Costpoint 7 Employee Instructions Vighter Medical Group, LLC April 2, 2018
Time Collection Employee Instructions 1. Open your web browser and go to the following address (Note: the address is case sensitive): https://scscp711.mydelteksite.com/cpweb 2. Turn off pop-up blocker; Save the link above to Favorites. 3. This will take you to the Deltek T&E login screen. Enter the login ID provided to you in the Login ID field. You will be notified of your login ID and temporary password. VIGHTER 4. Enter the temporary password in the Password field. The system should prompt you to enter a new password after logging in. 5. Enter VIGHTER in the System field. 6. You can change your time zone under Preferences after logging in by going to Configuration > Resources > Manage Preferences. Note: If you forget your password or have issues logging in initially please contact an administrator for assistance. They can reset your password and help get you logged into the system. Page 1
7. To get to your timesheet, click on the Time & Expense button. From there click on Time > Timesheets > Manage Timesheets. 8. The system will automatically default to the timesheet period containing the current date. To get back to a previous period timesheet just use the arrows at the top to scroll back to it. 9. Click the New button under the Timesheet Lines section to start a new timesheet line. a. In the Project field, click the magnifying glass icon to pull up the charge lookup screen. Page 2
b. You can click on a section to drill down underneath it to find a project to charge to. c. Another option is to click the Query button and then hit the Find button on the screen that comes up to pull of all the charges you have available to you at once. Page 3
10. Select a project to add to the timesheet by clicking in the box to the left of one. Click OK at the bottom to add it to the timesheet. Select more than one project by using CTRL and click. 11. After a project is added you can add your hours for the project to the days needed on the right. Note that you can scroll over to see the rest of the days or widen the screen as needed. a. Note that your Pay Type will default to R for Regular. Non-exempt employees working overtime that receive overtime pay must use Pay Type O for those hours. These hours have to be recorded on a separate timesheet line with the correct Pay Type associated. You can always copy a timesheet line with the project you need and change the pay type to O to add the overtime hours. That is an easy way to do it. Page 4
12. To add comments about the hours worked click in the cell in which you input the hours and you should then see the icon that looks like a sheet of paper. Click the paper icon and type your comments in the screen that opens up then click OK when finished. You can also add comments for the timesheet line itself by clicking the piece of paper to the left of the project number. 13. At the end of the timesheet period, click the Sign button next to the signature box to sign your timesheet. No password entry is required here. If a confirmation box pops up when you click Sign just hit the OK button. 14. If you are missing a Project Number or need assistance, please e-mail or contact your supervisor or administrator. Page 5
Making Corrections If you just need to correct the hours on a particular timesheet line 1. Simply change the hours for the day or days needed on the timesheet lines. 2. You will need to provide a revision explanation so just explain the reason for the change made. The Revision Explanation is now a tab at the top of the screen. You can type a free form message or click the magnifying glass icon to pick from a list of correction explanation options that are available. 3. Simply save the timesheet when finished. If you need to change the project or charge entirely 1. You will need to delete the line in need of changing. 2. Select the line and click Delete at the top. All hours will be removed from the line and you will be able to input the correct line with the correct charge on a new timesheet line. 3. Note that the hours will become 0 on the timesheet line when you save the timesheet and input a revision explanation. This helps you move hours to the new timesheet line at the same time since you can still see what the hours are before saving. 4. Also note that the old timesheet line will still remain but as long as the hours are 0 on that timesheet line the correction is complete. Page 6
Adding Favorites You can favorite specific timesheet lines that you will most often use to make it easy to access from one timesheet period to another. 1. After you have added lines to your timesheet select the line you want to add to your favorites and click Add Line to Favorites" at the very bottom of the screen. 2. You can find any favorite lines you add under the Favorites section of the charge lookup. You can add these charges to your timesheet easily from there. Page 7
3. You can manage your favorites by clicking the Charge Favorites button. From here you can click the Load button next to any charges you want to automatically load on your timesheet going forward. You can also delete charges from your favorites here. Remember to save the timesheet after making any changes here to your favorites. Be careful not to click outside of the Charge Favorites screen when making changes. Make the changes and click Save right away before doing anything else. Requesting/Scheduling Leave 1. To request leave, go to your work schedule located under Time > Timesheets > Manage Work Schedule. Select the day you want to request leave for then click Edit Date Properties. Note: Depending on settings you may not be required to submit leave requests and can simply just schedule leave on your work schedule using the same method below. You don t have to do this but it does help others to know when you will be off from work. Check with an admin or supervisor for specific requirements for your company. Page 8
2. Click the Request Leave button at the bottom of the screen. Enter the number of hours in the field and any notes you want to include with this leave request. Save the screen using the save button at the top. 3. That day is now marked in red to signify that it is pending leave and a notification has been sent to your supervisor to approve the leave request. Once approved it will appear in green on the work schedule and timesheet and you will be able to add the leave hours to your timesheet with the correct charge. Page 9
Vighter T&E10 Start/Stop Time Instructions Charge codes that require start/stop time information will need to be added using the following steps. 1. Use the magnifying glass under the Project field to bring up the Charge Lookup screen. 2. Find the charge needed and select it by clicking the box to the left. Click Select at the bottom of the screen to add it to your timesheet. You can also double-click the box to the left of the charge code to add to the timesheet as well.
3. Next, click on Start/Stop Times next to the Leave button to open up another screen at the bottom. 4. This is the Start/Stop Time screen. Make sure you have the correct day selected that you want to enter Start/Stop information for. In this example, 3/26 is selected. To select a different day just click the box to the left of it. Hit the New button in the Line Details section.
5. Under the Line Details section, select and enter the information for each field. a. For the Charge lookup, select the timesheet line with the charge code to add the start and stop time for. Note that only charge codes that require this will be selectable here if you have more than one charge code already on the timesheet. b. The Start and Stop Dates will default to the date you selected above. c. Enter the Start Time and the Stop Time making sure that AM and PM are set correctly. Note that you can enter something like 8 and the letter A and the system will default 8am. d. Enter any Comments in that field to the right. 6. Double check that your information is correct. You can add more start and stop time lines for the same day if you had a break in between work such as lunch or something else. Save the screen when you are finished.
7. You can edit and delete lines you have added by just coming back to the Start/Stop Times screen and select the day needed. Select a line and hit the Delete button to delete it. To edit the information on a line just change anything you need on the line itself. Make sure to save any changes you make when finished. 8. The system will add up the hours and add it to the timesheet for you as seen below.
Time Collection Supervisor Instructions Approval Instructions for Supervisors 1. To approve timesheets for your employees, there are two ways to go about it. The first way is to use the MyDesktop screen. You can get there by going to Configuration > Resources > Manage MyDesktop. Here on this screen will be tasks that you need to be aware of and complete. Mostly regarding approvals. a. Under Tasks, there will be a task called Approve Timesheet which are timesheets that have been signed and submitted by the employee. The number under Task Count is how many timesheets the task includes. b. You may have tasks for Timesheets and Expense Reports so make sure to select the task you want first. When you select the task the Task Details will appear below listing the employees and other information. Page 1
2. You can select the employees by clicking in the box to the left of their name. Use Ctrl and click to select multiple employees or click the check mark icon in the upper left corner to select all records. a. Click the Launch button after making your selection to bring those timesheets up for you to review and approve. 3. The second way to bring up the timesheets for approval is to go to Time > Timesheets > Manage/Approve Timesheets. The system will default to Approval Tasks by design when you come into this screen which will bring up the timesheets for approval automatically. Page 2
4. Scroll down to the bottom to fully see the timesheet for the employee you have selected. You can view other information like the audit trail for the timesheet and hours by pay type (regular time vs overtime) by clicking the sub-screen buttons under the Approve/Reject buttons. a. When ready, click the Approve or Reject buttons accordingly to approve or reject the timesheet. You can select more than one employee under the Timesheet section to approve using Ctrl and click. Select everyone by using the check mark icon in the upper left corner. b. The tasks will disappear after you approve or reject each timesheet. c. To reject the timesheet you need to input a reason in the Explanation/Reject Reason field on the employee s line under the Timesheet section. This is free form and there are some lookup options available here as well. Once filled in you can hit the Reject button. Page 3
Leave Approval 1. To approve leave requests from your employees, go to Time > Timesheets > Manage Resource Work Schedules. 2. On this screen, make sure Primary Supervisor is selected as your Functional Role and select the Work Schedule Date you want to look at. The system pulls up the dates by week and you can see any Pending Leave Requests. You can filter by employee as well to further narrow down your results. a. Hit the yellow arrow icon to pull up the results once you select what you want. b. Use the Action drop down to Approve or Reject any leave requests. Remember that a reason must be entered if you reject. c. Save the screen using the save button at the top to save your action. Page 4
3. You can also use the MyDesktop screen to make sure you don t miss anything that is waiting for your approval. This is recommended because the Resource Work Schedule screen is set up by week so it is difficult to see if you have approved all the leave requests that have been submitted. Just check the MyDesktop screen and you can launch straight to the approval here just like the timesheet. Delegation of Activities There will be times when as the Primary Supervisor you need to delegate your tasks to the Backup Supervisor to perform in your place since you will be unable to: 1. Go to Manage Preferences under Configuration and Resources. 2. This will take you to your Preferences where you can make changes to your time zone as well. Page 5
3. Click on New under Delegation to add a new line. 4. Here you can set up the role you need to delegate, to who, and the start and end dates for this delegation. 5. For example, you will choose Primary Supervisor as the Delegating Role, the Employee Group, and then who you are delegating the role to. 6. Note the system will list specific backup supervisors who have been assigned to the group. If you do not see someone as a backup notify an administrator to make the change. 7. Make sure Active is checked and save the screen at the top. 8. When this is done, any alerts or tasks sent to you on MyDesktop will also be sent to the Backup Supervisor during the dates specified on the delegation screen 9. The Backup Supervisor will then complete these tasks as normal Note: Any alerts or tasks you already have prior to setting up the delegation will not be sent over to the Backup Supervisor regardless of the date. Make sure to set up and plan in advance any delegation needed before those alerts and tasks will be sent to you (before the employees sign their timesheets, etc.) if possible. The Backup Supervisor will still be able to approve the timesheets, etc., but they will not get the alerts and notifications on the desktop for it. Page 6
FAQ } Employee is locked out of Time Collection Happens when an employee fails to log in the maximum number of times set in TC An administrator will have to reset the employee s password Once done the employee will be able to log in with their default password (Date of Birth or SSN depending on settings) } Employee has been set up but you cannot see their timesheet Make sure the employee is listed in your Employee Group If they are, check the main tab of the Employee Info screen and make sure they are Active, have a WebTime seat license, and check their hire and termination dates An administrator will have to correct any factor listed above if needed } First day of the new timesheet period and employees are unable to enter their time Timesheet period may not be open in Time Collection An administrator will have to correct this } Employee cannot see a particular project or charge in the lookup on their timesheet The project/charge may not be active or allow charging Or the employee may not have access to charge to it Either case will have to be corrected by an administrator Page 7