DATABASICS Time User’s Guide
DATABASICS Time User’s Guide v3.1
A Guide to CALIBRE’s Time Reporting Website
July 2016
CALIBRE
6354 Walker Lane, Suite 300
Alexandria VA 22310
1
DATABASICS Time User’s Guide
Table of Contents
Before You Get Started ....................................................................................................... 3
Accessing DATABASICS Time............................................................................................... 3
Reporting Time.................................................................................................................... 4
Closing Out Your Timesheet for a Pay Period ................................................................... 14
Approval Teams ................................................................................................................ 16
Reviewing Timesheets for your Approval Team ............................................................... 17
Approving or Rejecting a Timesheet ................................................................................. 18
Correcting a Rejected Timesheet ...................................................................................... 22
Print/Preview .................................................................................................................... 24
Leave Management (Time Off - Personal Time) ............................................................... 26
DATABASICS Reporting ..................................................................................................... 29
Timesheet Favorites .......................................................................................................... 33
DATABASICS Time Preferences ......................................................................................... 35
DATABASICS Time Icon Legend ......................................................................................... 36
2
DATABASICS Time User’s Guide
Before You Get Started
There are a few important things to note about the DATABASICS Time timesheet system
before you get started.




Ensure the site is under Trusted Sites. Follow the steps below to check the internet
settings and contact the IT Help Desk (ITServiceDesk@calibresys.com) if you need
assistance.
o Open Internet Explorer and from the top navigation menu, go to Tools
then select Internet Options.
o Click on the Security tab. Click on the Trusted Sites icon, and then click on
the Sites button.
o In the Trusted Sites window, ensure that the DATABASICS Time/Expense
site (https://time.calibresys.com) is listed in the text box and then click
Add.
o Click Close and OK to exit the window.
Disable all pop-up blockers for the DATABASICS Time. You will notice that many
DATABASICS Time buttons do not work, or may simply beep if you have a pop-up
blocker enabled.
Direct all computer configuration, log-in, connectivity or performance issues to
ITServiceDesk@calibresys.com.
Questions about using DATABASICS Time should be sent to
PayrollHelpDesk@calibresys.com.
Accessing DATABASICS Time
To access CALIBRE’s DATABASICS Time system, go to Time & Expense on CALPortal
Quick Links or open your web browser and go to https://time.calibresys.com.
Logging In
DATABASICS Time is “Active Directory (AD) aware.” Employees logged into the CALIBRE
network (either direct connect or VPN) will not have to enter a password to enter
DATABASICS. Employees off the network, subcontractors and consultants will have to
log on using their CALIBRE passwords.
•
User ID:
o Employees: calibre\<CALIBRE network username> (This is your
firstname.lastname)
o Subcontractors & Consultants: calibre\<CALIBRE network username>
You should receive this with your “Subcontractor DATABASICS
Time/Expense Access” e-mail.
3
DATABASICS Time User’s Guide
•
•
•
Password: <CALIBRE network password>
If you require log-in assistance, contact ITServiceDesk@calibresys.com.
After logging on, you will be directed to the Dashboard, which contains the following
windows:
o Announcements: This will contain some helpful hints to navigating the
software and other current information. Please read these on first use
and review periodically (see Figure 1).
o Home Shortcuts: The shortcut icons includes My Current Timesheet, Time
Off, Ad Hoc Reports, Admin, Tag Messages, etc. The shortcuts are
dependent on active modules, user role and application triggers (e.g.
credit card transactions available) (see Figure 1).
Figure 1: Announcements Home Dashboard Shortcut
Reporting Time
In the menu on the top of the screen, click Timesheet. This will bring you to the My
Timesheets Screen (see Figure 2).
4
DATABASICS Time User’s Guide
Figure 2: My Timesheets Screen
The My Timesheets screen (see Figure 3) allows you to view high level data regarding
your timesheets. By default, this screen displays the Reporting Period, Status, Total
Hours, Total Billable, any Notices and the last time the timesheet was modified.
The definition for each timesheet is described in the table below:
Timesheet Status
Definition
New Timesheet
The timesheet has never been previously opened.
Open
The timesheet is currently in use or it has not been properly
saved.
On Hold
The timesheet has been started and saved, but has not yet
been submitted.
Released
The timesheet has been released to the approval process, but
no action has yet been taken by an approver.
In Approval Process
The approval process has begun, but is not yet complete. You
may have resubmitted a rejected timesheet, or there may be
another approval required.
Released w/ no App The timesheet has been released, but there is no approver
assigned to review or approve it.
5
DATABASICS Time User’s Guide
Rejected
At least one line on the timesheet has been rejected by at least
one approver.
Approved
All lines on the timesheet have been fully approved by all
approvers.
Closed
The timesheet has been archived and the user can no longer
access it.
If you wish to view timesheets outside of the date range displayed, click the Filter icon
next to Printer icon to access the Timesheets Filter Sub-menu.
•
•
•
•
•
Once on the Filter screen, select the Timesheet Status.
Enter the Start Date or End Date.
Click Search to view timesheets that satisfy the entered criteria.
Select the box next to the timesheet Period from the list.
Click on the Timesheet Report from the drop down near the printer icon.
To enter time on your Timesheet, access your timesheets by clicking on the Timesheets
link at the top of the screen. Click the period ending date of the timesheet you wish to
add time.
If the timesheet is new and auto-populate has been enabled, the timesheet will autopopulate lines selected in the Favorites List (See Timesheet Favorites). Otherwise, the
new timesheet will be blank.
If you are accessing a timesheet you worked on previously, it will open with the data
since you last saved the timesheet.
To add time, select the entry field that corresponds to the line and date you want to add
time.
•
•
•
•
Click the Add button to create a new line.
Activate the line by double-clicking on it.
Select the field by clicking on it directly or using the Tab button to tab over to it.
Key in the appropriate time worked.
6
DATABASICS Time User’s Guide
Figure 3: My Current Timesheet Screen
To begin reporting time follow the numbered steps below.
1. You must first select a Time Code to identify the type of hours you are reporting. The
default entry will be “ST” for Standard Time. This will apply to most of the time you
charge when working a typical day.
If you are charging to Administrative Leave (AT), Leave Without Pay (LWOP),
or Personal Time Off (PT), you will need to change this code. To do so click
the magnifying glass icon to the right of this field to view and select other
Time Codes. In the popup window that appears, click on the Copy link (see
Figure 4).
a.
7
DATABASICS Time User’s Guide
Figure 4: Time Code Selection Screen
2. If you are charging Standard Time, you must select a project that applies to the
hours you are reporting. If you are charging to any of the other Time Codes, you can
skip this step and proceed to step #4. You can search your project by clicking on the
magnifying glass icon to the right of this field.
3. To search for available projects (see Figure 5), click the magnifying glass icon to the
right of the “Project” column. In the popup window that appears in the “Find” field
type in the first few characters of your project. In the example used in the screen
captures to follow, we are searching for ZI000013 so we entered a search for “ZI”.
Now click the Search button.
8
DATABASICS Time User’s Guide
Figure 5: Project Search Screen with Search Results Displayed
4. The results matching your search parameters will now be displayed. Use the scroll
bars to view all of the results. Once you find the correct project, click “Goto Next
Level” to drill down to the next level.
5. After you have selected the correct project, the next window to appear will display
the task codes that are associated with this project (see Figure 6). Please note that
the default sort sequence is by Task Name. Select ID to resort by Task ID. To select a
task code, click “Select” on the underlined task name. NOTE: Some projects may only
have one task associated with them; however, you must still select a task code.
Figure 6: Project Code Search Screen with Project Tasks Displayed
6. You will then return to the timesheet screen. Notice that the “Project” and “Task”
fields are now populated. Click “Save”
icon to save the project (see Figure 7).
9
DATABASICS Time User’s Guide
Figure 7: Timesheet After Project & Task Codes Have Been Added
7. If you are charging a normal project, you will not have to change your subaccount (in
fact, if you change it, the system will change it back to your default subaccount upon
Validation). For those of you charging to an indirect project (generally ZZ99xxxx), you
change only the first digit of your subaccount to charge the pool for which you
worked (see Figure 8). Typically this would only apply to Directors, Vice Presidents,
Corporate Officers, and those directed to do so by their supervisors. If this does not
apply to you, skip this step and proceed to step #8. Please note the difference
between charging the pool for which you worked and your default pool. It is
important to charge the pool(s) that you support, not the pool where you are
located. Directors and VP’s generally support multiple pools, as they have
employees in more than one pool, and should therefore charge multiple pools.
Figure 8: Subaccount Pool Table
8. Now you should move to the right side of the timesheet screen and enter in your
work hours. Type in the appropriate hours for this day and project. When you click
10
DATABASICS Time User’s Guide
on another part of the screen, your current totals will appear for the project, day,
and pay period (see Figure 9).
Click “Save”
icon to save your entry on the current timesheet.
Figure 9: Timesheet Displaying Project, Day, and Pay Period - Edit Screen
9. CALIBRE’s standard work days are M-F, with an understanding that many do not
work that schedule. All salaried exempt full time 40/32/20 hour employees who do
not complete a timesheet entry at the end of a work day will receive a timesheet
reminder email. Timesheet Approvers for those that do not complete a timesheet
entry by the early morning of the next day will receive an email. You can avoid these
e-mails by reporting zero (0) hours, as shown below.
10. There are numerous reasons why you may want to report zero (0) hours on a
standard work day. Examples of these situations would include the following:
• You have accumulated enough overtime during the month to meet the required
hours, and choose to take an unpaid day.
 You have an approved compressed work schedule (e.g., working 10 hour days 4
days each week, instead of 8 hour days 5 days each week).
 You work a full time 32-hour week schedule.
 You work a full time 20-hour week schedule.
If you want to report zero (0) hours for a standard work day, select “Notes”
icon
in the left menu bar of your timesheet and a Timesheet Notes box will appear (see
Figure 10). Change the Purpose to “Non-Work Day”, enter your notes, the Start
Date, End Date and hit “Apply” (see Figure 10). This will prevent the reminder emails from being sent to you and your Timesheet Approver. If you neglect to add this
note, and you and/or your supervisor receive these e-mails, don’t worry. These emails are purely for you and your Timesheet Approver’s information. There is no
penalty as long as you are reporting your actual hours on a timely basis.
11
DATABASICS Time User’s Guide
Figure 10: Timesheet Notes
Figure 11: Timesheet Summary Note specifying Non Work Day
11. If you need to add another Time Code or project to your timesheet, click
Add to
create a new line. A new row will be added to your timesheet. Follow the steps
above beginning with step #1.
12
DATABASICS Time User’s Guide
12. Leave Without Pay (LWOP)
Please be aware that LWOP must be taken for eight (8) hours per day on a day in
which the employee does not perform work and does not charge any other leave.
For more information, you may refer to CALIBRE P&P section 2.9 - Leave Without
Pay.
13. Admin Leave – Military Reserve Duty
CALIBRE P&P section 4.11 – Administrative Leave allows 4 hours of Admin Leave per
full day (8 hours) of Military Reserve Duty. The balance can be recorded as either
PT or LWOP. If you elect to record LWOP, you will have to stagger the days, as
LWOP may only be charged for eight (8) hours per day on a day in which the
employee does not perform work and does not charge any other leave. In other
words, for a two day Reserve Duty, charge 8 hours each day; one day to Admin
Leave, and the other to LWOP.
14. If you need to modify a line, click on the line you wish to modify and update the
fields you wish to modify. Click “Save”
icon to save the changes.
15. If you need to remove a line, click on the line you wish to delete by clicking on it
then click
Delete. Confirm by clicking "Yes" in the pop up box.
16. To properly exit a timesheet, choose one of the following options:
• Exit Without Save: Exits the timesheet and does not save any changes made
during that session.
• Save As Draft & Exit: Saves the timesheet and allows you to return to
continue from the same point (NOTE: Once you save and exit from the
screen, you will be prompted to enter an explanatory note anytime you
attempt to modify hours for prior days).
• Submit: Begins the submission process to release the timesheet to
approvers.
17. Click Sign Out on the drop down arrow in the upper right corner of the screen to log
out of the system. (NOTE: Closing the browser window prior to selecting one of these
3 options will result in the timesheet being stuck in the "Open" status. The system
will behave as if you are still accessing the timesheet and will prevent any other
users from accessing it) (see Figure 12).
13
DATABASICS Time User’s Guide
Figure 12: Sign Out
Closing Out Your Timesheet for a Pay Period
It’s the last day of the pay period and the end of the work day. You have just input your
hours for the day and you are ready to close out your timesheet and submit it to your
supervisor for approval. Follow the steps below to complete this process.
1. Review all hours for accuracy and correct project charges. If you make any
corrections to previously recorded hours on your timesheet, you will be required to
enter a note detailing why the modification was needed.
2. Compare your hours charged with the hours required. At the left pane of your
timesheet, your totals will appear in bold text (see Figure 13). The following
information is available:
 Total Hours in the timesheet
 Total Billable hours in the timesheet
 Indirect Hours (Personal Time Off, Administrative Leave, Holiday Time, etc.)
14
DATABASICS Time User’s Guide
Figure 13: Timesheet Hours Totals
3. Once you have completed your timesheet and are ready to submit, click Submit to
begin the release process.
4. This will bring you to the Confirmation field (see Figure 14)
This step ensures that the data on the timesheet is valid and will notify you if any
policies have been violated. If a change needs to be made, select “Cancel” and
highlight and click on the desired field and updating it. If any changes are made to
the timesheet, you must click the Validation button in order to proceed. (NOTE: If
you have any concerns about your required hours, project, task or subaccount
charges, you can click Validation on the left side of the timesheet screen at any time.
You do not have to wait until submission time.)
5. Once your timesheet passed validation, click “Submit” to continue.
15
DATABASICS Time User’s Guide
Figure 14: Timesheet Validation Confirmation Message
6. This will bring you to the Confirmation field. You may select “Confirm”.
If you wish to set the current timesheet to auto-fill any new timesheets, select the
corresponding check box (Set this current timesheet to auto-fill next timesheet
period). This will save all the lines with projects and hours charged to them to your
Favorites list (See Timesheet Favorites). This will also auto-populate the next new
timesheet you open with the lines the same lines.
(NOTE: Only timesheet lines that have both a WBS/OBS structure and hours charged
will be saved to your Favorites and be used to auto-populate future timesheets. Lines
with no hours charged will not be saved or used to auto-populate a timesheet.)
7. Your timesheet is now in your approval queue for his/her review and approval.
Approval Teams
(For Timesheet Approvers Only)
Approval Teams consist of all employees whose timesheets and expense reports are
reviewed and/or approved by one or more Approvers. Approvers can be given Approval
or Review rights. This would allow for a Project Manager to approve all of their
employees time and expenses, and for their Director to review, but not approve. This
type of two tiered Approval Team would allow the Reviewer to see all members of his
employees’ Teams, and perform Timesheet Search and reports, as explained in the
following sections. Teams can also have multiple Approvers if the normal approver is
16
DATABASICS Time User’s Guide
not on the internet for prolonged periods. We recommend against this type of double
approval, as each Approver will see the timesheets in their Approval queue, which may
cause confusion or inconsistent approvals.
Reviewers and Approvers can each have email notifications turned on or off, so that
they will receive emails alerting them that an approval is necessary, or if the employee
does not complete their timesheet on time. Secondary Reviewers and Approvers can
have the email disabled, but all Teams will have at least one Approver with email
notifications.
Please send your request to PayrollHelpDesk@calibresys.com to establish or make
changes to your Approval Teams as you prefer.
Reviewing Timesheets for your Approval Team
(For Timesheet Approvers Only)
There are several ways for supervisors to review the time that their employees are
charging. The first is called a Timesheet Search. It allows any Reviewer or Approver to
see each timesheet for employees in their Approval Team. It is a very useful tool to
quickly look for timesheets that are On Hold (unsubmitted) or Released (unapproved).
Within DATABASICS Time, select Admin from the main menu - Utilities. The menu
option Timesheet Search will appear on the left side navigation bar (see Figure 15).
Figure 15: DATABASICS Time Utilities Menu Showing Timesheet Search
17
DATABASICS Time User’s Guide
The following screen appears after click on Timesheet Search. In this example, the
Approver has selected all On Hold (unsubmitted) timesheets for his Approval Team (“My
Team”). This is the easiest way to see who hasn’t completed their timesheets on a daily
basis, or who hasn’t submitted theirs (see Figure 16).
Figure 16: DATABASICS Time Utilities – Timesheet Search Options
Approving or Rejecting a Timesheet
(For Timesheet Approvers Only)
Once the employees in your Approval Team(s) have submitted their timesheets, follow
the steps below to review and approve them.
1. Log in to the DATABASICS Time. Approvers have an additional menu item on the
Dashboard called Time Approvals. Use this menu to view the reports in your
approval bin.
•
•
My queue: Timesheets waiting for approval.
My rejections: Timesheets that you have rejected.
2. The next screen to appear will display all of the staff members who have submitted
their timesheets for approval. To view a staff member’s timesheet, click on the
underlined link for that pay period (see Figure 17).
18
DATABASICS Time User’s Guide
Figure 17: Time Approval Screen
3. The timesheet for that staff member will then display. Review the entire period for
that timesheet by using the scroll bars (see Figure 18). Note the buttons at the top of
the page to Approve & Exit or Reject & Exit.
Figure 18: Timesheet for Approval
4. To review notes from the staff member, click
Notes on the left side. Use the
scroll bars on the timesheet to review the labor hour charges for the entire pay
period. After reviewing the timesheet you can approve the entire timesheet, reject
certain lines of a timesheet, or reject the entire timesheet. Follow the steps below in
a.-c. depending on what you want to do.
a. To approve the entire timesheet click the Approve & Exit button.
19
DATABASICS Time User’s Guide
Click on the Approve & Exit button. A "Confirmation" window will pop up
(see Figure 19).
ii. Optional: Enter any notes into the field.
iii. Click on the Finish button.
iv. You will be taken back to the Time Approvals screen.
i.
Figure 19: Timesheet Approval Confirmation Message
b. To reject the entire timesheet click the Reject & Exit button.
i. Click on the Reject & Exit button. A "Rejection Notes" window will pop up
(see Figure 20).
ii. Required: Enter the reason why the timesheet was rejected in the notes field.
iii. Click on the Finish button.
iv. You will be taken back to the Time Approvals screen and the report will be
removed from your queue.
v. The Timesheet will be sent back to the user who submitted it with the note
explaining why the report was rejected.
vi. If you wish to retrieve a rejected report, use the Query feature in the Time
Approvals menu.
20
DATABASICS Time User’s Guide
Figure 20: Timesheet Rejection Confirmation Message
c. To Approve or Reject by Line Item, right-click on the line you wish to approve or
reject.
i. Select either Approve ( Approve the Line) or Reject (
Reject the Line)
from the pop up menu.
ii. If you click Reject you will be required to enter the reason why this line is
being rejected.
iii. Click Save & Exit when you are done.
Note: If the approver rejects individual timesheet lines, then clicks:
• Approve & Exit: the individual line rejections will be overwritten and the
entire timesheet will be approved.
• Reject & Exit: The entire timesheet will be rejected and the individual line
rejections and their messages will be saved and sent back to the
employee that submitted the timesheet.
5. Click Sign Out in the upper right corner of the screen to exit and log out of the
system.
21
DATABASICS Time User’s Guide
Correcting a Rejected Timesheet
If your timesheet was rejected by your timesheet approver, you will be notified via
email. To review the details of the rejection and make the appropriate corrections,
follow the steps below.
1. Login to the DATABASICS Time and you will see in Home Dashboard the shortcut
icon of your Rejected Timesheet (see Figure 21) or you may also click on Timesheets
and select My Timesheet List from drop down menu.
Figure 21: Dashboard Page Showing Rejected Timesheet
2. The next screen will display a list of your timesheets. Under the Status column you
will see “Rejected” next to the timesheet in question. To access the timesheet, click
on the underlined (see Figure 22).
22
DATABASICS Time User’s Guide
Figure 22: My Timesheets Screen Showing Rejected Timesheet
3. Your timesheet will then display. Notice that there will be a red
icon next to any
records in your timesheet that were rejected. You can view your timesheet
approver’s notes by clicking on this red
icon or create a Timesheet Line Audit
Report by click on icon
(see Figure 23).
Figure 23: Notes for Rejected Timesheet
23
DATABASICS Time User’s Guide
4. After reviewing the notes from your timesheet approver, make the appropriate
corrections to your timesheet. When finished, click on icon
save, validate your
timesheet (see Closing Out Your Timesheet for a Pay Period) and Submit.
5. After confirming this is correct, you will be brought back to the My Timesheets
screen. Notice that the status for your current timesheet has changed from
“Rejected” to “In Approval Process” to denote you have submitted your timesheet
for approval (see Figure 24).
Figure 24: My Timesheets Screen Showing Rejected Timesheet Submitted for Approval
Print/Preview
DATABASICS Timesheets may be printed in three standard print formats. View these
reports by accessing the Print/Preview menu (see Figure 25). The Print/Preview menu is
located on the following screens:
•
•
•
My Timesheets
My Approvals
Within the Timesheet itself.
24
DATABASICS Time User’s Guide
Figure 25: My Timesheets Screen Showing Print/Preview Option
Standard Timesheet Print Formats
1. Timesheet Report
a. Displays timesheet information for selected reporting period.
b. Breaks down Total Timesheet Hours, Total Billable Hours, and Indirect Hours.
c. Summarizes hours by Pay Code.
2. Adjustment Report
a. Tracks changes to timesheet as adjustments.
3. Timesheet Audit Report
a. Shows all changes made to the timesheet.
Each change is recorded with a date/time stamp along with the user who made
the change.
c. Corrections/modification will also appear on this report.
b.
25
DATABASICS Time User’s Guide
Leave Management (Time Off – Personal Time)
You may review your Personal Time balance, Personal Time taken in a single location
within your timesheet. This includes your starting balance, accrual, available balance for
the period and remaining balance for the period.
To view your leave balance:
1. You may click on Time Off
icon on the Home Shortcuts page (see Figure 26).
Figure 26: Time Off icon on the Home Shortcuts page
2. It will show Available Balance for the Period, Hours Taken, and Remaining
Balance for the period (see Figure 27).
Figure 27: Available Leave Balance per pay period
26
DATABASICS Time User’s Guide
3. To see your leave balance detail, you may click on Available Balance the Period
or Remaining Balance on each reporting period (See Figure 28).
Figure 28. Running My Leave Balance Report
It will create your Leave Balance Report detail for each reporting period (See Figure 29).
Figure 29. My Leave Balance Report
4. You may also view your Leave Balance Report:
A. By clicking on View Leave Balance within your timesheet (see figure 30).
27
DATABASICS Time User’s Guide
Figure 30. View Leave Balance within your timesheet
B. By accessing the Print/Preview
drop down menu (see Figure 31)
and select Leave Balance Report. The Print/Preview menu is located on
the following screens:
•
•
•
My Timesheets List.
Within the Timesheet itself.
My Time Off - Personal Time page.
Figure 31.Print/Preview options for My Leave Balance Report
28
DATABASICS Time User’s Guide
5. You may also view your Leave Balance Report by accessing Jasper Reporting in
DATABASICS Time and Expense by selecting Ad Hoc Reports in Home Dashboard
Shortcut and run Accrued Leave Balance Report (Excel) (Please refer to
DATABASICS Reporting).
6. To view your Approval Team’s Leave Balance, you may access Jasper Reporting in
DATABASICS Time and Expense by selecting Ad Hoc Reports in Home Dashboard
Shortcut and run Accrued Leave Balance Report (Excel) and enter the Input
Control by selecting My Team to access your Team’s Leave Balance Report
(Please refer to DATABASICS Reporting).
DATABASICS Reporting
To access the Jasper Reporting in DATABASICS Time and Expense, select
Ad Hoc
Reports in Home Dashboard Shortcut (Please ensure the browser’s pop-up blocker is
disabled for DATABASICS).
Running a Report:
1. Click the View tab on the Home Page to reveal a drop down menu (see Figure
32).
Figure 32. Repository
2. Click Repository
3. Expand CALIBRE Systems, Inc. folder
4. Expand Reports folder
5. Click on
a. CALIBRE User Reports (see Figure 33).
Figure 33. CALIBRE User Reports
29
DATABASICS Time User’s Guide
b. CALIBRE Approver (see Figure 34) : Available only for Approvers and
Directors and above
Figure 34. CALIBRE Approver
6. Click the Name of the report that you would like to run (see Figure 35).
Figure 35. CALIBRE User Reports
7. Once you selected one of the report you would like to run, it will be displayed
the options for the Input Controls and you may enter the Parameter/Input
Controls. You must apply input values before the report can be displayed. After
you run your report and if you would like to modify your report click on icon
Input Controls
to modify your Parameter/Input Controls (see Figure 36 and
Figure 37).
a. For Project hours,
i. You can select:
a. iR-Project Summary Report or
b. iR-Project Charge Detail Report: to see project hours
detail day by day.
30
DATABASICS Time User’s Guide
ii. Select the options in the drop down menu for “Query option with
Project” (see Figure 36).
Figure 36. Input Controls
b. For Accrued Leave Balance:
i. For your Leave Balance Report or your Team Leave Balance
Report, you may select Accrued Leave Balance Report (Excel) and
you may select the options in the drop down menu for the report
option (see Figure 37).
31
DATABASICS Time User’s Guide
Figure 37. Time Off-Personal Time Input Controls
ii. For Directors and above, you may also select Accrued Leave
Balance Report (Excel Dir/Div) (see Figure 38).
32
DATABASICS Time User’s Guide
Figure 38. Input Controls
8. Once the Parameter/Input Controls information is completed, you may click
“Ok”.
9. The chosen report will be displayed.
10. You may click on icon
to export your report by select one of the available
formats.
Timesheet Favorites
Favorites allow you to save frequently used WBS/OBS combinations without having to
re-key the same codes into the timesheet each reporting period. Once saved, you can
copy these lines into a timesheet from your favorites. To view your list of favorites, click
the Favorites tab from the timesheet entry screen (see Figure 39).
33
DATABASICS Time User’s Guide
Figure 39. Timesheet Favorites
1. Adding Lines to Your Favorites – To manually add individual lines from your
timesheet to your favorites.
a.
b.
Highlight the line you want to add to your favorites.
Click icon
Add to Favorites button.
2. Searching your Favorites – You can search your favorites list by using the search
field.
Select which field you would like to search against. The available fields are
determined during configuration. You can only search against the fields that are
enabled on the timesheet.
b. Click the Search button to search your Favorites.
a.
3. Adding Lines From Favorites – To manually add individual lines to your timesheet
from your favorites:
a.
b.
Find the desired line to be added.
Click the green upward arrow icon
your timesheet.
Add to Timesheet icon to add the line to
34
DATABASICS Time User’s Guide
4. Deleting Lines from Your Favorites – To remove a line from your favorites:
a.
b.
c.
Find the desired line to be removed.
Click the delete
icon to delete the line.
Click "Yes" in the dialogue box to confirm.
5. Auto-Populating Your Timesheet
You can also add all of the lines on your timesheet to your favorites upon submission of
the report. During the submission process, select "Set current lines with Hours > 0 to
Auto-fill any new timesheets." This will save all the lines with hours charged to them to
your Favorites list. This will also auto-populate the next new timesheet you open with
the lines the same lines.
Notes: Only timesheet lines that have both a WBS/OBS structure and hours charged will
be saved to your Favorites and be used to auto-populate future timesheets. Lines with
no hours charged will not be saved or used to auto-populate a timesheet.
Auto-fill only works when the status of the timesheet you are opening is "New." It will
not auto-populate a timesheet that has been previously worked on.
DATABASICS Time Preferences
You can set your Time Preferences by click on the drop down arrow next to your name
on right top side and select My Preferences.
User Preferences
•
•
•
•
•
•
Pay code: Select the default Pay code to be used when adding a new line.
Auto scroll to today's date: If "Yes" is selected, the application will scroll to
today's date when the timesheet is opened, a new line is created or a line is
being modified.
Auto populate lines from the Favorites for new timesheets: If "Yes" is selected,
timesheet lines that are saved in your favorites will be pre-filled when you open
a new timesheet.
Copy lines to Favorites on timesheet release: If "Yes" is selected, the lines on
the timesheet you are submitting will be saved to your favorites.
Timesheet WBS/OBS Width (10-70%): Select the percentage of the screen to be
devoted to the WBS/OBS portion of the timesheet.
Enable location: Check “Yes” to show location.
35
DATABASICS Time User’s Guide
DATABASICS Time Icon Legend
Icon
Name
Description
Validation Warning
There are potential errors on the timesheet. The user can still
submit the timesheet, but should investigate the warning first.
Validation Failed
The timesheet failed validation. The timesheet cannot be
submitted until these issues are corrected.
Approved/ Rejected
The timesheet has been approved or timesheet line has been
rejected.
Search Icon
Click on the icon to bring up the search window.
Expand View
Click on the icon to expand the viewing area.
Message Tag
Click on the icon to Tag a Message.
Print
Print and Preview.
Filter
Search Timesheet.
Posted
Extracted and Posted.
Edit
Click on the icon to edit your notes.
Cancel
To cancel current row editing.
Audit Report
Timesheet Line Detail Audit Report.
Notes
To enter notes.
Delete
To delete.
Notification
Please correct the validation error(s) before proceeding.
Passed Validation
Your timesheet passed validation.
The Dashboard
Home Shortcuts.
36
DATABASICS Time User’s Guide
Icon
Name
Description
Time Off
Leave Management-(Time Off-Personal Time).
Ad Hoc Reports
Jasper Reporting in DATABASICS Time and Expense.
37
Open as PDF
Similar pages