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Timesheets Management System (TMS) Student User Guide
September 2016
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Content
1. Timesheets Management System (TMS) 2. Accessing Online Timesheets 3. Adding Mentor to Your Timesheet 4. Recording Placement Hours 5. Submitting Timesheets 6. Paper Submission of Timesheets 7. Made Up Time/Hours 8. Approval Process of Timesheets and Made up Time Record
9. Help and Comments
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1. Timesheets Management System (TMS)
Timesheets provide an easy to access and accurate electronic record of student placement hours. It will also save both time and resources for students, placements providers and HSS Placements Support Team.
TMS enables a student to complete and submit a timesheet electronically. The system will then automatically generate and email a link to the student’s mentor with a request to approve or reject the timesheet.
TMS is accessible on any computer, enabling a student to record their daily attendance on placements at any time. It will also provide extensive reporting options and facilities to keep accurate records.
2. Accessing Online Timesheets To access timesheets you need to log in to POW and access your current placement area. In the top left corner you will notice a ‘Click here to access TMS’ button:
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Timesheet will open in new window. Please make sure pop ups are enabled on your computer!
To start recording hours in your timesheet you need to select ‘Edit’ option in relevant placement week.
3. Adding Mentor to Your Timesheet You need to add your mentor to the timesheet.
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Click on ‘Add Mentor’ button and a new window will open. If your mentor is on dropdown list please select the name and mentor will be added.
If you can’t see mentor’s name please select from the dropdown list option ‘New’ and type in mentor’s email address, then click ‘Find Mentor’ button.
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If the system is not able to find this email address in the records a new form will open that will enable you to add the mentor to the system. Please complete the form accurately and click on ‘ Add Mentor’ button:
Please make sure you enter correctly your mentor’s email address! A mentor can be changed at any stage. If mentor’s detail hasn’t been verified yet the option to ‘Amend Provided Detail of Mentor’ will be available:
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4. Recording Placement Hours When the mentor is added to the timesheet, the attendance can be recorded. This can be done in two different ways: by using the quick fill option or by adding shifts individually. Please select ‘Edit’ option within the week you wish to record your placement hours.
New screen will open. You can add your shifts for individual days by using the ‘Edit’ option for every day you’ve worked during the week (1) or if you have been working the same hours all week you can select the quick fill option (2).
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Quick Fill Option Click on ‘Click here to expand MULTIPLE DAYS QUICK FILL’, section will expand:
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Select ‘Day Type’ from the dropdown list. Select days you’ve been working by ticking relevant boxes. You can select shift pattern from the dropdown list or populate time in, time out and breaks using the selector. Please remember to type the name of your mentor or associate. You can use the quick fill also to record absence, the principles are the same; you just need to select the day type as day off and select absence reason from the dropdown list. ‘Fill the Days’ button will populate hours with selected days. Recording Days Individually If you’ve been working different hours every day you need to record hours individually for every day. Please record information in every editable column and save it when you finish.
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Made Up Time during the Placement If you have completed any made up time during your placement please refer to ‘Click here to expand the block for Adding Made Up Time’.
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The section will expand allowing to record additional hours:
5. Submitting Timesheets Once your timesheet is completed for entire week you can submit it to your mentor for approval. This can be done by clicking on ‘Submit Electronically’ button within the ‘Actions’ section.
Please make sure a mentor with the correct email address is added to your timesheet before you submit it!
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When the timesheet is submitted the status will change and you won’t be able to edit your timesheet anymore.
When your mentor will approve the timesheet the status will change automatically to ‘Approved’:
If the mentor rejects the timesheet, student will need to check the mentor comment, amend the timesheet accordingly and resubmit it.
It is student’s responsibility to make sure that a mentor signs all the submitted timesheets. Students are receiving 3 types of auto-generated emails:
- TMS- Timesheets Status Change - TMS- Timesheet Submission Reminder - TMS Outstanding Timesheets and/or Made Up Time
All the emails are coming from POW Support ([email protected]).
6. Paper Submission of Timesheets In some circumstances electronic submission of timesheets is not possible. Then students can submit paper version of the timesheet.
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This means that students can print timesheet with recorded hours and ask their mentor for signature on paper. The timesheet then needs to be scanned or photographed by student and forwarded to HSS Placement Team: [email protected]. 7. Made Up Time (outside the placement dates) Additional placement hours completed outside of the placement dates should be recorded as a Made Up time (you may need to access it via the timesheet from your last placement unless you’ve been allocated Made up time placement block)
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Please populate all the fields within the form and press ‘Save made up time’ button.
System will collate the made up time by the mentor’s name assign to it. It means that all the made up time timesheets can be submitted for approval to mentor at the same time:
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8. Timesheet and Made up Time Approval Process When you submit your timesheet electronically an automated email will be sent to your mentor with a direct link to your timesheet. No login or password is required to access it, the mentor just needs to click on the link and the timesheet will open.
Every two weeks the system will generate a reminder and email it to the mentor for any outstanding submitted timesheets.
The cut-off date for approval of timesheets is 3 weeks after the placement ends. It is student’s responsibility to make sure all the timesheets are approved.
9. Help and Comments If you have any TMS related queries or require support please email: [email protected] or [email protected]
