timesheet user manual user manual
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1. Helios and Matheson Information Technology Inc New York Bangalore India see the light HELIOS AND MATHESON TIMESHEET MANAGEMENT SYSTEM USER MANUAL Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 1 of15 Helios and Matheson Information Technology Inc New York Bangalore India see the light Helios and Matheson Timesheet Management System HMTS Introduction Helios and Matheson Timesheet Management System HMTS is a web based time tracking system This is considered to be avery important tool in not just maintaining employee records for payroll calculations but also as an important time management tool that helps in improving the overall productivity of the organization A timesheet is a record of the number of hours an employee spends in completing a certain task This task could be associated with a customer project or with internal business activities HMTS allows employees to quickly fill out timesheets and deliver them on time even if they are on the move Employees can easily use HMTS for all their activities instead of having to use different systems for different projects and record their time for them This not only ensures that every employee is properly compensated for the hours that they have clocked in but also that the business does not lose any money by billing the customer fewer hours that what it has taken for the p2. Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 15 of 15
3. NAJINA INZA peo41157072 75678998 Imanoj gmail com Married Male SUB Bangalore KKamat 13 kumar N A N A 12 29 2010 N A N A N A 08041157072 _ p990098778 kuman gmail com Married Male SUB Bangalore Karnat 14 swati N A NZA 12 29 2010 N A INZAJINZA IN A p8041157072__ p990096778 kuman gmail com Married Male SUB Bangalore Karnat 16 manish INZA INZA 11 8 2005 N A INAA N A NZA 18041157072 B087657887 Imanish gmail com Married Male Salaried Bangalore Karnat kumar V7 Saurav NZA NZA 12 8 1972 N A INZATINZA NZA 18041157072 B8723455655 Isaurav07 t2 gmail com Single Male SUB BangalorelKarnat Sharma po manisha N A INA ponew wA NZAJINZA N A 8041157072 87678998 Imanisha gmail com Married Female Hourly Bangalore KKarnat 21 nisha N A N A 1 4 2001 INVA N AlN A N A 08041157072 jpos7564532 Inisha gmail com _ Single Female SUB Bangalore Karnat 5 mansi N A N A 1 1 2000 _ N A INZAJINZA N A 8041157072 _ 9812344321 Imansi01 gmail com Married Female Hourly Bangalore Kamat p2 mahi N A N A 121 2011 N A NAJINA INA pgn4tiszu72 _ p878676534 mahi gmail com Married Female Hourly Bangalore Kamat ko pes N A N A 141971 N A NAINA N A 8041157072 B976675423 inayO1 gmail com Married Male Salaried Bangalore Karnat kumar M2 brijesh NZA NZA 2 1 2004 N A NAJINA NZA paoat157072 568790876 lbrijesh1 gmail com Single Male Rourly Bangalore Karnat User Type Manager Empire State Building 350 Fi
4. 0 or Above and Screen Resolution 1024px 768px Illustration 11 above screen is applicable for both user types employee amp manager Update Timesheet Manager will update his her own timesheet by filling daily duty hrs In this user selects the payroll cycle selects the project and clicks on the fill button Payroll cycle form will be displayed and then fill the hrs for that payroll cycle according to his working hours in zero filled text boxes Note if you are filling timesheet hrs before cycle ending date hrs can be filled only up to today s date rest you cannot fill if you are filling it in after the cycle ending date then you can fill it there are two payrolls cycle ending dates in a month 15 and month ending date Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 11 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light In every visit in this section employee can see the available Leaves for current year on his her account this will maintain according to the filled hrs in PTO section and total leaves in a year Once he she fills the hours completed pay cycle before completing pay cycle User has to press save button for so many calculations and validation this can be done by pressing Submit Timesheet also but this Save button is for preserve the data if it got filled before cycle e
5. 00 115 localhost 127 0 0 1 14 10 00 2812500 2 8 2011 14 13 13 8593750 13 localhost 127 0 0 1 asnon 12 00 00 14 13 27 2968750 2 8 2011 1431 01 6718750 101 localhost 127 0 0 1 Fic 12 00 00 115 24 53 5031250 101 localhost 127 0 0 1 recita 120000 15494068750002 8 201 15 50 03 5156250 116 localhost 127 0 0 1 Fori 120000 1524 38 1250000 111 localhost 127 0 0 1 E RN 120000 435089218750 D114 localhost 127 0 0 1 2782011120000 15 24 14 6718750 2 8 2011 152428 6718750 101 localhost 127 0 0 1 n 12 00 00 15 52 34 6250000 E12 localhost 127 0 0 1 2782011120000 14 34 44 3906250 2 8 2011 14 35 01 4062500 1101 localhost 127 0 0 1 E 12 0000 4585192187502 8 201 15 0120 7031250 1101locahost 127 0 0 1 Ft 120000 15 07 04 4062500 2 8 2011 15 09 21 8906250 Illustration 4 Above screen is applicable for all user types but selection options permissions will be different View Approvers List View Employees List Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 6 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light Administrator can see the list of all Approvers and Employees HMNA Timesheet Approver s List Back Employeeld EmployeeName EmployeeType EmployeeEmail Approverld ApproverName ApproverEmail Project Client imesheet os esee Kumar _Femoloree__ Praveent hmna com_az_lumesh shuja_ush
6. chnology Inc New York Bangalore India see the light HMIT Inc Employee Information Back Employee ID 103 Address Full Name harsha N A User Type Employee City IN A State N A Email Address ajeetlibra gmail com Country Region Na Joining Dates 5 1 2012 Phone Ex 8012345678 Cell Phone Number Date Of Birth 6 5 2007 n 2232323233 mmidd yyyy Approver eorge georg Approver email Gender Male v Project Name lajeet libra1 gmail com Client Name Employee Type Salaried Deployment Location City bangalore State zka S S N 7565765456 Example 000000000 Marital Status Single v Submit marked fields are mandatory HMIT Inc Best Viewed in I E 8 0 or Above and Screen Resolution 1024px 768px Illustration 9 Above screen is applicable for both user types employee amp manager selection options will be different If user wants to change the profile or any other information can visit on this page through Main Menu gt Update Employee Information link it will redirect in the same page as shown in above image And previously added information fields will get filled automatically mark fields are mandatory to avoid unexpected exceptions please fill all mark fields carefully and it should be in correct prescribed format In t
7. elios and Matheson Information Technology Inc New York Bangalore India see the light Employee 10 gt 103 Check Full Name harsha Check Before filling the Emp Data Please click om check Employee lajeet libra gmail com to check availability of emp id cmon Joining Date 8 1 2012 g id Salaned v mmi dyryy Employee User Type Employee v Type Approver george v Approver s 3jeetlibratQ gmail com Project Name 333 emen Chent Name 5555 Submit marked fields ore mandatory gt Message HMIT Inc Best Viewed ia LE 8 0 of Above and Screen Resolution 1024px 768px Illustration 3 Administrator is responsible to fill in the new employee information Any changes in regards to existing employee information should be communicated to the administrator Mark fields are mandatory Follow the instructions carefully Enter unique employee id and click on check button to verify whether it is unique or existing if it s already in existence existing employee information will be displayed else it will display the message Employee ID Available for the new employee set up Enter full name employee email and click on check button to verify for duplication Select joining date user type employee type and approver Once the above steps are completed Project Name Client Name and Approver s email will appear automatically Project Name and Client Name may be updated depending on the input that t
8. end an email the technical support team Technical support team email address is mentioned at the end of the manual Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 3 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light Login Page User Type Select Employee ID Administrator Password Employee Do you need any assistance to operate this Refer to HMTS User Manual HMIT Inc Best Viewed in I E 8 0 or Above and Screen Resolution 1024px 768px Illustration 1 Administrator will define the level of access i e User Type to each individual based on the information received from the concerned department Access levels are of 3 types Employee Manager and Administrator Refer Illustration 1 above for user type access levels Each user type is explained as below A Employee B Manager C Administrator User Type Administrator id 101 has logged on as an Administrator HMIT Inc Adiministrator Create New Employee Update Employee Profile Change Password View Timesheet View User Log Details Approvers List Employees List Illustration 2 Refer to Illustration 2 and click on the appropriate link to Create New Employee Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 4 of 15 H
9. fth Avenue Suite 7520 New York NY 10118 Illustration 6 212 979 8228 212 979 2517 fax www hmna com Page 7 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light id 12 has logged on as a Manager HMIT Inc Timesheet Update Employee Profile Change Password Update Timesheet View Approve Timesheet Employees List Illustration 7 In first login it will force to change the password without changing the password your account will not get activated old password will be OTP One time Password sent on your email while registering the respective manager employee HMIT Inc Employee Change Password Back User Type Employee be Employee id 103 Old Password New Password Verify New Password Submit HMIT Inc Illustration 8 Above screen is applicable for both user types employee amp manager selection option will be different After changing the password you will be redirected to HMIT Inc Employee Information page to complete the registration with filling most required data fields in first time login only Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 8 of 15 Helios and Matheson Information Te
10. he administrator receives from the concerned department Click on SUBMIT link to save the employee data The new employee set up is complete Upon which an auto email will be sent the new user with the following details i e User Type User Id and One Time Password OTP along with the URL link to access the HMTS Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 5 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light Update Employee Profile Update Employee Profile will be explained in detail under user type Employee Manager Change Password In case if any Employee Manager cannot login View Timesheet Administrator is having rights to see the timesheet of any employee manager and if any employee doesn t have manager approver that employee manager will be considered as client approval client approval employee s timesheet and manager s timesheet can be approved by the administrator View User Log Administrator can check Log Details of any employee but manager can see only his her associated employees and an employee can see only his her log details it will display all the information l e user id login time and date logout time and date Back User 101 has Logged on Show All Show Log Delete Selected Logs Select All Deselect All User ET Logout Aa EE AERIS Vi 12 00
11. his mandatory fields are employee id full name user type email joining date date of birth approver project client employee type deployment location city state phone no SSN number date of birth gender marital status etc First you fill the employee id and then press check button to check availability if it is available it will display all prefilled data and if any mandatory field is empty it means you have to fill it before submitting and then press submit to save the data if any validation error is there it will not save the data or it will process the request error message will be shown View Timesheet Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 9 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light Back HMIT Inc Timesheet seorse Year 2012 Approver s List Ajeet Emp List george Warning Once Timesheet will get approved changes are not possible for any one i rS u Project Name aaa Client Name ssss Leaves Available on selected Account 1 days tt fits fig 20 2 22 23 e 25 26 27 28 29 30 NEIN o o 8 8 8 8 o o o o o o o o o o aa Se a ee SNO EOD ee ee ee ee ee ae ME SSMO SESS Paid Time Off o o o o o o o o o o o o o o o o Se XI ESTE SUEDE AeA ae ae ae REGIMES E ON ee ee ae o o o o o o o o o o o o o o o o ae ae ee ee ee ee ee Se a ee ee
12. i mahi gmail com 102 umesh ahuja luahuja hmna com timesheet hmna 0 ishal Employee HMNA Employees Info lrishal amp gmail com 102 lumesh ahuja Illustration 5 luahuja hmna cam timesheet hmna Back Joining Date wise Report From E To MM dd yyyy lEmployeeld FirstName MiddlelnitiLastNamel DOB JStreetAddressjCity State Country PhoneNumber CellPhoneNumber Email IMaritalStatus Genderjemptype dep city dep s 101 Ajeet NZA N A Ip1 09 1977 N A INZA N A NZA 6041157072 620821711 lasingh hmna com arried Male Salaried Bangalore Karnat Singh 102 umesh NZA NZA 271 2010 N A INVATINVA N A 18041157072 234 luahuja hmna com Single Male Salaried Bangalore lKarnat lahuja 11 aba NZA NZA 1 2 2011 IN A INZAJINZA IN A p8041157072 _ p876652345 labc gmail com Married Male Salaried JBangalore KKarnat 103 Praveen N A INZA 2 3 2003 N A IN A N A NZA 18041157072 Praveen hmna com Married Male Salaried Bangalore Karnat Kumar 12 manoj N A N A 12 1 1987 N A
13. iewed in I E 8 0 or Above and Screen Resolution 1024px 768px Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 12 of 15 Helios and Matheson Information Technology Inc e New York Bangalore India see the light Illustration 12 Employee menu After Successful Login not first time with Employee id and Password this web page will appear message will be displayed user id has logged on as an Employee In this window we have below options Update employee profile Change password Update Timesheet View Timesheet B oU op 1 Update employee Employee will update only his her own profile but he she cannot update any other employee s profile he she can t change update his her own SSN no and DOB If he she wants to change his her SSN no then he will contact to his administrator He she can change his her date of birth cell no gender and marital status without any permission After updating his her profile he will click on submit button then message will display that profile updated successfully 2 Reset Password Password Reset Request Request for Password Change Please Enter Below Information to send the Request User Type Employee E Employee ID Date of Birth 6 5 2007 Ei mm dd yyyy and Employee Type Salaried w and Full Name or Email ID ajeet libra gmail com Back Request Sent
14. nding date If you are doing it by pressing Submit Timesheet button data will save as final timesheet up to that date not up to the cycle ending date after that it will submit and go to approver manager to approve that incomplete timesheet timesheet correctly he she will submit the timesheet and if he she wants to send any comment message to the approver manager it also can be done he she has to type any message comment on comment text box and submit the timesheet Once timesheet has been submitted employee cannot update his her timesheet If he she wants to change his timesheet Hours then he she has to send a request message to his her approver manager request can be send through the comment message Once timesheet has approved by approver no more changes are allowed from either side If he she wants to fill other pay cycle timesheet first of all he she has to press on Reset Button and then select second payroll cycle ending date and project and click on fill button Then he she will be able to fill his her selected timesheet press Save Button if it is completed for selected payroll cycle and want to attach the timesheet file browse and select file to b e attached and submit it for approval by pressing Submit Timesheet button User Type Employee Employee id 103 has logged on as an Employee HMIT Inc Timesheet Update Employee Profile Change Password Update Timesheet View Timesheet HMIT Inc Best V
15. nt timesheet it will display a link of current pay cycle related attachment that can be open amp downloaded by clicking on the link file name Next to this you will find 3 buttons and one text box and in some cases some bottons will not be shown It depends on user authentication i e if manager approver is browsing the timesheet data then 2 buttons will appear Approved re send timesheet and it will not for user type employee or manager approver is browsing his her own timesheet Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 10 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light Download selected timesheet complete above displayed data you can download in a excel file Approved if approver is satisfied with time sheet data by pressing this button the selected timesheet will get approved re send timesheet once timesheet will get submitted employee cannot make any changes on it If any changes are required employee will send the request message to approver for this option we will discuss in employee module after that approver will send comment message and press into re send timesheet button after that only changes are possible Once again time sheet will get submitted after changes employee cannot make any changes on it If approver and employee both satisfied with timesheet after that appr
16. oe ee Se Total Hrs o o 8 8 8 8 8 o o o o o o o o o B EHE e E TE ae ee a T Ker CPC ban ES i TC ee a Coni Download Attached Timesheet HMTS USER MANUAL docx Jury Duty Approved By Consultant Sign Date of Sign Manager Sign Date of Sign Illustration 10 Above screen is applicable for both user type s employee amp manager but some selection options will be different If user type is Client Approval administrator will approve that timesheet and administrator can see all the timesheet and all the messages sent by employee or manager for that particular employee and payment cycle And also can send a message to that particular employee manager administrator will approve manager s timesheet In every visit in this section employee can see the available Leaves for current year on his her account this will maintain according to the filled hrs in PTO section and total leaves in a year Select year and then approver s list will populate and then select an approver and then employee list will populate who comes under selected approver select an employee then payroll cycle ending dates will populate select any one and press view if data is there it will display the time sheet according to that particular selection criterion And top of the screen employee information will display You can see the messages send received in bottom of the page of that particular employee and payment cycle and if employee has uploaded any attachme
17. over will approve the timesheet After that messages will display that timesheet has approved Once timesheet has submitted administrator manager employee can not make any changes Update Timesheet HMIT Inc Select Payroll Cycle Ending Date Ti h Example 12 15 2010 or 12 31 2010 Somi Month DEUS 2232323233 ene Leaves Available on your Account id Be Tows e mail ff CELS george Please Submit your Timesheet on after payroll cycle ending date after submiting you can not Pionse Selort Pre apt aas add update duty hrs in your Timsheet aaa x 2012 fun a different pay cycle timesheet before selecting another date or project Press on Re 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Project Dept Code Client Code Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Total Hrs aaa ssss 0 0 8 8 8 8 0 0 0 0 0 0 0 0 0 32 Unassigned 0 0 o o o o 8 0 0 o 0 o 0 0 0 8 P T 0 0 0 0 0 0 0 0 o 0 0 0 0 0 0 0 o Holiday 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 lo Jury Duty 0 0 0 0 0 0 0 o 0 0 0 0 0 0 0 lo Bereavement Leave 0 0 0 0 0 0 0 o 0 0 0 0 0 0 0 pe Total Hrs for the Day 0 0 8 8 8 8 8 o 0 0 0 0 0 0 0 40 Over Time b 1B 1618 161818 16 IE E 1618 16 1616 2 Total Regular Total Special Total Over Time Total All Hrs 1 Comment Attach your Timesheet J Browse J Submit Timesheet HMIT Inc Best Viewed in I E 8
18. roject Let us understand how Helios and Matheson Timesheet Management System works Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 2 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light Helios and Matheson Timesheet Management System HMTS Features amp Instructions The main features are Web based user interface no software needs to be installed on desktop machines Level of access will depend on the logged in user type the access will be allocated accordingly i e Employee Manager and administration level Create multiple projects per customer assign multiple users to the same project Have different start and end dates per user for each project assignment Create default projects to which all users should be assigned Holidays PTO Jury Duty Bereavement Leave etc so that we can keep track of those hours as well Excel export download of all your reports Instructions Each user will receive an email with the user type user id one time password and URL from the administrator Users can open our website http www hmny com and go to employee section to view the HMTS login page else can type the direct URL http hmts hmny com to view the same For submission of the HMTS you need to thoroughly read the user manual and follow the complete process In case of any technical issues s
19. s work hours in selected payroll cycle An employee can fill only his her timesheet Once timesheet will get filled press save button an employee can update his her current Payroll time sheet daily and also last pay cycle timesheet if it is not submitted for approval Once timesheet will get submit by pressing submit button for approval employee cannot update his her timesheet if employee wants to change update that timesheet then he she has to contact to his her approver manager Approver will give the permission with comments and the timesheet to employee Once timesheet will get approved changes are not possible for anyone 4 View timesheet Employee can see only his timesheet He cannot do any activity on the view timesheet He can see both payroll cycle and comments given by manager or him Note Please feel free to contact us in case you have any further queries or suggestions Help us to improve this system to serve you better Warm Regards Ajeet Singh Software Engineer Helios and Matheson Global Services 38 40 lonidea EPIP Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 14 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light White Field Bangalore Karnataka India Pin 560066 Contact 91 80 4115 7072 Email timesheets hmny com asingh hmny com Empire State
20. to Administrator Check your mail box HMIT Inc Best Viewed in I E 8 0 or Above and Screen Resolution 1024px 768px Illustration 13 Empire State Building 350 Fifth Avenue Suite 7520 New York NY 10118 212 979 8228 212 979 2517 fax www hmna com Page 13 of 15 Helios and Matheson Information Technology Inc New York Bangalore India see the light If employee is not able to login HMTS due to loss of password click on Can t Sign in link Password Reset page will open in this you need to enter some personal information for authorization confirmation and click on Submit button if entered information mach with your account information your request will be sent to the administrator to reset the password and you will be getting a confirmation email and after Resetting the password you will be inform on email 2 Change Password If employee wants to change the password he she can change his her own password employee has no rights to change the password of any other employee to change the password first employee will enter his her old password then enter his her new password after that verify new password and click on submit button Message will be displayed that password has been changed successfully 3 Update timesheet Employee will update his her own timesheet Timesheet shows how many hours an employee has worked in one payroll cycle An employee fills his her Timesheet according to hi
21. ujatehenna corm_fimesheet fp a CNN ac a NN CRETA EET KEEN timesheet manoj Employee manoj amp gmail com D lumesh ahuja shuja ohmna com jtimesheet hmna kumar Employee kuma mail com umesh ahuja luahuja hmna com timesheet hmna swati Employee swati gmail com m lumesh ahuja luahuja hmna com timesheet mna Neha Empore __ Employee Neha mail com umesh ahuja uahuj Sere com meshes hmna a kumar Manager manishegmail com hence Is heme Ajeet Singh Jasinghihmna com _ Timesheet hmna fiz JSaurev Sharma JEmployee fsaura07 gmail com 02 umesh ahuja Jushujaghmna com Jtimesheet nisha po jmanisha Employee manisha gmail com Jt02 umesh ahuja Jushujaohmna com Jtimesheet Manager nisha gmail com manish kumar Imanish gmail com_ Timesheet hmna nisha p mansi a hari Employee Manager hari01 gmail com 16 mansit gmail com TA umesh ahuja manish kumar uahuja hmna com Imanish gmail com_ Timesheet hmna timesheet hmna mahi Employee po pinay kumar Manager vinay01 gmai com_ho1 jeet Singh __Jasingh hmna com wa kt brjesh Employee brjesh amp gmsiLcom h01 Ajeet Singh_Jasingh hmna com wa W2 briesh kumar Employee brjeshi amp gmaiLcom i02 umesh ahyja_Juahuja hmna com timesheet 5 lumesh ahuja luahuja hmna com timesheet hmna mail com 102 suresh Employee suresh
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