getting the most out of your timesheets, expense reports ...€¦ · 7.6 to use approval workflow...
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VPVI-30:Getting the Most Out of Your Timesheets, Expense Reports, and Approvals
Agenda» What’s Different in Vantagepoint?
» Consolidated Time & Expense Settings
» Timesheet Features in Core and in Mobile
» Expense Report Features in Core and in Mobile
» Absence Requests for Staff
» Approving in the Approval Center
» Mobile – Today and Future
» Time & Expense - Future
© Deltek, Inc. All Rights Reserved. 2
What’s Different in Vantagepoint?
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 3
Time & Expense: What’s Different?
© Deltek, Inc. All Rights Reserved. 4
» Time and Expense are no longer separate modules, they are now combined into one Time & Expense add-on
» Building on iAccess, all Timesheet and Expense Report functionality are now available in Vantagepoint
» Company options, categories, and enabling approval workflows are consolidated in Time Settings and Expense Settings, respectively
» No longer need to change to view Timesheets in different time periods
» No longer need to change company to view other employees’ timesheets and expense reports
iAccess Timesheet
© Deltek, Inc. All Rights Reserved. 5
iAccess Expense Report
© Deltek, Inc. All Rights Reserved. 6
Consolidated Time & Expense Settings
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 7
Settings: What’s Different?
© Deltek, Inc. All Rights Reserved. 8
» Configuration has been reorganized as Settings, grouped by related
areas
» Summary screens provide a quick overview of enabled company
options
» To allow for more granular role security assignments, previous
application tabs are now separate flip menus
Consolidated Time Settings
© Deltek, Inc. All Rights Reserved. 9
» Reorganization of related options into flip menus
» Summary
» Options (including UDFs)
» Time Periods
» Non-Work Days
» Time Groups
» Ratios
» Timesheet Audit
» Time Categories
» Global Comments
Time Settings – Summary
© Deltek, Inc. All Rights Reserved. 10
» Summary screen provides a quick overview of company-specific options
Time Settings – User Defined Fields» Support for up to three field types – numeric,
memo, or dropdown
» Option to make the field required
» For dropdown, can create a list and limit selection
Time Settings – Timesheet Audit
© Deltek, Inc. All Rights Reserved. 12
» Billing labor transfer audit no longer dependent on revision audit
» For employees to view and acknowledge labor transfers made in Interactive Billing
Time Settings – Time Approvals
© Deltek, Inc. All Rights Reserved. 13
» Changed to now leverage the approval workflow engine (which we switched over
for Expenses in Vision 7.6)
Consolidated Expense Settings
© Deltek, Inc. All Rights Reserved. 14
» Reorganization of related options into flip menus
» Summary
» Options
» Groups
» Categories
» Payments
» Approvals
Expense Settings – Summary
© Deltek, Inc. All Rights Reserved. 15
» Summary screen provides a quick overview of company-specific options
Expense Settings – Locations
© Deltek, Inc. All Rights Reserved. 16
» Under Expense Categories, Edit Expense Category (Tax Override)
Expense Settings – Payments
© Deltek, Inc. All Rights Reserved. 17
» Relocated from Accounting Company Settings
Expense Settings – Approvals
© Deltek, Inc. All Rights Reserved. 18
» Already switched over to leverage the approval workflow engine in Vision 7.6
Timesheet Features in Core for Staff
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 19
Calendar Timesheets – Creating New Entries
© Deltek, Inc. All Rights Reserved. 20
» Option to create timesheet
entries directly on Calendar
» Can create time entries from
Activities or CRM tasks
» Can click-drag-drop from list
in the left pane
» Recent projects
» RP assignments
Calendar Timesheets – Edit Dialog
© Deltek, Inc. All Rights Reserved. 21
» Edit dialog with same fields as the left grid of Timesheet
» If necessary, fill in Phase, Task, Labor Code, Labor Category, or Payroll Tax Locale
» Other business logic supported (such as requiring comments)
Calendar Timesheets – Submitting Timesheet
© Deltek, Inc. All Rights Reserved. 22
» Can submit directly
from Calendar
» Supports Check Hours
Against Expected
(warning/error)
» Will be prompted for
Timesheet Signature
(if enabled)
Vantagepoint Timesheet
© Deltek, Inc. All Rights Reserved. 23
Timesheet – Employee Card
© Deltek, Inc. All Rights Reserved. 24
» Employee name links to a
dialog with the following
tabs:
• Profile
• Skills & Credentials
• Projects
• Ratios
• Absence Hours
Timesheet – User Defined Fields
© Deltek, Inc. All Rights Reserved. 25
» Support for up to three field types, if enabled in Time Settings
Timesheet – Entering Units
© Deltek, Inc. All Rights Reserved. 26
» If enabled for the respective employee, the user can toggle between entering
hours and units
» Unit Table and Unit Name columns will appear in the left grid
Timesheet – New Start/End Time by Day
© Deltek, Inc. All Rights Reserved. 27
» Alternative company setting for
Start/End Time
» Work hours are set via dialog from
the column header
» Two meal/away times can be
specified, durations are deducted
from calculated hours worked
» Validation of hours worked vs
recorded upon submit
Timesheet – Start/End Time Report
© Deltek, Inc. All Rights Reserved. 28
» New Print Report option (under Other Actions)
» Same report supports both “by project” and “by day” option
Timesheet – Electronic Signatures
© Deltek, Inc. All Rights Reserved. 29
» If require electronic
signature when submitting
or if approvals enabled
» Reports updated:
» Detailed Timesheet
» Summarized Timesheet
» Timesheet Audit Detail
Timesheet Features in Core for Admins/Approvers
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 30
Timesheet – Create New Timesheet
© Deltek, Inc. All Rights Reserved. 31
» +Add link in upper right
» If create timesheet for
someone else
» Employee
» Company (if Multi-
company enabled)
» Timesheet Period
Timesheet – Floor Check and Notifications
© Deltek, Inc. All Rights Reserved. 32
» Check expected hours
against hours entered, by
timesheet period or by day
» Send reminders to
employees via the
Notification Center
» Send email (future release)
Timesheet – Approve, Reject, or Reassign
© Deltek, Inc. All Rights Reserved. 33
» Based on approval workflow configuration, not admin level
» Can individually Approve, Reject (comments required), or Reassign directly in Timesheets or via Approval Center
» Depending on approval workflow options, may be able to Unsubmit or Reopen
Timesheet – Approval Timeline
© Deltek, Inc. All Rights Reserved. 34
» Graphical representation of the status and state of approvals
» Each node provides easy-to-read details
Timesheet – Approval Timeline for Each Row
© Deltek, Inc. All Rights Reserved. 35
» If Line Item Approval is enabled, a column will be available to display a graphical representation of the status and state of approvals
» Each icon launches an individual approval timeline
Mobile Time Features for Staff and Approvers
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 36
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 37
»Who is using Mobile
Time today?
»Who is planning to roll
it out in the next 6
months?
Show of Hands!
≠
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 38
» User can choose to open in
timesheet periods, current
timesheet or expense
depending on what they do the
most.
» User can choose to auto-copy
timesheet upon submit.
» User can choose to default the
number entry using a keypad
or roller
Minimize clicks tips and tricks
≠
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 39
» Default as much as possible,
like labor code, require
comments, etc. (all settings
apply to web and mobile)
» User can use the next button
on number entry to toggle to
the next line provided there are
no other required details
Minimize clicks tips and tricks
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 40
» Time Entry
» Start & End Time Entry
» Comments
» Auto-Populating Projects from Plans
» Units
» Timesheet Auditing
» Budget Validation
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Time Features
≠
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» Time Entry
» Start & End Time Entry
» Comments
» Auto-Populating Projects from Plans
» Units
» Timesheet Auditing
» Budget Validation
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Time Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 42
» Time Entry
» Start & End Time Entry
» Comments
» Auto-Populating Projects from Plans
» Units
» Timesheet Auditing
» Budget Validation
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Time Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 43
» Time Entry
» Start & End Time Entry
» Comments
» Auto-Populating Projects from Plans
» Units
» Timesheet Auditing
» Budget Validation
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Time Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 44
» Time Entry
» Start & End Time Entry
» Comments
» Auto-Populating Projects from Plans
» Units
» Timesheet Auditing
» Budget Validation
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Time Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 45
» Time Entry
» Start & End Time Entry
» Comments
» Auto-Populating Projects from Plans
» Units
» Timesheet Auditing
» Budget Validation
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Time Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 46
» Review timesheets and
approve them right from
your phone
» Supports bulk approval
» View by Status or Group
Mobile Timesheet Approvals
Day or Project Views
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 47
Expense Report Features in Core for Staff
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 48
Vantagepoint Expense Report
© Deltek, Inc. All Rights Reserved. 49
Expense Report – Can Upload Receipts First
© Deltek, Inc. All Rights Reserved. 50
» Other Actions, Upload Receipts
» Can automatically attach
to new lines or see
image
Expense Report – Upload Receipts by Line
© Deltek, Inc. All Rights Reserved. 51
» Receipts column
» = visual indicator that a
receipt is already
attached
Expense Report – Company Paid Credit Card Charges
© Deltek, Inc. All Rights Reserved. 52
» If allowed in Expense Settings, Credit Card column will be available
in the right grid
Expense Report – Employee Paid Credit Card Charges
© Deltek, Inc. All Rights Reserved. 53
» Copy charges from a right slide out panel
» Add to Expense Report
» Mark as Personal Charge
Expense Report – Electronic Signatures
© Deltek, Inc. All Rights Reserved. 54
» If require electronic
signature when submitting
or if approvals enabled
» Reports updated:
» Detailed Expense Report
» Summarized Expense
Report
Expense Report Features in Core for Admins/Approvers
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 55
Expense Report – Create New Expense Report
© Deltek, Inc. All Rights Reserved. 56
» +Add link in upper right
» If create expense report for
someone else
» Employee
» Company (if
Multicompany enabled)
Expense Report – Approve, Reject, or Reassign
© Deltek, Inc. All Rights Reserved. 57
» Expense Reports changed in Vision 7.6 to use approval workflow engine
» Based on approval workflow configuration, not admin level
» Can individually Approve, Reject (comments required), or Reassign directly in Expense Reports or via Approval Center
» Depending on approval workflow options, may be able to Unsubmit or Reopen
Expense Report – Approval Timeline
© Deltek, Inc. All Rights Reserved. 58
» Graphical representation of the status and state of approvals
» Each node provides easy-to-read details
Expense Report – Approval Timeline for Each Row
© Deltek, Inc. All Rights Reserved. 59
» If Line Item Approval is enabled, a column will be available to display a graphical representation of the status and state of approvals
» Each icon launches an individual approval timeline
Mobile Expense Features for Staff and Approvers
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 60
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 61
»Who is using Mobile
Expense today?
»Who is planning to roll
it out in the next 6
months?
Show of Hands!
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 62
» Capture Receipt Images &
Supports Partial Expense Lines
» Expense Locations
» Submit Expenses
» Web Service Workflow
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Expense Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 63
» Capture Receipt Images &
Supports Partial Expense Lines
» Expense Locations
» Submit Expenses
» Web Service Workflow
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Expense Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 64
» Capture Receipt Images &
Supports Partial Expense Lines
» Expense Locations
» Submit Expenses
» Web Service Workflow
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Expense Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 65
» Capture Receipt Images &
Supports Partial Expense Lines
» Submit Expenses
» Expense Locations
» Web Service Workflow
» Windows Authentication
» 2-Factor Authentication (2FA)
Mobile Expense Features
≠
CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 66
» Review expense reports and
approve them right from your
phone
» Reassign Approval
» Email selected employees
Mobile Expense Approvals
Absence Requests for Staff
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 67
Timesheet – Absence Requests
© Deltek, Inc. All Rights Reserved. 68
» Absence Requests application is no longer available in the smart client
» Absence Requests is now linked to the Time & Expense module
» Absence Requests functionality has been parsed out
» Employees request absences from within Timesheets
» Approvers can view the schedule of all requested absences and
approve or reject requests in the Approval Center
Timesheet – Submitting New Absence Requests
© Deltek, Inc. All Rights Reserved. 69
» Select Type
» Click to insert for a date or
range of dates
» Review hours requested
against current balance
» Insert comment (recommended,
not required)
» Click to Submit
Timesheet – Modifying Absence Request Comments
© Deltek, Inc. All Rights Reserved. 70
» For submitted, but yet to be approved absence requests (instead of deleting)
» Comments can be added or modified to help justify the request for approval
Approving in the Approval Center
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 71
Approval Center – Overview
© Deltek, Inc. All Rights Reserved. 72
» One application to approve, reject, reassign, or reopen for multiple types
» Can see completed records and can filter and sort columns
» Click the status icon to see step and approval progress
Approval Center – Timesheets
© Deltek, Inc. All Rights Reserved. 73
» Click the Period Ending date to launch the respective Timesheet
» Separate columns for Regular Hours, Overtime Hours and Overtime-2
Hours
Approval Center – Expense Reports
© Deltek, Inc. All Rights Reserved. 74
» Click the Report Name to launch the respective Expense Report
Approval Center – Timesheet Lines
© Deltek, Inc. All Rights Reserved. 75
» Click the Date to launch the respective Timesheet
» Default is to show for all projects, click to filter
Approval Center – Expense Lines
© Deltek, Inc. All Rights Reserved. 76
» Click the Date to launch the respective Expense Report
» Default is to show for all projects, click to filter
Approval Center – Absence Requests
© Deltek, Inc. All Rights Reserved. 77
» Link to view schedule
» Click hours to see breakdown
Mobile – Today and Future
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 78
Mobile: What’s Changed?
© Deltek, Inc. All Rights Reserved. 79
» New apps in Apple App Store and Google Play
» No app for Windows Phones
» Updated user interface
» Fully supports the combination of Opportunities and Projects
» Support for new Time & Expense functionality
» Start/End Times by Day
» Timesheet Approval Workflow
» Timesheet UDF’s
» Supports Partial Expense Line
What is Supported with Time?
80CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
Feature Timesheet Mobile T&E Calendar
Start and End Times ● ● (by project)
Timesheet Auditing ● ● ●
Units ● ● ●
Multilingual ● ● ●
Timesheet Approvals ● ●
Line Item Approvals ●
Web Service Workflow ● ● ●
User Defined Fields ● ●
View Benefit Accruals ●
What is Supported with Time (continued)?
81CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
Feature Timesheet Mobile T&E Calendar
Web Service Workflow ● ● ●
Copying Projects from Plans ●
Populating Projects from Plans ● ● ●
Windows Authentication & 2FA ● ● ●
What is Supported with Expenses?
82CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved
Feature Vantagepoint Mobile T&E
Credit Card Reconciliation ● Vantagepoint 4.0
Web Service Workflow ● ●
Expense Approvals ● ●
Receipt Attachments for Expenses ● ●
Windows Authentication ● ●
Multilingual ● ●
Partial Expense Line Saving ● ●
Expense Tax Location ●
Time & Expense – Future
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 83
Final Thoughts and Recommendations
© Deltek, Inc. All Rights Reserved. 84
» Go to the Vantagepoint and UX Kiosks at the Xpo Hall, ask lots of questions!
» Attend other Vantagepoint sessions (see next slide)
» Back home, if you haven’t already:
» Upgrade to Vision 7.6
» Deploy and have your employees start using iAccess
» Establish expense approval workflow
» Request a Vantagepoint preview environment
Usability Lab @ Insight» Visit the Kiosk in the Xpo hall between
Customer Showcase and Customer Care
» Sign up in the Xpo Hall for 1:1 usability testing sessions with a UX Designer
» Take a self-directed usability test at the kiosk
» Relevant Topics related to this session:
» Credit Card Support in Mobile App
» Hey Deltek Time Entry for Timesheets
» Usability and Smarter Lookups in Timesheet and Expense Reports
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 85
Download the Content from these VantagepointSessions (if you didn’t attend in person)
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 86
» VPVI-02 Get Ready for Vantagepoint: Vision to Vantagepoint
» VPVI-03 Get Ready for Vantagepoint: DPS to Vantagepoint
» VPVI-04 Get Ready for Vantagepoint Accounting
» VPVI-05 Get Ready for the Convergence of Opportunities and Projects in Vantagepoint
» VPVI-06 Getting Ready for CRM In Vantagepoint
» VPVI-07 This is Vantagepoint
» VPVI-08 Welcome to the Projects Hub in Vantagepoint
» VPVI-12 To Vantagepoint 3.0 and Beyond!
» VPVI-13 Introduction to Vantagepoint Resource Planning
» VPVI-14 Introduction to Vantagepoint Dashboards
» VPVI-15 Creating Executive Dashboards in Vantagepoint
» VPVI-16 Create Winning Proposals with Vantagepoint
» VPVI-20 How to Apply Design Thinking to Your Vantagepoint
Configuration
» VPVI-24 Tips and Tricks Multi-Company in Vantagepoint
» VPVI-25 Thinking Out Cloud
» VPVI-26 Streamline Information Management with Deltek
PIM & Vantagepoint/Vision
» VPVI-27 Security, Screen Designer and UDFs
» VPVI-28 Manage Project Progress with Planning Reports
and Alerts in Vantagepoint
» VPVI-30 Getting the Most out of Vantagepoint T&E
» VPVI-41 Preparing for Deltek Vantagepoint CRM
» VPVI-46 How will Vantagepoint Impact your Consulting Firm
» VPVI-76 The New Vantagepoint Export Utility
Visit the Vantagepoint Readiness Portal» Key resources to prepare for
upgrade
» Checklists
» Frequently asked questions
» Focused explanation of key
reimagined areas
» Product demos to help users
prepare
CONFIDENTIAL © Deltek, Inc. All Rights Reserved.
Questions?
CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 88
vantagepoint@deltek.com
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