Transcript this powerpoint

Upgrade to
Deltek Time & Expense
with Employee Self Service
(ESS)
3/6/2014
Deltek Time & Expense Upgrade
• The Lab will be upgrading to the latest
version of Time & Expense (T&E) on the
evening of March 11, 2014.
• The primary differences between the new
timesheet and the current timesheet are how
the selection criteria are displayed on the
screen.
– T&E old is on the left hand side of the screen
– T&E new is at the top of the screen.
Deltek Time & Expense Upgrade
• The following is a list of operating systems (OS) and browser
combinations that Time & Expense supports.
• We have tested Time & Expense with Windows XP, Windows 7, IE
9.0, Chrome and Firefox, we have tested the Mac using Chrome,
Firefox and Safari and we also tested Linux/Unix using Chrome
and Firefox.
– We decided not to test Windows Vista because Windows Vista is no
longer available for order at JLAB.
OS Platform
IE 8.0
Chrome
Firefox
X
X
X
X
MAC OS X v10.5
X
X
X
MAC OS X v10.6
X
X
X
Linux Red Hat
OS 5 Desktop
X
X
Windows XP
X
Windows 7
X
IE 9.0
X
Safari
Log In Screen from the old Time & Expense
Here is the screen that everyone is familiar with.
Log in Screen from the new Time & Expense
You will use the Same Login Id, Same Password and Same domain as you did with the
old Time & Expense system.
Old Time & Expense Desktop
New Time & Expense Desktop
Click on the blue house to return to this screen from the other screens
Click on the word Time to move to the Time Sheet
Click on the word Self Service to move to the ESS portion
Old Time & Expense Timesheet
• The binocluars to look up items in the Old T&E has
been replaced with …..
New Time & Expense Timesheet
• A magnifying glass…
New Time & Expense Timesheet
•
The Time tab is at the top of the screen
• Click on ‘Record Time’
• Click on Timesheet
• Brings up the actual timesheet to record your time
•
•
We have set up a default so that when you click on the Time tab, your timesheet will be displayed on
the screen.
If you are in the Schedule tab you will need to navigate through the buttons above.
Old Time & Expense ESS Personal Section
New Time & Expense ESS Personal Section
In the new T&E, under the Self Service Tab, the Personal section has been renamed
Employee Information
Old Time & Expense ESS Payroll Section
Old Time & Expense ESS Benefits Section
New Time & Expense ESS Payroll & Benefits Section
The new T&E system, under the Self Service tab
Both Payroll and Benefits are on the same tab
Refresher for ‘Favorites’
Here is a timesheet with no favorites identified
Refresher for ‘Favorites’
• Enter your project you want to charge time to:
•
•
Use magnifying glass and searching for the project through the charge trees or,
Type in the project abbreviation in the Project section of the time sheet
Refresher for ‘Favorites’
1. Click the check box beside the line you want to add to favorites
2. The selections (right above the time sheet are no longer grayed out)
3. Click on ‘Add Line to Favorites’
Refresher for ‘Favorites’
1.
2.
3.
Click on the magnifying glass
Click on Favorites
The Favorites were saved
Refresher for ‘Favorites’
•
If you want your favorites to automatically load with every new timesheet
•
•
•
Click on the ‘Load’ check box
Press Update button
This Favorite will automatically be added to your timesheet every time you create a new time sheet
Deltek Time & Expense Recap
• The differences between the old and new Deltek
T&E are minor for the user. Selections are
displayed differently
• The logins, passwords and domains are the same.
• If you have questions please contact Bill Shelton
at ext. 7120 or email at [email protected]
Deltek Time & Expense
Questions?
Deltek Time & Expense
The following slides are for supervisor
information.
Old Time & Expense Work Schedule
New Time & Expense Work Schedule
•
•
•
Only the MCC group is allowed to alter their work schedule
The Work Schedule works the same way as it did with the old T&E system
It was decided by management to not use this process for leave requests
and approvals
Old Time & Expense ‘Timesheets Selected for Approval’
• Click on Select All to select all of the timesheets for approval
• Or select the timesheet(s) you want to approve
• Click Launch
New Time & Expense ‘Timesheet Approval’
• Click the + sign to expand the ‘My Tasks’ to see your pending tasks
• Project approvals are not selected here
New Time & Expense ‘Timesheet Approval’
• Shows all available timesheets for approval
– You can either check each timesheet you want to
approve or you can select all timesheets for approval by
checking the check box beside ‘Timesheets Pending
Approval’.
– Once you have decided which timesheets to approve,
you need to click on the ‘Launch’ button to be able to
see the actual timesheet to approve.
Old Time & Expense ‘Timesheet Approval/Rejection’
•
•
•
Review timesheet like always
Click the blue Check Mark to approve the timesheet
Click the red X to reject the timesheet
–
–
Reason for rejection is required
Email is sent to employee for correction
New Time & Expense ‘Timesheet Approval/Rejection’
• Same process for the new Time & Expense system.
Old Time & Expense Project Management Approval/Rejection
• Select Inquires/Reports
• Select TS Line Level Approval
New Time & Expense Project Management Approval/Rejection
• Click on Process
– TS Line level Approval is available
Old Time & Expense Project Management Approval/Rejection
•
•
•
•
Select Project
Pending Approval
Select the Function that you are the approval level for (Project Manager, Backup Project Manager)
Click on Execute
New Time & Expense Project Management Approval/Rejection
• The selection process is the same process as
used in the Old Time & Expense System
Old Time & Expense Project Management Approval/Rejection
Click on the + sign to show each employee that charged time to the projects that you are
the Project Manager (Details next slide)
Old Time & Expense Project Management Approval/Rejection
• There is a check box beside each name.
• Once you have selected the names, the two buttons above the
square light. You can:
– Approve Charges
– Reject Charges
• Rejecting Charges requires a reason for rejection. Each employee is notified of the
rejection and allows the employee to correct their timesheet
New Time & Expense Project Management Approval/Rejection
• The process for the New Time & Expense system is
exactly the same as it is for the Old Time & Expense
System.
Substitute Approval of Timesheets
• If you are a backup to a primary supervisor
follow these steps to approve timesheets:
– Open your timesheet
– Click on Search
•
•
•
•
Select the appropriate function
Highlight the supervisor that you are the back up
Press execute
The employees that you are a back up for will show in
the results box
• Click the top box the select all timesheets
• Press OK
– Approve the timesheets
Substitute Approval of Timesheets
Select
search
Substitute Approval of Timesheets
Select the
position
that you
approving
Substitute Approval of Timesheets
Select the
supervisor
you are
substituting
for and
press
execute
The
timesheets
that are
available
for approval
are
displayed
Substitute Approval of Timesheets
The
selected
timesheets
are
available
to be
approved
Deltek Time & Expense
Questions ?
Contact Bill Shelton at [email protected] or call me
at extension 7120.