Chapter 2 etimetrak Administration

Chapter 2 etimetrak Administration This chapter provides the description of PDSA s etimetrak administration features and capabilities.

etimetrak Administration Table of Contents Chapter 2... 2-1 etimetrak Administration... 2-1 Table of Contents... 2-2 etimetrak Administration... 2-4 Administration Menu Options... 2-4 Customers... 2-5 Features... 2-5 Adding or Editing a New Customer... 2-6 Viewing a Customer s Projects... 2-7 Deleting a Customer... 2-7 Projects... 2-8 Features... 2-8 Adding or Editing a New Project... 2-9 Viewing a Project s Tasks... 2-10 Deleting a Project... 2-10 Create New Project from Template... 2-11 Tasks... 2-12 Features... 2-12 Adding or Editing a New Task... 2-14 Deleting a Task... 2-15 Billing Rates... 2-15 Features... 2-16 Adding or Editing a New Billing Rate... 2-17 Deleting a Billing Rate... 2-18 Creating a Default Billing Rate... 2-18 Billing Periods... 2-18 Billing Period Definitions and Actions... 2-20 Features... 2-20 Adding or Editing a Billing Period... 2-21 Managing Users... 2-23 Creating Users... 2-23 Setting Up a New User... 2-24 Editing an Existing User... 2-25 Searching For Users... 2-26 2-2 PDSA Inc. etimetrak

Table of Contents Resources vs Users... 2-27 Managing Roles... 2-28 Creating Additional Roles... 2-28 Changing Roles... 2-29 Multiple Roles for Users... 2-29 Using Permissions... 2-29 Creating New Permissions... 2-30 PDSA Inc. etimetrak 2-3

etimetrak Administration etimetrak Administration This section details the features and functions that are used by someone who has permissions to maintain and operate etimetrak. Typically these permissions are assigned to the roles of Office Manager and Executive and not to the typical etimetrak user. Administration Menu Options The following sub menu options are available: 1. Customers 2. Projects 3. Tasks 4. Billing Rates 5. Billing Periods 6. Users 7. Roles 2-4 PDSA Inc. etimetrak

Customers Customers The Customers sub menu allows you to maintain and manage your customers. All etimetrak time sheet entries are tied first to task, then to projects which in turn are tied to customers. Features 1. Customer Search Filters a. You can search by customer name (full name or leading characters). b. You can search by Customer status. Customers can be active or inactive. An inactive customer will not appear in customer drop down lists by default. 2. Results Grid Features a. Refresh: click on the refresh icon to refresh the results grid based on the search filter values. b. Add new customer: click on the add icon to add a new customer. c. Edit an existing customer: click on the edit icon to edit an existing customer. PDSA Inc. etimetrak 2-5

etimetrak Administration d. View Customer Projects: click on the view customer project icon to view all projects for this customer. e. Delete Customer: click on the delete customer icon to delete the customer but only if there are no projects for this customer. If there are projects for this customer, the customer cannot be deleted. 3. Results Grid Columns a. Action: contains the action icons to edit the customer, view the customer s projects or delete the customer. b. Customer: displays the customer name. c. Status: active or inactive will be displayed. d. Billing Reference Number: a free text field to store an invoice number, contract number or other billing identification. e. Reference: an icon that represents a URL that typically would be your client s home page. But it may be any valid URL. Adding or Editing a New Customer In order to add a new customer, click on the Add New Customer icon would like to edit an existing customer, click the edit icon in the grid.. If you The Customer Entry panel appears above the customer grid. The fields you enter are: 2-6 PDSA Inc. etimetrak

a. Customer Name: enter the customer name. Customers b. Customer Status: select active or inactive. An active customer appears in drop down list selections whereas an inactive customer does not show in drop down list selections. c. Billing Reference Number: enter a free text value that would likely represent an invoice number, contract number or other billing identification. d. Reference: enter a URL value that typically would be your client s home page. You may leave the http:// off of the URL link if you like. Tip: Immediately to the right of this field is the icon takes you to at URL to basically test the link. that e. Note: in the notes field you can enter free text information about your customer. f. i. The Save button saves the Customer information, closes the edit panel, and displays a message stating that the information was saved. ii. The Cancel button cancels (terminates) any changes. No changes are saved. Viewing a Customer s Projects If you would like to view a customer s projects, click the projects icon in the grid. This is the only action icon on the Customer s page that will redirect you to the Projects sub menu and display all of the active projects for this particular customer. Deleting a Customer If you would like to delete an existing customer, click the delete icon in the grid. If there are projects for this customer, the customer cannot be deleted. Tip: it is recommended that you do not delete any customers but instead change their status to inactive. PDSA Inc. etimetrak 2-7

etimetrak Administration Projects The Projects sub menu allows you to maintain and manage your customer s projects. All etimetrak entries are tied to tasks which in turn are tied to projects. Features 1. Project Search Filters a. You can search by project name (full name or leading characters). b. You can search by project status. Projects can be active or inactive. Inactive Projects will not show in Project drop down lists by default. c. You must choose one customer from the customer drop down list. d. The Include Inactive checkbox (if checked) will include in the customer drop down list inactive customers as well. This is allow you to go back in time to view projects and tasks from customers that may have been inactive for quite some time. Inactive customer names will be displayed with a leading * (asterisk) in the drop down list. 2. Results Grid Features a. Refresh: click on the refresh icon to refresh the results grid based on the search filter values. b. Add new project: click on the add icon to add a new project. 2-8 PDSA Inc. etimetrak

Projects c. Create New Project from Template: click on the new project from template icon to quickly and easily add a new project INCLUDING a pre-set list of tasks. d. Edit an existing project: click on the edit icon to edit an existing project. e. View Tasks: click on the view tasks icon to view all tasks for this project. f. Delete Project: click on the delete project icon to delete the project but only if there are no tasks for this project. If there are tasks for this project, the project cannot be deleted. 3. Results Grid Columns a. Action: contains the action icons to edit the project, view the project s tasks or delete the project. b. Project: displays the project name. c. Status: active or inactive will be displayed. Adding or Editing a New Project In order to add a new project, click on the Add New Project icon. If you would like to edit an existing project, click the edit icon in the grid. PDSA Inc. etimetrak 2-9

etimetrak Administration The Project Entry panel appears above the project results grid. The fields you enter are: 4. Project Name: enter the project name. 5. Project Status: select active or inactive. An active project appears in drop down list selections whereas an inactive project does not show in drop down list selections. 6. Notes: in the notes field you can enter free text information about your project. 7. 8. The Save button saves the project information, closes the edit panel, and displays a message stating that the information was saved. 9. The Cancel button cancels (terminates) any changes. No changes are saved. Viewing a Project s Tasks If you would like to view a project s tasks, click the tasks icon in the grid. This is the only action icon on the Project s page that will redirect you to the Task sub menu and display all of the active tasks for this particular customer/project. Deleting a Project If you would like to delete an existing project, click the delete icon If there are tasks for this project, the project cannot be deleted. in the grid. Tip: it is recommended that you do not delete any projects but instead change their status to inactive. 2-10 PDSA Inc. etimetrak

Create New Project from Template Projects To save time, you can create a new project from a choice of templates. There are templates which are preloaded with the tasks. Tip: There is no user interface to add project templates or tasks at this time. You must use SQL Server Management Studio to make any changes. Contact PDSA if you need any additional help. 1. Click on the Create New Project from Template icon. You will be redirected to the following page to select your template. 2. The Customer is pre-populated in the Select Customer drop down list. Now select from the list of available templates. To find out more about available templates, see the chapter on etimetrak System Installation. 3. Now enter the Project name. 4. Click Save to save this project and all of the template tasks and return to the Projects sub menu. The results grid will now contain the new project. 5. Click Cancel and this function will cancel, nothing is saved, and you will return to the projects results grid. PDSA Inc. etimetrak 2-11

etimetrak Administration Tasks The Tasks sub menu allows you to maintain and manage tasks for a customer s projects. All etimetrak entries are tied to tasks which in turn are tied to projects. Features 1. Task Search Filters a. You can search by task name (full name or leading characters). b. You can search by task status. Tasks can be active or inactive. Inactive tasks will not show in task drop down lists by default. c. You must choose one customer from the customer drop down list. d. The Customer Include Inactive checkbox (if checked) will include in the customer drop down list inactive customers as well. This is allow you to go back in time to view projects and tasks from customers that may have been inactive for quite some time. Inactive customer names will be displayed with a leading * (asterisk) in the drop down list. e. You must choose one project from the project drop down list. 2-12 PDSA Inc. etimetrak

Tasks f. The Project Include Inactive checkbox (if checked) will include in the project drop down list inactive projects as well. This is allow you to go back in time to view tasks from project that may have been inactive for quite some time. Inactive project names will be displayed with a leading * (asterisk) in the drop down list. 2. Results Grid Features a. Refresh: click on the refresh icon to refresh the results grid based on the search filter values. b. Add new task: click on the add icon to add a new task. c. Edit an existing task: click on the edit icon to edit an existing task. d. Delete Task: click on the delete task icon to delete the task. 3. Results Grid Columns a. Action: contains the action icons to edit the task or delete the task. b. Task #: displays the task number. This value can be alpha numeric. c. Task: task description. d. Status: active or inactive will be displayed. e. Estimated Hours: displays the estimated hours in the format of 99.99 f. Customer: the customer that this task relates to. g. Project: the project that this task relates to. PDSA Inc. etimetrak 2-13

etimetrak Administration Adding or Editing a New Task In order to add a new task for this project, click on the Add New Task icon you would like to edit an existing task, click the edit icon in the grid.. If The Task Entry panel appears above the task results grid. The fields you enter are: 1. Task Number: enter the task number. It may be alpha numeric. 2. Task Name: enter the task name you would like to give it. 3. Task Description: enter the task description. 4. Estimated Hours: enter the number of hours that this task should take to perform. 5. Task Status: select active or inactive. An active task appears in drop down list selections whereas an inactive task does not show in drop down list selections. 6. Notes: in the notes field you can enter free text information about your project. 7. 8. The Save button saves the task information, closes the edit panel, and displays a message stating that the information was saved. 9. The Cancel button cancels (terminates) any changes. No changes are saved. 2-14 PDSA Inc. etimetrak

Deleting a Task If you would like to delete an existing task, click the delete icon Billing Rates in the grid. Billing Rates In this section you will learn how to establish billing rates. ALL time entries are tied to a billing rate. You have much flexibility in establishing a billing rate. For example, billing rates may be: 1. Related to a customer. 2. Related to a project for a particular customer. 3. Related to a task for a particular customer and project. 4. Related to a resource (user). 5. Related to no particular customer. This billing scenario would be your company level rate. 6. Related to the combinations of customer, projects, tasks, and resource. 7. Lastly, rates are by default billable (work type), but can be No Charge. PDSA Inc. etimetrak 2-15

etimetrak Administration Features 1. Billing Rate Search Filters a. You can search by rate name (full name or leading characters). b. You can search by rate status. c. You search by selecting a customer from the customer drop down list. d. The Customer Include Inactive checkbox (if checked) will include in the customer drop down list inactive customers as well. This is allow you to go back in time to view billing rates from customers that may have been inactive for quite some time. Inactive customer names will be displayed with a leading * (asterisk) in the drop down list. e. You search by selecting a project from the project drop down list. f. The Project Include Inactive checkbox (if checked) will include in the project drop down list inactive projects as well. This is allow you to go back in time to view billing rates from projects that may have been inactive for quite some time. Inactive project names will be displayed with a leading * (asterisk) in the drop down list. g. You search by selecting a task from the task drop down list. h. The Task Include Inactive checkbox (if checked) will include in the task drop down list inactive tasks as well. This is allow you to go back in time to view billing rates from tasks that may have been inactive for quite some time. Inactive task names will be displayed with a leading * (asterisk) in the drop down list. 2. Results Grid Features a. Refresh: click on the refresh icon to refresh the results grid based on the search filter values. b. In order to add a new billing rate, click on the Add Billing Rate icon. c. Edit an existing billing rate: click on the edit icon to edit an existing billing rate. d. Delete Billing Rate: click on the delete billing rate icon to delete this rate. 3. Results Grid Columns a. Action: contains the action icons to edit the rate or delete the rate. b. Rate Name: the billing rate name. c. Customer: the customer that this billing rate relates to. 2-16 PDSA Inc. etimetrak

Billing Rates d. Project: the project that this billing rate relates to. e. Task: task description. f. Resource: the resource for this rate. g. Status: active or inactive will be displayed. h. Hourly Rate: displays the hourly rate in the format of $999.99 Adding or Editing a New Billing Rate In order to add a new billing rate, click on the Add New Billing Rate icon. If you would like to edit an existing billing rate, click the edit icon in the grid. The Billing Rate Entry panel appears above the results grid. The fields you enter are: 1. Rate Name: enter the rate name you would like to give it. 2. Customer: select all customers or a specific customer that this rate would apply to. 3. Project: select all projects or a specific project that this rate would apply to. 4. Task: select all tasks or a specific task that this rate would apply to. 5. Resource: select all resources or a specific resource that this rate would apply to. 6. Work Type: select billable or no charge. These are the only work types available in the system. PDSA Inc. etimetrak 2-17

etimetrak Administration 7. Hourly Rate: enter the hourly rate (999.99) for this billing rate. 8. Status: select active or inactive. An active billing rate appears in drop down list selections whereas an inactive billing rate does not show in drop down list selections. 9. Notes: in the notes field you can enter free text information about your billing rate. 10. 11. The Save button saves the billing rate information, closes the edit panel, and displays a message stating that the information was saved. 12. The Cancel button cancels (terminates) any changes. No changes are saved. Deleting a Billing Rate If you would like to delete an existing task, click the delete icon grid. in the results Creating a Default Billing Rate It is important that you create a default billing rate. A default billing rate is a rate that would apply if NO other billing rate rules exist. The default billing rate is for ANY customer, ANY project, ANY task, and ANY resource. Tip: name your default billing rate: default. Billing Periods Billing periods is an important aspect of etimetrak. Every time entry will fall into one and only one billing period. Since every company may have different billing 2-18 PDSA Inc. etimetrak

Billing Periods periods, the system allows you to set them up in any way you want. The Billing Periods sub menu is found under the Administrator main menu. For example, some companies may want a monthly billing period, some bimonthly, and maybe even some weekly. PDSA Inc. etimetrak 2-19

etimetrak Administration Billing Period Definitions and Actions 1. Pending: a pending billing period has a defined start and end date but time entries are not allowed. A pending billing period will not appear in billing rate selections for etimetrak users except on this page. 2. Open: an open billing period will accept time entries and will appear in billing rate selections. 3. Locked: a locked billing period will NOT accept time entries and the time entries in that period are under review by management. 4. Closed: a closed billing period will not accept time entries, and has been approved by management. It is ready to export to your billing system or your payroll system. Billing Rate Status Pending Open Locked Closed Acceptable Actions and Statuses Edit, Open, Lock, Close Edit, Delete, Lock, Close Open, Close Open Features 1. Billing Period Search Filters a. You can search by billing period status. Status can be one of four settings. b. c. [Any]: Search for billing periods with any status. 2. Results Grid Features a. Refresh: click on the refresh icon to refresh the results grid based on the search filter values. b. Add new billing period: click on the add icon to add a new billing period. c. Edit an existing billing period: click on the edit icon to edit an existing billing period. 2-20 PDSA Inc. etimetrak

Billing Periods d. Open billing period: click on the open billing period icon to open the billing period. e. Delete billing period: click on the delete billing period icon to delete the billing period. Billing periods cannot be deleted if time entries exist in this billing period. f. Lock billing period: click on the lock billing period icon to lock the billing period. g. Close billing period: click on the close billing period icon to close the billing period. 3. Results Grid Columns a. Action: contains the action icons to manage billing periods. b. Name/Description: billing period name. c. Begin date: the date on which the billing period begins. d. End date: the date on which the billing period ends. e. Status: the billing period status. Adding or Editing a Billing Period To add a new billing period, click on the add icon. The search filter panel will be replaced by the edit panel. To edit an existing billing period, click on the edit icon panel. in the results grid. The search panel will also be replaced with the edit 1. Billing Period Name: enter the billing period name. This a free text field and can be anything you like. For example: a. If you were on a 26 pay period as a company you could use this field to represent the pay period. 2. Billing Period Status: this field is read-only. On new billing periods, it is defaulted to Pending as you can see above. 3. From Date: the date the billing period begins. 4. To Date: the date the billing period ends. PDSA Inc. etimetrak 2-21

etimetrak Administration 5. 6. The Save button saves the information, closes the edit panel, and displays a message stating that the information was saved. 7. The Cancel button cancels (terminates) any changes. No changes are saved. 2-22 PDSA Inc. etimetrak

Managing Users Managing Users For any user to use etimetrak, they need a user ID. A User ID is created, managed, and assigned to the user by the etimetrak system administrator. Find out who your system administrator is. Creating Users Select the menus Maintenance -> Users. You can search and edit any existing users, create new users or delete users. We do not recommend deleting users, but simply making them inactive. PDSA Inc. etimetrak 2-23

etimetrak Administration Setting Up a New User From the screen above, select the Add a new User icon panel opens:. The following edit Fill in the appropriate information for this user and select a role for them. Please see the following sections defining and selecting roles. Click on Save Changes to save this user and add them to the system. Click on the Cancel Edit if you wish to discard the data. User Attributes: 1. Category: only the user s category is allowed. 2. First Name: enter the user s first name. 3. Last Name: enter the user s last name. 4. User Initials: enter the user s initials. This is optional. 5. Login ID: this will be the user s log in ID. Once you have saved this user, you can never change the user ID. 6. Email: enter the user s email address. This is very important for the user will receive a notification when their ID is set up, when there password is reset, and if they ever forget their password and need it emailed to them. 7. Phone: enter the user s phone number. This is optional. 8. Locked Out: this check box can be used to lock out any user and preventing them from logging into etimetrak. Also, in the event they have unsuccessfully tried to log into the system 3 times, the system will lock them out. It will take the system administrator to unlock them. 2-24 PDSA Inc. etimetrak

Managing Users 9. Status: active users can log into the system and appear in all resource drop down lists. Inactive users can not log in and do not show up in any resource drop down lists by default. 10. Security Question: this is a list of candidate questions you can select from if you can t think of one. When you select one it is placed in the Security Question text box located just below the Security Question drop down list. 11. Security Answer: put the security answer here. 12. Password: enter the user s password. 13. Confirm Password: enter the user s password again. 14. Send Password to User: this is checked by default and it is a good idea to have the user receive an email notifying him/her that their ID is ready. 15. Select Roles for this User: now select the role for this user. Even though users can have more than one role, it is typical that they only have one. Editing an Existing User From the screen above, select the Edit User icon opens:. The following edit panel Update the appropriate information for this user and even change the role for them if you need to. Please see the following sections defining and selecting roles. Click on Save Changes to save this user. Click on the Cancel Edit if you wish to cancel this update and leave the data in its original form. PDSA Inc. etimetrak 2-25

etimetrak Administration Searching For Users You can search for users from the User Maintenance page. User Maintenance Search Filters 1. First Name Starts With: enter some or all of the first name. 2. Email Address Starts With: enter some or the entire email address. 3. Status: select all users, active users, or inactive users. Inactive users can not log into the system and will not be shown in the resource drop down lists. 4. Last Name Starts With: enter some or the entire last name. 5. Login ID Starts With: enter some of the entire login ID. Results Grid Features 1. Refresh: click on the refresh icon to refresh the results grid based on the search filter values. 2. Reset filters to default: click on the reset icon to reset all the filter setting to their system defaults. 3. Add new user: click on the add icon to add a new user. 4. Edit an existing user: click on the edit icon to edit an existing user. 2-26 PDSA Inc. etimetrak

Resources vs Users Managing Users Resources are in fact users. Resource labels and drop downs contain all users. Only the admin user is not contained in the resource drop downs. PDSA Inc. etimetrak 2-27

etimetrak Administration Managing Roles A role is a collection of functions (or permissions) that can be performed by a user. All users are assigned a role when their user ID is defined. The following roles are included with etimetrak: Roles Description Timetrak User Project Manager Office Manager Front office staff Executive Company management Able to enter timesheet entries. A TimeTrak user is the most common user. The Project Manager user is typically in the lead or management role and has the ability to add customers, projects and tasks. The office manager is responsible for ensuring all time is entered during a billing period, exports the data and processes it for payroll or invoicing. The executives can do all functions. Administrator The administrator can do all functions. So simply stated a role is a group of capabilities assigned to a user. Creating Additional Roles The etimetrak system administrator can create new roles very easily. Upon creating the role, the administrator can place any of the permissions into that 2-28 PDSA Inc. etimetrak

Using Permissions role to create a new role with special features. Later, the administrator can assign that new role to a user. Changing Roles The etimetrak system administrator can reassign roles to users at any time. Multiple Roles for Users In fact, users can have multiple roles. If a user has multiple roles, all permissions in all of the roles apply for this user. Using Permissions A permission is a single specific feature or function that can be assigned to a role. System Administrators assign permissions to roles or remove permissions from roles. The following permissions are included with etimetrak: Permission Description Timesheet Worktype Timesheet Resources Time Entry Save Time Entry Resource Time Entry Edit Time Entry Delete Time Entry Copy Time Check All Resources Task Save Task Edit Task Delete Task Add Project View Tasks Project Save View the timesheet work type drop down View timesheet resource drop down & resource column in the results grid Save changes to time entries View the time entry resource drop down Edit existing time entry item Delete an existing time entry item Copy an existing time entry item Time Check All Resources Save changes to tasks Edit existing tasks Delete existing tasks Add new tasks Use the projects page view tasks button Save changes to projects PDSA Inc. etimetrak 2-29

etimetrak Administration Project From Template Project Edit Project Delete Project Add Customer View Reference URL Customer View Projects Customer Save Customer Edit Customer Delete Customer Add Billing Rate Save Billing Rate Edit Billing Rate Delete Billing Rate Add Create a new project from template Edit existing projects Delete existing projects Add new projects Use the customer page view reference url button Use the customer page view projects button Save changes to customers Edit existing customers Delete existing customers Add new customers Save changes to billing rates Edit existing billing rates Delete existing billing rates Add new billing rates Creating New Permissions New permissions cannot be created. Please contact PDSA to discuss any additional permission requirements. 2-30 PDSA Inc. etimetrak