using the timesheets interface

Summary

• Perform a Time Entry
• Complete a Timesheet
• Approve Timesheets

 

Steps

Perform a Time Entry

To complete a timesheet, follow the steps described below:

1. In the Timesheets page, check the date located under the Start Date of the Week: heading.
2. Select the Ongoing tab, regardless of the selected entry mode (Per employee or Per day).
3. Press the + Hours button.
4. On the Add Hours page, press the Select Employees button if you have to enter time for other employees.
   1. Press on the name of the relevant employee(s) to select him (them) – it is also possible to type the first letters of an employee’s first or last name in the Search field.
   2. Press OK located in the top right corner of the page.

If the user is a team leader, he could be responsible for entering time for the employees that are part of his team, in addition to his own time. If a team leader is not responsible for entering time, for the current week (Ongoing section) or the previous week (Previous section), they can still enter time for employees even if their timesheets are in progress and not started. They can: Enter time in the following cases: For an employee who has not yet entered a timesheet. For example, a contractual employee who would have forgotten to enter their timesheet and who would no longer work for the company. For an employee whose timesheet is in progress. For example, an employee who would go on vacation on a Friday and would have forgotten to complete their timesheet and to enter their time for Friday. Approve timesheets which do not have the Approved status. It is not possible to select a laid off employee.

5. Back in the Add Hours page, verify the name of the employee as well as any linked equipment (when relevant). The equipment would be displayed under the name of the employee, preceded by a chain-like icon.
6. If applicable, select the Company for which hours must be entered (if the parameter is activated in maestro* Time Management > Maintenance > Time Management > Configuration - Time Management > Time Sheet section > "Allow Expense Company Selection" checkbox).
7. Then, select a specific Project.

In multidimensional mode, only the projects for which an employee is allowed to work and prefix-less projects can be selected by the user. Also, the company prefix associated to the employee's timesheet is the same as the company prefix noted in his record.

8. Select the Time or Bonus option by pressing on the appropriate heading. Fill out the appropriate fields. Those with an asterisk at the end of their name are required.

TIME Option on the Add Hours Page Field Used to Hours section Trade Specify the employee’s trade for entered hours, when the employee has qualifications for more than one trade. NOTE: If an employee does work related to two different trades on a same day, two time entries indicating the number of hours dedicated to each trade are required. The Trade field is only displayed if the time entry is done for a single employee. Activity* Indicate the activity associated to the time entry in relation with the selected project. NOTE: If an employee does work related to two different activities on a same day, two time entries indicating the number of hours dedicated to each activity are required. Additionally, if the journal entry is created for a single employee, maestro*MOBILE will default to either the activity listed in the employee’s file or the one specified in the equipment file. Expense Group Allows the user entering their timesheet to change the expense group. By default, the displayed expense group is the one we find in the employee file but it can be changed if needed. Shift Specify the shift during which the entered time was performed, if required. NOTE: Maestro*MOBILE defaults to the first shift indicated in maestro*. Start Time Allows a user to indicate at what time work started. The end time will automatically be deduced, as soon as the single, half, or double rate time has been entered. Time* Indicate if the worked hours are Regular, Overtime or Double. Press on the - and + icons to add 15-minute increments or use the drop-down menu. Day(s) Specify the day of the week for which hours are entered. NOTE: The Mon-Fri label allows users to enter time for an entire week at the time. Equipment Section NOTE: This section is only displayed if the time entry is done for a single employee. Equipment Select equipment other than those linked to the employee which appear under his name, at the top of the page. NOTE: Most often, these are special equipment; time corresponding to the employee’s worked time is automatically added to the equipment. When time entries are done by the team leader, the Equipment section is only displayed if the entry is performed for one employee. It is not possible to select an inactive equipment. Activity* Specify the activity related to the equipment’s operating hours. Comment Add any relevant comment pertaining to the operation of the selected equipment. NOTE: Predefined sentences can be used.

BONUS Option on the Add Hours Page Field Used to Project* Indicate the project to which the employee and the bonus are associated. Bonus* Select which bonus to add. Activity* Specify the activity to which the bonus is linked. Quantity* Enter the bonus’s quantity, based on its nature. Unit Display the maestro* measuring unit of the selected bonus. Day(s) Indicate the day of the week for which the bonus is entered. NOTE: The Mon-Fri label allows users to enter a bonus for an entire week, without selecting a specific day. Comment Add any relevant comment pertaining to the bonus. NOTE: Predefined sentences can be used.

9. Press the Save button.
10. If needed, select the other option (Time or Bonus) or another employee to make all the required entries.
11. Press the Save button.

 

Complete a Timesheet

This is the final step in the time entry process; it informs the team leader that a timesheet is ready for approval.

1. In the Timesheets page, check the date displayed after the Start Date of the Week: heading to ensure it is the appropriate week.
2. Press the Hour Summary button.
3. Confirm the selected entry mode is Per employee.
4. Press the name of the employee or an entry to view saved data details.

Modifying Entries Time entries can be modified in maestro*MOBILE as long as they have not been completed, even if they appear in the Previous timesheets page. To modify a timesheet, press on the corresponding employee/day entry, make the changes, then save the page’s data.

5. Press the Approve button.
   The following confirmation message is displayed: “Once approved, you will not be allowed to modify these timesheets. Do you want to continue?”
6. Press Yes. The user returns to the Timesheets page.

The data displayed on the Hour Summary page then becomes read-only and can no longer be modified by the employee. Only the team leader will have that possibility.

 

Approve Timesheets

1. In the Timesheets page, check the date displayed after the Start Date of the Week: heading to ensure it is the appropriate week.
2. Press the Hour Summary button.
3. Review the worked hours per employee or per day and modify them if needed, remembering to save any changes.

Modifying Entries Time entries can be modified by the team leader as long as he has not approved them. After he does, it is impossible to add hours or that week. To modify a timesheet, press on the corresponding employee/day entry, make the changes, then save the page’s data.

4. Once all the information has been validated, select the Per employee entry mode.
5. Press either the Select All button or the icon (checkmark) preceding an employee’s name.
6. Press the Approve button.
   Maestro*MOBILE displays the following confirmation message: “Once approved, you will not be allowed to modify these timesheets. Do you want to continue?”
7. Press Yes. The user automatically returns to the Timesheets page.

Once approved: Timesheets are transferred to maestro*. In maestro*MOBILE, approved timesheets can no longer be modified; they can, however, be displayed using the Previous option until a new week’s timesheets are completed or approved. In a nutshell, it is only possible to view the current and previous weeks’ timesheets. The date displayed next to the Start Date of the Week: in the Ongoing option changes to the following week’s. Note that employees are not notified if changes are made to their timesheets by the team leader or in maestro*. Additionally, an employee looking at his timesheets in maestro*MOBILE will always see the information he entered, even if it was later modified. Multidimensional Mode Specific Note A team leader can approve timesheets of employees under his responsibility, regardless of the company prefix used.

 

See Also

• Timesheets Interface
• Timesheets Interface Icons

 

Last modification: novembre 12, 2024