Administrative Functions
ASSIGNMENTS
Advanced assignment functionality
Adjust Assignment Properties
Use the Assignment Properties function to edit the specific properties of a task/employee assignment.
The Assignment Properties are mainly used to calculate the estimated client costs for a task/employee assignment.
Estimate Client Cost = [(Estimated hours + Adjustment hours) x Task prorating x Rate Charged]
Tip: The Assignment Properties function is useful when editing estimate information on just a few assignments. To make changes to many assignments, it's best to use the Budgeted Time & Costs view's Budget Wizard.
Available assignment properties:
Estimated Hours: The estimated hours to complete a specific task/employee assignment.
Estimated hours can only be added or edited when the project status is set to Estimate.
Adjustment: Adjustments to the estimated hours to complete a specific task/employee assignment. Adjustments can only be added when the project status is set to Active.
Prorating: The budgeted prorating for this specific task/employee assignment. The initial prorating value is taken from the value assigned in this task's prorating field. Editing this value only affects this specific task/employee assignment. It does not alter the default prorating assigned to this task nor does it affect the prorating value where this task is assigned to other projects.
Rate Charged: The budgeted Rate Charged for this specific task/employee assignment. The initial
Rate Charged value is taken from the value assigned in this employee's Rate Charged field. Editing this value only affects the Rate Charged for this specific task/employee assignment. It does not alter the default Rate Charged assigned to this employee nor does it affect the Rate Charged where this employee is assigned to other tasks.
Billable by Default: The Billable by Default status determines if this assignment is displayed in the employee's time entry view with the Billable option already checked or not. For example, if
‘Billable by default’ is checked, when this employee enters time against this assignment, the billable option is already checked. The initial Billable by Default status is taken from this project's
Billable by Default field.
To edit assignment properties:
1. Go to the Project Workspace area and click the Project Assignments tab. The Project
Workspace button is in the Projects section of the side navigation bar.
2. Locate and select the employee assignment in the assignment tree.
3. Click the Properties button located on the top toolbar to display the Assignment Properties window (or right click on the employee and select Properties).
4. Enter or edit information in any of the available fields:
Estimated Hours (available if the project status is set to estimate)
Adjustment (available if the project status is set to active)
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Prorating
Rate Charged (only available to users with appropriate security rights)
Billable by Default
5. Click OK when finished.
Administrative Functions
ASSIGNMENTS
View Budget vs. Actual Statistics
From the Project Assignments view, users can quickly view summary budget vs. actual statistics at any assignment level (client, project, task group, task or employee).
When any item in the assignment tree is selected, clicking F8 displays a small pop-up window with summary data for the item. All sub-level data is rolled up to the selected item's level. For example; if you select a client, then statistics are rolled up for all that client's projects.
To view an item's statistics:
1. Select the item in the assignment tree.
2. Click the View Statistics button on the toolbar. Or use F8 on your keyboard.
3. The Statistics pop-up window opens.
Tips:
You should designate the site where DOVICO Timesheet is installed designated as a safe site in the web browser‟s pop-up blocker settings.
Leaving the pop-up window open and clicking on a different item in the assignment tree updates the information in the statistics window.
Note: Company or Client costs are only displayed to users with appropriate security rights.
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Administrative Functions
ASSIGNMENTS
Show/Hide Assignments
Use the Show/Hide Assignments option in the Project Assignments view to hide a particular task assignment from an employee. When a task assignment is hidden, the employee cannot enter time against that task. Hiding a task assignment has no effect on previously recorded time against that task.
To hide a task assignment from an employee:
1. Go to the Project Workspace area and click the Project Assignments tab. The Project
Workspace button is in the Projects section of the side navigation bar.
2. In the assignment tree, locate the task/employee assignment to hide and click on the employee.
3. Click the Show/Hide Assignments button located on the toolbar.
When hidden, the employee image is now shown as faded .
To show a hidden task assignment for an employee:
1. Locate and select the hidden employee assignment.
2. Click the Show/Hide Assignments button located on the toolbar.
Note: For the employee, the task will be hidden/shown in the time entry view the next time the time entry screen is refreshed or when the application is restarted.
Tip: The Show/Hide Assignment function is available by using your mouse's right click button.
Copy - Project, Task Assignments
From the Project Assignments view, you can make an exact duplicate of assignment structures by project, task group, task or employee. When a copy is made, all sub-level properties of the item are also copied.
For example, when a project is copied, all task groups, tasks and employees assigned to the project (and their assignment properties) are also copied.
The copy/paste function is beneficial when you want to use any project templates you may have created. The following describes how to copy and paste an item and its assignments within the assignment tree. Clients cannot be copied using this method.
The Project Assignment view is accessed by clicking the Project Workspace section of the side navigation bar and then clicking the Project Assignments tab.
button in the Projects
To copy a project and its task/employee assignments:
1. From the Project Assignments view, locate and select the project to be copied.
2. Click the Copy button located on the toolbar.
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Administrative Functions
ASSIGNMENTS
3. If the pasted project is associated with a client, locate and click the client name . or
If there is no associated client, click the root assignment level icon at the top of the assignment tree.
4. Click the Paste button .
5. Locate the copied project ‘Copy (1) of project name’ and edit the project name, and any other relevant information. If copying a project template, check that the project status is properly set.
To copy a task group and its task/employee assignments:
1. From the Project Assignments view, locate and select the task group to be copied.
2. Click the Copy button located on the toolbar.
3. Locate the project (or task group) where the task group will be pasted.
4. Click the Paste button .
5. Edit the task group's assignments as required.
To copy a task and its employee assignments:
1. From the Project Assignments view, locate and select the task to be copied from the assignment tree.
2. Click the Copy button located on the toolbar.
3. Locate the project (or task group) where the task will be pasted.
4. Click the Paste button .
5. Edit the task assignments as required.
To copy an employee assignment and its properties:
1. From the Project Assignments view, locate and select the employee assignment to be copied from the assignment tree.
2. Click the Copy button located on the toolbar.
3. Locate and click on the task where the employee assignment will be pasted.
4. Click the Paste button .
5. Edit the employee assignment properties as required.
Note: The Copy/Paste function will not duplicate any existing assignments within a given project. That is, if a task is already assigned to a project, pasting a duplicate of that task will not be permitted.
Tip: The Copy/Paste function is also available using your mouse's right click button.
Assignments Filter
The Project Assignments view's Assignments filter is a powerful feature permitting a user to reduce the amount of information displayed in the assignments pane. Filters can be temporary or can be saved for later use.
The assignments filter contains numerous fields from which you can select one or more items (filter by task, employee, project, etc). You can also filter by assignment date range or by project status.
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The following describes how to (1) create temporary assignment filters, how to (2) save assignment filters, how to (3) remove assignment filters and how to (4) apply/delete saved assignment filters.
Administrative Functions
ASSIGNMENTS
Notes:
When a filter is applied, the remove filter button is enabled in the toolbar.
Filters created in this view are not public.
To create an assignment filter:
1. Go to the Project Workspace area and click the Project Assignments tab. The Project
Workspace button is in the Projects section of the side navigation bar.
2. Click the Assignments Filter button located on the top toolbar to display the Assignments
Filter window.
3. Select items from one or more drop-down list and/or select assignment dates .
When you have selected your items within a drop-down list, collapse the drop-down list by clicking the button or click elsewhere on the Assignments Filter window.
4. To use this filter temporarily, click Apply to set the filter criteria and leave the window open, or click Done to set the filter and close the window.
5. To Save the filter for later use, enter a unique Filter name and click Apply (or Done). The saved filter is displayed in the toolbar's saved filter drop-down list.
Notes:
When criteria is selected in more than one field (tasks, employees, etc), the filter returns only the data that matches all the selected criteria (an AND operation).
When more than 1 item is selected within a drop-down list, the filter returns the data that matches any one of the selected items (an OR operation) Example: If both Meeting and Testing are selected in the
Task drop-down list, all assignments for Meeting and all assignment for Testing will be displayed in
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the assignment tree.
In the Task and Employee drop-down lists, only the tasks and employees that are currently assigned are displayed.
Administrative Functions
ASSIGNMENTS
Tips:
You can always modify an applied filter (temporary or saved) by clicking the Assignment Filter button
and adjusting one or more of its criteria.
To clear all selected items from a drop-down list, click the clear selections button next to the drop-down list.
To select adjacent items within a list, click the first item, and then hold down Shift and click the last item.
To select non-adjacent items, click the first item, and then hold down Ctrl and click additional items.
To remove a temporary or saved filter:
1. Click the Remove Filter button located on the toolbar.
Warning: When a saved filter is applied, pressing the Delete Filter button instead of the Remove Filter button
will permanently delete a saved filter.
To apply a saved filter:
1. Select the filter from the saved filters drop-down list located in the toolbar.
To delete a saved filter:
1. Select the saved filter from the drop-down list on the toolbar.
2. Click the Delete Filter button located to the right of the drop-down list.
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Administrative Functions
ASSIGNMENTS
Copy an Employee's Assignments
The Copy Employee's Assignments function is a powerful tool permitting all assignments for a given employee to be copied onto one or more other employees. The feature is particularly useful when assignments are based on teams and a new employee joins the team or switches teams. It is also useful when assignments are primarily based on job descriptions and a new employee joins the company.
Note: Existing assignments to the employees receiving the new assignments are not lost.
The Project Assignments view is accessed by clicking the Project Workspace section of the side navigation bar and then clicking the Project Assignments tab.
To copy one employee's assignments to other employees:
button in the Projects
1. In the Employees list pane, select the employee whose assignments will be copied.
2. Click the Copy Assignments button located on the toolbar.
3. In the Copy Assignments window, select the employee(s) who will receive the copied assignments.
Press the Ctrl key to select more than one employee.
4. (Optional) Check the Copy estimate information checkbox to also copy estimated hours, task proratings, assignment Start and Finish dates and Billable by Default selection.
5. Click OK to copy the assignments from the employee selected in step 1 to the employee(s) selected in step 3.
Tip: If using project-based approval workflows (page 66 ) , then you should reviews these whenever
employees are added to a project.
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Administrative Functions
ASSIGNMENTS
Only Display Scheduled Assignments
The Only Display Scheduled Assignments feature permits a manager or system administrator to hide a project's task assignments from time entry users when the date is outside the task assignment’s scheduled Start and Finish dates.
This is useful when a manager wants to temporarily remove an assignment for an employee without removing any budgetary information associated with that Project/Task/Employee.
Prerequisite:
Task assignments must have been assigned date ranges (Start and Finish) using the Budgeted
Time & Costs view.
1. Click the Project Assignments tab located in the Project Workspace view. The Project Workspace view is located in the Projects section of the side navigation bar.
2. Locate and click on the project for which only scheduled assignments will be shown to time entry users.
3. Click the Properties button on the toolbar.
Locate the Task Assignments area for the project:
To only show users their scheduled assignments:
Hide Tasks: Check this option to simply reduce the list of available tasks displayed in the time entry's assignment tree to only those tasks scheduled to be worked on during the displayed week. When using the Hide Tasks option, tasks are simply ‘out-of-sight’. If required, employees can still track time against these hidden tasks by using the time entry's Show All function.
Example:
A task/employee assignment has a Start date of Monday, March 27 and a Finish date of
Wednesday, April 12. With the Hide Tasks option checked, the assignment will not be displayed in the time entry's assignment tree when the week displayed is not between March 27th and April
12th.
Available for time entry Week displayed in the time entry grid
Sunday, March 19 to Saturday, March 25
Sunday, March 26 to Saturday, April 1
Sunday, April 2 to Saturday, April 8
Sunday, April 9 to Saturday, April 15
Sunday, April 16 to Saturday, April 22
Task displayed in assignment tree
No
Yes
Yes
Yes
No
Yes, using Show All
Yes
Yes
Yes
Yes, using Show All
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Administrative Functions
ASSIGNMENTS
To prevent time entry outside a task’s start and finish dates:
Prerequisite: The Hide Tasks checkbox must be selected.
Prevent Entries: Check this option to completely prevent time entry users from tracking time against tasks when the tasks are not scheduled to be worked on. When the Prevent Entries box is checked, tasks not scheduled for work, during the displayed week, are not displayed in the time entry's assignment tree. Tasks scheduled for work during only a portion of the week are displayed in the assignment tree but are only available for time entry on those days that fall within the task assignment's date range.
Example (same as above):
A task/employee assignment has a Start date of Monday, March 27 and a Finish date of
Wednesday, April 12. With the Prevent Entries option checked, the assignment will not be displayed in the time entry's assignment tree when the week displayed is not between March 27th and April 12th and will not be available for time entry prior to March 27 or after April 12.
Week displayed in the time entry grid
Task displayed in assignment tree
Available for time entry
Sunday, March 19 to Saturday, March 25
Sunday, March 26 to Saturday, April 1
No
Yes
No
Sunday, April 2 to Saturday, April 8
Sunday, April 9 to Saturday, April 15
Sunday, April 16 to Saturday, April 22
Yes
Yes
No
Yes, between March 27 to
April 1
Yes
Yes, between April 9 to 12
No
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