Manager User Manual
Contents
1. Christopher Approved Lyons Dalia Alvarado Approved Use the Export or Email functions to save a copy of the neon 12 ___ Approved 40 05 report for reference Matthew Hahn Approved 25 00 Joseph Stra ig ht Approved Salvador Rodriguez Approwed Steven McNeill Approwed Tracy Johnson Approwed PDS TimeTrack Help Document Page 14 of 142. any modifications you may make to the report after it has been run 1 e changing the subtotaling options when using a Cube Report will not be saved in the Saved Report output Existing Saved Reports can be seen by navigating to Reports gt Saved Reports and will appear like the one below Previously Run Reports for pdstech l l Select Description Date Run Report Type Output Format Saved Report Friday October 31 2008 at 01 58 PM CDOT Time Report HTML regular afletcher Select User s Type in e mail addressfes Ci ms lasallean A AN scott eee Mtvehring akhan afletcher nll PDS TimeTrack Help Document Page 13 of 14 i Tech The list of saved reports located at the top of this screen includes all reports that you have saved as well as any saved reports that have been copied to you by another user within your organization This screen includes the following information on each saved report you as a user have access to report name date run report type output format and file size This screen also provides access to the tools needed to copy or email saved reports to other users both within and outside the system database To view a previously Saved Report simply select the report you wish to view from the list of Saved Reports and click the View button Sheet Status Reports Sheet Status Reports are located under Reports gt Sheet Status Reports and allow you to cr
3. Along with entering your Time In Out you also have the standard timesheet features to enter the number of hours for specific pay types for the day At the bottom of the standard timesheet module you will see the total hours from entering the In Out times It is required that the total Time In Out hours equal the total time spent on specific pay types for the day Submitting Timesheets for Approval From your timesheet you can click the Submit for Approval button to submit your timesheet to your supervisor This button will only appear on your timesheet if your company is using Approval Plans and if you have an approval plan assigned to you Once a timesheet has been submitted for approval you may not alter any of the time records contained in that timesheet Therefore do not submit your timesheet until you have finished all time entry for the time period in question For more information on the Approvals process please see the Approvals section of this manual Viewing Timesheets View Time Report This report displays information regarding the time records that have been saved for this time period The top of the report screen includes four buttons for manipulating the Time Report HTML regular Modify this report My TimeSheet Time Records From Monday January 26 2009 Through Sunday February 1 2009 Date Monday January 26 2009 Christopher Lyons Other 901 Straight Time Non Billable Internal O
4. currently displayed You may create more than one time record at a time Simply create the actual time entries for different days and or different combinations of items and then click the Save button at the bottom of the timesheet The timesheet will refresh and your entries will now appear in the Current section Edit Timesheet Entries Click the Edit Icon to the left of the respective entry This will refresh the screen and allow you to change the Project Task Pay Type and Bill Type You can also modify your Comment associated with the entry Delete Timesheet Entries Click the Delete Icon a trash can to the right of the respective time entry The screen will refresh with the time entry having been removed Entering In Out Times For hourly employees your timesheet has been configured to contain the Time In Out feature If so this feature allows you to manually log the time that you begin and end your work day You have the ability to log in and out multiple times in a single day in order to capture actual hours work that reflect any lunch breaks To log the beginning of your work day simply specify the time in the In field including an a or p for a m or p m of the respective date To log out specify the time in the Out field of the respective date At the bottom of the Time In Out module you will see the total hours from logging in and out for your work day PDS TimeTrack Help Document Page 6 of 14 o Tech
5. PDS TimeTrack User Manual i yy Table of Contents Central KR IE i sone gm le yl m nc tiz ala mn a uo ees nese meni 3 O e E O O PO A NE PER SAM ee 3 CASO IIA lia 3 A e ero PR ES no E E ere e E ep e q A TT A EEPE EE PE UNTER eT Net PESE TEA MEYE E EASP ETETETT gt ates E o SAA DE PM KOY AYAN EE PRES ee 5 A A A YY or e e 5 LR e EE rie e pe e i e Shap Sen izni iy dai ami lam 6 A a LE re e a E AR PEO b adl l gre 6 Ee ine ei e e E EE E tree EE E ene e e 6 lt m EM ri ion 6 ns e eee 6 Submitting Timesheets for Approval saa kap ee ai e ak in en kare e ak edek kaka 7 NW ES me cts revi Seen hee lenin ee e elli al ieee 7 e e ye A E eco denna tp aes E mo ace E YA e ee 7 RK loe 0 le EE da E E EE salan EEE N EEE S 8 La Sie ii Ta plete Leer en e e EE E lg A ra 8 a A II 8 DU O e OO A A IIA A AY 8 A A oia 9 1 1 AS EEE PEPEE EFA MEYE ERME SEVEMEM ATE ETE E E A EATER 9 Y lead ik a EE A kia sl 9 ehe za A ame e EY EN A 10 KN A ESOO tii a i ll akti al pal ade kli E D 10 A A pe em eee iye 12 o A Pe ESO E O POE ke lim la il tenes 13 E i gi N E II E E RM O E AAR 13 La A e O UE PS E AEE A e ee ir e A A E 14 PDS TimeTrack Help Document Page 2 of 14 Tech General Information Login and URL Login https asp0O1 journyx com pdstech jtcgi wte pyc As a manager or timesheet approver the username and password used to login is created by PDS and emailed directly to you upon initial setup Pas
6. b labeled Reports and 1s limited based on your role within the company The main reporting sections are Standard Reports Scheduled Reports Saved Reports Sheet Status Reports and System Reports PDS TimeTrack Help Document Page 9 of 14 E Fech Standard Reports Standard Reports is located under Reports gt Standard Reports as shown below Standard Reports Standard reports provide information about the hours expenses and mileage logged by users in relation to Projects Tasks Pay Types Bill Types etc Report type Matrix Time Report Efi Search for reports which meet all of the following conditions fil hele PODON _ Report Type eonia MI s anything _ Run Report Options HTML regular w 2 Display report in browser only O Display report in browser and save report output O Save report output only don t showin browser Saved report output description Saved Report Search Results Records 1 10 of 35 gt gt Go to Page i wlofda Results Per Page 10 el Report Name Rim epot Report Type User Modifiable Data Range Dates Actual Vs Estimate Run Report Project Status Report 1 month All Staff Hours Upload Run Report Matrix Time Report i week Branch Department Overtime Run Report Time Report i week Branch Dept Time Records Detail Run Report Time Report 1 week Branch Dept Time Records Su
7. eate reports that will display the status of users sheets for the date range specified You may choose to display all users or users that were late submitting their sheets Flom Mason Shorr Sheets surrounding LO 3Rorroose li ior25 2008 what date range e me e Show which users 7 Everyone Show which kind of data ime Include users in these M ooois groups 2000 t 00013 Human R escocurces 200021 Dallas Shows which user custorn Ti Backup S amp pprower Fields Backup4Seppro wer Department Email Address Em ployee End Date Employee Murmber I Employee Start Date Employee Type Manager MNarr s IMS Project File ID Show which approwal Level i Apprower assigned Fields Level i Backup a gt hme d j Level 1 Approval Date The date range is based on the individual days of the week and will only show the days indicated in the range Use ctrl click to indicate which groups user fields and approval fields you want to include on your report Click the Preview button at the bottom of the screen to view the report this file as text this file at server home pdstech jt tr location this file to Zi Time period description PDS Weekly Pds weekly Time period 10 20 2008 10 26 2008 e Full name of the user ps o Current status of timesheet within the period Sh Total amount of hours The example to the left includes the following information
8. eras Total for 01 Straight Time Total for 305 Wac bion Total for Daniel Gutierrez Total for 01 Straight Time Total for 905 Vacation Total for Ded nn Baldwin Total for 01 Straight Tine Total for Deborah Shuping The Modify this report link to return to the report filter screen to make any additional changes PDS TimeTrack Help Document Page 12 of 14 Tech Saved Reports You can save the output of a report with a fixed date range for later viewing Saved reports can also be copied to other users or even emailed to other individuals even 1f they are not Timesheet users The following section describes all of these functions Saving Reports To save a report in Timesheet select either Display report in browser and save report output or Save report output only without displaying in browser see figure 28 2 Additionally you must designate a name for the saved report for identification purposes as shown below Run Report Options O Display report in browser only O Display report in browser and save report output a Save report output only don t show in browser Saved report output description Once you have selected the report format chosen the method for saving and specified the name click the Run Report link next to the selected report The report will run and the output will be saved for later viewing Please note that the report data is saved at the time you run the report Therefore
9. ets are configured based on your role within the organization so your timesheet may vary in appearance and functionality from the one shown The timesheet shown on the previous page is for hourly employees PDS TimeTrack Help Document Page 5 of 14 Tech Users are able to enter time as discreet units of time that are associated with individual Projects Tasks Pay Types and Bill Types Additionally each of these time entries may also have a text comment associated with it to further specify the nature of the hours logged Time entry calculations All timesheets will require you select a Pay Type To create a time entry select a value from each of the dropdowns shown on your timesheet You also have the ability to specify a Comment for the time entry Once everything has been selected specify the hours worked for that project on a specific date Your timesheet will accept hour entries in HH MM 2 35 format and convert it to decimal format 1 25 1 15 before processing the hours in payroll Hours entered in decimal format will convert to HH MM rounding to the nearest whole minute Values 0 5 and higher will be rounded up values 0 49 and lower will be rounded down Saving Timesheet Entries Click the Save button at the bottom of the time entry grid The timesheet will refresh and your entries will now appear in the Current section You may add hours to this entry either in the same day or in another day in the time period that is
10. heets you wish to approve search for Users which meet all of the following conditions User name AA contains lyons S view sheets waiting for my approval C view all sheets O view sheets waiting on my backup approval Search Results Records 1 i of 1 Results Per Page 10 Full Name Username Period Total Anount Status Sheet Histo F Christopher Lyons chrons Z 0O2 2003 0208 2005 40 00 Submitted to meneill for Approwal Sheet History o selected Results Per Page ME Reason for rejection Limited to 200 characters From this screen you are able to approve and reject timesheets that are in your queue You must first specify the search criteria for the users that you wish to approve or reject timesheets for You have the option to also select whether to filter for sheets awaiting your approval all sheets or sheets awaiting your backup approval When finished specifying the search criteria click the Search button The search results will be displayed underneath the criteria Approve timesheets select the timesheets and click the Approve button Reject timesheets select the timesheets specify a rejection reason and click the Reject button View user s timesheet Click the respective date link under the Period column Reporting Overview The reporting functionality is located under the primary ta
11. k to View My Timesheets Timesheets Time Period Status Total View 02 09 2009 02 15 2009 pen for Entry 0 00 Click to View 02 02 2009 02 08 2009 E Se ESS ees eS 40 00 Cik io view 01 26 2009 02 01 2009 pe WN 40 00 eck fo View O 1 19 2009 Dif 25 2009 e Click to View Timesheet Approvals Overview Time Approvals allow approvers within your organization to approve or reject users timesheets for a particular period After user submission the timesheet enters the approval process and the designated approvers have approval rejection authority over the timesheet This section specifically discusses approving or rejecting timesheets that have been submitted by users PDS TimeTrack Help Document Page 8 of 14 Tech Approving Timesheets If you have approving authority for particular users timesheets you can see a summary of what is awaiting your approval in the Approvals section of Sheets awaiting your e the Toolbar as shown below Approvals Time l AN Clicking the Time link will display the Time Approvals section in the Mileage workspace to the right of the Toolbar see figure 26 2 Time Approvals is also located under Approvals gt Time Time Approwals Select the type of time approval you would like to perform Then specify the search criteria for the times
12. l Creation User pdstech pdstech Friday January 30 DS Email Sent chrons Early Submit Reminder timesheet Di 26 2003 2003 i gt D2D012008 chrons User Christopher Lyons clhrons Friday January 30 20053 Friday January 30 Email Sent smcneill Submit Motification timesheet Di 6 2003 20039 gine O2D1i 2003 chrons User Christopher Lyons clyorns im y Submitted for Approwal User Christopher Lyons clons Monday February gt 20039 10 as Approved For Level 1 User Stewen McHeil srmcnmeilli Monday February i0 7 Email Sent chrons Approwed Notification timesheet OoL1 f26 2009 2 2005 F OSD01 2003 chroms User Christopher Lyons clyrons Period Approwal Information Approval bewels 1 Status Approwed ee ee ee SSS pr I ee ee EE ee OE A a A LOTE e Lewe l Primary Apprower Login Primary Apprower Fullname Backup Apprower Login Backup Apprower Fullname Status i Ssmeaneill Stewen Mchkteill mbhahn Matthew Hahn Ap pro wed You can insert a note in the sheet history 1 e for approvers by specifying the text in the available textbox and clicking the Submit Comment button Historical Timesheets Your past and present timesheets can be viewed under Management gt My Sheets gt Time see figure 29 11 Here you will see a list of timesheets with their relevant periods and current status You can view the details of the timesheet by clicking the link labeled Clic
13. mmary Run Report Time Report i week Detailed Hours by Date Run Report Time Report 1 month ExpenseDetails Project Run Report Expense Report 1 month Fi ExpenseDetails User Run Report Expense Report i month Customizing Reports The majority of the reports listed come standard with the PDS TimeTrack timesheet tool and are modifiable to the needs of each individual user The following is a list of reports customized by PDS and made available to you e Branch Department Overtime e Branch Dept Time Records Detail e Branch Dept Time Records Summary Clicking on the Report name will allow you to modify any of the following filters associated with that report Report Dates periods covered in the report Projects Clients not currently used by PDS Tasks Work Activities not currently used by PDS Pay Types Various paycodes for hourly and salary employees Bill Types Not currently used by PDS PDS TimeTrack Help Document Page 10 of 14 e Users Individuals you have access to as a manager reporter e Status Status assigned to the time records a a te s x DO y lt A e Prompt for date entry when report is run kun for 1 weeks B Wank simi Available Pay Type Selected Pay Type O Include all Pay Type s 01 Jury Duty Include only selected Pay Type s ni 4 e yo O Include all except selected Pay Type s i Available User O Include all User s Include only selected U
14. otifications is displayed below Current Email Address TimeTrack pdstech com New Email Address Po Re enter New Email Address Po To update change the email address input the new email address in both fields and click the Save button The screen will refresh and reflect the new email address PDS TimeTrack Help Document Page 4 of 14 Timesheet Entry Overview Time Entry is located under the primary tab labeled Time as shown below and allows you to input the hours that you worked on a single timesheet Timesheet enables all employees to input their hours and electronically submit them for review and approval by their manager The email notification system includes the following employee prompts Timesheet Example Sheet Status Open for Entry Totals Allocation Balance Pay Type Comment t Memorized i New A 901 Straight Time A S01 Straight Time A 801 Straight Time Timesheet Pay Periods You can view your time for a single day or an entire period Time Entry displays the period view by default You may use the Date Arrow Icons 2 to move backward or forward one period at a time To enter time for a single day go to Time gt View Day To enter time or view hours for a different day use the Calendar in the Toolbar to jump to that day Alternatively you may use the Date Arrow Icons to move backward or forward one day at a time Keep in mind that timeshe
15. ser s O Include all except selected User s Include all Statuses O Include only selected Statuses OR AND Selected items indicate the value parameter has already been added to the report and will affect the reports output To remove any of these items highlight the item on the right and click the Remove button Holding down the Ctrl key will allow the selection of multiple items Available items indicate those values parameters available to be added to the report To add items to the report highlight the desired item and click Add This will move the item from the available to the selected column If no items are listed in the available list then there are too many available items to list and typically is only associated with users employees Clicking on the magnifying glass will launch the Search Users dialogue box shown on the following page PDS TimeTrack Help Document Page 11 of 14 Tech Click on the Search Options arrow to expand the section Find your department branch on the Group list and select that item The list below will refresh with only those employees associated with that group User name contains w Drag with mouse bo mowe B search Options Adam Scott ascott Alexander Wehring twebhrina Ali Khan Ees Amanda Fletcher afletcher Anar Joyce ajoy ce Ana Rinehart arinehart Fe Ford l aford Anthony Cruz acru April Willbrard avall brand Re
16. set Showing 10 of 246 results Page la Click an individual item or select all if desired and you will be returned to the reports parameter screen with these values in the available items list Click Add to select the items for the report and then click Save at the bottom of the screen Running a Report To run a report you must select the output format for that report There are four main output formats for time reports e HTML Reports display the data as web pages that are optimized for screen display and viewing e HTML Printable are similar to HTML Reports but have been optimized for printing purposes e Plain Text Exported produce output which has been designed to be saved to your computer s hard drive e Cube Reports are designed for use with Microsoft Office and Microsoft Internet Explorer The report output will appear based on the option chosen from above Once you have identified the report to run and have indicated which report output format you desire simply click the Run Report link next to the selected report An HTML report appears below Past Period and Future Period buttons navigate to desired period HTML regular Modify this report Standard Journyx com report header Time Records From Monday October 27 2008 Through Sunday November 2 200S Date Total fer 901 Straight Tine Total fer Bryan Betzer Total For 01 Straight Time Total for 22 Sick Total fer Crystal Contr
17. sword Maintenance To reset a password when it is unknown click on the Reset your password option from the login screen as shown above If the password is known and you wish to update change your password the Reset Password feature is located under Preferences gt Reset Password menu as shown below q Approvals User Details My Email Address E A AA gt The Reset Password screen displays your full name and username as shown in the system and on reports You have the ability to modify your password if you wish To modify your password you must specify your current password for security purposes Then specify your new password that you would like to use when logging into the system Confirm your new password by entering it again Reset Password Full name pdstech Username pdstech Current password New password Confirm new password When finished click the Save button Your password will be changed and you will have to use the new password the next time you login to the system PDS TimeTrack Help Document Page 3 of 14 Tech Email Maintenance To update or change the email address used for the automatic timesheet notifications click on the My Email Address option located under Preferences menu as shown below Approvals Management Entry Screens My Projects Landing Page Reset Password User Details My Email Address a a Gm EE The Current Email Address being used for the n
18. verhead Subtotal 01 26 2009 User Task Pay Type Bill Type j Comment Tuesday January 27 2009 Christopher Lyons Straight Time Non Billable Internal Overhead Subtotal 01 27 2009 Wednesday January 28 2005 Christopher Lyons Sick Non Billable Internal Overhead Subtotal 01 28 2009 Thursday January 29 2009 Christopher Lyons Straight Time Non Billable Internal Overhead Subtotal 01 29 2009 Friday January 30 2009 Christopher Lyons Straight Time Non Billable Internal Overhead Subtotal 01 30 2009 Grand Total The Past Period and Future Period buttons allow you to view reports for periods in the past or future The View As button allows you to see the Time Report in different formats depending on your needs PDS TimeTrack Help Document Page 7 of 14 o Tech View Sheet History Sheet History contains notes regarding the timesheet and the approval process for that specific timesheet The Sheet History link is located in the Additional Options section at the bottom of your timesheet Clicking the Sheet History link will launch a pop up window containing all the actions associated with the timesheet to date Sheet History Wiew sheet transactions and add comments te the sheet history Enter Comments Type time Period 017 267 P009 02 021 2009 User clyrons State APPROVED ee ee es e ED es eee Creator E pe Motes Creation Login Creation Date Tinte Monday January 26 2009 Maa ps Initia
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