New features in TimeControl 6.9 requires that you have installed Microsoft’s .Net 4.5+ framework. Previous versions of TimeControl will work find under .Net 4.0 but starting with 6.9, .Net 4.5 will be the minimum standard.
Category Archives: enterprise timesheet
TimeControl 6.8 includes the Accruals Module
Did you know that TimeControl 6.8 includes a powerful Accruals Module to allow Human Resources and Payroll departments to automatically calculate and store time in many different categories? Many organizations have scenarios where the timesheet is an ideal place to calculate overtime based on the total number of hours or the amount of vacation or personal time off that has been earned each period based on a person’s seniority or managing banked overtime. TimeControl’s new Accruals Module allows all of these types of calculations and more.
This extensive functionality is included with every TimeControl or TimeControl Online and has four different accrual rule categories:
1. Calendar Accrual Based on Static Values
In some organizations, your vacation time or personal time off is earned at a standard value. For example, let’s say you get 3 weeks of vacation and a standard week is 40 hours long. Each month you might earn 10 hours. The calculation is 40 hours times 3 weeks for 120 total hours per year of vacation and divide that 120 by 12 months and we get 10 hours per month. TimeControl can automatically do the storage of those hours into each employee’s vacation bank.
2. Calendar Accrual Based on Posted Time Values
Imagine that we need to calculate a set number of hours per employee each month based on the total number of hours accumulated during this period to their personal time off bank. The calculation might be particularly well suited to people who are on part time or hourly pay as opposed to salaried staff.
3. Timesheet Accrual Based on Rate Codes
Some organizations may configure TimeControl to accrue time into a bank based on the value found in the rate code. For example, it is quite common in TimeControl to identify a rate as an overtime rate with specific values for internal cost vs. external billing value. The TimeControl Accruals module can look at these lines and determine if the overtime values should be treated as time to go into a particular employee’s bank such as banked overtime over a certain value.
4. Timesheet Accrual Based on Timesheet Hours
In some organizations, there are rules for the amount of overtime that can be accumulated based on the number of hours in a timesheet. Let’s say, for example, we want to add to the employee’s overtime bank an amount calculated at 1.5 times the hours for any time spent over 40 total hours but below 50 total hours and 2 times the hours for any hours above 50.
A TimeControl instance may include numerous Accrual rules. Some rules could apply to the entire staff and others might apply only to certain staff or even to certain staff under some conditions.
Find out more about TimeControl Accruals at www.timecontrol.com/timesheet/accruals.
Wow, what a year!
Thanks to our remarkable clients 2014 was a record year of growth and productivity for us. HMS experienced growth in every category including services, TimeControl for on-premise, our subscribed TimeControlOnline service and even support services. So, a big thank you to both our dedicated staff and, of course, our expanding clientele. 2014 was our 30th year of operation and 20th year of operation for TimeControl but we feel like we’re just getting started.
In 2014 we released TimeControl 6.7 and 6.8 including such popular and powerful features as the TimeControl Workflow engine and the new Accruals Module. We also finally said goodbye to the last of our old ActiveX controls. They continue to be supported as a legacy feature but new installations of TimeControl won’t even see them by default.
2015 promises to be even more exciting! We are already putting the final touches on TimeControl 6.9 which is scheduled for release in February and design is underway for a major new wave of TimeControl which we’ll tell you more about during the summer. We’ll be giving you a sneak peek at the new marquis feature of TimeControl 6.9 right here in the blog in the next couple of weeks!
So, 30 years of HMS history are now behind us but the best is yet to come!
TimeControl at Steven Winter Associates
We are delighted to get written testimonials from our TimeControl clients quite frequently here at HMS but this year one of our clients has gone a step further. The folks at Steven Winter Associates worked with the HMS marketing staff to get a case study written of their selection and use of TimeControl. We’re thrilled with the result which is now on the TimeControl website.
Steven Winter Associates is a leader in their field creating best practices for high-performing buildings. It’s remarkable work. In January 2010, Steven Winter started looking for a timesheet system that would allow them to be effective in their work of making buildings more effective. TimeControl would become that system and it has been making a difference there ever since.
The case study is at: www.timecontrol.com/resources/casestudies/swa_casestudy.php or find out more about Steven Winter Associates at: www.swinter.com.
We’ve just received a letter from E2PM
E2 Project Management is an engineering and consulting firm based in New Jersey and we can’t thank them enough for the kind letter they recently sent. E2PM’s president, John Ferrante told us that their firm has been using TimeControl now for 3 years and that it has exceeded their expectations. We’re delighted to hear it. Thanks John to you and your entire team for your support. If you’d like to read John’s letter in its entirety, it can be found at: www.timecontrol.com/resources/testimonials/tst_e2pm.php.
You can see other testimonials on the TimeControl testimonial page.
HMS Releases TimeControl version 6.8
We’re delighted to tell you that we have released TimeControl version 6.8. It seems like just yesterday that we were telling you about 6.7 and all the new features there including the new Workflow module, the elimination of the last ActiveX controls and updated OnBoarding and Project Link functionality but here we are again with a major release of new functionality! In this version, we are very excited to include a new module we have talked about for some time. The Accruals Module will allow TimeControl administrators to automate functions such as banked time or calculated overtime and more. We also have added functionality to Expenses and Timesheets to allow you to insert your own documents (such as receipts) and a new Menu Editor that gives you even more flexibility over the TimeControl menus! Here are some of the more noticeable new and enhanced features you’ll be seeing in this version: Accruals module
TimeControl 6.8 includes a new Accruals module which allows Administrators to create a rules-based accrual of time into different elements of TimeControl tables. For example, Vacation could now be accrued automatically on a monthly basis and the amount per employee entered into the vacation bank on the employee table or overtime could be accrued from the timesheet using a banked-overtime rate into a bank of personal time in the employee table which could be used for time off later. There are 4 different types of Accrual rules now possible:
- A scheduled rule that is based on static values in the employee tables
- A scheduled rule that is based on values in the timesheets being posted
- A rule executed during posting that is based on the timesheet values
- A scheduled rule that looks at rate-code values
While doing Accruals within TimeControl has been possible in the past, it typically required expertise at the database level and now virtually all of these types of conditions can be managed by the users themselves in the Accruals module. Accruals are easy for an Administrator to create but, like Validation Rules and Workflow, are so potentially powerful, that we haven’t begun to explore the limits of what is possible with them. 
TimeControl menus now editable
TimeControl has always allowed items in the menu to be secured using User Profiles. Now, TimeControl 6.8 goes so much farther. Administrators are now able to add their own menu items directly to the TimeControl menu using the Menu Editor or move existing items from one tab to another to match their own requirements. Add documents to an expense line item or a timesheet header 
TimeControl 6.8 allows multiple files to be uploaded and saved within each expense line item or to the entire timesheet. This will allow scanned or photographed expenses to be saved with the Expense Line or at the timesheet level. There is no limit to the number of documents that can be attached to each expense line or to the Timesheet itself. For those who have their expense approvals managed at the same time as their timesheet, this makes the TimeControl expenses functionality that much more attractive. “Adjust” on PMV is configurable in User Profiles
In TimeControl 6.7, users who have access to the Debit/Credit function will see the “Adjust” link within the Project Management Validation screen. This appeared if the user had access to Debit/Credit. The appearance of this link is now configurable in User Profiles as of TimeControl 6.8. Even if the user has access to Debit/Credit, the Adjust link in the PMV can be hidden using this User Profile option. Clickable dashboards
As of TimeControl 6.8, on dashboard elements where appropriate such as the Personal Status view, users are able to click on a link which will bring them directly to the appropriate area or element of TimeControl We’ve added an “Adjust” button to the Posted Timesheet List
TimeControl 6.8 adds the Adjust link that is currently only in the Project Manager Validation screen to the Timesheet list. If a user has access to the Debit/Credit function, they will see the Adjust button on the Timesheet list and clicking on it will automatically create a Debit/Credit record for that timesheet. This makes getting to a Debit/Credit to adjust it in TimeControl that much easier. Hide “Remember Me” and “Keep me Logged in” on login screen
TimeControl 6.8 can now be configured in the TimeControl.ini file to allow the “Remember me” and “Keep me Logged in” checkboxes on the Login screen to be hidden from users. When users logout, return them immediately to login screen
TimeControl 6.8 can now be configured in the TimeControl.ini file to allow the user to bypass the confirmation dialog and return directly to the login screen while logging out. Filter resources during Project Management import
TimeControl 6.8 allows the project manager to set a filter to not transfer certain resources from the project management system. This could allow hiding certain types of resources such as generic resources from being automatically added to the TimeControl Resource Table. Plus, we’ve made performance and minor improvements in a wide range of other modules:Find out more about TimeControl 6.8 at www.timecontrol.com/timesheet/latest or talk to us about your timesheet needs at www.timecontrol.com/contact/contact.php or info@hms.ca.
Thanks for a great letter from Aedon Consulting!
Carolyn Gavsie the office manager of Aedon Consulting in Canada’s west coast recently sent us a letter explaining how delighted they are to have moved from a manual timesheet system to TimeControl. Aedon is a consulting services firm working in the utilities industry.
Carolyn’s letter can be found at: www.timecontrol.com/resources/testimonials/tst_aedon.php.
More TimeControl testimonial letters can be found on the TimeControl Testimonial page.
TimeControl Workflow is a part of version 6.7
TimeControl Workflow may be one of the most powerful features we’ve ever released.
The recently launched TimeControl 6.7 introduced TimeControl Workflow. Workflow uses the timesheet release as a trigger event and then allows you to select fro
m a number of possible actions based on data conditions in the timesheet or elsewhere in TimeControl.
Have you ever wanted to:
- automatically have TimeControl send an email notification to someone when certain tasks are completed or;
- automatically skip the manual supervisor approval if there is nothing of interest such as overtime on the timesheet or;
- trigger some extra time in a time-off bank if the timesheet shows a specific data condition or;
- have TimeControl automatically approve, post and line-item approve the entire timesheet if it meets all your testing criteria?
Then TimeControl Workflow is just what the doctor ordered!
Workflow is included with all editions of TimeControl including TimeControl for On-premise installation, TimeControl Industrial and TimeControl Online.
TimeControl Workflow allows specific actions to be taken with an unlimited number of data conditions that could be tested and is activated immediately after all Validation Rules have been tested.
The TimeControl.com website has a special section now dedicated to the TimeControl Workflow functionality. You can see a webcast of TimeControl Workflow in action and find out more about how TimeControl Workflow can help you solve your business challenges.
Go to TimeControl Workflow now to find out more about this powerful new functionality or to see the OnDemand webcast.
Managing multiple instances of TimeControl
HMS has long supported the notion of having both a production and a staging installation of TimeControl and do not charge additional licensing costs for such use of the system. It is common, for example, to have a staging instance to use for testing upcoming versions or to use for training or internal development of reports, filters and validation rules prior to making these enhancements available to production users. A number of clients have asked what the steps are to support promoting from one instance to another. Once a version or a feature has been tested in the staging environment, how do we then make this available in the new environment? We’ve outlined some standard steps in managing multiple instances in this post.
How to create a second instance of TimeControl
Create a 2nd instance in a virtual environment
Case 1:
TimeControl is installed in a Virtual Machine environment and the database server and database are on the same Virtual Machine. Steps:
- Copy the Virtual Machine
- Change the IP to be unique
- Change the name of the Database Server to be unique
- Modify TimeControl.ini to point to the new IP
- Modify TimeControl.ini to point to the new database server
- Modify TimeControlWeb.ini to change the server’s IP address
- Modify host-headers in IIS to be unique and other DNS information as required
- See the “Cautions” section below
Case 2:
TimeControl is installed in a Virtual Machine environment and the database server and database are on different Virtual Machines. Steps:
- Copy / Backup both the TCSecure and TIMECTRL databases/schemas
- Create unique database names for each of these two databases (e.g. TCSECURE_Staging and TIMECTRL_Staging) and copy/restore the database files/schemas
- Copy the Virtual Machine
- Change the IP to be unique
- Modify TimeControl.ini to point to the new IP
- Modify TimeControl.ini to point to the new database names
- Modify TimeControlWeb.ini to change the server’s IP address
- Modify host-headers in IIS to be unique and other DNS information as required
Create a 2nd instance in a separate physical environment
If you are not using a Virtual Machine environment and instead have physical servers and want to set up a 2nd instance of TimeControl on a separate server, this will be the procedure. We will assume the database is also installed on a separate server but even if it is on the original TimeControl server, there is no obvious requirement to install a completely separate instance of your database software. Steps:
- Copy / Backup both the TCSecure and TIMECTRL databases/schemas
- Create unique database names for each of these two databases (e.g. TCSECURE_Staging and TIMECTRL_Staging) and copy/restore the database files/schemas
- Install the identical version of TimeControl on the new server
- Use the TimeControl Database Configurator to attach the new instance of TimeControl to the new databases.
Create a 2nd instance in the same physical or virtual environment
Some organizations wish to install a 2nd instance of TimeControl on the identical physical server. (It is quite unusual to install multiple instances on a virtual server as it is so easily replicated). Installing a 2nd instance of TimeControl on the same physical server is possible however the standard installation modules and upgrade modules will only work on the default installation. In order to update multiple instances on the same physical server, a series of manual steps must be performed. HMS Technical Services can guide you through this process if you require it.
Cautions
Once you have copied your 2nd instance, you may wish to check for scheduled and automated functions that were activated in your production instance that you may wish to disable in your 2nd instance. These may include the following:
- Project Management Links
If there are links to a project management system, then the scheduled links you’ve created will activate on schedule if you don’t make any changes. The Connection Pool information in the Interface Definition will be pointing to your production project management tool. If there is a scheduled job pending then data will move in and/or out of the project tool as scheduled. If there is pending posted data for the pm system or if you enter any data in the 2nd instance, it will be sent to your project pm system. We recommend immediately disabling scheduled jobs and repointing the interface definition to a 2nd project management system instance.
Caution: If you do not repoint these project links to a non-production instance of your project management tool or disable the links, then you may send duplicate timesheet entries to your project management system! - Email notifications
If you have scheduled automated email notifications of missing timesheets, the 2nd instance will start happily sending them out along with the production instance. We recommend disabling any scheduled jobs.
Caution: Not disabling email notifications can cause confusion as users may receive email notices from the 2nd instance complaining of a missing timesheet which has already been completed by the user in the main instance. - Triggers
If you have made triggers within the database to move data in and/or out of TimeControl to link to finance, payroll, billing etc., these triggers will continue to function in the 2nd instance unless you disable them.
Caution: Not disabling triggers which were designed to move data to finance for billing or payroll may result in data being sent twice!
How do we promote features between instances?
Once you have a 2nd instance implemented and you have checked the Caution section and taken the appropriate actions, you are able to start thinking of how to use the 2nd instance for testing and staging. There are some elements of TimeControl which were designed to be easily moved between instances. Other elements are more difficult.
What can be promoted easily
- Filters
- Validation Rules
- Language Definitions
- Reports
For all 4 of these categories, you can create a Export Package from the Links menu. Exporting a Validation Rule will also export any filters which are reference within it. Exporting a filter will also automatically include any “filters within filters” which are referenced. In the production instance, you can then Import a Package from the Links menu and this item will be successfully promoted and instantly available.
Categories of data that are more difficult to promote
- User Defined Fields
- Pop-up values for user defined fields
- Import/Export definitions
- Personal settings
For these categories, we assumed that this information would be updated directly in the production system. User Defined Fields are typically only created during the deployment. The Import/Export definitions carry an entire audit aspect of them which is managed behind the scenes and Personal settings are, well, personal. The best practice for almost all cases involving these 4 categories is to create them manually in the production instance.
Other methods of moving data from staging to production
There are several other methods of moving data from the 2nd instance back into production but each requires some skill.
- Export tables from staging and Import into production
TimeControl’s standard export and import modules allow all kinds of data to be moved. Export from one system and Import to the 2nd system definitions can be created and saved and then the actual creation of the transaction file and its import is very quick. - Triggers and custom code
For those who have more intimate and long standing links required, creating triggers at the database level can be accomplished. This has the benefit of being hidden from the user and the disadvantage of being hidden from the user. When triggers move data automatically in the background, a best practice is to have solid process and procedure documentation that lets all relevant parties know what is happening to the data and why.
Maintaining a “Cold Server” for disaster recovery
Some organizations have a requirement to create a “Cold Server” and keep it in stand-by for disaster recovery. This is relatively simple to do. First, follow the instructions on creating a 2nd instance to ensure it has been updated correctly. You will need to update the 2nd instance each time you do a TimeControl Upgrade of the production instance. Once the instance is established, you can hibernate the Virtual Machine or turn off the physical server (if it is dedicated) or simply turn off the TimeControl ATS, TimeControl TTS and TimeControl Scheduler Services along with the TimeControl Website (In IIS) Second, ensure that regular backups of your production instance are occurring. Should a disaster occur, activating the Cold Server is very simply:
- Turn on the Virtual Machine, turn on the Physical Server or Start the TimeControl ATS, TimeControl TTS and TimeControl Scheduler as required.
- Restore the production database backup to the 2nd instance
Ask for help
HMS Services often assist our TimeControl clients with establishing and updating multiple instances. Contact customer server at info@hms.ca to inquire about our services.
Chris Vandersluis to speak at PMI Global Congress
HMS Software’s president, Chris Vandersluis speaks at events all over the world about 
Enterprise Timesheet and Enterprise Project Management systems and principles. This month, you can hear Mr. Vandersluis speak at two Project Management Institute (PMI) events: If you are in the Ann Arbor area, Mr. Vandersluis will be presenting “Creating Business Prioritization for Projects and Portfolios” at PMI’s Hudson Valley Chapter On October 21st, You can find out more about this event on the PMI HVC website. Are you going to the PMI Global Congress in New Orleans? On October 25th and 26th, Mr. Vandersluis will be speaking on two topics On Monday, October 28 at 10:45AM he will present “Cancel a Project Without Cancelling your Career”
On Tuesday, October 29 at 11:30AM he will present “Panning for Gold by Data-mining your Project Tracking Data”
You can find out more about the 2013 PMI Global Congress at: congresses.pmi.org/NorthAmerica2013.
If you’d like more information about these sessions, would like to meet Mr. Vandersluis during these events or to see more information on talks by Mr. Vandersluis, stop by his speaker’s site at www.vandersluis.name or his EPM Guidance blog at www.epmguidance.com or contact us here at HMS Software at info@hmssoftware.ca