Alternate user, banked time, dashboard, hr timesheets, human resources, time and attendance, timecontrol, TimeControl 6.2, TimeControl Mobile, TimeRequest, Tips, Tips and tricks, vacation, Validation Rules

Manage your vacations with TimeControl

June 29, 2011 chris.vandersluis Leave a comment

It’s summer time and the vacation schedules are just about to get underway. Here at HMS we thought it would be a good time to share with you a free guide on how to use TimeControl to better manage vacations in your organization. TimeControl is one of the most recognized timesheet systems for organizations who need a single timesheet interface to fulfill the multiple requirements of payroll, human resources, project management and finance.

We’ve created a free webcast narrated by HMS Software’s President, Chris Vandersluis. It’s only a few minutes long and you can see some key functionality demonstrated that helps organizations manage vacations whether from an end-user or administrator perspective. Included in the webcast are discussions on:

The TimeControl Dashboard
The TimeControl dashboard includes a module by default which shows Vacation, Sick Leave and Personal time banks with indicators of how much time the employee has available in each bank, how much they’ve taken and how much is remaining. Just knowing how much time is left available to them lets employees plan their vacations better.

Managing Banked Time
TimeControl can also control banked time in a number of ways. TimeControl can be configured to accrue vacation as its earned so the bank of time increases each month. You can also track banked overtime if your organization has such a policy and track deposits of overtime into the bank and withdrawals of time off from the bank.

Vacation Approvals with TimeRequest™
TimeControl’s TimeRequest feature let’s the employee request approval for vacation right inside the timesheet itself. Then, once approved, the vacation is automatically inserted into the employee’s future timesheet.

Validation Rules
TimeControl’s Validation Rules let administrators determine what vacation rules are acceptable. You can restrict an employee from taking time that they’re not entitled to or, if you allow it, permitting time to be taken before it’s earned. These business rules have everyone who enters their vacation timesheet already complying with the organization’s policies.

Alternate User Functionality
We’ve thought of supervisors also. After all, managers and supervisors take vacation too! TimeControl’s Alternate User function lets a supervisor delegate their approval responsibilities to someone else while they’re away. (TimeControl still tracks who has actually done the approvals for proper auditing.)

TimeControl Mobile
Finally, if the vacation is going so well that you’d like to keep it going for another week, TimeControl Mobile is a part of every TimeControl implementation. Use your Smartphone to log into TimeControl from wherever you are and add a week’s vacation in your timesheet!

To see the free webcast, visit the TimeControl HR Solutions page at http://www.timecontrol.com/solutions/hr/. The webcast is available in the Webcasts area at the bottom of the page.

Android timesheet, Blackberry timesheet, enterprise timesheet, iPhone timesheet, Microsoft Project timesheet, mobile timesheet, Primavera Timesheet, timecontrol, TimeControl 6.2, Win

TimeControl 6.2 now available

June 21, 2011 chris.vandersluis Leave a comment

HMS has released TimeControl 6.2 for both new and existing clients.
This version continues the 6th evolution of one of the world’s most popular timesheet systems. Since its initial release in 1984, TimeControl has been one of the most recognized timesheet systems for organizations who need a single timesheet interface to fulfill the multiple requirements of payroll, human resources, project management and finance.
Enhancements in TimeControl 6 new features, enhanced functionality and feature updates including the following:
TimeControl Mobile™
TimeControl Mobile is designed to work on popular smartphones like the Blackberry and iPhone. This is a web application that works with TimeControl as an extension of your existing implementation. As a mobile web-application there’s nothing to install. The user simply points their smartphone browser to the new /mobile directory of their TimeControl implementation and they are directed to an interface specifically created for the mobile device.
TimeControl Mobile includes functionality for adding, editing and deleting a timesheet, adding, editing and deleting timesheet lines. Even changing values for user defined fields is supported.
Just like the full web-based TimeControl, users who have pre-loading turned on or have defined personal pre-loaded charges will see them appear automatically in TimeControl Mobile when they create a new timesheet. This makes adding data very easy in the mobile device.If your TimeControl implementation is tied to a project management system like Microsoft Project or Primavera, your assignments could automatically appear when you create a new timesheet so you can update your activity hours in the field.
TimeControl Mobile works in both Portrait and Landscape mode. When the user flips their device from one orientation to the other, TimeControl immediately resizes the screen to take advantage of whatever space is available.
We’ve tried TimeControl Mobile on iPhones, Blackberry’s, Android and Windows 7 Mobile devices. Whatever your smartphone, there’s a good chance that TimeControl Mobile will work on it.
Filter details in Report headers
TimeControl now allows an option where the report headers will show the details of the filter you’ve selected. This means that selecting a date range or a particular range of data will be apparent from the values in the filter thus making it easier to ensure you’re looking at the right report data.
Improved table performance
We’ve made some huge improvements in table performance some of which have improved some table functions by as much as 500%!
Improved customized branding
TimeControl has allowed the client to insert their own image into the TimeControl login screen for some time. Now we’ve enhanced the ability for customized branding by providing a new image in the header of each TimeControl page.
Improved links with Microsoft Project Server
We’ve improved our TimeControl to Project Server link to take advantage of some of Project Server 2010’s capabilities. Now enterprise fields can be put into the charge code definition when linking and TimeControl will support the transfer of Sub-projects.
And lots, lots more… There are improvements and other minor enhancements across the system including in logs, reporting fonts, the timesheet list, the timesheet interface and drop down field descriptions.
TimeControl 6.2 is available immediately. TimeControl customers with existing current support contracts can download the new version from the Support/Updates area of the TimeControl website.

Android, Blackberry, iPhone, Mobile, smartphone timesheet, TimeControl Mobile, timesheet, Windows 7 Mobile

TimeControl goes Mobile!

June 12, 2011 chris.vandersluis Leave a comment

TimeControl is now available for your smartphone. Included with the regular TimeControl systems is now an all new interface that is designed for use with iPhones, Blackberrys, Android and Windows7Mobile devices.
There’s nothing to install and nothing special to manage when using the new TimeControl Mobile interface because it has been designed as a web application. Simply point your browser to the special URL that is available with all TimeControl versions from 6.2 and up and the mobile interface is immediately available.
TimeControl Mobile brings the flexibility and power of one of the world’s most popular timesheets right to your hands wherever you are. The system supports the creation and editing of timesheets in the field as well as automated validation rules, approval including release and reject. The interface, like all of TimeControl is multilingual and even supports user defined fields for timesheet entry.
TimeControl Mobile can flip from horizontal to landscape orientation and the interface will immediately reorganize itself to take advantage of the screen real estate that’s available.
There’s no additional cost for TimeControl Mobile. It’s included.
There’s also nothing special to do during the installation or upgrade to make the mobile functionality available to the users. Users will simply point their mobile browsers at their usual URL plus /mobile and there it is.
TimeControl Mobile is available as of TimeControl 6.2 to all new clients and automatically part of the 6.2 upgrade to existing clients. Any client with a current support contract has access to version 6.2 on the regular support site.
For more information on TimeControl Mobile and to see a webcast of it working on a Blackberry and iPhone, go to www.timecontrol.com/timesheet/mobile.

Technorati Tags: iPhone,Blackberry,Project Management,Timesheet

timecontrol, TimeControl reports, timesheet reporting

Leveraging TimeControl reports with Dynamic Filters

May 3, 2011 chris.vandersluis Leave a comment

TimeControl is designed with a very powerful reporting system that works in conjunction with other elements of the system to allow many possible results from a simple configuration. The first area to think about when making reports available to users is within User Profiles where the data that this role of user can access is defined and if necessary constrained. Also, the Report security will determine what report formats or templates will be visible for each user. The combination of available reports, data and even fields defined in the User Profile will ensure that no one sees information in a report that they shouldn’t.
Once you’ve defined a report however, it’s a common request that the report only show a subset of the timesheet data. For example showing only the timesheets for a particular project, department or range of dates.
This is easily done using TimeControl’s “Dynamic Filters”. In a dynamic filter, we choose a field or combination of fields but instead of entering a value for that field, we use square brackets: []. This tells TimeControl to request the filter’s value at the time it’s used for a report or an export. Let’s say, for example, that you want to create a dynamic filter that only selects timesheet. We create a filter on the Posted Time Detail table that selects the Date Work Performed field, the Between operator and uses the square brackets to denote the value:

Now we save that filter and run a report on Posted timesheets. TimeControl asks us to fill in the value which we can do by double clicking the empty field or clicking the ellipses to the right of it. If the field is a date as in this example, we get a calendar. If it’s a possible list of values, the TimeControl shows the list:

Let’s take a more complicated example. Let’s say we want users to be able to select a project and a range of dates. We create the filter again on the Posted Time Detail and add both the Project Name and the Date Work Performed fields. For the values, we use again the square brackets []:

When we run this report, we’re asked now to fill in all 3 of those values at the time the report is created:

We can make any combination of values, dynamic requests and macro-type field values in a single filter. For example, we could create a filter which automatically shows data for all of this year but asks only for the project value by using the [YEARSTART] value for Date Work Performed and the square brackets [] for the Project Name. The TimeControl Reference Guide contains examples of how to make such a Parameterized filter with a list of the parameter values.
Using combinations of these features makes for an easy to use system with a tremendous amount of power working for you in the background.

timecontrol, TimeControl updates, timesheet, version 6.1

TimeControl 6.1 released

April 3, 2011 chris.vandersluis Leave a comment

We’re very excited here at HMS to announce the release of TimeControl 6.1. This version extends the TimeControl 6 family into its next evolution with a range of new features and an even more options in the configuration and architecture
In the architecture department, TimeControl now embraces MySQL along with the existing support for Microsoft SQL Server, Oracle and Sybase as possible databases. In addition, support for mixed 32/64bit support has been improved. There are also updates to improve our link to Microsoft Project Server 2010 and in particular for mixed environments where both Project Server 2007 and Project Server 2010 must be linked to simultaneously.
The table functionality has been rewritten in its entirety to follow the TimeControl 6 multi-browser interface architecture. That’s right, you’re no longer required to use only Internet Explorer to manage your tables but can also use Chrome, Safari, Firefox or Mozilla. Of course, if you like Internet Explorer, we haven’t forgotten you as IE9 is now part of our testing cycle.
There is a whole new feature called “Personal Pre-load” which we think end users are going to love and updated features for emails, releasing timesheets, tools like charge delete and timesheet audit logs and much, much more.
To see more details on what’s included in TimeControl 6.1 go to What’s the latest on the TimeControl website. If you have a current TimeControl support contract or if you’ve purchased in the last year, then you can download the current version from the Updates area of the website.

timecontrol, timesheet upgrade, Updates

Upgrade best practices

March 29, 2011 chris.vandersluis Leave a comment

The HMS Software technical department gets calls almost every day from existing clients asking questions or for assistance in doing an upgrade. For some of these organizations, we find that upgrade practices are ad-hoc. These organizations don’t have a standard procedure for managing upgrades and are making their best effort to get to the lastest and greatest TimeControl version.
Here are a few lessons about upgrades that we have learned over the years that are common to almost all TimeControl users whether you are moving from version 6.0 to 6.1 or 4.6 to 6.1:

Back it up
You might think that everyone backs up their enterprise data but sadly that’s just not true. No matter how confident you are that your particular deployment of TimeControl will be seamless and instant, back up your data. In some cases, organizations with virtual servers can actually back up the entire TimeControl environment include the database server, the database itself and even the TimeControl instance. That’s fine. But don’t get started on an upgrade without backing it up first.

Look before you leap
This advice is often given to swimmers venturing outdoors into an unknown area. Diving into water that looks deep but turns out to be rock-filled or shallow can be dangerous. In the case of TimeControl, take a look at the Read-Me files, any What’s New in this version files and even the installation and upgrade guide before jumping into a new version. Just because a new version of TimeControl has an exciting new screen doesn’t mean that you need to upgrade right away. If your current TimeControl is happily operating then there is a disincentive to go through the effort of upgrading.

All the world’s a stage
”All the world’s a stage…” said Shakespeare (in As you Like It). In this case, I’m referring to staging your upgrade. Every enterprise system should probably have both a production instance and a staging or development instance. Your TimeControl licensing allows you to do this without extra cost. Establishing an instance of TimeControl that has everything your production configuration has (easy to do by copying the production database back to the staging instance) means that you can test out new updates before they’re made available to the end-users. That’s just a best practice for any enterprise system, not just TimeControl. This allows not only new updates but any configuration changes such as new filters, new reports, new validation rules to be tested out in advance. With a new version like TimeControl 6.0 where the architecture was significantly changed or 6.1 where core functions like table management underwent big changes, you’ll be able to ensure that your system will work just as it should before end users are exposed to it.

Do the whole upgrade
One of the most common upgrade problems reported to our technical staff from clients is finding that the client either skipped a step or didn’t finish the entire process. This is particularly true when clients are trying to upgrade through multiple versions and the client doesn’t let the Administration Transaction Server start and complete the update work in each version before moving onto the next. So, make sure you’ve complete all the steps to the update!

Be prepared to advance to the rear
Not every upgrade goes perfectly and for a wide variety of reasons. When you do your update, be prepared to retreat, regroup and try again. If that happens, HMS Technical support will be available to answer questions on what the issue was.

With a product that is in its sixth generation and 17th year on the market, we’ve seen a lot of updates and full upgrades over the years. If you’d prefer, HMS Consulting services is always available to help you get the very latest version up and running in your office!

Happy upgrading.

Excel timesheets, TC, TC6, timecontrol, timesheets

All new Solutions area for those using Excel timesheets

February 22, 2011 chris.vandersluis Leave a comment

HMS has just released an all new Solutions Portal for those who are using Excel timesheets and know it’s time to graduate to a full timesheet system like TimeControl. Thousands of organizations every year create their first timesheet in Excel. And, why not? It’s easy to do, there are numerous free Excel templates available for download and The new solutions area contains a number of resources that will be of interest to those currently using Excel for timesheets and are considering a move to a timesheet application. Among the collateral on the portal is included:

Moving from Excel timesheets to TimeControl Webcast
This webcast shows the benefits of moving from an Excel timesheet system to TimeControl and how easy and familiar TimeControl will be to those who have used Excel for timesheets in the past. The webcast shows TimeControl in action and discusses how TimeControl can import and export data directly with Excel.
Excel to TimeControl PowerPoint presentation
This slide presentation shows various free Excel templates and some of the benefits of moving from an Excel-based timesheet to TimeControl.
Excel to TimeControl factsheet
This all-new 4-page factsheet describes the ease of moving from Excel timesheets to TimeControl timesheets and highlights some of the functionality that may be missing from an in-house Excel-based timesheet system that can be found in TimeControl.

The Solutions area is free of charge and can be found at www.timecontrol.com/solutions/excel/.

Internet Explorer, timecontrol, Two TimeControl Instances

Getting 2 copies of TimeControl going at once

February 18, 2011 chris.vandersluis Leave a comment

In older versions of Internet Explorer, you used to be able to keep two copies of TimeControl running at a time. For supervisors and administrators this can be very attractive. They might want to be looking at charge code items in the table as one user for example while in another screen they do approvals. In IE8 and other more recent versions, this doesn’t at first seem to be possible. This is because Internet Explorer caches sessions to be more performant in displaying a website.
Not to worry, the old capabilities are still there. What you need in IE is a “New Session’ rather than just a new tab or new window. A new session looks like a new window but is, in fact, a whole new instance of IE running at the same time.
To do this, start up your first instance of TimeControl then go to the File Menu (You might need to press ‘Alt’ to see it. Now select “New Session” and a new window of IE will appear and allow you to relogin as someone else to TimeControl at the same time.

Free hosted timesheet trial, Free TimeControl trial, Free Timesheet Trial, TC6, TimeControl 6

We’ve updated our Free Hosted TimeControl timesheet trial site

January 26, 2011 chris.vandersluis Leave a comment

We’ve made some changes to the free TimeControl timesheet Trial site that we think will make trying our timesheet system that much easier. First of all, the dashboard on the main page has been updated to show some readily accessible online learning resources such as the TimeControl Online Learning Center. We’ve updated some of the data and the flow of the system once new users log in to make it more intuitive.
The biggest news though is the new Evaluation Guide that guides a user through basic functionality of the hosted trial from the registration right through adding a timesheet, adding a vacation request using TimeRequest and doing some reports click-by-click. Now anyone who wants to see just how easy TimeControl is to use can be guided through those steps screen by screen. The Evaluation Guide was based on the hosted trial site itself and describes what the user should see at every step and where to click or type next in order to put TimeControl through its paces.
The TimeControl trial site has its data refreshed nightly but users who register for the system will have access to it for 2 weeks. There are no restrictions on functionality though users are cautioned not to upload any information that is confidential or sensitive as the data is open-access. There is no cost to users to access the Free TimeControl timesheet trial.
To see the new Free Hosted TimeControl Trial Evaluation Guide, click here.
To access the updated Free Hosted TimeControl Trial, click here.
To visit the TimeControl Buyer’s Guide where there are numerous resources for evaluating timesheets, click here.

EXFO, HMS Software Case Study, TC6, TimeControl 6, TimeControl Case study, TimeControl Timesheets, timesheets

Have you seen the latest TimeControl case study?

January 24, 2011 chris.vandersluis Leave a comment

EXFO has been a TimeControl client since 1999 and recently they were gracious enough to allow us to interview them and do a case study on their use of TimeControl. EXFO wasn’t a publicly traded company when we first sold them TimeControl but they sure are now. The company has expanded enormously since our first visit there years ago. The case study is on our website and available in both French and English. Our thanks to Andre Richard who took time out of his busy schedule to do the interviews for us and to review the final copy. We invite you to read how EXFO has been able to enjoy some of TimeControl’s key benefits and see how the timesheet links to multiple systems for multiple purposes within the EXFO environment.
To see the EXFO case study in English, click here.
To see the EXFO case study in French, click here.

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