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TimeSheet Professional provides you with the tools to manage who can do what, reducing the potential for error and unauthorised input. You can control who can create customers, projects and tasks; who may lock closed projects and approve time entries outside planned dates and meanwhile keep track of work in progress and much more.
No matter how complex your data structure, with TimeSheet Professional, you can create the rules and relationships that make task creation easy and accurate. In fact, it’s unusual to have to select more than two or three items to create a task, even with a full ten level database.
Task Rules ensure that tasks created contain all of the required components. So, for instance, a user can’t create a task for a project without also selecting the activity that they are working on.
A Dependency Rule can automatically set another component dependent upon your selection. For example, the employee might automatically set the department in which they work and selecting a project could automatically set the client.
A Dependency Rule can also be used to reduce choice and to preclude illegal selections. For example, selecting a client could restrict the choice of projects to those that are specific to the client and the selection of a project could restrict the choice of available activities.
We can guide and assist, from providing the training to facilitate you developing your own solution, through to analysing your requirements, designing your data structure, task rules and dependencies and populating the database to get you off to a flying start.
Different organisations have different processes for creating clients, projects and other database components. In some it may be handled by a programme office, in others it may be delegated to account managers or project managers. TimeSheet Professional’s Security Profiles provide full control of who can add, edit and delete components.
How tasks are created varies considerably from business to business. In some, everyone is allowed to create their own tasks, in others it may be handled by a programme office or delegated to account managers or project managers. When TimeSheet is used for Activity-based Costing, tasks may be created as part of the implementation and rarely, if ever, changed. Again, Security Profiles provide full control of who can add, edit, copy and delete tasks.
What starts as a simple Task List can grow dramatically over time. TimeSheet Professional provides the tools to manage Task Lists organisationally and, if you allow it in a Security Profile, personally as well.
TimeSheet provides up to 10 user-definable Status fields against tasks, as well as Start and End Dates. Status Fields can be used organisationally, to mark tasks as dormant, complete and billed or personally, for instance “hide”. The status of tasks can be set on an individual task or globally, for example set on tasks on client x as dormant or set all tasks on project y for staff in department x as complete.
TimeSheet Professional also allows you to save Views of a Time Sheet. An example might be called Current Tasks, excluding all dormant, complete and billed tasks and all tasks with an end date in the past. Views may be published to other users, making this a truly organisational solution that can reduce Task Lists of several hundreds to around 20 current tasks. Managing Task Lists reduces user frustration and increases the speed and accuracy of time entry.
If you choose, you can leave users free to enter time against any task when they choose. However, some degree of control is desirable, so for instance, many choose to lock tasks that are dormant or complete and maybe based upon start and end dates. Pay Rules can be used simply to restrict in which weeks users can enter time. And if you are running a formal approvals process you can stop users editing approved time.