RSM Mcgladrey FPO Timesheet

RSM McGladrey FPO Timesheet

RSM McGladrey Financial Process Outsourcing

TIMESHEET

Application Documentation

Version 2.2

November 2002

For Internal Use Only

Compiled By Mark B. Heller, Pleasant Prairie Office, 262-697-3999

Timesheet

Table Of Contents

SectionTopic Page

Notice:

Timesheet is no longer running on our server. It was modified to be a client/server application instead. As new features are implemented it is possible that an older version will no longer function properly. If you experience problems with Timesheet, contact Andrew Kreegier to receive the latest version. Contact Mark B Heller if Andrew is unavailable.

Several features are not yet implemented. They were to be added to the server version prior to being needed which would have been transparent to the users. This is no longer possible, it will now require reinstallation on each of your computers as these updates are released. Andrew is the contact for this process. In the meantime, don’t be alarmed when you select an option and nothing happens, you just have an older release.

Timesheet does not use the RSMM SQL server as it is not accessible remotely without a VPN. RSMM has an ISP provider from which we rent space on a shared SQL server with a hundred plus other companies. The system is overloaded and frequently unavailable.

If you find that you are unable to run Timesheet, and an error box pops up as shown here, then just keep trying later.

While it goes down frequently, it’s seldom down for more than an hour at a time.

For this reason, when making new time entries into the system or editing existing ones, it is best to check the grid to be certain that the entry or change was actually performed because if the server is down these processes cannot be performed.

STARTING TIMESHEET

To start Timesheet, locate the icon on your desktop and double-click it.

The first screen to appear is the Title Screen. Notice that the version number is displayed on the Title Screen.

After a few moments the Title Screen will disappear and the Main Screen will appear in it’s place.

When the Main Screen first appears it is primarily blank. This prevents unauthorized use.

It will remain this way until you successfully log in.

To log in perform these steps.

1. Select your name from the list box.
   
2. Type in your password
   
3. Click the Select button

If your login was NOT successful, the selected name and password will be cleared and you will need to repeat the process above to log in. If you are having difficulty logging in contact Mark B. Heller at 262-697-3999.

GENERAL INFORMATION

Once you have successfully logged in, the Main Screen will populate and look similar in appearance as shown here.

A menu bar appears across the top of the screen to access specific features of the program.

Your name and department should be displayed in the upper left corner.

Three large buttons are visible in the top center of the screen and just to the right of that, the number of hours you have entered for the date you selected on the calendar is displayed.

The calendar and the boxes below it are the means by which you will enter your time. The large green area will display a grid, of your time entries once you begin to use the system.

Note that the calendar defaults to the current date when you first start the Timesheet program.

MAKING A TIME ENTRY

1. DATE: First select the date you are making the entry for. This is done by clicking the appropriate date on the calendar itself. If you need to change the month or year, you may do so by clicking the left and right arrowheads adjacent to the month and year display.
   
2. TIME: Select the hours and minutes you spent on the specific task you are making the entry for by clicking on the appropriate values in the Hours and Minutes list boxes. In this example we have selected 2 hours and 15 minutes (Two and a quarter hours).

1. TYPE: Next, select the type of entry from the list of options provided which consists of:
2. Work
3. PTO (Paid Time Off)
4. Holiday
5. Other

1. CLIENT: Select the appropriate client from the list provided.
   NOTE: This option is only available if you selected WORK as the type
   
2. PROJECT: Select the appropriate project from the list provided. The projects that are available to you may differ from your co-workers, this is intentional. It is dependant upon the department you are in.

NOTE: This option is only available if you selected WORK as the type

1. STORE: Select the appropriate project from the list provided.

NOTE: This option is only available if A) you selected WORK as the type and B) if either NAPA or FLEMING was selected as the client.

1. NOTES: This is an optional step under most circumstances. You are not required to use it unless a pop-up message box requests that you do use it.

Type in any notes to explain or substantiate your entry here. Keep your notes short, it is not a word processor. Enter text only, no punctuation or symbols such as apostrophes(‘), slashes(/), commas, etc.

1. Double-check your selections and then click the SUBMIT button to make your time entry.

EDITING YOUR TIMESHEET ENTRY

You’ll notice that once you have created a timesheet entry, it will immediately be displayed in the Timesheet Grid on the Timesheet’s Main Screen. This is actually dependant upon the view that you have selected and will be discussed now.

In the example above, we can see that the button in the upper left is captioned as SELECTED DATE. This means that the grid’s view is set to display time entries for the selected date on the calendar. To view a different date, simply click the desired date on the calendar and the grid will refresh with the appropriate entries for the selected date.

If you click the button captioned SELECTED DATE it will change to display the caption SELECTED MONTH, and the grid will display the time entries not just for the selected date on the calendar but for the entire month as selected on the calendar.

To make a change to an existing time entry you first need to display the desired time entry in the grid. Once it’s displayed simply double-click the row containing the time entry to be changed. The Edit Screen will appear.

By double-clicking on the top row in the grid above (#226) the Edit Screen shown to the right displays the details of this record.

Use the list boxes on the Edit Screen to modify the time entry as desired. When the necessary change or changes have been made click the SUBMIT button to make the change to that particular record.

After the change is made you will be returned to the Main Screen. Your change should be visible at that time.

To exit this mode without making a change, click the EXIT button instead.

You can also bring up the edit screen by clicking on Edit in the menu bar.

LOCK-DOWN

Lock-Down is a procedure by which pay periods are closed. Each employee must perform a lockdown on their own account at the end of each pay period.

Once the Lock-Down has been performed by a user, that user cannot make any new entries for that pay period NOR can they make any changes to existing time entries prior to the lock down date.

An employee can only perform a lock-down on their own account. You cannot lock-down someone else’s account.

The most recent lock-down date for your account is displayed in red above the calendar on the Main Screen.

To perform a Lock-Down, click on the Lock-Down option located on the menu bar. Once this is performed, the Lock-Down Screen appears.

Read the warning on this screen.

Select the appropriate Lock-Down date from the list box and click SUBMIT to proceed or CANCEL to exit without performing a Lock-Down.

If you clicked on CANCEL you’ll be returned to the Main Screen.

If you clicked SUBMIT then the Lock-Down screen enlarges in height as shown here.

Read the warnings, this process is not reversible by you, it can only be undone by a member of the IT staff.

This is your second chance to cancel this operation without performing a Lock-Down.

To exit without performing a Lock-Down click EXIT.

To perform the Lock-Down click LOCKDOWN! You’re lockdown selection will be visible above the calendar on the Main Screen.

PERSONAL DATA

The Personal Data Screen contains information that is unique and personal to you. Other employees cannot see this information unless they are one of the few designated Timesheet Administrators.

You view your personal data screen by clicking on the Personal Data option on the menu bar.

When this is clicked, the personal Data Screen is displayed as shown here.

The three boxes above the yellow line are informational only, you cannot edit them.

The uppermost box displays the number of PTO hours you accrue per pay period. Remember that there are 24 pay periods per year.

The middle box displays the remaining vacation time you have as of the first day of the most recent pay period.

The bottom box displays your remaining PTO time or PTO time accrued and available to you.

Everything below the yellow line is interactive. You can select a starting date and an ending date by clicking on the list boxes and when you click the GO button, the grid will display your PTO (vacation) transactions. It is very much like a checkbook. It will display the credits and debits to your PTO account.

In the above example we can see that 2 hours of PTO/Vacation time were used on Oct 3 2002 and another 2 hours were used on October 4, 2002. Had any PTO time accrued within that range of dates then those values would appear in the rightmost column.

This lets you validate your PTO hours by actually viewing all PTO transactions.

When you make a Timesheet entry and you select PTO it automatically updates your PTO/Vacation balances in Real-Time.

NOTE: When you make a Timesheet entry and you select PTO it automatically deducts the appropriate hours from your vacation time first. If you don’t have any remaining vacation time it will then deduct it from your PTO time balance. If you have remaining vacation time but it’s balance is insufficient for the number of hours you requested, it will deduct as many vacation hours as you have and then deduct the remaining time from your PTO balance.

ADMIN SECTION GRIDS

It is first needed to be understood that not all employees have access to this section of the Timesheet Application. Only those designated as a Timesheet Admin will have the ability to view and utilize the following features.

If you are a Timesheet Admin, you will be recognized as one when you first login. In this manner you do not need to enter an admin password.

When you click on either the ADMIN menu option or the ADMIN button the following screen will be displayed.

There is a menu bar across the top, a series of list boxes, 2 buttons, a series of checkboxes, 5 information boxes and a grid.

To view basic timesheet information you first need to select a range of dates. Select a starting and an ending date by clicking on the appropriate entries in the list boxes. When the date range has been created, select an employee or select ALL for all employees. Then click the GENERATE button or click GENERATE on the menu bar.

The screen will look similar to the one shown here. The grid will populate with data based on the employee selected and based upon transactions occurring within the selected date range.

There are a series of tabs marked:

• Employee Time
• Client Time
• Project Time
• Totals

The Employee Time Tab displays the time entries based upon employee. The Client Tab breaks down the results by client. The Project Tab breaks down the time entries by project. The Totals Tab actually displays two grids, one provides time totals by employee and the second provides totals by client.

The main difference between the last tab and the preceding 3 tabs is that the first 3 tabs show individual transactions while the Totals Tab shows accumulative results.

ADMIN SECTION PTO SCREEN

This screen is only visible to those persons who are designated as a Timesheet Admin.

The Admin Screen has the menu bar across the top and clicking on the PTO option will display the Admin PTO Screen.

This screen is shown below and displays employee names along with their PTO accrual rate, PTO balance and vacation balance. You can scroll up and down to view these values for all employees.

Notice in the example to the right that negative values are displayed in RED.

This screen also allows for the modification of these values. If an employee for example, was to be promoted and needs to have the accrual rate increased, this is where that is performed.

To make a change, first locate the employee and then Double-Click that row.

The yellow boxes will display the selected employees name. Before proceeding, verify that this is the intended employee to modify. The contents of the yellow boxes cannot be changed.

The white text boxes will populate with that employees current values.

Modify the value or values to the desired amount and then click the UPDATE button to make the change.

If you don’t want to make any change to the selected employee just don’t click the UPDATE button.

Clicking the UPDATE button without changing any values has no effect on the employees values.

To close this screen simply click on the CLOSE option on the menu bar.

ADMIN SECTION LOCK-DOWN SCREEN

This screen is only available to those persons who have been designated Timesheet Administrators.

It is accessed from the Timesheet Admin screen’s menu bar by clicking on the Lock-Down option.

When this option is selected the Admin Lock-Down screen is displayed.

The purpose of this screen is to allow the Timesheet Admin to view those employees who have not yet performed a Timesheet Lock-Down for a given pay period.

To use this feature, select the lockdown period from the list box provided and then click the SUBMIT button.

The grid will populate with those employees who have not yet locked down for that period.

It will also display the most recent lockdown that each employee completed.

In the example to the right, we can see that none of the employees shown have performed the Sept 30, 2002 lockdown.

In fact, none of these employees have performed a lockdown at all except for Mark Heller who performed the Sept 15, 2002 lockdown.

In actual use, the number of employee names in this list would be very small as most employees would be locking down as requested.

Those employees who do appear in this list would need to be contacted and instructed to perform their Lock-Down.

To exit this screen, click the CLOSE option on the menu bar.

ADMIN SECTION ACCRUALS SCREEN

This screen is accessed from the Admin Screen by clicking the Accruals option on the menu bar.

This screen applies the PTO Accruals for all employees. It must be run once per pay period and only once per pay period. A safety feature has been incorporated into this screen to prevent accidentally applying accruals more than once for the same pay period.

To apply the accruals, select the proper pay period from the drop down list box provided. Once you are sure that the proper pay period has been selected click the button captioned:

Apply Accrual Time

An accrual entry will be made for each employee, based upon that employee’s current accrual rate.
To exit this screen without applying any accrual time: