KeyedIn Projects 5.6 User Guide

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1 KeyedIn Projects 5.6 User Guide Highlights Combination Reports Security Model Simplification Task Planning Improvements New Timesheet Notifications Home Screen Improvements Billing Improvements Russian Language Improvements Timesheet Improvements KeyedIn Projects Version 5.6 User Guide 1 of 19

2 Highlights 1 Combination Reports 4 Creating a Combination Report 5 Filtering on a Combination Report 5 Additional Settings 6 Security Model Simplification 6 Project Permissions 6 Resource Permissions 6 Task Planning Improvements 7 Planning in Hours 7 Copy a Range of Tasks from another Project 7 Copy and Paste Tasks 8 Find and Replace a Resource or Role 8 Timesheet Improvements 9 Direct Entry Performance Improvements 9 Cost Code on Direct Entry 9 Copy Timesheets from Previous Week on Direct Entry 9 Saving Timesheet Lines on Direct Entry 9 Expected Hours 10 View Individual Timesheets on Approval Screen 10 Timesheet Submission Improvements 11 Multiple Timesheet Submissions 11 Show Hours Not Approved 11 Filter by Line Manager 12 Home Screen Improvements 12 Completed Tab 12 Group and Sort the Data 12 Start Date 12 Auto Populate Project Restrictions 13 Notifications 13 Missing Days Timesheet Notification 13 Incomplete Timesheet Notifications 13 Activating the Notifications 13 Sending the Notifications 13 KeyedIn Projects Version 5.6 User Guide 2 of 19

3 Billing Improvements 14 Allocate Contract Line based on Routing Type when saving a Timesheet 14 Timesheet Search 15 Timesheet\Expense Invoice Supporting Sheets 15 Multi-Lingual Improvements 15 Russian Language Pack 15 Project Levels 15 Other 16 Capture a Cost Centre against a Project 16 Colors on Chart Widgets 17 Custom Scheduled Jobs 17 Dataview Changes 17 Fixes 18 KeyedIn Projects Version 5.6 User Guide 3 of 19

4 Combination Reports Combine multiple reports into a single output with the introduction of the Combination Report feature. This will allow you to create a single report that includes data from different areas of the system as well as combining chart and data reports into one output. KeyedIn Projects Version 5.6 User Guide 4 of 19

5 Creating a Combination Report To create a combination report: 1. Click on the Reports application tab 2. Click on the Create Report link 3. On the General tab, enter the Name, Group, Title and Description of the report 4. On the Definition tab: a) Select the Dataview to use for the combination report. b) Select the Combination option in the Report Type dropdown c) Select the Reports you want to combine on the Sub-Reports tab. Tick the Display each sub-report on a new page option if you want each report to appear on a new page. Filtering on a Combination Report Filters can be setup on each individual sub-report as normal. You can combine filters of the same type on the sub-reports into a single filter by entering the same name against each filter item on both the individual reports and combination report. For example if you have a project filter on each sub-report that you only want to select once on the report filter screen you can: 1. Create a project filter on the combination report and enter a name against it: KeyedIn Projects Version 5.6 User Guide 5 of 19

6 2. Enter the same name against the Project filter on each sub-report Tip: Please remember that the login permissions of the combination dataview will be applied when selecting a project to filter on. Additional Settings PDF Orientation You can now set the orientation on PDF reports on the Output tab. The available options are Portrait, Landscape and Auto. All existing reports will be set to Auto to maintain current behaviour. Chart Height Specify the height of the chart in pixels on the Chart tab. A chart cannot be less than 100 pixels in height. If omitted, the height of the chart will be automatically calculated. Security Model Simplification KeyedIn Projects 5.6 includes new login permission types for project managers and line managers that will speed up and simplify the administration of the system. For example, when a project is assigned a project manager, the project manager will automatically get access to the project. Project Permissions The following project permission types are now available: My Projects My Projects and Children Access to Projects that the current login s own resource is a project manager of Access to Projects that the current login s own resource is a project manager of as well as all their child projects Resource Permissions The following resource permission types are now available: My Resources My Resources Except Own My Department Resources Access to Resources that the current login s own resource is a line manager of Same as My Resources but excludes the login s own resource. Only available on Approve and Pay permissions Access to Resources in the same Department KeyedIn Projects Version 5.6 User Guide 6 of 19

A new dropdown has been added to the Project Tasks toolbar where you can switch between hours and days on your task plan.

7 Task Planning Improvements The following task planning improvements have been delivered in KeyedIn Projects 5.6: Planning in Hours You can now plan your tasks and assignments in hours on the Project Tasks tab. A new dropdown has been added to the Project Tasks toolbar where you can switch between hours and days on your task plan. Copy a Range of Tasks from another Project When copying tasks from another project on the Project Tasks tab, you can now enter a range of tasks rather than copying the whole plan. To copy a range of tasks: 1. Click the icon on the Project Tasks toolbar 2. Select the Copy Range option and enter the range of task ids to copy. You can enter multiple ranges if required separated by commas. Click on the View Tasks link to help you determine the tasks ids to copy from the source project. KeyedIn Projects Version 5.6 User Guide 7 of 19

Select where and when the selected tasks will be pasted Find and Replace a Resource or Role You can do a find and replace on a resource or

8 Copy and Paste Tasks You can now copy and paste tasks in the same task plan by: 1. Selecting the tasks to copy 2. Click the icon on the Project Tasks toolbar 3. Select where and when the selected tasks will be pasted Find and Replace a Resource or Role You can do a find and replace on a resource or role by: 1. Selecting the tasks you want to update assignments on 2. Click the icon on the Project Tasks toolbar 3. Select the resource or role you want to replace 4. Select the resource or role you want to replace with KeyedIn Projects Version 5.6 User Guide 8 of 19

9 Timesheet Improvements Direct Entry Performance Improvements The performance of timesheet direct entry has been improved. Cost Code on Direct Entry You can now select a Cost Code against a timesheet line. The Cost Code field will only appear if the user has a login profile with Timesheet Cost Access set to Change Code, Change Code & View Amount or Change Code & Amount. Copy Timesheets from Previous Week on Direct Entry All timesheet lines from the previous week are now copied. Previously only lines with time entered against them were copied. Saving Timesheet Lines on Direct Entry It is now possible to save new timesheet lines without any time recorded against them. KeyedIn Projects Version 5.6 User Guide 9 of 19

Expected Hours Daily Expected hours can now be

Individual Timesheets on Approval Screen The

10 Expected Hours Daily Expected hours can now be seen on the direct and classic entry screens. To activate this feature: 1. Go to the General Settings screen on the Config Menu 2. Tick the Show Expected Hours option View Individual Timesheets on Approval Screen The ability to view individual timesheets is now available on the Timesheet Approval screen. KeyedIn Projects Version 5.6 User Guide 10 of 19

A new setting has been added to the General Settings screen called Maximum Timesheet Submissions.

11 Timesheet Submission Improvements Multiple Timesheet Submissions The ability to create multiple submissions in a week is now available. This feature is designed to help in situations where the month end falls in the middle of a week and timesheets still need to be submitted for month end billing. A new setting has been added to the General Settings screen called Maximum Timesheet Submissions. If set to more than one submission, it is not possible to enforce expected hours when submitting a timesheet. Show Hours Not Approved A new column has been added to the Timesheet Submissions search screen to show hours not approved (unapproved and disapproved). Hovering over the figure will display a tooltip showing a timesheet summary by approval status. This will help line managers identify submissions with time requiring approval. KeyedIn Projects Version 5.6 User Guide 11 of 19

It will display any assignments set to 100% complete based on the No. of weeks to display Completed Assignments for setting configured on the Home configuration screen.

12 Filter by Line Manager The ability to filter by line manager is now available on the Timesheet Submission Search screen. Home Screen Improvements The following improvements to the Home screen have been delivered: Completed Tab A new Completed tab has been added to the Home screen. It will display any assignments set to 100% complete based on the No. of weeks to display Completed Assignments for setting configured on the Home configuration screen. Group and Sort the Data You can now arrange your current work by due date, project or simply display as a flat list. You can also sort your current and completed work by start date or finish date. Start Date The Start Date of each assignment is now displayed. KeyedIn Projects Version 5.6 User Guide 12 of 19

Auto Populate Project Restrictions When a user clicks on the Add Time link against an assignment, the project is automatically added into the project restriction list.

13 Auto Populate Project Restrictions When a user clicks on the Add Time link against an assignment, the project is automatically added into the project restriction list. Notifications The following timesheet notifications are available in KeyedIn Projects 5.6: Missing Days Timesheet Notification Users are notified if they have not entered any time on a working day in the previous week. Incomplete Timesheet Notifications Users are notified if they have not entered their expected hours in the previous week Activating the Notifications To activate the notifications: 1. Go to the Login Group search screen 2. Edit the login group you want to give access to the new notifications 3. On the Notifications tab, add the new notifications 4. Save the login group Sending the Notifications Each notification is sent using a Scheduled Job, which can be setup on the Scheduled Jobs screen. KeyedIn Projects Version 5.6 User Guide 13 of 19

routing type against the contract of the project and is automatically saved against the timesheet entry.

14 Billing Improvements KeyedIn Projects 5.6 includes the following enhancements to the billing module: Allocate Contract Line based on Routing Type when saving a Timesheet When saving a timesheet, the contract line is derived from the routing type against the contract of the project and is automatically saved against the timesheet entry. This feature is activated through a new system setting on the General Settings screen called Allocate Contract Line based on Routing Type when saving a Timesheet. This feature cannot be used if you have multiple POs attached to a contract line. The reason for this is that it s not possible to work out which PO to assign the timesheet to. When a user saves a timesheet (add and amend), the system will automatically store the associated contract line based on the routing type rules against the project of the timesheet. Routing Type Behaviour KeyedIn Projects Version 5.6 User Guide 14 of 19

15 Default Task Role Activity Contract line flagged as the default for timesheets will be stored against each timesheet Contract Line associated with the task of the timesheet will be stored against each timesheet Contract Line associated with the role of the timesheet will be stored against each timesheet Contract Line associated with the activity of the timesheet will be stored against each timesheet Please note that only contract lines set to trackable will be saved on a timesheet. If the contract routing type or contract line mappings are changed, all non-invoiced timesheets will be updated with the latest mappings. When a user saves the contract, they will be warned that all non-invoiced timesheets will be updated. Timesheet Search The contract line description and unit rate are now displayed on the timesheet search screen if the user has access to Billing Contracts on their login profile. Timesheet\Expense Invoice Supporting Sheets KeyedIn Projects 5.6 includes the following improvements to the timesheet and expense supporting sheets: Ability to display in tabular format Ability to show unit rate and total charge on the timesheet supporting sheets Both features are configured in the Invoice Template XML. Multi-Lingual Improvements Russian Language Pack KeyedIn Projects 5.6 includes improvements to the Russian language pack. Project Levels The ability to enter language translations against project levels is now available on the Project Level Setting screen available on the Config menu. KeyedIn Projects Version 5.6 User Guide 15 of 19

To activate this feature, untick the Hide Cost Center setting on the Project Settings screen

16 Other Capture a Cost Centre against a Project The ability to capture a Cost Center against a Project is now available. To activate this feature, untick the Hide Cost Center setting on the Project Settings screen available on the Config menu. The Cost Centre will then be available on the Project Edit screen and Project data load. KeyedIn Projects Version 5.6 User Guide 16 of 19

17 Colors on Chart Widgets Colors on chart widgets will now use the display colors configured against keywords and number List custom fields. For Boolean fields, a green colour will be displayed for values set to true and red for false. Custom Scheduled Jobs KeyedIn Projects 5.6 has the ability to run a bespoke scheduled job. Please contact KeyedIn Solutions for more information. Dataview Changes The following dataview changes are available in KeyedIn Projects 5.6: Area Dataview Version Changes Admin Project Admin Added Cost Center Code Department data type changed to entity type Added Project Level Culture table PPM Risk / Issue General Data Added Project Level Culture table Project\Resource filter not applying risk permissions PPM Risk General Data Added Project Level Culture table PPM Forecast Expenditure Data Added Project Level Culture table PPM Forecast Demand Data Added Project Level Culture table PPM Budget Forecast Comparison Added Project Level Culture table KeyedIn Projects Version 5.6 User Guide 17 of 19

18 PPM Profile Demand Comments Added Project Level Culture table PPM Issue General Data Added Project Level Culture table PPM Deliverable Data Added Project Level Culture table Drillthrough added to all projects in hierarchy PPM Deliverable Audit Data Added Project Level Culture table PSA Timesheet General Data Added Project Level Culture table Include Timesheet Submission Exported fields PSA Resource Expected/Planned/Actual Calendar Data Added Submitted/Not Submitted Hours and Days fields PSA Billing General Data Added Project Level Culture table PSA Expense General Data Added Project Level Culture table PSA Planning General Added Project Level Culture table PSA Time and Expense General Added Project Level Culture table Data PSA Expense Claim General Data Change permissions to fix issue with Security Group Projects Permissions Fixes ID ID14988 ID14993 ID14995 ID14996 ID14987 ID15003 ID15006 ID15008 ID15017 ID15015 ID14944 ID15019 ID14947 ID15020 Detail Expense Claim General Data - Errors when using Security Group Project Permissions Resource Availability Search - All results displayed as N/A in languages other than English Claims Report PDF can sometimes display extra pages over the Nominal Summary Section Documents - Overflow error in SQL when getting Document Usage Billing Invoice - Net Charge can be overridden by Adjusted Charge by clicking on allocated expenses Scenario Dashboard - JS error when saving and closing a Profile. Scenario Dashboard - Resource Tab - Capability / Demand breakdown included rolled up data when viewing breakdown for a particular Department Analytics Dashboard - 'Login As' reloaded actual Login's cached data rather than the impersonated Login Project Creation Wizard - Create Contract - Project and Client filters not applied Scenario Tab - Inactive Resources included in figures on the Resource tab Forecast Planning Rates incorrectly taken from Organisation module Department Data load - Available for Demand Forecasting not in column list User dashboard - My Projects - JavaScript Errors if Project and / or Client Codes contain ampersand Project Manager field not hidden on Risk and Issue Tab of Project Dashboard when switched off on Project Settings Error when Rescheduling a Project Plan on a Template Project without a working time KeyedIn Projects Version 5.6 User Guide 18 of 19

19 ID15022 ID15028 ID14992 ID15029 ID15037 ID15048 ID15038 ID15058 ID15012 ID15072 User Dashboard - Home - Expense and Claim information is incorrect with Expenses in multiple currencies Project Creation Wizard - Exception - The operation is not valid for the state of the transaction. Exception Saving "empty" Deliverable Login Profile Edit - Allow edit of Submitted Timesheets checkbox available when Submissions turned off Invoice Edit - Controls not enabled after overwriting checkout Security Group Permissions not always rebuilt correctly Creating a Widget from a Report keeps Context Areas Planning - Copy plan start date now defaults to a working day Forecast Edit - IE8 - Add comment from Demand/expenditure line was locking cells Dataviews - Project\Resource filter not applying risk permissions on Risk General dataview (RiskGeneralTemplate.xml) KeyedIn Projects Version 5.6 User Guide 19 of 19

KeyedIn Projects v6.2.6 Release Version will be released on Wednesday, 7 th March in the US/Europe and Thursday, 8 th March in Australasia.

KeyedIn Projects v6.2.6 Release Version 6.2.6 will be released on Wednesday, 7 th March in the US/Europe and Thursday, 8 th March in Australasia. TIMESHEET IMPROVEMENTS Timesheet Entry Overtime Hours Total