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Using the Web Timesheet System
Using the Web Timesheet System
User’s Guide to the JAC Time Recording System
Using the Web TimeSheet System
Contents
How to stop system e-mails!
Timesheet Periods - when the timesheet needs to
be submitted
Web TimeSheet 7.2 replaces the current Web Timesheet 4.6 system from
June 16, 2007.
The system records hours of effort on a daily basis against the
activities carried out at the JAC. This information will be used to
calculate the cost of the effort, which will then be "charged" to each
activity. In this way the full cost of the activities of the JAC can be
calculated which will help inform decisions about the way the JAC is
run.
Please note that Web Timesheet 7.2 does NOT take the place of other
forms which need completing to take leave etc, e.g. RCUH Time Report,
these still need to be completed.
Web TimeSheet can be accessed via Mozilla, Firefox (Mozilla),
Internet Explorer or Netscape
Navigator (V7.0 or above) by entering http://timesheet
(while at the JAC/Summit) or https://timesheet.jach.hawaii.edu
(outside of the JAC) in the address line. This can be added to your
"Favorites" or
"Bookmarks". The following screen should appear
Web Timesheet can be accessed from the Hilo Office, the Summit or
anywhere outside of the JAC. For security reasons
do not use your
regular login password.
Enter your login name and password:-
☼ your login name will be in the Welcome email and may be the same
login from the previous sytem;
☼ your initial password will be in the Welcome email. You can
change your password after entering the system the first time, please
go to "Config"
and change your password to one of your own choosing.
☼ check the "Remember my Login …" box to save your setting if you
wish.
Click on "Enter".
On first entering Web Timesheet a blank timesheet (with no
activities) will be displayed.
- Click on "Add/Remove Tasks". The Add/Remove Projects/Task box
will appear.
- Ensure that <All> is selected in the Project drop-down
box at the top of the screen. A list of all JAC activities will be
shown on the left. You can also view/select codes by Division;
select Division name in the Project drop-down box.
- Select the activities you anticipate you will be working on in
the month by checking the boxes next to the appropriate name. For
details on the codes and how to code activities see 2007-08
Activities Codes.
- Click on the top chevron button ">>" to transfer the
selected codes to your timesheet.
- You can add activities to your timesheet as you go along in the
month so they need not all be selected at this stage. You may also
remove codes that have not been used by checking the appropriate boxes
and using the lower chevron button "<<". To change the
order of selected codes, use the green up/down arrows on the right of
the Timesheet Project/Tasks box.
Click on "Save". Your timesheet will now appear with your selected
tasks.
Once you have selected your activities your timesheet will be
displayed.
The timesheet will display totals for the hours recorded in a day at
the bottom on the relevant date column and for the activity for both
the period displayed and for the whole time period at the right of the
timesheet.
TOIL or time off in lieu is NOT recorded in this system.
TOIL should not be recorded as your work activity took place at a
different time.
Activities: Time spent on activities should be recorded in
hour increments against the relevant activity description and under the
relevant
day. Hours can be recorded in decimal format (this can be changed to a
HH:MM format if you prefer - see Config).
TOIL
should not be recorded.
You may record time as frequently as you like, the timesheet can be
saved and then re-opened as you left it as many times as needed. Using
the "Submit" button indicates you have finished recording for the time
period, once you have clicked on this button you will not be able to
enter any more time for the period.
Click in the box under the relevant day by the relevant code and
enter your hours. When you do this, the "Comments" box will be shown
with the associated cell. If you prefer not to see the Comments
box, click the red arrow on the bottom right corner of the
box.
You may enter notes or comments here for your
own purposes. Clicking on the "List Comments" button will give you a
list of all
your comments in the time period.
Time Off : Time off will not be recorded in this version of
Web Timesheet; only direct time worked on projects in 1 hour increments.
Do not change the Task selection once you have recorded
time to it otherwise all the time recorded to the original
task will be moved to the new code.
The first symbol
next to the Activity Code line will duplicate that line and the second
will delete the activity (and all the time recorded).
Once you have finished recording your time click on the "Save"
button.
☼ You should aim to be as accurate as possible in recording time
particularly if you are working on several activities in a time period.
☼ Record your time as you go along in the month, you can save and
reopen the timesheet as often as is required.
☼ You may record time one month or time period in advance if for
instance you are to go on extended leave etc. You may also nominate
another person to complete your timesheet (see Config).
☼ If you work on the same activity for long periods you can enter
all the time for a period under one date, e.g. enter 40 under the
Friday of the week, the system will allow you to record more than 24
hours in a day. If you do this bulk entry please ensure all the month
is covered.
Copying the Previous Time Period Entry
Clicking on the "Copy From" button will allow you to copy the time
recording entries from the last time period. This may be useful if you
work on the same activities each month. If you click on this button all
the entries you may have recorded to date will be overwritten by the
last time period entries.
NOTE: do not click on this button if you do not have
entries to copy, i.e. it is the first month, if you do so you will
loose any entries you have made.
Once the timesheet is complete for the month i.e. you have covered
all the time period, click on the "Submit" Button. Once this is the
done, the timesheet is sent to Administration and you can no longer add
to it. You must summit the timesheet 5 days following the end
of the time period (usually the 20th).
When clicking on the submit button you will be prompted to decide
whether you wish to send the timesheet for approval, click "Yes" to
send the data to Administration.
If you submit the timesheet in error or decide you need to change a
time email the Web Timesheet Administrator (timesheet@jach.hawaii.edu)
who can "unsubmit" the
timesheet for you. NOTE: you cannot do this after the 5th
day following the time period end.
E-Mail Reminders: If
you do not summit your timesheet remainder e-mails, that your timesheet
is due/overdue, will be generated from the system. To stop these,
complete and submit your timesheet!
The Timesheet Period:
Web Timesheet collects data on a monthly basis, this follows the
main pay time cycle, the month starts on the 16th of the
month and ends on the 15th of the following month. The
timesheet period is shown at the top of the screen. The day the
timesheet is due is shown at the top of the screen.
You should have completed your timesheet and "Submitted" it by the end
of the 5th day following the period end (the 15th).
Total Hours: This shows the total number of hours
you have booked to activities so far in the time period.
These hours will be used to calculate the cost of your work that will
be "billed" to each activity.
Expand Button: Clicking on this button will expand the
timesheet to show all the days in the timesheet period, the default
view is one week. To access all the days, use the scroll bar under the
timesheet. Click on the "Collapse" button to reduce the timesheet.
>> Button: Will take you to the next week in the time
period.
The Calendar: The current time period is shown in
dark blue, the following time period in pale blue. Clicking on the
arrows on the top of the calendar will move you to different months. If the time period is shown
in red your timesheet is
overdue!
Holiday Calendar: Clicking on this button will display the
Hawaii public holidays.
Waiting For Approval, Approved, Rejected: Under the set-up
we are using for Web Timesheet we are not asking managers to approve
timesheets; instead the timesheet goes straight to Administration.
Thus, you will not see any entries under these categories.
Manage Favorites: This will display the activities list
where you can add or delete activities from you timesheet.
Hide left menu arrow: To make the timesheet area larger you
may hide the left side menu (Calendar etc) by clicking on the arrow at
the top right of the Timesheet menu. Click on the arrow again
to restore the screen.
Print Button: This will print a copy of the timesheet screen
(also see Reports)
Copy From: This will allow you to copy the time recording
entries from the last past period. If you click on this button all the
entries you may have recorded to date will be overwritten by the last
time period entries. NOTE: do not click on this button
if you do not have entries to copy i.e. it is the first month, if you
do so you will loose any entries you have made.
Save Button: Will save the time recording to date.
Cancel Button: This will discard any changes you made since
the last save.
Submit: Clicking this will submit the timesheet for the
period. Once this is done you cannot enter any more time.
To see a full list of JAC activities click on the Projects tab.
To run reports on your past and current timesheets click on the
Reports tab.
User Reports
Select a report on your Timesheet Details or your Comments from the
left-hand menu.
Time Period: Select the time period you wish to cover at the
top of the screen. This can be for a set time period or over a period
of your choosing.
As you can only run reports on your own details, leave the other
boxes "Department", "Supervisor" and "User" as <All>.
Run Report: Click on the "Generate" button to run the
report.
Select Report Details: Click on the "Settings" button to
select which fields you would like in your report. Select or unselect
the boxes you require, and select if you wish the report details to be
grouped in any way. Then click on "Ok" to save your options. Click on
the "Generate" button to run the report with the new fields.
Note: All staff costings (staff cost from time) is being done
outside this system so any "billing" or cost information will display
as zero 0.
Export Details: To export the report details click on the
"Excel" button. This will generate a comma separated variable file
(.csv). You will be prompted by a File Download prompt to open or save
the file. If you click on "open" the file will (normally) open Excel
and display the details there.
Group Heads and Project Leaders can run reports on
their own Groups - all individuals irrespective of activities selected
- or on their own Projects (Activities) - all bookings irrespective of
the individual’s group. Timesheet reports give individual’s details.
Project reports give summary information for all JAC activities.
The Config option allows you to change the timesheet appearance by
selecting user preferences; allows you to change your password; and to
nominate another person to complete your timesheet if you are to absent
for some period of time.
Date Format: Change the date format as shown at the top of
the timesheet screen.
Number of records to display on each page: Change the number
of projects or activities displayed at a time.
Number of tasks listed in the task drop down List: Number of
activities listed if you use the drop-down box in the activity row on
the timesheet.
Format to display hours on a timesheet: Select Decimal to
enter minutes on your timesheet as decimal points e.g an hour and a
half will be 1.5; or in a HH:MM format e.g an hour and a half will be
1:30.
Timesheet Name Display: You can select options here if wish
to change the way the timesheet displays the activities. Click on "Full
Path Name" or "Full Path Code" to select or unselect the activity name
or code e.g. if only "Full Path Code" is checked the activity name will
not be displayed.
Weekly Days Off: Select or unselect the days you wish to have
coloured (dark blue) as days off. You can still book time to any day,
this just changes the appearance of the timesheet.
Click on the "Save Button" to save any changes to User Preference.
To change your password select "Change Password" from the left-hand
menu. Enter you existing password (your intial password is in the
Welcome email), and
enter your new password twice in the two boxes. Passwords can be
alpha-numerical but must be at least six characters long. Click on
"Change" to save the new password. If you forget your password contact
the Web TimeSheet Administrator.
If you wish to nominate another person who can complete a timesheet
on you behalf, select "Substitute Users" from the left-hand menu. This
should normally only be used if you are to be away for a long period of
time. You should of course get agreement from the individual before
nominating them as a substitute user!
Select your substitute user from the dropdown list of staff. Then
select the period that they will be acting as your substitute. Select
the permissions you are granting to your substitute. The system is not
(yet) set up for expenses or approvals so these options are not valid.
Click on "Add" to save your substitute user. You may nominate more than
one substitute.
When that person logs on in the substitute period they will be
offered the option to log on as themselves or as "you" in order to
complete either timesheet.
To leave Web Time click the Log Out button on the top right of the
timesheet screen.
If you have not saved the timesheet, you will be prompted to do so. If
you click "Cancel" here all changes will be discarded, this action
does not cancel the Log Out command.
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