Administrators Guide

Replicon
TimeAttend TimeCost TimeBill TimeOff WebExpense
ADMINISTRATORSGUIDE
Notices
19992012Replicon,Inc.Allrightsreserved. AllpartsofthisdocumentarethepropertyofReplicon,Inc.Nopartofthisdocumentmaybereproduced inanymannerwhatsoeverincludingmechanicalorelectronicmediasuchasdiskortape.Nopartofthis documentmaybetransmittedinanyformbyanymeanswithoutthepriorwrittenpermissionofReplicon, Inc. Replicon,WebResource,andWebTimeOffandassociatedlogosaretrademarksofReplicon,Inc. OtherproductorservicenamesmentionedinthisdocumentmaybetrademarksofReplicon,orofthere spectiveownersofthosetrademarks. ThisdocumentmayincludelinkstowebsitesnotownedormanagedbyReplicon,Inc.Notethateveryef forthasbeenmadeatthetimeofreleasetoensurealllinksprovidedarevalid.However,Repliconmakes noguaranteethatthelinkswillcontinuetobevalidinthefuture.Additionally,Repliconisnotresponsible fortheinformationincludedinthesewebsitesandprovidesnoguaranteesorwarrantiesregardingtheac curacyofthisinformation.
Revision03/05/12,8.27.1
TableofContents
Chapter1 Welcome..................................................................................................8
AboutReplicon ................................................................................................................................. 8 DocumentConventions .................................................................................................................... 8 ContactingSupport........................................................................................................................... 9
Chapter2
LearningaboutRepliconsFeatures........................................................10
UnderstandingtheBasicFeatures.................................................................................................. 10 HowTimesheetsWork .......................................................................................................... 10 HowOfflineTimesheetsWork .............................................................................................. 11 HowTimeOffWorks .............................................................................................................. 11 HowExpensesWork................................................................................................................ 12 HowProjectsWork................................................................................................................. 13 HowSchedulesWork .............................................................................................................. 13 AbouttheRepliconProducts.......................................................................................................... 14 RepliconProductFeatures ....................................................................................................... 15 OtherRepliconFeatures .......................................................................................................... 16
Chapter3
AccessingReplicon .................................................................................17
AccessingRepliconfromyourBrowser .......................................................................................... 17 NavigatinginReplicon .................................................................................................................... 17 AccessingtheOnlineHelp .............................................................................................................. 18 DisablingPopUpBlockersfortheRepliconSite ............................................................................ 19
Chapter4
OverviewofSettingUptheSystem ........................................................20
BeforeyouStart.............................................................................................................................. 20 RemovingtheSampleData(SaaSImplementations)............................................................... 20 SettingupReplicon......................................................................................................................... 20 WorkingwiththePreDefinedData......................................................................................... 21 AddingLargeAmountsofData ................................................................................................ 21 OncetheSystemisReady............................................................................................................... 21 RepliconSetupFlowChart.............................................................................................................. 23
Chapter5
CreatingDepartmentsandEmployeeTypestoOrganizeUsers...............24
ItemstoSetUpbeforeAddingDepartmentsorEmployeeTypes.................................................. 24 DecidingWhethertoEnableHierarchyFiltering ..................................................................... 24 SettingUpCustomFieldsforDepartmentsandEmployeeTypes ........................................... 26 CreatingDepartments .................................................................................................................... 27 DefiningEmployeeTypes............................................................................................................ 27
Chapter6
SettingUpTimesheetOptions ..............................................................28
ItemstoSetUpbeforeAddingUsersorEnteringTime.................................................................. 28 Required................................................................................................................................... 28 RequiredforPayroll ................................................................................................................ 28 RequiredforProjectCostingorBilling ................................................................................... 28 Optional ................................................................................................................................... 29 SelectingaTimeEntryMethod ...................................................................................................... 29 UnderstandingtheAvailableTimeEntryMethod ................................................................... 29 DecidingwhichTimeEntryMethodtoUse ............................................................................. 32 AssigningaTimeEntryMethodPermissiontoaUser ............................................................. 32 DefiningthePeriodEachTimesheetCovers................................................................................... 32 UnderstandingtheWeeklyEndofMonthTimesheetPeriod ................................................. 33 UnderstandingtheManualTimesheetPeriod......................................................................... 34 SpecifyingwhoApprovesTimesheets ............................................................................................ 34 SettingUptheApproverTypes ................................................................................................ 35 DefiningtheOrderofApproval................................................................................................ 36 SettingaDefaultApprovalPath............................................................................................... 36 SettingTimesheetSystemPreferences .......................................................................................... 36 SettingUpPayCodesforOvertime ............................................................................................... 36 SpecifyingthePayCodetouseforRegularHours ................................................................... 37 ConfiguringhowOvertimeisCalculated ........................................................................................ 37 SpecifyingifandwhenOvertimeshouldbeBanked................................................................ 38 DefiningtheMinimumorMaximumHoursthatareRequiredonaTimesheet............................ 39 SpecifyingwhenTimesheetsareDueandhowFarinAdvanceTimecanbeEntered ................... 40 ClassifyingTimeWorkedusingActivities....................................................................................... 40 SettingUpCustomTimesheetFields.............................................................................................. 41 DisplayingaMessageontheTimesheet ........................................................................................ 41
Chapter7
SettingUpTimeOffOptions..................................................................42
ItemstoSetUpbeforeAddingUsersorEnteringTimeOff............................................................ 42 Required................................................................................................................................... 42 Optional ................................................................................................................................... 42 DefiningPayCodesforTimeOff..................................................................................................... 42 DefiningtheTypesofTimeOffTakenandtheirSettings ............................................................... 43 SettingTimeOffSystemPreferences ............................................................................................. 44 SpecifyingwhoApprovesTimeOffBookings ................................................................................. 44 SettingUptheApprovers......................................................................................................... 44 DefiningtheOrderofApproval................................................................................................ 45 SettingaDefaultApprovalPath............................................................................................... 45 SettingUpCustomTimeOffFields................................................................................................. 45
Chapter8
SettingUpExpenseSheetOptions..........................................................47
ItemstoSetUpbeforeAddingUsersorEnteringExpenses........................................................... 47 Required................................................................................................................................... 47 RequiredforProjectCostingandBilling .................................................................................. 47 Optional ................................................................................................................................... 47 DefiningtheTaxesthatwillbeAppliedtoExpenses...................................................................... 48 SettingUptheTypesofExpensesthatwillbeIncurred ................................................................. 49 ChoosingwhichFieldsareAvailableonExpenseSheets................................................................ 50 SpecifyingwhoApprovesExpenseSheets...................................................................................... 50 SettingUptheApprovers......................................................................................................... 50 DefiningtheOrderofApproval................................................................................................ 51 SettingaDefaultApprovalPath............................................................................................... 51 DefininghowExpenseswillbePaidfor.......................................................................................... 52 SpecifyinghowQuicklyExpensesmustbeApproved .................................................................... 52 SettingUpCustomExpenseSheetFields ....................................................................................... 52 DisplayingaMessageontheExpenseSheet.................................................................................. 52
Chapter9
SettingUpAutomatedEmailReminders ...............................................53
ItemstoSetUptouseAutomatedEmailReminders .................................................................... 53 Required................................................................................................................................... 53 Optional ................................................................................................................................... 53 EnteringEmailServerSettings ...................................................................................................... 53 TestingyourEmailServerSetup ............................................................................................. 54 CustomizingEmailNotifications.................................................................................................... 54 SettingSystemPreferencesforNotificationsofOverdueItems .................................................... 54 SendingSpecialMessages .............................................................................................................. 55
Chapter10
SettingGeneralSystemOptions .............................................................56
ItemstoSetUpbeforeAddingUsersandProjects ........................................................................ 56 Required................................................................................................................................... 56 DefiningHolidays ........................................................................................................................ 56 CustomizingtheListofHolidayIcons....................................................................................... 57 SettingUpCurrencies ..................................................................................................................... 57 ChangingtheBaseCurrencyfromUSDollars .......................................................................... 57 SettingSecurityOptions ................................................................................................................. 58 SettingSystemWidePreferences .................................................................................................. 58 AdditionalSystemPreferences ................................................................................................ 58 EnablingDCAACompliance.......................................................................................................... 59 ControllingWhatUsersCanAccess................................................................................................ 59
Chapter11
AddingUsers..........................................................................................60
ItemstoSetUpbeforeAddingUsers ............................................................................................. 60 SettingSystemPreferencesforUsers ...................................................................................... 60 SettingDefaultUserPreferences............................................................................................. 60 SettingUpCustomFieldsforUserProfiles .............................................................................. 61 CheckingPreviouslyConfiguredItems ........................................................................................... 61 AddingUsers................................................................................................................................... 62 StandardversusExternalUsers.............................................................................................. 62 SettingUserOptions ................................................................................................................ 63 AddingMultipleUsersatOnce ................................................................................................ 66
Chapter12
CreatingClientsandProjects ................................................................67
ItemstoSetUpbeforeCreatingClientsandProjects .................................................................... 67 SettingSystemPreferencesforProjects .................................................................................. 67 SettingupCustomFieldsforProjectsorClients ...................................................................... 69 SettingProductivityTargetsandPreferences......................................................................... 69 SettingupyourClients ............................................................................................................. 70 AddingProjects............................................................................................................................... 70 CreatingtheProject ................................................................................................................. 71 SettingBillingRates.................................................................................................................. 71 SpecifyingwhowillWorkontheProject ................................................................................. 71 DefiningtheTaskStructure...................................................................................................... 72 SpecifyingwhichExpensescanbeClaimed ............................................................................. 73 AddingProjectsusingaTemplate............................................................................................ 73 ManagingProjects .......................................................................................................................... 74 ChangingMultipleProjectsatOnce......................................................................................... 74 AllowingClientstoAccessProjectInformation ....................................................................... 74 PostingNotesforProjects........................................................................................................ 75
Chapter13
AdministeringTimesheets,TimeOffBookings,andExpenses.................76
AdministeringTimesheets ........................................................................................................... 76 ChangingaTimesheetonceithasbeenApproved.................................................................. 76 ApplyingSystemChangestoanApprovedTimesheet............................................................. 76 AdministeringTimeOffBookings ................................................................................................. 77 ReviewingaUsersTimeOffBalance....................................................................................... 77 AdministeringExpenses................................................................................................................. 77 ChanginganExpenseSheetonceithasbeenApproved ......................................................... 78 ApplyingSystemChangestoanApprovedExpenseSheet ...................................................... 78
Chapter14
ReportingonandExportingtheData .....................................................79
ReportingonData .......................................................................................................................... 79 SettingupReportsforUsers .................................................................................................... 79
HowReportDataisAffectedbyHierarchyFilteringandaUsersPermissions ....................... 79 LocalversusGlobalEditing....................................................................................................... 79 DisplayingaCustomLogoinReports ....................................................................................... 80 ExportingData ................................................................................................................................ 80 ReportingandExportinginTimeCostandTimeBill ...................................................................... 80 TrackingProjectCosts .............................................................................................................. 80 BillingClients ........................................................................................................................... 80 ManagingProjectsinMicrosoftProject ................................................................................. 81 SendingProjectUpdates.......................................................................................................... 81 ReportingandExportinginTimeAttend ........................................................................................ 81 ExportingDatatoQuickBooks ................................................................................................. 81 ExportingPayDatatoADP....................................................................................................... 82
Chapter15
MaintainingtheSystem .........................................................................83
MaintainingSaaSImplementations................................................................................................ 83 ManagingSeats ........................................................................................................................ 83 MaintainingSelfHostedInstallations............................................................................................. 83 ManagingSeats ........................................................................................................................ 83 DeterminingwhichVersionyouareUsing............................................................................... 84 ReviewingtheStatusofyourLicense ...................................................................................... 84 FindingouthowmanyUsersareLoggedIn ............................................................................. 85 UpgradingReplicon.................................................................................................................. 85 SettingUpaDatabaseBackupSchedule.................................................................................. 85
AppendixA Glossary .................................................................................................87
CHAPTER1
Welcome
WelcometotheRepliconAdministratorsGuide.Thisdocumentisintendedtoguideyou,theRepliconad ministrator,throughtheprocessofsettingupandmanagingtheRepliconsystem.
AboutReplicon
Repliconisawebbasedapplicationdesignedtohelpyouandyourorganizationeffectivelymanagetime, timeoff,expenses,and/oremployeeschedules.WithReplicon,youremployeescanenterdataquicklyand easily,atanytime,andfromanywherewithInternetaccess.Oncesubmitted,itemsareautomaticallyfor wardedtotheappropriatesupervisorormanagerforapproval.Additionally,reportscanbegeneratedto trackdatasuchasprojectcosts,clientbillingtotals,productivityrates,and/orpayrolldetails. UnliketraditionalPCapplicationsorclientserverapplications,theonlysoftwarethatisrequiredoneach usersPCisastandardJavascriptenabledwebbrowser.Theapplicationisinstalledandrunsonyourweb server,oritcanbehostedbyReplicontoreduceyouradministrationandequipmentcosts.
DocumentConventions
Thisuserguideusesthefollowingconventions: Referencestootherareasinthedocumentareshowninitalicsandinbluetoindicateactivelinks internaltothedocument.Toautomaticallynavigatetothesectionbeingreferenced,selectthe link. Hyperlinkstowebsitesoremailaddressesareshownin blue and underlinedtoindicateactive linksexternaltothedocument.Toopenanewbrowserwindowtothewebsiteortosendane mailtotheaddress,selectthelink. Keyinformationishighlightedusingabluebackgroundforquickreference.Aniconisusedtoindi catethetypeofinformationbeingprovided,asfollows. The iconindicatesanote,whichprovidesareminderofanimportantrequirementor furtherdetailsonhowthesoftwareoperates. The iconindicatesawarningnotice.Warningspointoutfeaturesoractionsthatcan havenegativeresultsifusedincorrectly. The iconindicatesatiporhintdesignedtoassistyouinusingtheproductmoreeffi ciently.
Theonlinehelpsystemusesthesesameconventionsforeasyidentificationofimportant notes,warnings,andtips.
Welcome
ContactingSupport
IfyouwouldlikeassistanceconfiguringorusingReplicon,pleasecontactourCustomerSupportandImple mentationteamusingoneofthefollowingmethods: DirectPhone: 4032626519ext2 TollFreePhone: NorthAmerica: 18778622519ext2 Europe/NewZealand: 0080086225192ext2 Australia: 001180086225192ext2 Email: WebBasedForm: Fax:
support@replicon.com www.replicon.com/contact-support
4032338046
Welcome
CHAPTER2
LearningaboutRepliconsFeatures
ThischapterprovidesinformationonthefeaturesofferedinReplicon.Itisimportantthatyouarefamiliar withthefeaturessoyoucanmakeinformeddecisionswhensettingupthesystem.
UnderstandingtheBasicFeatures
Repliconprovidesmanyfeaturestomeetbothsimpleandcomplexrequirements.However,atthebasic level,Repliconallowsyouto: Tracktimeworked Tracktimeoff Trackexpenses Manageprojects Scheduleusertime Reportonandexportdataforanyoftheabove
Thefeaturesthatareavailabletoyouandyourusersdependsontheeditionyouhavepurchased,as explainedinAbouttheRepliconProductsonpage14.
HowTimesheetsWork
Repliconallowsyoutotrackthetimethatuserswork,asfollows: 1. Yousetuptimetrackingoptions,includingtheperiodthateachtimesheetshouldcover. 2. Anewtimesheetisautomaticallycreatedforeachuserwhenanewperiodstarts. 3. Dependingonthetypeoftimesheetbeingused,theusereither: Entersthedurationoftimetheyworkeachday(e.g.8hours) Entersthetimesthattheywork(e.g.8:00AMto12:00PM,and1:00PMto5:00PM) Punchesinandouttorecordwhentheystartandstopworking
IfusingTimeCostorTimeBill,theusercanchoosetheprojectandtaskthatwasworkedonduring eachtimesegment. IfusingTimeAttend,thesystemautomaticallycalculatestheusersovertime. 4. Oncetheperiodhasended,theusersubmitsthetimesheet. 5. Thetimesheetisautomaticallysenttooneormoreapprovers. 6. Theapproversapprovethetimesheet. 7. IfusingTimeCostTimeBill,thetimecanbeexportedforclientbilling(TimeBillonly)orcompared againstprojectestimates. IfusingTimeAttend,thetimedatacanbeexportedtoapayrollsystem,suchasADP.
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HowOfflineTimesheetsWork
IfauserdoesnothaveaccesstoReplicon,theycanenterandsubmittimeusingofflinetimesheets,as follows: 1. Anexternal,POP3compliantemailaddressisspecifiedforeachuser. 2. Usingabuttonintheirtimesheet,theuser,oranadministrator,requestsanofflineversionbesent tothataddress. 3. RepliconsendsthetimesheetasanHTMLformattachedtotheemail. 4. Theuserretrievestheemailandsavestheformtotheirlocalmachine. 5. Theuseropenstheforminawebbrowser,enterstheirtime,andsavestheform. 6. TheuserrequeststosendtheformbacktoReplicon,byselectingthebuttonintheform. 7. OncetheuserisagainconnectedtotheInternet,theformissenttoReplicon. 8. InReplicon,thetimesheetisnowfilledoutandcanbeviewedandsubmittedforapprovalasusual. Offline timesheets and offline expense sheets have the following constraints: Theclientmachinemusthavealocalemailclientinstalled. Theemailclientmustallowforsending/receivingattachments. TheyareonlysupportedbytheMicrosoftInternetExplorerbrowser,version6.0or7.0. IfusingMicrosoftOutlook,theMailFormatmustbesettoPlainText(notHTML) TheyarenotavailableforthoseusingIntegratedWindowsAuthentication.
HowTimeOffWorks
Automaticaccrualsandresets Timeoffbookings Timeoffentryonthetimesheet
InTimeAttend,youcantrackthetimeoffowedtoandtakenbyusers.Repliconprovidesthesefeatures:
AutomaticAccrualsandResets
Repliconcanbeusedtotracktheamountoftimeoffemployeesearn,asfollows: 1. Youdefineanumberoftypesoftimeoff,tocategorizethetimeofftakenbyusers. 2. Yousetaccrualandresetpoliciesforeachtimeofftype,foreachuser. 3. Theusersbalanceisautomaticallyadjustedbasedontheaccrualandresetpolicies. The Time off in Lieu time off type cannot accrue time. Instead, time off is accumulated against this type through banking of overtime hours. For more information on how Replicons banked time functionality works, refer to ConfiguringhowOvertimeisCalculated on page 37.
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BookingTimeOff
Fortimeoffrequiringadvanceapproval,Repliconallowsuserstobooktimeoff,asfollows: 1. Auserrequeststimeoffbysubmittingatimeoffbooking,withtheappropriatetimeofftypese lected. 2. Oncethebookingissubmitted: Theusersbalanceisreducedbytheamountoftimeoffrequested. Thebookingisautomaticallysenttooneormoreapprovers. Thebookingisdisplayedintheuserstimeoffcalendar.
3. Theapproversapprovethebooking. 4. Thebookingisdisplayedinotheruserstimeoffcalendars,iftheyhavepermissiontoviewothers bookings. 5. Iftimeoffisbeingtrackedasexceptiontime,thedatacanbeexportedtoapayrollsystem. Ifauserisusingatimesheet,anybookingswillalsobeshownontheirtimesheet.Thebookingmustbe approvedbeforethetimesheetcanbeapproved.
RecordingTimeOffintheTimesheet
Iftimeoffdoesnotrequireapprovalaheadoftime,Repliconprovidesuserstheabilitytorecordtimeoff directlyintheirtimesheet,asfollows: 1. Auseraddsatimeoffrowtotheirtimesheet,selectsatimeofftype,andenterstheamountof timeofftaken. 2. Thetimeoffisdisplayedintheuserstimeoffcalendar. 3. Theusersubmitsthetimesheet,onceallthetimeforthatperiodhasbeenentered. 4. Theusersbalanceisreducedbytheamountoftimeoffentered. 5. Thetimesheetisautomaticallysenttooneormoreapprovers. 6. Theapproversapprovethetimesheet.Thetimeandtimeofffromthetimesheetcanbeexported toapayrollsystem,suchasADP.
HowExpensesWork
WithalicensefortheWebExpensemodule,youcantracktheexpensesincurredbyWebExpenselicensed users,asfollows: 1. Auserfillsoutandsubmitsanexpensesheet,uploadinganyavailablereceipts.IfusingTimeCost orTimeBill,theusercanchoosewhichprojector,asof8.24.13,taskeachexpensewasassociated with. 2. Theexpensesheetisautomaticallysenttooneormoreapprovers. 3. Theapproversapprovetheexpensesheet. 4. Thefinancedepartmentcanreimbursetheuserbasedontheapprovedexpensesheets. 5. IfusingtheTimeCostorTimeBill,theexpensescanbeexportedforclientbilling(TimeBillonly)or reviewedagainstprojectestimates.
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Offlineexpensesheetsarealsoavailablewhenusersareawayfromtheoffice.Offlineexpensesheetsfol lowthesameprocessoutlinedinHowOfflineTimesheetsWorkonpage11.
HowProjectsWork
TimeCostandTimeBillallowyoutodefineprojectstoentertimeagainst,asfollows: 1. AprojectmanageraddsaprojecttoReplicon,specifyingtheclienttheprojectisbeingcompleted for,ifapplicable. 2. Theprojectmanagerspecifieswhowillbeworkingontheproject. 3. IfyouhaveTimeBillandtheprojectisbeingbilledtoaclient,theprojectmanagersetsthebilling ratesfortheproject. 4. Theprojectmanagercreatestaskswithintheprojectandentersestimates. 5. IfyouhaveaWebExpenselicense,theprojectmanagerspecifieswhichexpensescanbeclaimed undertheproject. 6. Whenenteringtimeontheirtimesheet,usersworkingontheprojectallocatetheirtimeagainst theprojectandtask.Usersalsoselecttheprojectwhenenteringexpenses. 7. ThecostsandinTimeBill,billingchargesassociatedwiththetimeandexpenses(ifapplicable) areautomaticallycalculatedbythesystem. 8. Ifapplicable,timeandexpensescanbeexportedforclientbilling.Additionally,theprojectmanag ercanperiodicallyreviewtheactualcostsagainsttheestimates,toensuretheprojectisontrack.
HowSchedulesWork
WithaWebSchedulelicense,youcancreateschedules,andapplythemtootherlicensedWebSchedule users.Typically,youassignrepeatingschedules(knownastemplates)toeachuser,foraspanoftimeyou specify.However,youcanalsomakeonetimeonlychangestoausersmasterschedulethatoverrideany templatesthatareineffect. Whencreatingoreditingaschedule,youcanspecifywhichactivitiestheusershouldbeworkingonduring thescheduledtime.However,WebScheduledoesnotyetallowuserstobescheduledagainstparticular projectsortasks.
AbouttheSchedulingProcess
Thebasicprocessforcreatingandapplyingschedulesisasfollows: 1. Assignschedulingpermissionstousers. 2. Createandpublishaschedule,eitherbyaddingatemplateorbymanualediting. 3. Assignanytemplatesyoucreatedtotheappropriatescheduleusers,fortheapplicabledaterang es. 4. Modifyandrepublishschedules,andcreateandassignnewtemplates,asrequired.
UsingScheduleswithTimesheetUsers
Ifyourscheduleusersalsousetimesheets:
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Youcanchoosetoallowtimesheetuserstoprepopulatetheirtimesheetwithscheduledtimes andactivities
Youcanrequireuserstoentertimesandactivitiesthatmatchtheirscheduledvaluesintheirtimesheet.
AbouttheRepliconProducts
Repliconhasfivelicensebasedproductmodules.Eachcanbepurchasedasafullyintegratedmoduleof Replicon,orasastandaloneproduct. TimeAttend TimeCost TimeBill TimeOff WebExpense Purchaseanyproductasastandaloneversion(forexample,justthe TimeCost,orjustWebExpense)orcombineanytwo,three,four,or fiveproductswithinasingleimplementationtocreateaversionthat meetsyourneeds
Youcanpurchaseanycombina tionoftheseproducts
Youcanaddasmanyseatsasyou Forexample,youcanpurchase100TimeAttendseatsand30Time needforeachproduct Billseatsand10WebExpenseseatsforyourimplementation Youcanassigndifferentseatsto differentusers Forexample,ifyouhavehourlyemployeeswhoenterhoursforuse inpaycalculations,youcanpurchaseandassignthemTimeAttend seats.Ifyoualsohavesalariedemployeeswhoonlyrequiretime trackingtobillclients,youcanpurchaseandassignthoseworkers TimeBillseats. Forexample,ifyourITdepartmentneedstotracktheirtimeoffand theirtimeworkedagainstprojects,buttherestofyouremployees onlytracktheirtimeoff,youcanassignmembersoftheITdepart mentbothTimeOffandTimeCostseats
Youcanassignmultipleseatsto eachuser
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RepliconProductFeatures
Refertothetablebelowforadescriptionoftheprimaryfeaturesofeachproduct. TimeAttend TimeAttendatrackstimeforuseinpayrollprocessingandatten dancemonitoring,andincludes: TimeCost Anumberoftimesheetformatstomeetavarietyoftime trackingneeds Customizableovertimeandtimesheetvalidationrules, includingtimebankingfunctionality TransferoftimedatatoADPorQuickBooksforpayrollpur poses Timeofftrackingfunctionality Detailedtimeandpayrollreports
TimeCosttrackstimeandmoneyspentonprojects,andincludes: Timetrackingagainstsimpleorcomplexprojects,withup totentasklevelsavailable Anumberoftimesheetformatstomeetavarietyoftime trackingneeds Detailedprojectcostingreports
TimeBill
TimeBillincludesallfeaturesofTimeCost,plusthefollowing: Productivitytrackingattheuser,department,andcompany level EasyintegrationwithMicrosoftProjectandQuickBooksfor projectmanagementandbillingpurposes Detailedbillingreports
TimeOff
TimeOffbtracksandmanagesemployee timeoff,andincludes: Timeofftracking,includingautomaticaccrualsandbalance tracking Detailedtimeoffreports
WebExpense
WebExpensetracksemployeeexpenses,and: Canbeusedeitherasastandaloneapplication,orinseam lesscombinationwithTimeCostorTimeBill WhenusedwithTimeCost,isusedtotrackexpenses relatedtointernalprojects WhenusedwithTimeBill,isusedtotrackclientbillable expenses Includesdetailedexpensereports
a. If you need scheduling functionality, you can add Web Schedule to TimeAttend. Web Schedule allows you to create and assign user schedules and monitor adherence to those schedules. b. TimeOff is included by default with any TimeAttend license.
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OtherRepliconFeatures
Inadditiontoitstimesheet,timeoff,expensetracking,andschedulingfunctionality,Repliconprovidesthe following:
Notifications Set customizable automatic e-mail reminders to be sent when items are due Flexible approvals Set customizable automatic e-mail reminders to be sent when items are due Offline access Define customizable approval paths, with multiple approver levels available Currency support Enter expense, billing, and payroll data in any number of currencies, with automatic conversions based on exchange rates you specify User defined fields Create custom fields to track information specific to your organization Hierarchical departments Organize users in department hierarchies that reflect your organizations structure Security features Utilize security options, including support for a number of authentication methods and password requirements Substitute users Provide another user access to enter and approve items on your behalf Flexible permissions Customize permission levels to control what actions users can take and what features they can access External users Provide limited system access to users external to your company, if using TimeCost or TimeBill Remote API Access your Replicon data and create custom integrations with third party software using Replicons RepliConnect API. Refer to the RepliConnect documentation on the Replicon website for information on how to enable, access, and use RepliConnect. Update notifications Be notified whenever Replicon updates are available, if using a self-hosted version Backup utility Protect your data easily by using Replicons database backup utility, if using a SQL Server database and a self-hosted version.
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CHAPTER3
AccessingReplicon
OnceaSaaSimplementationofRepliconhasbeencreatedforyou,orRepliconhasbeeninstalledonaserv erwithinyourorganization,youcanaccessRepliconusingtheadminaccountthatisautomaticallysetup duringinstallation. ForinformationoninstallingRepliconorthesystemrequirementsnecessarytouseaselfhostedver sionofReplicon,pleaseseetheReplicon Installation Guide.ThesystemrequirementsforSaaSver sionsareavailableathttp://www.replicon.com/webtimesheetsystemrequirements.
AccessingRepliconfromyourBrowser
YoucanaccessRepliconusingawebbrowseronyourlocalcomputeroronacomputeroutsideyouroffice network,providingyouhaveInternetaccess. ToaccessRepliconfromacomputeroutsideyournetwork, thecomputermusthaveTCP/IPnetworkaccesstoyourorganizationswebserver. TorunRepliconfromawebbrowser: 1. OpenyourbrowserapplicationandentertheURLforRepliconinthewebaddressfield. ThoseusingtheSaaSimplementationcanaccessRepliconthroughtheCustomerLoginsec tionofwww.replicon.com. 2. IfyouareusingIntegratedWindowsauthentication,youwillbeautomaticallyloggedin.Other wise,theRepliconloginpageisdisplayed.Entertheloginnameadminandtheappropriatepass word,andselecttheEnterbutton. 3. Toensurefullfunctionalityoftheapplication,youshouldallowpopupsfortheRepliconwebsite. Forinformationonhowtodisablepopupblockers,refertoDisablingPopUpBlockersfortheReplicon Siteonpage19. IfyouhaveproblemsaccessingRepliconfromoutsideyournetwork,contactyournetworkadminis trator.
NavigatinginReplicon
UsetheRepliconmenubaratthetopofthepagetonavigatethroughtheapplicationbasedonthetypeof workyouaredoing.WhensettingupReplicon,themajorityoftheworkwillbedoneintheAdministration section.
AccessingReplicon
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Onceyouhaveselectedanitemfromthetopmenubar,thatsectionofReplicondisplays.Amoredetailed menuoffeaturesavailablewithinthatsectionisprovidedontheleftsideoftheapplication.Clickonthe headingofeachmenutoopenorcloseit.
AccessingtheOnlineHelp
Repliconincludesanonlinehelpsystemthatprovidescomprehensiveinformationonusingthesoftware. Ifyouneedmoreinformationwhilesettingupyoursystem,refertotheonlinehelp. Toaccesstheonlinehelp,clicktheWelcomelinkintheupper,righthandcorneroftheapplication,and thenselectHelpfromthedropdownlistthatdisplays.
Iftheonlinehelpwindowdoesntlaunchautomatically,youmayhavetoallowpopupsinyourbrowser. RefertoDisablingPopUpBlockersfortheRepliconSiteonpage19forinformationonhowtodothis. WithinReplicon,ifthe latedtothatfield. iconisshownnexttoafield,clicktheicontoaccesshelpinformationre
AccessingReplicon
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DisablingPopUpBlockersfortheRepliconSite
Toensurefullfunctionalityoftheapplication,youshoulddisablepopupblockersfortheRepliconwebsite. ToallowpopupswithinReplicon: IfyouareusingMicrosoftInternetExplorer: a. SelectTools>PopupBlocker>PopupBlockerSettings b. EntertheRepliconURLinthefieldprovided. c. SelecttheAddbutton,andthentheClosebutton,andthentheOKbutton. IfyouareusingMozillaFirefox: a. SelectTools>Options. b. SelecttheContenticon. c. SelecttheExceptionsbuttonnexttotheBlockpopupwindowscheckbox. d. EntertheRepliconURLinthefieldprovided. e. SelecttheAllowbutton,andthentheClosebutton,andthentheOKbutton. IfyouareusingGoogleChrome: a. Selectthe icon. b. SelectUndertheHoodfromthesidemenu. c. InthePrivacysection,selectContentsettings.... d. InthePopupssection,selecttheAllowallsitestoshowpopupsoption. e. Or,clickManageExceptions,andaddyourRepliconURL(typicallyna1.replicon.com)and theHelpURLaspopupexceptions(download1). Ifyouuseanotherpopupblockingapplication,refertothatapplicationsdocumentationforinformation onhowtodisablepopupblockingforaspecificsite. Allofyourusersshouldcompletethissteponcetheybeginusingthesystem.
AccessingReplicon
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CHAPTER4
OverviewofSettingUptheSystem
ThischapterprovidesanoverviewofthestepsrequiredtosetuptheRepliconsystem,andincludesinfor mationonadministrativetasksyoumayneedtocarryoutoncethesystemisinuse.
BeforeyouStart
BeforeyoubeginimplementingReplicon,youwillneedtogathersomeinformationabouthowthesystem willbeusedinyourorganization.Whileyoucanmakechangeslater,havingmoreinformationattheoutset willsimplifythesetupprocess. Examplesofinformationyoumay need Examplesofpeopleinyourorga nizationyoumayneedtoconsult Whattypesofuserswillbeaccessingthesystem Whatsystemfeaturestheywillbeusing Howoftentimeneedstobecollected Howusersarepaid,includinghowovertimeiscalculated Howusersearntimeoff Theprocessesthatshouldbefollowedforapprovals Howprojectswillbesetupandclientsbilled Whatsecuritypoliciesmustbefollowed PayrollManager FinanceManager ApprovingSupervisor ProjectManager IT/ISManager
RemovingtheSampleData(SaaSImplementations)
WhenevaluatingReplicon,ifyouenteredcompanydatathatyouwouldliketoretain,youcanremovethe sampleevaluationdata(ifyouusedit)byfollowingtheinstructionsprovidedinRemoving the Sample Data ManuallyinRepliconsonlinehelp.Thiswillleaveyourcompanydataintact. Ifyoudontneedtoretainyourtestdata,youcansimplyremovealldatabeforeimplementingyoursys tem.Todothis,selectClearontheManageAccountpage.
SettingupReplicon
YoucanusetheRepliconAdministratorsChecklisttohelpyoukeeptrackofwhichtasksyouhave completed.Thischecklistisavailableat:http://download1.replicon.com/docs/wts/SetupChecklist.pdf. AfulllistofthestepsrequiredtosetupRepliconisavailableinthe RepliconSetupFlowChartonpage23.In general,beforeuserscanstartenteringtime,timeoff,orexpenses,orcreatingschedules,youmust: 1. Configureapplicableuserrelatedoptions.
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Thesemayincludesuchoptionsasdepartmentandemployeetypes,timesheetoptions,timeoff options,expenseoptions,andautomatedemailremindersettings 2. Setgeneralsystemoptions. 3. Definepermissionprofilestolimitwhatfeaturesandactionsareavailabletousers. 4. Addauserforeachemployeewhowillbeusingthesystem. 5. Assignusersoptions,permissions,andlicenseseatsbasedonwhattheyllbeusingthesystemfor. 6. Createprojectsforuserstoentertimeand,ifapplicable,expensesagainst,ifusingTimeCostor TimeBill Isthesetuporderimportant? Yes,thesetupordershouldbefollowedbecausemanystepsinthesetupprocessaredependenton others.Forexample,tocreatetimesheetperiodsbasedondepartments,youmustfirstdefinede partmentssothatdepartmentswillbeavailableforselectionwhendefiningthetimesheetperiods.
WorkingwiththePreDefinedData
TohelpyougetRepliconupandrunningasquicklyaspossible,manyadministrativeitems(suchasemploy eetypes,permissionprofiles,andapprovertypes)havebeengivenpredefinedvalues. Ifthepredefinedoptionsmeetyourneeds,youcanskipconfiguringthoseitems.Or,youcanedit,delete, oraddtothepredefinedvaluessothattheymeetyourrequirements.
AddingLargeAmountsofData
ThesefeaturescanhelpyoutoquicklyaddlargeamountsofdatatoReplicon: RepliconsCSVImportfeature,whichletsusersimportUser,Project,andExpensedatafrom withinReplicon QuickAddfeature,whichletsyoutoaddanumberofusersatonce,usingagridformatfor enteringtheirdetails BasedOnfunctionality,whichgivesyoutheoptionofbasingnewusers,permissionprofiles,and projectsonexistingones Repliconsimportutility,whichallowsyoutoimportCommaSeparatedValue(CSV)filescontain ingyourdata(seeRepliconsData Import Utility User Guide). Theimportutilityisonlydirectlyaccessibleforselfhostedusers.However,ifyouareaSaaS userandwanttoimportviathisutility,contactRepliconSupport.Theymaybeabletoupload CSVstoyourSaaSinstanceforyou.
OncetheSystemisReady
WhenRepliconsetupiscomplete,youcantrainyouruserssotheycanbeginusingthesystem.OnceRep liconisinuse,youmayneedtocompletethefollowingtasks: Addnewlicenseseats Performregularbackups UpgradeRepliconwhennewfeaturesorbugfixesbecomeavailable(selfhostedonly)
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Administertimesheets,timeoffbookings,andexpenses Runreportstocheckprojectcosts,billingamounts,andpayrolltotals Exportdatatoothersystemsforpayroll,projectmanagement,orbillingpurposes
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RepliconSetupFlowChart
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CHAPTER5
CreatingDepartmentsandEmployeeTypestoOrga nizeUsers
Thischapterexplainshowtosetupdepartmentsandemployeetypes,whichwillbeusedtoorganizeand categorizeusers.Thisstepmustbecompletedbeforesettinguptimesheetoptionsoraddingusers.
ItemstoSetUpbeforeAddingDepartmentsorEmployeeTypes
Beforeaddingdepartmentsoremployeetypes,thefollowingmustbeconfigured: ItemtoConfigure System Preference for Hierarchy Filtering User Defined Fields HowitsUsed Page
Controls whether users can see data for de- 24 partments outside their branch of the organizational structure Required if you wish to capture additional, custom information for each department or employee type
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DecidingWhethertoEnableHierarchyFiltering
Youshouldconsiderenablinghierarchyfilteringifyouwanttolimitusers'visibilityandaccesstodepart ments,projects,andotherusersbasedontheirplacementwithintheorganization'shierarchy. Someexamplesofwhyyoumaychoosetousehierarchyfilteringare: Thereareanumberofusersadministeringthesystem,suchasoneforeachbusinessunit.Hierar chyfilteringwill,forexample,preventtheadministratorfromBusinessUnitAfrombeingableto viewandeditdetailsforusersinBusinessUnitB. Youhaveanumberofprojectmanagersandwanttopreventthemfromaddingusersfromother departmentstotheirteam. Youwanttoallowadepartmentmanagertoreportondataforeveryoneintheirdirectdepart ment,plusthoseinthesubdepartments,butwanttopreventthemfromreportingonhigher leveldepartments.
Hierarchyfilteringcanbeenabledat:
Administration > System > System Preferences > Security section
CreatingtheHierarchy
AhierarchyisdefinedbycreatingandorganizingdepartmentswithinReplicon.Thetoplevelofthehierar chyis,bydefault,labeledCompany.Thedepartmentsusersareassignedtoindicatestheirplacementin thehierarchy.
CreatingDepartmentsandEmployeeTypestoOrganizeUsers
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HowHierarchyFilteringAffectsUsers
Userscanonlycompletetheactionsmentionedbelowiftheyareassignedapermissionthatallows forit.RefertoSettingUpPermissionProfilesinRepliconsonlinehelpforinformationonhowtocre atepermissionprofilesandassignthemtousers.Thistopicisavailableat:
http://download1.replicon.com/docs/help/replicon_help.htm#Setup/Users-Departments/ Setting_Up_Permission_Profiles.htm
DepartmentVisibility
Whenhierarchyfilteringisenabled,thefollowingdepartmentrelatedlimitationsareplacedoneachuser: Userscanonlyviewandedittheirdepartmentandtheirdepartment'ssubdepartments. Userscanonlyadddepartmentsassubdepartmentstotheirdepartment. Whenaddingoreditingauser,onlytheuser'sdepartmentanditssubdepartmentscanbe assignedtothenewuser.
ProjectVisibility
WhenhierarchyfilteringisenabledinTimeCostorTimeBill,thefollowingprojectrelatedlimitationsare placedoneachuser: Userscanonlyview,add,andeditprojectsintheirdepartmentandtheirdepartment'ssub departments. Whenaddingoreditingaproject,theprojectcanonlybemadevisibletotheuser'sdepartment anditssubdepartments.Onlyuserswithinthevisibledepartmentscanbeassignedtotheproject teamortotasksintheproject.
UserVisibility
Whenhierarchyfilteringisenabled,thefollowinglimitationsrelatedtootherusersareplacedoneachus er: Userscanonlyview,add,andeditusersintheirdepartmentandintheirdepartment'ssubdepart ments. Whenaddingoreditingauser,onlyusersinthedepartmentorsubdepartmentsoftheuserdoing theaddingorediting(thecurrentlyloggedinuser)canbeselectedastheirsupervisor. Userscanonlyviewhistoricaldatafortheusersintheirdepartmentanditssubdepartments.
Forinformationonhowreportsareaffectedbyhierarchyfiltering,seetheonlinehelp.
VisibilityandMultipleDepartmentAssignments
Ausercanhavemorethanonedepartmentassignedtothem,thusexpandingtheirvisibilitywithinthesys tem.Whenmorethanonedepartmentisassignedtoauser,theabovelimitationsapplytoeachdepart ment.Forexample,ifauserisassignedDepartment AandDepartment B,theywillbeabletoviewandedit usersinDepartment AanditssubdepartmentsandwillalsobeabletoviewandeditusersinDepartment Banditssubdepartments.ThisoccursregardlessofwhetherDepartment AandDepartment Bareinthe samebranchofthehierarchy.
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HierarchyFilteringandPermissions
Permissionscontrolwhatfeaturesauserhasaccesstoandwhatactionstheycantake,whilehierarchyfil teringcontrolswhatdataauserhasaccessto.Thetwocanbeusedinconjunctiontoincreasesecuritywith inyourRepliconimplementation. Forexample,auser'spermissionscontrolwhethertheycaneditprojects,buttheuser'splaceinthede partmenthierarchycontrolswhichprojectsarevisibletotheuser.Withthecombinationofpermissions andhierarchyfiltering,theusercaneditprojects,butonlythoseprojectsvisibletothem.Ifhierarchyfil teringisnotenabled,theuserhasaccesstoeditanyprojectdefinedinthesystem.Conversely,iftheuser's permissionsdonotincludetheabilitytoeditprojects,theywillnotbeabletoeditanyprojects,including thosevisibletothembasedontheirdepartment.
ExcludedfromHierarchyFiltering
Afewitemsarenotaffectedbyhierarchyfiltering,meaningtheuser'sassigneddepartmentshavenoeffect ontheuser'svisibilitytothefollowing: Administrationitems AlloftheconfigurableitemsintheAdministrationmenu,excludingUsersandDepartments,are visibletoalluserswhohavebeenprovidedaccessintheirassignedpermissions. Approvals Ifauserisincludedinanapprovalpath,theywillbeabletoseethecompletetimesheet,expense sheet,ortimeoffbookingwhenapprovingtheitem.Thedatadisplayedforapprovalwillonlybe basedontheirassignedpermissions,notonthedepartmentsassignedtothem.However,asa user'ssupervisorisoftenconfiguredasanapprover,rememberthathierarchyfilteringdoeslimit whocanbechosenasasupervisor.
SettingUpCustomFieldsforDepartmentsandEmployeeTypes
Ifyouwanttotrackinformationbeyondthebasicdepartmentandemployeetypefields,youshouldcreate userdefinedfields.Foreachuserdefinedfieldyoucreate,youcanenterinformationinthatfieldwhen addingadepartment/employeetype. Youdonothavetocreateuserdefinedfieldsbeforeaddingdepartmentsandemployeetypes.Ifyoudecide laterthatyouneedtotrackadditionaldetails,youcansetupuserdefinedfieldsandeditexistingdepart mentsandemployeetypestoassignavalueforthosefields. Departmentuserdefinedfieldsareconfiguredat:
Administration > Users/Departments > User Defined Fields > Department tab
Employeetypeuserdefinedfieldsareconfiguredat:
Administration > Users/Departments > User Defined Fields > Employee Type tab
Foreachfieldyoucreate,youcanspecify: 1. Thenameofthefield,asitwillappearforthedepartment/employeetype 2. Thetypeoffield,asdetailedinTypesofUserDefinedFieldsAvailableonpage27 3. Restrictionsonthevaluesentered,suchasminimumormaximumvaluesorthemaximumlength ofthefield.Theavailablerestrictionsdependonthetypeoffield. 4. Thedefaultvaluetoshowwhenaddingadepartment/employeetype,ifany
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5. Whetheryouarerequiredtoenteravalue
TypesofUserDefinedFieldsAvailable
Thefollowingtypesoffieldscanbecreated: Type Date Description Adate,eithertypedinthefieldorselectedfromacalendar.Thede faultdatecanbeeitheraspecificdate,oryoucanusetheformula $Todaytodefaultthedatetotodaysdate Anumericvalue,possiblywithdecimals Apredefineddropdownlisttheusermustselectfrom Freeformattext,withamaximumnumberofcharactersallowed
Number Drop-down Text
CreatingDepartments
Youcanusedepartmentstoorganizeusersbyhierarchicalstructure,geographicregions,orfunctional groupswithinyourorganization.Userscanbeassignedtooneormoredepartmentsand,ifhierarchyfil teringisenabled,auser'sdepartmentassignmentslimitthatuser'saccesstootherusers,departments, andprojects. Departmentsshouldbeaddedfromthetopoftheorganizationalstructuredown,andcanbeconfiguredat:
Administration > Users/Departments > Departments
Foreachdepartmentyoucreate,youmustspecify: 1. Theparentdepartment 2. Thenameofthenewdepartment 3. Thevaluesforanycustomfieldsyoudefined Youcandraganddropdepartmentstomovethemaroundtheorganizationalstructure.
DefiningEmployeeTypes
Employeetypescanbeusedtogroupusersalonganycriteriayouchoose.Eachuser'sassignedemployee typecanbeusedtofilterorgroupdatainreports.Employeetypesareonlyrequirediftheperiodthata timesheetcoversvariesbyuser,andisnotbasedontheirdepartment. Employeetypesaredefinedat:

Administration > Users/Departments > Employee Types
Foreachemployeetypeyouaddoredit,youmustspecify: 1. Thename,whichwillbeusedwhenassigningatypetoauser 2. Thevaluesforanycustomfieldsyoudefined
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CHAPTER6
SettingUpTimesheetOptions
Thischapterprovidesinformationonhowtosetupthesystemsotimecanbeenteredandtracked,asde tailedinHowTimesheetsWorkonpage10.Thesestepsmustbecompletedbeforetimesheetuserscanbe added.
ItemstoSetUpbeforeAddingUsersorEnteringTime
Required
Beforeaddingusersandallowingthemtoentertime,thefollowingmustbeconfigured: ItemtoConfigure Timeentrymethod TimesheetPeriods ApproverTypesand ApprovalPaths SystemPreferences (TimesheetScreen) HowtheyreUsed Defineswhatformatisusedtorecordtime Page
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Defineshowmuchtimeeachtimesheetcovers 32 and,therefore,howoftentimeissubmitted Defineswhoapproveseachtimesheet

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Requiredonlyifuserswillneedtoentermore 36 than24hoursinaday,orifsignaturelines shoulddisplayonprintedversionsof timesheets.Alsospecifieshowcolumnsaredis playedontimesheetsinTimeCostorTimeBill.
RequiredforPayroll
IfyouhaveaTimeAttendlicenseandusersareenteringtimeforpayrollpurposes,thefollowingmustalso beconfigured: ItemtoConfigure PayCodes OvertimeRules ValidationRules HowtheyreUsed Specifiestheamountthatispaidforovertime Defineshowovertimeiscalculatedandpaid Page
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Specifiestheminimumormaximumnumberof 39 hoursrequiredtobeenteredonatimesheet
RequiredforProjectCostingorBilling
IfyouhaveTimeCostorTimeBillandaretrackingtimeforprojectcostingorbilling,projectsmustbecon figuredbeforeusersentertime,asdetailedinChapter12,CreatingClientsandProjectsonpage67.
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Optional
Youcansetupthefollowingtimeentryfeaturesatanytime: ItemtoConfigure Due/EndDates HowtheyreUsed Page
34 Determineshowsoontimesheetsneedtobe submittedandapproved,andhowfarinad vancetimecanbeentered(defaultsarealready inplace)
Activities
Toclassifytimeworked,forreportingpurposes. 40 Whenusedwithprojects,activitiesallowyouto defineglobaltaskswithoutaddingthemto eachproject.AvailableonlywithTimeAttendor TimeBill. Tocaptureadditional,custominformationon thetimesheet Todisplayamessageonthetimesheettore mindusersofimportantinformation,suchas thedeadlineforsubmission
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UserDefinedFields Disclaimers
SelectingaTimeEntryMethod
Repliconallowsuserstoentertimeusinganumberoftimesheetstyles.Auserstimeentrymethodiscon figuredwithintheirassignedpermissiontype.Therefore,youcanassigndifferenttimeentrymethodsto differentusers. Forinformationoneachofthetimeentryoptions,refertoUnderstandingtheAvailableTimeEntry
Methodbelow.
Forhelpdecidingwhichoptionisrightforyou,refertoDecidingwhichTimeEntryMethodtoUseon page32. Forinformationonassigningtimeentrytypepermissions,refertoAssigningaTimeEntryMethod PermissiontoaUseronpage32.
UnderstandingtheAvailableTimeEntryMethod
Therearefourtimeentryoptionstochoosefrom.Youcanassignusersoneofthefollowingtimeentry methods: Standardtimesheet InOuttimesheet StandardtimesheetORInOuttimesheet,astheuserprefers LockedInOuttimesheet
Eachoftheseoptionsisdescribedfurtherinthesectionsthatfollow.
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StandardTimesheet
IfauserisassignedaStandardtimesheet,theyenterthedurationoftimetheyworked.Thecomplete timesheetperiodisshownononepage.
InOutTimesheet
IfauserisassignedanInOuttimesheet,theyenterthetimetheystartandstopworkingandRepliconwill automaticallycalculatetheduration.Or,theusermayenterthestarttimeandtheduration,andReplicon willdeterminetheirstoptime.Eachdaywithinthetimesheetperiodisshownonitsownpage.
LockedInOutTimesheet
IfauserisassignedaLockedInOuttimesheet,theypunchinandoutwhentheystartandstopworking. Userscannoteditthetimetheyhaveentered.Eachdaywithinthetimesheetperiodisshownonitsown page.
TheLockedInOuttimesheetisusefulinsystemsthat,forauditandaccountabilitypurposes,requirean accurate,noneditablerecordoftimeworkedbyemployees.
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StandardORInOutTimesheet
IfauserisassignedaStandardorInOuttimesheet,theycanchoosetouseeitherofthosetimesheet types,andmayswitchbetweentypesatanytimebymodifyingtheirpersonalsettings.
Timecard
Anadditionaloption,timeentrythroughtimecard,isavailablewithaTimeAttendlicense.Ifauserisas signedatimecard,theypunchinandoutwhentheybeginandendwork. However,ifyourequireanoneditablerecordoftimeworked,itisrecommendedthatyouusetheLocked InOuttimesheet.ByusingtheLockedInOuttimesheetinsteadofthetimecard,thesamefunctionality willbeavailabletousers,butapprovals,overtimecalculations,andmorecomprehensivereportingwillbe availabletoadministrators. UserscanuseatimecardandaStandardtimesheetinconjunction.However,thedataenteredin timecardsisNOTautomaticallycopiedtotimesheets,norvisaversa.
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DecidingwhichTimeEntryMethodtoUse
Thechartbelowmayassistyouindecidingwhichtimeentrymethodbestsuitsyourrequirements.For moreinformationoneachofthetimeentrymethods,refertoUnderstandingtheAvailableTimeEntryMethod onpage29.
UserscanbegiventheoptionofusingeithertheStandardorInOuttimesheet,asexplainedinStan
dardORInOutTimesheetonpage31.
AssigningaTimeEntryMethodPermissiontoaUser
Eachuserisassignedatimeentrymethodviatheirassignedpermissions.Differentuserscanbeassigned differenttimeentryformats.Youshouldsetthedesiredtimeentrymethodwhendefiningthesepermis sionslaterwhenControllingWhatUsersCanAccessonpage59.Then,youcanassignthepermissiontothe appropriateuserasexplainedinSettingUserOptionsonpage63
DefiningthePeriodEachTimesheetCovers
Timesheetperiodsaredaterangesthatspecifytheamountoftimeeachtimesheetcoversand,therefore, howfrequentlytimesheetsaresubmitted.
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Youcancreateeither: Asingletimesheetperiodforallusers(Systemtimesheetperiod),or Adifferenttimesheetperiodforeachemployeetypeordepartment
Timesheetperiodscanbeconfiguredat:
Administration > Timesheet Setup > Timesheet Periods
Foreachtimesheetperiodyoucreate,youmustselect: 1. Whethertheperiodwillapplytoallusers(System),orwillbebasedonemployeetypesordepart ments.ThetypesoftimesheetperiodsareseparatedbytabsintheTimesheetPeriodspage. 2. Theemployeetypeordepartmentthetimesheetperiodshouldapplyto,ifapplicable 3. Thelengthoftimeeachtimesheetshouldcover,either: Weekly Biweekly Semimonthly Monthly Aweeklyperiod,thatadjustsinlengthtoensuretimedatafortheendofthemonthis availableforpayrollprocessingand/orbilling(seeUnderstandingtheWeeklyEndofMonth TimesheetPeriodonpage33) Acustomperiod(seeUnderstandingtheManualTimesheetPeriodonpage34)
4. Thefirstdayofthetimesheetperiod.Forexample,aweeklytimesheetperiodcanbesettostart onSunday;eachuserstimesheetwillthenspanSundaytoSaturday. 5. Thedatethetimesheetperiodwilltakeeffect.Wheninitiallysettingupthesystem,thisshouldbe settothefirstdateyouwishtostartcollectingtimefor,andideallymatchesthefirstdayofthe period. Inthefuture,ifyouwanttochangethetimesheetperiod,createatimesheetperiodwithaneffectivedate equaltothedateyouwantthenewperiodtobeapplied.Thetimesheetperiodwillbeappliedtoall timesheetscreatedafterthatdate.
UnderstandingtheWeeklyEndofMonthTimesheetPeriod
WeeklyEndofMonthtimesheetperiodsareintendedforthoseusingamonthlypayrollorbillingcycle, butwhowanttouseweeklytimesheetperiodstoensuretimelydataentry.Usingthistimesheetperiod type,ifatimesheetspanstheendofonemonthandthebeginningofthenext,thetimesheetwillbebroken upatthecrossoverbetweenmonths.Thisensuresadministratorswillreceivedatafortheendofthe monthwithouthavingtowaitforafuturetimesheettobesubmitted. IftimesheetsstartonaSunday,considerthefollowingtimesheetperiod,whichwouldbecreatedifa Weeklyperiodisused.
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UsingtheWeeklyEndofMonthtimesheetperiod,daysfromincompleteweeksatthebeginningandend ofthemonthwilleitherformashortweek(ifthereare4ormoredays),orwillbeaddedtotheadjacent weekinthatmonth(ifthereare3orfewerdays). Forexample,thetimesheetperiodsatthebeginningandendofthemonthwouldlooksomethinglikethis:
UnderstandingtheManualTimesheetPeriod
TheManualtimesheetperiodtypeallowsyoutocreateacustomizedtimesheetperiodwithspecificstart andenddates.AManualtimesheetperiodmightbeusefulifthereisatimeperiodwhereyourorganiza tionwillnotfollowthestandardtimesheetperiodschedule. CreateaManualtimesheetperiodasyouwouldanyothertimesheetperiodtype.Insteadofselectinga dayandeffectivedatefortheperiod,youwillneedtoenterstartandenddates. Afterthefirstperioddefinedbythestartandenddatesiscompleted,timesheetsthatfollowwillusethe samespanoftime(untilanewtimesheetperiodcomesintoeffect).Forexample,ifyoudefineamanual timesheetperiodforMay5toMay7,thesubsequenttimesheetswillbeMay8toMay10,May11toMay 13,andsoon.
SpecifyingwhoApprovesTimesheets
Youcanchoosewhoapproveseachuserstimesheet.Morethanoneapprovercanberequiredtoapprove atimesheet.Tospecifywhoapprovesatimesheetyoumust: 1. Createapprovertypestodefinewhotheindividualapproversare. 2. Createapprovalpathstodefinetheorderinwhichthetimesheetisforwardedtotheapprovers. 3. Assignanapprovalpathtotheuser,asdetailedinSettingUserOptionsonpage63. Ifyoudontrequiretimesheetstobeapproved,skipthefirststep.
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SettingUptheApproverTypes
Approvertypesidentifytheindividualswhowillbeapprovingtimesheets.Specificindividuals,suchaspay rollorbillingadministrators,canapprovetimesheets.Alternately,youcanchooserelativeapproverssuch aseachuserssupervisor,oraprojectleaderwhoapprovestimesheetdatafortheirprojects. Onceapprovertypesarecreated,youcanusethemtocreateapprovalpathsforthetimesheettofollow. Theapprovertypesyoudefinewillalsobeavailabletoaddtoapprovalpathsfortimeoffbookingsandex pensesheets. Approvertypesaredefinedat:
Administration > Approval Setup > Approver Types
Whenaddingoreditinganapprovertype,youmustspecify: 1. Thenameoftheapprovertype,whichwillbeusedtoidentifytheapprovertypewhencreatingap provalpaths 2. Thetypeofapprover: Supervisor,whoapprovesalltimesheetsforuserstheysupervise ProjectLeader,whoapprovesalltimeenteredagainsttheirproject(availableinTimeCost orTimeBillonly) ExternalUser,whoapprovesalltimeenteredagainstprojectsforwhichtheyarespecified astheClient/ExternalApprover,asdetailedinAllowingClientstoAccessProjectInformation onpage74(availableinTimeCostorTimeBillonly) Aspecificuser,whoapprovesalltimesheetsforallusersassignedanapprovalpathcon tainingthisapprovertype.Onlyuserswhohavebeenassignedapprovalpermissionswill beavailableforselection.
Ifyouwantaspecificusertobeanapproverandthatuserdoesnotexistyet,createaplace holderapprovertypeandthenedititoncetheapproverhasbeencreated. Ifyouchoosearelativeapprover,thesystemwillautomaticallydeterminetheappropriateperson toforwardthetimesheettobasedontheuserandthecontentsofthetimesheet. 3. Whethertooverridetheapproversexistingpermissions,andwhichadditionalpermissionstopro videthem.SeeWhentoOverrideanApproversPermissionsonpage35formoreinformation. Topreventdelaysintheapprovalprocess,thesystemwillautomaticallyapprovetimesheetsif: ItemsweresubmittedbeforetheapproversStartDate Theuserassociatedwithanapprovertypeisnotspecified(forexample,aProjectLeader hasnotbeenassignedtotheproject)
Whenthisoccurs,<System>isshownintheapprovaldetails.
WhentoOverrideanApproversPermissions
Youmaychoosetooverridetheuserspermissionsifyouwanttoprovidethemadditionalpermissionsonly whenapprovingspecificitemsorspecificusersentries.Forexample,JohnSmithisasupervisorandhas supervisorpermissionsalreadysetupinhisuserprofile.IfyouwantJohnSmithtoapprovealltimeforhis staff,butalsoapproveexpensesforeveryoneinthecompany,youwillneedtosetupaspecialapprover
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typespecificallyforJohnSmithtodoexpenseapprovals.Inthiscase,youwillwanttooverridetheapprov er'sexistingpermissionsandsetuppermissionsspecifictotheexpenseapproval.Youcanachievethisby selectingtheOverrideapprover'sexistingpermissionscheckboxandselectingtheappropriatepermis sions. WhenyouoverrideJohnSmithspermissions,anyapprovalpathsusingthisspecialapprovertypewillgive JohnSmiththepermissionssetupforthatapprovertype(hisregularpermissionswillstillbeineffectfor otherapprovalpathsthatusehimasasupervisor).
DefiningtheOrderofApproval
Approvalpathsdefinewhichapproverswillapproveauserstimesheet,andtheorderinwhichtheywill approveit.Separateapprovalpathsarecreatedfortimesheets,expenses,andtimeoffbookings. Timesheetapprovalpathscanbecreatedat:
Administration > Approval Setup > Approval Paths > Timesheet tab
Foreachapprovalpathyouaddoredit,youmustspecify: 1. Thenameoftheapprovalpath,whichisusedtoidentifythepathwhenassigningittousers 2. Theapprovertypestoincludeinthepath ASystemapprovertypeisavailableforselection.Selectthisapproverifyouwantthe timesheettobeautomaticallyapprovedbythesystem. 3. Theorderinwhichthetimesheetisforwardedtotheapprovers.Approvalscaneitheroccurinse quence,oratthesametime.Tohaveapproversapproveatthesametime,setalltheapprover typestothesamelevelintheapprovalsequence.
SettingaDefaultApprovalPath
AtthebottomoftheApprovalPathspage,youcansetadefaultapprovalpathfortimesheets.Thispath willautomaticallybeassignedtoallnewusersthatareaddedinthefuture.Ifasmallsetofusersrequires adifferentpath,youcanchangethevaluewhencreatingtheiruserprofile.
SettingTimesheetSystemPreferences
Withinthesystempreferences,youcanallowuserstoentermorethan24hoursineachdayoftheir timesheet,andspecifythatEmployeeand/orApproversignaturelinesappearonprintedtimesheets.Ifus ingTimeCostorTimeBill,youcanalsoconfigurehowclientandprojectcolumnsaredisplayedonthe timesheet. Timesheetsystempreferencescanbeconfiguredat:
Administration > System > System Preferences > Timesheet Screen section
SettingUpPayCodesforOvertime
Ifyouareusingthesystemforpayrollpurposes,youmustsetuppaycodestodefinelabelsandratesfor thevariouslevelsofpay.Oncepaycodesarecreated,youcanassignthemtovariousconditionsusedin overtimecalculations.Forexample,youmaychoosetohave:
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Anytimebetween40and45hoursclassifiedasOvertimeandpaidat1.5timestheusersnormal rate Timeabove45hoursclassifiedasDoubleTimeandpaidat2timestheusersnormalrate
Asexplainedinthenextsection,theovertimeruledetermineswhichhoursareincludedinacertainpay level,whilethepaycodedeterminesthelabelandmultiplierusedforthosehours.Youcanalsoassociate paycodeswithtimeofftypestospecifytheratetimeoffshouldbepaidat,asdescribedinDefiningPay CodesforTimeOffonpage42. PaycodesareonlyavailablewithaTimeAttendlicenseandcanbeconfiguredat:

Administration > System > Timesheet Setup > Pay Codes
Whenaddingoreditingapaycode,youmustspecifythefollowing: 1. Thenameofthepaycode,whichisshowninthetimesheetandinpayrollreports 2. Thecodeforthepaycode,whichisavailableinreportsandusedwhenexportingpaydatatoADP 3. Themultiplierthatshouldbeappliedtohoursassociatedwiththepaycode.Forexample,ifthe usersHourlyPayrollRateis$20.00andthemultiplieris1.5,theuserwillbepaid$20.00x1.5= $30.00forhoursassociatedwiththepaycode.
SpecifyingthePayCodetouseforRegularHours
Youmusthaveatleastonepaycodethatcanbeassociatedwithregularworkinghours.Themultiplierfor thisshouldbe1.0.ThepaycodeforregularhourscanbeselectedatthetopoftheListPayCodespage.
ConfiguringhowOvertimeisCalculated
Iftimeoffwillbeincludedinovertimecalculations,youshouldsetuptimeofftypesbeforeconfig uringovertimecalculations.Tosetuptimeofftypes,seeDefiningtheTypesofTimeOffTakenandtheir Settingsonpage43. IfyouareusingReplicontocalculatepay,youmustsetupovertimerules.Overtimehoursandpayareau tomaticallycalculatedbasedon: Thehoursenteredinauserstimesheet Theovertimerulesyoudefine
Thenumberofhoursdesignatedasovertimewillbedisplayedonthetimesheetandovertimepaywillbe availableinpayrollreports. Youcancreateanunlimitednumberofovertimerules,butonlyonecanbeassignedtoauseratanygiven time. Overtimerulesalsodeterminewhichlevelsofovertimeshouldbeautomaticallybanked. TheusermaychoosetobankallovertimehoursforatimesheetperiodifyouassignthemChoiceof bankingextraovertimehourspermission. OvertimerulesareonlyavailablewithaTimeAttendlicenseandcanbeconfiguredat:

Administration > Timesheet Setup > Overtime Rules
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Whenaddingoreditinganovertimerule,youmustspecifythefollowing: 1. Anamefortherule,whichwillbeusedtoidentifytherulewhenassigningittousers 2. Whethertimeoffhoursshouldbeincludedwhencalculatingovertime,andwhichtimeofftypes specifically 3. Thetemplatetousefortherule: BestOfOvertimeallowsyoutopayusersovertimebasedondifferentcriteriaforstraight time,hours,days,holidays,weeksandtimesheetperiods. CaliforniaOvertimeallowsyoutopayusersovertimebasedondifferentcriteriafor straighttime,hours,days,weeksandtimesheetperiods. SingleConditionallowsyoutosetupaverysimpleovertimerule.Youcanspecifythe numberofhoursthatwilldeterminewhethertheuseriseligibleforovertimepay. BiConditionalRuleOR(Applybothconditions)allowsyoutosetupovertimerules basedonmultiplecriteriathatarenonexclusive,sothatovertimeispaidaslongasone conditionismet. BiConditionalRuleOR(Applyconditionthatyieldsthehighestpay)allowsyoutoset upanovertimerulethatwilldeterminethemostbeneficialcalculationfortheuser. BiConditionalRuleANDallowsyoutosetupanovertimeruleformultiplecriteriathat mustallbemetinordertoqualifyforovertime. DailyOvertimeallowsyoutosetupaverysimpleovertimeruleforaparticularday.You canassignaruletoalldays,holidays,workdays,weeklydaysoff,oraparticulardayofthe week. Thenumberofhoursabovewhichtimewillbeconsideredovertime Thedaysitwillapplyto Thepaycodetoapplytoeachlevelofovertime,whichisusedtolabeltheovertimehours andassociateapaymultiplierwiththosehours Whethereachlevelofovertimeshouldbebanked.RefertoSpecifyingifandwhenOvertime shouldbeBankedonpage38belowformoreinformationonthis.
4. Theconditionsforeachrule,suchas:
SpecifyingifandwhenOvertimeshouldbeBanked
Userscanbeallowedtobankovertimehoursinsteadofbeingpaidforthosehours.Bankedhourscanbe usedwhenbookingorenteringtimeoff.BankedtimeisaccumulatedagainsttheTimeOffinLieutimeoff type. Bankedtimecanbesetupinoneofthreeways: BankedTimeOption 1.Automaticbanking Description Overtimehoursyouselectintheuser'sovertimeruleareautomatically banked
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BankedTimeOption 2.Userbanking
Description Eachtimesheetperiod,theusercanchoosetoeitherbank: ALLoftheirovertimehours,or NONEoftheirovertimehours Eachtimesheetperiod,theusercanchoosetoeitherbank: ALLoftheirovertimehours,or ONLYovertimehoursyouselectedintheirovertimerule
3.Automatic+Userbanking
Foroptions1and3,youmustenabletheBankifpossiblecheckboxforeachconditionoftheovertimerule forwhichtimeshouldbeautomaticallybanked. Formoreinformationonbankingtime,refertotheBankingTimetopicintheReplicononlinehelp locatedat:http://download1.replicon.com/docs/help/replicon_help.htm#Time_Off/Time_Off_Setup/ banking_time.htm.
DefiningtheMinimumorMaximumHoursthatareRequiredona Timesheet

Youshouldcreatevalidationrulesifyouwanttoensureatimesheethasaminimumand/ormaximum numberofhoursenteredbeforeitcanbesubmitted. Anunlimitednumberofrulescanbecreated,butyoucanonlyassignoneruleatatimeperuser.Thecon ditionswithinarulewillbeappliedtothetimesheetas"AND"conditions,meaningtheconditionswork togethertonarrowtheoptionsforvalidtimesheets. Forexample,youmightrequireyouremployeestoworkaminimumofeighthoursadayforeachweekday, butnoemployeeisallowedtoworkmorethan60hoursinaweek.Toaccomplishthis,youwouldsetup onerulewithtwoconditions: Aworkdayisequaltoorgreaterthaneighthours Aweekislessthanorequalto60hours.
Inthissituation,alltimesheetswouldhavetomeetbothconditionsbeforetheycouldbesubmitted. Validationrulesincludetimeoffhours.Forexample,ifavalidationrulerequiresuserstoentermore thansevenhoursperdayontheirtimesheet,auserwhohastakenthedayoffmustaccountforthat timebyenteringmorethansevenhoursoftimeoff. ValidationrulesareonlyavailablewithaTimeAttendandTimeBilllicenseandcanbesetat:

Administration > Timesheet Setup > Validation Rules
Whencreatingavalidationrule,youmustspecifythefollowing: 1. Thenameoftherule,whichwillbeusedtoidentifytherulewhenassigningittousers 2. Anynumberofconditions,andtheperiodsthattheyapplyto: Dayrulesdefinethehoursforasingledayatatime.
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Weekrulesdefinethehoursforsevendaysfromthetimesheetperiodstartdate.Ifyou haveamonthlytimesheet,aweeklyrulewillonlybeexecutedifthefirstdayoftherule fallsbeforethelastdayoftheweek. Forexample,ifyourruleissettorunfromJanuary16thtoJanuary30th,andthe timesheetdisplaystheweekofJanuary1521,therulewillapplybecausethelastdayof theweekislaterthanthestartdateoftherule.
WorkWeekrulesdefinehoursforeachsevendaytimespan,fromthefirstdayofthe usersworkweek(asdefinedintheiruserprofile).Theusersworkweekmaynotcorre spondtotheirtimesheetperiod.Therefore,foreachtimesheet,Repliconwillvalidateall fullworkweeksthatincludeoneormoredaysthatfallwithinthetimesheetperiod. Thisrulecannotbeusedtocheckthataminimumnumberofhourshavebeenenteredin aworkweek.Thispreventsproblemscausedwhenvalidatingpartialweeks,whenusers willrarelyenterenoughhourstopassminumumhoursvalidation,andwilltherefore oftenbeunabletosubmittheirtimesheets.
TimesheetPeriodrulesdefinethehoursfortheentiretimesheetperiod.Thisrulewill onlybeeffectiveifthetimesheetenddateislessthanorequaltotheruleenddate.For example,ifyourtimesheetperiodismonthly,andyourruleissettorunfromJanuary1st toJanuary15th,itwillbeignored,sinceitdoesnotincludetheperiodenddate.Ifanother rulewassettorunfromJanuary16thtoJanuary30th,thatrulewouldbeappliedtothe entiretimesheet.IfusingaDayperiod,thedaystheconditionappliesto,eitherwork days,weeklydaysoff,orholidays
SpecifyingwhenTimesheetsareDueandhowFarinAdvanceTime canbeEntered
Duedatesdetermine: Whentimesheetsmustbesubmittedforapproval Howquicklytimesheetsmustbeapproved
Enddatesdeterminehowmanymonthsinadvancetimecanbeentered,andcanbesetseparatelyforeach timesheetperiodtype(system,department,employee). Defaultvalueshavebeenset,buttheycanbechangedat:

Administration > Timesheet Setup > Due / End Dates
ClassifyingTimeWorkedusingActivities
InTimeAttendandTimeBill,activitiescanbeusedtocategorizetimeforreportingpurposes.Youcancreate anumberofactivities,assignthemtousers,andthoseuserscanselectanactivityforeachsegmentoftime ontheirtimesheet. InTimeBill,activitiesarecommontasksthatareperformedacrossmultipleprojects.Forexample,acon sultingcompanymayhaveasetofcorefunctionsthatmustbecompletedforeveryprojecttheyworkon, suchasbudgeting,design,andtesting.Insteadofaddingthesetoeachandeveryprojecttheycreate,the functionscanbedefinedgloballyasactivities.Whenenteringtimeagainstaproject,userscanselectatask definedwithintheproject,selectanactivity,orchooseacombinationofthetwo.
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Beforecreatingactivities,ensuretheyareenabledinthesystempreferencesat:
Administration > System > System Preferences > Usage section
Oncetheyareenabled,addoreditactivitiesat:
Administration > Timesheet Setup > Activities
Whileyoucanassignactivitiestousershere,itisnotnecessary.Youcanalsoassignactivitiestoa userintheiruserprofile.
SettingUpCustomTimesheetFields
Youshouldcreateuserdefinedfieldsifyouwanttotrackinformationbeyondthebasictimesheetfields alreadyprovided.Forexample,youmaywantuserstoprovidestatusupdatesontheworktheyhavebeen doing,orinformationonthenumberofcustomercallstheycompleted. Userdefinedfieldscanbecreatetorecordinformationforeither: Thetimesheetasawhole Eachtimesheetrow Eachtimesheetcell
Userdefinedfieldsareconfiguredat:
Administration > Timesheet Setup > User Defined Fields
Foreachfieldyoucreateyoucanspecify: 1. Whichsectionofthetimesheetthefieldshouldapplyto,byselectingtheappropriatesectionin theUserDefinedFieldspage 2. Thenameofthefield,asitwillappearonthetimesheet 3. Thetypeoffield,asexplainedinTypesofUserDefinedFieldsAvailableonpage27 4. Restrictionsonthevaluesentered,suchasminimumormaximumvaluesorthemaximumlength ofthefield.Theavailablerestrictionsdependonthetypeoffield. 5. Thedefaultvaluetoshowwhenusersfirstentertheirtime,ifany 6. Whetherusersarerequiredtoenteravalue
DisplayingaMessageontheTimesheet
Youcanchoosetohaveamessagedisplayedonthetimesheet,suchasguidelinesforenteringtimeora reminderofduedates.Thismessageiscalledadisclaimer,andcanbesetat:
Administration > Communications > Disclaimers
Whencreatingadisclaimer,besuretochooseTimesheetfromtheTypefield.Adisclaimercanalsobecre atedforapproversbyselectingApprovals.
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CHAPTER7
SettingUpTimeOffOptions
Thischapterprovidesinformationonhowtosetupthesystemsotimeoffcanbeenteredandtracked,as explainedinHowTimeOffWorksonpage11.Thesestepsshouldbecompletedbeforeaddingtimeoffusers. A TimeAttend or TimeOff license is required to track time off.
ItemstoSetUpbeforeAddingUsersorEnteringTimeOff
Required
Beforeaddingusersandallowingthemtoentertimeoff,thefollowingmustbeconfigured: ItemtoConfigure Pay Codes Time Off Types HowtheyreUsed Specifies how time off hours are labeled and the pay associated with them Defines the types of time off taken by users, how that time off can be entered, and default accrual settings for the type Specifies the minimum amount of time off that can be taken, whether users are required to enter start and end times when making partial day bookings, and whether balances are displayed in hours or days Defines who approves time off bookings Page
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System Preferences (Time Off)
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Approver Types and Approval Path
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Optional
Youcansetupthefollowingtimeentryfeaturesatanytime: ItemtoConfigure User Defined Fields HowtheyreUsed Page
To capture additional, custom information in 45 time off bookings and for time off entered directly in timesheets
DefiningPayCodesforTimeOff
IfyouareusingReplicontodetermineauserspay,youshouldsetuppaycodesfor: Paidtimeoff Unpaidtimeoff(settingthepaymultiplierto0)
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Ifyouarenotusingthesystemforpayrollpurposes,thereisapredefinedpaycodefortimeoffthatyou canuse.Thepaycodeswillbeshownonthetimesheetandinpayrollreportsandexports. Paycodescanbedefinedat:

Administration > Timesheet Setup > Pay Codes
Formoreinformationonpaycodes,seeSettingUpPayCodesforOvertimeonpage36.
DefiningtheTypesofTimeOffTakenandtheirSettings
Youmustcreatetimeofftypestodefinethedifferenttypesofabsencesthatuserswilltake.Bycreating multipletypes: Timeoffcanbecategorizedforreportingpurposes Accrualandbalancesettingscanbesetdifferentlyforeachtypeoftimeoff
Foreachtimeofftype,youcanspecifydefaultsettingsforhowtimeoffisaccruedandwhenthebalance isreset.Whenaddingauser,thesedefaultswillbeappliedstartingatthedateanynewuserisadded,but canbeoverwrittenifnecessary.Ifallorthemajorityofyourusersfollowthesametimeoffpolicies,itis recommendedthatyousetdefaultaccrualandresetvaluesatthesystemlevelandtheneditthesettings attheuserlevelforthoseusersthataretheexception. Timeofftypescanbeconfiguredat:

Administration > Time Off Setup > Time Off Types
Foreachtimeofftypeyouaddoredit,youmustspecify: 1. Thenameofthetimeofftype,whichuserswillselectwhenenteringtimeofforreviewingtheir balance 2. Thedefaultpolicytype,thatis,whethernopolicy,asingleinitialpolicy,orasetofpoliciesbased ontheusersstartdateanniversarywillbecreatedfornewusers. 3. Whetherthetimeoffneedstoberequestedinadvance(throughatimeoffbooking).Ifbookingis notrequired,userswillstillbeabletobooktimeoffofthattype,buttheywillalsobeabletoenter itintheirtimesheet. 4. Bydefault,howmuchtimeoffwillbeaddedto(accruedon)theusersbalance,andhowoften. (Thesedefaultvaluesareusedfornewusers,butyoucanoverridethemintheusersprofile.)* 5. Bydefault,whethertheuserstimeoffbalanceshouldberesetregularly.* 6. Howtimeoffofthattypewillbetracked,eitherasthetimetakenorthetimeremaining,ornotat all.SelectHours/DaysRemainingifuserswillbegivenanallowanceforthattypeoftimeoff.If therearenolimitsonhowmuchtimeoffofaspecifictypeuserscantake,selectHours/DaysTak en.* 7. Whetherbookingsorentriesusingthistimeofftypewilldisplayinuserstimeoffcalendars. 8. Whether,bydefault,theusersbalancewillbelimitedtoamaximum. 9. Whether,bydefault,userscanincuranegativebalanceagainstatimeofftype,and,ifapplicable, howlargeanegativebalanceisallowed. Formoreinformationonhowtimeoffaccrualsandresetswork,consulttheonlinehelp. Optionsmarkedwithanasterisk(*)arenotavailablewhenconfiguringtheTimeOffinLieutimeofftype thatisusedforbankingtime.
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SettingTimeOffSystemPreferences
Thereareanumberofsystempreferencesrelatedtoenteringandtrackingtimeoff.Timeoffsystempref erencescanbeconfiguredat:
Administration > System > System Preferences > Time Off section
Inthesystempreference,youcanspecifythefollowing: 1. Theminimumamountoftimeoffuserscantake 2. Whetherusersarerequiredtoenterstartandendtimesbeforetheycansubmitpartialdaybook ings 3. Whethertimeoffbalancesaredisplayedindaysorhoursintimesheets,bookings,calendars,and reports 4. Whetherthetimeofftypeforotherusersbookingsisshowninthecalendar
SpecifyingwhoApprovesTimeOffBookings
Ifusersentertimeoffthroughbookings,youcanchoosewhoapproveseachusersbookings.Morethan oneapprovercanberequiredtoapproveabooking.Tospecifywhoapprovesabookingyoumust: 1. Createapprovertypestodefinewhotheindividualapproversare. 2. Createapprovalpathstodefinetheorderinwhichthebookingisforwardedtotheapprovers. 3. Assignanapprovalpathtotheuser,asdetailedinSettingUserOptionsonpage63. Ifyoudontrequirebookingstobeapproved,skipthefirststep. Timeoffentereddirectlyinatimesheetisapprovedbyatimesheetapprover.Timesheetapprovers wereconfiguredinSpecifyingwhoApprovesTimesheetsonpage34.
SettingUptheApprovers
Approvertypesidentifytheindividualswhowillbeapprovingtimeoffbookings.Specificindividuals,such aspayrolladministrators,canapprovebookings.Alternately,youcanchooserelativeapprovers,suchas eachuserssupervisor. Onceapprovertypesarecreated,youcanusethemtocreateapprovalpathsforthebookingtofollow. Youmayhavealreadycreatedapprovertypesforapprovingtimesheets.Theseexistingapprovertypescan alsobeusedforbookings.Additionalapprovertypescanbecreatedat:
Whenaddinganapprovertype,youmustspecify: 1. Thenameoftheapprovertype,whichwillbeusedtoidentifytheapprovertypewhencreatingap provalpaths 2. Thetypeofapprover: Supervisor,whoapprovesalltimeoffbookingsforuserstheysupervise
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Aspecificuser,whoapprovesalltimeoffbookingsforallusersassignedanapprovalpath containingthisapprovertype.Onlyuserswhohavebeenassignedapprovalpermissions willbeavailableforselection.
Ifyouwantaspecificusertobeanapproverandthatuserdoesnotexistyet,createaplace holderapprovertypeandthenedititoncetheapproverhasbeencreated. 3. Whethertooverridetheapproversexistingpermissions,andwhichadditionalpermissionstopro videthem.SeeWhentoOverrideanApproversPermissionsonpage35formoreinformation. Topreventdelaysintheapprovalprocess,thesystemwillautomaticallyapprovetimeoffbookingsif: ItemsweresubmittedbeforetheapproversStartDate Theuserassociatedwithanapprovertypeisnotspecified(forexample,aSupervisorhas notbeenassignedtotheuser).
Approvalpathsdefinewhichapproverswillapproveauserstimeoffbookings,andtheorderinwhichthey willapproveit.Separateapprovalpathsarecreatedfortimesheets,expenses,andtimeoffbookings. Timeoffbookingapprovalpathscanbecreatedat:
Administration > Approval Setup > Approval Paths > Time Off Booking tab
Whencreatinganapprovalpath,youmustspecify: 1. Thenameoftheapprovalpath,whichisusedtoidentifythepathwhenassigningittousers 2. Theapprovertypestoincludeinthepath ASystemapprovertypeisavailableforselection.Selectthisapproverifyouwantthetime offbookingtobeautomaticallyapprovedbythesystem. 3. Theorderinwhichthebookingisforwardedtotheapprovers.Approvalscaneitheroccurinse quence,oratthesametime.Tohaveapproversapproveatthesametime,setalltheapprover typestothesamelevelintheapprovalsequence.
AtthebottomoftheApprovalPathspage,youcansetadefaultapprovalpathfortimeoffbookings.This pathwillautomaticallybeassignedtoallnewtimeoffusersthatarecreatedinthefuture.Ifasmallsetof usersrequiresadifferentpath,youcanchangethevaluewhencreatingtheiruserprofile.
SettingUpCustomTimeOffFields
Ifyouwanttotrackinformationbeyondthebasictimeofffieldsalreadyprovided,youshouldsetupuser definedfields.Then,whenusersbooktimeofforenteritdirectlyintheirtimesheet,theycanentervalues inthesefields.
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Userdefinedfieldsareconfiguredat:
Administration > Time Off Setup > User Defined Fields
Foreachfieldyoucreate,youcanspecify: 1. Thenameofthefield,asitwillappearonthetimeoffbookingortimesheetrow 2. Thetypeoffield,asdetailedinTypesofUserDefinedFieldsAvailableonpage27 3. Restrictionsonthevaluesentered,suchasminimumormaximumvaluesorthemaximumlength ofthefield.Theavailablerestrictionsdependonthetypeoffield. 4. Thedefaultvaluetoshowwhenusersfirstentertheirtimeoff,ifany 5. Whetherusersarerequiredtoenteravalue
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CHAPTER8
SettingUpExpenseSheetOptions
Thischapterdescribesthesystemsetuprequiredtoenterandtrackexpenses.Thesestepsshouldalsobe completedbeforeaddingexpenseusers. ExpensesheetsareavailableonlywithavalidWebExpenselicense.
ItemstoSetUpbeforeAddingUsersorEnteringExpenses
Required
Beforeusersareaddedandallowedtoenterexpenses,thefollowingmustbeconfigured: ItemtoConfigure TaxCodes ExpenseCodes ExpenseColumns ApproverTypesand ApprovalPaths HowtheyreUsed Toautomaticallydeterminetheamountoftax paidonanexpenseamount Page
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Tocategorizeexpensesanddefinewhichtaxes 49 areappliedtoeachtypeofexpense Determineswhichfieldsareavailableonex pensesheets Defineswhoapproveseachexpensesheet

50 50
RequiredforProjectCostingandBilling
IfyouhaveTimeCostorTimeBillandaretrackingexpensesforprojectcostingorbilling,projectsmustbe createdbeforeenteringexpenses,asdetailedinChapter12,CreatingClientsandProjectsonpage67.
Optional
Youcansetupthefollowingexpenseentryfeaturesatanytime: ItemtoConfigure PaymentMethods Due/EndDates UserDefinedFields HowtheyreUsed Page
Requiredifyouwanttotrackhowuserspaidfor 52 expenses Determineshowquicklyexpensesheetsneed tobeapproved(defaultsarealreadyinplace) Tocaptureadditional,custominformationon theexpensesheet

52 52
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ItemtoConfigure Disclaimers
HowtheyreUsed
Page
Todisplayamessageontheexpensesheetto 52 remindusersofimportantinformation,suchas whenexpensesshouldbesubmitted
DefiningtheTaxesthatwillbeAppliedtoExpenses
Taxcodesdefinethedifferenttaxesappliedtoexpensesincurredforbusinessactivitiesandpurchases. Taxcodescanbeconfiguredat:
Administration > Expense Setup > Tax Codes
Whenyoucreatingataxcode,youwillberequiredtoprovide: 1. Anameforthetax,whichwillbeshownontheusersexpensesheet 2. Thedefaultformulaforcalculatingthetaxbasedonthenetamountoftheexpense(seebelow)
UnderstandingtheTaxFormula
EachtaxcodehasataxformulathattellsRepliconhowtocalculatethetaxbasedonthenetamountof theexpense.Thisformulacanbeeditedatthesystemlevelorwhenthetaxisappliedtoanexpensecode. Theformulaattheexpensecodelevelwillapplyonlytothatexpensecode. Youmaycreatearatedtax(calculatesthetaxasapercentageofthenetamount)oraflattax(addsaflat amounttothenetamount). Whencreatingyourtaxformula,usethefollowingoperators: Operator + * / () $Net Description Add Subtract Multiply Divide Indicatesprecedence Tagforthenetamount,whichwillbeusedtocalcu latethetax
Example1
Theformulafora7%statesalestaxwouldbeenteredas$Net*0.07.
Example2
Theformulaforaflattax(suchasairporttax)wouldbeenteredas10.00. Whenenteringthetaxformula,donotenteracurrencysymbol.Thetaxwillbecalculatedinthecur rencyfortheexpenseitself,andisnotnecessaryintheformula.
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SettingUptheTypesofExpensesthatwillbeIncurred
Expensecodesdefinethedifferentcostsincurredforbusinessactivitiesandpurchases. Expensecodescanbeconfiguredat:
Administration > Expense Setup > Expense Codes
Whenaddingoreditinganexpensecode,youmustspecify: 1. Thenameoftheexpensecode,whichuserswillselecttocategorizeeachexpense 2. Whetheritisbasedonanexpenserate(e.g.,mileage)oraflatamount(e.g.,hotel).Iftheexpense codeisbasedonanexpenserate,youmustentertheappropriaterateandtheunittowhichthat rateapplies.Forexample,ifyouareenteringanexpensecodeformileage,theratemightbe$.80 permile. 3. Theformulatocalculatethenet(pretax)amountbasedonthetotal(seeUnderstandingtheGross toNetFormulaonpage49) 4. Thetaxeswhichapplytoexpensesunderthatcode.Foreachtaxyouassigntotheexpensecode, youcanusethedefaulttaxformulaoredititforthiscode.
UnderstandingtheGrosstoNetFormula
ThegrosstonetformulainstructsRepliconhowtocalculatebackwardsfromthegross(totalexpense amount)tothenet(pretaxamount)foranindividualexpense.Providingthisformulawillensureexpense amountsarecorrect,whethertheuserentersthenetorthegrossamountforaspecificexpense. Whenenteringthegrosstonetformula,youmayenterasimpleformula(usefulforexpenseswithonly onetax)oracomplex,multilevelformulausingparenthesestoindicateprecedence(usefulforexpenses withmorethanonetax).Theformulamaycontainthefollowingoperators: Operator + * / () $Gross Description Add Subtract Multiply Divide Indicatesprecedence Tagforthegrossamount,whichwillbeusedtocalcu latethenetamount
Example1
Fora7%statesalestax,thegrosstonetformulawouldbeenteredas$Gross/1.07.
Example2
Fora6%salestaxandaflattaxof$10.00,wherethe6%salestaxisappliedtothenetamountbeforethe flattaxisadded,thegrosstonetformulawouldbeenteredas ($Gross10)/1.06.
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Parenthesesareusedtoindicatethatthe10dollarsshouldbesubtractedfromthegrossamountbefore the6%salestaxisdeducted. Whenenteringthegrosstonetformula,donotenteracurrencysymbol.Thetaxwillbecalculated inthecurrencyfortheexpenseitself,andisnotnecessaryintheformula.
ChoosingwhichFieldsareAvailableonExpenseSheets
TheExpenseColumnspageallowsyoutospecifywhichfieldsarevalidforexpensesheetsenteredbyyour users.Youmaywanttodisableanyfieldsthatarenotusedbyyourorganizationtopreventconfusion. Anyfieldselectedonthispagewillbeavailabletotheuser,howevertheymaybedisabledontheexpense sheetbydefault.UserscanaddthefieldstotheirexpensesheetusingtheSettings. Expensecolumnscanbeconfiguredat:
Administration > Expense Setup > Expense Columns
SpecifyingwhoApprovesExpenseSheets
Youcanchoosewhoapproveseachusersexpenses.Morethanoneapprovercanberequiredtoapprove anexpensesheet.Tospecifywhoapprovesaexpensesheetyoumust: 1. Createapprovertypestodefinewhotheindividualapproversare. 2. Createapprovalpathstodefinetheorderinwhichtheexpensesheetisforwardedtotheapprov ers. 3. Assignanapprovalpathtotheuser,asdetailedinSettingUserOptionsonpage63. Ifyoudonotrequireexpensesheetstobeapproved,skipthefirststep.
SettingUptheApprovers
Approvertypesidentifytheindividualswhowillbeapprovingexpensesheets.Specificindividuals,suchas financemanagers,canapproveexpenses.Alternately,youcanchooserelativeapprovers,suchaseachus erssupervisororprojectleaders,whoapproveexpensedatafortheirprojects. Onceapprovertypesarecreated,youcanusethemtocreateapprovalpathsfortheexpensesheettofol low. Youmayhavealreadycreatedapprovertypesforapprovingtimesheets.Theseexistingapprovertypescan alsobeusedforexpensesheets.Additionalapprovertypescanbecreatedat:
Whenaddinganapprovertype,youmustspecify: 1. Thenameoftheapprovertype,whichwillbeusedtoidentifytheapprovertypewhencreatingap provalpaths 2. Thetypeofapprover: Supervisor,whoapprovesallexpensesheetsforuserstheysupervise ProjectLeader,whoapprovesallexpenseenteredagainsttheirproject(availableinTime CostorTimeBillonly)
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ExternalUser,whoapprovesallexpenseenteredagainstprojectsforwhichtheyarespec ifiedastheClient/ExternalApproverasdetailedinAllowingClientstoAccessProjectInfor mationonpage74(availableinTimeCostorTimeBillonly) Aspecificuser,whoapprovesallexpensesheetsforallusersassignedanapprovalpath containingthisapprovertype.Onlyuserswhohavebeenassignedapprovalpermissions willbeavailableforselection.
Ifyouwantaspecificusertobeanapproverandthatuserdoesnotexistyet,createaplace holderapprovertypeandthenedititoncetheapproverhasbeencreated. Ifyouchoosearelativeapprover,thesystemwillautomaticallydeterminetheappropriateperson toforwardtheexpensesheettobasedontheuserandthecontentsoftheexpensesheet. 3. Whethertooverridetheapproversexistingpermissions,andwhichadditionalpermissionstopro videthem.SeeWhentoOverrideanApproversPermissionsonpage35formoreinformation. Topreventdelaysintheapprovalprocess,thesystemwillautomaticallyapproveexpensesheetsif: ItemsweresubmittedbeforetheapproversStartDate Theuserassociatedwithanapprovertypeisnotspecified(forexample,aProjectLeader hasnotbeenassignedtotheproject).
Approvalpathsdefinewhichapproverswillapproveausersexpensesheet,andtheorderinwhichthey willapproveit.Separateapprovalpathsarecreatedfortimesheets,expenses,andtimeoffbookings. Expenseapprovalpathscanbecreatedat:
Administration > Approval Setup > Approval Paths > Expenses tab
Whencreatinganapprovalpath,youmustspecify: 1. Thenameoftheapprovalpath,whichisusedtoidentifythepathwhenassigningittousers 2. Theapprovertypestoincludeinthepath ASystemapprovertypeisavailableforselection.Selectthisapproverifyouwanttheex pensesheettobeautomaticallyapprovedbythesystem. 3. Theorderinwhichtheexpensesheetisforwardedtotheapprovers.Approvalscaneitheroccurin sequence,oratthesametime.Tohaveapproversapproveatthesametime,setalltheapprover typestothesamelevelintheapprovalsequence.
AtthebottomoftheApprovalPathspage,youcansetadefaultapprovalpathforexpenses.Thispathwill automaticallybeassignedtoallnewexpenseusersthatarecreatedinthefuture.Ifasmallsetofusers requiresadifferentpath,youcanchangethevaluewhencreatingtheiruserprofile.
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DefininghowExpenseswillbePaidfor
Paymentmethodsareusedtospecifyhowexpenseswerepaid.Thiscanhelpyoutrack,forexample,which creditcardwasusedforpurchases.However,itisnotrequiredthatusersspecifypaymentmethodsforex penses. Paymentmethodsareconfiguredat:
Administration > Expense Setup > Payment Methods
SpecifyinghowQuicklyExpensesmustbeApproved
Duedatesdetermine: Howquicklyexpensesmustbeapproved Whenexpenseapprovalsareconsideredoverdue
Defaultduedatesarealreadyinplace,butthesecanbemodifiedat:
Administration > Expense Setup > Due / End Dates
SettingUpCustomExpenseSheetFields
Youshouldcreateuserdefinedfieldsifyouwanttotrackinformationbeyondthebasicexpensesheet fieldsalreadyprovided.Then,whenenteringtheirexpenses,userscanenteravalueineachofthesefields. Userdefinedfieldsareconfiguredat:
Administration > Expense Setup > User Defined Fields
Foreachfieldyoucreateyoucanspecify: 1. Thenameofthefield,asitwillappearontheexpensesheet 2. Thetypeoffield,asexplainedinTypesofUserDefinedFieldsAvailableonpage27 3. Restrictionsonthevaluesentered,suchasminimumormaximumvaluesorthemaximumlength ofthefield.Theavailablerestrictionsdependonthetypeoffield. 4. Thedefaultvaluetoshowwhenusersfirstviewtheexpensesheet,ifany 5. Whetherusersarerequiredtoenteravalue
DisplayingaMessageontheExpenseSheet
Youcanchoosetohaveamessagedisplayedontheexpense,suchasdeadlinesforwhenexpensesshould besubmittedeachmonth.Thismessageiscalledadisclaimerandcanbesetat:
Administration > Communications > Disclaimers
Whencreatingadisclaimer,besuretochooseExpensesfromtheTypefield.Adisclaimercanalsobecre atedforapproversbyselectingApprovals.
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CHAPTER9
SettingUpAutomatedEmailReminders
ThischapterdescribeshowtosetupReplicontoautomaticallyemailusersreminders.Userscanbesent anemailwhen: Theybeginusingthesystem Theirtimesheetisdueoranewtimesheetperiodhasstarted Itemsarewaitingfortheirapproval Theirtimesheet,expensesheet,ortimeoffbookinghasbeenapprovedorrejected Theirtaskassignmentshavechanged(iftheyareassignedtoprojects)
ItemstoSetUptouseAutomatedEmailReminders
Required
Beforeemailremindersaresentout,thefollowingmustbeconfigured: ItemtoConfigure HowtheyreUsed Page
SystemPreferences(E Specifiesthesettingsfortheemailserverused 53 mailSettings) tosendoutreminders EmailNotifications Definestheremindersthatwillbeusedbythe systemandthecontentsoftheemail

54
Optional
Thefollowingadditionalemailfeaturesareavailableforuseatanytime. ItemtoConfigure Howtheyreused Page
54 SystemPreferences(No Defineshownotificationsarehandledwhen tifications) submissionsorapprovalsareoverdue(defaults areinplace)
Broadcast
Tosendoneoffmessagestoallusersoraspe cificdepartment
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EnteringEmailServerSettings
IfyouareusingtheselfhostedversionofReplicon,youmustspecifydetailsoftheemailserverthatwill beusedtosendemailstousers.Theemailserverwillalsobeusedtosendandreceiveofflinetimesheets orexpensesheets. Emailserversettingscanbeconfiguredat:
Administration > Communications > E-mail Settings
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Youcanspecifythefollowingsettings: 1. TheaddressfortheRepliconemailaccount 2. Detailsoftheincomingmailserver(requiredifofflinetimesheetsorexpensessheetswillbeused; seeHowOfflineTimesheetsWorkonpage11formoreinformation) 3. Detailsoftheoutgoingmailserver,includinganySMTPauthenticationsettings 4. Howoften(inhours)thesystemshouldtrytoresendemailsafterfailure
TestingyourEmailServerSetup
Toensureyouremailserversettingsareenteredcorrectly: 1. Sendabroadcastmessage(seeSettingSystemPreferencesforNotificationsofOverdueItemsonpage 54). 2. ReviewtheRTServer.logfileontheRepliconserver,typicallylocatedatC:\Program Files\Replicon Inc\Replicon\APP.
CustomizingEmailNotifications
Repliconprovidesasetofemailnotificationstoreminduserstocompletetheirresponsibilities.Thereare twotypesofemailnotifications: Singlenotifications,whichremindauseraboutaspecifictimesheet,booking,orexpensesheet (e.g.JaneAverystimesheetiswaitingforapproval.) Batchnotifications,whichinformsupervisorsandprojectleaderswhichgroupofusersaredelin quentincompletingatask(e.g.Thefollowinguserstimesheetsarewaitingforapproval.)
Emailnotificationscanbeconfiguredat:
Administration > Communications > E-mail Notifications
Eachemailnotificationcanbecustomizedtofityourorganizationsneeds.Youcanchoose: 1. Whetherthenotificationisenabledtobesenttousers(notificationscanalsobeenabled/disabled forindividualusersintheirprofile) 2. Theemailaddressthatwillreceiveusersrepliestothenotification 3. ThetextthatappearsintheSubjectlineoftheemail 4. Thecontentsoftheemail,whichyoucaneditoraddtoasyouwish.Tagsareavailabletoprovide informationspecifictothetimesheet,timeoffbooking,orexpensesheettheemailpertainsto. Forexample,toincludethetimesheetapproversnameintheTimesheetiswaitingforapproval emailnotification,ensurethe$APPROVERNAMEtagisincludedinthebodyoftheemail. 5. Ifapplicable,whentheemailshouldbesent.Itisrecommendedthatyousetemailstobesent earlyinthemorning,whentheemailserverisnotbeinghighlyused.
SettingSystemPreferencesforNotificationsofOverdueItems
Youcanchangehowthesystemhandlesresendingnotificationswhenapprovalsorsubmissionsareover due. Thesepreferencescanbeconfiguredat:
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Administration > System > System Preferences > Notification section
Youcanspecifythefollowingsettings: 1. Whetheremailremindersshouldbesenteverydaywhensubmissionsorapprovalsareoverdue 2. Whetherthosenotificationsshouldbesentontheuserstypicalnonworkingdays
SendingSpecialMessages
Youmaybroadcastoneoffemailmessagestoanyorallusersinyoursystem.Broadcastingmessagesis aneffectivewaytonotifyusersofsystemupgrades,timesheetchanges,projectupdates,ornewsabout yourorganization. Whenbroadcastingamessage,youcanchoosewhichdepartmenttosendittoandwhethertoincludesub departments.Themessagewillbesentimmediately. Broadcastmessagescanbesentat:
Administration > Communications > Broadcast
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CHAPTER10
SettingGeneralSystemOptions
Thischapterprovidesinformationonthegeneralsystemoptionsyoushouldconfigurebeforeyouaddus ersandprojects.
ItemstoSetUpbeforeAddingUsersandProjects
Required
Beforeaddingusersandprojects,youmustconfigurethefollowing: ItemtoConfigure Holidays HowtheyreUsed Page
Definestheholidaysthatuserstake,whichwill 56 beexcludedfromtimeoffcalculationsand shownintimesheetsandcalendars Toallowpayandbillingrates,costs,andex pensestobeenteredinmultiplecurrencies

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Currencies SystemPreferences(Se curity) SystemPreferences (TimeZones,Usage, Reports,Web Addresses,Feedback) DCAACompliance Permissions
Definesthesecurityoptionsusedbythesystem 58 Specifiesgeneralsystemwidesettings
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TotrackchangesforDCAAauditing Tocontrolwhatuserscanaccess
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DefiningHolidays
Holidaycalendarsaresetsofholidaystakenbyusers.Thesedatesarehighlightedintimesheetsandcalen dars.Anyholidaysareignoredintimeoffcalculationsthatistheyarenotconsideredtimetakenbe causetheuserwouldnothaveworkedthatday. TimeofftakenforholidaysisenteredagainstaTimeOffTypeforHolidaysthatyoudefine.Youcanalso choosetohavetheusershoursperdayautomaticallyaddedtoholidays.Abookingwillbeautomatically generatedforeachholiday.Bothoftheseoptionscanbeconfiguredat: Administration > Timesheet Setup > Time Off Types Holidaycalendarscanbeconfiguredat:
Administration > Timesheet Setup > Holidays
Foreachholidaycalendar,youmustspecify: 1. Thenameoftheholidaycalendar,whichwillbedisplayedwhenassigningcalendarstousers
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2. Thenameanddatesofholidaysthatoccurinthecalendar 3. Theicontodisplayfortheholidayintheuserstimesheetsandcalendars
CustomizingtheListofHolidayIcons
Repliconprovidesalargenumberofholidayicons;howeveryoumayaddmoreiconsifyouareusingthe selfhostedversionofReplicon.IconscannotbeaddedifyouareusingtheSaaSversionofReplicon. Holidayiconsmustbe.gifor.jpgimages,andnolargerthan16by16pixels. Toaddicons: 1. GotothefolderwhereyouinstalledReplicononyourserver. 2. Placetheiconfilesinthehtml\common\icons\holidaysfolder. 3. RestarttheRepliconservicetoseeyournewiconsavailablewhenaddingoreditingholidays.
SettingUpCurrencies
Repliconprovidessupportformultiplecurrencies.Itemssuchasexpenses,payrollrates,hourlycosts,and billingratesallhaveacurrencyassociatedwiththem. USDisthedefaultcurrencyandactsasthebasefortheexchangeratesofadditionalcurrenciesdefinedin thesystem;howeveryoucanchooseanycurrencytobethedefault.Toassistwithaccountingtasks,re portscanbeconfiguredtoshowdatainboththeoriginalcurrencyandthebasecurrency. Currenciescanbedefinedat:
Administration > System > Currencies
Whenaddingoreditingacurrency,youmustspecify: 1. Thenameofthecurrency 2. Thesymbol,tobeshownwithcurrencyvalues.Thesymbolcanbeanactualsymbol($)and/oran abbreviation(CAD). IfyouareusingRepliconforOracle,currencysymbolssuchasarenotrecognizedbyOracle duetoadifferenceincharacterrepresentation.Forthesecurrencies,itisrecommendedthat youuseanalphabeticalabbreviation(e.g.,EUR). 3. Therateofexchangebetweenthenewcurrencyandyourbasecurrency Iftheexchangeratechangesinthefuture,youcanaddanewexchangerateandsetittobeeffectivethe dateofthechange. Werecommendthatyoucreateaprocessforhandlingmanualexchangerateupdates,becauseRep licondoesnotconnecttoanexternalcurrencysystemtoobtainupdates.
ChangingtheBaseCurrencyfromUSDollars
Thebasecurrencyisthemaincurrencyusedbyyourorganizationforfinancialtransactions.Thisisthecur rencyinwhichallcostsarecalculated,andthecurrencytowhichforeigncurrencyamountsareconverted.
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RepliconcomeswithadefaultbasecurrencyofUS Dollars.Youcanchooseanotherbasecurrencyatthe bottomoftheCurrenciespage.
SettingSecurityOptions
RepliconincludesanumberofoptionstohelpkeepyourReplicondatasecure.Securitysystempreferences canbesetat:
Administration > System > System Preferences > Security section
Thesesecurityoptionsinclude: 1. Whetheralternateloginverificationoptionsshouldbeenabled,includingWindowsNT/ActiveDi rectory(selfhostedinstallationsonly)orSAMLbasedauthentication.(ForinformationonusingIn tegratedWindowsAuthenticationinstead,seetheRepliconInstallationGuidewhichisavailable at:http://www.replicon.com/web-timesheet-product-documentation-archive) 2. Settingstoimproveuserspasswordstrength 3. WhethertoautomaticallycheckforRepliconupdates 4. WhetherusersRepliconsessionsshouldautomaticallytimeoutafteraperiodofinactivity.
SettingSystemWidePreferences
Thereareafewsystempreferencesthatapplytothesystemasawhole.Thesecanbeconfiguredat:
Administration > System > System Preferences
IntheTimeZonesection,youcanconfigure: 1. Whethertousethedefaulttimezone,yourcompanytimezone,oruserspecifictimezonesinRep licon IntheUsagesection,youcanconfigure: 1. Whetherusersareselectedusingadropdownlistorapopupdialogbox.Ifyouexpecttohave morethan100usersinthesystem,thepopupisrecommended. IntheReportssection,youcanchoose: 1. Whetherreportsareautomaticallygeneratedwhenaccessed,oriftheuserhastoclickabuttonto generatethereport,aftersettingfilteroptionsandsettings 2. AnetworklocationuserscaninstallMicrosoftOfficeWebComponents(OWC)from.OWCisre quiredtousepivotreports. IntheWebAddressessection,youcansetoptionsfor: 1. Thewebaddresstosenduserstoaftertheylogout,suchasyourcompanysintranethomepage 2. ThewebaddressforReplicon IntheFeedbacksection,youcanconfigure: 1. WhetheranonymoususagestatisticsaresenttoReplicon
AdditionalSystemPreferences
Informationonsettingothersystempreferencesisdiscussedintherelatedchapters:
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SettingTimesheetSystemPreferencesonpage36 SettingTimeOffSystemPreferencesonpage44 SettingSystemPreferencesforUsersonpage60 SettingSystemPreferencesforProjectsonpage67
EnablingDCAACompliance
YoushouldenableDCAAcomplianceifyouwantReplicontomeettherequirementsoftheDefenseCon tractAuditAgency(DCAA)forautomatedtimekeepingsystems.DCAAcompliancealsoprovidesadditional controlsthatwillallowyourorganizationtoenforcebusinesspoliciesassociatedwithDCAA,suchasnoti fyingemployeeswhentheyhavenewjobs. DCAAcompliancecanbesetat:

Administration > System > System Preferences > DCAA Compliance tab
AlongwithfieldsforenablingDCAAcompliance,thispageshowsyouinformationonsystemoptionsasso ciatedwithDCAAcompliance.Foreachoption,itshows: ThesettingrequiredforDCAAcompliance Thecurrentsetting
ControllingWhatUsersCanAccess
InReplicon,permissionshelpdeterminewhatdataandfeaturesuserscanaccessandwhatactionsthey canperform.PracticallyeveryactionausercantakeinRepliconisassociatedwithanindividualpermission. Individualpermissionscanbeenabledanddisabledwithinpermissionprofiles,whichareassignedtousers. RefertoSetting Up Permission Profiles inRepliconsonlinehelpforinformationonhowtocreatepermis sionprofilesandassignthemtousers.Thistopicisavailableat:http://download1.replicon.com/docs/wts/
help/web_timesheet_help.htm#Setup/Users-Departments/Setting_Up_Permission_Profiles.htm
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CHAPTER11
AddingUsers
Thischapterprovidesinformationonfinalstepstocompletebeforeaddingusers,andthenhowtocreate userssotheycanbeginenteringtime,timeoff,andexpenses.
ItemstoSetUpbeforeAddingUsers
Beforeusersareadded,thefollowingmustbeconfigured: ItemtoConfigure SystemPreferences (Employees) DefaultUser Preferences UserDefinedFields HowtheyreUsed Definesdefaultvaluesandformulastoassist youincreatingusersfaster Page
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Specifiesthedefaultpreferencesforeachnew 60 user Tocaptureadditional,custominformationfor eachuser

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SettingSystemPreferencesforUsers
IntheSystemPreferences,youcanspecifydefaultvaluesforanumberoffields,sothesevalueswillbe selectedautomaticallywhenyouaddanewuser.Youcanalsospecifyformulassouserfieldswillbeauto maticallyfilledout. Userbasedsystempreferencesanddefaultscanbesetat:
Administration > System > System Preferences > Employees section
Inthissection,youcanconfigure: 1. Thedefaultnumberofhoursperday 2. Thedefaultworkweek,usedforovertimecalculations(TimeAttendandTimeBillonly) 3. Theformulatouseforloginnames.Ifyouspecifyaformula,theLoginNamefieldwillautomati callybefilledinwhenyouenterausersfirstandlastname. 4. Theformulatouseforemailaddresses.Ifyourcompanysemailaddressesfollowaconsistent formula,suchasfirstname.lastname@company.com,youcanspecifythisformulaheretohavethe InternalEmailAddressfieldautomaticallyfilledout. 5. Whetherthecurrenttimesheet,ortheusersearliestunsubmittedtimesheetdisplaysbydefault 6. Thedefaultweeklydaysoff 7. Thedefaultholidaycalendar
SettingDefaultUserPreferences
Userpreferencesdefinethesystemside,defaultdisplaysettingsforRepliconusers.Userscanchangetheir preferencesfromthedefaultbyselectingSettingsfromthetopmenu. Youcanchangethedefaultpreferencesat:
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Administration > Users/Departments > User Preferences.
Itisrecommendedthatyouchoose20recordsbedisplayedoneachpageand,ifapplicable,50tasks belistedinthetaskdropdownlist.
SettingUpCustomFieldsforUserProfiles
Youshouldcreateuserdefinedfieldsifyouwanttotrackinformationbeyondthebasicuserprofilefields alreadyprovided.Forexample,youmaywanttoenterausersjobtitle. Userdefinedfieldscanbecreatedat:
Administration > Users/Departments > User Defined Fields
Foreachfieldyoucreateyoucanspecify: 1. Thenameofthefield,asitwillappearintheusersprofile 2. Thetypeoffield,asexplainedinTypesofUserDefinedFieldsAvailableonpage27 3. Restrictionsonthevaluesentered,suchasminimumormaximumvaluesorthemaximumlength ofthefield.Theavailablerestrictionsdependonthetypeoffield. 4. Thedefaultvaluetoshowwhenaddinganewuser,ifany 5. Whetheryouarerequiredtoenteravalue
CheckingPreviouslyConfiguredItems
Ifyoufollowedtheorderofthisguide,thefollowingitemshavealreadybeensetup.Ifanyofthesehavent beensetup,itisrecommendedthatyouconfigurethembeforeaddingusers.Thiswillallowyoutoadd userswithoutinterruption. ItemtoConfigure Departments EmployeeTypes Edition All Requiredif... Alwaysrequired Page
27 27
TimeAttend Timesheetperiodsdependonthe user TimeBill TimeCost TimeOff All Alwaysrequired
ApproverTypesand ApprovalPaths OvertimeRules ValidationRules Activities
34 37 39
TimeAttend Youareusingthesystemfor payrollpurposes TimeAttend Youareusingthesystemtotrack attendanceorpayroll TimeBill TimeAttend Youwantuserstotracktime againstactivities TimeBill
40
AddingUsers
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ItemtoConfigure TimeOffTypes EmailNotifications
Edition
Requiredif...
Page
43
TimeAttend Youareusingthesystemtotrack timeoff TimeOff All Youwanttocustomizethe contentsofemailreminderssent tousers
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HolidayCalendars
TimeAttend Youareusingthesystemtotrack timeoff,oryouwantholidaysto TimeBill showupintimesheets TimeCost TimeOff All Hourlypay,cost,billingrates,or expenseswillbeenteredin multiplecurrencies YouwanttouseWindowsNT, ActiveDirectory,orSAML authentication Alwaysrequired
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Currencies
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SystemPreferences
All
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Permissions
All
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Onceyouhaveconfiguredtheaboveitems,youcanaddusers.
AddingUsers
ToprovideanemployeeorotherpersonaccesstoReplicon,youmustaddthemasauser. Supervisorsshouldbecreatedbeforeaddingotherusers.Beginwiththehighestpositionandworkyour waydownthrougheachlevelofyourhierarchicalstructure.Creatingthehigherpositionsfirstwillallow youtoimmediatelyassigntheappropriatesupervisortoeachsubordinateuser. Userscanbeaddedat:
Administration > Users/Departments > Users
Ifyouhavemanyuserstoadd,youcanaddthemenmasseasexplainedinAddingMultipleUsersatOnceon page66.
StandardversusExternalUsers
TimeCostandTimeBillincludetwotypesofusers:UsersandExternalUsers.Standardusersandexternal usersareaddedandeditedunderdifferenttabsintheListUserspage. Typically,auseriscreatedasastandarduseriftheyareanemployeeofthecompanyand,dependingon theirassignedpermissions,mayberequiredtoentertimeandexpenses,manageprojects,orrunreports. Externalusersaretypicallyexternaltotheorganizationand,asaresult,aremuchmorelimitedintheirac cess.Externalusersareoftencreatedforthoseuserswhoarerequiredtoapprovetimeinformationand reviewreportdataonbehalfofaclient.
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Standardandexternaluserseachhavetheirownusername,password,andprofilebutexternalusersdo nothaveasmanyadditionaloptionsasstandardusers.Forexample,supervisors,timesheetperiods,and activitiesarenotsetforexternalusers. Unlessadistinctionisrequired,thetermUserisusedforbothstandardandexternalusers.
SettingUserOptions
InthesectionatthetopoftheAddUserpage,youmustspecifytheusers: 1. Firstandlastname 2. Emailaddresses(specifytheexternaladdressiftheuserwillbeusingofflinetimesheetsorex pensesheets) Additionaloptionsareorganizedintotabs,asdetailedbelow.
AccessTab
IntheAccesstab,youmustspecify: 1. Theuserslogincredentials(seebelow) 2. Thedepartments(primaryandadditional)theuserresidesin ThePrimaryDepartmentisusedtodeterminewhichTimesheetPeriodappliestotheuser,if TimesheetPeriodTypeissettoDepartmentfortheuser.Additionally,Repliconwillonlyconsider theuser'sPrimaryDepartmentwhenreportingonhistoricaldata. 3. Thelicenseseatstoassigntotheuser 4. Thepermissionprofilestoassigntotheuser
SettingaUsersLoginCredentials
TheLoginsectionspecifiesthecredentialstheuserusestologintoReplicon.Configurethissectionasfol lows: 1. Ifavailable,choosetheAuthenticationTypefortheuser,ifapplicable Replicon ChoosethisoptioniftheuserisusingaloginnameandpasswordspecifictoReplicon. WindowsNT/ActiveDirectoryDomain ChoosethisoptioniftheuserisusingtheirWindowsNTorActiveDirectoryloginname andpasswordtologintoReplicon. SAML ChoosethisoptioniftheuserisusingSAMLauthentication. RepliconsupportsIntegratedWindowsAuthentication,whichallowsuserstobypassthelo ginpageusingtheirWindowscredentials.ForinformationonusingIntegratedWindowsAu thenticationinstead,seetheReplicon Installation Guidewhichisavailableat:http:// www.replicon.com/web-timesheet-product-documentation-archive. 2. Enterormodifytheuser'sLoginName,asfollows: IftheuserisusingaloginnameandpasswordspecifictoReplicon,enteranyloginname thathasnotalreadybeenusedinthesystem.
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IftheuserisusingWindowsNTauthenticationorIntegratedWindowsAuthenticationis enabled,entertheirWindowsloginname. IftheuserisusingActiveDirectoryauthentication,entertheiruserPrincipleNameor sAMAccountName,asdefinedintheActiveDirectorysystem. IftheuserisusingSAMLauthentication,entertheirSAMLloginname.
RepliconusesthevalueenteredintheLoginNamefieldtodeterminewhetherWindowsNT orActiveDirectoryauthenticationisbeingused.Ifyouenteranamethatincludesadomain, suchassally@company.com,RepliconwillassumethatActiveDirectoryauthenticationis beingused.Inthiscase,theDomainfieldwillautomaticallybefilledbasedontheloginname entered. 3. Enterormodifytheuser'sPasswordorDomain,asfollows: IftheuserisusingaloginnameandpasswordspecifictoReplicon,enterthepasswordfor theuser.DependingontheSystemPreferences,theremayberequirementsforthenum berandtypeofcharactersinthepassword. Wheneditinganexistinguser,theuser'spasswordwillappearasablankfield.This isforsecuritypurposesanddoesnotmeanyouhavetoenteranewpassword. IftheuserisusingWindowsNTauthentication,entertheWindowsNTdomaintheuseris definedin. IftheuserisusingActiveDirectoryauthentication,edittheActiveDirectorydomainthe userisdefinedin,ifnecessary. IftheuserisusingSAMLauthentication,thereisnothingtoenter. IfIntegratedWindowsAuthenticationisenabled,enteradummyvalue.
AdvancedTab
IntheAdvancedtab,youmustspecify: 1. Generalusersettings,includingtheirsupervisorandhourlypayrollrate 2. Theapprovalpathsfortheuserstimesheets,expensesheets,andtimeoffbookings 3. Valuesforanyuserdefinedfieldsyoucreated 4. Whichactivitiestheusercanselectontheirtimesheet,ifapplicable 5. Substituteusersyouwouldliketoassigntotheuser.(Onceyoursystemisimplemented,userscan alsosettheirownsubstitutesviaSettings > Substitute Users). 6. Othermiscellaneoususersettingssuchaswhichovertimeandvalidationrulestoapplytotheus erstimesheet Thesectionsthatfollowprovideinformationonsomeoftheseoptions.
AssigningaTimesheetPeriodtoaUser
Bydefault,userswillbeassignedtheSystemtimesheetperiod.Ifyouchoosetocreateperiodsbasedon employeetypesordepartments,whenaddingusersyoumustspecifytheiremployeetype/department andthetypeoftimesheetperiodtouseintheirtimesheets.Forexample,consideratimesheetperiodcre atedfortheemployeetypeFull-time Salaried.Whenaddingauserwhorequiresthistimesheetperiod,you wouldsetthefollowing:
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EmployeeTypetoFull-time Salaried TimesheetPeriodtoEmployee Type
AssigningRulesandaWorkWeektoaUser
Youcanassignanovertimeruleandavalidationruletoausersothatthoseruleswillbeappliedtotheir timesheet. Whileyoucanonlyapplyoneofeachruleatanygiventime,youcanapplydifferentrulesatdifferenttimes byenteringaneffectivedateforeachruleassignment.Forexample,youcanassign:
OTRule1effectiveJanuary1,2008 OTRule2effectiveJanuary1,2009
AnytimeenteredfordatesbetweenJanuary1,2008andDecember31,2008willuse OTRule1.Timeen teredforJanuary1,2009orafterwilluseOTRule2. Inadditiontoassigninganovertimerule,youmustspecifytheworkweekthatshouldbeusedtocalculate overtime.Forexample,weeklyovertimecanbecalculatedusinghoursfromSundaythroughtoSaturday, orhoursfromMondaytoSunday.
TimeOffTab
WithaTimeAttendorTimeOffseat,theTimeOfftablistseachofthetimeofftypesavailableinthesystem. Foreachtype,theremayalreadybesettingsinplace,basedonthedefaultsyousetatthesystemlevel. Youcankeepthesedefaultsoreditthem.Foreachtype,youmustspecify: 1. Whichtimeofftypestheuserisallowedtoentertimeoffagainst 2. Astartingbalanceforeachtype 3. Howoftentimeoffshouldbeaddedto(accruedon)theirbalance 4. Whethertheirbalanceshouldregularlyreset Ifyouknowauserwillhaveadditionalaccrualsavailabletotheminthefuture,youcanspecifythese newsettingsnowbyaddingannewrowforthattypeandsettingtheEffectiveDatetothedatethe newsettingswillcomeintoeffect.
EmailTab
ChoosewhichemailnotificationstheusershouldreceiveintheEmailNotificationstab.
UnderstandingtheSystemError/Warningemailnotification
TheSystemError/Warningemailnotificationisasystememailthatnotifiestheuser: WhenaproblemhasoccurredinReplicon(forexample,timesheetsarewaitingforapprovalbya userwhoseloginisdisabled). Whenalicenseisduetoexpireorhasexpired. IfanupdatetoRepliconisavailable,ifautomaticnotificationisenabled.
Youshouldenablethisnotificationonlyforyourselfandotheradministrators.
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AddingMultipleUsersatOnce
TheQuickAddbuttonallowsyoutoaddmultipleusersatonce.Youneedtoenteronlythemostbasicuser specificinformation(e.g.,LastName,LoginName,Password)forReplicontocreateindividualprofiles.The morespecificinformation(e.g.,accessrights)isbasedeitheronsystemdefaultsoranotheruserprofile (youchoose),bothofwhichcanbeeditedlateronauserbyuserbasisorenmasse. IfyouchoosetoapplytheuserssupervisorfromtheQuickAddpage,youshouldcreateallsupervisors beforeaddingtheotherusers. ThefieldsdisplayedontheQuickAddpagecanbecustomizedtofityourneedsbyselectingtheSettings button.Ifyouwanttobasecertainfieldsonanotherusersprofile(orusethesystemdefaults),donotdis playthemontheQuickAddpage.Forexample,youmaywishtocopythesupervisororhoursperdayon anotheruserratherthanenterthemhere.Toachievethis,youmustnotdisplaythemonthispage.
UnderstandinghowLicenseSeatsareAssignedwhenusingQuickAdd
UsersaddedviaQuickAdd: Thatarebasedonanexistinguserwillbeassignedthesameseatsastheuseronwhomtheyare based Thatarenotbasedonanexistinguserwillbeassignedalllicensesthatareavailableinyoursys tem
Ifnoseatlicensesareavailable,userswillstillbeadded,butwithdisabledstatus,andnoseatswillbeas signedtothem.
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CHAPTER12
CreatingClientsandProjects
IfyouareusingReplicontotrackprojectcostsorbillclients,beforeusersbeginenteringtimeorexpenses youmustsetuptheprojectspeoplearecurrentlyworkingon.Youcandothisyourself,oryoucanprovide projectmanagersthepermissionstoadd/editprojects.IfyouareusingReplicontotrackprojectcosts,be foreusersbeginenteringtimeorexpensesyoumustsetuptheprojectspeoplearecurrentlyworkingon. Youcandothisyourself,oryoucanprovideprojectmanagersthepermissionstoadd/editprojects. Thischapterprovidesinformationonfinalstepstotakebeforeenteringclientsandprojects,andhowto setupprojectsonceyouareready. TrackingtimeagainstprojectsrequiresaTimeBillorTimeCostlicense;ifyouwanttotrackexpenses, youllalsoneedaWebExpenselicense.IfyouareusingTimeAttend,youcanallocatetimeusingac tivities,asexplainedinClassifyingTimeWorkedusingActivitiesonpage40.
ItemstoSetUpbeforeCreatingClientsandProjects
Beforecreatingprojects,youmustconfigurethefollowing: ItemtoConfigure SystemPreferences (Usage/Projects) HowtheyreUsed Page
67 SpecifiesifRepliconwillbeusedforbilling, whetherhoursandcostsarerolleduptoparent tasks,andwhethermultipleclientscanbeasso ciatedwithaproject
Roles UserDefinedFields Productivity
Requiredifclientsarebilledbasedonthetype 68 ofworkdone.AvailableinTimeBillonly. Requiredifyouwanttocaptureadditional,cus 69 tominformationforprojectsorclients Specifiesthebillabletargetsandpreferences usedtodetermineproductivity.Availablein TimeBillonly.

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Onceyouhavesetuptheseitemsandhaveaddedallyourusers,youcanadd: 1. Clients,asoutlinedinProjects>Productivity>Monthly>icononpage70 2. Projects,asdetailedinAddingProjectsonpage70
SettingSystemPreferencesforProjects
WithintheSystemPreferencespage,youcanconfigureoptionsforprojects.Projectrelatedsystempref erencescanbeconfiguredat: Administration > System Preferences IfyouhaveTimeBill,IntheUsagesectionofthepage,thefollowingcanbeset:
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Whether Replicon will be used to track billing information. If enabled, you will be able to associate billing rates with time and users will be able to designate expenses as billable.
IntheProjectssectionofthepage,thefollowingcanbeconfigured: IfyouhaveTimeBill,whethermultipleclientscanbeassignedtooneproject,andhowcostswill besharedbetweenthoseclients(seeUnderstandingCostAllocationandBucketMethodonpage68) Ifyouwish,bothmethodscanbeenabledandyoucanchoosewhichmethodtouseonaproject byprojectbasis. Whetheraprojectcodewillbeautogeneratedforeachnewproject
UnderstandingCostAllocationandBucketMethod
Ifmultipleclientscanbeassignedoneproject,youmustchoosehowcostswillbesharedbetweenthose clients: Costallocation Clientswilleachbebilledapercentageofthetotalbillingcosts.Forexample,ifClientAisassigned 50%,theywillbechargedforhalfofthetimeandexpensesfortheproject. Bucketmethod Thebucketmethodallowsyoutousethesameprojectnamewithmultipleclients.Userswill selecttheclienttobillwithinthetimesheet. Forexample,ifyouhaveanumberofprojectsthatperformsimilarfunctions,suchasDesign,youcanuse theprojectnameDesignwithmultipleclients.Projectcostsinthiscasegointoabucketinsteadofbeing allocatedbetweenthemultipleclients.Oneofthebenefitsofthisfeatureisthatiteliminatestherequire mentthatsimilarprojectsbegivenuniquenamesfordifferentclients.
DefiningBillingRatesbasedontheWorkbeingDone
IfyouareusingReplicontobillclients,andthebillingratedependsonthetypeofworkbeingdone,you mustcreateroles. Onceyouhavecreatedtheroles,theyareassignedtoprojectsandthen,individuallytoprojectteammem bers.Thoseteammemberscanselecttheroleontheirtimesheettoindicatethattheworkdonewasunder thatrole.Thattimewillbebilledattherateassociatedwiththatrole. Rolescanbedefinedat:
Projects > Setup > Roles/Rates
Foreachrole,youmustspecify: 1. Thenameoftherole,whichwillbeshowninprojectsandtimesheets 2. Thedefaultbillingratetoassociatewiththerole
UnderstandingRoles
Thefollowingscenariosprovidesomeexamplesofhowyoumightimplementroles.
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Scenario1
Youaretheprojectleaderforawebdesignproject.Youandtheclienthaveagreedthatalltimeforthe projectwillbechargedataratebasedontheaction/functionfulfilledbyteammembers.Thisprojectwill requirefulfillmentofthefollowingfunctionsatthespecifiedrates: ProjectManagement$125.00/hour WebSiteDesign$70.00/hour GraphicDesign$50.00/hour
Scenario2
Youareaprojectleaderatalargemanufacturingcompanythatcompletesmanyinterdepartmental projects.Becauseeachprojectteamusuallyconsistsofanentiredepartment,chargesareincurredbased oneachteammemberslevelofexpertise.Tosimplifyinterdepartmentalbilling,yourcompanyhascate gorizedemployeesasfollows: JuniorLevel$75.00/hour IntermediateLevel$100/hour SeniorLevel$150/hour
SettingupCustomFieldsforProjectsorClients
Userdefinedfieldsarecustomfieldsyoucancreatetotrackinformationbeyondthebasicfieldsalready provided.Youcancreatecustomfieldsforprojects,fortasks,orforclients.Forexample,youmaywantto identifywhichphaseeachprojectisin,orcaptureabillingaddressforeachclient. Projectuserdefinedfieldsareconfiguredat:
Administration > Timesheet Setup > User Defined Fields > Project tab
Taskuserdefinedfieldsareconfiguredat:
Administration > Timesheet Setup > User Defined Fields > Task tab
Clientuserdefinedfieldscanbedefinedat:
Administration > Timesheet Setup > User Defined Fields > Client tab
Foreachfieldyoucreateyoucanspecify: 1. Thenameofthefield,asitwillappearfortheprojectorclient 2. Thetypeoffield,asdescribedinTypesofUserDefinedFieldsAvailableonpage27 3. Restrictionsonthevaluesentered,suchasminimumormaximumvaluesorthemaximumlength ofthefield.Theavailablerestrictionsdependonthetypeoffield. 4. Thedefaultvaluetoshowwhenusersfirstcreateaprojectorclient,ifany 5. Whetherusersarerequiredtoenteravalue
SettingProductivityTargetsandPreferences
YoucanuseReplicontomeasuretheproductivityofusersagainstbillablehourstargetsyouset.Produc tivityistrackedattheuser,department,project,andcompanylevelandeachusercanviewtheirproduc tivityontheirtimesheet.
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Entereachuser'syearlyormonthlybillabletargetsat:
Projects > Productivity > Productivity Targets
Setpreferencesforproductivitycalculationsat:
Projects > Productivity > Preferences
Inthispage,youcanspecify: 1. Whetherproductivitychartsareshownonuserstimesheets 2. Whetheronlyapprovedhoursareincludedinproductivitycalculations 3. Theproductivitylevelatwhich,inthecharts,usersareconsideredtobemeetingtheirtargets Youcanalsoconfigurehowoftenproductivitydataisgeneratedat:

Projects > Productivity > Monthly > icon
SettingupyourClients
Clientsarecustomersofyourorganizationtowhomyoubilltimeorcostsforprojects.Clientscanbeex ternalcustomersordepartmentswithinyourorganization.Projectscanbesetupwithmultipleclients,ei therforcostallocationonapercentagebasis,ortoallowthesameprojectnamewithmultipleclients,as describedinUnderstandingCostAllocationandBucketMethodonpage68.YoucanonlyuseRepliconforclient billingifyouhaveaTimeBilllicense.Clientsarecustomersofyourdepartmentororganizationforwhom youperformwork.Clientscanbeexternalcustomersordepartmentswithinyourorganization.Youcan onlyuseRepliconforclientbillingifyouhaveaTimeBilllicense.Youshoulddefineyourclientsbeforeset tingupprojectstoeliminatetheneedtogobackandassigntheprojectstotheappropriateclient. ConfigureClientsat:
Projects > Clients
Foreachclientyoucreate,youcanspecify: Thenameoftheclient Acodefortheclient,whichcanhelpsavespaceintimesheetsandreports Thedefaultbillingratefortheclient(anyprojectscreatedforthisclientwillbesettousethisrate bydefault) Anycustomfieldsyoucreatedforclients
AddingProjects
Aprojectisaframework(structure)usedtoorganizeworkgrouptasks.Projectsidentifythebodyofwork tobecompletedbyateamwithinyourorganization.Projectscanhavemultiplelevelsandcomplexities, dependingontheneedsofyourorganization. Projectscanbeaddedat:
Projects > Projects
Followthesestepstoaddaproject: 1. Createtheproject,includingenteringthebasicprojectdetailsandassigningclients. 2. IfyouhaveaTimeBilllicenseandplantotracktimeforbillingpurposes,settheratestobilltimeat. 3. Specifywhowillworkontheproject.
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4. Definethetaskswithintheproject. 5. IfyouhaveaWebExpenselicense,specifywhichexpensescanbeclaimedundertheproject. Ifyourprojectsfollowasimilarstructureandsettings,youcancreateatemplateprojectandaddprojects usingthetemplate,asdescribedatAddingProjectsusingaTemplateonpage73.
CreatingtheProject
Whencreatingtheproject,youmustspecify: 1. Thenameoftheproject 2. Theprojectcode,whichcanbeusedtosavespaceintimesheetsandreports 3. Ifhierarchyfilteringisenabled,theDepartmenttheprojectwillbevisibleto. Whenaddingaproject,youcanonlyselectonedepartmentforwhichtomaketheproject visible.Onceyouhaveaddedtheproject,openitforeditingandselectadditionaldepart ments. 4. Theclient(s)associatedwiththeprojectandhowcostswillbeshared.SeeUnderstandingCostAllo cationandBucketMethodonpage68forinformationonselectingmultipleclients. 5. IfusingRepliconforbilling,thedefaultbillingratefortheproject. Oncetheprojectisadded,youcaneditittosetthebillingrates(TimeBillonly),projectteam,taskstructure, andallowexpenses(WebExpenseonly).
SettingBillingRates
Theamountthatanemployee'stimeisbilledoutatisbasedonthenumberofhourstheemployeeenters ontheirtimesheetandtherateassociatedwiththattime.Ratescanbebasedon: Theprojectbeingworkedon Theuser Theirdepartment Thetypeofworkbeingdone
Theratesassociatedwithaparticularuseraresetwhendefiningtheprojectteam.However,beforethat, intheBillingRatessection,youshould: 1. Adjusttheprojectbillingrequired,ifrequired. 2. Choosewhetheranyroleswillbeusedintheproject,usingtheAssignRolesbutton.
SpecifyingwhowillWorkontheProject
IntheProjectTeamsection,choosewhichuserscanentertimeandexpenses(WebExpenseonly)against theproject,usingtheEditbutton.Whenaddingusers,youcanchoose: Allusers Adepartment,soalluserswithinthatdepartmentareassignedtotheproject
SpecificusersOncetheappropriaterolesareselectedforbilling,ifapplicable,youcancompletethefollow ingintheProjectTeamsection:
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1. Choosewhichuserscanentertimeandexpensesagainsttheproject,usingtheEditbutton. Whenaddingusers,youcanchoose: Allusers Adepartment,soalluserswithinthatdepartmentareassignedtotheproject Specificusers
2. Setthebillingratestoapplytohoursenteredbythatprojectteammember,byselectingthe iconnexttotheteammembersname.Foreachteammember,youcan: Assignnewratetypes,suchas: Adepartmentratespecifictothatdepartment Auserratespecifictothatuser Rolerates
Ifyouselectmultipleratetypesforateammember,theywillchoosetheappropriaterate whenfillingouttheirtimesheets. Edittheratesassociatedwitheachratetype
DefiningtheTaskStructure
Oncetheprojectteamissetup,youcandefinethetaskstructureoftheproject.Projectscancontainup totenhierarchallevelsandalltasksintheprojecthierarchyinherittheirbillingrates,teammembers,and expensesfromtheparentproject. Toaddtasks: 1. SelecttheEditbuttonintheProjectStructuresection. 2. Usethe icontoaddasubtask. Foreachtaskyouadd,youcanspecify: 1. Thetasknameandcode 2. Theestimatedhoursandcostsassociatedwiththetask. 3. Thevaluesforanyuserdefinedfieldsyoucreated 4. Whenuserscanentertimeagainstthetask 5. Whetheruserscanentertimeagainstthetask. 6. IfusingRepliconforbilling,whetherbillableornonbillabletime,orboth,canbeenteredagainst thetask. Thissameinformationcanbesetforthehighestleveltask(theproject).Thefollowingadditionalfieldscan besetfortheproject: 1. Theclient/externalapproverthatshouldbeinvolvedinapprovingtimeandexpensesforthis project(seeIncludingClientsasApproversonpage74) 2. Whethertheprojectleaderisrequiredtoapprovetimeandexpensesforthisproject(forusers whoseapprovalpathincludestheprojectleader) 3. Whenuserscanenterexpensesagainsttheproject,ifanExpenselicenseispresent 4. Theestimatedexpensesassociatedwiththeproject,ifanExpenselicenseispresent
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ChangingTaskAssignments
Bydefault,allmembersoftheprojectteamareallowedtoentertimeagainsteachtaskdefinedinthe project.However,withintheAssignmentssectionofeachtask,youmay: Preventsometeammembersfromenteringtimeagainstthattaskalone Allowusersoutsideoftheprojectteamtoentertimeagainstthetask
SpecifyingwhichExpensescanbeClaimed
IntheAllowedExpensessection,youcanspecifywhichtypesofexpensescanbeclaimedunderthis projectand,asof8.24.13,underitstasks.
AddingProjectsusingaTemplate
Ifyouneedtocreateaprojectwiththesamecharacteristicsasanexistingproject,youcanusetheBased Onfeaturetosaveyourselftimewhensettingupthenewproject.TheBasedOnfeaturecopiesallofthe followinginformationfromanexistingprojecttoanewproject: BillingRates(allratesexceptthedefaultbillingratefortheproject),ifyouareusingTimeBill ProjectTeam(allassociatedratesexceptthedefaultprojectrate) Ifhierarchyfilteringisenabled,allteammembers(individuals,departments,or<All>)are copiedtothenewprojectregardlessoftheirdepartment.Forteammembersoutsideofthe user'sdepartment,iftheassignmentisremovedfromtheprojectteam,itwillnolongerbe availableforselectiononthatproject. ProjectStructure(tasks) Project/TaskAssignments ProjectandTaskuserdefinedfields AllowedExpenses,ifyouareusingWebExpense ProjectInformation(excludingthatlistedbelow) ProjectName ProjectCode ProjectLeader Clientand,ifyouareusingTimeBill,costallocationmethod DefaultBillingRate,ifyouareusingTimeBill Client/ExternalApprover TimeEntryStartDateandTimeEntryEndDate ExpenseIncurStartDateandExpenseIncurEndDate,ifyouareusingWebExpense
ProjectdatathatisNOTcopiedincludes:
Whenyoucopyaproject,thestatusofthenewprojectwillbeOpen(atthehighestlevel),regardlessof whethertheexistingprojecthasbeenclosed.Inotherwords,ifyoucopyanewprojectfromanexisting projectthathasbeenclosed,thenewprojectwillstillbeopen.Thestatusofthetasks,however,willbe copieddirectlyfromtheexistingproject.
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ManagingProjects
Onceyouhavecreatedsomeinitialprojects,userscanbeginenteringtimeandexpensesagainstthem.As newprojectsarise,youorprojectleaderscanaddthem,anduserscanthenselectthemontheirtimesheet. Thesectionsbelowprovideinformationonworkingwithprojectsaftertheyarecreated.Additionalinfor mationisprovidedinChapter14,ReportingonandExportingtheDataonpage79.
ChangingMultipleProjectsatOnce
Ifyouneedtomakeachangetomultipleprojects,youcanusetheMassEditfunctionality.WithMassEdit, youcan: Editthebasicsettings,includingestimates,startandenddates,andallowedexpenses,formulti pleprojectsatonce.Forexample,youmaywanttochangetheProjectLeaderonanumberof projectsifanewprojectmanagerishiredandhetakesoversomeexistingprojects. Editdetailsoftasksfrommultipleprojects Edittheratesassociatedwithexistingratetypeassignmentsforteammembers,acrossmultiple projects Addanewusertotheteamofmultipleprojects Assignanewratetype,andtheassociatedrate,toanexistingteammember,acrossmultiple projects
FormoreinformationonusingMassEdit,seetheonlinehelp.
AllowingClientstoAccessProjectInformation
ClientscanbeprovidedaccesstoRepliconto: Viewreportdatafortheirprojects Approvetimeandexpensesenteredagainsttheirprojects Viewprojectteaminformationfortheirprojects
ProvidingClientsAccess
ArepresentativefromeachclientcanbeprovidedaccesstoRepliconbyaddingthemasanexternaluser. Eachexternaluserisassociatedwithaclient,andyoucancreatemorethanoneexternaluserforeachcli ent,ifmultiplerepresentativeswantaccesstothesystem. Toaddexternalusers: 1. Definethepermissionsprovidedtoexternalusers,asdetailedinControllingWhatUsersCanAccess onpage59. 2. Createtheexternalusers,asexplainedinSettingUpPermissionProfilesinRepliconsonlinehelp. Thistopicisavailableat:http://download1.replicon.com/docs/help/replicon_help.htm#Setup/UsersDepartments/Setting_Up_Permission_Profiles.htm
IncludingClientsasApprovers
Onceclientrepresentativesaresetupasexternalusers,theycanbeincludedintheapprovalpathfor timesheetsorexpenses,asfollows:
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1. EnsuretheexternaluserspermissionsincludetheClient/ExternalApproveroption. 2. SettheclientsrepresentativeastheClient/ExternalApproverfortheproject. 3. Creatinganapprovertype,withExternalUserselectedastheapprover.(Thismayalreadyexist.) 4. AddtheExternalUserapprovertypetotimesheetand/orexpensesheetapprovalpaths,asde sired. 5. Assigntheseapprovalpathstousers,ifnewapprovalpathswerecreated.Iftheapprovertypewas addedtoexistingpaths,thepathwillautomaticallybeupdatedtoincludetheclientthenexttime atimesheet/expensesheetissubmitted. Onlytimeorexpensesforthatclientsprojectswillbeforwardedtotheclientsrepresentativeforapprov al.Ifdataforotherprojectsisincludedinthetimesheetorexpensesheet,thisdatawillnotbevisibleto theclient.
PostingNotesforProjects
Youcanuseprojectnotestopostnotesaboutaspecificproject,suchasupdatesonhowtheprojectispro gressing.Otheruserscanthenreviewthenotestofindinformationthatpertainstotheirprojects. Projectnotesareavailableat:
Projects > Project Notes
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CHAPTER13
AdministeringTimesheets,TimeOffBookings,and Expenses
Astheadministrator,youcanmanageanytimesheets,timeoffbookings,andexpensesheetsthathave beensavedinthesystem,includingsubmitting,approving,rejecting,opening/closing,editinganddeleting them.
AdministeringTimesheets
Timesheetscanbeadministeredat:
Administration > Shortcuts > Historical Timesheets
Withinthispage,youcan: Viewthedetailsofcurrentandpasttimesheets,byselectingthe iconnexttothetimesheet Editatimesheetthathasbeensubmitted,byselectingtheEditbuttonwithinthetimesheet Submit,approve,orrejectmultipletimesheetsatonce,bycheckingtheboxesfortheappropriate timesheetsandclickingtheSubmit,Approve,orRejectbutton Deleteoneormoretimesheetsfromthesystem,bycheckingtheboxesfortheappropriate timesheetsandclickingtheDeletebutton Sendanofflinetimesheettoauserwhoisawayfromtheoffice,bycheckingtheboxesforthe appropriatetimesheetsandclickingtheOfflinebutton
ChangingaTimesheetonceithasbeenApproved
Ifauserneedstomakeachangetoatimesheetafterithasbeenapproved,youwillneedtoreopenthe timesheetusingtheReopenbuttonwithintheHistoricalTimesheetspage. Oncethetimesheetisreopened,theuserwillbeabletoedititfromtheTimesheetsectionofReplicon andthenresubmitit.Thetimesheetwillgothroughthefullapprovalprocess. Alternately,youcanmakethechangesandapprovethetimesheet,allthroughtheHistoricalTimesheets page.
ApplyingSystemChangestoanApprovedTimesheet
Onoccasionyoumayfinderrorsinadministrativevaluesenteredinthesystem.Youcancorrectthevalues, butapprovedtimesheetsareconsideredclosedand,therefore,usethesystemsettingsinplaceatthe timethetimesheetwaslastmodified.Thisincludes: .Amongthesystemsettingsthatarelockedonthetimesheet: Overtimecalculations Validationrules Billingratetypesassignedtoauserstimeentry
AdministeringTimesheets,TimeOffBookings,andExpenses
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Forexample,atimesheetmayhavebeensubmittedwithovertimecalculatedasanytimeabove40hours. Iftheovertimeruleischangedtoonlyincludetimeover45hours,anyexistingapprovedtimesheetswill notbeupdated. Toapplythenewvaluetoanapprovedtimesheet: 1. Reopenthetimesheet. 2. Submitand/orapprovethetimesheet.(Ifyouaregoingtoapprovethetimesheet,youcanselect Approvedirectly,withoutselectingSubmitfirst.) Toapplythenewvaluestoatimesheetthathasntbeenfullyapproved,haveanapprovereditthe timesheet.Thevalueswillbeupdatedtoreflectchangesinthesystem.
AdministeringTimeOffBookings
Timeoffbookingscanbemanagedat:
Administration > Shortcuts > Historical Time Off
Withinthissection,youcan: Viewthedetailsoforeditsubmitted,approved,andrejectedbookings,byselectingthe nexttothebooking icon
Approve,reject,ordeletemultiplebookingsatonce,byselectingtheappropriatebookingsand clickingthenecessarybutton Submitabookingonbehalfofauser,byclickingtheAddbutton
ReviewingaUsersTimeOffBalance
Ifyouneedtoverifyuserstimeoffbalance,runtheTimeOffBalancereport,whichwillprovideanover viewofthetimetakenandremainingtotheuserforeachtimeofftype. Ifyourequirefurtherinformationonhowthetimeoffbalancewascalculated,usetheTimeOffHistory report.Thisreportprovidesdetailsoneachchangetothebalance.
AdministeringExpenses
Expensescanbeadministeredat:
Administration > Shortcuts > Historical Expenses
Withinthissection,youcan: Viewthedetailsofcurrentandpastexpensesheets,byselectingthe sheet iconnexttotheexpense
Editanexpensesheetthathasbeensubmitted,byselectingtheEditbuttonwithintheexpense sheet Submit,approve,orrejectmultipleexpensesheetsatonce,bycheckingtheboxfortheappropri ateexpensesheetsandclickingtheSubmit,Approve,orRejectbutton Deleteoneormoreexpensesheetsfromthesystem,bycheckingtheboxfortheappropriate expensesheetsandclickingtheDeletebutton
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Sendanofflineexpensesheettoauserwhoisawayfromtheoffice,bycheckingtheboxesforthe appropriateexpensesheetsandclickingtheOfflinebutton Markexpensesaspaidoncereimbursementshavebeenmade,bycheckingtheboxforeach expensesheetandclickingthePaidbutton
ChanginganExpenseSheetonceithasbeenApproved
Ifauserneedstomakeachangetoaexpensesheetafterithasbeenapproved,youwillneedtoreopen theexpensesheetusingtheReopenbuttonwithintheHistoricalExpensespage. Oncetheexpensesheetisreopened,theuserwillbeabletoedititfromtheExpensessectionofReplicon andthenresubmitit.Theexpensesheetwillgothroughthefullapprovalprocess. Alternately,youcanmakethechangesandapprovetheexpenses,allthroughtheHistoricalExpenses page.
ApplyingSystemChangestoanApprovedExpenseSheet
Onoccasionyoumayfinderrorsinadministrativevaluesenteredinthesystem.Youcancorrectthevalues, butapprovedexpensesheetsareconsideredclosedand,therefore,usethesystemsettingsinplaceat thetimetheexpensesheetwaslastmodified. Toapplythenewvaluetoanapprovedexpensesheet: 1. Reopentheexpensesheet. 2. Submitand/orapprovetheexpensesheet.(Ifyouaregoingtoapprovetheexpensesheet,youcan selectApprovedirectly,withoutselectingSubmitfirst.) Toapplythenewvaluestoaexpensesheetthathasntbeenfullyapproved,haveanapproveredittheex pensesheet.Thevalueswillbeupdatedtoreflectchangesinthesystem.
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CHAPTER14
ReportingonandExportingtheData
Onceusersbeginenteringdata,youandothermanagerscanmakeuseofthisdatabygeneratingreports andexportingthedata.
ReportingonData
Repliconallowsyoutocreatehighlycustomizedreportstoassistwithtrackingandmanagementoftime, timeoff,expenses,users,andprojects.Whenrunningreports,userswiththeappropriatepermissionscan: Choosethefieldstoincludeinthereport Setfilterstolimitthedatainthereport Groupandsummarizethedata Sortanyofthecolumnswithinthereport Savethereportanditscurrentsettingsasaprivatereportfortheirownuse,orasapublicreport accessibletoeveryonewithpermissiontoviewtheoriginalreport EmailorexportthereportinCSVorPDFformats Createascheduletoautomaticallyemailthereportatregularintervals
SettingupReportsforUsers
AnumberofdefaultreportshavebeeninstalledwithReplicon.Whensettingupthesystem,youcaneither: Createandcustomizethesedefaultreportstomeetyourorganizationsrequirement,andlimit userstousingthosereports Allowuserstocreatetheirownreports
Whetherornotuserscancreatereportsisdefinedbytheirassignedpermissions.Ifyouwish,youcanallow someuserstocreatenewreportsandrestrictotherstoexistingreports.
ChoosingwhichTemplatetoUseforNewReports
Ifyouwishtoaddnewreportsforusers,youwillneedtochooseatemplatetoactasastartingpointfor thereport.TheRepliconReportsFieldMatrix,availableintheonlinehelp,providesalistoffieldsavailable ineachofthereporttemplates.Thismatrixcanbehelpfulindeterminewhichtemplatetochoose.
HowReportDataisAffectedbyHierarchyFilteringandaUsersPermissions
Thedataavailabletoyouinareportdependson,notonlythefiltersettings,butwhetherhierarchyfiltering isenabledandyourpermissionsandprofile.Forexample,asupervisorwillonlyseedatafortheusersthey superviseintheUserDetailreport.Seetheonlinehelpforfurtherdetails.
LocalversusGlobalEditing
Onceapublicreportiscreated,anychangesmadetothesettingsavailablewithinthereportwillonlybe savedtothatuser'slocalversionofthereport.
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However,ifauserhastheAddPublicReportspermissionandeditsthereportitself,anychangeswillapply acrossthesystem;alluserswillseethechangeswhentheyrunthereport.Additionally,anychangesusers havemadetotheirlocalsettingswillbeoverwrittenwhenthereportiseditedglobally.Iftheusersper missionsdonotincludeAddPublicReports,changesmadetoareportwillonlyapplytotheirlocalversion.
DisplayingaCustomLogoinReports
Ifyouwanttosendreportsoutsideofyourorganization,youmaywanttoaddyourcompanylogotothe reportsbeforesendingthem.Youcanuploadandsetthelogotodisplayinreportsat:
Administration > System > Manage Custom Logos
ExportingData
WithinReplicon,youcanexportReplicondataviaagenericCSVfile.Thiscanbedoneusinganyofthetext reports,orwiththerawdataexportsavailableintheIntegrationssection. OncetheCSVfileiscreated,youcanimportthefileintoanotherapplication,specifyinghowfieldsshould bemappedbetweentheCSVfileandtheapplication.
ReportingandExportinginTimeCostandTimeBill
Trackprojectcosts Billclients,includingusingQuickBooksforbilling,ifyouhaveTimeBill ManageprojectsinMicrosoftProject Sendprojectupdatestomanagerorclients
Onceusersbeginenteringtimeandexpenses,inTimeCostorTimeBillyoucanusethedatato:
TrackingProjectCosts
Replicontracksprojectcosts,basedontheusershourlycostrateandthehourstheyworkedonthe project.Youcanrunreports,suchastheProjectStatusSummaryreport,tocomparethecostsagainstes timates.
BillingClients
Onceusershaveenteredtimeandexpensesagainstprojects,ifyouareusingTimeBill,youcanrunreports todeterminetheamounttobilltoclients.Youcanalsoexportdata,eitherreportsorrawdataexports,and thenimportthemintoabillingsystem.
BillingusingQuickBooks
IfyouareusingIntuitQuickBooks,youcanusetheRepliconIntegrationManagerforQuickBookstotrans fertimeandexpensestoQuickBooks,andthencreateinvoicesinQuickBooks. Theintegrationmodulecanbeinstalledfrom:
Integrations > Modules > QuickBooks
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SeetheReplicon Integration Manager for QuickBooks User Guide formoreinformationonusingthismod ule.Thisguideisavailableat:http://www.replicon.com/quickbooks-integration-web-timesheet
ManagingProjectsinMicrosoftProject
TheRepliconIntegrationManagerforMicrosoftProjectisaWindowsbasedapplicationdesignedtotrans ferprojectdatatoandfromMicrosoftProject.YoucanmanageyourprojectsinMicrosoftProjectand transfertimefromReplicontotrackactuals. Twointegrationmanagersareavailable,oneforMicrosoftProjectStandardorProfessionalandoneforMi crosoftProjectServer.BothareprovidedwithRepliconTimeCostorTimeBillandcanbeinstalledfrom:

Integrations > Modules > Microsoft Project Std/Pro Integrations > Modules > Microsoft Project Server
SeetheReplicon Integration Manager for Microsoft Project User Guidesformoreinformationonusing thesemodules.Theseguidesareavailableat:http://www.replicon.com/microsoft-project-integration-documentation-archive
SendingProjectUpdates
Youcanusereportstosendregularupdatestomanagementorclients.Createareportcontainingthein formationyouwishtoandthenaddascheduleforthatreport.Basedontheschedule,thereportwillbe automaticallyemailedtotherecipientsyouchoose,atthescheduleyouset.Thereportcanbeemailed inPDForCSVformat. Reportschedulescanbecreatedat:
Reports > Manage Reports > icon
ReportingandExportinginTimeAttend
InTimeAttend,youcanusethedatausersenterto: ExportdatatoQuickBooks ExportpaydatatoADP
ExportingDatatoQuickBooks
Repliconallowsyoutoexporttime,timeoff,andexpensedatausingeither TheQuickBooks.iiffileformatexport ThefilecanbeimportedintoIntuitQuickBooksandthedataitcontainscanbeusedtopay employeesfortimeandexpenses. TheQuickBooksexportcanbefoundat:
Integrations > QuickBooks Export
TheRepliconIntegrationManagerforQuickBooks Thisexternallyinstalledmodulecanbeusedtotransfertimeandtimeofftopayrolltimesheetsin QuickBooks.
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YoucandownloadtheQuickBooksIntegrationManagerfrom:
Integrations > Modules > QuickBooks
ForinformationonusingtheQuickBooksexports,consulttheonlinehelp.
ExportingPayDatatoADP
Onceusersentertimeand/ortimeoff,youcanexportthedatatoADPforpayrollpurposes.Additionally, ifusersmakeanychangestotheirtimeentries,thesystemwillautomaticallydeterminethedifferences. Whenyouexportthetimedataagain,youcanchoosetoexportonlythechanges. TheADPexportscanbefoundat:
Integrations > List Exports
Twodefaultexportsareavailableinthislist,eachconfiguredtosupportaspecificversionofADP: ADPWebApplications PC/Payrollversion5.1
Toexportthedata: 1. Choosetheappropriateexport 2. Edittheexportsettings,including: Whichfieldstoincludeintheexport Thenameofthefiletogenerate TheBatchIDfortheexport(seebelow) ADPspecificvalues,suchastheCompanyCodeusedtoidentifyyourorganization Paycodemappings IndicatingwhichRepliconfieldsmaptowhichADPfields
3. Exportthefile 4. ImportthefileintoADP
UsingtheBatchIDAutoIncrement
RecordsexportedtogetheraremarkedwithaBatchID,whichisusedbyADPtomarkabatchofrecords. TheBatchIDcanbeautomaticallyincrementedforeachexport,andyoucansetthestartingvalueat:
Administration > System > System Preferences > Exports section.
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CHAPTER15
MaintainingtheSystem
MaintainingSaaSImplementations
WhenyoupurchaseaSaaSContractorMonthToMonthplan,maintenanceprocessessuchasproductup gradesanddatabasebackupsarecarriedoutbyReplicon.However,youcanmanageyourownlicensing viatheaccountmanagementportalwithinReplicon. RefertotheReplicononlinehelpformoreinformationaboutmanagingSaaSaccounts.
ManagingSeats
WhenyoupurchaseReplicon,youpurchaseanumberofseats.Eachseatprovidesoneuseraccesstothe featuresrelatedtothatseat.Forexample,ifauserisenteringtimeagainstprojects,theymustbeassigned aTimeCostorTimeBillseat.
AddingSeats
Ifyourcompanygrows,youmayneedtoaddseatstosupporttheadditionalusers.
AddingSeatsinaContractPlan
IfyoupurchasedaContractplan,youcanaddseatsatanytime.Thecostofeachseatwillbeprorated basedonhowmanymonthsofthecontractitisinuse(withthemonthofadditioncountedasamonthof use).Youcannotremoveseatlicensesfromacontract. ToaddlicenseseatstoaContractplan: 1. OpentheManageAccountpage. 2. SelectAddUserstoYourContract. 3. UnderAddUsers,entertheadditionalusersyouwouldliketoaddforeachproduct. 4. SelectUpdatePlan. 5. SelectConfirmPlanChanges.
AddingorRemovingSeatsinaMonthToMonthPlan
IfyoupurchasedaMonthToMonthplan,youcanaddorremoveseatsatanytimeviatheUserspage.The costofamonthofhostingwillbebasedonpeakusageofthesystem(thatis,themaximumnumberofthat typeofseatinuseatanytimeduringthemonth).
MaintainingSelfHostedInstallations
ManagingSeats
WhenyoupurchaseReplicon,youpurchaseanumberofseats.Eachseatprovidesoneuseraccesstothe featuresrelatedtothatseat.Forexample,ifauserisenteringtimeagainstprojects,theymustbeassigned aTimeCostorTimeBillseat.
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DetermininghowmanySeatsareAvailable
Youcandeterminehowmanyseatsareunusedat:
Administration > Replicon > Licensing > Seat Assignments tab
AddingSeats
Ifyourcompanygrows,youmayneedtoaddseatstosupporttheadditionalusers.Toaddseats: 1. ContactRepliconsSalesdepartmentandpurchaseadditionalseats. 2. IfyouenteredanActivationCodeduringyourlastupgradeorinstallation: UpdatethelicenseinformationsavedinyourdatabasebyselectingRefreshLicenseInfor mationat:
Administration > Replicon > Licensing > System Information tab
3. Ifyouareusinglicensefiles: TheSalesdepartmentwillsendyouanupdatedlicensefile. Savethenewlicensefiletoaknownlocation,suchasyourDesktop. ReplaceyourexistinglicensefilewiththeupdatedlicensefilebyselectingSettingsat:

AssigningSeats
Youcanassignseatsin: TheSeatAssignmentstaboftheLicensingsection Eachusersprofile
DeterminingwhichVersionyouareUsing
WhenyoucontactSupportorSales,youmayneedtotellthemwhichversionofRepliconyouareusing. Thisinformationcanbefoundat:
Administration > Replicon > Licensing
ThemajorversionisshownintheVersionfield.TheBuildfieldshowsthedetailedversionnumber,indi catingwhichservicereleaseisinstalled.
ReviewingtheStatusofyourLicense
Ifyouareusingastandard(nonhosted)installation,youcanviewsummaryinformationforyourexisting licensesorupdatelicensinginformationat:
Thesummaryinformationforeachmodulelicenseincludes: Applications ModuleisthenameoftheRepliconeditionormoduleforwhichthelicensegrantsaccess.
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Assigned/LicensedSeats Thisisthenumberofseatsincludedinthelicense,andhowmanyofeachhavebeenassignedto users.
LicenseExpires Thedatethelicensewillexpire.Youwillbenotifiedbeforealicenseexpirestoallowyoutimeto updateyourlicensing.Ifyouallowalicensetoexpire,theseatsassociatedwiththatlicensewillbe unavailableuntilyouhaveavalidlicense.
BuildPeriod Thebuildperiodisaperiodduringwhichyoumayinstallnewbuildsagainstthelicense.Forexam ple,ifyouhaveaRepliconlicensewithabuildperiodofJanuary1December31,thelicensewill bevalidforanypointorservicereleasesavailableduringthattime.
FindingouthowmanyUsersareLoggedIn
Beforeyouperformmaintenancetaskssuchasupgradingthesystemormakinghardwarechangestothe Repliconserver,youshouldverifythatnousersareloggedin.Thenumberofusersloggedincanbefound at:
Administration > Replicon > Licensing
UpgradingReplicon
IfsortwareupdatenotificationsisenabledintheSystemPreferences,youwillbenotifiedwhennewver sionsofRepliconarereleased.Youcanmanuallycheckforupdatesorthedownloadavailableupdatesat:
Administration > Replicon > Software Update
Onceyouhavedownloadedanewrelease,youcanupgradeyourinstallation.Forinformationonupgrad ing,seetheRepliconInstallationGuide.Thisguideisavailableat:http://www.replicon.com/web-timesheetproduct-documentation-archive
SettingUpaDatabaseBackupSchedule
Replicondoesnotbackupyourdatabaseautomatically.Therefore,topreventdataloss,youmustbackup yourdatabaseonaregularbasis. ForthoseusingaSaaSimplementationofReplicon,Repliconhandlesthebackupprocess. Youmaychoosetosetupanautomateddatabasebackupsystem,oryoumaychoosetobackupyourda tabasemanuallyusingRepliconsDatabaseBackupUtility. GeneratedbackupfilescanberestoredtoRepliconusingSQLServersManagementTools.Forinformation onhowtorestoreabackupdatabase,refertoSQLServersdocumentation. ThebackuputilityonlysupportsSQLServer(standard,Express,andMSDE)databases,andcanbeaccessed at:
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Administration > System > Backup Database
Ifthedatabasebackupfails,theerrormessageBackupofdatabase<databasename>faileddisplays. Commoncausesoffailureare: Thepathyouentereddoesnotexist.Verifythateachofthespecifiedfoldersexistsand,if not,eithercorrectthepathorcreatefolderstomatchthepath. Youlackpermissiontowritetothespecifiedfileorfolder.Ensureyouhavepermissionto writetothefileandfoldersspecified.Ifyoudonot,trycreatingthebackupinadifferent location.
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APPENDIXA
Glossary
AccessLevel Accrue,Accrual Atermthatspecifiesthetypeandamountofinformationausermayseewhenrunning reports. Ameansforallowinguserstoaccumulatetimeoffoveraperiodoftime(bytimeoff code),atafrequencysetupbytheadministrator(eithergloballyorperuser).TimeAt tendandTimeOffonly. Amethodforcategorizetimeuserswork.InTimeBill,activitiescanbetaskscommon tomultipleprojects.Forexample,aconsultingcompanymayhaveasetofcoretasks thatmustbecompletedforeveryprojecttheyworkon,suchasbudgeting,design,and testing.Insteadofaddingthesetaskstoeachandeveryprojecttheycreate,thetasks canbedefinedasactivitiesthatuserscanselectwhenenteringtime.TimeAttendor TimeBillonly. Indicationthattimesheets,timeoffbookings,andexpensesarecorrect.Dependingon theselectedapprovalprocess,projectleaders,clients,andsupervisorscanapprove, rejectand/orcommentonitems. SeeSubstituteUseronpage92. Theprocessbywhichusers'timesheets/expensesaresubmittedforapproval.Approv alpathsmaycontainuptofivelevels,andmayincludeapprovertypesforprojectlead ers,clients,supervisors,and/orotherspecifiedusers.Approvalpathsareassignedto individualusersintheuserprofile. Atermthatspecifiestheorderinwhichapproverswillreviewandapprove/rejectus ers'timesheets,timeoffbookings,orexpenses. Atermthatidentifiestheapproversusedinapprovalpaths.Theapprovertypemaybe asupervisor,projectleader,client,orotherindividuallynameduserwithapprovalre sponsibilities(e.g.,timeoffapprover). Anemailaddressthatmaybeentered"onthefly"whenauserrequestsanoffline timesheet. SeeSaaSImplementationonpage92. Ameansfortrackingthetimesheetsaveandapprovalhistory.Theaudittrailkeepsa recordofeverytimeatimesheetissaved,whosavesit,andwhatthetotalhourswere atthetimeofthesave.Italsotrackstheapprovals(eachtimethetimesheetisedited, approved,orrejected,andwhichapproverperformedtheedit/approval/rejection). Timeoffawardedtoemployeesinlieuofovertime.Bankedtimeisallottedattheover timerate(orpaycode)specifiedintheusersovertimerule.Timecanbebankedau tomatically,basedonselectedconditionsintheusersovertimerule,oritcanbeuser banked,iftheuserisgrantedChoicetobanktimeifpossiblepermission.TimeAttend only. Thedefaultcurrencyusedforallcostandtimecalculations.Allcostsareconvertedto basecurrencyatthespecifiedconversionrates.
Activity
Approval
ApprovalForwarding ApprovalPath
ApprovalSequence ApproverType
ArbitraryEmailAddress ASPImplementation AuditTrail
Bankedtime
BaseCurrency
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Basedon Billable
Amechanismusedinusers,projects,andpermissionstocreatenewprofilesbasedon existingprofiles(copyingtheattributestosavetime). Atermthatindicatestimeandexpenseswillbebilledtotheclientassociatedwiththe project. Youcan"turnoff"billinginformationintheSystemPreferences,whichwillhideallbill ingfeaturesacrossReplicon.TimeBillonly.
Broadcast
AnemailmessagesenttoallusersofReplicon.Broadcastmessagesareusefulforno tifyingusersofsystemupgrades,timesheetchanges,projectstatus,ornewsabout yourorganization. Rulesthatspecifyhowemployees'hourswillbehandledwithinthetimesheet. Youcan assignspecificrulesregardingovertimeforemployees,andsetminimum/maximum hoursinusers'timesheets.TimeAttendandTimeBillonly. Acustomerassociatedwithoneormoreprojectsforbillingandreportingpurposes. TimeCostorTimeBillonly. Ameansforallocatingprojecttimeandexpensestoindividualclients. Youcan"turnoff"billinginformationintheSystemPreferences,whichwillhideallbill ingfeaturesacrossReplicon.TimeBillonly.
BusinessRules
Client ClientBilling
Closed
Indicateswhenthetermforaproject/task,timesheetorexpensesheethasended.Us erscannotentertimeorexRepliconpensesagainstclosedprojects/tasks. Closedtimeandexpensesheetscannotbeamended.Aclosedperiodindicatesthe timeorexpensesheethasbeensubmittedforapproval.
Comments
Textnotesattachedtospecifictimeentriesinauserstimesheettomakenoteofsta tuschanges,duedates,orspecialcircumstancesrelatedtoaspecifictimeentry. Timesheetcommentscancontainupto2048characters. Ameansforcopyingdatafromprevioustimesheetstothecurrent(orfuture) timesheet. Thecurrencyassociatedwithexpenses,costs,pay,andbillingamounts. TheviewtheuserseeswhenenteringtimeintheInOutTimesheetformat.Thisview istheonlymeanstheuserhastoentertimewhenusingtheInOutfeature. AmeansforsettingupReplicontomeettherequirementsoftheDefenseContractAu ditAgency(DCAA)forautomatedtimekeepingsystems.DCAAcompliancealsopro videsadditionalcontrolsthatwillallowyourorganizationtoenforcebusinesspolicies associatedwithDCAA,suchasdailytimesheetentryandnotifyingemployeeswhen theyhavenewjobs.TimeAttend,TimeCost,orTimeBillonly. Therateusedtodeterminethestartingvalueforbillingandprojectcosting.Individual defaultratescanbedefinedforeachproject,client,androle.TimeBillonly. Adivisionofemployeesthatdefinesthehierarchicalstructure,geographicregions,or functionalgroupsofyourorganization.Departmentscanbeassignedtoprojects/ tasks,andcanbeusedtotrackinformationforreportingpurposes.Departmentsmay containanynumberofusers,butausermaybeassignedtoonlyonedepartment. Asignaturemessagethatappearsonthetimesheet,expensesheet,and/orapproval pagesforallusersinthesystem.
CopyFrom Currency DailyView DCAACompliance
DefaultRate Department
Disclaimer
88
EmailFormula
Aformulausedtoautomaticallygenerateausersemailaddressbasedontheusers firstandlastnames.Theemailformulaiscreatedatthesystemlevelandappliesto allnewusersenteredinthesystem. Anautomaticemailmessagethatremindsuserstocompletetheirresponsibilities.E mailnotificationscanbeenabledordisabledforspecificusersorsystemwide. Agroupthatidentifiesemployeesforthepurposesoftimetracking(fulltime,part time,contract,etc.)andhumanresources(timeoff).Ausercanbeassignedtoonly oneemployeetype.NotavailableinWebExpense. AnoptionthatallowsuserstoexportreportdatatoMicrosoftExcelforfurtherediting orreview. Acostincurredfromworkrelatedtasksand/orpurchases(travel,food,officesupplies, etc.).InTimeBillexpensesmaybenonbillableorbillable,thelatterapplyingtoex pensesforaprojectfundedbyaspecificclient.WebExpenseonly. Ameansforcustomizingwhichcolumnsareavailableintheusersexpensesheet.Ex pensecolumnsaresetatthesystemlevelandareeitherenabledordisabled.WebEx penseonly. Asummaryviewoftheusersexpensesheet.Thesummaryincludesonlythemostper tinentinformation,suchasbillableamountsandreimbursementtotals.WebExpense only. Atermthatspecifieswhenauser/grouphasbeenallowed/deniedaccesstoaproject ortaskasanindividual.Explicitlyallowingordenyingaccessinvolvesaddingthename oftheuser/grouptotheAllowedorDeniedlistboxontheEditProject/EditTaskpage (alsoseeImplicitonpage90). TimeCostorTimeBillonly. Theemailaddressusedtosendofflinetimesheetstoauser. Thetaskslistedinauserstaskdropdownmenu,intheClassictimesheet.Favorites mayincludeupto50tasksatonetime.Favoritesusuallycontainthenewesttasks,but userscanmanagefavoritestoamendthelist.TimeCostorTimeBillonly. Ameansforlimitingtheamountofinformationdisplayedonalistpage. Ameansforcustomizingreports.Fieldselectionallowsuserstoaddorremovefields toreports.Eachreporthasadifferentlistofavailablefields. Thetotalamountofanexpense,includingtaxes.WebExpenseonly. Aformulausedtocalculatebackwardsfromthegrossamounttothenetamount(pre tax)ofanexpense.Thisformulaappliestoflatexpensesonly(notratedexpensessuch asmileage).WebExpenseonly. Ameansforgroupingdataforreports,allowinguserstoviewthesameinformationin variousways.Forexample,aProjectStatusreportmightbegroupedfirstbyproject, thenbytask,thenbytheusersworkingonthattask.Subtotalsarecalculatedforeach grouplevel,whereappropriate.Groupingoptionsareprovidedwithmostreports. Ameansfordefiningasetofstatutory(civic)holidaysandassigningthoseholidaysto specificusers.Repliconidentifiestheassignedholidaysinusers'timesheets.Notavail ableinWebExpense.
EmailNotification EmployeeType
Excel Expense
ExpenseColumns
ExpenseSummary
Explicit
ExternalEmailAddress Favorites
Filter FieldSelection Gross GrosstoNetFormula
Grouping
HolidayCalendar
89
HourLevel HoursperDay
Atermthatidentifiesuserdefinedfieldsthatwillapplytoindividualhourcellson timesheets. Thenumberofhoursthatconstitutesasingledayforauser.Hoursperdayareusedto convertvacationtimefromhours(enteredinthetimesheet)todays(daysremaining). YoucansetuphoursperdayintheSystemPreferences(systemwidedefault)andin eachusersprofile(overridesdefault).TheReplicondefaultiseighthoursperday. Arateusedforreportingpurposestodetermineprojectcosts.Youcansetupthehour lycostineachusersprofileintheAdministrationarea.TimeCostorTimeBillonly. Therateusedforreportingpurposestodeterminepayrollcostsonaproject.Youcan changeoreditthehourlypayrollineachusersprofileintheAdministrationarea. TimeAttendorTimeOffonly. Atermthatspecifieswhenauser/grouphasbeenallowed/deniedaccesstoaproject ortaskasamemberofalargergroup(user'sdepartmentor<All>).Implicitlyallow ingordenyingaccessmeansthatthelargergrouphasbeenexplicitlyallowed/denied accessontheEditProject/EditTaskpage.TimeCostorTimeBillonly. Agridformattimesheetwhereyoucanenterthestartandendtimeswhenyouwork duringtheday. TheemailaddressusedtosendRepliconemailnotificationstotheuser. Aformulausedtoautomaticallygenerateausersloginnamebasedontheusersfirst andlastnames.Theloginnameformulaiscreatedatthesystemlevelandappliesto allnewusersenteredinthesystem. Ameansforupdatingthesameattributesformanyusersatonce. Ameansforassigningmorethanoneratetoamemberofaprojectteam.Multiple ratesrequireausertoselecttheappropriateratewhenenteringtimeagainstthe projecttasks.Multipleratesareusefulifasingleuserhasmultipleresponsibilities. Youcan"turnoff"billinginformationintheSystemPreferences,whichwillhideallbill ingfeaturesacrossReplicon.TimeBillonly.
HourlyCost HourlyPayroll
Implicit
InOutTimesheet InternalEmailAddress LoginNameFormula
MassUpdate MultipleRates
Net Nonbillable
Theamountofanexpensebeforetaxes.WebExpenseonly. Atermthatindicatesthattimeandexpenseswillnotbebilledtotheclientassociated withtheproject. Youcan"turnoff"billinginformationintheSystemPreferences,whichwillhideallbill ingfeaturesacrossReplicon.TimeBillonly.
NotPaid
Identifiesexpensesheetsforwhichthereimbursementamountshavenotbeenpaid. TheNotPaidbuttonisusedtoundotheactionofmarkingexpensesheetsaspaid. ItisNOTusedtoreverseanactualpaymentdisbursement.WebExpenseonly. Atermthatindicateswhentimesheetsandapprovalsarepasttheirduedates. Rulesthathelpyouspecifyandmodifyhowyouremployeeswillbepaidfortheirover timehours. Thisfeatureaccommodatescustomerswhorequireovertimecalculations andrateadjustments.TimeAttendonly. Identifiesexpensesheetsforwhichthereimbursementamountshavebeenpaid.Paid statusappearsontheHistoricalExpenses(admin)andusersexpensestatus(Waiting forApproval,Approved,Rejected)pages.WebExpenseonly.
Overdue OvertimeRules
Paid
90
PayCodes PaymentMethod PeriodinView Permission
Usedtolabeldifferenttypesoftime,suchasovertimeanddoubletime.TimeAttend orTimeOffonly. Themethodofpaymentforanindividualexpense(e.g.,Visa).WebExpenseonly. ThereadonlyformatusedtoviewanentireperiodsentriesfortheInOuttimesheet. ThisviewistheonlymeansauserhastosubmitthetimesheetwhenusingInOut. Atermthatidentifiestheindividualfunctions/featurestowhichusersmaybegranted access. Definesasetofpermissionsforaspecificuser.Youcanassignpermissionprofilesto usersintheiruserprofile. Identifiesthegraphicaldisplayofreportdataavailablewiththepivotreports. IdentifiesatypeofreportthatmirrorsthefunctionalityinMicrosoftExcel.ThePivot reportsallowtheusertocustomizethelook/feelofthereportfiltersandfields,aswell asdisplayreportdatainagraphicalformat. Identifiesthespreadsheetstyledisplayofreportdataavailablewiththepivotreports. Anoptionthatallowsuserstoprinttimesheets,expensesheets,andreports. Aframework(structure)fororganizingworkgrouptasks.Projectsidentifythebodyof worktobecompletedbyateam.Projectscanhavetaskassignmentsatmultiplelevels. TimeCostorTimeBillonly. Ameansforallowingonlyspecificuserstoentertimeagainstaprojectintheir timesheets.Projectassignmentsapplyonlytotheprojectatthehighestlevel,anddo notautomaticallycarrydowntothesubtasks.Aprojectassignmentdiffersfromthe projectteaminthattheassignmentdetermineswhocanworkontheprojectatits highestlevel,whereastheprojectteamincludesallindividualsworkingontheproject atalllevelsofthestructure(alsoseeTaskAssignmentonpage93).TimeCostorTime Billonly. Theinternalcostforaproject.TimeCostorTimeBillonly. Anoteassociatedwithaproject,usedtopostinformationandupdatesaboutspecific projects.TimeCostorTimeBillonly. Thedefaultbillingrateforaproject.Theprojectrateautomaticallyappliestoalltime enteredagainsttheprojectanditsassociatedtasks.Whenaprojectteamisinitiallyas signed,eachteammemberwill,bydefault,usetheprojectrate;however,eachmem bersratecanbechangedasnecessary.TimeBillonly. Agroupofuserswhocanworkonaprojectoritsassociatedtasks.Eachmemberofthe projectteamisassignedaratethatwillbeusedtocalculatethecostincurredforthe timethatuserspendsworkingontheproject.Theprojectteamdiffersfromaproject assignmentinthattheteamincludesallindividualsworkingontheprojectatalllevels ofthestructure,whereasaprojectassignmentdetermineswhocanrecordtime againsttheprojectatitshighestlevel(alsoseeTaskAssignmentonpage93).TimeCost orTimeBillonly.
PermissionProfile PivotChart PivotReport
PivotTable Print Project
ProjectAssignment
ProjectCost ProjectNote ProjectRate
ProjectTeam
91
Project/TaskProgress
Ameansfortrackingtheworkprogressforindividualprojects/tasks.Project/task progressisdisplayedinaprogressbarontheEditProject,Add/EditTask,Project Structure,andTimesheetpages,aswellasinreports.Theprogressbarincludesthe actualhoursworked(byallusersassignedtotheproject/task),estimatedhours,and percentagecompleted.TimeCostorTimeBillonly. Thenumberofunitsusedtocalculatethetotalexpenseamountforratedexpense types(e.g.,mileage). Ameansforaddingmultipleusersatonce.Youneedtoenteronlythemostbasicuser specificinformationtocreateindividualprofiles. Atermthatidentifiesexpensesforwhichtheuserpaidoutofpocketandrequires compensation. AtypeofRepliconimplementationinwhichtheapplicationisinstalledonserversman agedbyReplicon.TheapplicationisavailabletoyourusersthroughtheInternet,using awebaddressprovidedbyRepliconorthroughtheCustomerLoginsectionoftheRep liconwebsite.SaaSstandsforSoftwareasaService. Ameansforresettingthenumberoftimeoffdaystowhichusersareentitledovera periodoftime.Forexample,acompanymayallowauser15vacationdaysperyear,to bereset(startover)onJanuary1steachyear.Theresetfrequencymayvarybytime offcode(global)anduser.TimeAttendorTimeOffonly. Atermthatidentifiesatypeofworkchargedataspecificrate.Arolecandescribea specificaction/functionoralevelofexpertisewithintheprojectteam.Rolesareini tiallycreatedglobally,thenassignedtoaprojectandappropriateprojectteammem bers.Youcan"turnoff"billinginformationintheSystemPreferences,whichwillhide allbillingfeaturesacrossReplicon.TimeBillonly. Therateassociatedwithaspecificrole.Roleratesaredefinedatthegloballevel,but canbechangedfromwithinaproject.Becauseeachprojectownsitsrates,changes madeoutsideaprojectwillnotaffecttherateswithintheproject.Youcan"turnoff" billinginformationintheSystemPreferences,whichwillhideallbillingfeaturesacross Replicon.TimeBillonly. Atermthatidentifiesuserdefinedfieldsthatwillapplytoindividualrowson timesheets. Anindividualunitofalicensekeythatcanbeassignedtoausertoprovideaccessto eithertheTimeAttend,TimeCost,TimeBill,TimeOff,WebExpenseorWebSchedule module. AmeansforallocatinguseofaneditionortheExpensemoduletooneormoreusers. AtypeofRepliconimplementationinwhichyouinstallandmanagetheapplication anddatabasewithinyourorganization.ItisinstalledusingafileprovidedbyReplicon andtheapplicationisavailabletousersthroughyournetwork. Atermthatidentifiesthetraditionaltimesheetformat,whereauserentersthetotal hoursworkedperday. Auserauthorizedtomanagetasksonbehalfofanotheruser.Eachusercanhavemul tiplesubstituteswithdifferentpermissions.Eachsubstituteuserspermissionsarede terminedbytheuserwhosetsupthesubstitute.
Quantity QuickAdd Reimburse SaaSImplementation
Reset
Role
RoleRate
RowLevel Seat
SeatAssignment SelfHostedInstallation
StandardTimesheet SubstituteUser
92
Tag
Amacrothatbatchesinformationintoalist(miniaturereport)withinanemailnotifi cation.Tagsarelistedatthebottomofeachemailnotificationtemplatewithadefi nitionthatexplainsitsuse. Identifiesalevelwithinaproject.Asingleprojectmayhavemanytasksanduptoten levels.TimeCostorTimeBillonly. Ameansforallowingonlyspecificuserstoentertimeagainstaparticulartaskintheir timesheets.Taskassignmentsapplyonlytoasingletaskwithintheprojectstructure anddonotautomaticallyinheritfromtheprojectorcarrydowntothesubtasks(also seeProjectAssignmentonpage91).TimeCostorTimeBillonly. Afeeaddedtothenetamountofanexpense.WebExpenseonly. Aformulausedtocalculatetaxamountbasedonthenetamountofanexpense.Asep aratetaxformulaiscreatedforeachtaxcodethatwillbeused.WebExpenseonly. Anoptionthatallowsyoutochangetheappearanceofthetimesheet.Userscanselect apresetoption,ordefinetheirowntheme. Anitemthatidentifiesemployeetimeandbenefitsagainstwhichuserslogtheirtime (vacation,sickdays,statutoryholidays,etc.).Timeoffcanbeenabled/disabledata globallevel(systemwide)oratauserlevel(e.g.,contractorsorinternsmaynotbeal lowedtoentervacation).TimeAttendorTimeOffonly. Ameansfortrackingtimeworkedbyindividualuserswithinanorganization.Replicon allowsyoutomanagetimeandcostsacrossdepartments,projects,employeetypes, andclients. Adaterangethatspecifieshowfrequentlytimesheetsaresubmitted.Timesheetperi odsshouldparallelyourorganizationspayperiods.Timesheetperiodscanbecreated fortheentiresystem(allusers),employeetypesand/ordepartments. Anoptionthatallowsausertorecoveratimesheetorexpensesheetthatwassubmit tedinerror.TheUnsubmitoptionisavailableonlybeforeatimesheet/expensesheet isapproved. AnonymousdataaboutyourhardwareconfigurationandRepliconusagethatiscol lectedbyRepliconInc.(ifyourorganizationchoosestoparticipate)tohelpimprovethe quality,reliability,andperformancefortheRepliconapplication.Theanonymousin formationobtainedfromyouandotherparticipantsisusedtoimproveRepliconand relatedservices. Replicondoesnotcollectyourname,address,oranyotheridentifyinginformation aboutyourorganizationtheprocessissafe,secure,transparent,andcompletely anonymous.
Task TaskAssignment
Tax TaxFormula Theme TimeOff
Timesheet
TimesheetPeriod
Unsubmit
UsageStatistics
User
Anyindividualwithaccesstoenterdata.Anynumberofusertypesmaybecreated(ad ministrator,supervisor,etc.).Eachuserhasaname,aloginname,aloginpassword, andaprofile. Acustomfieldusedforinformationalpurposesandreports.Userdefinedfieldscanbe formattedfordates,numbers,text,ordropdowns(selectionfromalist). Aspecificratedefinedforaparticularmemberofaprojectteam.Theuserrateapplies onlytotheselecteduserandisspecifictotheprojectanditsassociatedtasks. Youcan"turnoff"billinginformationintheSystemPreferences,whichwillhideallbill ingfeaturesacrossReplicon.TimeBillonly.
UserDefinedField UserRate
93
ValidationRules
Rulesletyousettheminimum/maximumnumberofhoursthatmustbeonanemploy ee'stimesheetinorderforittobeconsideredvalid.TimeAttendorTimeBillonly.
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Administrators Guide

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Replicon

TimeAttend TimeCost TimeBill TimeOff WebExpense

ReportingonData .......................................................................................................................... 79 SettingupReportsforUsers .................................................................................................... 79

AppendixA Glossary .................................................................................................87

TimeCosttrackstimeandmoneyspentonprojects,andincludes: Timetrackingagainstsimpleorcomplexprojects,withup totentasklevelsavailable Anumberoftimesheetformatstomeetavarietyoftime trackingneeds Detailedprojectcostingreports

TimeBillincludesallfeaturesofTimeCost,plusthefollowing: Productivitytrackingattheuser,department,andcompany level EasyintegrationwithMicrosoftProjectandQuickBooksfor projectmanagementandbillingpurposes Detailedbillingreports

TimeOffbtracksandmanagesemployee timeoff,andincludes: Timeofftracking,includingautomaticaccrualsandbalance tracking Detailedtimeoffreports

WebExpensetracksemployeeexpenses,and: Canbeusedeitherasastandaloneapplication,orinseam lesscombinationwithTimeCostorTimeBill WhenusedwithTimeCost,isusedtotrackexpenses relatedtointernalprojects WhenusedwithTimeBill,isusedtotrackclientbillable expenses Includesdetailedexpensereports

Onceyouhaveselectedanitemfromthetopmenubar,thatsectionofReplicondisplays.Amoredetailed menuoffeaturesavailablewithinthatsectionisprovidedontheleftsideoftheapplication.Clickonthe headingofeachmenutoopenorcloseit.

Iftheonlinehelpwindowdoesntlaunchautomatically,youmayhavetoallowpopupsinyourbrowser. RefertoDisablingPopUpBlockersfortheRepliconSiteonpage19forinformationonhowtodothis. WithinReplicon,ifthe latedtothatfield. iconisshownnexttoafield,clicktheicontoaccesshelpinformationre

Administertimesheets,timeoffbookings,andexpenses Runreportstocheckprojectcosts,billingamounts,andpayrolltotals Exportdatatoothersystemsforpayroll,projectmanagement,orbillingpurposes

Number Drop-down Text

Foreachdepartmentyoucreate,youmustspecify: 1. Theparentdepartment 2. Thenameofthenewdepartment 3. Thevaluesforanycustomfieldsyoudefined Youcandraganddropdepartmentstomovethemaroundtheorganizationalstructure.

Employeetypescanbeusedtogroupusersalonganycriteriayouchoose.Eachuser'sassignedemployee typecanbeusedtofilterorgroupdatainreports.Employeetypesareonlyrequirediftheperiodthata timesheetcoversvariesbyuser,andisnotbasedontheirdepartment. Employeetypesaredefinedat:

Foreachemployeetypeyouaddoredit,youmustspecify: 1. Thename,whichwillbeusedwhenassigningatypetoauser 2. Thevaluesforanycustomfieldsyoudefined

Thischapterprovidesinformationonhowtosetupthesystemsotimecanbeenteredandtracked,asde tailedinHowTimesheetsWorkonpage10.Thesestepsmustbecompletedbeforetimesheetuserscanbe added.

Defineshowmuchtimeeachtimesheetcovers 32 and,therefore,howoftentimeissubmitted Defineswhoapproveseachtimesheet

Requiredonlyifuserswillneedtoentermore 36 than24hoursinaday,orifsignaturelines shoulddisplayonprintedversionsof timesheets.Alsospecifieshowcolumnsaredis playedontimesheetsinTimeCostorTimeBill.

34 Determineshowsoontimesheetsneedtobe submittedandapproved,andhowfarinad vancetimecanbeentered(defaultsarealready inplace)

Forhelpdecidingwhichoptionisrightforyou,refertoDecidingwhichTimeEntryMethodtoUseon page32. Forinformationonassigningtimeentrytypepermissions,refertoAssigningaTimeEntryMethod PermissiontoaUseronpage32.

Youcancreateeither: Asingletimesheetperiodforallusers(Systemtimesheetperiod),or Adifferenttimesheetperiodforeachemployeetypeordepartment

UsingtheWeeklyEndofMonthtimesheetperiod,daysfromincompleteweeksatthebeginningandend ofthemonthwilleitherformashortweek(ifthereare4ormoredays),orwillbeaddedtotheadjacent weekinthatmonth(ifthereare3orfewerdays). Forexample,thetimesheetperiodsatthebeginningandendofthemonthwouldlooksomethinglikethis:

Anytimebetween40and45hoursclassifiedasOvertimeandpaidat1.5timestheusersnormal rate Timeabove45hoursclassifiedasDoubleTimeandpaidat2timestheusersnormalrate

Description Eachtimesheetperiod,theusercanchoosetoeitherbank: ALLoftheirovertimehours,or NONEoftheirovertimehours Eachtimesheetperiod,theusercanchoosetoeitherbank: ALLoftheirovertimehours,or ONLYovertimehoursyouselectedintheirovertimerule

Whencreatingavalidationrule,youmustspecifythefollowing: 1. Thenameoftherule,whichwillbeusedtoidentifytherulewhenassigningittousers 2. Anynumberofconditions,andtheperiodsthattheyapplyto: Dayrulesdefinethehoursforasingledayatatime.

Enddatesdeterminehowmanymonthsinadvancetimecanbeentered,andcanbesetseparatelyforeach timesheetperiodtype(system,department,employee). Defaultvalueshavebeenset,buttheycanbechangedat:

Thischapterprovidesinformationonhowtosetupthesystemsotimeoffcanbeenteredandtracked,as explainedinHowTimeOffWorksonpage11.Thesestepsshouldbecompletedbeforeaddingtimeoffusers. A TimeAttend or TimeOff license is required to track time off.

System Preferences (Time Off)

Approver Types and Approval Path

Ifyouarenotusingthesystemforpayrollpurposes,thereisapredefinedpaycodefortimeoffthatyou canuse.Thepaycodeswillbeshownonthetimesheetandinpayrollreportsandexports. Paycodescanbedefinedat:

Whenaddinganapprovertype,youmustspecify: 1. Thenameoftheapprovertype,whichwillbeusedtoidentifytheapprovertypewhencreatingap provalpaths 2. Thetypeofapprover: Supervisor,whoapprovesalltimeoffbookingsforuserstheysupervise

Aspecificuser,whoapprovesalltimeoffbookingsforallusersassignedanapprovalpath containingthisapprovertype.Onlyuserswhohavebeenassignedapprovalpermissions willbeavailableforselection.

Tocategorizeexpensesanddefinewhichtaxes 49 areappliedtoeachtypeofexpense Determineswhichfieldsareavailableonex pensesheets Defineswhoapproveseachexpensesheet

Requiredifyouwanttotrackhowuserspaidfor 52 expenses Determineshowquicklyexpensesheetsneed tobeapproved(defaultsarealreadyinplace) Tocaptureadditional,custominformationon theexpensesheet

Todisplayamessageontheexpensesheetto 52 remindusersofimportantinformation,suchas whenexpensesshouldbesubmitted

Whenyoucreatingataxcode,youwillberequiredtoprovide: 1. Anameforthetax,whichwillbeshownontheusersexpensesheet 2. Thedefaultformulaforcalculatingthetaxbasedonthenetamountoftheexpense(seebelow)

Parenthesesareusedtoindicatethatthe10dollarsshouldbesubtractedfromthegrossamountbefore the6%salestaxisdeducted. Whenenteringthegrosstonetformula,donotenteracurrencysymbol.Thetaxwillbecalculated inthecurrencyfortheexpenseitself,andisnotnecessaryintheformula.

SystemPreferences(E Specifiesthesettingsfortheemailserverused 53 mailSettings) tosendoutreminders EmailNotifications Definestheremindersthatwillbeusedbythe systemandthecontentsoftheemail

54 SystemPreferences(No Defineshownotificationsarehandledwhen tifications) submissionsorapprovalsareoverdue(defaults areinplace)

Administration > System > System Preferences > Notification section

Youcanspecifythefollowingsettings: 1. Whetheremailremindersshouldbesenteverydaywhensubmissionsorapprovalsareoverdue 2. Whetherthosenotificationsshouldbesentontheuserstypicalnonworkingdays

Definestheholidaysthatuserstake,whichwill 56 beexcludedfromtimeoffcalculationsand shownintimesheetsandcalendars Toallowpayandbillingrates,costs,andex pensestobeenteredinmultiplecurrencies

Currencies SystemPreferences(Se curity) SystemPreferences (TimeZones,Usage, Reports,Web Addresses,Feedback) DCAACompliance Permissions

RepliconcomeswithadefaultbasecurrencyofUS Dollars.Youcanchooseanotherbasecurrencyatthe bottomoftheCurrenciespage.

SettingTimesheetSystemPreferencesonpage36 SettingTimeOffSystemPreferencesonpage44 SettingSystemPreferencesforUsersonpage60 SettingSystemPreferencesforProjectsonpage67

AlongwithfieldsforenablingDCAAcompliance,thispageshowsyouinformationonsystemoptionsasso ciatedwithDCAAcompliance.Foreachoption,itshows: ThesettingrequiredforDCAAcompliance Thecurrentsetting

Specifiesthedefaultpreferencesforeachnew 60 user Tocaptureadditional,custominformationfor eachuser

Administration > Users/Departments > User Preferences.

TimeAttend Timesheetperiodsdependonthe user TimeBill TimeCost TimeOff All Alwaysrequired

ApproverTypesand ApprovalPaths OvertimeRules ValidationRules Activities

ItemtoConfigure TimeOffTypes EmailNotifications

TimeAttend Youareusingthesystemtotrack timeoff TimeOff All Youwanttocustomizethe contentsofemailreminderssent tousers

Standardandexternaluserseachhavetheirownusername,password,andprofilebutexternalusersdo nothaveasmanyadditionaloptionsasstandardusers.Forexample,supervisors,timesheetperiods,and activitiesarenotsetforexternalusers. Unlessadistinctionisrequired,thetermUserisusedforbothstandardandexternalusers.

IftheuserisusingWindowsNTauthenticationorIntegratedWindowsAuthenticationis enabled,entertheirWindowsloginname. IftheuserisusingActiveDirectoryauthentication,entertheiruserPrincipleNameor sAMAccountName,asdefinedintheActiveDirectorysystem. IftheuserisusingSAMLauthentication,entertheirSAMLloginname.

EmployeeTypetoFull-time Salaried TimesheetPeriodtoEmployee Type

67 SpecifiesifRepliconwillbeusedforbilling, whetherhoursandcostsarerolleduptoparent tasks,andwhethermultipleclientscanbeasso ciatedwithaproject

Roles UserDefinedFields Productivity

Requiredifclientsarebilledbasedonthetype 68 ofworkdone.AvailableinTimeBillonly. Requiredifyouwanttocaptureadditional,cus 69 tominformationforprojectsorclients Specifiesthebillabletargetsandpreferences usedtodetermineproductivity.Availablein TimeBillonly.

Onceyouhavesetuptheseitemsandhaveaddedallyourusers,youcanadd: 1. Clients,asoutlinedinProjects>Productivity>Monthly>icononpage70 2. Projects,asdetailedinAddingProjectsonpage70

Foreachrole,youmustspecify: 1. Thenameoftherole,whichwillbeshowninprojectsandtimesheets 2. Thedefaultbillingratetoassociatewiththerole

Inthispage,youcanspecify: 1. Whetherproductivitychartsareshownonuserstimesheets 2. Whetheronlyapprovedhoursareincludedinproductivitycalculations 3. Theproductivitylevelatwhich,inthecharts,usersareconsideredtobemeetingtheirtargets Youcanalsoconfigurehowoftenproductivitydataisgeneratedat:

Foreachclientyoucreate,youcanspecify: Thenameoftheclient Acodefortheclient,whichcanhelpsavespaceintimesheetsandreports Thedefaultbillingratefortheclient(anyprojectscreatedforthisclientwillbesettousethisrate bydefault) Anycustomfieldsyoucreatedforclients

Followthesestepstoaddaproject: 1. Createtheproject,includingenteringthebasicprojectdetailsandassigningclients. 2. IfyouhaveaTimeBilllicenseandplantotracktimeforbillingpurposes,settheratestobilltimeat. 3. Specifywhowillworkontheproject.