Timesheets. ProjectCentre Version ta Tuesday, 19 May 2009

Transcription

1 Page 1 of 8 Timesheets ProjectCentre Version ta Tuesday, 19 May 2009 Copyright CADX Pty Limited, A.B.N Unit 3/11, Orion Rd, PO Box 4086, Lane Cove NSW 2066, Australia tel: (AUSTRALIA), (NZ), (800) (USA) fax:

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3 Page 3 of 8 In this section: Contents Introduction Start this module Create a timesheet Approve a timesheet Close a timesheet Workflow The Timesheets module is designed to track time of work hours by company. Within a company you may track hours by any hierachical structure you choose, such as Project, Phase, Task. Timesheets can break hours into chargeable and non-chargeable cost codes. Introduction The Timesheet document has been developed for use with an approval process and can be configured for pre-addressing to Payroll or other relevant parties. The workflow of the timesheet is: 1. Employee creates a Timesheet in a status of a draft awaiting approval by their Manager and submits it. 2. The Manager then either approves the Timesheet which issues it to Payroll or declines the Timesheet which sends it back to the originator as a draft for editing. Example Workflow

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5 Page 5 of 8 Getting started 1. Choose Timesheets from the Main Button Bar. (It is located under the Activities Main Menu). 2. When the Timesheets Register loads in the List Frame, click New (on the top menubar) or New Timesheet (on the Timesheet Main Menu). 3. Fill in the Timesheet form by choosing the appropriate Status and adding Tasks. See the section New Timesheet for details. 4. Click Submit to send the document to the Approval person. New Timesheet 1. Choose Timesheets from the Main Button Bar. 2. When the Timesheets Register loads in the List Frame, click New (on the top menubar) or New Timesheet (on the Timesheet Main Menu). 3. A blank Timesheet form opens in a new window.

6 Page 6 of 8 Note: non-chargeable tasks, such as Overtime and Annual Leave, are displayed on the Timesheet by default. 4. The document is pre-addressed based on a Distribution Rule. Add any other addressees required. Note: Timesheets are usually set up with an approval process, which means you do not need to add your Manager's name here. See the Status select list. 5. The document Status is FOR APPROVAL by.... If there is more than one approver, choose the correct person from the select list. 6. Add a Title. Tip: For clarity's sake, it is suggested you enter your name and the week ending date. 7. Choose a Week Ending date. Note: You will only be allowed to create one Timesheet for each week ending. If you choose a date for which a Timesheet already exists, you will get a warning. 8. Choose the Company (if necessary, it may be defaulted). 9. Select the appropriate options for each Choose task dropdown menu. There will be a Choose Task option for each level of company directory set up. For example you may need to choose the project, the phase, and task. Once selected click. 10. Enter the hours spent on the task this week into the text boxes MON, TUE etc. If no hours are spent on the item on a particular day, leave the text box blank. The figures you add will automatically be added to the Chargeable Hours section.

7 Page 7 of Click to add another Task. 12. To edit a Task, simply click on it and edit the values. Note: to Delete a task, click the >> button at the end of the task line. 13. Once all tasks and hours have been added, click Submit to send the document to the Approver. Note: The system will not allow you to cancel a Timesheet and create a new Timesheet for this Week Ending date. Thus, if a mistake is made, the Timesheet. must be edited (which can only be done while it is still has a Draft status (e.g. DRAFT/FOR APPROVAL/DECLINED). Approve a timesheet When the Timesheet is submitted for approval, it will appear on the Approver's Notification List. It will also appear on the Hotlist of both the Approver and the Author under a heading "APPROVALS" where it will stay until it has been approved or declined. If it is declined, it is resubmitted and returned to the Author's Hotlist under the heading DRAFTS. To issue a Timesheet 1. View the submitted Timesheet on your screen. 2. If you are satisfied, click Issue on the toolbar at the top of the Timesheet. This automatically changes the Status to APPROVED and submits the document to the Payroll Officer. Note: Once the Timesheet is approved, it cannot be edited. You can, however, add comments by clicking Reply.

8 Page 8 of 8 To edit a Timesheet 1. View the submitted Timesheet on your screen. 2. Click Edit. This opens the Timesheet for editing. 3. Make the necessary changes and then approve the Timesheet by choosing the APPROVED Status. 4. Click Submit. This will issue the Timesheet to the addressee as an Initiated document. To reject a Timesheet 1. View the submitted Timesheet on your screen. 2. Click Edit. This opens the Timesheet for editing. 3. Choose the RESUBMIT Status and click Submit. This will notify the Author via their Hotlist that the Timesheet has been declined. The Author can then edit the Timesheet and resubmit it for approval. The Status and Date Declined is automatically added to the bottom of the Timesheet form. Process/Close Timesheet Once the Pay Office processes the Timesheet, they can reply and close the Timesheet. 1. View the approved Timesheet on your screen. 2. Click QuickClose. This automatically changes the Status to PROCESSED removes the Timesheet from the Hotlists of all parties.