Project Manager User Manual

Transcription

1 Project Manager User Manual Overview Welcome to your new Project Manager application. The Project Managaer is implemented as a web site that interfaces to an SQL database where all of the project and time tracking data is stored. In addition, the information in the SQL database is accessible from an MS Access database front end that provides a very similar user interface. Both the web based front end and the MS Access front end can be used simultaneously to access the same data. The Project Manager can only be accessed by persons with valid usernames and passwords. With the Project Manager you can manage employee personal data categorize employees by function and access levels manage contact data categorize contacts as suppliers, clients etc. manage project data to 4 levels, Project, Package, Phase and Task store employee time worked on project Tasks prepare reports based on employee time worked on projects report summaries can be based on one or more of the following o o o employee, employee category project, package, phase or task date interval Most of the web pages in the Project Manager application allow you to work on a set of records bound by a specific date interval. The date interval can either be typed in or it can be selected with a pop-up calendar control. The current week is always automatically selected when you first enter a web page. To use the calendar control, click the calendar icon on the web page. The calendar control shown below is displayed. Project Manager User Manual Overview 1

2 Figure 1: Calendar Control Select the year and month with the dropdown list boxes. Click the single arrow heads to move to the previous or next month. Click the grey box with the left arrow to close the calendar and clear the date text box. Click the grey box with the x to close the calendar while leaving the date in the text box unchanged. Click on the desired day to transfer the date to the associated date text box on the web page. Most of the web pages also use dropdown lists that are populated with data from the underlying database. When you use a drop down list, keep in mind that when the selected item is supposed to be transferred from the dropdown list to a data box on the web page, the dropdown list will not recognize that you have made a selection until you choose an item from the list that is different from the default item that the web page opens with. For example, if a web page opens with an employee ID/Name of 101 John Doe in the dropdown list data box and you drop the list and select 101 John Doe from the list items, the employee ID of 101 normally would be transferred to the Emp ID data box but in this case was not. To get around this problem, select a different item from the list and then reselect the original item. Getting Started To access any of the features of the Project Manager application you must first log in. To login, type the name of your website (e.g. The default page is LE_login.php. LE_Login.php will be loaded automatically. If this fails, then you may have to type in the complete URL. Figure 2: Employee Login web page Getting Started 2 Project Manager User Manual

3 Your administrator will assign you a username and initial password which by default is the same as your username. After you log in you can access the personal data editor web page to change the password to something that only you will know. It is always a good idea to use a password that is more than 5 characters long and that includes numbers as well as letters. If your login fails you will be asked to login again. The second time the web page is displayed it will inform you that you are either not an active employee or you are not authorized to access the system. Figure 3: Employee Login Failed web page If you simply made an error in your username or password, enter them in again correctly and press the enter key on your keyboard or click the Login button. A successful login will show you the login web page again with a successful login message. Project Manager User Manual Getting Started 3

4 Every webpage that is displayed will have a common header section at the top that includes your company logo, the web site title and a common tabbed menu. Figure 4: Common header showing tabbed menu The items available in the menu will vary depending on your user privileges based on security level. Level 9 is the highest level possible, enabling the user to access all possible options. The established levels are described below. Security Level Allowable Menu Actions Description >1 Timesheet View and edit for self only >1 Edit Personal Data View and edit for self only >1 Employees View >1 Contacts View >3,!=4,!=5 Edit Employee Records View and edit for all employees >3,!=4,!=5 Edit Contact Records View and edit all contact data >3,!=4,!=5 Missing Timesheets View summary >3, <10 Zero Hours Timesheets View summary >4 <10 Voided Timesheets View summary >6 Payroll Review View and edit Timesheets >6 Payroll Approval View and approve only Getting Started 4 Project Manager User Manual

5 Security Level Allowable Menu Actions Description >6 Payroll Summary View only >3 Timesheet Review View, approve and edit >4 Timesheet Approval View, approve and edit >2 Project Billing View >2 Project Summaries View >2, <10!=4 View Projects & Tasks View >2, <10!=4 Edit Project Data View and edit >2, <10!=4 Edit Task Data View and edit >2, <10!=4 Set Active Tasks View and edit Active flag only >5 Archive Projects Transfer records between tables >5 UnArchive Projects Transfer records between tables >5 or =3 Employee Admin Summary View and Report >3 PE Reports & Queries View and Report >4 Invoicing View and Report >4 Project Management View and Report >4 Personnel Management View and Report >4 and > 5 People Overview View and Report > Projects View and Report >5 Overhead Projects View and Report >6 Projects List Report only >6 Projects List By Status Report only >6 Telephone List Report only When you have finished with the web site you should log off completely. You can log off from any of the web pages that you access after a successful login. Press the LogOff option in the Tools menu. This action will bring you back to the login page. At this point you must login again to be able to access any of the remaining menu items. Note: Your administrator will have set a maximum Login time. If you are logged in longer than that time, requesting a new page (either by clicking a menu item or by clicking a button on a web page) will take you back to the login page. Employee Tools The Employee Tools group of the menu contains the options that are generally available to all employees with access levels above 1. For employees with access levels of 1, the Employees and Contacts options will not be available. Project Manager User Manual Employee Tools 5

6 Timesheet The Timesheet option under the Employee Tools menu, will open up the Employee Timesheet web page. There are two hidden sections in this web page, the New Record section and the Details section. You can make these visible by clicking the Open New Record and Show Details buttons, respectively. When the New Record section is visible the Open New Record button caption changes to Close New Record. The Show Details button caption changes to Hide Details when the Details section is visible. Figure 5: Employee Timesheet web page - Summary view The table shown above is not editable. It is strictly a summary of all of the records for the chosen week. New Timesheet records are added in the New Record section and changes to existing records are made in the Details section with the aid of the New Record section. However, you can add records to the Details section or modify existing records, by changing the value of the hours under the days of the week in the summary. Also, checking or unchecking the Confirm checkbox in the summary will set all matching records in the Details sections to the same state. You can also create a new record in the details section by double clicking the Total Hours text box at the end of a summary record. This creates a new record for Sunday with 0 hours. Sunday is a day that most people don t work on. You should then change the day and the hours for the new record in the Details section to suit. Before you begin adding new records or modifying existing records you should specify the appropriate week. The current week is always automatically selected when you first enter the web page. If this is not the desired week then you can either type the correct value into the Week Ending data box, or select it from a pop-up calendar that opens when you click the calendar icon beside the data box. Alternatively, you can also select the Year and Week. Before you begin making changes to your Timesheet entries, you should make sure that you are viewing the right records. You do this by clicking the Fetch Timesheet button. Note: If you do not fetch the timesheet before creating new records, you will effectively remove any pre-existing records for the selected week!! If the current week will be more or less like the previous week, you can duplicate the previous week s entries for the current week by clicking the Repeat Last Week button. This will automatically create an identical set of records for the current week Employee Tools 6 Project Manager User Manual

7 as you had submitted for the previous week. All you need to do now is ensure that the hour values are correct. Note: All records in a previous week are only duplicated entirely if the check box to the left of the Repeat Last Week button is checked. If it is not checked then only one record for each Project\Package\Phase\Task combination will be created. To add a new record, click the Open New Record button. Figure 6: Employee Timesheet web page - New Record view This will open the New Record section displayed under the New/Toggled Timesheet entry title. Select the appropriate options from the drop down lists for Project, Package, Phase,Task, Capacity, and Date and set the number of Hours worked. The Confirm check box is optional. This item is used to let your Project Manager know that you will not be modifying this record again. Finally, add a Comment to describe the work done. When you are ready to commit the new record, click the Add New button. This does not commit the record to the underlying database. It simply adds the new record to the Details section of the Timesheet web page. Project Manager User Manual Employee Tools 7

8 Figure 7: Employee Timesheet web page - Detail view In the Details section of the web page, the Confirm check box of the previous two views is displayed under the OK column. The V, T, PM and $ columns signify whether the records are Voided, Transferred, PM Approved and Payroll Approved respectively. Any values that you place in these red check boxes will be ignored. They are shown strictly for reference. Records that have been approved by payroll cannot be modified or deleted. Records in the Detail section of the Timesheet are edited in the New Record section. To edit a particular record in the Detail section, you must select it by clicking on its option button under the Edit column. The existing information in the record is not transferred to the New Record section for you when the option button is clicked. (This function may become available in future versions.) Make your changes and then click the Update Toggled button. This will transfer the New Record information to the toggled record in the Detail section. If the Project\Package\Phase\Task combination already exists for the day selected in the new record, no new record is created in the details section. Instead, the hours that you entered in the new record will be added to the corresponding day for that combination in the details section. The Detail section also allows you to change the day for the currently toggled record. You simply select the day from the drop down list. Nothing will happen if no record is toggled. To delete a Timesheet record, click the Delete button for that record. Each record has its own Delete button. The row containing the Delete button will be removed from the Detail section. Note: This does not delete a record from the underlying database until you submit the timesheet. Employee Tools 8 Project Manager User Manual

9 The Timesheet Summary table at the top of the Timesheet web page will be updated to reflect all changes that you make to the Detail section whenever you make those changes. Note: You are discouraged from changing the values in the detail section without using the data in the New Record Section. It is very easy to enter an invalid value for the Project, Package, Phase, Task, Capacity and Date. All of these items must be identical to an item in the corresponding dropdown list in the New Record section. When you click on any of these items you are automatically moved to another control on the web page. The only data that you should change in the Detail section are the Comment, the Hours, the Date and the OK tag. For all other data values, you should use the New Record section. All of the OK tags can be set or unset simultaneously by clicking the Confirm All and unconfirm All buttons. Note: Whenever a new record is created by any means other than clicking the AddNew button, the capacity used will be your default capacity if the Select Capacity dropdown list in the New Record section has not been set, otherwise, the capacity in the dropdown list of the New Record section is used. Edit Personal Data The Edit Personal Data option under Employee Tools in the Menu will open up the employee Personal Data Editor web page. The data that you view here is determined by your login username. This is where you change your password. Note that other employees (i.e. administration) will be able to edit your personal data but they will not be able to view or change your password. If you are a new employee, your password is initially set to be the same as your Employee ID or Username. The Username/Employee ID is not accessible through this web page. Figure 8: Personal Data Editor web page - logged in employee view Project Manager User Manual Employee Tools 9

10 Employees The Employees option under Employee Tools in the Menu will display a web page containing information for all employees. If you need to find out another employee s phone extension or home phone number, this is a good place to look. Figure 9: Employees web page general information list The example web page shown above has only a small list of employees. Your employee list might be much larger. The Locate Employee button and the Select Employee drop down list are provided to make it easy for you to find the data for a particular employee. The employee names in the drop down list are organized alphabetically by last name. Select the desired employee and then press the Locate Employee button. The web page will scroll to the chosen employee s record placing that record at the top of the browser window. You can minimize the number of records displayed by clicking the Fetch Active Employees button. If you want to view the records for all employees, whether active or not, press the Fetch All Employees button. The default view is for active employees only. Contacts The Contacts option under Employee Tools in the Menu will display a web page containing information for all company contacts. If you need to find out a contact s phone or fax number, this is a good place to look. Employee Tools 10 Project Manager User Manual

11 Figure 10: Contact web page - general information list The example web page shows only a small portion of contacts list. Click the Go To Bottom link to go to the end of the list. Click the Back To Top link to go to the top of the list. The Locate Contact button and the Select Contact drop down list are provided to make it easy for you to find the data for a particular contact. The items in the drop down list are organized alphabetically based on the Fetch By option that you clicked to refresh the page. Select the desired contact and then press the Locate Contact button. The web page will scroll to the chosen contact s record placing that record at the top of the browser window. You can request that the records displayed on the web page ordered by Company Name Last Name Category by clicking one of the 3 Fetch By buttons respectively. Administration The Administration group of the Menu contains options that are generally available to all employees with access levels above 3. Employees with access levels of 4 or 5 will not be able to access the Employee or Contact options. Edit Employee Records The Edit Employee Records option under Administration in the Menu will open up the Personal Data Editor web page. The Password data has been masked out. Only the person owning this record can modify the password. Project Manager User Manual Administration 11

12 Except for the Employee ID, the Security Level and the Active tag, most of the data in this page is used for information lookup only. These three data items affect the behavior of this web site. Figure 11: Employee Data Editor web page To view the data for a specific employee, use the Select Employee drop down list to select the employee and then click the Fetch Record button. The web page will refresh with the desired employee s data. Make any changes necessary and then press the Submit Record button. This web page is also used to add new employees to your database. To add a new employee, change the Employee ID to the new desired value. Then click the Fetch Record button. If the web page refreshes with valid data, then you should try a different Employee ID since the one you specified was already used. If the record comes back empty, set the Employee ID, Security Level and the Active tag appropriately and then fill in the rest of the data on the web page to match the new employee. When you have made all of the required changes, click the Submit Record button. Note: The yellow dropdown list on this web page will help you decide which employee IDs have already been used. Administration 12 Project Manager User Manual

13 Edit Contact Records The Edit Contact Records option under Administration in the Menu will open up the adminstrative Contact Data Editor web page. Figure 12: Contact Data Editor web page To view the data for a specific contact, use the Select Contact drop down list to select the contact and then click the Fetch Record button. The web page will refresh with the desired contact s data. Make any changes necessary and then press the Submit Record button. This web page is also used to add new contacts to your database. To add a new contact, change the Contact ID to the new desired value. Then click the Fetch Record button. If the web page refreshes with valid data, then you should try a different Contact ID since the one you specified was already used. If the record comes back empty, set the Contact ID and then fill in the rest of the data on the web page to match the new contact. When you have made all of the required changes, click the Submit Record button. Note: You can use the Select Contact: dropdown list to help you decide what the next available contact ID is. Scroll to the bottom of the list. Missing Timesheets The Missing Timesheets option under Employee Tools in the Menu will open up the Missing Timesheets web page. This web page contains two data entry boxes for specifying the date interval to check for missing Timesheets. Generally you should only be looking at a one week interval. Use the pop-up calendar control to select and enter the date into the Select From Date and Select To Date data boxes. Then press the Fetch Missing Timesheet Summary button. Project Manager User Manual Administration 13

14 Figure 13: Missing Timesheets web page When the Missing Timesheets summary web page refreshes, it is loaded with a summary table showing all employees with missing Timesheet entries for the specified date interval as well as an overall summary statement indicating how many employees are missing Timesheets. To view the summary table, click the Show Missing Timesheets button. The caption on this buttons will change replacing the word Show with the word Hide when the summary table is visible. This web page will only show an entry for an employee if no Timesheet entries exist for him in the interval selected. It will not report on whether or not the Timesheet entries are complete or valid. If you need more detailed, accurate or specific information, you can check one day at a time instead of a complete week. Zero Hours Timesheets The Zero Hours Timesheets option under Employee Tools in the Menu will open up the Zero Hours timesheets summary web page. This web page contains two data entry boxes for specifying the date interval to check for existing Timesheet entries with an hour value of 0. Use the pop-up calendar control to select and enter the date into the Select From Date and Select To Date data boxes. Then press the Fetch Zero Hours Summary button. Administration 14 Project Manager User Manual

15 Figure 14: Zero Hours Summary web page When the Zero Hours summary web page refreshes, it is loaded with a summary table showing all employees with zero hours and a summary showing all project tasks with zero hours, as well as several summary statements. To view the table summaries, click the Show Employees with Zero Hours and the Show Projects with Zero Hours buttons respectively. The caption on these buttons will change replacing the word Show with the word Hide when the respective summary is visible. If the web page reports that zero hours records exist, you should delete them by clicking the Delete Zero Hours button. Generally, you should not be checking for zero hours for the current week because employees may have setup their Timesheets but not yet filled in the hour values. Voided Timesheets The Voided Timesheets option under Employee Tools in the Menu will open up the Voided Timesheet Hours Summary web page. This web page contains two data entry boxes for specifying the date interval to check for existing Timesheet entries that have been voided. Use the pop-up calendar control to select and enter the date into the Select From Date and Select To Date data boxes. Then click the Fetch Voided Hours Summary button. Project Manager User Manual Administration 15

16 General Management Figure 15: Voided Hours Summary web page Timesheet records will be voided by a project manager during Timesheet approval if he feels that the record information is incorrect or if he transfers the hours to a different task. The voided records remain in the system so that the effected employee can review the changes. When the Voided Hours summary web page refreshes, it is loaded with a summary showing all employees with voided hours and a summary showing all projects with voided hours, as well as several summary statements. To view the table summaries, click the Show Employees with Voided Hours button and the Show Projects with Voided Hours button respectively. The caption on these buttons will change replacing the word Show with the word Hide when the respective summary is visible. Voided hours should be removed from the system since they take up unnecessary database space. To delete all voided hours for the selected interval, click the Delete Voided Hours button. This section contains only one item, the Timesheet Review option. It is accessible by all employees with a security level greater than 3. It is intended to be used by an employee s direct supervisor to verify that the employee has prepared his Timesheets correctly. Timesheet Review The Timesheet Review option under General Management in the Menu will open up the PM Timesheet Review web page. This web page is very similar to the Employee Timesheet except that it contains a few extra buttons and an employee selection drop down list, the Project Employees:, for specifying which employee to display entries for. When the web page opens, it may or may not have any Timesheet data. If no Timesheet records have been added for the current week, then the web page will General Management 16 Project Manager User Manual

17 display a message telling you that you have to select a new Week Ending date to see Timesheet records. To set a new Week Ending date, click on the calendar icon to pop-up the Calendar control and then click on any day belonging to the week that you want to examine records for. Next, click the Fetch Timesheets button to refresh the web page. This action will only update the Project Employees dropdown list. To review Timesheet records for a specific employee, select the employee from the Project Employees drop down list. This will automatically refresh the web page with the data for the selected employee for the selected week. There is no need to press the Fetch Timesheets button again. Figure 16: PM Timesheet Review web page summary view The Timesheet Summary table at the top of the web page is not editable. To view the employee s actual Timesheet entries, you must click the Show Details button. The caption on the button will change to Hide Details and the Details section will become visible. For all records that you agree with, you can place a check mark under the PM column. If you agree with all records then you can either click the Confirm All button or the Confirm Employee button to place a check mark in the PM column for all of the records at once. You can also remove the check mark on all of the records simultaneously by clicking the unconfirm All button. Project Manager User Manual General Management 17

18 Figure 17: PM Timesheet Review web page detail view If you disagree with one of the Timesheet records, then you should click the Open Update View button to display the New/Toggled section. The caption on the button will change to Close Update View. Next, toggle the record that you want to modify so that the record s option button under the Edit column looks selected (has a black dot in it). Some of the information in the toggled record will be transferred to the data boxes in the New/Toggled section just below the New/Toggled Timesheet entry label. Replace the data in the New/Toggled section with the correct values for the Timesheet record and then click the Transfer Toggled button. This action will add a new record to the Detail section if necessary and will set the original toggled record s V and T tags by placing check marks under those columns. The Comment of the toggled record will be appended with a message stating that it was replaced/transferred. The new record s comment will include the toggled record s comment appended to a note indicating that it is a transfer record. If the only change that you made was the number of hours, no new record will be created. General Management 18 Project Manager User Manual

19 Project Management Figure 18: PM Timesheet Review web page - update view When you have finished making all of your adjustments, click the Submit Timesheets button to save the modified records to the database. When the web page refreshes, you can select a new employee to review his Timesheet records. Again, there is no need to click the Fetch Timesheets button to refresh the web page with the new employee s Timesheet records. The refresh happens immediately after the employee name is picked from the drop down list. Repeat this process for each employee whose records you want to review. This section is used to perform project management tasks such as approving Timesheets for a project, generating billing reports for a project, obtaining project summaries, and editing project data. Timesheet Approval The Timesheet Approval option under Project Management in the Menu will open up the PM Timesheet Approval web page. This web page is similar to the PM Timesheet Review web page except that Timesheet records for all employees with entries for a particular project can be viewed at once. Project Manager User Manual Project Management 19

20 Most of the adjustments to employee time records will already have been done in the PM Timesheet Review web page. In this web page, the Timesheet records are once again reviewed for final approval before they are submitted to payroll. When this web page opens, it will not have any Timesheet data if no Timesheet records have been submitted for the current week. In this case, a message is displayed on the web page telling you that you need to select a new Week Ending date to see Timesheet records. Figure 19: PM Timesheet Approval web page - startup view To set a new Week Ending date, click on the calendar icon to pop-up the Calendar control and then click on any day belonging to the week that you want to examine records for. To review Timesheet records for a specific project, select the project from the Select Project drop down list, and then click the Fetch Timesheets button. Ensure that the All Employees check box is checked so that you will retrieve Timesheet records for all employees that have worked on that project. Next, click the Fetch Timesheets button. This will refresh the web page with the all of the Timesheet entries for the selected project for the selected week. If you do not check the All Employees check box, you will not retrieve any Timesheet records on the first fetch. However, this action will populate the Project Emlployees dropdown list with the names of all employees with Timesheet records for the selected project for the selected week. Project Management 20 Project Manager User Manual

21 If you specify All Employees, then the refreshed web page will look similar to the picture shown below. The yellow table contains an entry for each employee in the Project Emps dropdown list. It shows the total hours worked by each employee on the selected project for the selected week. Figure 20: PM Timesheet Approval web page - Timesheet Summary for all employees If you remove the check mark from the All Employees check box, the view will change to that shown in the picture below. The summary table showing all employees will be replaced by a more detailed summary for the selected employee. If you select another employee from the drop down list, the summary table will change to show details for that employee. If you replace the check mark in the All Employees check box, the view will again revert to the summary shown above. If All Employees is checked and you select a new employee from the drop down list, then All Employees will automatically be unchecked and the view will change to show the summary for a single employee. Figure 21: Timesheet Approval web page - Timesheet Summary for one employee Project Manager User Manual Project Management 21

22 You can also view all of the Timesheet records submitted by employees for the selected project for the selected Week Ending. To do this, click the Show Details button located just above the Timesheet Summary table. The label on the button changes to Hide Details. Click the button again to hide the Details section. To approve records you can click on the check box under the PM column in each record in the detail table, or click on a check box in the Confirmed column of the Timesheet Summary table, or click the Confirm Employee button, or click the Confirm All button When you place a check mark under the Confirmed column of the Timesheet Summary table, the corresponding Detail records for the associated employee will become checked under the PM column. Note that you won t see this happen until the focus is removed from the Confirmed check box. To remove the focus, simply click on any databox in the web page. You can accomplish the same task by clicking the Confirm Employee button. The employee that you are approving in this case is the one displayed in the Project Emps data box. If you click the Confirm All or unconfirm All buttons, all of the Detail records will become checked or unchecked under the PM column respectively. Figure 22: PM Timesheet Approval web page - Detail view So far all we have done is make changes to our local copy of the records in the web page. To transfer the changes to the Timesheet database, you must press the Submit Timesheets button. The page will refresh after the submit operation with the actual data saved in the underlying database. Project Management 22 Project Manager User Manual

23 Figure 23: PM Timesheet Approval web page- Update view If you disagree with one of the Timesheet records in the Detail table, then you should click the Open Update View button to display the New/Toggled section. The caption on the button will change to Close Update View. Next, toggle the record that you want to modify so that the record s option button under the Edit column looks selected (has a black dot in it). Some of the information in the toggled record will be transferred to the data boxes in the New/Toggled section just below the New/Toggled Timesheet entry label. Replace the data in the New/Toggled section with the correct values for the Timesheet record and then click the Transfer Toggled button. This action will add a new record to the Detail section if necessary and will set the original toggled record s V and T tags by placing check marks under those columns. The comment of the toggled record will be appended with a message stating that it was replaced/transferred. The new record s comment will include the toggled record s comment appended to a note indicating that it is a transfer record. If the only change that you made was the number of hours, no new record will be created. Note that if any of the Detail records that you are viewing have the check mark in the $ column set, any changes that you make for that record will not be saved to the database. These records should already have been approved and are now locked. Project Manager User Manual Project Management 23

24 Project Billing The Project Billing option under the Project Management section in the Menu will open up the Project Billing web page which is used to specify filter criteria for billing reports. The first criteria that you will have to specify are the beginning and end dates for the report(s). If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. Figure 24: Project Billing web page - Billing Summary There are four other filters that you can specify, Employee (Limit To Employee) Project (Limit To Project) Approved Hours (Approved Hours Only) Payrolled Hours (Payrolled Hours Only) Project Management 24 Project Manager User Manual

25 All or any subset of these filters can be used by placing a check mark in the filter s respective check box. If you place a check mark in the Limit to Employee check box, then you should also select the desired employee from the Select Employee drop down box. If you place a check mark in the Limit to Project check box, then you should also select the desired project from the Select Project drop down box. After you set your criteria click the Fetch Billing Summary button. This action is necessary before you click the Create Report button to produce a PDF report like the one shown below. The web page will refresh to display a summary based on the specified criteria. Figure 25: Project Billing - PDF Report The file created will actually consist of one report for each employee that you reported on. Note: If you change your report filter criteria, do not forget to click the Fetch Billing Summary before you click the Create Report button. Also, this report is normally generated for a one week interval only. Project Summaries The Project Summaries option under the Project Management section in the Menu will open up the Project Summaries web page. To use this web page, you first specify your summary filters and then click the Fetch Summary button. When the web page refreshes, the following five summaries are loaded, Task & Capacity Task Capacity Employee Task & Employee Project Manager User Manual Project Management 25

26 and optionally a whole project or PrimaVera type summary is also loaded. These summaries will be discussed later in this section. Only one of these summaries can be viewed at a time. You choose the summary to view by toggling one of the options in the Summarize On section. A report of all of the summaries shown on the web page can be produced by pressing the Create Report button. Figure 26: Project Summaries web page - Project Summary by Task The first criteria that you will have to specify are the beginning and end dates. If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From Date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. There are six other filters that you can specify, Employee (Limit To Employee) Project (Limit To Project) Multiple Projects Approved Hours (Approved Hours Only) Payrolled Hours (Payrolled Hours Only) Include Archived Records Project Management 26 Project Manager User Manual

27 All or any subset of these filters can be used by placing a check mark in the filter s respective check box. If you place a check mark in the Limit to Employee check box, then you should also select the desired employee from the Select Employee drop down box. If you place a check mark in the Limit to Project check box, then you should also select the desired project from the Select Project drop down box. If you check the Multiple Projects check box, a Select End Project drop down list data box will appear just below the Select Project drop down list data box. Select a project from the drop down list to set the end project. The summaries will include data for all projects with IDs between the Select Project and the Select End Project IDs inclusive. Figure 27: Project Summaries web page - Criteria section If you want to summarize/report on a discrete set of projects then you will have to use the Set User Query option. Place a check mark in the Set User Query check box to display the query editor box. Figure 28: Project Summaries web page - User Query section Whatever you type into this box will be appended to the the following SQL statement, SELECT * from tab_timelog ti WHERE. For example, you can add Ti.Project_ID = 1001 OR Ti.Project_ID = 2001 to view only records for project The fields in the Timesheet database that you can base your query on are listed below. Field Name Field Type Comment Capacity_Code Char value must be quoted Comment Char value must be quoted CompanyID Char value must be quoted Confirmation_Time DateTime type value as date string, must be quoted Confirmed Tiny Int no quotes on value Date Date type value as date string, must be quoted Duration Number no quotes on value Employee_ID Char value must be quoted EndTime DateTime type value as date string, must be quoted PackageID Char value must be quoted PhaseID Char value must be quoted Project Manager User Manual Project Management 27

28 Field Name Field Type Comment PM_Confirmed Tiny Int no quotes on value Project_ID Char value must be quoted StartTime DateTime type value as date string, must be quoted Submitted_Payroll Tiny Int no quotes on value Tag TinyInt no quotes on value Task_ID Char value must be quoted TimeOfDay Timestamp type value as time string, must be quoted Transferred Tiny Int no quotes on value Under_Review Tiny Int no quotes on value Voided Tiny Int no quotes on value Note: You must always prefix the database field name with Ti.. Failing to do this will cause the fetch from the database to fail and will also halt the dynamic build of the web page so that what you end up with is an incomplete web page and no data will be displayed. After you set your criteria click the Fetch Summary button. This action is necessary before you click the Create Report button to produce a PDF report like those shown later in this section under Project Summary Reports. The web page will refresh to display all summaries based on the specified criteria. Package, Phase and Task IDs are concatenated to form a Unique ID string. This string contains a delimiter between each ID. The delimiter used depends on the item that you select from the Delimiter drop down list. Figure 29: Delimiter for Unique ID The Summarize On section of this web page enables you to view a data summaries that were loaded when you refreshed the page by clicking the Fetch Summary button. Only one of these summaries can be viewed at a time. Each time that you toggle a new item in this group, the corresponding summary is displayed. If you select new data, the option that you selected will be remembered. Figure 30: Project Summaries web page - Summary options selection section Examples of the summaries generated are displayed below. The examples here have only one row of data, but your fetch may result in many more rows. Project Management 28 Project Manager User Manual

29 Figure 31: Project Summaries web page - Project Summary by Task and Capacity Figure 32: Project Summaries web page - Project Summary by Task Figure 33: Project Summaries web page - Project Summary by Capacity Figure 34: : Project Summaries web page - Project Summary by Employee Figure 35: Project Summaries web page - Project Summary by Task and Employee In addition to the summary views shown above, you can request that the data fetch include a whole projects summary and a project/employee summary for all tasks for each project in your criteria. Before you click the Fetch Summary button you must ensure that the Include Whole Project Summaries check box is checked. This will include the whole project data to be fetched as well as the other summaries discussed above. Note that this request could cause the data fetch to take considerably longer. Figure 36: Project Summaries web page - Include Whole Project Summaries option checked Project Manager User Manual Project Management 29

30 To view the Whole Projects Summaries, place a check mark in the Show/Hide Whole Project Summaries check box. The other summaries will hide when this summary is visible. Figure 37: Project Summaries web page - Project Summary for Whole Projects Printable reports can be generated after the web page returns from a fetch operation. A fetch based on the criteria that you want to create reports for must be done prior to requesting a report. Reports are produced for all of the summaries discussed above and are all included in one PDF file. Examples of these reports are shown in the next sub-section. Project Summary Reports The following reports can be generated from the Project Summaries web page by clicking the Create Report button. Note that before you request a report a fetch based on the criteria that you want to create reports for must be done. Figure 38: Project Summaries PDF Report - Project Summary Project Management 30 Project Manager User Manual

31 Figure 39: Project Summaries PDF Report - Project Summary by Employee and Capaciaty Figure 40: Project Summaries PDF Report - Project Summary by Capacity and Task Figure 41: Project Summaries PDF Report - Project Summary by Employee and Task Figure 42: Project Summaries PDF Report - Project Summary by Task Project Manager User Manual Project Management 31

32 Figure 43: Project Summaries PDF Report Summaries - Project Summary by Capacity Figure 44: Project Summaries PDF Report - Project Summary by Employee Figure 45: Project Summaries PDF Report - Whole Projects, Project Hours Summary Project Management 32 Project Manager User Manual

33 Figure 46: Project Summaries PDF Report - Whole Projects, Project Employee summary Note: If you need to port the summary data to another application you can copy the summary data directly from the web page to the clipboard and then paste from the clipboard into the other application (i.e. MS Excel) View Projects & Tasks The View Projects & Tasks option under Project Management in the Menu will open up the Projects, Packages, Phases and Tasks Viewer web page. This web page is only used for viewing project details. To make changes to the project data you much clikc the Edit buttons in the Select Project/Items to view/edit. Figure 47: Project Viewer web page Project Manager User Manual Project Management 33

34 This web page allows you to view details for an entire project at once. To do so, you must first select the project that you want to view from the Project drop down list. Then click the Fetch Project button. The web page will refresh loaded with the entire project information. Initially the project details are not visible. Click the Show Project Details button to view the entire project details. Your view will look very similar to the picture shown below. Figure 48: Project Viewer web page - Detail view The web page might be very long depending on how many Packages, Phases, and Tasks your project has. To locate a particular Package, Phase or Task, select the related Package, Phase and Task items from the drop down lists at the top of the web page and then click the Move To Package, Move To Phase or Move To Task buttons to force the web page to scroll to the desired item for you. The item that you want will be displayed at the very top of the internet explorer window. Edit Project Data The Edit Projects Data option under Project Management in the Menu will open up the Project Editor web page shown below. Project Management 34 Project Manager User Manual

35 Figure 49: Project Editor web page If you are not viewing the project that you want, select it from the Select Project drop down list and click the Fetch Project button. The web page will refresh with the desired project data. Make your changes and then click the Submit Project button. When the web page refreshes, it should contain the newly edited data. When editing the manager and leader assignments, do the following: 1. Place yourself on the data box for the role that you want to edit. 2. Select the employee that you want to assign to that role from the Select Employee drop down list. If you want to know which employee matches a particular role, you will have to use the drop down list to view the relationship between the employee ID and the employee name. Be sure not to click on the item in the dropped list or you will overwrite the last role data item that you clicked on. The only time this will not happen is after a refresh of the web page, before you click on any of the role data items. Don t be too concerned here because you can always fetch the project again to reload the web page with the project data in the underlying database. Project Manager User Manual Project Management 35

36 To add a new project, click the New Project button. This will hide the row of buttons at the top of the page and the Select Project dropdown list section. The section above the project details will change to look like this, Figure 50: Project Editor web page - Create New Project section Enter the new project ID in the Project ID data box, then select the template project from the dropdown list and click the Create New Project button. The new project will have exactly the same Packages, Phases and Tasks as the template project. If you wanted to simply create the Project record without any predefined Packages, Phases and Tasks then return to the previous view by clicking the ShowButton Menu button. Type the new project ID into the Project ID data box and fill in all of the other fields as necessary. Then click the Submit Project button. The web page will refresh with the new data that you submitted. Now you are ready to add new Packages to your project. To delete a project, type the project ID (e.g. 3500) in the Project ID data box and then click the Delete Project button. When the web page refreshes it will flag a message telling you that A valid project has not been specified, please enter appropriate data into the fields provided. You can ignore the message. Basically this confirms that the project was actually deleted. Note: Always click the New Project button to create a new project. Then, if you do not want to base the project on a template, click the Select Project button and submit the new project after you have made all of your changes to the data fields. This is necessary to prevent you from trying to create a project with undefined or illegal data values. When you click the New Project button, the web page s data boxes are primed with default valid data. When you add a new project you should always add at least one Package, one Phase and one Task. Should you accidentally forget to create sub-table entries for a new project, follow these steps. 1. Open up the Project Editor web page. 2. Type the ID for the new project into the Project ID data box. 3. Remove the check mark from the Use dropdown value for Package editor check box. Project Management 36 Project Manager User Manual

37 4. Click the Edit Packages button, to open the Package Editor web page. 5. Enter the new package ID into the Package ID data box. 6. Enter the description for the package, if desired, into the Description data box. 7. Click the Submit Package button to save the new package to the database. When the web page returns it will be refreshed with the newly saved Package data. 8. Remove the check mark from the Use dropdown values for Phase editor check box. 9. Click the Edit Phase button, to open the Phase Editor web page. 10. Enter the new phase ID into the Phase ID data box. 11. Add a description if desired. 12. Click the Submit Phase button to save the new phase to the database. When the web page returns it will be refreshed with the newly saved Phase data. 13. Remove the check mark from the Use dropdown value for Task editor check box. 14. Click the Edit Tasks button, to open the Task Editor web page. 15. Click the New Task button, to prime the data boxes with default required values. Change the defaults if you want but these data boxes must have values in them. Set the description if desired. 16. Click the Submit Task button to save the new task to the database. When the web page returns it will be refreshed with the newly saved Task data. Note: You can use the Select Project dropdown box to select the Package to edit. To use this value, you must ensure that you check the Use dropdown value for Package Editor check box. Package Editor The only way to arrive at the Package Editor web page is to click the Edit Package(s) button in the Project Editor web page and the Project Viewer web page. Project Manager User Manual Project Management 37

38 Figure 51: Package Editor web page To add a new package, do the following, 1. Enter the new package ID into the Package ID data box. 2. Enter the description for the package, if desired, into the Description data box. 3. Click the Submit Package button to save the new package to the database. When the web page returns it will be refreshed with the newly saved Package data. 4. Remove the check mark from the Use dropdown values for Phase editor check box. 5. Click the Edit Phase button, to open the Phase Editor web page. To edit an existing package, 1. Select the package to edit from the Select Package dropdown list. 2. Click the Fetch Package button 3. Make the desired changes to the data values for the package, do not change the package ID. 4. Click the Submit Package button. Phase Editor The only way to arrive at the Phase Editor web page is to click the Edit Phase(s) button in the Package Editor web page and the Project Viewer web page. Project Management 38 Project Manager User Manual

39 Figure 52: Phase Editor web page To add a new phase, do the following, 1. Enter the new phase ID into the Phase ID data box. 2. Add a Description if desired. 3. Click the Submit Phase button to save the new phase to the database. When the web page returns it will be refreshed with the newly saved Phase data. To edit an existing phase, 1. Select the phase to edit from the Select Phase dropdown list. 2. Click the Fetch Phase button 3. Make the desired changes to the data values for the phase, do not change the phase ID. 4. Click the Submit Phase button. Edit Task Data You can access the Task Editor web page from the Menu or from the Project Viewer or Phase Editor web pages. Project Manager User Manual Project Management 39

40 Figure 53: Task Editor web page To add a new task, do the following, 1. Ensure that the Project ID, Package ID and Phase ID data boxes have the correct values, relative to the new task that you are adding. 2. Click the New Task button, to prime the other data boxes with default required values. Change the defaults if you want but these data boxes must have values in them. Set the Description if desired. 3. Click the Submit Task button to save the new task to the database. When the web page returns it will be refreshed with the newly saved Task data. To edit an existing task, 1. Select the task to edit from the Select Task dropdown list. 2. Click the Fetch Task button 3. Make the desired changes to the data values for the task, do not change the task ID. 4. Click the Submit Task button. Set Active Tasks This web page is used to flag tasks as Active or InActive. When the web page loads it will have data for all available tasks in your database. If a check box in this web page is checked, then the corresponding task will become active and vice-versa. Project Management 40 Project Manager User Manual

41 Figure 54: Task Activator web page You can locate a particular group of tasks by selecting the parent project from the Select Project to Locate dropdown list. As soon as you make a new selection here, the web page will scroll and move the first task in the selected project to the top of the Internet Explorer window. To return to the top of the web page, click any of the Top of Form buttons. You should avoid using this web page to set active tasks unless you have a huge number of tasks to activate at once. Every task in the web page is updated, there are no exceptions. To activate only a small number of tasks, use the Task Editor which you can access from the Menu with the Edit Task Data menu item. This web page is more useful for simply viewing which tasks are active/inactive, or even exist in your database. Project Archives This is a sub-menu item in the Project Management dropdown Menu. The Project/Time Management database contains two tables with identical structures, the tab_timelog table an the tab_timelogarchive table. Records are transferred from the tab_timelog table to the tab_timelogarchive table when the Archive Projects option is used and from the tab_timelogarchive to the tab_timelog table when the UnArchive Projects option is used. All of the web pages in this system that deal with Timesheet data only look at the tab_timelog table. The only exception is the Project Summaries web page which contains a check box allowing you to include archived records in your summaries and reports. The Archive and UnArchive options are described below. Archive Projects To access this web page, click the Archive Projects option in the Menu which is under Project Archives in the Project Management menu. This is a very powerful tool. Its behaviour is governed by flags set in the tab_project database. Each project has an Archive Type value. If this value is set to 0 or false then the project s Project Manager User Manual Project Management 41

42 Timesheet details can be archived based on date intervals; if it is set to 1 (-1 is not acceptable, this is not a True/False field) then the entire project must be archived at once. A whole project can t be archived unless its Active flag is set to 0 or False. Note: Do not edit the Archive Type using Microsoft Access linked to the tab_project table in the database with a form interface that treats this value as a True/False value. Microsoft Access always inserts a -1 (minus one) for a True value. The allowable values here are 1 or 0, only! Figure 55: Project Archiver web page Dated Projects, Multiple Projects How many drop down lists are available for selection and the items that appear in the drop down lists depend on the checked items on this web page. They are all dependent on the project s Archive Type value. Always ensure that the Select End Project value has a numerically greater project ID than the Select Project ID value. If you are archiving dated projects, be sure to verify that the date that you are setting for the archiving is correct. The default date shown here is the largest date available in all of the Timesheet database (tab_timelog) records. Dates selected are inclusive. When all of your archiving criteria are set, click the Create Archive button. The web page will refresh with a summary of the archive operation similar to the following. Archive Results Total # of records transferred to tab_timelogarchive = 2339 Total # records deleted from tab_timelog = 2339 Archive date set to Archived records can always be unarchived using the Project Restorer web page. UnArchive Projects To access this web page, click the UnArchive Projects option in the Menu. This item is under Project Archives in the Project Management section. This is a very powerful tool. Its behaviour is governed by flags set in the tab_project database table. Each project has an Archive Type value. If this value is set to 0 or false then the project s Timesheet details can be unarchived based on date intervals; if it is set to 1 or true (- 1 is not acceptable, this is not a True/False field) then the entire project must be Project Management 42 Project Manager User Manual

43 unarchived at once. A whole project can t be unarchived unless its Active flag is set to 0 or False. Note: Do not edit the Archive Type using Microsoft Access linked to the tab_project table in the database with a form interface that treats this value as a True/False value. Microsoft Access always inserts a -1 for a True value. The allowable values here are 1 or 0, only! Figure 56: Project Restorer web page Dated Projects, Limit To Project How many drop down lists are available for selection and the items that appear in the drop down lists depend on the checked items on this web page. They are all dependent on the project s Archive Type value. Always ensure that the Select End Project value has a numerically greater project ID than the Select Project ID value. If you are restoring dated projects, be sure to verify that the date that you set for the restore is correct. The default date shown here is the largest date available in all of the Timesheet database (tab_timelogarchive) records. Dates selected are inclusive. When all of your restore criteria are set, click the Restore Archive button. The web page will refresh with a summary of the restore/unarchive operation similar to the following. Archive Results Total # of records transferred to tab_timelog = 2339 Total # records deleted from tab_timelogarchive = 2339 Archive date set to UnArchived records can always be archived using the Project Archiver web page. Payroll From time to time it is the responsibility of the payroll manager to review Timesheet records and lock old records so that no future modifications to Timesheet records can be made by anyone. This is accomplished by setting the Payroll Confirmed tag in the Project Manager User Manual Payroll 43

44 Timesheet records. Any summaries/reports that are generated from the Timesheet records that have been Payroll Confirmed can be considered static. Payroll Review The Payroll Review option under Payroll in the Menu will open up the Payroll Review web page. This web page is very similar to the Employee Timesheet except that it contains a few extra buttons and an employee selection drop down list, the Project Employees, for specifying which employee to display entries for. When the web page opens, it may or may not have any Timesheet data. If no Timesheet records have been added for the current week, then the web page will display a message telling you that you have to select a new Week Ending date to see Timesheet records. To set a new Week Ending date, click on the calendar icon to pop-up the Calendar control and then click on any day belonging to the week that you want to examine records for. Next, click the Fetch Timesheets button to refresh the web page. The Timesheet data for the employee shown in the Project Employees data box is displayed here simply because this is the first employee in the Project Employees drop down list. To review Timesheet records for a specific employee, select the employee from the Project Employees drop down list. This will automatically refresh the web page with the data for the selected employee for the selected week. There is no need to press the Fetch Timesheets button. Figure 57: Payroll Review web page - Timesheet Summary view The Timesheet Summary table at the top of the web page is not editable. To view the employee s actual Timesheet entries, you must click the Show Details button. The caption on the button will change to Hide Details and the Details section will become visible. For all records that you agree with, you can place a check mark under the $ column. If you agree with all records than you can either click the Confirm All button or the Confirm Employee button to place a check mark in the $ column for all of the records at once. You can also remove the check mark on all of the records simultaneously by clicking the unconfirm All button. Payroll 44 Project Manager User Manual

45 Figure 58: Payroll Review web page - Details view If you disagree with one of the Timesheet records, then you should click the Open Update View button to display the New/Toggled section. The caption on the button will change to Close Update View. Next, toggle the record that you want to modify so that the record s option button under the Edit column looks selected (has a black dot in it). The information in the toggled record will be transferred to the data boxes in the New/Toggled section just below the New/Toggled Timesheet entry label. Replace the data in the New/Toggled section with the correct values for the Timesheet record and then click the Transfer Toggled button. This action will add a new record to the Detail section if necessary and will set the original toggled record s V and T tags by placing check marks under those columns. The Comment of the toggled record will be appended with a message stating that it was replaced/transferred. The new record s comment will include the toggled record s comment appended to a note indicating that it is a transfer record. If the only change that you made was the number of hours, no new record will be created. Project Manager User Manual Payroll 45

46 Figure 59: Payroll Review web page - Update View When you have finished making all of your adjustments, click the Submit Timesheets button to save the modified records to the database. When the web page refreshes, you can select a new employee to review his Timesheet records. Again, there is no need to click the Fetch Timesheets button to refresh the web page with the new employee s Timesheet records. The refresh happens immediately after the employee name is picked from the drop down list. Repeat this process for each employee whose records you want to review. Payroll 46 Project Manager User Manual

47 Payroll Approval The Payroll Approval option under Project Management in the Menu will open up the Payroll Approval web page. Any adjustments to employee Timesheet records should already have been done in the PM Timesheet Review and Payroll Review web pages. In this web page, the Timesheet records are once again reviewed for final approval if necessary. You will not be able to see detail Timesheet records here. Instead, you will be given two summary tables, one for total approved hours by employee and one for total unapproved hours by employee. The date intervals that you select here should not be larger than one week. Anything larger than this will be difficult to understand and anything larger than two weeks will be almost incomprehensible. Figure 60: Payroll Approval web page showing all summaries In addition, a summary of missing timesheets will also be displayed. Note that this summary will most likely only have entries in it if you select an interval of 1 week or less. Payroll Summary The Payroll Summary web page is used to display payroll expenses for a specific date interval. The employees pay rate is stored in a protected database which contains a single table called rates. The web page extracts the Timesheet hours for each employee and the corresponding rate and calculates two separate summaries. The Payroll Summary By Project shows the total hours and the total payroll on a per project basis. The Payroll Summary By Employee shows the total hours and the total payroll per employee per project. Overall totals are displayed at the bottom of each summary as well as at the bottom of the web page. In the picture below, the summaries are not visible until you click the Show Project Summary button and/or the Show Employee Summary button. Only the total hours worked by all employees over the selected interval and the total resulting payroll expenses are shown. Project Manager User Manual Payroll 47

48 Figure 61: Payroll Summary web page - summary view The only criteria required for this web page are the From and To dates. Click on the calendar icons to pop-up the Calendar control, then click on the desired date day. Once the dates are set, click the Fetch Payroll Summary button. When the page refreshes, it will be loaded with the payroll summary information. However, both summaries will not be visible until you press the Show Projects Summary and the Show Employee Summary buttons. The caption on the buttons will change to Hide Project Summary and Hide Employee Summary respectively. Click on the buttons again to hide the summaries. When the summary tables are not displayed, you will only see the payroll summary displaying the Total Hours and the Total Payroll similar to the following, Total Hours: Total Payroll: Note that this function depends on the Rates table which should only be accessible to someone with payroll privileges. Payroll 48 Project Manager User Manual

49 Reports Summary reports in PDF format can be obtained by accessing the items under the Reports section of the Menu. There are four categories of reports. Admin Reports PEM Reports GM Reports Employee Admin Summaries Invoicing Summaries Project Management Personnel Management People Overview 4000 Projects Overhead Projects People Overview Management Reports Projects List Projects List by Status All Projects List All Projects List by Status Export ALL Projects to EXCEL Telephone List Figure 62: Reports Menu Except for the the Management Reports, all items under each Reports category will display a web page interface that allows you to set criteria for generating the report. The Projects List, Projects List By Status, All Projects List, AllProjects List By Status and the Telephone List under the Management Reports category will immediately produce the PDF report. The Export All Projects toexcel will force the list of projects to open up in an excel worksheet. You must have your file associations for CSV files set to Microsoft Excel for this option to work properly. Project Manager User Manual Reports 49

50 Admin Reports This report group generates reports that are based on administrative projects such as Vacation or Sick Leave. Employee Admin Summary This report option will prepare summaries for Vacation and Sick Leave only. Figure 63: Employee Admin Summaries web page - Project Summary To produce the report, you must first specify the date interval for the data. If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. Then select either Vacation or Sick Leave from the Select Project drop down list and click the Fetch Summary button. You must always load the report data to the web page before you can request a printable PDF report. To generate the PDF report, click the Create Report button. The printed report will be similar to the picture shown below. Figure 64: Employee Admin Summary - PDF Report Reports 50 Project Manager User Manual

51 As with all reports produced by the Project Manager application, the report can either be viewed and printed immediately or you can save it to disk and print it later. Note: This example shows Vacation with Project ID 1003 and Sick Leave with Project ID 1004 but the IDs that you assign these admin projects can be anything that you choose, however, the names must be Vacation and Sick Leave ; text case is irrelevant. PEM Reports This report group generates reports that are based on client project hours or administrative hours and are most often reviewed by project engineering managers. Invoicing Summaries The PEM Invoicing Report summarizes employee Timesheet hours by Task, Employee & Capacity and by Task, Employee & Capacity on a per project basis. Figure 65: PEM Project Invoicing Report web page - Project Summary by Employee & Capacity To produce the report, you must first specify the date interval for the data. If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From Date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. Project Manager User Manual Reports 51

52 Then select the desired project from the Select Project drop down list, toggle the summary option that you want to view, and click the Fetch Summary button. The web page will refresh to display the selected summary. To view the other two summaries, simply click on its option button. Figure 66: PEM Project Invoicing Report web page - Project Summary bytask, Employee & Capacity If you selected the Task option, the summary would look as shown below. Figure 67: PEM Invoicing Report web page - Project Summary by Task Reports 52 Project Manager User Manual

53 You must always load the report data to the web page before you can request a printable PDF report. To generate the PDF report, click the Create Report button. The printed report will be similar to the picture shown below. Figure 68: PEM Project Invoicing Summary - PDF Report Project Management The PEM Project Management Report summarizes employee Timesheet hours on a per project basis showing budget, forecast and actual hours. Note that Forecast and Budget hours are entered into the Task Editor. To produce the report, you must first specify the date interval for the data. If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From Date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. Figure 69: PEM Project Management Summary web page - Project Summary view Project Manager User Manual Reports 53

54 The Package, Phase and Task IDs in this summary are all combined to produce a unique ID the consists of each ID separated by a chosen delimiter. The delimiter is selected from the Delimiter drop down box as shown in the picture below. Figure 70: Unique ID Delimiter For example, for project 1000, with Package ID of 1, Phase ID or 1 and Task ID of 1000 and delimiter of., the unique ID would be which is exactly what is shown in the example picture above. Once the project and delimiter options have been selected, click the Fetch Summary button to refresh the web page with the appropriate summary data. You must always do this when you change your criteria and before you click the Create Report button. Do not skip this step. To create the printable PDF report, click the Create Report button. The report will be similar to the picture shown below. Note that the project used for the PDF report example is not the same as for the web page example. This was done deliberately to illustrate that there will be an entry for every distinct task. Figure 71: PEM Project Management Summary - PDF Report Personnel Management The PEM Personnel Management Report summarizes employee Timesheet hours on a per employee/per project basis showing monthly or weekly hours for a specific capacity or for a capacity range or for all capacities. Note that all employees and all projects are reported on for the date interval specified. To produce the report, you must first specify the date interval for the data. If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From Date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. Reports 54 Project Manager User Manual

55 After you select the date interval, you need to specify which capacity you want to extract data for. To set the Capacity, do the following To Do This Show summary for all capacities Show summary for all capacities matching characters in a capacity place a % in the data box beside the Select Capacity dropdown list. Replace the variable characters with %. For example, AE% will summaries for all capacities beginning with AE %E% will summaries for all capacities having the character E in it. Show summary for a distinct capacity Select the capacity from the Select Capacity dropdown list. It will automatically be entered into the data box to the right. Next, select the grouping that you would like to summarize on. Click either the Monthly option or the Weekly option. Figure 72: PEM Personnel Management Summary web page Month view Once the date interval and summary grouping options have been selected, click the Fetch Summary button to refresh the web page with the appropriate summary data. You must always do this when you change your criteria and before you click the Create Report button. Do not skip this step. Project Manager User Manual Reports 55

56 The picture below shows the summary if the Weekly option is selected. Figure 73: PEM Personnel Management Summary web page - Week view To create the printable PDF report, click the Create Report button. The report will be similar to the picture shown below. Note that the project used for the PDF report example is not the same as for the web page example. This was done deliberately to illustrate that there will be an entry for every distinct task. Figure 74: PEM Personnel Summary - PDF Report People Overview In this time/project management system, project IDs fall into 4 categories, 1000 administration and overhead 4000 engineering projects 6000 research and development 7000 proposals and marketing The People Overview Report summarizes employee Timesheet hours for overhead in each of these project categories per employee over a specified date interval. In addition, it shows how many hours were spent on all projects excluding the 4000 group and the % of hours for non-4000 group projects, over all hours. Reports 56 Project Manager User Manual

57 To produce the report, you must first specify the date interval for the data. If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From Date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. After you select the date interval, click the Fetch Summary button to refresh the web page with the appropriate summary data. You must always do this when you change your criteria and before you click the Create Report button. Do not skip this step. Figure 75: People Overview Summary web page - Overhead Projects by Person Summary To create the printable PDF report, click the Create Report button. The report generated will be similar to the picture below. Figure 76: People Overview Summary - Overhead Projects by Person Summary, PDF Report Project Manager User Manual Reports 57

58 GM Reports This report group generates overall reports for the following groups, 4000 Projects 1000 administration and overhead 4000 engineering projects Comparative summary between engineering projects (income generating) and overhead projects of hours worked for each and for all employees The 4000 Projects Report summarizes employee Timesheet hours on a per project basis showing monthly hours for each project in this category. Note that when you specify a date interval for this summary, it does not make sense to look at more than 1 year at a time. To produce the report, you must first specify the date interval for the data. If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From Date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. Figure 77: GM 4000 Projects Summary web page - Monthly Summary After you select the date interval, click the Fetch Summary button to refresh the web page with the appropriate summary data. You must always do this when you change your criteria and before you click the Create Report button. Do not skip this step. To create the printable PDF report, click the Create Report button. The report generated will be similar to the picture below. Reports 58 Project Manager User Manual

59 Figure 78: GM 4000 Projects Summary web page - PDF Report, Monthly Summary Overhead Projects The Overhead Projects Report summarizes employee Timesheet hours on a per project basis showing monthly hours for each project in overhead or non 4000 group categories (1000, 6000 and 7000). Note that when you specify a date interval for this summary, it does not make sense to look at more than 1 year at a time. To produce the report, you must first specify the date interval for the data. If you only want to report on one week at a time, then place a check mark in the Auto Select Week check box. Then set the date in either of the Select To Date or Select From Date boxes by clicking on the calendar icon beside the date data box. When you click the calendar icon a pop-up calendar is displayed. Click on any day in the desired week. This will force the Select From Date to assume the Monday date in that week and the Select To Date to assume the Sunday date in that week. If the Auto Select Week check box is not checked, then the exact day date that you select will be entered into the Select From Date and the Select To Date data boxes. Make sure that the From date is always earlier than the To date. Figure 79: GM Overhead Projects Summary web page - Monthly Summary After you select the date interval, click the Fetch Summary button to refresh the web page with the appropriate summary data. You must always do this when you change your criteria and before you click the Create Report button. Do not skip this step. Project Manager User Manual Reports 59

60 To create the printable PDF report, click the Create Report button. The report generated will be similar to the picture below. Figure 80: GM Overhead Projects Summary - PDF Report, Monthly Summary People Overview The People Overview report option under GM reports is identical to the People Overview report option under PEM Reports. Please refer to this section for more information. Management Reports These reports are available to anyone with a security level greater than 6. These reports require no filters or criteria and therefore do not need to be preceded by an interactive web page. Projects List The Projects List report option will create a PDF report listing all of the projects that exist in the Project Manager database, including the project ID, the project Name, the project Customer, the project Startup date, the last name of the project manager (PM), and the last name of the project engineer (PE). Figure 81: Project List - Ordered by Project ID, PDF Report This report is accessed by clicking the Project List item from the Reports / Management Reports sub-section of the Menu. Reports 60 Project Manager User Manual

61 Projects List By Status The Projects List By Status report option will create a PDF report listing all of the projects that exist in the Project Management database, including the project ID, the project Name, the project Customer, the project Startup date, the last name of the project manager (PM), and the last name of the project engineer (PE). The report will list all of the Active Projects first, followed by all InActive projects. Each of these sections will start on a new page. The report is very similar to the Project List ordered by Project ID. Figure 82: Project List - Ordered by Status, PDF Report This report is accessed by clicking the Project List By Status item from the Reports / Management Reports sub-section of the Menu. Telephone List The Telephone List report option will create a PDF report listing the ID, Name, office phone extension (Ext) and home phone number for all active employees. The list of all Active/InActive employees can be obtained by clicking the Employees item in the Employee Tools sub-section of the Menu. Figure 83: Employee Phone List - Ordered by Last Name, PDF Report This report is accessed by clicking the Telephone List item from the Reports / Management Reports sub-section of the Menu. Project Manager User Manual Reports 61