KeyedIn Projects Timesheet Only User Guide

Transcription

1 KeyedIn Projects Timesheet Only User Guide Version 2.0 July 27, 2012 Timesheet Only User Guide KeyedIn Solutions, Inc.

2 Welcome to the Timesheet User Guide. This user guide will provide you with a brief overview of how to use and navigate KeyedIn Projects and how to enter your time. As a timesheet user you play an essential role in delivering projects and services to your organizations customers, and by recording your time you will play a direct role in the benefits your organization can achieve. Key benefits for the business include: Improved Control over Project Costs Improve Project Delivery through accurate progress tracking Reclaim Tax on Research and Development Capitalize Projects Improve the Chargeability of Projects Improve Cash-flow through automating the time billing process Deliver Projects on Time and to Budget Improve Customer Satisfaction through improved efficiency KeyedIn Projects is extremely quick and easy to use and you will be up and running in no time. This document provides a series of useful hints and tips on... How to use the Timesheet Entry view and add your Timesheet How to record time against tasks and assignments How to access reports and define your report favorites How to Search for timesheet data How to create user defined filters How to view your timesheet status and disapproved timesheets How to tailor KeyedIn Projects to your individual use Timesheet Only User Guide 2

3 Contents Welcome to the Timesheet User Guide Contents... 3 Managing Timesheets in KeyedIn Projects... 4 Logging in to KeyedIn Projects... 5 Overview of the User Interface... 6 Using the Tabbed Interface... 6 Accessing the Tabs... 7 Getting Help... 8 Entering Timesheets... 9 Direct Timesheet Entry View... 9 Adding Time in the Direct Timesheet Entry View Advanced Timesheet Entry Options Printing your Timesheet Reporting Running Reports and Adding Report Favorites Filtering, Grouping and Sorting Reports Searching for Data Setting up Filters Configuring KeyedIn Projects Timesheet Only User Guide 3

4 Managing Timesheets in KeyedIn Projects KeyedIn Projects provides a very simple process for managing timesheets. As a Timesheet Entry User you will be required to enter timesheets, submit time for approval and to keep your timesheet up to date based on compliance rules specified by your system administrator. Enter Time Timesheet Compliance Submit Timesheets Timesheet Approval Timesheet Analysis Timesheet Billing Lock Timesheets Diagram 1: Timesheet Management Process By recording your time on a regular basis you will have direct input into the performance and profitability of your business as timesheet data is essential for... Calculating the Cost of Projects Analysing the Profitability of Clients and Projects Efficiently billing time to customers Measuring the accuracy of project plans, quotations and estimates Tracking budget performance Calculating Work in Progress and Earned Value Analysing the financial glide path of the organization Timesheet Only User Guide 4

5 Logging in to KeyedIn Projects When your user account for KeyedIn Projects was created you will have received an containing your User Name and Password along with this user guide. You will need these details to access the system. Screenshot 1: KeyedIn Projects Login Screen Logging in To log in visit: User ID: enter your user ID into the field provided, Your User ID is usually your address. Password: Enter the password provided in your welcome . On first logging into the system you will be requested to change your password. Please note: this password must contain at least 2 Capitals, 2 Lower Case and 2 Numbers, although this may seem complicated, it is a requirement of our security audits and ensures the system offers the highest level of security to your business. Forgotten Password If you have lost your login details or you have forgotten your password you will need to reset your password. To reset your password either select the Forgotten your Password? link on the login page or visit: On entering your user ID you will be forwarded a link via to confirm you are the actual user. Click this link to input and confirm your new password. Timesheet Only User Guide 5

6 Overview of the User Interface To ensure the system is quick and easy to use your user profile has been restricted to provide limited functionality when you first log in. The system is extremely easy to use and there are a number of features available to help you use the system in a quick and efficient manner. Using the Tabbed Interface As a Timesheet Entry user you will have 4 tabs available when you log into the system, these include: Screenshot 2: Tabbed Interface Overview My Work The My Work Tab provides useful information on the status of your timesheet entries including the number of timesheets you have entered this week and also whether you have any disapproved timesheets. The My Work Tab is your default start page. Time The Time Tab is where you will enter all of your timesheets. Simply click the tab to begin entering your time. Reports The Reports Tab enables you to easily access and run reports in the system. Search The Search Tab enables you to search for, locate and update previous timesheet entries. Please note: If you require additional features or functionality, please contact your system administrator who will be able to update your user profile. Timesheet Only User Guide 6

7 Accessing the Tabs As you navigate KeyedIn Projects, you will notice that there are several methods of accessing information via tabs. The Diagram below provides an illustration of the different ways in which a user can interact with the tabs. Main Tabs Click on the Main Tabs to quickly access the underlying functionality Sub Tabs Click on sub tabs to navigate to the individual functional areas within the main tabs Tab Menus Where a large number of options or favorites may be presented, tab menus are displayed Diagram 2: Different Methods of Accessing Tabs Timesheet Only User Guide 7

8 Getting Help There are a number of resources available to help you use KeyedIn Projects, these include tutorial movies, talk to a solution expert, user manuals, free training webinars, blog posts and an interactive user forum. You can access these resources in several ways: Via the Login Page Register for the latest webinars View Tutorial Movies Access the User Forum View Blog Posts Via the Help Menu Access Online Help Access Tutorial Movies Support Queries Access the User Forum Via the User Interface Talk to a Solution Expert Access Tutorial Movies Diagram 3: How to Get Help in KeyedIn Projects Timesheet Only User Guide 8

9 Entering Timesheets As a Timesheet User your most important task in KeyedIn Projects is to enter time. To make timesheet entry quick and easy you have been provided with the direct timesheet entry view. Simply click on the Time tab to access the direct timesheet entry view. Direct Timesheet Entry View The following screenshot provides a quick overview of the features available in the direct timesheet entry view. Key Features Key features of the Direct Timesheet Entry Interface include: Quickly view your weekly timesheet entries Easily enter time by typing directly into cells Easily navigate between cells using your keyboard Quickly navigate between weeks Easily Add Timesheet Rows Quickly Import Rows from the Previous Weeks Quickly update your project restrictions Easily flag work as chargeable or non-chargeable Optionally record time against tasks and assignments Easily add Notes to Timesheet entries Easily Print your Weekly Timesheet Quickly identify approved timesheets Screenshot 3: Direct Timesheet Entry View Please Note: This view is designed to enable you to record time against different project and activity combinations by simply selecting your desired project and activity and entering your hours directly into the cells. In addition, if your organization uses KeyedIn Projects' Project Management functionality, you can optionally record time against tasks and assignments. Timesheet Only User Guide 9

10 Adding Time in the Direct Timesheet Entry View Entering time is extremely quick and easy in KeyedIn Projects. To add time, simply follow the 5 steps below. Step 1: Adding Rows to your Timesheet If the project and activity combination you require is not available you will need to add a new row to your timesheet Simply click the add row icon to add a new row Repeat this process to add as many rows as you require for differenct Project, Activity and Chargeable combinations Step 2: Selecting Project and Activity Combinations In the Project Field click the Down Arrow and select the required project from the list provided In the Activity Field click the Down Arrow and select the required activity from the list provided See the advanced options for how to add projects and activities to your list Step 3: Enter Time Select the cell that corresponds to the Day of the Week and Project and Activity combination you require Update the chargeable field if you need to flag project work as non chargeable Enter your desired hours into the selected cell Step 4: Enter Notes Click the triangular icon in the top right of the required cell to add notes In the pop up screen provided enter your notes Step 5: Save your Timesheet When you are happy with the entries you have input, simply click the Save icon Diagram 4: Five Step Time Recording Process Timesheet Only User Guide 10

11 Advanced Timesheet Entry Options In addition to the standard functions required to enter your timesheet. KeyedIn Projects offers a series of advanced options to assist with entering time or to help users track time against tasks and assignments when required. Copy Timesheet From Previous Week The Import from Previous week option enables you to import all timesheet rows from the previous week Simply click the Icon to Import the timesheet rows Add Additional Projects When new projects are added to the system they may or may not automatically appear in your projects list To add a Project which is not available, simply click the Add... link then Search for and select the desired project If the project you require is not available, please contact your system administrator or project manager Record Time against Tasks/Assignments When managing projects in KeyedIn Projects the ability to create task based plans and assign resources is provided Projects can easily be configured to allow the recording of time against tasks or assignments To record time against tasks or assignments, click the configuration icon and select the Show Tasks/Assignments option Import Tasks and Assignments When the Direct Timesheet Entry view is showing tasks and assignments the Import from Task Planning icon is displayed Simply click this icon to create Timesheet Rows containing your Assignments The system will automatically create a row for each Assignment and will specify the associated project in the project field Locked Timesheets Timesheet rows in KeyedIn Projects can become locked, these rows will show a padlock symbol and will be greyed out Timesheet rows will be locked if they have been approved or invoiced or are part of a timesheet lock Timesheets recorded in other time recording views may also be locked. Diagram 5: Advanced Time Recording Options Timesheet Only User Guide 11

12 Printing your Timesheet In some organizations you may need to print your weekly timesheet or save a copy for reviews or auditing purposes, to do this is extremely easy. Step 1 In the Direct Timesheet Entry view toolbar, click the Print Preview icon to see a list of available reports. Step 2 Select the Print My Weekly Timesheet option. Step 3 Your report will be displayed in a pop up window. Step 4 Use your browser functions to print or save the timesheet. Screenshot 4: Printing your Weekly Timesheet Top Tip: The Print My Weekly Timesheet report is what is referred to as a context sensitive report in the system. Context sensitive reports can be run directly from the application screens without the need to define filter criteria or date ranges, the system will select these for you. In this example, the report is based on the Resource record and date range for the current timesheet displayed. Any report in the system can be made to work as a contextual report and any number of reports can be run from each screen. If there is a common report that you would like to run from an application screen ask your system administrator to add it to your user profile. Timesheet Only User Guide 12

13 Reporting The Reports tab provides a central repository of all of the reports you have permission to view in KeyedIn Projects. To get a list of your reports, simply click the Search Button highlighted in the screenshot below. If you need to restrict the reports displayed simply use the filters provided. Screenshot 1: Viewing Reports Top Tip: Initially you will only have limited reports available to your user profile. However, as you receive access to more reports, to speed up your usage you may wish to set up additional report filters. You can then search for reports based on your own criteria. A quick and easy way to search for reports is by Group. See the Setting up Filters section for guidance on how to create your own personal filters. Timesheet Only User Guide 13

14 Running Reports and Adding Report Favorites From the reports tab, you can easily Run Reports and Add Reports to your Favorites menu. Key functions include: To Run Reports Locate the report you wish to view Click the Print Icon to access the Report Definition See the Filtering, Grouping and Sorting Reports section for further details To Add a Report to your Report Favorites List Identify the required Report Click the Star Icon to add the report to your favorites list View your Favorite Reports View your favorite reports by selecting the drop down menu displayed on the Reports Tab Click the Report Name to run the report Diagram 1: Accessing Reports Timesheet Only User Guide 14

15 Filtering, Grouping and Sorting Reports When you run a report in KeyedIn Projects you are provided with the ability to filter, group and sort the report, as well as specify how you wish the report to be output. The following options are available to help you filter the information displayed on your report. Screenshot 2: Filtering Reports Report Filters Use the drop down field to select any pre-defined report filter or use the [New Filter] option to create a new filter. Report Title This free text field provides the title displayed when viewing the report. Dates Use the fields or date pickers provided to select the date range to report over. Filter Data Depending on the report definition, you may have the ability filter on specific data. As illustrated by Project Codes in the screenshot opposite, if you wish to filter on specific records ensure you place a check in the {Project} Code Is In field against the data you wish to filter. A multi select box will then appear where you can add and remove your selections. Report Options Use the options available to suppress repeating values, display group and grand totals and choose your desired report output. Run Report Click the Run Report button to display the report. Top Tip: To save time when running the same reports regularly you can create your own personalized report filters. To create a new filter simply click the New Filter link, then select which parts of the definition to include in your filter, for example, you may wish to ignore the date fields if you wish the filter to use the default settings. Finally, define the appropriate criteria and click Save Filter. This filter will now be available each time you run this report. Timesheet Only User Guide 15

16 Searching for Data The Search tab provides quick access to search for transactional data in KeyedIn Projects. Depending on your permissions in the system you will be able to search across various data, as a Helpdesk Team Member you have the ability to search on clients, contacts, helpdesk incidents and helpdesk incident related actions. From the search screen you will be able carry out various functions such as adding new records, amending existing records, and deleting selected records. To Access the Search Screen Simple click the Search Tab A list of all areas where you have permission to search for data will be displayed Click the appropriate hyperlink To Filter Data Use the Drop Down field to select from pre-defined filters Use the New Filter option to define your own filters Enter your Filter Criteria in the Fields displayed and click Search to update the records Using the Operations Click the Add Link to add a new record Click the Amend Icon at the end of each row to perform operations specific to that record Use the Check Box at the end of each row to select then delete or approve multiple records Diagram 2: Searching for Data Top Tip: Filters make finding data in KeyedIn Projects quick and efficient. We have already set up some common filters for you, however if there is data that you need to find on a regular basis we recommend creating your own filters. Timesheet Only User Guide 16

17 Setting up Filters Throughout KeyedIn Projects you have the option to define and save your own filters. Filters are designed to speed up the system in two ways, firstly, they allow you to locate records quickly, and secondly, they reduce the number of records returned in searches which ensures the system runs fast. Wherever filters are displayed in the system you have the option to select a previously saved filter or to create your own new filter. To Create a New or Edit an Existing Filter To Edit an existing filter, select the required filter from the drop down list then select Edit Filter To create a new filter simply click the New Filter link Add a Filter Name In the Filter Name field provide a unique description for the filter This Name will be displayed in the filter drop down menu Filters are displayed in chronological order, if you wish to display filters in a particlular order please prefix them with a number Select your Filter Criteria Ten fields are provided for you to define your filter criteria, the first two fields will always be displayed on the search page Use the first 2 fields to define variables which may change each time you search Use the remaining 8 hidden fields to define fields which remain constant through searches, such as the active status of records Save and Use your Filter When you have completed defining your filter criteria click the Save and Use button If you wish to edit the criteria you have defined, click the Edit Filter link on the Search Screen Filtering Data When filtering data by description, type the description directly into the text field When filtering on codes or dates, use the Select button to find the appropriate record When filtering on an option, such as Chargeable, enter yes or no into the search field Diagram 3: Setting up Filters Timesheet Only User Guide 17

18 Configuring KeyedIn Projects To speed up the use of KeyedIn Projects and to ensure you can see all of the projects and activities that you can work on, the My Settings Menu provides a series of links that can be used to personalize the system. Key Features From the My Settings Menu you can perform the following functions: Change your Password Specify your Defaults Screenshot 3: Accessing My Settings Change Password Select this option if you wish to change your password. To change your password: Insert your Current Password into the field provided Enter your New Password into the field provided Confirm your New Password Click Change Password to Complete Please Note: Passwords must contain 2 numbers, 2 lower case, and 2 upper case characters. Screenshot 4: Change Password Timesheet Only User Guide 18

19 System Defaults Select this option to provide a default project, activity and expense type for users who are accessing this functionality in the system. This enables users to automatically populate the project, activity and expense field with a default value, which reduces the clicks required to enter time and expenses. To specify your defaults: Click the Select icon to the right of the field you wish to update. Use the Search form to select the required Project, Activity and Expense Type. You can change your defaults at any time to reflect your current workload. Screenshot 5: My Defaults Timesheet Only User Guide 19