template for writing standard operating procedures (sops)

Process Number Name of organization -????-HR-?? I Version: 1.0Process Title Entering Timesheets using Deltek Time & ExpenseEffective Date Feb. 6, 2015Process Owner Melissa Kattke

1.0 PURPOSE:.........................................................................................................................................12.0 ACTIVATING YOUR USER ACCOUNT......................................................................................23.0 ENTERING YOUR TIMESHEET:.................................................................................................3

A. Login to Time................................................................................................................................................3

4.0 BECOMING FAMILIAR WITH THE TIMESHEET SCREEN:....................................................4A. Record your hours worked...........................................................................................................................5

5.0 COMMENTS FOR LABOR CHARGES:........................................................................................56.0 RECORDING TIME OFF:...............................................................................................................67.0 HOLIDAYS......................................................................................................................................78.0 UTILIZING THE CHARGE LOOK-UP FUNCTIONALITY........................................................79.0 SAVING YOUR TIMESHEET:.......................................................................................................910.0 SIGNING YOUR TIMESHEET:.....................................................................................................911.0 Timesheet Corrections....................................................................................................................10

A. Making Timesheet Corrections - In the Current Timesheet Period...............................................................10

B. Making Timesheet Corrections – In the Previous Timesheet Period..........................................................10

12.0 ADD TO FAVORITES:.................................................................................................................1013.0 REVISION EXPLANATION:.......................................................................................................1114.0 CHARGE CODES:.....................................................................................................................12

14.1 Sales........................................................................................................................................................12

14.2 BIDS & PROPOSALS (B&P):......................................................................................................................12

14.3 RESEARCH & DEVELOPMENT (R&D):......................................................................................................13

14.4 MANAGED SERVICES:..............................................................................................................................13

14.5 OVERHEAD (OH) LABOR..........................................................................................................................13

14.6 OH IDLE Labor.........................................................................................................................................13

14.7 OH Labor.................................................................................................................................................13

14.8 G&A Labor..............................................................................................................................................13

15.0 TIMESHEET ICONS:...................................................................................................................14

1.0 PURPOSE: This process defines how to utilize Deltek Time to submit document labor as well as specify charge codes. This process was established at the CEO level and CAO level. These procedures were communicated and implemented by the Office Manager.

Author: Melissa Kattke 1

Electronic Timekeeping – Employee Training Guide

2.0 ACTIVATING YOUR USER ACCOUNTBefore you can login to Deltek Time, you must have first activated your User Account and changed your temporary password.

You will receive an email from [email protected] which contains your User Name (Login ID) and a temporary password. All employee User Names will begin with 47178. Below is an example of the Activation email.

Please Note: The Login ID is a maximum of total 20 characters. The 47178 and decimal points count towards the characters. If you have a very long first name, last name or both names, some of the letters of your last name will be truncated from your Login ID.

Go to https://selfservice.deltekfirstessentials.com/ to activate your account.

Enter your User Name and Temporary Password (both provided in the email above) in the Account Activation area. Simply complete the prompts, after logging in, to finish the account activation process.



https://selfservice.deltekfirstessentials.com/

3.0 ENTERING YOUR TIMESHEET: A. Login to TimeThe link to the Time system is https://teprod08.deltekfirstessentials.com/DeltekTC/welcome.msv.

Enter your Login IDExample: 47178.firstname.lastname

Enter your password. The domain name is .

If you encounter any password or logging in issues, sign in through Jira & create a service request for assistance. A technician will promptly respond to your request.

Please Note: The Login ID is a maximum of total 20 characters. The 47178 and decimal points count towards the characters. If you have a very long first name, last name or both names, some of the letters of your last name will be truncated from your Login ID.



https://teprod08.deltekfirstessentials.com/DeltekTC/welcome.msv

4.0 BECOMING FAMILIAR WITH THE TIMESHEET SCREEN:

Once you login, the screen above will allow you to navigate between the Home, time, & expense screens. You will select “Time” from the screen as shown below:

Once you have the selected “Time” go to “Record Time” then “Timesheet”

A. Record your hours worked Go to Time>Record Time>Timesheet



In the Account Field, enter or Look-up the approprate charge number for the hours being recorded1. The Account number is entered in a XXXX-XXX format2. Only the Account field needs to be populated, all other fields will default in based on your

employee status3. Multiple Accounts can be added to each timesheet4. Details on utilizing the Charge Look-up functionality is provided ina section below

Enter the hours worked for each day on the row associated with the Account number 1. A day’s time can be charged to multiple Accounts.2. Hours are entered in half hour increments.

Saturdays and Sundays are deemed “Non-Work” days and are highlighted in gray on your timesheet.

1. Hours worked can still be recorded on your timesheet.

5.0 COMMENTS FOR LABOR CHARGES:Comments may be entered on either a daily or weekly basis by clicking on the below icon in either the daily or line cell. Only appropriate comments should be entered into the comment box. This is to ensure that inappropriate comments will not carry through to invoices or billing documents that might eventually make their way to a client.

6.0 RECORDING TIME OFF: From the Charge Lookup, select your Division’s Charge Tree and then the Leave Option.



Please Note: Account access is based on your home division. Based on your role, additional accounts have been added to your charge options. Contact Daniella Robinson if you cannot enter an account or find an account in the Charge Tree Look-up (discussed below).

o Within each Division, the Leave account options are organized by Department. For all Divisions, other than GA, are Office and Field. Field employees those physically located at a customer site. All telecommuters are considered Office employees.

The Leave options include: Floating Holiday, Holiday, Other Leave and PTO. An example of the Other Leave option would include Bereavement or Jury Duty. On the timesheets, Holidays will be highlighted in yellow. See “holidays” on page 7.

A. The holiday account number and hours must be recorded. This information does not default into your timesheet automatically.

B. Save your timesheet after every time you add an account or hoursC. Click the icon to save the timesheet. The Save Icon is located on the top menu bar.D. Timesheets should only be signed at the end of a Timesheet period

I. Sign your timesheet at the end of the Timesheet Period Click icon beside the Signature line Enter your password and click OK



7.0 HOLIDAYSThe holidays are maintained in Time>Settings>Company Work Schedules. Click on the date that should be a holiday and mark the fields as shown below can click ok

8.0 UTILIZING THE CHARGE LOOK-UP FUNCTIONALITYThe Charge Look-up Functionality can be used to search for an account. If the account is known, you can enter the account number directly onto the Timesheet.

Click the icon located in the Account

Number field to display the Charge Tree look-up.The results can be sorted by the Account Number (Code) or Description

The Charge Trees displayed are based on your Home Divison and/or the Division(s) of the Contracts that you are authorzied to work.



Within each Division the Accounts are grouped into five categories: Bid & Proposal, Contract, Leave, Overhead Expenses and Overhead Labor.

No accounts from the Overhead Expenses Category should be charged to your timesheet. These accounts will be used with Deltek Expense only.

Within your Division, each Category is grouped by Department. For all Divisions, other than GA, the Departments are Office and Field. Field employees those physically located at a customer site. All telecommuters are considered Office employees.

Contract Accounts are held in the Division that owns the Contract.

To assist with the transition to Deltek Time, documents listing your Home Division and Department and the Contract Divisions are available.

To add an account to your Timesheet, click the box located to the right of the account and Click Add to Timesheet. If you do not have access to the account, no options will be presented for you to add to your Timesheet.

9.0 SAVING YOUR TIMESHEET:

After you have entered your time for each day, you will need to save your timesheet. Click on ‘Save’ in the upper left corner of the timesheet.

10.0SIGNING YOUR TIMESHEET:After the timesheet has been completed, it needs to be signed before it can be processed. At the bottom left of the page there is an icon that looks like a pencil over a grid. Click on the icon.



A dialog box will appear requesting the employee to enter a password. This is the same password used to log into the software. After hitting “OK” your timesheet is electronically signed and the status of the timesheet will change to “SIGNED.”

11.0Timesheet CorrectionsA. Making Timesheet Corrections - In the Current Timesheet PeriodAfter a Timesheet is saved any Account added to the Timesheet cannot be deleted or changed.

To make a correction to an Account in the current Timesheet Period:

i. Select the checkbox beside the incorrect Account.ii. Select the Delete Line option from the buttons that

are now available Alternatively, you can simply zero all the

hours out manuallyiii. Enter or select the new Account from the Charge

Tree look-upiv. Enter the hours associated with the new Account number

B. Making Timesheet Corrections – In the Previous Timesheet Period



Corrections can be made to Timesheets that have been approved.

To make a correction to an Account in the current Timesheet Period:

i. Locate the Timesheet to be corrected. From your current Timesheet use the arrow

icons, located on the top of the Timesheet beside the Period Ending Date field, to move between Timesheet Periods.

ii. Click the box beside the line(s) that need to be corrected. (Item 1 on the Screenshot below)iii. Click the Reverse Line Option. This action creates new timesheet lines that reverse the original entries made

(items 2 and 3 on the Screenshot below).iv. Enter the new Accounts and hours associated.v. Save and Sign the Timesheet.

*All adjustments that are processed through Electronic Time Collection are required to follow these procedures. Written adjustments will no longer be accepted by accounting.

12.0ADD TO FAVORITES:If you want the items in your Favorites list to automatically default when you first open a new timesheet, do the following:

o Select the Charge Lookup from an available timesheet line. Drill down into the favorites list by selecting the "+" to the left of the Favorites row. Select the Load checkbox for the rows that you want automatically loaded. Select the Update pushbutton, then the Close pushbutton to close the Charge Lookup dialog.

* A revision explanation will be required for all changes made to previously saved values.

13.0REVISION EXPLANATION:Any time you change a saved field in a timesheet or any field after it has been signed, you will be required to insert a revision explanation.

Note that only appropriate comments should be entered into the comment box. This is to ensure that no inappropriate comments will carry through to invoices or billing documents that might eventually make their way to a customer.

Revision explanations allow managers and auditors the ability to review the reason for the timesheet change and can be viewed in the Audit Application.



The “Revision audit” screen on the previous page will allow you to access the revision explanations for any changes made to the timesheet. By selecting different line revision numbers in the selection box at the top of the screen, you will note that the display of the comments will change appropriately.

The employee will not be able to save or sign the timesheet until an explanation has been entered.

14.0 CHARGE CODES:14.1 Sales

Director Level Personnel (K. Greening) should charge Management Meeting time to 0800-100 – G&A Labor

All other working time (non-billable) should be charged to the Bid and Proposal (B&P) Charge Accounts in the table below.

Accounts B015-001 through -004 are generic accounts for smaller opportunities that have not been assigned a B&P Number.

Large Federal or Commercial Opportunities that will require significant resources/effort, will receive their own B&P Number. This opportunities will be any opportunities that require proposal writing, significant engineering time from billable resources (over 40 hours), etc.

14.2 BIDS & PROPOSALS (B&P):B015-001 – BP FYE 2015 – Corporate

B015-002 – BP FYE 2015 – Federal

B015-003 – BP FYE 2015 – Commercial

B015-004 – BP FYE 2015 – Managed Services



B001-001 - B&P FBI SharePoint – Fed Div

B002-001 - B&P GSA IP70 – Fed Div

Account Description Who

B015-001 – BP FYE 2015 – Corporate C. Hornbecker

B015-002 – BP FYE 2015 – Federal A generic account for federal sales prospecting, proposals, etc. on opportunities that do not require their own B&P number

K. Greening, C. Hornbecker, R. Barrett,

B015-003 – BP FYE 2015 – Commercial

A generic account for commercial sales prospecting, proposals, etc. on opportunities that do not require their own B&P number.

K. Greening, C. Hornbecker

B015-004 – BP FYE 2015 – Managed Services

FUTURE - A generic account for opportunities that are Managed Services ONLY specific. Developing Sales Materials, Proposals, etc.

K. Greening, C. Hornbecker,

B001-001 - B&P FBI SharePoint – Fed Div

A specific Bid and Proposal Activity for the FBI SharePoint opportunity.

C. Hornbecker, K. Greening, S. Heister, R. Barrett

B002-001 - B&P GSA IP70 – Fed Div A specific B&P Number for the GSA IT 70 Schedule

C. Hornbecker, R. Barrett

14.3 RESEARCH & DEVELOPMENT (R&D):R015-001 – R&D Cloud Development and Deployment – Commercial

14.4 MANAGED SERVICES:0450-000 - Managed Services Labor Account

14.5 OVERHEAD (OH) LABOR - Use these accounts for activities such as management/staff meetings or any internal non-billable work request by management

0600-100 – OH Labor - Corp

0600-200 – OH Labor – Federal

0600-300 – OH Labor – Commercial

0600-400 – OH Labor – Managed Services



14.6 OH IDLE Labor - Use these accounts when an employee currently has no billable work and no internal task have been assigned

0601-100 - OH IDLE Labor - Corp

0601-200 - OH IDLE Labor – Federal

0601-300 - OH IDLE Labor – Commercial

0601-400 – OH IDLE Labor – Managed Services

14.7 OH Labor – Internal Systems - Use this account when working on the internal infrastructure

0600-301 – OH Internal Systems

14.8 G&A Labor0800-100 – G&A Labor

15.0 TIMESHEET ICONS:

Open: Select the Open option to open a specific timesheet. Save: Select the Save option to save the changes made to your timesheet. Search: If you are a supervisor, this function will allow a search of employee timesheets.

You can also use this dialog to view information about the number of Missing, Open, Signed, Approved, Rejected, and Processed timesheets.

Print: Use the Print option to print the timesheet(s), a cell comments report, and a revision audit detail report.

Audit: Use the Audit option to view the revision history for a specific timesheet. Leave: Use this Leave option to view all leave balances and detail leave transactions. Reverse Timesheet: This reverses every line on a processed timesheet.

COMPLETION:



Congratulations! You are now an "expert" on basic Time Collection entry, correction, and saving. These are the skills you will need to complete your Timesheet in Time Collection each day.

Please complete and sign this certificate and rank the effectiveness of this training. Then submit the certificate to Human Resources to be included in your personnel file. You will not only be recording that you have had the training, but will help to make it better for the next person!

Certificate of Completion

Deltek Time & Expense Training

TRAINEE NAME:_________________________________________________________

DATE OF COMPLETION:_________________________________________________

TRAINEE SIGNATURE:________________________________________DATE:_____________________



template for writing standard operating procedures (sops)

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