Time & Expenses: Timesheet

Transcription

1 Time & Expenses: Timesheet 1

2 1. Lab Objectives After completing this lab, you will be able to: Book hours in your timesheet via Outlook retrieval Book hours in your timesheet manually Book expenses via your timesheet Record time spent on a project via the PSA timer Make use of all the other functionalities available in the timesheet 2. Lab Scenario You have created your projects in PSA and are now ready to book time and expenses towards them. You will be retrieving your Outlook appointments into the timesheet of PSA as well as enter your time manually. While doing so, you will drilldown to the item of one of your project to update the % of completion as well as the activity linked to the item. You will book some mileage towards one of your projects (according to the terms of the contract ref: Projects basic functionalities lab document) and will also create an expense record to which you will attach a document. Finally, you will use the PSA timer to record your time. 3. Lab Detailed Steps: This section will provide you with the detailed steps required to execute the Lab. It has been divided into 3 exercises: Exercise 1: Book hours via Outlook retrieval Exercise 2: Book hours manually Exercise 3: Book expenses via the timesheet Exercise 4: Record time spent on a project via the PSA timer Exercise 5: Make use of all the other functionalities available in the timesheet PRE-REQUISITE: In order to complete the exercises defined in this lab document, you must have completed the Projects basic functionalities Lab document. The Outlook retrieval functionality will require that you have connection with your exchange server. This set up is done in the PSA Settings of your organization (please refer to the installation document for a detailed explanation). 2

3 EXERCISE 1: Book hours in your timesheet via Outlook retrieval STEP 1: Book hours in your timesheet via Outlook retrieval Go to the Time and Expenses module of Assistance PSA Click Timesheet In the new window, click the button Outlook retrieval Because it is fully embedded in Outlook, PSA will then bring all your Outlook appointments into your timesheet Depending on the appointments retrieved from your Outlook calendar, you may notice 2 different colors when they appear in your timesheet: Yellow will indicate that a project has already been assigned to the entry when it was created in Outlook Grey will indicate that no project has been allocated yet to your time entry Double- click on a grey record PSA will open the time entry Click Project 3

4 In the next window, select a project Click Accept Back in the previous screen, you will notice that by default PSA has displayed the first active item of the project s WBS structure It will also by default display the primary hour type of this employee; determining the hourly rate of the entry In both cases, you may change the selection by using the dropdown menu The Case field will only be displayed if you have activated the Case Management option of your organization s settings; if it is activated, it will allow you to link a specific case to the time entry. This is not the case here; leave the field blank You can modify the date, the period or the amount of time that was initially scheduled You can also change the description or add an internal note; simply click in the box and make the change Once you are done, click Accept ; PSA will then save and close the entry 4

5 Back in the timesheet screen you will notice that your time record has turned green; it will remain as such until it is approved You want to review and save your other time records This time double- click on a yellow entry You will see the Project information that was assigned to the record when it was created in Outlook As with the previous entry, you can make any changes to the fields displayed here Once you are done, simply click Accept to save the data Back in the timesheet screen, the time record is now green 5

6 EXERCISE 2: Book hours manually in your timesheet STEP 1: Book hours manually and update the project item (% of completion and Activity) You can enter your time manually via 3 options: New entry top bar: In the top bar of the timesheet, click the New entry button 2. Cell: In the timesheet, double click on a cell 3. New entry - Menu: In the Timesheet, right mouse click and select new entry In all 3 cases PSA will open a new time record Select a project with the template Consultancy The item displayed should be 001 Consultancy The Hour type displayed should be Consultant Once you have completed the project information click the magnifying glass next to the item field; you want to update your project item as well as the activity attached to this item. 6

7 PSA will bring you to the project item of your WBS Click the field Prc Complete and update to 20% the percentage of completion of this phase Once you have entered the % of completion, save you data but remain in the same screen You want to update the activity attached to this item; click Activities In this example, the time record is related to the deliverable Strategic & Planning document Check the corresponding box Click Mark Complete The status of your task will be changed to Completed Click OK to accept And close the window 7

8 Back in your timesheet continue with the creation of your time record Enter the date Specify a period of time or a number of hours Enter a description Once you are done, click Accept to save and close the time record 8

9 EXERCISE 3: Book an expense in the timesheet of PSA STEP 1: Book mileage related to a project In order to book mileage related to a project in the timesheet of Assistance PSA you must be in a time record Open the time record you have just created At the bottom of the screen click the car button PSA will open up a new window where it will display the calculation of the mileage based on the information found in the project It is not possible to change the quantity or selling price here; click Accept Back in the Time record click the Expenses Tab 9

10 PSA will bring you to the Expenses screen where you will find the cost amount of the mileage related to this time record. Note that the car button is also available in this screen. STEP 2: Enter an expense and attach a document to the record You need to enter another expense towards this project Click the first Item line Click the dropdown menu and select Other Give a description and enter a cost amount for this expense You have a receipt to attach to this expense; click the attachment button 10

11 PSA will open up a new window where you can browse to your document and attach it to the expense record Once you are back in the expenses tab, you will see the name of your document in the Attachment field Click Accept to save the data 11

12 EXERCISE 4: Record time spent on a project via the PSA timer STEP 1: Record time spent on a project via the PSA timer In the timesheet of PSA click the icon Timer PSA will open a new window where it will instantly start recording your time As with your other time entry, you need to fill out the project information related to the record. You can enter the information now or before you stop the timer and save the data. For the purpose of this lab, enter the information now. 12

13 Today s date will be displayed in the Date field by default; no matter where you are in your calendar when you open the timer. The Hours field will always book a minimum time of a tenth of an hour (6 minutes). It will also round up any time record to this number. Enter a description and let the timer run. Because it is sometimes necessary to stop and momentarily focus on another project or case, PSA will allow you to open multiple timers and have them running and pausing as the day unfolds. Click the pause button of your first timer And click the Timer button to start a new one PSA will display the second timer in the right section of the screen (you can open multiple timers, they will all be displayed at the right of the first one) You want this new timer to move to the left side 13

14 Click the Maximize button of the timer or click the timer itself PSA will change the position of the timer You realize that you do not need the second timer, click on the disk with the red X PSA will ask if you want to remove it Click OK Your timer is now removed and NO data has been saved. You want to close the first timer and this time save the data; click on the disk with the green circle PSA will remove the timer from the screen 14

15 To go back to your timesheet, close the window 15

16 EXERCISE 5: Make use of all the other functionalities available in the timesheet STEP 1: Drag & drop functionality With Assistance PSA you can change the day and duration of a time record via the timesheet screen Left click on a record and, while holding the left mouse button, drag the record over to a new day or period of time. Once you are in the new time slot, simply let go of the left mouse button; the time entry will change to yellow for a short moment as PSA saves the record with the new information. You can also increase or decrease the duration of a time record Left click on a record and move the mouse over the record until the mouse pointer becomes an up- down arrow Drag the record to increase or decrease the duration of the time record and let go of the mouse; the time entry will change to yellow for a short moment as PSA saves the record with the new information. 16

17 STEP 2: Copy a single time record In Assistance PSA, it is possible to copy a single time record: Right mouse click on a time record Select Copy entry Position your cursor where the time entry should be copied Right mouse click Select Paste entry The time entry will change to yellow for a short moment as PSA saves the record with the new information. 17

18 STEP 3: Copy multiple time records In Assistance PSA, it is possible to copy multiple time records within a specific week: Position your cursor where you want to copy the multiple time records In the top bar of the timesheet, click Copy week Assistance PSA will open up a window In the left section you will find the weeks to be copied In the right section, you will find the time records of the selected week Click any day of the week you wish to copy PSA will then display all the corresponding entries of that week By default all the records will be pre- selected If you wish to remove one record, click twice in the corresponding box This will remove the checkmark and exclude the time record from the copying process Once you are done, click Accept 18

19 PSA will copy the time records in your timesheet and automatically save them As with your other time records you will be able to modify them to reflect any changes that might have occurred Note that the time records will be copied without any expense item; PSA considers that the expense item belongs to the original entry only STEP 4: Report ready feature In Assistance PSA you have the possibility to report your timesheet as completed until a specific date; this feature is called Report ready Click the dropdown calendar of the report ready field Select the date until which your timesheet is completed This information will be saved in your employee record and become available for reporting The Report ready can be a useful indicator for central administration of when to start the process of approving and billing hours. 19

20 STEP 5: Hours summary (booked, approved, to be booked, still to be booked) At the very bottom of the timesheet, PSA will display the number of hours booked for the selected week. The yellow row will show the number of hours booked but not approved yet The green row will show the number of hours booked and approved At the top of your timesheet PSA will display the calculation of hours still to be booked for the selected week To be booked: The number displayed here comes from the employee record where it is possible to define a specific amount of hours to work per week. 2. Booked: This number represents the total number of hours booked in the timesheet (approved or not). 3. Still to be booked: PSA will take the to be booked number and deduct from it the hours booked in the timesheet. This will allow the solution to establish the remaining hours to be entered in order for this week to be considered completed. Note that this feature will act as an indicator only: whatever the number of hours entered here, it will not prevent the timesheet from being approved. 20

21 STEP 6: Timesheet layouts In Assistance PSA you will find different layouts available for your timesheet In the top bar of your screen, you will recognize some of the familiar views found in your Outlook calendar A simple click on either one of these layouts will change the layout of your timesheet You can display your time records by day By week... 21

22 Including a full week view By month. And finally on a timeline basis 22