Category Archives: timesheet software

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Our websites are sporting a whole new look!

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We’re excited to tell you about a major overhaul of HMS Software’s web environment.  HMS are the publishers of TimeControl, the world’s most flexible timesheet system.  This is a significant change to one of the world’s most venerable web environments.
“The HMS Software websites are among the oldest in the world,” said Chris Vandersluis, President of HMS. “HMS has been around for 31 years and the original HMS Software website was established in the mid 1990’s just aver the release of the original Netscape browser.”
Over the last 20 years, the HMS Software web site has gone through a generational change every few years.  As the publishers of TimeControl, one of the world’s most popular timesheet systems, the web environment expanded beyond a simple website to accommodate the numerous perspectives of different types of users.
The original website was more of an online brochure and was one of the first of its kind.  We were rather proud of being about the 7,000th entry in the Yahoo directory.  That might not seem like the very start but the Yahoo directory was registering over 16,000 websites a day at its peak.  With the release of TimeControl in 1994, HMS started to expand the web environment quickly.  The most current iteration of the TimeControl sites has been across 5 domains: timecontrol.com, industrial.timecontrol.com, timecontrol.net, hms.ca and the original hmssoftware.ca.
Under the completely new design, the web environment will be pared down to three domains to respond to the core elements of HMS Software’s business.
The new site structure will allow us to better serve visitors with streamlined navigation, support for multiple devices such as tablets and smartphones and easier to find material.  With so much collateral available on the three sites, it should be much easier to locate and use with the new design.

The main site for TimeControl will remain timecontrol.com where existing clients will still be able to log in and get support and update information as well as access the extensive library of webcasts, white papers, factsheets and other technical collateral.  Prospective clients will be able to try TimeControl for free on the hosted trial site which they can register for here.  Prospective clients can find out about buying TimeControl for on premise installation or subscribing to the TimeControl Online service here. 


www.hms.ca

The corporate site will now become hms.ca where information about clients, new partnerships or marketing will be managed.  Traffic from the original hmssoftware.ca will be redirected to this site.This site contains our HMS history and news about us such as press releases.

industrial.timecontrol.com

For those interested in TimeControl Industrial, HMS Software’s field data collection version, information will remain at industrial.timecontrol.com.  Here the additional features of crew timesheets and tracking material and equipment usage will be explained along with the other features of Industrial.

The new websites have been optimized for numerous browsers, devices and operating systems so those who are using a tablet or smartphone to access the sites will be able to enjoy a rich user experience.

enterprise timesheet, Microsoft Project timesheet, project server timesheet, project timesheet, timecard, timecontrol, timekeeping system, timesheet, timesheet software, workflow

TimeControl Workflow is a part of version 6.7

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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 froworkflow_screen_300x222m 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. 

dos timesheet, hms 30th anniversary, timecontrol, timecontrol 1, timecontrol 20th anniversary, timecontrol dos, timesheet software

It’s TimeControl’s 20th Anniversary!

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Yes, TimeControl is no longer a teenager!  It’s HMS Software’s 30th Anniversary (We’re now 30-something) and TimeControl is now 20.
image HMS Software was founded in 1984 and we’ll be celebrating all year with contests, give-aways and images from our ancient past and just to get things started, here’s something nostalgic.  Yes, this is a video of TimeControl 1.0.1, the first version of TimeControl released to market in January of 1994.
Click the image on the right to see a webcast of the old DOS version working (We’ll spare you the description of what it takes to resurrect a DOS version in today’s modern PC age so we could capture the webcast!)
If you’d like the see the more of our most recent version, stop by www.timecontrol.com.
Enjoy!

Disaster Recovery, enterprise timesheet, hms software, Multiple Instances, p6 timesheet, project timesheet, time keeping software, timecontrol, timesheet software

Managing multiple instances of TimeControl

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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:

  1. Copy the Virtual Machine
  2. Change the IP to be unique
  3. Change the name of the Database Server to be unique
  4. Modify TimeControl.ini to point to the new IP
  5. Modify TimeControl.ini to point to the new database server
  6. Modify TimeControlWeb.ini to change the server’s IP address
  7. Modify host-headers in IIS to be unique and other DNS information as required
  8. 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:

  1. Copy / Backup both the TCSecure and TIMECTRL databases/schemas
  2. Create unique database names for each of these two databases (e.g. TCSECURE_Staging and TIMECTRL_Staging) and copy/restore the database files/schemas
  3. Copy the Virtual Machine
  4. Change the IP to be unique
  5. Modify TimeControl.ini to point to the new IP
  6. Modify TimeControl.ini to point to the new database names
  7. Modify TimeControlWeb.ini to change the server’s IP address
  8. 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:

  1. Copy / Backup both the TCSecure and TIMECTRL databases/schemas
  2. Create unique database names for each of these two databases (e.g. TCSECURE_Staging and TIMECTRL_Staging) and copy/restore the database files/schemas
  3. Install the identical version of TimeControl on the new server
  4. 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:

  1. 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!
  2. 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.
  3. 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

  1. Filters
  2. Validation Rules
  3. Language Definitions
  4. 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

  1. User Defined Fields
  2. Pop-up values for user defined fields
  3. Import/Export definitions
  4. 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.

  1. 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.
  2. 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:

  1. Turn on the Virtual Machine, turn on the Physical Server or Start the TimeControl ATS, TimeControl TTS and TimeControl Scheduler as required.
  2. 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.

TimeControl 6, timesheet, timesheet reporting, timesheet software, timesheet systems, Timesheet tips, timesheet upgrade, timesheets as a service

Meet the new TimeControl Report Interface

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Meet the new TimeControl Reporting environment

You know TimeControl as one of the most flexible timesheets on the market today but the release of version 6.5 has put reporting of your labor actuals into a whole new category.  GraphicsReportExampleTimeControl was released in 1994 and the flexible Excel-like reporting environment (which is still included with TimeControl) was introduced in 1999.  Since then, it has delivered thousands of reports in a tabular column and row approach which end users could print or save as Excel spreadsheets.  As flexible as that was, there were requests for more.  Could we fix the report format to show a company logo?  Could we do a graphics report?  Could we do a report with multiple lines or long fields that would automatically wrap their text? Could we have calculated fields that did formulas inside the report?  The new report interface brings all of this and more.  While there are some example reports in the new reporting system, the capabilities of this module of TimeControl are vast. 

The new TimeControl Report Interface comes in two parts, a Designer and a Presenter.  The Designer is Charge_Table_rerport_in_iPaddesigned to be used by a TimeControl Administrator and brings a rich collection of tools to a Windows PC to design and create report formats.  The TimeControl Report Designer is installed using Microsoft’s Click-Once technology.  The Presenter requires no installed code on the local terminal.  It follows TimeControl’s.Net architecture and will present any report that has been made available to that user.  The TimeControl Report Interface follows all the same security structures which are already a part of TimeControl.  If a user has access only to certain data, then regardless of which report format is selected, only the data to which they have rights will be displayed.  If the user is prohibited from viewing certain fields, then even if those fields are in a report format, they will not display to that user.

That’s the basic structure but what now becomes possible?

A lot.

The new report environment includes a WYSIWYG report designer that lets you control fonts, insert objects such as pictures, text, calculations, graphics charts, tables, pivot tables and, of course, data from TimeControl.  ReportDesignerGuideCover_200x259The new functionality is so extensive we’ve needed to create a brand new manual called the TimeControl Report Designer Guide which adds over 230 pages of new report functionality to consume.  Graphics charts include pie charts, histograms, curves and more.  For the first time, TimeControl can generate its own burn-down charts and spending curves. 

Tabular reports are vastly improved as well.  TimeControl now gives font control to every element on the report.  There can be some data in a small font, and headers somewhat larger.  Fonts can be colored for emphasis and conditional formatting can even show some data in one color and other data in another color based on the values displayed.  Tabular reports for the first time can display multiple lines per reporting element and control over formatting extends to dates, currency and more.

Calculated fields let us create effects like transposing the words “Active” or InActive” for the Inactive User field which only contains a T/F flag for (true/false).  Or, use calculated fields to calculate budget vs. actual or change person-hours to person-days.

The presentation of reports has also seen a light year leap forward. Having the report presenter created in TimeControl’s .Net environment means that for the first time, reports can be delivered using browsers other than Internet Explorer and in non-Windows environments.  Reports can be presented on an iPad or other tablet or even your Smartphone.
Once a report has been created, it can be saved not only as an Excel file (yes, don’t worry Finance people, we would never take that out of the product!) but also as a PDF, an HTML or MHT page, an RFT file, bot XLS and XLSX file, a flat CSV or Text file or even an image file. 

There is so much more to this new environment that we can’t possible cover in a single communication and to be honest, we know that the best reports that will come from this new system will probably come from the inventiveness of our own clients. You can see the new TimeControl Report Interface in action on the TimeControl.com site in our Online Lessons area or contact HMS to have us show you how these new reporting capabilities extends TimeControl’s reach in the market.

To find out more about TimeControl’s reports, visit www.timecontrol.com/timesheet/reports or contact HMS at info@hms.ca.

best practices, Did you know, Solutions, successful implementation, support, TimeControl timesheet, timesheet, timesheet software, Tips, Tips and tricks

Check out our Timesheet Best Practices Solution Portal

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Timesheet Best Practices Solution Portal partial Over the last few weeks here at HMS, we’ve been doing some hard work assembling collateral, questions, answers, and other materials about the best ways to use a timesheet. We’re happy to finally reveal our new solutions portal for everything you need to know about timesheet best practices.

HMS Software employees are often asked for advice on the best practices for timesheet use, and many of these questions are not TimeControl-specific. This is why we’ve created a solutions portal with materials that will help you use timesheeting to its full potential.

We realize that timesheet usage is multi-faceted, so we divided up our efforts. Some timesheet usage recommendations are appropriate to the organization, and others are more focused on the individual. With this in mind, we divided the best practice information based on the end-user’s perspective and their information needs. You’ll notice that the solutions are categorized for use by the organization or the individual. This will make it easier so that you can quickly and easily find the recommended best practices you need.

One of the key new sections included in the best practices portal is the Timesheet Best Practices Q & A page. Ever wondered just how much time is too much to spend on entering your timesheet? Do you question just how much detail is productive in a timesheet? Or, perhaps you’re wondering if it makes sense to track the start and stop times of the day along with the durations for each task. We turned these types of timesheet questions we most often receive over to our technical staff. Their answers to these questions, and their timesheet expertise on these topics and more, are now available and ready to be shared with you.

There are many links, materials and collateral referenced by the Best Practices Solution Portal including white papers on how to increase resource capacity through better timesheet practices, guidance for executives on how a timesheet system can benefit the organization, videos of how to be effective with your timesheet system and even a blank timesheet process template for creating your own timesheet process.

Check out our new Timesheet Best Practices solution portal today! You’ll undoubtedly discover something some new information that can help you to get the most out of your timesheet.

To access the Timesheet Best Practices, visit timecontrol.com/solutions/bestpractices.

project management software, project timesheets, TimeControl value propositions, timesheet reporting, timesheet software

TimeControl Value Propositions for CIO’s

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CAMERA PICTURES 209For the CIO, the major benefit for using TimeControl is that it reduces redundancy. Many organizations have two or more different timesheet systems and trying to consolidate all this data can be a real headache. TimeControl collects both project and non-project time making it a perfect fit for everyone in the organization. Having one timesheet for everyone is definitely more efficient and cost-effective and consolidation of data becomes a non-issue.

a company-wide timesheet also means that there is also no need to support and maintain multiple systems thereby saving even more time and money. Having all the data in one place makes reporting a much simpler task. The CIO benefits from this direct access to data for metrics and scorecarding.

Because TimeControl is so flexible, it has the ability to integrate with other corporate systems such as Project management, HR, Finance, and ERP. TimeControl can even integrate to different systems and different versions of the same system simultaneously. This huge flexibility allows the company to leverage it’s existing IT infrastructure.

Aside from all the benefits for the organization, the CIO himself may want to incorporate TimeControl for his own internal staff. He may have his own needs to track things such as project vs. non-project time, internal billing, costing, R & D time and more.

For more information on the benefits of TimeControl by role, please see the TimeControl Value Propositions factsheet located on the www.timecontrol.com site.

consolidates timesheet data, Financial timesheet, TimeControl value propositions, timesheet, timesheet reporting, timesheet software, timesheet systems, timesheets

TimeControl Value Propositions for Executives

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The use of TimeControl can have many benefits across an organization.  Sometimes it is helpful for people to understand just how TimeControl can benefit them according to what position they hold in the company. 
Today I will outline some of the key benefits that Executives would get out of TimeControl.CAMERA PICTURES 140
If you’re an executive, you’re used to looking at the big picture because your daily decisions affect the organization.  TimeControl allows executives to have timely reports to show where labour is being spent.  In some organizations, executives have to look at project data to track metrics on project progress and then look at financial timesheets to assess non-project labour.  One of the major benefits of using TimeControl is that it collects both project and non-project data for everyone which means that consolidated data is available for all staff. 
TimeControl offers flexible reporting with unlimited levels of data selection, filtering and sorting.  The ability to have immediate access to any report you need saves you time and energy and allows you to focus on decision making.  Perhaps you would be shocked to see how many hours have been spent in meetings over the past week.  TimeControl gives you the information you need to focus resources onto more effective tasks which saves money and improves the bottom line.
For more information on the benefits of TimeControl by role, please see the TimeControl Value Propositions factsheet located on the www.timecontrol.com site.

banked time, TimeRequest, timesheet, timesheet software, timesheets

Managing banked time with TimeControl

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Keeping track of banked time is one of the fundamental reason for purchasing a timesheet system.  Every company has it’s own policies which offers employees certain types of non-standard time that that needs to be kept track of.  Vacation time, personal time and sick days are the most common and that is why they come as part of the default set-up in TimeControl.  These can be modified or added to for a total of 9 banks per employee. 
Hours are allocated to each of the banks through the employee table. As the employee draws from the banks, TimeControl keeps track of the time taken.  When users log into TimeControl they will see a table of banked time on the main dashboard.  This table shows the allotted time, time taken and time remaining which allows employees to keep track of their own banked time.
Validation rules can be created to ensure that people are not taking more hours out of a bank than is available.  Also, employees can use the TimeRequest function to request permission to take time from a particular bank when permission is needed. 
For more information please check out the webcast entitled Managing Banked Time which is available in the TimeControl Online Learning Center.

Oracle Timesheets, Primavera Timesheet, Project Server timesheets, SharePoint Timesheet, TimeControl 6, TimeControl 6 timesheet, TimeControl Mobile, TimeControl timesheet, TimeControl Timesheets, timesheet, Timesheet as a Service, Timesheet Buyer's Guide, timesheet software, timesheet systems, Timesheet tips, timesheets

Selecting TimeControl for Online or On-premises

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online_vs_onpremisesWith TimeControl now available to be purchased for on-premises installation and for subscription to our TimeControlOnline hosted timesheet service, there is a choice to make.  Here at HMS we’ve been asked recently “Which is better – Hosted or Purchased?” and the answer isn’t obvious. Whether you subscribe to TimeControlOnline or purchase TimeControl to install on your own servers, there’s lots of great functionality including:

  • Multi-browser easy to use interface
  • TimeControl mobile smartphone interface
  • Links to project management systems like MS Project
  • Links to ERP/Finance, Payroll and HR systems
  • Matrix Approvals
  • Automated Validation Rules
  • Extensive Reporting
  • Vacation approvals
  • Email notifications
  • Multi-lingual functionality

But there specific advantages for both subscribing or installing so we’ve put together some resources that we hope you’ll find useful on our Timesheet Buyer’s Guide solution portal including:

Webcast
A short webcast by our President, Chris Vandersluis comparing the differences of purchasing TimeControl vs. subscribing to TimeControlOnline along with some basic questions you can ask yourself to see which path is optimal for you. Read more…

Slides
A PowerPoint slideshow that is used in the webcast.   Read more…

Factsheet
A 4-page factsheet entitled Online vs. On-premises which puts side-by-side comparison of the different options available with both products.  Read more…

Timesheet Buyer’s Guide
This solution portal contains numerous resources other than those we’ve listed here on how to select a timesheet for your needs and how TimeControl might apply to those requirements.  See more at buyersguide.timecontrol.com.