Category Archives: timecontrol

R and D, R and D Tax Credits, R and D Timesheet, Research and Development, Research and Development Tax Credits, Research Credits, timecontrol, TimeControl 6

Take a look at the new TimeControl R&D Tax Credit Solution Portal

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HMS has just published a collection of new tools and resources for those organizations which do Research and Development Tax Credits.  R&D tax credit programs are offered by governments all over the world including the US, Canada, the UK, Australia and throughout the EU.  Virtually all R&D tax credit programs require documenting what eligible work was done and who did it and that’s one reason TimeControl is often part of the R&D reporting environment.  If your organization does an R&D tax claim then our new Research and Development solution page includes a range of new tools that you may find of interest:
There’s a new white paper on how R&D tax claims work and how you can configure TimeControl to help overcome the “Triangle Audit” that is often how R&D tax claims are reviewed by the particular jurisdiction.
There’s a new webcast talking and R&D tax claims and a demonstration of TimeControl 6 already configured to do R&D reporting.  The reports we used in that webcast are available for download from the MyTimeControl Plugin library on the timecontrol.com website in the Support area.
There is a new case study of how TimeControl is being used at EXFO in Canada for their R&D reporting requirements.
There are slides, links to online resources in numerous countries, slide presentations, other white papers and fact sheets.  You can even try TimeControl for free on our Free Hosted TimeControl Trial site.
The new TimeControl R&D Tax Credit Solution Portal is at www.timecontrol.com/solutions/randd.

absence, timecontrol, timesheets

It’s the holidays–Here’s how to deal with absences in TimeControl

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With the holiday season approaching, it’s a good time to talk about how to handle timesheets for people who will be away. TimeControl has several options for dealing with absences whether they are planned in advance, or unplanned.

Unplanned absenceTimeRequest_Add If an employee is absent and the timesheet for the week in question has not been started, the employee’s supervisor can create the timesheet and enter the time data on their behalf. The supervisor uses the Add Timesheet function and selects the employee from the Employee List in the Create Timesheet dialogue box. TimeControl is designed to allow supervisors in an employee’s approval path to enter timesheets for them.
If the timesheet has already been started, we have a couple of choices, a supervisor or designated replacement can log in on behalf of the employee by using the alternate log in function. An alternate log in can be specified for any employee from the User Table / Other Information tab. This allows someone to be the delegate of someone else. When setting an alternate log in, you also must set an expiry date. When a user logs in as an alternate for an employee, the audit trail records that the alternate has made the entries, as opposed to the original employee. This function is an easy way for a supervisor to complete a timesheet for an employee who has an unplanned absence or for another supervisor to approve the timesheets of a supervisor who is absent.
There is another option to managing timesheets that are already underway. A supervisor or administrator can use the Change Ownership function to move the control of a timesheet from one user along the approval path to their supervisor to have the timesheet completed and approved.
Planned absence If the absence is planned, TimeControl’s new TimeRequest function allows users to request approval for various types of time including vacation or time off. The employee enters the type of time-off, dates and hours requested and then submits the request to the supervisor. Once the TimeRequest has been approved, it is maintained in a queue and will automatically appear in that employee’s timesheet when it is created.

timecontrol, TimeControl 6, timesheets

HMS readies TimeControl 6 upgrades

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We know that existing TimeControl clients have been waiting patiently for TimeControl 6 to arrive.  We have been waiting for is the module to convert older TimeControl databases into the TimeControl 6 format.  We’re happy to let everyone know that this code is complete and testing for the migration tool has also been completed.  Packing the TimeControl 6 updates and putting some finishing touches on documentation is wrapping up now and we will be making the TimeControl 6 upgrade available to clients early next week.   This version of TimeControl will be made available at no cost to existing TimeControl clients who have a current support contract.  Clients who wish to ensure their support contract is up to date should check with support@hmssoftware.ca. 

TimeControl 6 updates as well as a complete installable version and even an ISO CD image file will be available from the www.timecontrol.com/support/updates/ area for any clients whose support is current . 

Microsoft Project timesheet, Project Server timesheets, timecontrol

Managing multiple MS Project versions with TimeControl

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With the imminent release of Microsoft Project and Project Server 2010 many organizations are strategizing their migration plans from earlier versions of MS Project. There are multiple scenarios for doing a version migration but one of the most attractive will be a phased roll out of the newest release; using it for the new projects while old projects are completed in the older version. This gets around the technically challenging aspect of physically migrating the data.

There’s only one major fly in the ointment with that plan and it has everything to do with timesheets. Since newer projects in Microsoft Project Server 2010, the system would expect to use the timesheet in 2010. That won’t connect to the older projects in 2007 or 2003. They will expect timesheets from their versions.

Will users have to do two or more timesheets? What about non project time? How will approvals work?

TimeControl provides an easy answer to this challenge. As a timesheet which is independant from the project management system, TimeControl defines its link to scheduling tools like MSP and Project Server at the project level rather than the system level. This means that TimeControl can support multiple versions of Project and Project Server at the same time.

This is good news for those scratching their heads over how to migrate smoothly from one version or even one product to another.

TimeControl’s design means that an employee’s timesheet can contain lines from different projects and whether those projects are managed in MSP Desktop, Project Server 2007, Project Server 2010, Excel or even just in TimeControl, the user will be insulated from having to worry about that. The tasks the employee must accomplish and report their time on will be listed simply on their timesheet like any other task.

As Project Server Administrators and Technical staff make plans to migrate to the new Project versions, many will look to TimeControl as not only the solution to supporting multiple versions simultaneously but also for the additional benefits of a timesheet that can manage the needs of HOUR, Payroll and Finance at the same time.

Knowing that TimeControl has had links with MS Project since 1995 and with Project Server since its inception will make TimeControl a logical choice for many organizations.

Generic Resources, Project Resource Management, timecontrol, timesheets

Using Generic Resources with TimeControl

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During a sales presentation of a project management software solution, the vendor typically speaks about resource management and resource assignments on an individual basis. In this scenario, the resource pool is comprised of individual, named people. In some cases the individuals have additional attributes such as a specific skill or be part of a larger resource group. For example, Bob may be an engineer and may be part of the Engineering resource pool. Kevin may be a designer and part of the Design pool. The intent is that Bob would be assigned to a task that requires Engineering and Kevin assigned to tasks involving design. TimeControl is very happy to work in the manor if desired. Each person making a time sheet within TimeControl has the option of being “related” back to a resource code in the supporting project management system. During the transfer between TimeControl and the PM system, resource information, including assignments is part of the data being shared. Once the timesheet has been completed, hours that Bob has entered for his Engineering tasks get transferred back to the PM software as actual resource hours for the Engineer / Bob code. In this scenario, the resource codes in the PM software represent an individual and match the TimeControl employees on a one to one basis as per the example shown in this screen capture.

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In this example, and hours entered by the employee Sally Thompson resolves back to the individual resource code Sally Thompson in the schedule.

Recently I have spoken to several companies who are using their PM software with generic resources and wish to transfer the hours worked by an employee, from TimeControl back to the generic resources. Using generic resources is a very common project management practice in involves doing the planning at a group level such as Engineers, planners, programmers or similar. The resource pool in the PM software is comprised of group codes, and may or may not have individual codes. The project manager assigns tasks to the group code and the line supervisor decides who will actually do the work. The employee who works on the task enters their hours in TimeControl and that data is ultimately returned to the schedule as progress. If an employee in TimeControl is linked to a group resource code (also known as a resource pool code) the total hours for all of the employees who are linked to that resource code will be transferred back to the schedule as progress. An example of this type of reference is shown it this screen capture.

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In this example hours worked by Tom Logan are resolved to the resource pool code Analyst in the schedule. In the case where an employee worked on a task and is a member of a resource group that was not originally assigned to the task, TimeControl can be set to create the resource assignment in the schedule as a part of the transfer process.

TimeControl can be used with employee specific resources or with generic resources or a combination of the two, depending on the requirement of the Project Office.

By: Ken Edwards

autofill, hr timesheets, human resources, time and attendance, timecontrol

TimeControl’s new Timesheet AutoFill

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TimeControl 5.1.5 has a new feature that we think will be a hit with Human Resources Departments. We all know about TimeControl’s strength as a task-based timesheet system and its links to project management but not all personnel in an organization are project personnel. Many organizations use TimeControl to track the entire staff including those employees who only need their time and attendance tracked. For these users we are often asked if timesheets can be added only “by exception”.

By exception timesheet entry means entering a timesheet only when your weekly timesheet won’t be a complete week of working as per your salaried schedule. So, if you have vacation, sick leave, personal time off or some other exception, you’ll enter only those hours. But what about the rest of the hours that make up your complete week? That’s what AutoFill is for.
TimeControl’s Timesheet AutoFill allows an administrator to create or fill-up timesheets for a selected group of employees. It’s not for all staff. The project personnel should be filling out their timesheets with all their hours per task. Timesheet AutoFill is for those people who only need to track time and attendance.

The Timesheet AutoFill command is in the Tools menu and, when selected, lets the Administrator decide whether to Create timesheets, add to existing unposted timesheets or to already posted timesheets. The Administrator uses the options that are appropriate to their timesheet process.

Then they can determine what to fill the timesheet with, a preset list, a list that comes only from the Employee defaults or a list that comes from Employee defaults when available and Administrator selections when not. Finally, the Administrator chooses which group or filtered group of employees to include in the AutoFill and starts the process. A log identifies exactly what timesheet data was added.

We’re conscious of TimeControl’s auditability so, we have, of course identified the hours that have been entered through AutoFill in both the Timesheet Detail and Posted Lines tables.

If you’d like to see the new function in action, take a look at the TimeControl Timesheet AutoFill webcast.

exception timesheets, microsoft project, microsoft project server, Office 2010, Project 2010, project timesheets, timecontrol

TimeControl and Project 2010

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As you may have seen over on my EPM Guidance blog, Microsoft has now shown Project 2010 and Project Server 2010 at its Project Conference in Phoenix last month. HMS was in attendance at both the Project Conference and the Ignite Airlife immediately preceeding the conference. HMS is one of the longest standing partners of Microsoft Project. Our link between TimeControl and MS Project dates back to 1995 and we’ve maintained a continuous relationship with Microsoft since then. With my participation for five years on Microsoft’s EPM Partner Advisory Council, I’d already seen much of what Microsoft had intended in both Project and Project Server and, while nothing we saw in Phoenix was a big surprise for me, it was nice to see the version I’d spent so much time on coming close to fruition.

Some people have asked us already what the future of TimeControl and Microsoft Project will be and since the announcement of Project and Project Server 2010 is quite fresh, it’s a good time to make sure our existing and prospective clients are up to date.
First of all, TimeControl will have a link to both Project Server 2010 and Project desktop (meaning Project Standard and Project Professional) 2010. We will be releasing updates to both the TimeControl 5 and TimeControl 6 families closely following the release to market (RTM) of Microsoft of Project 2010. Microsoft will be releasing Project and Project Server 2010 simultaneously along with the rest of Office 2010 in “the first half of 2010”. Our release will happen shortly thereafter. HMS already has access to the “Technical Preview” version of Project and Project Server so we’ve been able to work on the link since late in the summer.
If you’re wondering if TimeControl’s relevance will change with new functionality in Project Server 2010, the answer is no. TimeControl’s position as a full timesheet application will be just as critical as it is now. The timesheet in Project Server 2010 has definitely improved and we think users will like it but as soon as you consider using a timesheet for both the updates to Project and for use as a financial system for example for payroll, the functionality of TimeControl for things like payroll rules, multiple rates, rate tables and more become essential. Plus, remember that TimeControl can link directly to Project Standard and Professional. We’ll be publishing an updated factsheet on TimeControl closer to the release of Project 2010.
One of the things that users of the new link will enjoy will be a huge improvement of performance on the TimeControl to Project Server link. Microsoft has updated the code in their PSI module that will make moving timesheet and task update data back to Project Server way easier than it’s been so far.
Stay tuned in the new year as there will be a number of announcements on the new link.
exception timesheets, hr timesheets, payroll timesheets, pto timesheet, timecontrol, timesheet software

Using TimeControl by exception

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In some organizations there is a great need to track what employees are doing with their day. A timesheet allows each employee to choose from a list of tasks and identify how much time each task took. TimeControl is ideally suited to such a system given it’s ability to track time task by task.

But there is another type of user that is often more plentiful than the project-based personnel. This user may not have a need track their tasks throughout the day. Perhaps the user does the same thing each day or perhaps the user is compensated and measured through other means.

Let’s take an high-tech organization. There may be researchers and IT specialists and marketers who work on projects throughout the week and we know we can be more effective if we can determine where their day is being used. But such an organization might also have salespeople. These people are compensated by commissions perhaps. Should they too need to complete a timesheet every day? (Actually there’s a good argument for doing just that but let’s imagine that in this organization we don’t wish to do this at all.)

TimeControl can also be used as a by-exception system. Some users could be asked to enter their timesheets on a weekly basis and the TimeControl validation rules can be set for those users to ensure that the timesheet represents a complete week of 40 (or some other number) of hours for example.

For other users however, TimeControl could be configured so that the users only enter a timesheet when they have taken time off. This “exception” time could be for vacation, sick leave, jury duty or just PTO – Personal Time Off. The possible entries for these users would only be for exception time and these users would not be listed in missing timesheet reports as timesheets would not be expected every week.

There are two ways this can be configured in TimeControl for the non project personnel. Option 1 would see the exception timesheets only containing the exception hours. Option 2 requires a few more hours work during configuration and adds a process which fills in additional hours to any exception timesheet or any blank timesheet to result in a complete list of hours for the week. Either option works well though reporting with Option 2 can be blended much more easily with the timesheet data of project personnel.

The benefit of mixing project and non-project users in a single TimeControl instance would ensure that 100% of staff were represented in the system. TimeControl’s reporting can be segregated with filtering to ensure that project and non-project timesheet data isn’t mixed or the data can be blended together as desired.

TimeControl’s flexibility makes it one of the few systems on the market that can accommodate both project and non project personnel from within the same system.

Assignment Filters, best practices, PM Links, timecontrol, Tips and tricks

TimeControl charges restricted by assignment

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By default, TimeControl allows users to see every possible project and every possible charge code in the system. There are, however, a number of features within TimeControl to restrict what projects and what charges each employee should be allowed to choose from.

In the TimeControl Employee Table, the administrator can declare a pre-defined filter to apply to the project selection and charge selection that will be applicable to each employee as they enter their timesheet. Popular filters include “only projects which are open” and “only charges which are open” or “only charges with a start date within 2 weeks of today”. These kinds of filters are relatively easy to create.

There is another request that we hear from time to time from those with experience in popular project management systems. These systems often constrain the timesheet to only accept charges from the employee’s assignments. This makes more sense when project resource scheduling is being done at the individual level which may not be the case for many environments. But, where individual assignments are identified, these project systems will present or show only those records for which the employee has a valid assignment.

Can TimeControl provide the same kind of functionality?
It can.

First, when TimeControl is linked to a project management system, we provide the option to bring in all the resource assignments. It’s not a requirement but when the option is selected, a table is loaded which is attached to the Resource Table. This data is called the “Preloading list” and shows all resources attached to a task back in the project system. Within TimeControl we can add or remove from this list manually. The list can be used for pre-loading but we can also take advantage of the list to make a filter that can constrain both the projects and charge codes that can be seen by each employee.

Project Filter
First, let’s make the filter for the Project List. Add a new filter, give it a name like “Project Assignments only” and select the Project table. The filter we want to make can’t be created from the standard field menu so clear the “Always generate the SQL when saving” option and click on the SQL tab. Now copy and paste in the follow SQL command:
SELECT TCPROJ.PRJ_KEY FROM TCPROJ WHERE ((PRJ_NAME = ‘ADMIN’) OR (PRJ_KEY IN (SELECT DISTINCT CHR_PRJ FROM CHARGE WHERE CHR_KEY IN (SELECT DISTINCT CRS_CHR FROM CHRRES WHERE CRS_RES = (SELECT EMP_RES FROM EMPLOYEE WHERE EMP_KEY=%TSH_EMP%)))) AND TCPROJ.PRJ_STATUS <> ‘Closed’)
Save the filter, go to the Employee table and select this filter in the Project Filter field.

Charge Restrictions
Ok, now here’s the Charge filter. Add a new filter, give it a name like “Charge Assignments only” and select the Charge table. Once again the filter we want to make can’t be created from the standard field menu so clear the “Always generate the SQL when saving” option and click on the SQL tab. Now copy and paste in the follow SQL command:
SELECT TCPROJ.PRJ_KEY FROM TCPROJ WHERE ((PRJ_NAME = ‘ADMIN’) OR (PRJ_KEY IN (SELECT DISTINCT CHR_PRJ FROM CHARGE WHERE CHR_KEY IN (SELECT DISTINCT CRS_CHR FROM CHRRES WHERE CRS_RES = (SELECT EMP_RES FROM EMPLOYEE WHERE EMP_KEY=%TSH_EMP%)))) AND TCPROJ.PRJ_STATUS <> ‘Closed’)
Save the filter, go to the Employee table and select this filter in the Charge Filter field.

Before you scramble off to make this the default for all your users, you’ll want to consider a few questions:
How often do people do work on activities to which they were not originally assigned? How good was the original plan? If people typically work on activities to which they weren’t assigned, you’ll need to do a lot more updating of the Preloaded list or linking to an updated project schedule with assignments in order for users to be able to complete their timesheet.

Is there an administrator available that can update the preloaded list as required? They’ll need to be available for sure near the end of the work week to quickly update possible entries.

Does the work and procedures that are necessary to keep this list maintained, add more or less work than the alternatives? It’s important to think of the ROI. Clients often ask for this option with the thought that it will reduce inaccurate data. If, however, there is so much effort maintaining the assignment list accurately, it may outweigh the benefits.

Frustration of users may be high if they can’t find their charge codes, resulting in bad data. If a user can’t find the right charge and can’t reach the administrator to make sure it’s in their assignments, then they might choose any charge in order to complete their timesheet. If that happens, Administrators may spend more time reassigning charged time through Debit/Credits to fix bad data.

On the other hand, if assignments are generally quite stable then limiting choices in this way may reduce user confusion in choosing the right charges.

Remember too that if the data is in the pre-loading table either through manual input or automatically by linking to a project management system and transferring the assignments, then the timesheet can be pre-loaded with the correct assignments when it’s added. That may be enough to encourage correct data without having to restrict it to absolutely these charges.

Think about the pro’s and con’s and test out the new filters with a small number of users before deciding to adopt it wholesale.