Login to. on the upper. System Login 1

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1 Unanet Professional Services Procedures for Times sheet Users Nathan Associates Inc. April 7, 2014

2 Table of Contents 1.0 SYSTEM LOGIN How to Change Password CREATE A TIMESHEET Timesheet Data Entry Hours and Comments My Projects Saving the Timesheet EDIT A TIMESHEET Audit Trail TIMESHEET COMPLETION AND APPROVAL Approval History Timesheet Statuses LEAVE REQUEST USER REPORTS Accrual Details Leave Balance Assignment Reporting Time Detail Reporting Time Summary Reporting Timesheet Status Reporting SUPPORT Page 2 of 14

3 1.0 System Login Login to the Unanet system by opening the following URL: NOTE: For more informationn about supported Internet browsers, please refer to the Help documentation. Enter the Username and Password provided by the System Administrator. 1.1 How to Change Password Upon logging in the first time, go to the Preferences menu located on the upper right corner of the screen. Select Password tab in the Profile menu and enter the existing password and confirm the new password. System Login 1 Page 3 of 14

4 NOTE: The System Administrator determines how often passwords expire. A notification to change the password will appear on the dashboard prior to expiration. 2.0 Create a Timesheet Create a new timesheet for each new time period. Timesheets are created by clicking on the + Timesheet menu item. This item can be found on a number of screens, including the Home Dashboard, the Timee Dashboard, and the Time List screen. Create Timesheet 1 On the resulting screen, enter a date that falls within the time period create. The system will default to today s date. you wish to Create Timesheet Timesheet Data Entry Page 4 of 14

5 Create Timesheet 3 Select values from the left-most column and proceed to the right. The first column is a list of projects that are active and available for time charging. Use the drop down lists to select other variables as needed. The second column is a list of tasks that are active and available for time charging. The third column is a list of locations that are active and available. The last column is a list of pay codes that are active and available for time charging. For each projectt row, enter time in the proper date to the right. Additional rows are necessary to enter time to other projects or other elements within the dropdown menus. Add rows by specifying the number of rows to insert and clicking on the add row icon. 2.2 Hours and Commen ts You are required to record your hours daily. Timee may be entered in 1/10 th of an hour increments. Comments may be required upon entering hours. The red underscoree indicates which cell the comments apply to. Once a comment is entered, the cell is marked with a green visual indicator. 2.3 My Projects Based on the system configuration, additional projects and/or tasks may added to the timesheet drop-down menus. Select the projects and/or tasks available in the drop down lists by clicking the My Projects button at the bottom of the timesheet. This screen is also accessible via the sub-menu The timesheett will remain in My Projects in the Time Dashboard. 2.4 Saving the Timesheet Select the Save button at the bottom of the screen. an In Use status for further timesheet entry during the remainder of the time period. Page 5 of 14

6 3.0 Edit a Timesheet From the Home or Time Dashboard, open a timesheet to continue data entry by selecting the edit pencil to the left of the timesheet. Create Timesheet Audit Trail Any change to a saved timesheet entry will require a change reason and will store the change reason in a viewable audit trail. An Audit Trail change reason screen is displayed when Save is selected. Create Timesheet 5 Using the options at the top of the screen, choosee to record individual change reasonss per changed timesheet cell, or a single entry that will apply to all modified timesheet cells. 4.0 Timesheet Completion and Approval At the end of each semi-monthly time period, youu must complete all data entry and submit the timesheet for approval. Choose Submit at the bottom of the timesheet Page 6 of 14

7 to complete this process. On the resulting screenn enter an optional comment if further informationn is necessary for the approver r and selectt Submit. Timesheet Completion Approval History After the timesheet is Submitted, it will move through an approval process defined by the System. All users entering data, submitting the timesheet and approving the timesheet will record an entry in the Approval History with the username, date, time and any comments. Review this information n from Timesheet Approval history link within the Timesheet view. NOTE: Notifications will be sent to the participants in the approval process that contain the status and information on further actions. Timesheet Completion 2 Page 7 of 14

8 4.2 Timesheet Statusess Review the status of the timesheets by viewing them on the Time Dashboard screen and choosing the List option. The List option will display the active and completed timesheet with one of the following status: INUSE the timesheet is in use by the owner. It has been saved but not submitted for approval. SUBMITTED the timesheet has been submitted and has not been reviewed by an Approver. APPROVING the timesheet has been approved by one or more approvers, but additional approval is necessary. View the Approval History entries to determine who has approved the timesheet. DISAPPROV VAL - the timesheet has been disapproved and the user must make corrections and resubmit. View the Approval History to see Disapproval comments. COMPLETED or LOCKED all required approvals are complete. The Timesheet is available under the user s Completed Timesheets list from the Time Dashboard. EXTRACTED the timesheet has been integrated to another system by a Unanet Administrator. 5.0 Leave Request Timesheet users create and submit leave requests from the Home Dashboard. Approved leave will be presented onn users editable and preview versionss of their timesheets (in an informational format only). The screenshot below illustrates the flow of using the Leave Request feature. Add Leave Request On the resulting screen, enter the requested leave period. Unanet will automatically calculate the Hours based on the business days within the leave period. Modify the hours as needed to adjust forr partial day leave. Submit the request for approval. Page 8 of 14

9 Leave Request Data Entryy Screen Leave Requests follow the same approval statuses as timesheets. View the status of the Leave Request on the Home or Time dashboard. Using the edit pencil, display the Approval History to review any comments recorded by the approver. Approved leave requests willl not result in any automatic population of user timesheets. The approved leave request appears on top of the timesheet for the period of that request. Page 9 of 14

10 Approved Leave Request Timesheet Display 6.0 User Reports You can navigate to Report Dashboard to experiment all the reports that are available with the system. This section covers a number of recommended reports for Timesheet users. 6.1 Accrual Details Accrual Details report resides in Report Dashboard User Section. This report provides a detailedd view of a person own accruedd time details. This report can be run for one or several accrual plans for a particular date range. The first step to running a Unanet report is to define the Criteria screen. Reports 1 On the criteria screen, choose the accrual plan, select the appropriate date range, and choose whether to show projected accruals inn the report. After selecting the criteria, click on the Run Report link. Page 10 of 14

11 Reports 2 Review the used and accrued leave in the report.. If you chose to include Projected Accruals, you can see anticipated available hours. 6.2 Leave Balance The Leave Balance is available from the Time Dashboard Quick links menu. This report is designed to show the Assignment budget, actual hours and variance for any leave project defined in Unanet. Reports 3 Page 11 of 14

12 Reports Assignment Reporting The Schedule Details report displays project assignment details for a configurable time period. Details include the Project, Task, budget, actual hours and variances for each available assignment. Reports 5 Page 12 of 14

13 6.4 Time Detail Reporting The Time Details report on the Reports dashboard is used to report the detail of time charged to projects over various defined or custom periods. It shows the number of hours recorded by project by day withh or without comments. Reports Time Summary Reporting The Time Summary report on the Reports dashboard is used to summarize the totals of time charged to projects over various defined or custom periods. It shows the number of hours recorded by project. Reports 7 Page 13 of 14

14 6.6 Timesheet Status Reporting The Timesheet Status report on the Reports dashboard displays the timesheet status, Approval History and Pending Approvers. 7.0 Support Reports 8 If you need assistance with the Unanet timekeeping system, please contact one of the Unanet system administrators at the address:unanethelp@ nathaninc..com Page 14 of 14