Costpoint. Timesheet Supervisor Approval Guide S. Shirlington Rd. Suite 350, Arlington, VA AFSC.com

Transcription

1 Costpoint Timesheet Supervisor Approval Guide 2800 S. Shirlington Rd. Suite 350, Arlington, VA AFSC.com

2 2800 S. Shirlington Rd. Suite 350 Arlington, VA MagellanFederal.com Table of Contents Step-by-Step Login Process... 2 Step 1: Logging in to the Time & Expense System... 2 Step 2: Accessing Time & Expense... 2 Step 3: Required Information... 3 Step 4: Click on the Time & Expense Button... 3 Step 5: Approving a Timesheet... 3 Approving the Timesheet... 6 Approving/Rejecting Leave Requests... 6 Criteria Section... 8 Timesheet Reports... 9 Daily Floor Check Inquiry... 9 Notifications Timesheet Status Print Resource Activity Report Print Charge Activity Report Delegation Setting Preferences Changing Column Size Changing Column Order The information contained in this document is confidential and proprietary. page i

3 Step-by-Step Login Process The following guide will walk you through how to access the Time & Expense system and how to view and approve/reject your employees timesheets. Step 1: Logging in to the Time & Expense System Use the following URL to access the Time & Expense system: Step 2: Accessing Time & Expense Click the link that says, Enter your Timesheet or Expense Report located on the left side of the screen. The following login screen will appear: The information contained in this document is confidential and proprietary. page 2

4 Step 3: Required Information Enter the following information: Username: This will be a 5-digit code starting with plus a period (. ) plus the letter A plus a period (. ) plus your Employee ID Example: A Password: The password that you should use is the password that you set up when setting up your Deltek Cloud account. For information on resetting the password, click here. System: Enter MAGELLANHEALTHCONFIG Press Log In when finished. Step 4: Click on the Time & Expense Button Step 5: Approving a Timesheet (Time & Expense >> Time >> Timesheets >> Manage/Approve Timesheets) The information contained in this document is confidential and proprietary. page 3

5 The following screen will appear: Filter By: Change this to Status : Criteria: To filter the results set, make selections in the Criteria section. If information is left blank, you will receive all of the timesheets that meet your selection criteria (for the employees that you supervise): Once you have made your selections, press the lightning bolt icon located at the top of the screen. This will fill the table with those timesheets that meet the selection criteria: The information contained in this document is confidential and proprietary. page 4

6 Select a specific timesheet by highlighting the field to the left of their name. This will display the details of that employee s timesheet at the bottom of the screen: The information contained in this document is confidential and proprietary. page 5

7 Approving the Timesheet Once you have reviewed the charges and hours on your employee s timesheet, you must approve or reject it. To perform the approval/rejection, highlight the row of the employee s timesheet that you want to approve and then press the Approve or Reject button located in the middle of the screen, on the right side: Note: If you Reject a timesheet, you must provide a reason: Approving/Rejecting Leave Requests To approve or reject an employee s request for leave, do the following: Go to the Manage Resource Work Schedule screen (Time >> Timesheets >> Manage Resource Work Schedule) The information contained in this document is confidential and proprietary. page 6

8 The following screen will appear: The information contained in this document is confidential and proprietary. page 7

9 Criteria Section You have the option of limited your results set by entering an Employee ID or their Last Name. This is not a requirement, but will limit your results to a specific employee or range of employees Active - the default value is All ; you can change this to include only Active or only Inactive employees. Functional Role most people will only have a Functional Role of Primary Supervisor, and this should default into this field. If it does not, use the magnifying glass to select your Functional Role. Work Schedule Date you must use the lookup to select the week ending date (Saturday) of the schedules that you want to view. You must select each week one at a time to approve or reject the leave request(s). Sort By you can sort your list by Last Name or by Employee ID When finished, press the Execute icon located at the top of the screen. This icon is the lightning bolt icon: This will retrieve the results based on the criteria that you entered. The results will display in the table in the middle of the screen: The information contained in this document is confidential and proprietary. page 8

10 To approve or reject the leave request, go to the Action column on the left side of the screen. Using the drop down, select Approve or Reject and then Save the record. The system will update the calendar at the bottom of the screen: Timesheet Reports The timesheet reports are located under Timesheet Reports/Inquiries. The available reports for you to execute are: Daily Floor Check Inquiry This report will give you a list of those employees that you supervise that did not fill out their timesheet for the previous day. To run this inquiry, enter the following information: Specific Date: the default value is yesterday s date. You can change this by using the calendar lookup to a date prior to today s date. The information contained in this document is confidential and proprietary. page 9

11 Function: Select the Functional Role from the lookup. You will most likely select Primary Supervisor or Backup Supervisor depending on your role over the employees for whom you want to check. Group: the default setting is All. This will run the inquiry against all Resource, or Employee Groups for which you supervise. If you supervisor more than one group of people, you can limit the report by selecting a specific group. Class: the default setting is All. This will run the inquiry against all Timesheet Classes (Salaried, Hourly, SCA, etc.) that you supervise. Filter: the default setting is Failed. This will deliver those employees that did NOT fill out their timesheet for the selected date. Sort: The options that you have for both the Primary and the Secondary sort are: Employee Name Timesheet Status Timesheet Class Notifications Automatically Send Notifications After Previewing/Printing Report: check this checkbox to have the system send a notification to those employees that have failed the floor check Notify Employees: check this checkbox to notify employees Other: check this checkbox to notify other individuals (i.e. Supervisors) Notify Types Task: checking this checkbox will add a task to the employees desktop checking this checkbox will send the employee an Once you have made your selections press the Gears to run the Inquiry: The information contained in this document is confidential and proprietary. page 10

12 Timesheet Status This report will give you a listing of the status of your employees timesheet. You can elect to run the report to see whose timesheet has not yet been started ( Missing ), has been started but not yet completed ( Open ), or those that have been completed ( Signed ). To run this report, enter the following information: Period: Select the Schedule (SEMI MONTHLY) from the lookup Enter the Year to run the report Select the Timesheet Period to run the report Function: Use the lookup to select your Functional Role that you have over employees. In most cases, it will be either Primary Supervisor or Backup Supervisor. If you are a primary supervisor over one group of employees and a backup supervisor over another group of employees, you will need to run this report multiple times to get the status of all employees that you supervise. Group: the default setting is All. This will run the inquiry against all Resource, or Employee Groups for which you supervise. If you supervisor more than one group of people, you can limit the report by selecting a specific group. Class: the default setting is All. This will run the inquiry against all Timesheet Classes (Salaried, Hourly, SCA, etc.) that you supervise. Filter: Select the status of timesheet to include in the report. This will give you a list of employees that meet that status. The options are: Missing selecting this status will give you a list of those employees that have not yet started their timesheet. Open selecting this status will give you a list of those employees that have started their timesheet but have not completed it Signed selecting this status will give you a list of those employees that have completed their timesheet. The information contained in this document is confidential and proprietary. page 11

13 Approved while not often selected, this status will give you a list of those employees whose timesheet has been approved. Rejected while not often selected, this status will give you a list of those employees whose timesheet has been rejected. Processed while not often selected, this status will give you a list of those employees whose timesheet has been approved. Print Resource Activity Report This report will show you the charges that your employee(s) charged during the selected period. To run this report, enter the following information: Date Range: Select the dates that you want to run this report. You can run it for one timesheet period, or a month, or an entire year. In the first drop down box, select whether you want to enter a starting date, an ending date, or a range of dates by selecting: To End you will need to enter a date in the Start Date field. The report will run from the date you enter to the most current timesheet period. From Beginning you will need to enter a date in the End Date field. The report will run from the first timesheet period in the system to the date you enter. Range you will need to enter a date in the Start Date and the End Date fields. The report will run from the date you enter in the Start Date to the date you enter in the End Date. Show Self Only by checking this checkbox, you will see only your own timesheets Show Details by checking this checkbox, the report will print in detail The information contained in this document is confidential and proprietary. page 12

14 Drill Down Options use the lookup to select the options you want to appear on the report. Your options include: Work Assignment Line No PO ID Account Project Labor Location GLC PLC Workers Comp Code Org Pay Type Additional Detail Columns use the lookup to select additional information to include on the report. Your options include: Work Assignment Line No PO ID Account Project Labor Location GLC PLC Workers Comp Code Org Pay Type Employee Selection the table at the bottom allows you to pick the Functional Role(s) that you have over employees. Most people will have a Functional Role of Primary Supervisor or Backup Supervisor. Once you have made your selections press the Gears to run the report: The information contained in this document is confidential and proprietary. page 13

15 Print Charge Activity Report This report allows you to see the employees that charge a specific project. To run this report, enter the following information: Date Range: Select the dates that you want to run this report. You can run it for one timesheet period, or a month, or an entire year. In the first drop down box, select whether you want to enter a starting date, an ending date, or a range of dates by selecting: To End you will need to enter a date in the Start Date field. The report will run from the date you enter to the most current timesheet period. From Beginning you will need to enter a date in the End Date field. The report will run from the first timesheet period in the system to the date you enter. Range you will need to enter a date in the Start Date and the End Date fields. The report will run from the date you enter in the Start Date to the date you enter in the End Date. Charge Selection: Select whether you want to enter a Project or an Account. You will ALWAYS use the Project radio button. Function: The Functional Role that is used is a Backup Administrator. This role has been configured to be a supervisor over projects, which is required to run this report. Enter any filter information in the field below the Function. Charge Selection: Enter the project ID of the project you want to run the report. Drill Down Options use the lookup to select the options you want to appear on the report. Your options include: Work Assignment Line No PO ID The information contained in this document is confidential and proprietary. page 14

16 Account Project Labor Location GLC PLC Workers Comp Code Org Pay Type Additional Detail Columns use the lookup to select additional information to include on the report. Your options include: Work Assignment Line No PO ID Account Project Labor Location GLC PLC Workers Comp Code Org Pay Type Once you have made your selections press the Gears to run the report: The information contained in this document is confidential and proprietary. page 15

17 Delegation The Delegation feature can be used when you will be out of pocket and cannot perform your approvals. This feature will give you the ability of assigning a Delegate to perform the tasks for you in your absence. If you do NOT use the Delegation feature, your Backup will still have the ability to do timesheet approvals; however, they will not receive notification ( or alert) that a task is due. By setting up a Delegation, the system will inform both you and your delegate(s) that a task is waiting. To set this up, go to the Manage Preferences screen (Time & Expense >> Configuration >> Resources >> Manage Preference) The Time Zone fields are disabled and cannot be change. To add a Delegate, go to the Delegation section at the bottom of the screen. Press the New button to add a row: Using the lookup (the magnifying glass located to the right of the field), select the following information: Delegating Role: this will most likely be Primary Supervisor or Backup Supervisor, but you may have other roles that you need to delegate tasks to. Group: Select the Group that you want for whom the tasks will be delegated. If you are a supervisor over multiple groups, you will need to add one row per group. Delegate: this is the person that you want to do your approvals for you while you are gone. The information contained in this document is confidential and proprietary. page 16

18 Note: The people in this list are only those that have been set up in your Group as a Backup Supervisor. Start Date: Enter a starting date for the delegation to begin End Date: Enter an ending date for the delegation to end Active: turn on the delegation by checking this checkbox; unchecking the checkbox will turn the delegation off. Hint: You can set up this feature for an entire year and simply turn it on or off when you will not have the ability to do approvals yourself. The information contained in this document is confidential and proprietary. page 17

19 Setting Preferences Changing Column Size To change the size of a column on the timesheet, put your cursor in the space between the column that you want to change and the column to the right of that column. For example, if I want to change the size of the Project column, I will put my cursor in between the Project column and the Description column: The cursor will change to this icon: You can now expand or shrink the Project column by dragging the icon in any direction. To save this layout, press the silhouette icon located at the top of the screen and then press Save in the Current Application Layout section: Changing Column Order To change the order that the columns appear, put your curser in the header of the column that you want to move and select the column by pressing the left mouse button. Drag the column to the location where you want it to be and release your mouse: The information contained in this document is confidential and proprietary. page 18

20 To save this layout, press the silhouette icon located at the top of the screen and then press Save in the Current Application Layout section: The information contained in this document is confidential and proprietary. page 19