award Rule set definition only (Can also be applied for Allowance definition). This logic is applied to generate Day Specific Allowances/ RDO accrual based on Non Worked hours pay codes entered in the Non Worked hours Page of Timesheet Entry, which have the given Leave Type (LT). QTIME User Guide Version 5A Page 60

61 DT (Double Time) Logic Syntax: Chapter 7 Award Setup and Maintenance Key Word Operator (=, >, <, >=, <=) Numeric Value DT >= 0.01 Applied to generate Allowance pay codes. When applied for Daily Allowances generation, DT represents the total double time hours worked for the date. When applied for Weekly Allowances generation, DT represents the total double time hours worked for the Pay period. Example 1 To generate Pay code H45 (FIRST AID ALLOWANCE ) which is a Daily allowance, for those employees who have worked more than 6 hours at the rate of Double time, logic applied should be defined as DT >6. Please note that since this is a daily allowance the system considers DT as the Total Double Time Hours Worked for the date. Example 2 To generate Pay code H26 (L A F H A) which is a Weekly allowance, for those employees who have worked more than 10 hours at Double time, logic applied should be defined as DT > 10. Since this is a weekly allowance, the system considers DT as the Total Double Time Hours Worked for the Pay period. Total of Double time hours is calculated by using the Pay Code Exception file. Therefore the total Double time hours = Sum of Pay Code hours of all Pay Codes with the Exception code D TH (Time & a Half Time) Logic Syntax: Key Word Operator (=, >, <, >=, <=) Numeric Value TH >= 0.01 Applied to generate Allowance pay codes. When applied for Daily Allowances generation, TH represents the total Time & a Half time hours worked for the date. When applied for Weekly Allowances generation, TH represents the total Time & a Half hours worked for the Pay period. Example 1 To generate Pay code H45 (FIRST AID ALLOWANCE ) which is a Daily allowance, for those employees who have worked more than 6 hours at the rate of Time & a Half time, logic applied should be defined as TH >6. Since this is a daily allowance the system considers TH as the Total Time & a Half Hours Worked for the date. QTIME User Guide Version 5A Page 61

62 Chapter 7 Award Setup and Maintenance Example 2 To generate Pay code H26 (L A F H A) which is a Weekly allowance, for those employees who have worked more than 10 hours at Time & a Half, logic applied should be defined as TH > 10. Since this is a weekly allowance the system considers TH as the Total Time & a Half Hours Worked for the Pay period. Total of Time & a Half hours is calculated by using the Pay Code Exception file. Therefore, the total Time & a Half hours = Sum of Pay Code hours of all Pay Codes with the Exception code T. \ QTIME User Guide Version 5A Page 62

63 Chapter 8 Client Billing Setup 8.1 Introduction 8.2 Setting up Client Billing Control Tables Overview Client Details Rate Types Recovery Methods 8.3 Client Billing Definition Overview Rate Type Setup Sell Rate Setup 8.4 Setting up Employees for a Multi Client Environment QTIME User Guide Version 5A Page 63

64 Chapter 8 Client Billing Setup 8.1 Introduction If you are using the Client Billing module of QTIME you will need to complete all sections of this chapter before entering timesheets. The client billing logic in QTIME is a method of establishing a series of Rules that enable calculation of invoice amounts from timesheets captured into QTIME. This chapter is devoted to setting up the tables needed to run Client Billing and the definition of the Client billing logic. 8.2 Setting up Client Billing Control Tables Overview Before you can commence defining your client billing logic, there are a number of configuration tables (or libraries) that must be setup. These tables are all found under the View Corporate Codes option and then the Group of Billing and Expense codes. 1. From the View menu, select Corporate Codes. 2. Select the Group as Billing & Expense Codes. The files related to client billing are: Rate Type Client Details Client Details The Client Details table is a simple library of Client names. It must be defined prior to setting up the Client Billing Logic. To add a new Client: 1. Click on the New button. 2. Enter the Client Code and Name and click on OK. 3. Enter the contact details for the Client. Note you could now go back to the Projects table under Corporate Codes Budgeting and Productivity and allocate the Client Names to projects Rate Types This table stores the Rate Types under which a client is billed. For many consultants there may be only a single rate type, say Normal. This means that all hours are billed at a flat rate regardless of what time of day or day of the week the hours are worked. For different Companies, there may be a number of rate types such as Night Shift, Day Shift, Double time and the like since the sell rate applicable is dependant on factors such as day of the week and the number of hours worked in a day. To add a new Rate Type: Assuming you are still at the Corporate Codes, Billing and Expense Codes screen as described in the previous section: 1. Select the File Name Rate Types. 2. Click on the New button. 3. Enter the Rate Type code and Title and click OK. QTIME User Guide Version 5A Page 64

65 Chapter 8 Client Billing Setup 4. Click the Close button to return to the Dashboard. Note Rate types are mandatory for the client billing definition process Recovery Methods Recovery Methods are used in QTIME to control how a project is billed. The Recovery Method can be defined at project level but also in the Budget Forecast Table. Hence it is possible to have say a Schedule of Rates project that has Lump Sum components. Recovery Methods do not form part of the Client Billing Logic definition and are predefined. They are used in the generate invoices process. The fixed Recovery Methods are: LS SOR COMB Lump Sum (WBS combinations or who projects defined with this Recovery method are excluded from the client billing calculations.) Schedule of Rates (WBS combinations defined with this Recover method are included in the client billing calculations.) Combination of LS and Schedule of Rates 8.3 Client Billing Definition Overview The client billing logic in QTIME is a method of establishing a series of rules that enable calculation of invoice amounts from timesheets captured into QTIME. In many cases the rules may be as simple as saying all hours are billed at a flat rate, which in turn is dependant on the employees classification. However, often there are further complications. Typical examples of factors that can affect Sell rates for hours are: Location: Hours worked in the home office may be billed at a different rate from hours worked on site or overseas or when travelling. Time of day or number of hours in day: It may be that a Night Shift is billed at different rates from day shift or overtime maybe billed at a different rate from normal time. Client: Different clients may be billed at different rates. Year Worked: Often the rates can vary from year to year and hence you may have differing rates across the life of a long project. The QTIME billing module allows definition of the logic for client billing calculations taking into consideration all of the above. Best of all you do not have to be a programmer to set the logic up Rate Type Setup The first part to the logic setup for client billing is the Rate Type definition table. QTIME uses rate types to take the subjectivity out of determining the correct rate type to bill hours at. For example, say you bill the first 10 hours in a day at one rate and use another rate to bill any overtime. Typically most companies would rely on the user to record on his or her timesheet which hours are normal and which are overtime for billing purpose. In QTIME, in the billing logic definition, you can set up the rules so that users just record actual hours worked and QTIME calculates the correct rate type. 1. From the Billing menu, select Define Billing logic. 2. Click the New button to add a rate type. 3. Select the Client. This field is populated from the Client control table and makes the logic client specific. QTIME User Guide Version 5A Page 65

66 Chapter 8 Client Billing Setup 4. Select the Location. This field is populated from the Locations table and makes the logic Location specific for a particular client. 5. Select the Day Numbers the Rate Type logic is to applied for. This field has the following options which are used to define which days of the week the client billing logic is to apply to: Every Day Mon to Friday. 67 Saturday and Sunday. 6 Saturday only. 7 Sunday only. H Public Holidays. R Rostered Days off. 6. Enter the Effective Date. This field is used to identify when the logic applies from in terms of date. I.e. it is possible to have one set of rules apply from 1 st March 2004 and then change these rules on 1 st March 2005 but have timesheets captured prior to 1 st March 2005 still interpreted by the older rules and only new timesheets (after 1/3/05) interpreted by the new rules. 7. Enter the Up to Hours value. This value is the number of hours in day that the rate type applies for. See examples below. 8. Select the Rate Type and click OK. Determining the Rate Type automatically for any hours captured on Timesheets is the most powerful part of the Client Billing module and is what we mean by setting up Client billing rules. Once the rules for determination of the applicable Rate Type from any hours worked have been set up, the allocation of the correct sell rate itself is relatively simple and is covered in the next section. First though, lets have a look at a few example lines and interpret them: Line Client Location Day No Effective Up to Rate Type Number Date Hours 1 JPF OFFICE /03/04 24 NORMAL 2 JPF SITE /03/04 10 NORMAL 3 JPF SITE /03/04 24 DOUBLE 4 JPF SITE 67 01/03/04 2 T&HALF 5 JPF SITE 67 01/03/04 24 DOUBLE 6 JPF SITE 67 01/05/04 24 DOUBLE Line 1 Line 2 Line 3 This is saying that if the Client is JPF and the hours worked were in the Office, then for all days in the week (Mon to Sun), every hour is billed at a rate type NORMAL. This is saying that if the Client is JPF and the hours worked were on Site, the first 10 hours during Monday to Friday are billed at a Rate Type NORMAL. This is saying that if the Client is JPF and the hours worked were on Site, then hours worked over and above 10 hours on any day during Monday to Friday are billed at a Rate Type DOUBLE. Note that that example is dependant on example 2 also being defined. Otherwise you would be saying bill all hours Monday to Friday on Site at DOUBLE Rate. QTIME User Guide Version 5A Page 66

67 Chapter 8 Client Billing Setup Line 4 Line 5 Line 6 This is saying that if the Client is JPF and the hours worked were on Site, then the first two hours worked on a Saturday or Sunday are billed at a Rate Type T&HALF. This is saying that if the Client is JPF and the hours worked were on Site, then hours worked over and above 2 hours on Saturday or Sunday are billed at a Rate Type DOUBLE. This is saying that if the date the work took place was after 1/05/04 then all hours worked on Saturday and Sunday are billed at DOUBLE Rate for Client JPF and Location Site. It this line supersedes Lines 4 and 5 since it has a later effective date Sell Rate Setup With the Rate Type logic setup, the next part of the Client Billing Definition is to define the Sell Rates themselves. 1. From the Billing menu, select Define Billing Logic. 2. Click on the Sell Rate Definition Table page frame. 3. Select the Client. This field is populated from the Client table and makes the sell rate client specific. 4. Select the Location. This field is populated from the Location table and makes the sell rate Location dependant for each Client. 5. Select the Classification Code. This field is populated from the table for Classifications and makes the sell rate Classification dependant at each Location for each Client. 6. Select the Rate Type. This field is populated from the Rate type table. It enables different sell rates to be defined for the same classification/location/client combination and enables sell rates to be set up for night shifts, day shifts, overtime etc. 7. Enter the Effective Date. The effective date is used if rates change with a client over time. This enables older transactions to be calculated at differing rates from new transactions. For example, lets say your company does on-going work for a client and yearly, the rates are reviewed. You have projects that run over the rate review time (i.e. they are partly done at one set of rates and completed at another). The Effective date enables application of multiple rates in this scenario. 8. Click OK. 9. Enter the Sell Rate. This field stores the actual sell rate itself that applies for the combination of Client/Location/Classification and Rate Type. With your Rate Types and Sell Rates setup you have now got enough information prepared for the client billing module to be operational. However in more complex environments, employees might be classified and hence billed differently, for different clients. The last section in this chapter covers setting up Employees for a Multi Client Environment. QTIME User Guide Version 5A Page 67

68 Chapter 8 Client Billing Setup 8.4 Setting up Employees for a Multi Client Environment If an employee works on projects for multiple clients simultaneously, it is possible that they have a different classification for one or more clients. This potential complication is catered for in QTIME by defining the classification for each employee on a per client basis should this scenario exist. This is done via the employee master file. 1. From the View menu, select Employee Details. 2. On the Company Details page of the Employee details screen click the Multiple Client button after first selecting an employee on the left hand grid. 3. Click on the New Multiple Client button: 4. Select the Employee ID (will default to the current employee). 5. Select the Client Name. 6. Select the Classification for this Client and click OK. 7. Repeat for other ID + Client +Classification combinations. 8. Click on Close to return to the Employee Screen. 8.5 The Client Billing Business Process After the above setup has been completed, the business process for the client billing module is as follows: 1. Employees enter project based timesheets. 2. On saving the time sheets, QTIME derives the Client (based on the project number), the Classification and Location (based on the employee) and saves this information with the timesheet transactions. Note that if required, the classification related to any employee can be changed at the timesheet entry screen to enable the same employee to be billed at different rates if they are working under more than one classification for the same client. 3. At the end of the period the generate invoices process is run. 4. At this point QTIME knows all the information necessary to derive the rate type for each hour worked and hence the sell rate to apply to these hours. See Chapter 13 for more on this. QTIME User Guide Version 5A Page 68

69 Chapter 9 - Timesheet Entry 9.1 The Timesheet Process 9.2 The Timesheet Screen 9.3 Entering Worked Hours 9.4 Managing Public Holidays and Rostered Days Off 9.5 Pay code Generation Overview Generated Pay Codes Manually Added Pay codes Print Pc Report 9.6 Non Worked Hours 9.7 Expenses 9.8 Print Timesheets 9.9 Copying Timesheets Copy Timesheets Copy Previous Timesheet QTIME User Guide Version 5A Page 69

70 9.1 The Timesheet Process Chapter 9 Timesheet Entry The timesheet process in QTIME depends whether award interpretation is being used or not. For simple staff time sheets, employees simply enter time sheets and then submit these for approval. For timesheets that use the award interpreter, entry of timesheets into QTME is made up of a number of logical steps. In summary these are: For each employee: Enter Timesheet Worked hours: This is the process of capturing the hours worked by an employee against Project Numbers, Cost codes and Activities. Generate Pay codes: This is the process of generating pay codes for the worked hours entered above. Manually add Pay codes: If for any reason a pay code is required to be added, outside of the pay code generation process, e.g. entitlements missed or omitted from a prior pay cycle, these must be added manually. Print PC Report: Print and check a summary report with the pay codes recorded for the employee. Enter Non-Worked hours: Non worked hours relate to Leave, Workers Compensation etc and are entered separately from worked hours. Print Timesheet Approval report: This is the timesheet report for approval of an employee s time. Once all the timesheets have been entered, they will need to be approved and finally sent to the head office. This last process is covered in the next Chapter. 9.2 The Timesheet Screen To open the timesheet entry screen: 1. Select Enter Timesheet from the Timesheets menu. 2. Select the Calendar Type. 3. Select an employee and click the Display button. Note the Security Level you have been assigned affects the list of employees available to you. Security Level 1: Users enter only their own timesheet. Security Level 2: Users enter timesheets for themselves and all employees for which they have been allocated as supervisor. Security Level 5: User can enter any timesheet. If data has been entered previously, it will be displayed. Otherwise, the Add Codes window will be opened, for the selection of WBS Codes. Beneath the Employee pop-up are a row of buttons and boxes, which are used during the timesheet entry process. When you open the Timesheet screen, the Period Ending (based on the employee s calendar) should default to the current period. To enter timesheets for another period ending, just select the correct period ending from the drop down list. QTIME User Guide Version 5A Page 70

71 Chapter 9 Timesheet Entry The Timesheet screen is split into five pages: Worked Hours; Payc odes; Non-Worked Hours, Expenses and Leave Balances. The Worked Hours page is the default page that is opened. Clicking on the appropriate Page Tabs accesses different Pages. The buttons/boxes at the Timesheet entry screen have the following meanings: Button/Box Display or New Row/ Meaning On entry into the Timesheet screen, this is the default button and is set to display any existing timesheet data for the selected employee. If such data exists it is displayed and the button changes to New Row. It is then used to add further rows to the timesheet. If this is a new timesheet, clicking the Display button will go straight to adding new rows. Note that this button is used on all Timesheet pages. On the Paycodes page it is used to add pay codes manually. On the Non-worked Hours page, it is used to add new entries of Non-worked hours and in the Expenses page it is used to add new expenses. Edit Delete Row Copy T/S Prior T/S Submitted Approved Rejected Emp Notes Supv Notes Save Close Print TS Used to edit the codes on an existing timesheet row on any of the first four timesheet pages. Used to delete a row on the timesheet. It can be used on any of the first four pages of the timesheet To copy all or part of the current time sheet to one or more other employees. Used to copy last week s timesheet or a previous periods timesheet to the current period, for the current employee selected. It can only be used if the current timesheet is empty. Used to Submit a timesheet for approval. Once submitted the timesheet can no longer be edited. Used to approve the timesheet. It cannot be changed at the Timesheet entry screen. Used to reject the timesheet. It cannot be changed at the Timesheet entry screen. This button when clicked brings up a window where an unlimited amount of text can be entered about the timesheet. This could include notes on any special events or pay conditions to apply. Used by supervisors when approving timesheets. It can be displayed (but not edited) when in the timesheet entry screen. It will be red if there is any data to view. Used to save the current timesheet. Used to Close the Timesheet entry screen. This button is used to Print the Timesheet approval form. QTIME User Guide Version 5A Page 71

72 9.3 Entering Worked Hours Chapter 9 Timesheet Entry On entering the Timesheet screen, the Worked Hours page is displayed by default. 1. To enter the worked hours for the selected employee, click on the Display button. 2. A window titled Add Codes will appear. (If data has already been entered for the period ending date, it will be displayed. In this case click the New Row button, which will now be enabled.) 3. Select the required Project from the drop down list. 4. Select the required Cost Code and Cost Type combination. The list of available cost code and cost type combinations is dependent on the Project Selected. If the Code you require is not listed it may have been inactivated in the Budget Forecast file or it may not yet exist as a valid code and you will need to define these codes before using them. 5. Select the required Activity. The list of Activities available is dependant on the combination of Project + Cost Code entered so far (Combinations of Project + Cost Code + Activity are defined in the Budget Forecast table as described in Chapter 4). 6. The GL Account on most projects will be defined as a fixed value and will default in the above window automatically. If a Default GL account has not been defined in the Timesheet Defaults, the account can be selected from the drop down list. 7. Select the Rule Set. The Rule set is a set of rules within the Award to apply to this timesheet record. The standard rule sets will be Normal Day, Afternoon Shift and Night Shift. On most projects use Normal Day which is the default setting. 8. Click OK. You are returned to the grid and can now enter the hours per day against this combination of codes. To enter another row on the timesheet, click the New Row button and repeat the above steps. It is a good idea to keep an eye on the Totals in the grid at the bottom of the timesheet screen to check all hours are entered. Notes: (a) Use the Comment field at the far right of the grid to enter a free from comment about the line entry if required. (b) The PcType field at the Add Codes window is used to distinguish between Workface and Base rate work. The default setting is Workface. Select Base rate if required. (Not used by most customers). (c) The OT factor field at the Add Codes window is rarely required and in normal circumstances is left at 1. By default QTIME spreads overtime hours across the projects and costs codes on a period timesheet in proportion to the hours worked on each activity. For example: If a person works on two cost codes in a day, five hours on each, then the normal pay ode breakdown would be 8 hours of pay code A01 for Normal time and 2 hours of pay code A02 for Time and Half. In this situation QTIME will allocate 4 hours of pay code A01 and 1 hour of pay code A02 to each cost code regardless of which activity was done first in the day. Alternatively, the OT Factor can be set at 0 for all timesheet rows and then QTIME will apportion penalties relative to the sequence of timesheet entry. QTIME User Guide Version 5A Page 72

73 Chapter 9 Timesheet Entry For example: Using the example data above, QTIME will allocate 5 hours of pay code A01 to the first cost code then 3 hours of pay code A01 together with the 2 hours of pay code A02 to the second cost code, as this represents the sequence in which the worked hours was carried out. If the requirement exists to manually control the apportionment of penalties the OT Factor can be used to control this. Each timesheet row can be allocated an OT Factor ranging from 0 to 9, and each factor defined per line will be used as a numerator, with the denominator calculated as the sum of all OT Factors recorded with the timesheet. Again using the above sample data: If we wished to assign all penalties to the first cost code entered in the timesheet, a OT Factor of 1 would be used against the first row on the timesheet, and 0 against the second cost code. QTIME would then generate 3 hours of pay code A01 together with 2 hours of pay code A02 for the first cost code and 5 hours of pay code A01 for the second cost code. The use of the OT Factor only applies for Workface pay codes generated within QTIME. (d) There is an optional facility to record the Start and Finish times plus any meal breaks taken during the day, right at the bottom of the grid. This is for information only and does not affect any subsequent processes by QTIME. 9.4 Managing Public Holidays and Rostered Days Off To identify a day in the pay cycle as either a public holiday or rostered day off, double click on Date column header in the column of the affected day on the right hand side of the Work Hours Grid: From the window that opens, select either a Public Holiday or RDO. Public Holidays If the Public holiday radio button is chosen at the above window, the column heading will turn red. If the holiday was worked, the numbers of hours worked should be entered as normal. QTIME will then generate the Public Holiday paycode and penalty entitlements based on the definition contained in the Award rule set. If the holiday was taken then it is not necessary to identify the date as a Public Holiday as this will be recorded manually by the user as a Non Worked Hours entry for that date. Rostered Day off If the Rostered Day off button is chosen at the above window, the column heading will turn blue. If the RDO was worked, the numbers of hours worked should be entered as normal. QTIME will then generate the paycodes specific to worked RDO days (if defined) based on the definition contained in the Award rule set. If the RDO was taken then it is not necessary to identify the date as an RDO as this will be recorded manually by the user as a Non Worked Hours entry for that date. 9.5 Pay code Generation Generated Pay Codes Once the worked hours entry is complete, you are ready to generate Pay codes. Click on the Pay codes page frame tab to switch to this window: The upper grid displays automatically generated pay codes. The lower grid is for entry of manually added pay codes if required. Click on the Generate button to automatically generate pay codes. The pay code generation process is a calculation of the required pay codes based on the hours entered in the worked hours window and the Award that has been set up for the project. QTIME User Guide Version 5A Page 73

74 Chapter 9 Timesheet Entry The generate process also does a costing dissection, spreading the pay codes across the project + cost code combinations in proportion to the hours worked on each combination. The OT factor at the worked hours screen can be used to override this automatic distribution as described in the previous section. If the automatically generated pay codes look correct you can move directly to the section after next Print PC Report. The next section covers manually adding pay codes that are periodically required to be added in QTIME, to record for example, late timesheet entries or adjustments relating to a prior pay ending date. Tip: Check the Total Worked Hours field at the bottom right corner of the pay code window as a quick check that all hours have been accounted for. The Base Hours depend on the Cal Type selected Manually Added Pay codes While the automatic generation process should calculate the correct pay codes in most circumstances, there will be times where the employee is entitled to a pay code that has not been generated automatically based on his worked hours. In this instance the specific pay code can be added manually at the pay code screen by clicking on the New Row button: 1. Select the required Pay Code from the drop down list. The type of pay code that is chosen will control which of the remaining fields in the above screen need to be added. 2. Select the PCType. 3. Enter the Date. 4. Select Project + Cost Code/Cost Type + Activity. 5. Click OK. Back at the Manually Added Pay codes screen, the remaining fields to be completed are: Qty/Hrs: Rate: The pay ode being entered determines whether the value is interpreted as Hours or a Qty. This is optional for most pay codes. Note that it may be advisable to make a note in Emp Notes of the reason one or more manually added pay codes have been entered. If it is due to an omission in the Award setup logic, this can be rectified in Head Office to prevent the same pay code having to be continually added manually Print Pc Report To see a summary of the pay codes generated and/or manually added, click on the Print PC button to see a report: The above preview can be printed or closed using the buttons on the Print Preview Toolbar as shown above: 9.6 Non Worked Hours The third page of the timesheet screen is for entry of Non-Worked hours. Examples of Non Worked Hours are all leave types, workers compensation, Rostered Days off, Public Holidays and the like. To move to the Non Worked hours page, click on the Non Worked Hour s page header (tab). To add non-worked hours such as Sick Leave, click on the New Row button. QTIME User Guide Version 5A Page 74

75 Chapter 9 Timesheet Entry The fields to be entered are dependant on the Pay code selected in the first field. Typically if the pay code is a leave type code, the Project No, Cost Code and Type are not required (this is defined in the Pay Code library). Pay Code Project, Cost Code and Activity Leave Reason Date From Date To Total Hours Force Certificate This is the Pay code the non worked hours relate to. If the Pay code requires project costing, (this is defined in the control table for pay codes) select the Project, Cost Code, Cost Type and Activity the nonworked hours relate to. Select the appropriate Leave Reason from the pop-up list. Enter the Start date for the leave. Enter the last date for the leave. Enter the total hours (normally 8 hours per day). The Force check box is only required if the leave allowance accrued by the employee is not sufficient to cover the Total hours being recorded. You can check the available leave allowances for the employee via View\Employee Details. The Certificate check box is used to indicate that a certificate has been presented in the case of Sick Leave. 9.7 Expenses The fourth page of the timesheet screen is for entry of expenses. Click on the Expenses page header (tab): To add expenses such as for travelling etc: 1. Click on the New Row button. 2. Select the Project + Cost Code/Type + Activity. 3. Enter an Item. 4. Click OK. Note that even Expenses must be Costed to a project or cost center in QTIME. Select the Project + Cost Code + Activity select and enter a brief description of the Expense in the Item field. Then click OK to return to the main grid. The fields to then be entered are: Date Expense Type Expense Unit Qty Rate Value Date of the Expense. Select the appropriate Expense Type from the Drop down list. Note that expense types are setup under Corporate Codes Group Billing and Expense codes and File Expense Types. Select the appropriate Expense Unit from the Drop down list. Note that expense units are setup under Corporate Codes Group Billing and Expense codes and File Expense Units. The expense quantity. The applicable expense rate. This is the calculated value. QTIME User Guide Version 5A Page 75

76 Chapter 9 Timesheet Entry 9.8 Print Timesheets Once Worked Hours have been entered, Pay Codes have been generated and any Non-Worked hours/expenses entered, you are ready to print the Timesheet approval report. This is done by first saving the timesheet and then clicking on the Print TS button in the top right hand corner of the timesheet screen. Assuming the timesheet is correct, it should now be Submitted for online approval. The approval timesheet is to be reviewed and signed off by the supervisor responsible for the employee. 9.9 Copying Timesheets There are two options for copying timesheets in QTIME. The most commonly used option is the Copy T/S option which is used to copy from a single employees timesheet to one or more other employees in the same period. The second option Prior T/S is used to copy a timesheet from a previous period to the current period Copy Timesheets In the Timesheet entry screen (Timesheet \ Enter Timesheets), locate the timesheet that you would like to copy to other employees. This is done by selecting the period and the employee as done when entering timesheets. 1. Now click on the Copy T/S button: 2. Enter the Start and End Date for the days to be copied. Listed on the left hand side of the screen is a list of all employees. 3. Locate the first employee that you want to copy the current timesheet to and select it by clicking on it. 4. Click on the Move button to move the employee to the right hand side of the screen. 5. Repeat for other employees. Note that if you would like to copy the current timesheet to a group of employees that can perhaps be selected via having a common supervisor, you can use the filter button to display only that group of employees in the left hand side of the screen. Then use the Move All button to select all these employees in one go. Note also that you can select an employee on the right hand side of the screen and click the Remove button to deselect them. 6. Click on OK to perform the Copy process. Notes: (a) The copy process copies all generated pay codes and Non-Worked hours as well as the Worked hours from the current timesheet to the select employees. (b) The copied timesheets must still be approved individually. (c) As an example, suppose you want to copy the timesheet for the employee QA to all employees who worked under the supervisor with the ID QTIME User Guide Version 5A Page 76

77 Chapter 9 Timesheet Entry 1. Click on the Filter button 2. At the Build filter expression window: (a) Click on the Field name pop-up on row 1. And locate the field name SUPVNO. (b) Click on the Comparison pop-up and select equal to. (c) Press Tab and in the Value field type (d) Press OK. 3. Back at the Copy Timesheets screen the list of employees will be filtered to only list those employees that have the Employee allocated as their responsible supervisor in the employee master field Previous T/S To copy the timesheet from a previous period to the current period for the selected employee: 1. Enter the Timesheet Entry screen. 2. Select the employee that you want to copy the timesheet to. 3. Before clicking on the Display button, click on the Prior T/S button: 4. Enter the period ending date for the timesheet you want to copy. 5. Select the ID of the persons timesheet that you want to copy. 6. Click OK. The Timesheet screen will be populated with the copied timesheet. QTIME User Guide Version 5A Page 77

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79 Chapter 10 Timesheet Approvals 10.1 Procedure 10.2 Timesheet Summary 10.3 Timesheet Approval 10.4 Project Managers Overview 10.5 Department Managers Overview QTIME User Guide Version 5A Page 79

80 Chapter 10 Timesheet Approvals 10.1 Procedure Timesheets can be approved in QTIME by either the responsible supervisor or the System Administrator. Before running the Timesheet approval screens however it is worth generating a timesheet summary to check that all timesheets have been entered and submitted. Only Submitted timesheets can be approved Timesheet Summary 1. From the Timesheets menu, select Summary. 2. Select the Week ending and click the Get Data button. A list of employees will be displayed. The contents of the list will be all employees in QTIME if you are logged in as an administrator. If you are a supervisor you will only see the employees that you are responsible for. The screen shows the daily total hours for each employee and the Status of the timesheets. A report can be printed to assist tracking down any missing timesheets Timesheet Approval Timesheet approval is ideally done by the responsible supervisor. All timesheets are approved via the same screen. 1. From the Timesheet menu select Approve Timesheets. 2. Select the Calendar Type and Period Ending the timesheets relate to. 3. Click the Get Employees button. 4. Employees with entered timesheets will now be displayed in the grid. The Status of each timesheet (whether No submitted, Submitted etc) is displayed against each time sheet. 5. To approve or reject a timesheet double click on the Employee ID in the grid to open the timesheet in view mode and click the Display button. 6. Click either the Approved or Rejected tick boxes. Click the Supv Notes button to make any notes required in relation to your decision. 7. Click the Close button and repeat steps 5 and 6 for additional timesheets. Notes: (a) Only submitted timesheets can be approved or rejected. (b) Use the Approved, Awaiting Approval or Show All options to filter the employee timesheets listed in the grid. (c) To quickly approve one or more timesheets, tick the Approved or Rejected tick boxes at the summary grid. Use the Approve All or Reject All buttons to approve all the submitted timesheets listed. (d) Only users with level 2 or 5 access can approve timesheets. (e) The employees displayed at the Approve timesheets screen are those allocated to the logged in supervisor. (f) Once a timesheet is approved it can no longer be changed via the normal timesheet entry screen. (g) If a timesheet is rejected, it can be modified via the Enter Timesheet Screen (It must be unsubmitted first by clicking on the Submitted check box to un-tick it). (h) It is possible for the supervisor to make adjustments to a timesheet they are approving. QTIME keeps a record of who makes the changes. This can be listed under a special audit trail report. (i) Supervisors are allocated to employees via the Employee Details screen. QTIME User Guide Version 5A Page 80

81 Chapter 10 Timesheet Approvals 10.4 Using the Project Managers Overview Screen The Project Managers Overview Screen is a special view for Project Managers. It lists all employees who have booked hours in either the current period or to date against projects that they are responsible for. 1. From the Timesheets menu, select Project Managers Overview Screen: 2. Select the Period ended date that you are interested in. 3. From the Project No pop-up select the Project Number you would like to view. Note that only projects for which you are the responsible Project Manager are available for selection. 4. Click on the Get Data button at the top right of the screen. Notes: (a) The responsible person for a project is maintained in the Project Details table (Corporate Codes) in the Project Manager Field. (b) Employees who have booked hours in the current period will be displayed with their Total hours and a breakdown of Billed and non-billed hours that make up the total (see Client Billing for more on this). (c) Double clicking on an employee ID will bring up their complete timesheet to enable analysis of what hierarchical code combinations they have booked to. (d) Clicking on the Show Todate Values tick box and re-clicking on the Get Data button will give total to date values for Billed, Non Billed and Total Hours. (e) A report can be generated if required using the print button Using the Department Managers Overview Screen The Department Managers Information Screen is a special view for Department Managers. It lists all employees in a Particular Department and enables analysis of total hours in the period for a Department or Todate. 1. From the Timesheets menu, select Department Managers Overview Screen: 2. Select the Period Ended Date that you are interested in. 3. Select the Department that you would like to view. Only departments for which you are the responsible manager will be listed. 4. Click the Get Data button. Notes: (a) Employees are assigned to Departments via the Employee Details screen. (b) Department Managers are assigned to Departments via the table Departments which can be found under View \ Corporate Codes \ Employee Related Codes \ Departments. (c) Employees who have booked hours in the current period will be displayed with their Total hours and a breakdown of Billed and non-billed hours that make up the total. (d) Double clicking on an employee will bring up their complete timesheet to enable analysis of what hierarchical code combinations they have booked to. (e) Clicking on the Show Todate Values tick box and re-clicking on the Get Data button will give total to date values for Billed, Non Billed and Total Hours. QTIME User Guide Version 5A Page 81

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83 Chapter 11 - Using the Gateway 11.1 Overview 11.2 Sending Timesheets 11.3 Receiving Timesheets 11.4 Sending Code Details 11.5 Receiving Code Details QTIME User Guide Version 5A Page 83

84 Chapter 11 Using the Gateway 11.1 Overview The QTIME Gateway is used to send and receive information between QTIME installations. The various functions performed by the Gateway are: Sending Timesheets. Receiving Timesheets. Sending Codes. Receiving Codes Sending Timesheets This is the most commonly used gateway function. At the end of every period when all timesheets have been entered into QTIME and approved, they must be Sent, normally from a Site Office to the Head Office. Before using this option it is suggested that you run a missing timesheet report just to check that all timesheets have been entered. 1. From the File menu, select Print-Standard Reports 2. Select Timesheets from the Report on drop down list. 3. Double click on Report Number 310 Timesheet Status Report. 4. Select the Period ending. 5. Choose Missing timesheets and click OK. To send your completed timesheets: 1. From the Gateway menu, select Gateway Wizard Outgoing. 2. Click Next at the welcome screen. 3. Choose Send Timesheets from the options available and click Next. 4. Select the Calendar and Period Ending date for the timesheets to be sent. 5. Choose By Location or By Employee to select the Employees whose timesheets are to be sent and click Next. 6. Use the mover buttons to select the Locations or Employees (by moving them from right to left) and click Next when done. 7. Leave the default name for the zip file that will be created unless there is a valid reason for changing this and click Next. 8. Click the Finish button. A zip file will now be created with the selected employees timesheet data. This should be ed to the head office using your normal system. The zip file defaults to being located in the \Qtime\Transfer folder. Notes: (a) Your table of Work Id s and the Budget Forecast File are sent along with the timesheets to enable the timesheets to pass validation for any budget forecast combinations with site specific activities that have been added which do not exist in the master system in Head Office. QTIME User Guide Version 5A Page 84

85 11.3 Receiving Timesheets Chapter 11 Using the Gateway When the receiving site (normally the Head Office) Receives a timesheet zip file, this is received into the master QTIME installation as follows: 1. From the Gateway menu, select Gateway Wizard Incoming 2. Click Next at the welcome screen. 3. Choose Import Timesheets and click Next. 4. Select the Zip file to import using the select button. Note that when the timesheet zip file is received from the sending location it should be saved onto your PC from your system. A good location to save it into is the \Qtime\transfer folder. 5. Choose between: Import Complete period (this will overwrite any current data for the employee for the period ending). Append Transactions to existing Timesheet (this will simply add the import data to the current period for each employee). 6. Use the View button to view the import data and any existing data at the receiving location. The top grid shows the timesheets of the zip being received. The Lower Grid displays the existing Timesheet data in the Receiving system for the Location being received and the period ending. Use this screen to assist in which choice you make for the handling of duplicates. 7. Click the Finish button to import Sending Code Details The Send Codes option in the Gateway is used to send all other data from a QTIME installation, other than timesheets, from one location to another. It is normally used in the following circumstances: At project startup, to send a complete set of Codes which includes all the tables necessary to run QTIME from a Head Office to Site Office. This includes all Award setup tables. On an ongoing basis, to send new cost codes, employee details and the like which are added progressively during the project from a Head Office to a Site Office. Note that this is normally the case since employees and cost codes are maintained in corporate systems and downloaded to QTIME in the head office before being sent to site. 1. From the Gateway menu, select Gateway Wizard Outgoing 2. Click Next at the welcome screen. 3. Choose Send Codes and click Next. 4. Select the data to import. The options are: Employees (to send Employee Details) Projects (to send Projects plus Budget/Forecast values and associated corporate code information) Other (to send Awards, Paycode and other Payroll associated information for award interpretation) QTIME User Guide Version 5A Page 85

86 Chapter 11 Using the Gateway It is not possible to send Other values in the same process as sending Employees and/or Projects. 5. If Employees is ticked you are prompted to select the employee details to send either by Location or by Employee. Choose your preferred method. Sending Employees and/or Projects 6. Click Next and use the mover buttons to select the employee details to send (this window will only appear if Employees was ticked at Step 4). 7. Click Next and use the mover buttons to select the project details to send (this window will only appear if Projects was ticked at Step 4). 8. Click Next and leave the default name for the zip file that will be created unless there is a valid reason for changing this. 9. Click Next and then Finish. A zip file will now be created with the selected Employee, Project or Other data. This should be ed to the site office using your normal system. The zip file defaults to being located in the \Qtime\Transfer folder. Sending Other Information 10. If you select Other at step 4 above, click Next and then select the award type information to send. The options are: Awards Paycodes Calendars Cost Centres 11. Use the Select button to the right of each option to fine tune the exact information to sent using mover windows. 12. Once you have selected the required information, proceed from Step 8 above Receiving Code Details 1. From the Gateway menu, select Gateway Wizard Incoming. 2. Click Next and choose Import Codes. 3. Click Next and select the Zip file containing the import data. Note that when the code zip file is received from the sending location it should be saved onto your PC from your system. A good location to save it into is the \Qtime\transfer folder. 4. Click Next and at the Tables to Import screen fine tune (optional) what data to import using the Browse and Select buttons. Clicking the Browse button against a listed table will display the information in the import file for that table. Clicking the Select button against a listed table will enable you to use the mover buttons to unselect one or more values from the table. 5. Click Next and then Finish to import the data.. QTIME User Guide Version 5A Page 86

87 Chapter 11 Using the Gateway Note: (a) If you have existing data in your QTIME tables, this will be replaced if there is an equivalent record in the Import file. New information in the import file will be added to your tables. Existing information in your tables that has no equivalent record in the import file will be left untouched. QTIME User Guide Version 5A Page 87

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89 Chapter 12 - Timesheet Processing for Payroll 12.1 Preparation 12.2 Batching 12.3 View Batch Details 12.4 Un-batching 12.5 Timesheet Adjustments QTIME User Guide Version 5A Page 89

90 Chapter 12 Timesheet processing for Payroll 12.1 Preparation The Timesheet process for payroll purposes in QTIME revolves around a batching process. Batching of timesheets should only commence at the end of a pay period once all timesheets have been entered and approved, and if necessary, sent to the location where the batch processing is to be performed. Before commencing the batching process is a good idea to run the following QTIME reports: Timesheet Status Report (Report 310). Once you are satisfied that all timesheets are present, you are ready to create a payroll batch Batching 1. From the Payroll menu, select Batch Timesheets. 2. You will first be prompted to select the Work ID, Calendar Type, Pay date, and Location (of the employees) for the Batch. 3. Click on Select Employees. In the left hand window is a list of all employees with timesheets in the system for the period. 4. To select all timesheets for the batch, simply click on the Move all button. You will see the employee list move from the left window to the right window and become red. 5. Click on the Create button to create the batch and click Yes when prompted. 6. You will be prompted again when complete and notified of the batch number created. Click OK. Notes: (a) The Reset button to can be used to restore the default settings at the batch window. (b) The Adjusted Timesheets option is used to batch timesheets that have been previously batch and then adjusted via the Timesheet adjustment process. The Adjusted Timesheets option will batch only the adjustments View Batch Details To view the contents of the Batch: 1. From the Payroll menu, select View Batch Details. The top half of the screen displays a register of all batches. The key fields are: Location Batch Number Created By This is the location of the employees each batch relates to. This is a unique batch identifier. This is the User who created the Batch. Status A batch can have any of three status values: S = Ready for Sending, P = Processed and U = Un-batched. Cal Type No. Timesheets This is the Pay Calendar the Batch relates to. This is the number of timesheets in the batch. QTIME User Guide Version 5A Page 90

91 Chapter 12 Timesheet processing for Payroll The lower half of the screen show the batch details which include Employee Numbers, From and To dates, Paycodes and Quantities. It is useful to print a summary or detailed batch report at this point for checking. The Summary report details the total hours/quantities for each paycode for each employee on a per day basis in a cross tabulated format. The Detailed report is as per the Summary report but includes a breakdown by Projects and Cost Codes Un-batching Should a mistakes or missing data be discovered when viewing the batch details reports, adjustments to timesheets can only be performed if the timesheets concerned are first un-batched. The changes are then made and the batch is recreated. 1. From the Payroll menu, select Un-batch Timesheets. 2. The un-batching operation requires the user to select/input the Location and required batch number and confirm the un-batching operation by pressing the Un-Batch button. 3. Click Yes when prompted. Notes: (a) Note that when the batch is recreated a new number will be allocated as Batch numbers are not reused Timesheet Adjustments Once a timesheet has been batched within QTIME it is then protected from any further modifications to maintain an auditable and consistent record of the paycode information that has normally been transferred and processed within the payroll system. In situations when it is necessary to modify timesheet information to include missed hours, leave taken or late project costing corrections etc after batching and payroll processing has already occurred, then these entries can be recorded using Adjust Timesheets facility from the Timesheets menu. The operation of the Timesheet Adjustment facility is identical to Normal Timesheet Entry but behind the scenes QTIME is tracking and recording the nett adjustments being made to the timesheet to maintain a complete trace-ability and audit trail within the database. The Timesheet Adjustment facility ensures that accurate timesheet and worked hours information is always available within QTIME and that this information can be processed independently of the payroll system processing. It is possible within QTIME to create timesheet adjustments batches for additional transfer and processing within the Payroll System for the pay ending date, however this feature is dependant on the processing capabilities of the Payroll system installed. Notes: (a) Only batched Timesheets can be adjusted. (b) Approved Timesheets will be automatically unapproved and their status changed to un-submitted if they are adjusted. When saving the adjustments, the user is prompted whether to revert the status to Approved. (c) After Adjustment the timesheets need to be Re-batched using the batch adjusted timesheets option at the Batch creation screen. QTIME User Guide Version 5A Page 91

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93 Chapter 13 Timesheet processing for Client Billing 13.1 The Client Billing Calculation 13.2 Invoicing Introduction Generating Invoices 13.3 Saving Invoices 13.4 Reconciliation s 13.5 Other Reports related to Billing 13.6 Trouble Shooting QTIME User Guide Version 5A Page 93

94 Chapter 13 Timesheet processing for Client Billing 13.1 The Client Billing Calculation QTIME captures the follow data during Timesheet entry: By Direct Entry: Project information Date of work. Number of hours worked per day. Automatically: Classification (from employee master file). Location (from employee master file). With this information QTIME can now automatically do the client billing calculation. The process followed in simplified terms is as follows: 1. A period for the client billing calculation is specified. 2. The client is derived from the project number. 3. The system calculates a rate type for all timesheet transactions based on the rate type definition logic. In some cases, timesheet transactions are split into multiple rate types. 4. Sell rates are then applied based on the Sell rate definition table. Once the above process is complete, reports can be generated. Notes: (a) Note that the client billing calculation is always done for all timesheet transactions in a period as it must cover the scenario where hours have been worked on multiple projects on the same day and various rate types may be applicable. (b) Projects where the Recovery Method is LS (Lump Sum) are taken as non-billable hours and will not have rate type defined. (c) Records in the Budget Forecast Table where the Recovery Method is LS are taken as non-billable hours and will not have rate type defined. (d) Records in the Activity table that are not billable are taken as non-billable hours Invoicing Introduction The process that is followed when generating invoices in QTIME is made up of a number of steps: 1. First generate draft invoices for one or more projects in a period. 2. Check these invoices and adjust source timesheet transactions if necessary. 3. Run a invoice error report to check that there are no timesheet transactions that are being interpreted incorrectly by the billing logic. 4. Once the draft invoices are approved as correct, the invoice calculations for the period can be saved and printed for issue to the client. QTIME User Guide Version 5A Page 94

95 Chapter 13 Timesheet processing for Client Billing 5. Should further timesheet processing take place for a period already invoiced a reconciliation can be done between what has already been invoiced for that period and any further hours that need to be invoiced Generating Invoices To generate Invoices: 1. From the Billing menu, select Generate Invoices Wizard. 2. Click Next at the welcome screen. 3. Choose Generate New Invoices and click Next. 4. Enter or select the From and To dates for the Invoice calculation and click Next. 5. Select one or more projects to generate invoices for using the mover buttons and click Next. 6. Click Yes when prompted to start the billing calculation. 7. When the billing calculation is completed, choose the required report to generate from the following options: Invoice Report by Project Invoice Report by Project and Weekending Invoice Report by Employee 8. Select whether to print a Summary or Detailed Report. 9. Click the Print button to generate the report. 10. Generate additional reports if required and click Next and Finish to complete the Wizard when done. Notes: (a) There are a number of other reports available at step 7 including: Export data to Excel: Used to export to Excel Print error report: Used to print details of any non Lump Sum (LS) timesheet transactions that did not get a sell rate derived (see Section 13.6 for more details on errors). Print Timesheet details with Rates. (b) Use the Filter button at step 7 to fine tune the data displayed on the reports Saving Invoices Once invoices have been issued to a client, the complete Client billing calculation (Invoice Batch) for a period should be saved. Note that only the complete client billing calculation is saved. It is not possible to save only the invoice for a specific Project as the Client billing calculation requires all transactions for period, to work. To save an Invoice Batch: 1. From the Billing menu, select Generate Invoices Wizard. 2. Click Next and the welcome screen. 3. Select Save Period Invoices and click Next. 4. Enter or select the From and To dates for the Invoice calculation and click Next. QTIME User Guide Version 5A Page 95

96 Chapter 13 Timesheet processing for Client Billing 5. Enter an Invoice Batch Number and a comment and click Next. 6. Click the Finish button and click Yes when prompted Reconciliation s If after Invoices for a period have been saved, further timesheet adjustments are made, or new timesheets are entered into QTIME for that period, it will be necessary to calculate any additional amount to be billed or any reduction in billing that is necessary. This is achieved by regenerating the invoices for the period in question and then running a reconciliation report that compares the client billing calculations for the period (taking into consideration the adjustments made) against the client billing calculations in the saved invoices file. To generate a reconciliation report: 1. From the Billing menu, select Generate Invoices Wizard. 2. Click Next and the welcome screen. 3. Select Print previously saved invoices and click Next. 4. Select the Invoice Batch to reconcile against and click Next. 5. Enter or select the From and To dates for the Invoice calculation and click Next. 6. Select one or more projects to re-generate invoices for using the mover buttons and click Next. 7. Click Yes when prompted to start the billing calculation. 8. Choose the Other Billing report Reconciliation between current and saved invoices. This will report will show you the additional amounts to be invoiced. Notes: (a) Once you have invoiced the additional amounts, a new Invoice Batch should be created and saved. See Section Other Reports related to Billing Printing Saved Invoices 1. From the Billing menu, select Generate Invoices Wizard. 2. Click Next and the welcome screen. 3. Select Print previously saved invoices and click Next. 4. Select the Invoice Batch to reconcile against and click Next. 5. Enter or select the From and To dates for the Invoice calculation and click Next. 6. Select one or more projects to print saved invoices for using the mover buttons and click Next. 7. Click Yes when prompted to start the billing calculation. 8. Choose the report to print as per step 7 to 9 in section QTIME User Guide Version 5A Page 96

97 Chapter 13 Timesheet processing for Client Billing Project Management Report with Billing This report is a typical Project Management Style report (excluding budgeting) that is used to display a project breakdown of hours with Sell and cost rates. It is typically used by consultants. The Sell values are calculated using the client billing logic which is why this report is mentioned in this chapter. To run the report: 1. From the File menu, select Print Standard Reports. 2. Select the Report on as Billing. 3. Double click the report B1 PM Report with Billing Rates. 4. Select the Started From Date. 5. Select the Upto Period Ending Date. 6. Select the Project Manager (Optional). This will filter the report for projects relating to the selected project manager). 7. Choose between: Full Details Summary by Project 8. Choose between: All Projects Active Projects Inactive Projects 9. Click OK to generate the report Notes: (a) Use the filter button to further filter the report if required Cross Tabulated Billing by Rate Type This report prints the hours allocated for Rate Types: Ordinary, T&Half, Double, DT&Half,. Night and are shown under the headings Normal Time, Time&Half, Double Time, Double Time & Half, Night Shift respectively. This will print subtotals for Classification, ID down to ProjectNo+Date. At the end of this report, a summary is given by the JobNo. To run the report: 1. From the File menu, select Print Standard Reports. 2. Select the Report on as Billing. 3. Double click the report B2 Cross Tabulated Billing by Rate Type. 4. Enter From and To dates for the report. 5. Click the Calculate button. 6. Select either the Detailed or Summary report option. 7. Click OK to run the report. QTIME User Guide Version 5A Page 97

98 Chapter 13 Timesheet processing for Client Billing Notes: (a) The Rate Types selected for this report are hard coded into the report Billing by Employee This report gives displays the full details of the timesheet transactions with the corresponding information in regard to the Rate Type and Sell Rate allocated by the Billing Logic. It can be used to work out why various transactions are not getting the correct rate type allocated. To run the report: 1. From the File menu, select Print Standard Reports. 2. Select the Report on as Billing. 3. Double click report B3 Billing by Employee. 4. Select the period ending and click OK Trouble Shooting It is possible that when first generating invoices, timesheets have been captured for which the sell rate to apply cannot be determined. There are a number of reasons why this may occur. In this event, you will be prompted to print an Error Report after the billing calculation is completed. This will list the affected transactions and in the Remarks column, give an indication of what the problem is. The following different reasons are given: C - D - Hours worked exceed the maximum defined with the Rate Type: This occurs when an employee exceeds the hours defined in the Rate Type Definition table. For example if an employee works for 14 hours and a Rate Type is defined for only 10 hours, this error is generated. Rate Type or Sell Rate are not found: Either the Sell rate is not defined for the rate type that is defined in the Rate Type Definition table or there a Rate Type could not be derived. E- Effective Date not found: If the effective date is not defined in the Rate Type Definition table. F - Day of week... not found: The day of week for the selected timesheet is not defined in the Rate Type Definition table. QTIME User Guide Version 5A Page 98

99 Chapter 14 - QTIME Budgeting, Progress Measurement, Productivity and Forecasting 14.1 Introduction 14.2 Budgeting 14.3 Updating the Reporting Period 14.4 Measuring Progress 14.5 Auto Forecasting 14.6 Manual Forecasting 14.7 Variations 14.8 Reporting QTIME User Guide Version 5A Page 99

100 14.1 Introduction Chapter 14 Budgeting and Progress Management The QTIME Budgeting, Progress Measurement, Productivity and Forecasting module is used to monitor, control and forecast, man-hour expenditure against budgets. By defining budgets in terms of quantities and unit man-hour rates in the Budget Forecast Table, QTIME facilitates the calculation of the following key performance indicators: Earned Man hours. Forecasts at Completion. Production Rates. Productivity Factors. To achieve the above it is necessary not only to define the budgets, but also to regularly assess progress and update Forecasts to complete. QTIME offers the maximum flexibility in this regard enabling measurement of progress to be recorded in either percentage complete terms or in terms of actual quantities such as 1000m3 of concrete poured. Lets look at an example. One of the activities on a project is to erect 275 Tonnes of Structural Steel for a warehouse extension. The Original budget Hours for this activity has been based on a budget rate of 35 hours per Tonne or 9625 Hours. (275x35). Hence at the project start we have: Original Budget Quantity = 275. Unit of Measure = Tonnes. Production Rate = 35. Original Budget Hours = After eight weeks on the project it is time to measure progress. You measure that 100 Tonnes of Steel has been erected. This gives you a percentage complete of 36%. At the same time, you have expended 4235 hours on this activity or 44% of the hours budgeted. From this you can derive that your actual production rate at present is hours per Tonne against a budget rate of 35 hours per Tonne. Hence you are spending hours to achieve work that was budgeted to have been done in 35 hours i.e /35 =1.22 hours to do work that was budgeted to be done in 1 hour- giving you a current productivity factor is QTIME has an auto forecasting process that will calculate the forecast final hours based on the current productivity. Hence QTIME will be predicting that the forecast final hours for this activity will be 11,647 or 2,022 hours over budget. It is possible to override the auto forecast by setting the activity to manual forecast. For example, you may decide that your current production rate of can be improved and the remainder of the project would be completed at an average of 40 man-hours per tonne. In this case by entering this improved production rate into QTIME, the forecast final hours will be calculated as 11,235 hours or 1,610 over budget. Alternatively, you may believe that the overall productivity on this activity will deteriorate from 1.22 to 1.3 as you progress, as the elevation (structure) increases. In this case by entering this production rate into QTIME, the forecast final hours will be calculated as 12,512 hours or 2,887 over budget. You may want to see what type of production rate you need to bring this activity in on budget. Hence you can in enter the forecast hours to complete as 5390 and QTIME will re-calculate the production rate you need to achieve for the remainder of this activity as 30.8 hours per Tonne. Auto forecasting is useful as a forecast final hours value for the project is derived automatically based on current productivity. Manual forecasting enables the project manager to override the auto forecast where he believes that that production will either improve or deteriorate on specific activities. QTIME User Guide Version 5A Page 100

101 Chapter 14 Budgeting and Progress Management Being able to manually forecast in terms of production rates to go, productivity factors to go or simply hours to go encourages improved forecasting which is a key part of the project management process. QTIME saves the forecasts and other key indicators at the end of every period enabling a trend analysis on any of the indicators over time. In addition to managing key performance indicators via the Budgeting, Progress Measurement, Productivity and Forecasting module, QTIME enables management of variations to budget in a controlled environment. Variations can be recorded and costed against the budget forecast table items, updating the Variation Quantities and hours automatically to give Current values Budgeting Budgets are established in QTIME via the Budget/Forecast file. Click on Budget/Forecast File sub menu from the View menu. The fields have the following meanings/purpose: UOM Budgeted Rate Weight OriginalBudQty (Original Budgeted) This is the Unit of Measure value for any budgeted quantities that are going to be entered for this activity. Note that the use of budgeted quantities is optional for any Activity within a project. There is a library of Unit of Measure Codes, which the users can develop to meet their specific requirements. The unit of measure HR has a fixed meaning in QTIME. This value is a rate that is used to convert the Quantities into Hours. In a sense it is the budget production rate. If your budget is that 50 man hours per Tonne have been allowed to erect a tonne of fabricated steel then the Unit of Measure for the UOM field would be Tonnes, the Quantity fields would then be expressed in Tonnes and a Budgeted Rate of 50 would convert a Tonne to 50 hours for reporting and other calculation purposes. This is the measure of the weighting allocated to an activity. It is not used in the standard QTIME. This is the budgeted quantity for the current activity. It can be any measure of the work. Some examples could be Tonnes of Steel, 500 m3 of Concrete, 1000m of pavement etc. If the physical budgeted quantity is not known, the figure 100 may be entered to mean 100%, the unit of measure in this case will need to be "Percent". Variation Qty (Variation Quantity) Budgeted Qty (Budgeted Quantity) Original BudHrs Variation Hrs (Variation Hours) Budgeted Hrs (Budgeted Hours) This field is for display purposes only at this screen and identifies any change to the original budgeted quantity that may have occurred. Note that variations are processed via the productivity menu and are discussed later in this chapter. This field displays the total of Original Budgeted Quantity and any Variation Quantity to give the Current Budgeted Quantity. This is the original budgeted hours for the current activity. This field is for display purposes only at this screen and identifies any change to the original budgeted Hours that may have occurred. Note that variations are processed via the productivity menu and are discussed later in this chapter. This field displays the total of Original Budgeted Hours and any Variation Hours to give the Current Budgeted Hours. The Manual Forecast box indicates if manual forecasting is in place for the activity. QTIME User Guide Version 5A Page 101

102 Chapter 14 Budgeting and Progress Management 14.3 Updating the Reporting Period At the end of each reporting period the first step is to post the actual hours expended on timesheets into the Budget Forecast table. 1. From the Productivity menu, select Update Reporting Period. 2. Select the Period ending dates for both This period and the Previous period and select OK. Notes: (a) This process will update the hours to date (actual hours) for this period and to date in the Budget Forecast File. (b) Use the Update Previous Percentage complete with current box the first time you run this process at the end of a period to roll over the percentage complete values before commencing the new measurement of progress for the current period. (c) I the tick box to update the forecast final hours if actual exceeds forecast is ticked in the Program defaults, this adjustment will be made if required as part of the updating reporting period process Measuring Progress The next step in the period ending procedure is to measure progress. This means updating the percentage complete or quantity achieved for each Activity or WBS combination. 1. From the Productivity menu, select Measure Progress. 2. Click Next at the welcome screen. 3. Select a Project to enter progress for and click Next. 4. Select Enter progress figures for new measurement date and click Next. 5. Enter the Measurement date and click Next. Note that the Measurement date is the date the progress is being measured as of. As part of this process the values for the previous measurement are automatically saved in a history. QTIME User Guide Version 5A Page 102

103 Chapter 14 Budgeting and Progress Management 6. Use the tree view in the left hand part of the above screen to navigate down to each activity and for each activity enter either a Percentage complete of a Quantity done. 7. Tick the Complete box if the activity is 100% complete. The above screen shows for each activity the current budget details including variations together with actual hours expended, hours earned, current production rate and productivity factor. 8. Once the above has been done for all activities it is recommended that the entries are saved by clicking Next and then Finish and the Forecast utility is run to get a Forecast final hours (see Section 14.5). After that a progress report can be generated and a review take place to fine tune the forecast to complete if required. Notes: (a) The Current Production Rate is calculated as Actual Hours To date/ Actual Quantity To date. (b) The Current Productivity Factor is calculated as Act Hours / (Budget Hrs x % Complete). (c) To view a history of previous progress measurements, click on the History tab Auto Forecasting After the progress figures for a period have been entered (see section above) it is time to run the update forecast utility that recalculates the forecast final hours for each activity on a project based on current productivity. 1. From the Productivity menu, select Update Forecast. 2. Select the Projects to update using the mover buttons. 3. Click the Update button and click OK when prompted. Note that activities previously set to Manual Forecast are excluded from the auto forecasting calculations. QTIME User Guide Version 5A Page 103