Transcript View Allocated Work - eTrack Practice Management Software

eTrack Practice Management System
Contractors
Access To
• Own Group.
• No access to any tabs, except…
• Training Corporate Activities.
Complete Weekly Timesheets
• Select work.
• Add hours and comments
• Tell Mgr if ETC=0 and need more time.
• Tell Mgr if using someone else’s ETC.
• End week, change Status to Complete
View Allocated Work
• View own Schedule (Read Only)
• Expand has Work under your name.
Contractor
Weekly and as
required
View Schedule
• View own Schedule (Read Only)
(Not via Timesheet Browser, need to
logon to Goglobal.)
eTrack Practice Management System
Users
Access To
• Active Work.
• Active Contacts.
• Own Group.
• View only access to Charge Rate.
• View only access to Detail, Information
and Expense tabs, except…
• Edit Contacts.
Complete Weekly Timesheets
• Select work.
• Add hours and comments
• Tell Mgr if ETC=0 and need more time.
• Tell Mgr if using someone else’s ETC.
• Check totals hours and Flexi hours.
• End week, change Status to Complete
Weekly and as
required
View Allocated Work
• View own Schedule (Read Only)
• Expand has Work under your name.
User
As required
(daily)
View Information
• View Job Details
and Job Information
• Add Job Progress Notes.
• View Audit Details and Information.
• View Contacts of Audits and Firms
eTrack Practice Management System
Managers
Finance Managers also see Invoicing
• Active Work and Contacts
• Archive Work and Contacts
• View only access to Charge & Cost
Rates.
• Edit all tabs, except view only of
Audits and Corporate Activities.
Weekly
Complete Weekly Timesheets
• Add Phases, Certificates etc.
• Add hours and comments.
• Check weekly totals hours and
Flexi hours.
• At end of week, change
Timesheet Status to Complete.
View Allocated Work
• View own Schedule (My Work).
• Expand has Work under your
name.
View Information
• Edit Job Details and Job
Information.
• Add Job Progress Notes.
• View only Audit Details and
Information.
• Edit Contacts of Audits and
Firms.
Approve Timesheets
• View, amend and approve time of
allowed Employees.
• Monitor Employee ETC and
Flexitime.
Access To
Monthly and as
required
Monitor Schedule, Budget & Resources
• Check Milestones against Last Approved
Plan.
• Check Variance Hours, Variance $ and
Margin $ are not negative (Budget Report).
• Check Employee hours (Activity Report).
• Check Employee over allocations (Gantt
Sheet).
• Check Actual Expenses imported from
Navision and that Variance is positive.
Track
• Update Job and Phase Status.
• (IPSAM will typically update Milestones).
• Revise the Schedule (see Planning).
• Save Plan with new ‘Last Approved” status.
• Update Job Information tab.
• Maintain Contact Details.
• Add new Expenses (eg. Taxi).
As required
Scheduling
• Enter Job details and Information.
• Create Timesheet Activities and
Milestones (not Phases).
• Review Employee availability.
• Assign Employees or Nominal
Employees to Phases.
• Edit Employee ETC Hours and plan
dates.
• Compare with Risk Template
(Report).
• Plan Expenses
• Save “Last Approved” Plan.
• View Charge $ (Budget Report).
• Estimate ‘top down’ Prices and % of
Audit Fee and review Margin.
• (FA Managers of Large Jobs Only)
- Enter Fee Schedule.
eTrack Practice Management System
Finance Managers
Weekly
and as
required
Complete Weekly Timesheets
• Add Corporate Activities.
• Add hours and comments.
• Check weekly totals hours and
Flexi hours.
• At end of week, change
Timesheet Status to Complete.
Export Invoices to Navision
• Filter Invoices not yet exported
(Invoice Sheet)
• Export as Batch.
• Reverse Invoice on error.
View / Edit Information
• View only Jobs and Audits.
• View only of Charge & Cost Rate
Approve Timesheets
• View, amend and approve time of
allowed Employees.
• Monitor Employee Flexitime.
Edit Information
• Edit Contacts of Audits & Firms.
• Create new Expenses.
Access To
• Active Work and Contacts
• Archive Work and Contacts
• View only access to Charge & Cost
Rates.
• View only access to tabs.
• View only of Schedules.
• Access Account and Invoice sheets.
• Only Finance to have access to
Export.
Monthly and
as required
eTrack Practice Management System
Invoicing for Managers and Finance
Prepare Invoice
Manager
Print Invoices
• View multiple Jobs in Account Sheet.
• Review WIP (of approved time).
• Optionally enter Write-off and Adjust.
• Create Invoice Entry & enter Invoice $
for Jobs with WIP > $2K.
• Change Status to “To Invoice”.
• View Invoices using filter
• Enter Instructions & Invoice
Notes.
• Print Preview and Print.
Approve Invoice
Senior Managers
Finance
• View your Jobs in Account Sheet.
• Filter by ‘To Invoice’.
• Review Invoice$, WIP, Write-off,
Adjust.
• Create Invoices (click button).
• View Invoices to check created.
• Enter Instructions and Invoice
Notes.
Export Invoices to
Navision
• Filter Batches not Exported
(Invoice Sheet)
• Export Batch.
• Reverse Invoice on error.
Track Receipts and Debt
• View Invoices using filter.
• Track Receipts (from Navision).
• Track Outstanding Days and
Balance Owing $.
Weekly
eTrack Practice Management System
Training Managers
Complete Weekly Timesheets
• Add Phases, Certificates etc.
• Add hours and comments.
• Tell Mgr if ETC=0 and need more
time.
• Tell Mgr if using someone else’s
ETC.
• Check weekly totals hours and
Flexi hours.
• At end of week, change
Timesheet Status to Complete.
Access To
• Active Work and Contacts
• Archive Work and Contacts
• View only access to Charge & Cost
Rates.
• View only of Jobs, Audits and
Corporate Activities.
• Edit Training Courses.
View Allocated Work
• View own Schedule (My Work).
• Expand has Work under your
name.
View Information
• View Job Details and Job
Information.
• Add Job Progress Notes.
• View Audit Details and
Information.
• View Contacts of Audits and
Firms.
Approve Timesheets
• View, amend and approve time of
allowed Employees.
Monthly and as
required
Track Courses
• Update Course Status.
• Revise the Schedule (see Planning).
• Save Plan with new ‘Last Approved”
status.
Annually and as
required
Plan Courses (Gantt Sheet)
• Create Course and enter details.
• Create Timesheet Activities.
• Review Employee availability.
• Assign Employees.
• Edit Employee ETC Hours and plan
dates.
• Plan Expenses.
• Save “Last Approved” Plan.
eTrack Practice Management System
System Administrators
Daily and
Weekly
Complete Weekly Timesheets
• Add Corporate Activities.
• Add hours and comments.
• Check weekly totals hours and
Flexi hours.
• At end of week, change
Timesheet Status to Complete.
Support
• Handle eTrack Support queries.
• Forward to [email protected].
• Access Recycle Bin (can’t
delete).
Monthly and
as required
Update Clients & Audits
• Create Clients and Audits.
• Update Group, Client, Audit and Job
relationships including Job History.
• Update Contact details.
Create Jobs
• Create Job from template or another
Job and apply Risk Template.
• Create Projects.
• Maintain Corporate Activities.
• Maintain Templates.
Maintain Resources
• Maintain Resources.
• Maintain Resource Profiles.
• Update Company Calendar.
• Maintain Rate Tables.
Access To
• All Contact Groups & Work Groups.
• All Resources.
• Schedules.
• Rate Sets and Templates.
• Company Calendar.
• Recycle Bin.
• View only access to Account and
Invoice Sheet.
• No access to security groups.
• No access to Database.
Annually and
as required
Bulk Rollover
• Bulk Rollover of last Years FA and
CA Jobs.
•Review and apply Risk Templates.
•Edit Jon Numbers and Names.
Archive
• Move Work and Contacts to Archive
area of tree.
Create Reports
• Update and create new Reports in
eTrack Report Writer.
eTrack Practice Management System
IT Administrator
Access To
As required
• Everything in eTrack = SA plus…
• Custom Reports and Report Writer.
• Lookup Values
• Security
• Database tables and security.
• Configuration Files.
Upgrades
Weekly
Daily
Backup and Support
• Backup Database
• eTrack IT Support.
Complete Weekly Timesheets
• Add Corporate Activities.
• Add hours and comments.
• Check weekly totals hours and
Flexi hours.
• At end of week, change
Timesheet Status to Complete.
• Install new Release.
• Run SQL Scripts.
• Run Maintenance health checks.
• Clear Recycle Bin (only when approved
by SA).
Maintenance
• Maintain eTrack Security.
• Maintain Lookups
• Maintain Configuration.
• Maintain Custom Tabs.
• Maintain Training and Test data.
Reporting
• Extract data as requested from
database.