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XT-225: Time Collection Tips and Tricks Presented by: Cherise Smith, Deltek 1

Deltek Insight 2010: Time Collection Tips and Tricks

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Page 1: Deltek Insight 2010: Time Collection Tips and Tricks

XT-225: Time Collection Tips and Tricks

Presented by:

Cherise Smith, Deltek

1

Page 2: Deltek Insight 2010: Time Collection Tips and Tricks

Agenda

• This Session will focus on:

– Setting up and utilizing Overtime Validations

– Making the most of the Leave Module

– Password Reset functionality for Employees

Copyright © 2010 Deltek, Inc. 2

Page 3: Deltek Insight 2010: Time Collection Tips and Tricks

Copyright © 2010 Deltek, Inc. 3

Overtime Validations

• With the release of Time Collection 8.0, an enhancement regarding how Time Collection calculates overtime was created. These powerful sets of rules, when properly configured, can streamline and ensure that overtime is being properly calculated for all Timesheet classes.

• The validations occur at 3 levels:

– Daily

– Weekly

– 7th Consecutive Day

Page 4: Deltek Insight 2010: Time Collection Tips and Tricks

OT Hours Rules Tab

Copyright © 2010 Deltek, Inc. 4

Page 5: Deltek Insight 2010: Time Collection Tips and Tricks

Overtime Rules

• The rules can be configured to apply specifically to each Timesheet Class

• There are rules surrounding:

– Edits

– Thresholds

– Inclusion of Previous Days Overtime

Copyright © 2010 Deltek, Inc. 5

Page 6: Deltek Insight 2010: Time Collection Tips and Tricks

Overtime Rules – Edits

• The Edits that can apply are:

– No Edit- No validations will occur when overtime is placed on the timesheet

– Hard Edit- If the overtime placed on the timesheet does not meet the requirements of the configuration, the timesheet cannot be signed

– Soft Edit- the employee will receive a Warning message regarding the overtime; the overtime placed on the timesheet may not meet all of the criteria

Copyright © 2010 Deltek, Inc. 6

Page 7: Deltek Insight 2010: Time Collection Tips and Tricks

Overtime Thresholds

• Daily Overtime

• Use this screen to enter the rules surrounding the Daily hours

• Threshold Level 1- create the 1st level of overtime

• Level 2- if there is a 2nd level of overtime, enter it here

• For example,– Level 1- Hours over 8 are paid at a

factor of 1.5

– Level 2- Hours over 12 are paid at a factor of 2.0

• Weekly Overtime

• Use this section to create the Weekly Edits

• Based On- will the calculation of overtime be based on Each Day or the Whole Week?

• Week Starts- what day of the week does the timesheet period begin for accurate calculation of overtime?

• Apply the same concept for the Level 1 and 2 thresholds as those for the Daily rules

Copyright © 2010 Deltek, Inc. 7

Page 8: Deltek Insight 2010: Time Collection Tips and Tricks

Overtime Thresholds

• 7th Consecutive Day

• If an employee works 7 days straight, if this validation is required, the employee would receive a Factor of 2.0 for any hours worked on the 7th consecutive workday

Copyright © 2010 Deltek, Inc. 8

Page 9: Deltek Insight 2010: Time Collection Tips and Tricks

Overtime – Inclusion of Previous Day(s) Overtime Hours

• If the box marked “Include Previous Day(s) Overtime Hours is selected, the validation will occur as follows:

– An Employee works 12 hours each day Monday thru Thursday 8 Regular and 4 Overtime

– When the employee enters time on Friday, the system will prompt the employee to use the Overtime Pay type because all hours on Friday will count as Overtime

– Technically, the 40 hours for the week were worked Monday thru Thursday so the 5th day, Friday, counts towards Overtime

Copyright © 2010 Deltek, Inc. 9

Page 10: Deltek Insight 2010: Time Collection Tips and Tricks

Time Collection Tips and TricksStreamlining Leave Requests

Page 11: Deltek Insight 2010: Time Collection Tips and Tricks

Copyright © 2010 Deltek, Inc. 11

Leave Requests

• Utilizing the Work Schedule in Time Collection can streamline Leave Requests

– Employees can request Leave through the application

– Supervisors approve or reject the requests within the application

– Leave balances are visible within the application

– The Supervisor has the ability to view multiple employee calendar’s simultaneously

Page 12: Deltek Insight 2010: Time Collection Tips and Tricks

Leave Requests

• By selecting the Work Schedule link from the menu, the employee is able to look at a calendar and choose the days for which the leave is being requested

Copyright © 2010 Deltek, Inc. 12

The Red indicates the Leave Request is Pending

Page 13: Deltek Insight 2010: Time Collection Tips and Tricks

Leave Requests

• Once the Supervisor approves the request, the employee’s requested days will appear in Green on the calendar

Copyright © 2010 Deltek, Inc. 13

The employee can also review their leave balances from this screen

Page 14: Deltek Insight 2010: Time Collection Tips and Tricks

Leave Requests

• By choosing the Search link within Work Schedule, the Supervisor can view multiple calendars at once

Copyright © 2010 Deltek, Inc. 14

Page 15: Deltek Insight 2010: Time Collection Tips and Tricks

Time Collection Tips and Tricks Employee Password Resets

Page 16: Deltek Insight 2010: Time Collection Tips and Tricks

Password Resets

• This enhancement allows employees to reset their own password if they get locked out of the application.

– The password will be reset to the value contained in the government ID field found within the Employee Information screen.

– In order to reset password, the employee would have to provide a correct answer to a system defined question that they previously answered.

Copyright © 2010 Deltek, Inc. 16

Page 17: Deltek Insight 2010: Time Collection Tips and Tricks

Set-up for Password Resets

• Go to Weblogic

• Select the Domain for which this option will be enabled

• Choose the checkbox for Employee Password Self Resets

• Enter a security question – each employee will provide an answer to this pre-selected question

– Examples may be:

• What is your mother’s maiden name?

• What is the name of your first pet?

• In what hospital were you born?

Copyright © 2010 Deltek, Inc. 17

Page 18: Deltek Insight 2010: Time Collection Tips and Tricks

Copyright © 2010 Deltek, Inc. 18

Password Resets – How it Works

• Once the user initially logs into the application, the user will be required to answer the security question

• If the user forgets their Time Collection password, from the login screen, they select “Forgot Password?”

• The security question will be displayed and the correct answer must be provided

• The password is reset back to the Government Id value listed on the Employee Information screen

• User logs in with default password

• Application prompts employee to change password

Page 19: Deltek Insight 2010: Time Collection Tips and Tricks

Questions/Comments

Copyright © 2010 Deltek, Inc. 19