Difference: WebTimesheet (1 vs. 11)

Timecard Submission

Timecards must be submitted every Monday following the period concerned . If you are on leave or otherwise not at work on the Monday, then you must submit them on the first available opportunity after that point . If you are going on extended leave, submit your Timecards for all periods covered by the leave on the day before you go on leave . You can always submit a correction later if things change.

Timecard System Introduction

Business portal - getting to the Timecard.

New button

Invoke this button to create a new Timecard for the period ending date specified with the drop-down list. If a date is missing - it is likely you have already started or submitted a Timecard for the specified week.

In Progress

Expand this to see a list of Timecard you have started but not yet submitted.

Rejected

Expand this to see a list of Timecard that have been rejected.

Completed

Expand this to see a list of Timecard you have submitted but which have not yet been approved.

Approved/Posted

Expand this to see a list of Timecard that have been approved. You can create Timecard corrections from here.

Timecard layout.

1. The Print this Timecard link - invoke to produce a printable (but sometimes rather useless) version of the timecard in a new window.

1. The Comments button - invoke to add comments to be saved with your timecard - typically comments for your supervisor (Timecard approver). This is currently the only place where you should add comments - other comment facilities are not easy for your approver to view
2. The Add Scheduled Tasks button - invoke to add a line to your Timecard for every task which you are scheduled to be doing in the period.

1. The Status of this Timecard. Whilst you are working on it, you should set this to In Process. To submit this Timecard, set this to Completed. This value may also be Rejected if your Timecard has been rejected - you can set it back to Complete when you have corrected it. The status may also be Approved/Posted when your Timecard has been accepted.
2. The initials of the person who approves you Timecard will appear here. SCB (Sam Barden) in this example. You can't change this.
3. Information on this Timecard appears on this row. The "Document #" is a unique system ID number - you can ignore it. The period ending and employee details are then specified, as is the type of Timecard (Regular/Correction). The little white icon is for adding comments - but don't use this feature (it will disappear at some point).

1. The Add a Line button - allows you to add a new line to the Timecard. You must add a line for each separate task you have worked on, and for each type of leave.
2. The Save Line Items button - allows you to save the current set of line line items. If you have changed the Timecard status at this point, then it will be set back to "In Progress" (you are warned about this). It is highly recommended that you save each line after filling it in
3. The detail lines - initially these lines does not exist. Using the Add a line button or the Add Scheduled Tasks button will add lines of this style. When your Timecard is complete you should have one of these lines for each task you have worked on during the period and for each type of leave you have taken (if any) during the period - except for flex leave, don't book that at all. Do not use the commenting facilities on this line - at this stage. They are not viewable by your supervisor .

1. The Description entry box - Optional. Add any extra information you wish to provide about this item. Also might be a note to yourself. Defaults to the task description and limitied to about 40 characters.
2. The hours entry boxes - enter the number of hours worked on this task per day (decimal hours, NOT hours and minutes).

Filling in a Timecard

Leave types and General Administrative Tasks

<-- /editTable -->

<-- /editTable -->

Group Specific Projects

Here are the various group specific projects. These are used to allow us to work out where our internal work is going.

<-- /editTable -->

Duplicating existing Timecards

1. The Comments button - invoke to add comments to be saved with your timecard - typically comments for your supervisor (time-sheet approver). This is currently the only place where you should add comments - other comment facilities are not easy for your approver to view

1. Information on this time-sheet appears on this row. The "Document #" is a unique system ID number - you can ignore it. The period ending and employee details are then specified, as is the type of Time-sheet (Regular/Correction). The little white icon is for adding commands - but don't use this feature (it will disappear at some point).

1. The detail lines - initially these lines does not exist. Using the Add a line button or the Add Scheduled Tasks button will add lines of this style. When your timesheet is complete you should have one of these lines for each task you have worked on during the period and for each type of leave you have taken (if any) during the period - except for flex leave, don't book that at all. Do not use the commenting facilities on this line - at this stage. They are not viewable by your supervisor .

Updated as of 18/Sep/2007.

Time-sheet Submission

1. The Add Scheduled Tasks button - invoke to add a line to your time-sheet for every task which you are scheduled to be doing in the period.

Shortcuts

Duplicating existing time-sheets

In the list of time-cards (see Time-sheet layout above), for any completed/rejected/approved time-sheet, you have the option of duplicating that time-sheet. If you invoke this, then a new time-sheet is created for the currently selected "Timecard Period Ending date" that has the same set of tasks as the source timecard - through all the reported hours are set to zero. This would often by the best way to start a time-sheet.

Quicker Access

The Business Portal Quick Links menu, near the top right of the screen, allows you to add a page to a set of quick links available when you enter BP. Consider adding the Time-sheet entry screen to this.

Lists of assignments

The ProjectAssignmentInquiry page shows you how to get a list of all your assignments.

New button

Invoke this button to create a new time-sheet for the period ending date specified with the drop-down list. If a date is missing - it is likely you have already started or submitted a time-sheet for the specified week.

1. The Save Status button - invoked to save the current status of the timesheet. Here we are only dealing with setting the timesheet to In Progress or Completed. If you have not saved the line items at this point you will be warned before losing any line item changes.
2. The Print this Timecard link - invoke to produce a printable (but rather useless) version of the timecard in a new window.

1. The Add Scheduled Tasks button - invoke to add a line to your time-sheet for every task which you currently scheduled to be doing - There are some issues here at the moment - TBC .
2. The Day Range entry - when adding schedule tasks, include for this number of days into the future from the current period end date - TBC .

1. The initials of the person who approves you time-sheet will appear here. SCB (Sam Barden) in this example. You can't change this.
2. Information on this time-sheet appears on this row. The "Document #" is a unique system ID number - you can ignore it. The period ending and employee details are then specified, as is the type of Time-sheet (Regular/Correction).

1. The Add a Line button - allows you to add a new line to the time-sheet. You must add a line for each separate task you have worked on, and for each type of leave.

1. The Delete checkbox - if this is selected when you invoke the "Save Line Items" button, then the line in question is deleted.
2. The Project entry box - the Solomon ID of the project this line refers to must go here. If you double click this box, you will see a list of projects. The Description field will give you the information you need to select the right project. Just click on the relevant row to select the project. If you linger the mouse over this entry box it will display the project "description"
3. The Task entry box - the Solomon ID of the project task this line refers to must go here. If you double click this box, you will see a list of tasks. The Description field will give you the information you need to select the right project. Just click on the relevant row to select the task. More details below. If you linger the mouse over this entry box it will display the task "description"

1. The Description entry box - Optional. Add any extra information you wish to provide about this item. Also might be a note to yourself. Defaults to the task description.
2. The hours entry boxes - enter the number of hours worked on this task per day (decimal hours, NOT hours and minutes). Alternatively, you can book all hours to one day.
3. The Total Hours item. This is total number of hours you have entered for the task on this time-card (the sum across the line). This is filled in after you have saved the line items.
4. The Customer Item. This is the name of the customer for this project. This is filled in after you have saved the line items.
5. The Est to Complete item. Enter the number of hours to complete the task in this box. If you do not know this - leave it at zero.
6. The Est Date Complete item. Enter the date you expect the task to complete. Ignore (leave set to 01/01/1900) for on-going tasks.
7. The % Complete item. Set this if you know it.

- There are some issues here at the moment which are are working on- TBC

For each other task you have done or for each type of leave taken, you should use the "Add a Line" button to add a new line. ( Don't book flex-leave - it is accounted for elsewhere).

Project Selection Dialog

Click once on a line to select that project.

The Description column will give you the most important information - the formal name of the project. The "Project" column is the name by which the project is known within Solomon - which is limited to 12 characters and hence is of limited use.

Use AAO leave as the project when reporting leave and AAO Other when reporting work which is not covered by another project.

Note that only the first 15 projects are displayed. There are buttons to page through the rest of the available projects or you can use the "Filter" at the bottom. For example - set that drop-down to "Description", enter the first few characters of the description in the entry box and then invoke "Apply Filter".

Task Selection Dialog

• The WBS column gives the Work Breakdown Structure ID for the task in question. Project managers will specify tasks using the WBS.
• The Description column gives the name of the task as known to Microsoft Project (truncated to 30 characters)
• The Task ID column is the Microsoft Project UID (Unique ID) of the task in question. This value never changes (The WBS ID is not expected to change but we can't lock it, whilst this value is locked). This value is also used by Solomon as the Solomon Task ID.
• The Status column gives the status of a task. An abbreviation of the possible values in the %Complete drop down in the bottom right area of the dialog.
• The Start column give the schedule start date for the task.
• The End column gives the scheduled end date for the task.

Task Filtering

The task filters triggered by the "Apply Filter" button in the task selection dialog are a little complicated. They are designed to help in cases where you are having trouble finding the right task due to a large number of tasks being display.

By default - a range of +/- one month (of todays date, not the timesheet date) is put into the "Task Date Range" entries. When you press "Apply Filter" only tasks in this date range will be displayed. Adjust the range as required

If you select "Assigned Tasks Only" and press "Apply Filter", then only tasks assigned to you are displayed.

The %Complete drop-down is used to select the task status to be used in the filter. Warning - the %Complete box is important. It defaults to "In Progress". If you don't get any tasks, you may want to set it to "All"

You can also search for items in the values fields by selecting from the drop-down box (Any Field, Description, Task ID, WBS Code) and typing some value in the "contains" entry box.

Task Details

Now for each line you need to scroll a little to the right and insert the time (decimal hours) that you spent on that task. You can do this by day (preferred) or just put all the hours into one day (probably better for leave) Check this is really ok .

Scroll further to the right to check the the Est to Complete (Estimate of the number of hours needed to complete the task), Est Date Complete and %Complete. Don't worry about these items for on-going tasks (such as leave and AAO Other work).

1. The Save Line Items button - allows you to save the current set of line line items. If you have changed the time-sheet status at this point, then it will be set back to "In Progress" (you are warned about this). It is highly recommended that you save each line after filling it in

Quicker Access

The Business Portal Quick Links menu, near the top right of the screen, allows you to add a page to a set of quick links available when you enter BP. Consider adding the Timecard entry screed to this.

Approved/Posted

Expand this to see a list of time-sheets that have been approved. You can create timesheet corrections from here.

Timesheets

This one is not used at the AAO.

1. The Save Status button - invoked to save the current status of the timesheet. Here we are only dealing with setting the timesheet to In Progress or "Completed*. If you have not saved the line items at this point you will be warned before losing any line item changes.

1. The Day Range entry - when adding schedule tasks, include for this number of days into the future from the current period end date.

1. The Save Line Items button - allows you to save the current set of line line items. If you have changed the time-sheet status at this point, then it will be set back to "In Progress" (you are warned about this).

1. The Description entry box - Optional. Add any extra information you wish to provide about this item. Also might be a note to yourself.

External Users

If you are outside the AAO, then you must first connect via the AAO VPN before you can access the business portal. This means that services will not be available to users with simple web access only.

1. The Delete Timecard button - invoke to delete this timecard without submitting it (only if status is In Process or Rejected)

1. The Delete checkbox - if this is selected when you invoke the "Save Line Items" button, then the specified line is deleted.

Time-sheet System Introduction

Accessing the Business Portal.

Fully Set-up AAO Windows Users - logged in on the Domain.

The Micro$oft Mac site

When you start the program you will be prompted for the name of the machine to connect to. I suggest you explore the "Options" and, in particular, save a configuration that will automatically connect to the machine. If you run a second display, the display options allow you to put the MS Windows fullscreen on your second display, which seems to work well for me. Also remember to specify the Domain as aao-domain.

Other Windows Users via Remote desktop.

You might want to use R-Desktop to connect from windows in some cases. This program is found in

   Start->Programs->Accessories->Communications->Remote Desktop Connection

When you start the program you will be prompted for the name of the machine to connect to - which is "termsrv1" (192.231.167.203). I suggest you explore the "Options" and, in particular, save a configuration that will automatically connect to the machine. Also remember to specify the Domain as aao-domain.

If you get the login prompt without explict mention of the domain, specify aao-domain\<username>, as your username, where <username> is your usernas

Now in the remote desktop MS Windows session, you should start IE and goto this page.

You can now jump here for the rest of the instructions.

You should now see a page with a link named "Time" down the left hand side. Select that link. This should give you a page like this one

New button

Invoke this button to create a new time-sheet for the period ending date specified with the drop-down list.

In Progress

Expand this to see a list of time-sheets you have started but not yet submitted.

Timesheets

DONT KNOW YET - Check

1. The Delete Timecard button - invoke to delete this timecard without submitting it (only if status is In Process - check )
2. The Comments button - invoke to add comments to be saved with your timecard - typically comments for your supervisor (time-sheet approver).

1. The Day Range entry - when adding schedule tasks, include for this day range (Details still needed - check )
2. The initials of the person who approves you time-sheet will appear here. SCB (Sam Barden) in this example.
3. The Status of this time-sheet. Whilst you are working on it, you should set this to In Process. To submit this time-sheet, set this to Completed. This value may also be Rejected if your time-sheet has been rejected - you can set it back to Complete when you have corrected it. The status may also be Approved/Posted when your time-sheet has been accepted.

1. The Save Line Items button - allows you to save the current set of lines (difference between this and "Save Status" - check )
2. The OT1 and OT2 check-boxes - to be selected before adding a line if that item is for overtime work. Details TBD .
3. The detail lines - initially these lines does not exist. Using the Add a line button or the Add Scheduled Tasks button will add lines of this style. When your timesheet is complete you should have one of these lines for each task you have worked on during the period and for each type of leave you have taken (if any) during the period - except for flex leave, don't book that at all.
4. The Delete checkbox - if this is selected when you invoke the "Save Line Items" button, then the specified line is deleted (check this ).

1. The hours entry boxes - enter the number of hours worked on this task per day (decimal hours). Alternatively, you can book all hours to one day.

1. The Est to Complete item - off the screen to the right in the picture. Enter the number of hours to complete the task in this box.

Leave types and Other AAO Work

Time-sheet Submission (Via Web Access)

All AAO employees are required to submit a weekly time-sheet . This is essential to the organization as it allows us to plan our work better and to correctly charge projects .

Timesheets must be submitted every Monday . If you are on leave or otherwise not at work on the Monday, then you must submit them on the first available opportunity after that point . If you are going on extended leave, submit your time-sheets for all periods covered by the leave on the day before you go on leave .

Where is the Time-sheet Web page link for those who know what to do. For others, read on.

Time-sheet system introduction

To enter your time-sheet you must access a certain web-page on our Business Portal web site. You can create a new time-sheet or edit a previously saved time-sheet that has not yet been submitted.

You add lines to the time-sheet detailing the tasks (project or otherwise) you have been working on - or indicate you have been on leave. You specify the hours for each task. You can then save the time-sheet for later completion or submit it.

Your supervisor is notified when you submit a time-sheet and is required to check that it makes sense. If they reject it they will talk to your or send you an e-mail message indicating why. You must then return to the time-sheet web page and fix the problem.

Accessing the Business portal.

Due to being part of our Microsoft Dynamics (Solomon) system - timesheet submission must be done via the Business Portal web site. This is unfortunately very much Microsoft centric and You must use Internet Explorer (windows only) to make it work . (We were sold this system on the basis that it did not require IE .) But there are schemes which mean you don't need a windows machine .

In addition - you need to be logged in on the AAO Domain - this is a scheme which allows you to use the one user name and password throughout AAO machines. The domain is aao-domain and under this scheme you may need to specify your username as aao-domain\<username> rather then just plain <username>. There will be a password associated with this domain login (at some point to become your main AAO password).

Fully set-up Windows Users - logged in on the Domain.

If you use a MS Windows machine as your normal machine and have logged into the AAO domain, then you should need only to start IE and goto this page. Testing here has been on IE 7, but IE 6 is believed to work.

You can now jump here for the rest of the instructions.

Other Windows Users (not logged into the domain).

Goto this page but you will be prompted for your username and password. Specify aao-domain\<username> rather then just plain <username>. (For example aao-domain\tjf rather then tjf).

You may at this point be asked to install "Microsoft Business Framework" with the following dialog.

<-- original size 470, 220 -->

Please confirm you are viewing the right page and then select "Install". (If you don't have permission to do this install, please ask your machine administrator).

You may also have to add "businessportal" to your list of trusted sites - IE will tell you it has blocked the site but offer you the ability to add this site.

Mac and Linux Users

I'm afraid that you are forced to use rdesktop to log into a "terminal-services" machine in order to submit your timesheet. You will need to log into the machine "termsrv1" (192.231.167.203)

Mac Users

The Microsoft version of Remote Desktop seems to work somewhat better then the X11 version. If you have Microsoft Office installed on your mac, then you will find this in

/Applications/Microsoft Office 2004/Additional Tools/Remote Desktop Connection

Otherwise, goto the The microsoft Mac site and find a link to the Remote Desktop Connection Client for Mac. Download and install this.

When you start the program you will be prompted for the name of the machine to connect to. I suggest you explore the "Options" and, in particular, save a configuration that will automatically connect to the machine. If you run a second display, the display options allow you to put the windows log-in fullscreen on your second display, which seems to work well for me. Also remember to specify the Domain as aao-domain. If you get the login prompt without explict mention of the domain, specify aao-domain\<username>, as your username, where <username> is your usernas

Now in the remote desktop MS Windows session, you should start IE and goto this page.

You can now jump here for the rest of the instructions.

Linux Users.

An open source version of Remote Desktop is available from Sourceforge. From the command line, you should be able to run this with just

rdesktop -d aao-domain -u tjf 192.231.167.203

Run rdesktop without any arguments to see the full list of options.

Now in the remote desktop MS Windows session, you should start IE and goto this page.

You can now jump here for the rest of the instructions.

Business portal - getting to the time-sheet.

<-- Original size 705, 652 -->

Select the "Project" button in the top line of links.

You should now see a page with a link named "Time" down the left hand side. Select that link. This should give you a page like this one.

<-- Original size 808, 526 -->

Down the left hand side are the following links/buttons:

New button

Invoke this button to create a new time-sheet for the period ending data specified with the drop-down list.

In Progress

Expand this to see a list of time-sheets you have started but not your submitted.

Rejected

Expand this to see a list of time-sheets that have been rejected.

Completed

Expand this to see a list of time-sheets you have submitted but which have not yet been approved.

Approved/Posted

Expand this to see a list of time-sheets that have been approved.

Timesheets

DONT KNOW YET

You should now either create a new time-sheet using the "New" button - remembering to get the period ending date correct - or, select a In Progress or Rejected time-sheet to continue work on. Alternatively, you can view Completed or Approved time-sheets.

To use an existing timecard as a template, use the Duplicate button. Check details - haven't seen this yet.

Time-sheet layout.

The timesheet will appear to the right of the window.

<-- original size 1051, 745 -->

The following image labels each significant item in the time-sheet area of the screen.

Here are the descriptions of each labeled item.

<-- The numbers are allocated automatically in this list - but must match the numbers in the diagram -->

1. The Save Status button - invoke to save the current status of the timesheet.
2. The Print this Timecard link - invoke to produce a printable version of the timecard in a new window.
3. The Delete Timecard button - invoke to delete this timecard without submitting it (only if status is In Process - check)
4. The Comments button - invoke to at comments to be saved with your timecard - typically comments for your supervisor (time-sheet approver).
5. The Add Scheduled Tasks button - invoke to add a line to your time-sheet for every task which you currently scheduled to be doing.
6. The Day Range entry - when adding schedule tasks, include for this day range (Details still needed - check)
7. The initial of the person who approves you time-sheet will appear here. SCB (Sam Barden) in this example.
8. The Status of you time-sheet. Whilst you are working on it, you should set this to In Process. To submit this time-sheet, set this to Completed. This value may also be Rejected if your time-sheet has been rejected - you can set it back to Complete when you have corrected. It may also be Approved/Posted when your time-sheet has been accepted.
9. Information on this time-sheet appears here. The "Document #" is a unique system ID number - you can ignore it. The period ending and employee details are then specified, as is the type of Time-sheet (don't know what that means - check).
10. This line shows the total time you have booked for each day in the period, and the total for the period.
11. The Add a Line button - allows you to add a new line to the time-sheet. You must add a line for each separate thing you have worked on, and for each type of leave.
12. The Save Line Items button - allows you to save the current set of lines (difference between this and "Save Status" - check)
13. The OT1 and OT2 check-boxes - to be selected before adding a line if that item is for overtime work. Details TBD.
14. The detail lines - initially these lines does not exist. Using the Add a line button or the Add Scheduled Tasks button will add lines of this style. When your timesheet is complete you should have one of these lines for each task you have worked on during the period and for each type of leave you have taken during the period.
15. The Delete checkbox - if this is selected when you invoke the "Save Line Items" button, then the specified line is deleted (check this).
16. The Project entry box - the Solomon ID of the project this line refers to must go here. If you double click this box, you will see a list of projects. The Description field will give you the information you need to select the right project. Just click on the relevant row to select the project.
17. The Task entry box - the Solomon ID of the project task this line refers to must go here. If you double click this box, you will see a list of tasks. The Description field will give you the information you need to select the right project. Just click on the relevant row to select the task.
18. The LabClass entry box - should be filled in automatically. You can ignore this.
19. The Acct entry box - should be filled in automatically. You can ignore this.
20. The SubAcc entry box - should be filled in automatically. You can ignore this.
21. The Billable checkbox - should be filled in automatically. You can ignore this.
22. The Description entry box - Optional. Add any extra information you wish to provide about this item.
23. The hours entry boxes - enter the number of hours worked on this task per day. Alternatively, you can book all hours to one day.
24. The Total Hours item - off the screen to the right in the picture. The total number of hours you have entered for the task.
25. The Est to Complete item - enter the number of hours to complete the task in this box.

Filling in a Time-sheet

Project Selection -Use AAO leave as the project when reporting leave and AAO Other when reporting work which is not covered by another project. Once this entry has a value, linger the mouse over the field to see the project description.

Unchanged lines.

The new timesheet will appear on the right. Invoke "Add Scheduled Tasks" to add automatically the list of all tasks you are schedule to do within the period.

Scroll to the right and add the time for each task. You can do this by day or just put it all into one day.

For unlisted tasks (AAO Other, Leave, Other project tasks you are not scheduled on, invoke "Add a line"

A new line is added to the timesheet. Double click in "Project" to see the list of projects.

The list of projects is displayed.

Only the first ten projects are displayed. There are buttons to page through the list or you can use the "Filter" at the bottom. Note the "Project contains" filter is for something from the first column - the "Project" column. Alternatively you need to know the first few characters of the description.

Double click the project - you should now be back to your timesheet and the project will be filled in.

Double click the "task" field to see the list of tasks.

The list of tasks is displayed.

Only the first ten tasks are displayed. There are buttons to page through the list or you can use the "Filter" at the bottom. Note the "Task contains" filter is for something from the first column - the "Task" column. Alternatively you need to know the first few characters of the description.

Double click the task - you should now be back to your timesheet and the project will be filled in.

Scroll to the right and add the time for each task. You can do this by day or just put it all into one day.

Click "Save Line Items" to save the lines.

Clink "Save Status" to save the timesheet.

To submit a timesheet, ensure you have set the status "Completed". You will then not be able to change it.

Page Security settings

These settings make this page visible by all.

• Set ALLOWTOPICVIEW = AAOGeneralGroup, TWikiAdminGroup, TWikiGuest

-- TonyFarrell - 02 Apr 2007