Category Archives: timecontrol

Wait. TimeControl has GANTT Charts?

TimeControl GANTT, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisIt’s not really news.  TimeControl has had a GANTT / Barchart view as part of the product for many years.

In fact, there are a couple of places to see a barchart view in TimeControl.  The most available is often from each users MyAccount area where they can see their own tasks in either a Calendar or Barchart (GANTT) view.  For TimeControl users who have been given access to the Reports / GANTT view, they can view a barchart of their any charges they have been given access to.

For TimeControl Online users who have access to TimeControl Project, there are much more extensive methods of seeing a GANTT of either charge codes or Tasks.  In the case of tasks, there are easy to use drag and drop options to add, move, delete or edit tasks right in the barchart.  For charge codes, that’s a bit more restrictive as the charge code values for example the start and stop times might be critical to numerous other processes for both Project Management and Finance. The data is still viewable but changing the key data is controlled more stringently for Charge-Code lines than for Task lines.

There are numerous options for display including adjusting the visible fields, adjusting the scale and filtering of course but there’s even more.  The GANTT view includes an optional resource capacity heat map as displayed above.

A barchart view is only one way to look at data and, the more activities there are on the screen, the less productive this type of display is.  But that’s only one of the many ways TimeControl and TimeControl Project can display this kind of information and where the volume of data is appropriate, it can be the best graphical view possible.

If you’re interested in more project type views or in what TimeControl Project adds to TimeControl, see project.timecontrol.com.

The HMS and TimeControl website design philosophy

Website philosophy, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisThe TimeControl website follows an educational and information sharing philosophy.  That’s not an accident.  To talk about how and why we follow that model, we have to look back at HMS Software’s history of publishing our information on the World Wide Web.  HMS’s creation predates the Web which came along a good 6 years after our founding.  HMS Software’s original website is one of the oldest websites in the world, dating back to the early 1990s.  For those who keep track of such things, the HMS site was in the first 7,000 or so sites added (manually) to the old Yahoo website directory during its first year.  To put that in context, that’s before Google and at its peak, Yahoo was adding thousands of directory listings per day.

The Yahoo directory was shut down some 10 years ago from this writing.

All websites were educational or information sharing sites at the time.  And the HMS website along with the TimeControl website which followed closely behind, were no different.

With the web extending and the types of sites taking advantage of the capabilities of web development tools, a new type of philosophy became the go-to for people like ourselves in the software publishing industry: The Landing Page.

In this model, users were directed to a starting page where, in order to move forward, they would have to give up some identifying information such as a name, an email address, or a company name.  Some such sites were more intrusive than others where they would check to see if you were using a generic email account such as gmail.com or hotmail.com or outlook.com and would insist that if you wanted to get to the “good stuff”, you use a corporate email.

Here at HMS, we’ve never been comfortable with that whole concept.  I remember visiting a website of a vendor once and, before I had even entered my name, email or phone number, my phone rang right beside me on my desk.  “Hello?” I answered.  “Hi!” said a bright cheery salesperson.  “I see you’re browsing our website and I wanted to see how I could help!”  That was so unnerving that I told the cheery fellow to please never call me again and hung up.  Thinking on it later, I could see the technology the company used to get my name, and contact information from just visiting the site but the experience was so intrusive, that it felt creepy and stalkerish.  I never visited that vendor again but I also made a pledge that HMS would never, ever do the same.

So, the TimeControl and HMS websites are almost all completely open.  There are some exceptions.  There is a closed client-section where we ask for an email ID and to get access to the free trial site of TimeControl, we ask for an email ID.

All our white papers, brochures, solution pages, testimonials, most of our webcast videos and all client case studies and so, so much more are simply open.  How that impacts HMS is that people are welcome to come in and look around and read or watch whatever they want.  As a result, when prospective clients do contact us, they are often already very well informed and our sales cycle from that point moves quickly.  It also means that if TimeControl is not for a particular opportunity, the client can figure that out without having to run a gauntlet of eager salespeople.

I’ve often been asked if I’m worried about our competitors finding out too much about our products and capabilities and how we should make sure all that remains secret.  We’re not worried.  HMS advances its products and capabilities constantly.  If our competitors think they can catch up, they’re welcome to read along like everyone else.  What they’ll never have is the team of people who know the concepts behind project flow and multi-function timesheet systems that TimeControl has.

Interestingly, recent discussions on the future of the web have shown we’re not the only ones highly irritated by “Identification Walls” on a website.  The new philosophy of people in this industry seems to be to shift to what we’ve done since the early 1990s and making sites more informational and educational.  I wish them all good luck in catching up.

We’ve received an amazing Testimonial Letter from RECL

RECL, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisWe’re always happy to hear from our clients but when one of them writes a testimonial letter explaining how TimeControl has made a difference in their organization, it makes everyone at HMS delighted.  This week we are proud to showcase the Ron Eastern Construction Ltd. (RECL) whose president, Bruce Thomas sent us a much-appreciated letter.  Bruce explains how pleased they are that they transitioned from an Excel-based timesheet to TimeControl.  You can read the letter in its entirety on the TimeControl website at: TimeControl.com/why-timecontrol/testimonials/recl.

We thank Bruce and his entire team at RECL for trusting TimeControl and making us their partners for this initiative.

TimeControl Online includes an optional Sandbox!

One option that almost all TimeControl Online subscribers opt for is a TimeControl Sandbox.  This service is tied to your production instance of TimeControl but is a completely separate instance of TimeControl operating on the same server.  The parallel service allows administrators to replicate the production database and test new reports, modifications, Validation Rules, Accruals Rules Links and more in a way that will not interrupt the production usage of TimeControl Online, TimeControl Industrial Online or TimeControl Project.  The cost is a fixed amount per year and is associated to the subscription.

The cost is a small fixed price per year regardless of the number of users on your TimeControl Online subscription.

Here’s how it works

TimeControl Sandbox Restore screen, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisThe sandbox instance is logged into separately and has its own URL.  Once in the instance as the administrator, you go to Maintenance/System and you’ll see a button called “Restore from Production” that isn’t visible from a non-sandbox TimeControl.

Clicking on “Restore from Production” will move all production data into the Sandbox and will turn off any scheduled services.  Now you have a current copy of the production data on which to experiment.  If you make a mess, not to worry, you can redo the Restore from Production whenever you want.

Here are some notes to be aware of:

  • You can never restore the Sandbox database back into the Production database. This prevents any possibility of damaging the production database.
  • If you are satisfied with the new Filter, Report, Validation Rule, etc, that you have created in the Sandbox, you can move those items into the Production system with the Export Packages function.  Then use the Import Packages function in the Production system to imports those items.
  • The Scheduling Service in the Sandbox is automatically turned off at the server level. This prevents any unexpected transfers, emails or other schedulable services from occurring and avoids pushing data twice to corporate, or project systems.

The TimeControl Sandbox is available as an option for all TimeControl Online, TimeControl Industrial Online and TimeControl Project subscriptions and can be added to an existing subscription at any time.  To find out more or to inquire about pricing, contact HMS at TimeControl.com/contact or email info@hms.ca.

Microsoft / HMS Software relationship turns 29!

Microsoft Partner Network, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisMicrosoft has renewed HMS Software’s membership in the Microsoft Partner Network for a 29th remarkable year.

The Microsoft partner system has changed names and directions in those 29 years but the work between HMS and Microsoft has been a constant.

HMS started its formal relationship with Microsoft as a solutions partner in 1995 and our primary objective was to integrate then new TimeControl system with Microsoft Project.  We integrated with Project version 4 and the just-released Project 95

“In 1995 it seemed like such a simple conversation,” explained our president, Chris Vandersluis.  “We would move data in and out of Microsoft Project and Microsoft could point to TimeControl if ever a prospective client asked where to find the timesheet. We quickly discovered that the integration required a more intimate understanding of how Microosft Project processes progress.  Given HMS Software’s history with project management software, that was right up our alley.”

Over the years HMS has adapted our relationship to keep up with so much more than one product link.

TimeControl can be tied to Microsoft 365, SQL Server, Azure 365 Active Directory, Microsoft Teams, SharePoint, Microsoft Dynamics, and of course, Microsoft Project, Project Online, and Project for the Web.  The ongoing relationships with Microsoft is at multiple levels both for business and on the technical side.  As Microsoft Project and other elements of Microsoft technology evolve, TimeControl is adapted to include them.

Microsoft technology is used to deliver TimeControl Online, HMS Software’s in-the-cloud subscription timesheet service and TimeControl on-premise.  Other technologies used can vary from client to client. Windows Server is the platform for the server and some clients will combine the TimeControl Online service with Microsoft Project, Microsoft 365, SharePoint, Teams, or Dynamics.

Using HMS Software’s TimeControl either in the cloud or on premise with Microsoft technologies allows clients to enhance their business processes to comply with numerous timesheet requirements such as simultaneous project tracking, billing, HR management, payroll, job costing and auditable governance such as R&D tax credits, DCAA or Sarbanes-Oxley requirements.

To help find HMS Software resources on the many different Microsoft technologies TimeControl interacts with, HMS has a free resources portal .  The portal includes numerous resources including white papers, webcasts, PowerPoint presentations and more.  The TimeControl Microsoft Technology Portal can be found at: Microsoft.TimeControl.com.

Accrual Use Cases

TimeControl Banked Vacation, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisWe don’t talk often about the Accruals module in TimeControl since almost all of its work is in the background, yet it is one of the most popular features of the product.  Like everything in TimeControl, Accruals is incredible flexible so, rather than look at a whole list of how it works, let’s talk instead about a few example use cases of where you might want to use it.  There are 4 categories of Accrual Rules that you can create in TimeControl, and you can have as many rules as you wish.  An Accrual Rule can apply to all employees or only certain employees.  The four categories are:

  1. A rule based on the calendar and on a static value
  2. A rule based on the calendar but calculated on values in the timesheet
  3. A rule based on the Rate code
  4. A rule based on the values in the hours on the timesheet

The possible uses of these four categories is vast and we’ve seen some clients use them in highly innovative ways that we wouldn’t have ever thought of when we created the product.  Let’s consider a couple of real-life use-case challenges:

Earning Vacation every month

Let’s say your organization lets you earn your vacation on a monthly basis.  If, for example, you get 3 weeks of vacation a year, then every month you’ll earn 1/12 of those 15 days.  That works out to 1.25 days per month.  Simple enough.  In TimeControl, you’d make an Accrual Rule based on the calendar and a simple numerical calculation.  TimeControl would trigger the value on the last day of every month and then you would add 1.25 days to the Employee Field you have defined for Vacation.   If you do something similar for sick leave, you can do the same thing in a second rule.  Let’s say you get 6 days of sick leave per year.  Each month, you’d earn ½ a day of sick leave.  Once you’ve set this rule up, there’s nothing else to do about it.  It will continue on forever for any active employee.  If you have different rules for employees in different categories or different locations, you can create the rule multiple times and associate it to a filter of employees

What about taking vacation that an employee has earned.  Simple again. You create a charge code, let’s call it “Paid vacation” and in the Charge Code table, let’s flag that code against the same field we talked about above for vacation.  Now TimeControl will reduce the amount in that bank of time by the amount taken on a timesheet as it’s posted.

Once this process is established, it rarely needs to be touched again.  Hours will be earned and go into the bank, hours will be spent and taken out of the bank all in the background.  You can create validation rules that checks that people have enough hours in their vacation bank to ensure that everything stays within your policies for time off.

Banked Overtime

Let’s turn to another common business challenge.  Your organization allows employees to earn overtime but rather than pay that overtime out immediately, the company allows the employee to bank the overtime for use as vacation time later.  This is a very popular process.  Sometimes the time is banked at 100% of the overtime worked, sometimes it is at 150% or some other percentage.  In some cases, employees elect not to bank the overtime but would prefer that it appear on their pay.  All of this is accomplishable in TimeControl with a combination or Rate/Charge code combinations and Accrual Module rules.

In the Rate table, we make a rate code for banking the time.  Let’s call it “Bank-in. In the Accrual module, we make a rule that says “When you see “Bank-in”, put those hours at the defined percentage into one of the banks defined by in the Employee Table.  Now, when the timesheet is posted, the appropriate number of hours are added to that bank.

To take time out of the bank, we use the same process.  We name a rate field “Bank-out” and a vacation code called “Vacation from Bank” then someone can take vacation using the Bank-out rate and that will remove those hours from the bank associated to that charge in the Charge Table.

Employees can always see where their banked time is in reports and views right inside TimeControl.  TimeControl’s security never lets someone look at data they don’t have the rights to, so these views are often put right on the TimeControl dashboard.  A more detailed dynamic view is in the reporting area where employees can self-serve their banked and earned time in a view that shows every transaction in and out of the bank.

Special Condition Bonuses

We’ve had requests for things that don’t sound at all like vacation that are easily handled in the Accruals module.  Let’s say that sometimes an employee will have to do something out of the ordinary.  Perhaps it is climbing with special equipment or descending into a tunnel or diving underwater.  In those circumstances, the agreement from the company is to pay a particular type of bonus.  This might be an amount of money or might be something unusual such as replacement equipment or clothing if the employee worked in a haz-mat situation. The Accruals module can identify these kinds of conditions in the timesheet with a Rate code or Charge code condition and then create a specific entry in a banked field defined in the Employee table.  This would allow the specific bonus or money to be flagged by payroll or HR or whoever would be responsible for such bonuses.

Banking Personal Time Off for part-timers

We’ve talked about earning vacation and sick leave for salaried people but what about people who work irregular hours.  Can TimeControl calculate how much Personal Time Off (PTO) should be earned by a part-time or irregularly scheduled employee?  Of course.  The TimeControl Accruals Module would make a rule based on the values in the hours on the timesheet.  Let’s say that part-timers earn time off at the same 3 weeks a year rate we talked about earlier.  That’s a 15% earning rate.  Easy to calculate.  For every 100 hours worked, you’ve earned 15 hours of PTO.  These hours would be banked into either the bank defined as the regular vacation field or into a unique bank for PTO.  Then paid time off could be taken against that bank.

But of course, that’s not all

That’s just 4 possible use-case scenarios of the Accruals Module.  Combinations of flexible charge codes, flexible rates, the Accruals Module and other TimeControl functionality allows a virtually limitless number of business challenges to be modeled in the system.

With the flexibility of TimeControl underlying every feature we write, it only makes sense that you’ll find it in these human resources types of challenges too.

You can find out more about the Accruals Module at: www.timecontrol.com/features/accruals.  You can find out more about HR business challenges including an example of a detailed Banks report at: www.timecontrol.com/use-cases/human-resources.  If you’ve got a particular business challenge you’re wondering if TimeControl can handle, let us know what it is at: www.timecontrol.com/contact.

 

 

 

Oracle has confirmed that they have extended HMS Software’s technical partnership for a 27th year!

Oracle and HMS Software have confirmed that they have extended their technical alliance for a 27th consecutive year. Oracle Partner Network, Chris Vandersluis, Christopher Vandersluis, Christopher Peter Vandersluis

This technical alliance stands among a tiny few that have endured over a quarter century.  The partnership between HMS and Oracle started back in 1997.  Today the technical ties between the products and technologies of the two firms extend to a vast range.

Started originally to ensure a link between TimeControl and what we now call Oracle Primavera EPPM and Oracle Primavera Pro.  The work between the firms quickly extended to support first Oracle architecture such as the Oracle and MySQL databases and Java.

The integrations at the application level include JDE and NetSuite and numerous other touch points.

The real benefits of this long lasting alliance between HMS Software and Oracle has been what we have been able to deliver deliver to our mutual customers.

HMS and Oracle partner across multiple fronts. HMS Software’s TimeControl timesheet system supports Oracle databases, we also integrate with numerous Oracle Applications including Oracle-Primavera EPPM and Primavera Pro.

Some of the many TimeControl’s value-added benefits when linking with Oracle-Primavera include:

  • The multi-functionality and auditability of TimeControl that allows it be used for project management, HR, payroll, invoicing, job costing and government compliance all at the same time
  • Support for multiple rates per employee
  • Automated business rule validations
  • Automated workflow
  • Vacation management
  • Missing timesheet notification
  • Simultaneous support for multiple versions of Primavera
  • The free TimeControl Mobile App for smartphones and tablets supporting both iOS and Android
  • Matrix timesheet approvals with HMS’s unique Matrix Approval Process for Labor Actuals™
  • With TimeControl Industrial, the Crew Timesheet and Materials and Equipment field data collection

To read the recent press release on this relationship, visit TimeControl.com/resources/newsroom/press-releases/2024-05-15. For more information on how Oracle and HMS Technologies work together, visit the Oracle/TimeControl Portal at: Oracle.TimeControl.com or contact HMS at info@hms.ca for more information.

 

TimeRequest Validation Rules are a powerful TimeControl function!

TimeRequest Conditional Approval Paths, TimeControl, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisOne of the most popular features ever released in TimeControl has to be the automated Validation Rules.  This function allows an administrator to define what makes a valid vs. non-valid timesheet.  The feature isn’t global.  It’s typically defined by group or by role but it can be very granular and some rules might apply in one geographic area while other rules might apply elsewhere.  Some rules might work for certain employees, salaried employees for example, while other might work for part-time employee or contractors.  The rules can be very simple like “no more than 24 hours in a day” or much more complex like “no overtime unless a) you get overtime and b) you’ve done more than 40 hours of regular time this week and c) none of that regular time was for sick leave or personal time off” etc.  There is no limit to the number of rules you can create.

So you might wonder what, if automated timesheet validation rules were so popular, we took so long to introduce the notion of validation rules for TimeRequests.  We’re sorry to admit we don’t have a great answer.  But, at last in the current version 8.5 of TimeControl we’re delighted to say that TimeRequest Validation Rules are now a part of the regular TimeControl system.

TimeRequests are, of course, a method of getting approval for time to be put on your timesheet in the future and they are most commonly used for vacation requests for requests for personal time off.  This too is a highly popular function so when we turned our attention to how we would implement automated TimeRequest Validation Rules we wanted to make sure we did it right.  The request came out of a simple business process challenge.  What if the approval process for vacations wasn’t the same as for timesheets?  This wasn’t a strange question for us.  At HMS, the approval patch for vacations isn’t the same as it is for timesheets so our first instinct was to follow the same structure as the Timesheet Validation Rules but there were more questions to be answered here. The resulting design and implementation is quite impressive.

In TimeRequest Validation Rules, an administrator can define what TimeRequest Charge Codes will cause what validation path.  This is done on the TimeRequest screen for administrators who have security access to it.  We imagined several scenarios.  Let’s say that the Technical Department vacation approvals had to go to one supervisor but the rest of the company had to go to someone else.  Or, let’s say that vacation approvals had to take one approval path but personal time off took another.  TimeRequest can be used for many things.  Let’s say that out-of-office training had to be approved by someone completely different than vacation or personal time off.  TimeRequest Approvals can even check how much time is left in an employee bank such as the bank of already earned vacation time.  The new Automated TimeRequest Validation Rules cover all these types of scenarios.  The Administrator chooses one or a series of charge codes (e.g. paid vacation plus unpaid vacation) then determines which filter of employees this rule will apply to and then creates the sequential approval path of who will makes those approvals.  From there, it works just like TimeRequest Approvals always has except that who is receiving and approving the requests might be quite different.

After saying all of that, it’s also not uncommon for TimeRequests to be approved by the very people who approve timesheets in which case, there’s nothing new to set up and TimeRequest Approvals will work as they always have and, once approved will appear on the end-users timesheet automatically in whatever timesheet period they were approved for.  End users can even click on a calendar entry to add the approved time right into their calendar app.

Flexible TimeRequest Approval Paths are an important and powerful aspect to TimeControl and are describe in detail in the TimeControl Reference Guide.

TimeControl named one of the 3 most popular multi-purpose timesheets in 2024

TimeControl, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisWe’re very excited to announce that TimeControl has been named one of the 3 Most Popular Timesheet Software in 2024.  On the heels of being recognized as a Top 50 Innovative Company to Watch in 2024 which we blogged about a couple of weeks ago, this award comes from the Best Design 2 Hub.

“TimeControl is one of the most versatile and powerful time-tracking software tools across the globe.” Says the article which highlights numerous features and characteristics of TimeControl.

You can read about this recognition of TimeControl at: www.bestdesign2hub.com/most-innovative-time-tracking-software/.

TimeControl and Microsoft Project Futures

Microsoft Project, Project and TimeControl, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisWe are getting an unusual number of requests regarding our support of the link between TimeControl and Microsoft Project.  This isn’t a huge surprise as Microsoft has made a number of announcements regarding the future of Microsoft Project in the coming months and years.

Project started as a single license per computer product over 30 years ago.  By the time TimeControl 1.0 was released in 1994, Project was already up to version 4.  We became a part of the Microsoft Partner Network in 1995 and when we released TimeControl 2.0 in early 1995, it included support for Microsoft Project 4.11 and Project ’95.  The Microsoft Project line has expanded since then but in each iteration, TimeControl has evolved to support the new versions of Microsoft Project.  I’ll go through all the current Microsoft Project versions and iterations below, but let’s take a look at the news out of Microsoft first.

Microsoft Project Server 2019 is the on-premise version of Project Server and it came to its official End of Mainstream Support on January 9, 2024.  That means that no new fixes or enhancements will come to this version.  There will continue to be security fixes only for this product until July 14, 2026.  (https://learn.microsoft.com/en-us/lifecycle/products/project-server-2019).  Clients who are still using Project Server on premise have been advised on numerous occasions by Microsoft personnel to shift to Microsoft Project Online.

Microsoft has made that migration decision a little more challenging by saying, “Going forward, all innovation will occur in Project for the Web…  there is no date to limit the functionality of Project Online at this time, but we encourage customers to plan their transition as soon as possible.”
(https://support.microsoft.com/en-us/office/project-for-the-web-and-project-online-6569170c-5c8e-474e-a7f0-642872f62f8a) That doesn’t mean that this is an end-of-life announcement for Project Online, in fact, there have been several communications from Microsoft to say that clients can expect continued support for Project Online for the foreseeable future and that no official end-of-life announcement has been made for that product.  But, if you’re a client facing the decision of where to migrate your project environment, it may feel like you are confronting conflicting messages.

So, all of that being said by Microsoft, where does HMS Software stand with the link between TimeControl and Microsoft Project?  We are committed to continue to support the TimeControl/Project integration as long as the iteration of Project functions and is still in use by our clients.

Here are all the Microsoft Project products to which TimeControl has and continues to support a link:

Microsoft Project Standard

This is the individual computer license to which TimeControl can link directly.

Microsoft Project Professional

This is an individual computer license but also has the ability to communicate with Microsoft Project Server or Microsoft Project Online (3 or 5).

Microsoft Project Server

Even though mainstream support for this product has ended, our link continues to function with Project Server.

Microsoft Project Online

Project Online is sold in three separate subscription plans:

Microsoft Project Plan 1

This is the license given to people who are updating Project Online and includes a subset of functionality allowing users to update their project progress, collaborate and participate in the project but not do the planning.  TimeControl links with Microsoft Project Online but since this Plan is only functionality if you have Plan 3 or Plan 5, there’s no TimeControl link that only supports Plan 1.

Microsoft Project Plan 3

This subscription is akin to Project Server but online. It has all the Project Server functionality plus new enhancements made only to Project Online that were not ported to Project Server 2019 on premise.  It does not include Portfolio Analysis.  TimeControl integrates directly to this product.

Microsoft Project Plan 5

This is Project Online but also includes portfolio analysis.  TimeControl integrates directly to this product.

Microsoft Project for the Web

This is the most recent addition to the Project family.  The integration functionality provided with Project for the Web allows TimeControl to pull data from it but not to push data back to assignments in the same way Project Online does.  With improvements coming to Project for the Web all the time, we’re looking forward to being able to link back to it in the same way we do with other Project products.

We’re not Microsoft, of course, so we encourage you to get the most up to date details about their products and their intentions from them (https://project.microsoft.com).   From the perspective of TimeControl, we continue to be committed to support the integration of TimeControl with all versions of Microsoft Project that are made available just as we do with all the other project management tools to which we have integrations.

Let us know if you have questions about the integration of TimeControl and Microsoft Project and how we can help with your own project environment plans.  You can reach us at (https://www.timecontrol.com/contact).