Copyright: © Ian Needs


Help Contents

Setting up the System


Setting up the System

Defining your Reference Tables

Specifying Nominal Codes

The System Calendar

Creating Logins

Setting Restrictions


Defining your Reference Tables

The system has a data repository, referred to as the reference tables which form a core information store.  Reference Tables are organised into categories with each category having its own reference table.  These reference tables contain multiple records, one for each entity in the category.

A record holds information that describes the entity and is identified by a user defined code, unique to the category.

Using a central repository not only avoids duplication of data, but provides users with familiar data for entry purposes and great flexibility when reporting.

Projects, Resources, Charge Codes and Expense Types are just four of the categories (reference tables) used by the system.

There are also a number of Common Procedures you will use when you are setting up Reference tables.

See "Defining you Reference Tables - Common Procedures" for more information.

Related Topics

Activity Reference Table

Cost Reference Table.

Charge Rate Reference Table

Client Reference Table

Project Reference Table

Resource Reference Table

Skills Reference Table

Expense Type Reference Table

Common Procedures


Activity Reference Table

An Activity refers to the actual work being carried out by a resource.  This can be anything from photocopying through to designing an advert; in addition, activities can be described in broad terms, such as training and development.

Furthermore, activities do not necessarily have to belong to a single project.  How you choose to define your activities is up to you and may depend on many factors including how many different projects your organisation is handling and the level of detail you wish to manage.

All of the details about the activity you wish to create can be entered using this screen.

Activity Code

Each new activity entered into the system requires a code to be assigned to it.  The code is used to uniquely identify it from all other activities.

Each code can be upto 20 characters and it is worth ensuring that the code is relevant to the record it represents so that users can clearly understand the underlying record from its code alone.  For example, if you have a lot of development activities do not code them DEVELOP1, DEVELOP2 and so on; as confusion can easily occur when users are entering information into the system

If necessary, to provide additional information about the Activity you can provide it with an  Activity Reference Table.

Active

The Active check box is used throughout the system to flag whether a record is active or inactive.  As it is not possible to delete records that are being referenced by other data in the system, pick lists may become cluttered with records, which are no longer used.

Flagging records as inactive (a blank check box) results in them no longer appearing in the active list when selecting records.  Reducing the number of codes available to the user and therefore the room for error.

Alternatively, records can be set up in advance as inactive then changed to Active when appropriate – this is a good way to ensure that activities are not overlooked.

Activity Description

Each Activity can be given a description of up to 70 characters.  A description can be used to provide additional information about a record to distinguish it from any other similar ones; it is not a required field so if the records code provides sufficient information you can ignore this field.  However it is recommended that you complete this field for future reference.

Never Chargeable

It is assumed that the chargeable status of an activity will be defined by the project that it is assigned to, therefore, the default setting for Never Chargeable is blank.  However, you may have some overhead activities that will never be charged out to a client regardless of the chargeable status of the project and you will need to mark them as Never Chargeable.  For example, you may set up activities that represent travel time or meetings that will never be chargeable to a client.

To define an Activity as Never Chargeable (or normal):

Click the Never Chargeable check box until a cross appears (or disappears).

Custom Fields

Custom fields can be assigned to any activity; these can be anything from the project or client to which it belongs through to the area of your organisation responsible for its completion.  These fields can be used later for selecting information - for example, if you have assigned the title Research & Development to one of the Custom Fields you can compile a report isolating all of the information relating to Research & Development.

To enter a Custom Label click in the relevant Custom text box and type in your label text.

Activity Restrictions

To the right of the Activity Maintenance Dialog, a series of tabbed panels are available to set up your activity restrictions.  The system administrator is able to define these restrictions so that users can only access certain information from the reference tables.

From within the Activity Maintenance Dialog you can define which Resources and Projects can be assigned to this activity.

Note

It is strongly advised that all your reference tables have been established before you set up any restrictions.

Resource Restrictions Tab

The Resource Restrictions tab in the Activity Maintenance Dialog is used to define valid resources for the current activity.

No Resource Restrictions

When the No Resource Restrictions check box is checked,  no resource restrictions apply to the activity and it will be available to all resources set up in the system (it is a Global item).  The check in the No Resource Restrictions check box identifies the activity as global for resources.

Globals

This option button enables you to view all Resources entered into the system that are global for activities.  These are resources with no activity restrictions meaning they are available to all activities irrespective of any activity restrictions.

Select

The Select button is used to define which resources are valid for the current activity.

For further Information see Selecting Restrictions

Copy From

The copy from button allows you to copy the Resource Restrictions from one activity to another.

For further information see Copying Restrictions

Project Restrictions Tab

The Project Restrictions tab in the Activity Maintenance Dialog is used to define valid projects for the current activity.

No Project Restrictions

Like Resources, when the No Project Restrictions check box is checked, no project restrictions apply to the activity and it will be available to all projects.

Globals

This option button enables you to view all of the Global Projects entered into the system.  These are projects with no activity restrictions, meaning they are available to all activities.

Select

The Select button is used to define which projects are assigned to this activity.

For further Information see Selecting Restrictions

Copy From

This button is used to copy the Project restriction settings from another activity to this one.

For further information see Copying Restrictions


Cost Reference Table.

All work entered will automatically carry a cost.  However, there are a number of activities which cannot be coded to projects or overheads - these could include Annual, Local and Bank Holidays; Maternity leave; Sickness and Unpaid leave; by setting up relevant codes you can calculate the cost of this idle time.

Code

Each Cost rate must be given a code of upto 20 characters long

Description

Each Cost rate can be given a description to help describe it.

Rate

The rate text box allows you to enter a value for the cost per unit of time.  Click in the Rate text box and type in the appropriate amount.

Resource Restrictions Tab

The Resource Restrictions tab allows you to select which resources are valid for this cost rate.

No Resource Restrictions

If the No Resource Restrictions check box is checked. No resource restrictions will apply to this cost rate and it will be available to all resources present on the system (it is a Global item).  If you wish to impose resource restrictions for this cost rate click the No Resource Restrictions check box until the tick disappears.

Globals

This option button enables you to view all of the Global Resources with respect to cost present on the system.  These are resources with no cost restrictions meaning they are available to all cost rates irrespective of any cost rate restrictions.

Cost Restrictions

By selecting this option button you can view a list of all Resources assigned to this cost rate.  Global Resources are identified by the word Global in the final column.

Select

The Select button is used to define which resources are assigned to this cost rate.

For further Information see Selecting Restrictions

Copy From

The Copy From button is used to copy the resource restrictions of one cost rate to the selected cost rate

For further information see Copying Restrictions


Charge Rate Reference Table

The Charge Rate Reference Table is used to define the charge rates per unit of time for resources.  A single charge rate may also be set up to represent a group of resources, for example, a standard charge rate may be applied to all technical writers with another applied to all senior project managers.  The charge will usually be different to the cost of a resource (normally higher) - allowing this reference table to be used as a price list for determining the amounts to be charged to a client.

Charge rates can also be used to store special one-off rates applicable to a particular client or project.  For example, if your organisation handles interdepartmental charging you may even have a charge rate that is lower than the cost.  In addition, non-productive work can be assigned to a zero charge rate if required.

This screen allows you to define whether the charge is active or inactive, to specify a code and a description and to input a rate per unit of time.

Rate

Type the required Charge Rate directly into the Rate text box.

Resource Restrictions Tab

The Resource Restrictions Tab allows you to specify which resources are valid for the current charge rate.

No Resource Restrictions

When the No Resource Restrictions check box is checked, no resource restrictions apply to this charge rate and it will be available to all resources present on the system (it is a Global item).  If you wish to impose resource restrictions for this charge rate you will need to remove the check from the No Resource Restrictions check box.

Globals

This option button enables you to view all of the Global Resources with respect to charges present on the system.  These are resources with no charge restrictions meaning they are available to all charge rates irrespective of any charge restrictions you assign.

Charge Restrictions

By selecting this option button you can view a list of all of the Resources valid against this charge rate.  Global Resources are identified by the word Global in the final column.

Select

The Select button is used to define which resources are valid against this charge rate.

For further Information see Selecting Restrictions

Copy From

The Copy From button is used to copy the resource restrictions of one charge rate to the selected charge rate.

For further information see Copying Restrictions


Client Reference Table

Use the Client Maintenance Dialog to establish a list of clients for whom you undertake work.  It is worth remembering that clients can be internal as well as external.  This means that clients can be set up as general customers, customers involved in specific projects or different departments within your own organisation (for internal work) - in other words, any organisation receiving a service from a resource.  Every Project needs to be owned by a Client, however, a Client may own more than one project.  This means for example, that if you are tracking internal work, you will need to set up your own organisation as a client.

Client Code

Each client requires a code to be assigned to it.  The code is used to uniquely identify it from all other clients.

Each code can be upto 20 characters and it is worth ensuring that the code is relevant to the record it represents so that users can clearly understand the underlying record.

Client Name, Address, Telephone and Fax Fields

These fields are used to define information about a client.  Simply click in the relevant text box and enter the information for the clients address, telephone and fax number.

Custom Fields

Custom Fields can be used for selecting information.  For example, you could use these fields to group related customers together - if you defined Custom 1 as Type, you could identify each Client as Internal or External allowing you to select reports showing only the work undertaken for clients outside your own organisation.

Account No.

Each Client can be given an account number of up to 30 characters that will be displayed on all invoices generated for this client.  This account number can be based upon any existing codes that your organisation may already have defined - possibly in the general accounts system.

Client Invoice Address

These fields are used to define the invoicing address of the client if it differs from the contact address.

Copy From

Should the invoice and contact address be the same you can use the Copy From button to copy the contact address into the invoice address fields.

Payment Terms

This field allows you to specify any payment terms that will appear on invoices generated for the client.

Pass Expenses VAT to Client

This field allows clients to be identified as internal or external for the purpose of charging expenses.  Internal clients are charged the net cost of the expense with VAT at 0% (pass VAT to client is unchecked), whereas external clients will be charged the net cost of the expense plus VAT at the clients default VAT rate.

VAT

Specify the appropriate VAT rate for the client in this field

Client Contact Details

In addition to the general address details, you can specify the person within a client organisation who is responsible for dealing with invoices as well as other contacts for particular issues that you may wish to discuss.

To enter a Contact click Add.  A simple data entry screen appears.  Type the relevant details into the text boxes for Contact Name, Telephone and Fax.  The additional telephone and fax fields are particularly useful if you deal with large organisations where individuals have direct lines and different departments have their own fax lines.

There is also a Notes section where you may wish to record additional information about the contact, for example their job title or area of responsibility.

Invoice Contact

You can specify if the contact being entered is the person responsible for invoices.  To do this check the Invoice Contact check box until it is selected.

Notes:

You can only have one Invoice contact per client - this means that if the contact changes you can either create a new Invoice Contact as before or amend another contact's details to make them the Invoice Contact.

The Invoice Contact's name and telephone number will appear on Invoices to this client - this means that even if the Invoice Contact telephone number is the same as the one already entered in your client details, you should ensure that this field is completed as well.


Project Reference Table

A project can be just about anything - a traditional project, such as contract work or new product development with a set timeframe, or possibly a departmental function such as Administration or  Sales which is ongoing.

Code

Each Project must be given a code of upto 20 characters. It is worth ensuring that the code is relevant to the Project that it is representing so that you and other users can clearly understand the underlying Project from its code alone.  To enter a Code click in the Code text box and type in your new code.

Active

In the top right of the Project maintenance screen is a check box labelled Active.  Projects default to Active – this means that the Project is current and available throughout the system.  To make a Project Inactive, you can deselect this option.  By flagging a Project as Inactive you can ensure projects that are completed are no longer included in look up tables.

Alternatively, you can use this facility to set up future projects ahead of time and then change them to active when appropriate.

To set a Project as Inactive (or Active) click the Active check box until the check disappears (or appears).

Description

Each Project can be given a Description of up to 70 characters.  This description is used to provide additional information about the Project to distinguish it from other similar Projects, such as a different phase of a master project (see Project Hierarchy for further details).  This is not a required field so if you think the Project Code provides a significant description you can ignore this field.

To add a description click in the Description text box and type your explanatory description.

Client

You are required to specify a client for whom this project is being undertaken. To select the client for this project, either, type in the relevant client code if you know it or use the picklist to select the appropriate client.

Chargeable Project

This option allows you to specify whether the project is being charged to a client, either internal or external.  If it is not selected, the work covered is not charged to anyone and no charge information will be available.  This may be the case for holidays or internal work such as administration.  To specify a Project as chargeable click the option button until it is selected.  Once the option button is selected you will have the option to specify the project as fixed price or to override the resource charge rate.

Fixed Price

Some Projects that you will enter into the system may be fixed in value. To specify a Project as Fixed Price click the Fixed Price check box until a check appears.  You will notice that two new fields appear.

Total Charge

When a project is fixed in price, a total value can be specified.  This relates to the Total Amount that will be charged to a client.  Type the total charge directly into the text box.  The system will now use this fixed price value before any other charge information.

Amount to Invoice

The amount to invoice text box allows you to specify how much of the fixed price value you wish to invoice.  Simply, click in the Amount to Invoice text box and type the value.  The next time an invoice is created for this project, the amount to invoice will be included.  Once the invoice has been posted, the amount to invoice will be reset to zero and the figure in the invoiced panel will be incremented to show the new amount invoiced so far.

Override Resource Charge Rate

When calculating the value of work performed the cost and charge rate of the resource that carried out the work is automatically picked up by the system.  If required, it is possible to override this behaviour allowing a different charge rate to be applied altogether.  Check the Override Resource Charge Rate check box until it is selected.  The charge rate text box will appear.

Charge Rate

Either, type the code of the required charge rate directly into the text box or use the pick list to select the correct code.

Start and End Dates

You can use these fields to specify a Start date and/or an End Date for the project if it is required or appropriate. Not all projects will have specific dates or timeframes, some may be ongoing.  To define a date, either, type your required date directly into the Start Date and/or End Date text box as appropriate or use the calendar to select the date.

Custom Fields

Custom fields can be used for selecting information.  For example, you could use these fields to group related projects together - if you specified Custom 1 as Status, projects can be set as Unapproved, On-going and so on, allowing you to only extract information about ongoing projects.

Notes

This section provides you with room to include some explanatory notes that may offer a little more information about the project itself - perhaps other companies involved, legal requirements or reference to previous projects of a similar nature that have been successfully completed.

Project Restrictions

To the right of the Project Maintenance Dialog there are a series of tabbed panels that allow you to define further information about the project and to set up restrictions.

Projects Skill Requirements Tab.

To assign skills to a project click the Skills tab so that the skills panel is displayed.  If you have already assigned skills to this project a list of these skills will be displayed.

Select

To add or amend skills assigned to this project click Select, the Skills assigned to Project Dialog is displayed.  You can use this dialog to assign skills to the current project.

For further information on the process required to assign skills see Selection Dialogs

Copy From

Use the Copy From button to copy the skills requirements from an existing project to this project.

For further information see Copying Restrictions

Project Hierarchy Tab

The Project Hierarchy tab allows you to specify whether the current project is a sub project of a master project.  For example, a sub project may be a different phase of a master project.

To define the Project Hierarchy, click the Project Hierarchy tab.  A list of all projects that are sub projects of the current project are displayed.  This panel can now be used to assign the current project to a master project.  To do this, either, type the code of the project in the Master Projects text box or use the pick list to select the appropriate Master Project.

Resource Restrictions Tab

The Resource restrictions tab in the Project Maintenance Dialog is used to define valid resources for the current project

No Resource Restrictions

If the No Resource Restrictions check box is checked, this means that no resource restrictions apply to this project and it will be available to all resources present on the system (as a Global item).  If you wish to impose resource restrictions for this activity click the Resource Restrictions check box until the check disappears.

Globals

This option button enables you to view all of the Global Resources with respect to projects present on the system.  These are resources with no project restrictions, meaning they are available to all projects irrespective of any resource restrictions defined for this project.

Project Restrictions

When this option button is selected a list of all Resources assigned to this project will appear. Global Resources are identified by the word Global in the final column.

Select

The Select button is used to define which resources are valid against this project.

For further Information see Selecting Restrictions

Copy From

The copy from button allows you to copy the Resource Restrictions from one project to another.

For further information see Copying Restrictions

Activity Restrictions Tab

The Activity Restrictions Tab allows you to specify valid Activities for the current Project.

No Activity Restrictions

When the No Activity Restrictions check box is checked, no activity restrictions apply to the project and it will be available to all activities as a global item.

Globals

This option button enables you to view all of the Global Activities with respect to projects present on the system.  These are activities with no project restrictions meaning they are available to all projects.

Project Restrictions

Selecting this option button displays a list of all activities valid against this project.  Global activities are identified by the word Global in the final column.

Select

The select button is used to select which activities are assigned to this project.

For further Information see Selecting Restrictions

Copy From

The Copy from button is used to copy the activity restrictions of an existing project to the current project.

For further information see Copying Restrictions


Resource Reference Table

A resource can be anything that is utilised during the completion of a project or activity – people and machinery are both excellent examples.

Code

Each Resource must be given a code of up to 20 characters.  It is worth ensuring that the Code is relevant to the Resource it represents.  For example, if you have more than one Steve working for your organisation do not code them STEVE1, STEVE2 and so on, as this can cause confusion. For this reason it is worth using initials and surnames for defining codes.

Active

To the right of the Code is a check box labelled Active, New resources automatically default to active – this means that the resource is current and available for scheduling and recording time against.

It is possible to deselect this option to make a resource inactive. By flagging a resource as inactive you can ensure that they are no longer included in look up tables.

Description

Each resource can be given a description to distinguish it from similar resources; it is not a required field so if you feel the code provides sufficient information about the resource you can ignore it.

Cost and Charge Rates

Cost and Charge Rates need to be defined for each resource.  The Cost Rate being the amount that the resource costs your organisation and the Charge Rate being the amount that you charge your client for the use of the resource per unit of time.

Notice that two options are given for each so that you can define both Standard and Overtime rates for each.  This allows you to reflect work costs far more realistically.  If overtime costs are not applicable to a particular resource then the Overtime rate should be the same as the Standard rate.

Note:

Both a Cost Rate and a Charge Rate are required for a resource.  This means that even if the resource is not charged out to a client at a higher rate than its cost, you will still need to set up a Charge rate that is equivalent to the Cost rate.

The methods for entering the various rates are identical.  For example, to enter a Standard Cost rate:

Select the Standard Cost Rate text box and either type in the relevant Cost code if you know it or use the pick list to select the appropriate rate.

Repeat this procedure to define the Overtime Cost Rate and the Standard and Overtime Charge Rates for this resource.

Email Address and Telephone Number

These two fields allow you to define a telephone number and email address for the resource.  These can then be used as contact information throughout the system.

To add an Email Address or Telephone Number click in the relevant text box and type in the information.

Custom Fields

Custom fields are used for selecting information.  For example, you could use these fields to group related resources together - if you specified Custom 1 as Department you could select information about resources within a particular department.

Additional Settings and Restrictions

The system administrator is able to define a series of additional settings and restrictions so that resources can only access certain information from your reference tables. To the right of the Resource details is a series of tabbed panels which enable the supervisor (or any user with the appropriate access privileges) to specify Default and Skill settings along with the Project, Activity, Cost and Charge Restrictions for the current resource.

Defaults Tab

The Defaults panel is used to provide the system with instructions to select a particular option unless the user specifies otherwise.  To specify a resource's default settings, click on the tab labelled Defaults so that the Defaults panel appears.

Default Project and Activity

A Default Project and Activity can be defined for each resource; this should be the project/activity that the resource will work on most often.

Setting up a Default Project and a Default Activity will not restrict the resource to working only on a particular project and activity - it is merely a time saving option.

When a resource enters information into the system, the project and activity will automatically default to the value set in this panel.

If the default option is not appropriate at that time, another activity or project can be selected in the usual way.

Specify your default project and activity, if required, in the usual way.

Display Grid

This field is used to specify whether the system will default to show the activities that a resource is working on or the projects when information is being displayed in a Grid format.  This should reflect how the resource would usually work.

The Activity option is designed for resources that primarily perform multiple activities on a single project.

The Project option is for use by resources that primarily perform a single activity on multiple projects.

For example, if the Display Grid option is set to Project...

Then the projects for which this resource works are listed down the left hand side of the grid.  You will be able to see the activity for each entry but this will be displayed in the bottom panel when an entry is selected.

Day Length

Each Resource must be given a standard Day Length.  Depending on your system settings this will be entered in either hours or days.  For example, if your organisation schedules work by hours, you may enter the standard day length as 8 hours, whereas, if you schedule work in days you would enter the standard day length as 1.

To enter the Standard Day Length, click in the Day Length text box and type in the relevant number.

Approval of Timesheets and Expenses

We have already encountered these Approval options in the System Defaults dialog.  The difference between the two is that the settings you define in the System Defaults dialog apply as a default to all future resources created, whereas the options set in the Resource Maintenance dialog only apply to that particular resource.

The default setting is picked up from the System Defaults dialog.

Auto-Approve, when selected, means that timesheets or expenses are automatically approved as soon as they are entered into the system; there is no requirement for them to be checked or signed off by anyone else.  If Auto-Approve is not selected, timesheets and expenses must be manually approved for this resource.

Edit Approved, when selected, means that the details of timesheets or expenses that have been approved may be amended or deleted at a later date.  This option should always be selected if the Auto-Approve option is enabled otherwise it is never possible for a resource to amend or delete an item once entered.

Project Restrictions Tab

The Project Restrictions tab is used to define which Projects this Resource is valid against throughout the system.

No Project Restriction

When the No Project Restriction check box is checked, no project restrictions apply to the resource and it will be available to all projects.  If you wish impose set project restrictions for this resource, click the No Project Restrictions check box so that it is no longer checked.

Globals

This option button enables you to view all of the Global Projects, with respect to resources present on the system.  As we have already explained, these are projects with no resource restrictions meaning they are available to all resources irrespective of the resource's project restrictions.

Resource Restrictions

By selecting this option button a list of all projects assigned to this resource will appear. Global projects are identified by the word Global in the final column.

Select

The Select button is used to define which projects are valid against this resource.

For further Information see Selecting Restrictions

Copy From

The Copy From button is used to copy the project restrictions of another resource to the current resource

For further information see Copying Restrictions

Activity Restrictions Tab

The Activity restrictions tab is used to define which activities are valid for this resource.

No Activity Restrictions

When the No Activity Restrictions check box is checked, no activity restrictions apply to the resource and it will be valid against all activities.  If you wish to impose activity restrictions for the resource, click the No Activity Restrictions check box so that it is no longer checked.

Globals

This option button enables you to view all of the Activities that are global with respect to resources present on the system.  As we have already explained, these are activities with no resource restrictions, meaning they are available to all resources.

Resource Restrictions

By selecting this option button a list of all activities valid against this resource will be displayed.  Global activities are identified by the word Global in the final column.

Select

The Select button is used to define which activities are valid against this resource.

For further Information see Selecting Restrictions

Copy from

The Copy From button is used to copy the activity restrictions from one resource to the current resource

For further information see Copying Restrictions

Cost Restrictions Tab

The Cost Restrictions Tab is used to define which cost rates are valid against the selected resource

No Cost Restrictions

If the No Cost Restrictions check box is checked, no cost restrictions apply to the resource and it will be valid with all cost rates.  If you wish to impose cost restrictions for the resource, click the No Cost Restrictions check box so that the check disappears.

Globals

This option button enables you to view all of the Costs that are global with respect to resources present on the system.  As we have already explained, these are costs with no resource restrictions, meaning they are available to all resources.

Resource Restrictions

By selecting this option button a list of all costs valid against this resource will be displayed.  Global costs are identified by the word Global in the final column.

Select

The Select button is used to define which costs are valid against this resource.

For further Information see Selecting Restrictions

Copy From

The Copy From button is used to copy the cost restrictions of a resource to the current resource

For further information see Copying Restrictions

Charge Restrictions Tab

The Charge Restrictions Tab is used to specify which charge rates are valid for the current

No Charge Restriction

When the No Charge Restriction check box is checked, no charge restrictions apply to the resource and it will be valid with all charges.  If you wish to impose charge restrictions for the resource, click the No Charge Restriction check box so that, it is no longer selected.

Globals

This option button enables you to view all of the Global Charge Rates with respect to resources present on the system.  As we have already explained, these are charge rates with no resource restriction, meaning they are available to all resources.

Resource Restrictions

By selecting this option button, a list of all charges valid against this resource will be displayed.  Global charges are identified by the word Global in the final column.

Select

The Select button is used to define which charges are assigned to this resource.

For further Information see Selecting Restrictions

Copy From

The Copy From button allows you to copy the charge restrictions from one resource to the current resource.

For further information see Copying Restrictions

Resource Skills Tab

The Skills panel in the Resource Maintenance Dialog is used for assigning a set of skills to a resource.

For more information on how to assign skills see common procedures -  Selection Dialogs

Select

The Select button is used to open the Assign Skills to Resource dialog.  From within this dialog you can specify which skills can be attributed to the Resource together with the level of skill.  See Common Procedures for further information on how to assign these skills.

Copy From

The Copy From button can be used to copy the skills possessed by an existing Resource to the current Resource.

For further information see Copying Restrictions


Skills Reference Table

The skills reference table stores a list of all of the skills that can be assigned to a resource or project.  A Skill can be anything from a computer package you have used to an item of equipment that you have been trained on.  Generally a skill will be an attribute of a resource that is required for the completion of a project,  for example,  a programmer may posses skills such Visual Basic, or a graphic designer may possess CAD skills.

Active

When you create a skill you will notice that it is flagged as Active, this means it is current and available throughout the system.  You can deselect this option to make the skill inactive.  Flagging a skill as inactive is useful if you are setting up future skills ahead of time – this is a good way of ensuring skills are not overlooked.

Code

Each skill can be given a code of up to 20 characters.  This code should be relevant to the skill it represents so that you, and other users can easily identify it by its code alone.

Description

A description can be provided for each Skill.  Descriptions can be up to 70 characters in length and provide additional information about the skill which is not apparent from its code.  If your code provides sufficient information about the Skill then the description is not a required field.  However, it is always useful to provide a description for future reference or to help other users identify the Skill.


Expense Type Reference Table

Much of the work tracked by Timesheet Expert will be chargeable to a client.  Chargeable work will often incur expenses, which can cover a wide variety of charges.  If your organisation already has a set of expense types defined you can apply the same definitions in Timesheet Expert.  Otherwise, you need to think of everything that can be regarded as expenses - accommodation, entertainment, mileage, printing/photocopying and so on - and set up your expense types to define each.

Code

Each Expense type must be given a code of upto 20 characters.  This code should be relevant to the expense type it represents so that you and other users can easily identify it by its code alone.

Description

A description can be provided for each Expense Type.  Descriptions can be upto 70 characters in length and provide additional information about the Expense Type that is not apparent from its code.  If your code provides sufficient information about the Expense Type then the description is not a required field.  However, it is always useful entering a description for future reference or to help other users identify the Expense Type.


Common Procedures

As you begin to set up your reference tables you will notice that there are a number of procedures that you will commonly use.  These include picklists, selection dialogs and toolbars.

Related Topics

Pick Lists

Selection Dialogs

Setup Toolbar


Pick Lists

Whenever you are presented with a picklist, in most cases you will be able to Add a reference table record, Amend a reference table record or Delete a reference table record.  To Add a record click the Add Button.  To Amend a record, select it using your and click the Amend button, you can also double click on a record to amend it.  To Delete a record select it with your mouse and click the delete button.


Selection Dialogs

Once a Select button has been pressed a selection dialog will appear.  You can use these dialogs to make assignments.  The table on the left displays items which are available for assignment whereas the table on the right displays all items which have been assigned.

In the example displayed the dialog is used to assign available skills to a project.

To assign available items you can simply drag them between tables using your mouse or use the buttons provided to move selected items.


Setup Toolbar

You can use the Setup toolbar to access various setup options.


Specifying Nominal Codes

Nominal Codes allow sections of an invoice to be subdivided for the purposes of accounting.  These can be based upon codes used by general accounting systems to ensure that charges and expenses are easily integrated into corporate accounting systems.

You can define the default Nominal Codes for both timesheet and expense entries on an invoice.

If you do not have an existing system in place, it is worth spending some time thinking about the numbering system before you start and leaving yourself room to add extra items later within the framework you have set up.  For example, if you have identified 40 items that can be classified as Overheads then it is sensible to ensure that having used 0001 to 0040 you leave 0041 to 0050 blank.  In this way, it is simple to come in and add additional overhead items within the same code range at a later time.

Related Topics

Setting up a Nominal Code


Setting up a Nominal Code

To add a nominal code, select Nominal Code from the Setup menu or click the Setup Nominal Code icon in the Setup Toolbar

This screen allows you to define a code and description for the nominal code and to specify whether it is active or inactive.

In addition, you can specify whether this nominal code should be the default code for all timesheets or all expenses.  If a code is defined as the default code, all timesheets and/or expenses (depending on the option specified) will be matched to this code when they are invoiced.

To set a nominal code as the default code to be used for all timesheets (or expenses):

Click the Default Timesheet (Default Expense) Nominal Code check box until a tick appears.

If at a later date you wish to change your default code you can do so without affecting any of the timesheets that have already been invoiced.  To do this:

Choose the new nominal code you wish to have as default and click Amend.

Click the relevant box as described above to remove the check.

If  you have assigned the code Default Timesheet (or Expense) status, and another code currently has the status a message appears asking you if you are sure that you want to transfer the default status to the new code since only one nominal code may be the timesheet or expense default at any one time.


The System Calendar

The system calendar enables you to specify days as non-working for all resources.  For most organisations these will be weekends and bank holidays.  However, whatever the situation, it is important that you define days as non-working if they effect all of the resources entered into the system.  Any days set as none working are global, they will effect all resources.

Related Topics

Using the System Calendar


Using the System Calendar

Setting up Non Working Days

Non Working Days can be specified by either using the calendar or by using the select deselect range tool, or a combination of both.  Either way the process for specifying Non Working Days is a very simple one.

Using the Calendar

When you open the Modify System Calendar Dialog the calendar in the top right corner will display the current Month with today's date highlighted.  The calendar is a very useful tool for specifying individual days as Non Working.  A series of buttons are available to help you navigate through the calendar.

You can use these buttons to move through the calendar and locate the dates you wish to specify as Non Working.

When you have found the date you require double click on it using your mouse.  The date will appear in the Non Working Day's list (Grey entries represent weekend days whereas red entries represent week days). Non Working Days are highlighted in the calendar with a Grey background.  Once you have assigned a date to the Non Working Days List you can assign a description to it.  Simply, click in the description field of the Non Working Days List and type your Description.

This process can be repeated to define any number of days as non-working.

Using the Select/Deselect Range Tool

In the lower right corner of the Modify System Calendar dialog a series of options are available to enable multiple days from within a specific date range can be defined as Non-working.

From and To Dates

Enter the date range in which you will specify days as non-working.  Either type the date you require directly into the text box or use the tool provided.

Days

To the left of the To & From dates is a series of check boxes which allow you to specify which days will be defined as Non-working within the date range that you have selected.  Each check box corresponds to a different day of the week.  To define a day as Non-working throughout the selected Date Range.  Click the relevant check box.  Repeat this process until all the days you wish to set as Non Working are selected.

Non Working Button

Once you have selected the date range and the days to be included as non-working.  Click the Non-working button.  A message will appear asking you to confirm whether you want to add the specified days within the date range to the Non Working Days List.

The non-working days you have defined will be added to the Non-working Days List.

Removing Non Working Days

In the same way that we defined days as non-working we can use the Modify System Calendar Dialog to specify days as working.  Generally, you will only specify a day as working when you need to remove it form the Non-working days list.  This is because unless you have specified a day as Non Working the Default setting for the system is that all days are working.

Two methods are available for setting days as working.  Using the calendar and using the deselect range tool.

Using the Calendar

You can use the calendar to remove Non Working days from the list.  To do this, use the buttons provided to move through the calendar to locate the date you wish to redefine as working (This date will be easily identified by its light Grey highlight).  To set the date as working, Double click the date until it is no longer highlighted.

Using the Deselect Range Tool

We can use the Deselect Range function to remove dates from the Non-working days list.  In the same way that we added dates to the list we can remove them.  To do this:

Select the From and To dates.  Select the days you wish to remove and click the Working button.  A message will appear asking you if you wish to remove the selected days within the specified date range from the list.  If you wish to remove your selection:

Click Yes

The Non-working days list will be updated.


Creating Logins

Setting Up Login Templates

Setting Up Logins

Selecting Permissions


Setting Up Login Templates

Logins refer to any individual who requires access to the system.  When a login is created it must be assigned a Login Template.  A Login Template is a set of access restrictions that are applied to a Login to define what they can see and do when they are using the system.  More than one login can share the same login template.

Although the system offers a series of example login templates it is important to understand how to create different templates as you will have many different logins set up in the system requiring different access privileges.  Login Templates also directly effect what permission settings can be applied to a Login.

Template Code

Each Login Template must be given a code of up to 20 characters.  It is worth ensuring that the Code is relevant to the type of access that it allows so that you can clearly understand the underlying template from its code alone.  When you are setting up your Logins, confusion could easily occur resulting in greater access privileges accidentally being given to the wrong people.  For example, if you create a template for management that allows Logins to simply view all information you might code it as MGMTVIEW.  Alternatively, a template allowing Logins full access to their own timesheets might be called LOGIN while another giving accounts personnel access to all costs, charges and invoices could be ACCTS.

Description

Each Login template can have a description of up to 70 characters.  A description can be used to provide additional information about the template to distinguish it from other similar ones; it is not a required field so if you have only a few templates or you feel the Code provides sufficient description you can ignore this field.

Active

In the top right of the screen is a check box labelled Active.  As you can see, new templates default to Active - this means that this template is current and available to be applied to Logins as they are created.

You can deselect this option to make a template inactive.  In this way you can ensure that templates that are not required any longer can be excluded rather than deleted, in case they are  required again at a later date.  Alternatively, you can use this facility to set up future templates ahead of time and then change them to Active when appropriate - this is a good way to ensure that they are not overlooked.

To render a Login Template inactive (or active) click the Active check box until the cross disappears (or appears).

Having established an appropriate name for this template and defined whether it is available to be used, let's turn our attention to the access privileges that are available.

You will notice that some options are defined by using option buttons and some by check boxes.  If an option has to be chosen by using an option button, it means that one and only one of the available choices must be selected whereas check boxes allow multiple selections to be made.  In addition, all check boxes in a group may be blank.

Chargeable Timesheets

The first option available deals with the Chargeable flag on timesheets.  A chargeable timesheet will contain charge information and be invoiceable to a client.

By default, timesheets will pick up their chargeable/non-chargeable flag from the setting defined in the Project and Activity reference tables.  Of these two, the Activity setting will take precedence over Project which means that if an activity on a chargeable project is defined as Never Chargeable, the timesheet will be flagged as non chargeable.  As you can see, there are Three options available:

None

If this is selected, the Chargeable flag will not be visible in timesheets, although it will still be set and may by viewed by another login with the appropriate privileges.

View

If this is selected, a Login based on this template can view the Chargeable flag on timesheets but will not be able to alter it.

Change

If this is selected, a Login based on this template is able to view and alter the Chargeable flag on timesheets.  The default Chargeable settings can therefore be overwritten on an individual timesheet basis

The default setting is None - to select an alternate setting click the option button next to the setting  you require.

A black dot appears to indicate which option is selected.

Chargeable Expenses

Chargeable expenses are expenses that, having been incurred, may be invoiced to clients.

By default, expenses will pick up their chargeable/non-chargeable flag from the setting defined in the Project reference table.

As with Chargeable Timesheets, there are Three options available:

None

If this option is selected, the Chargeable flag and the charge amounts will not be visible in the Expense View.

View

If this option is selected, any Login based on this template will be able to view, but not alter the Chargeable flag and charge amounts in the Expense View.

Change

If this option is selected, any Login based on this template will have full access to the Chargeable flag and charge amounts in the Expense View.  The default settings can therefore be overwritten on each individual expense meaning that a chargeable expense item could be specified as non-chargeable (or vice versa) and the charge amount altered.

The default setting is None - to select an alternate setting click the option button next to the option you require.

A black dot appears to indicate which option is selected.

Timesheet Cost Access

This option allows you to control who has access to timesheet cost information.  Cost refers to the cost to your organisation of each resource.  Naturally, if no-one in your organisation is concerned with costs you can ignore this section leaving the default setting of None in place.

The default cost code and amount for new timesheet entries is defined by the Standard and Overtime Cost Rates set in the Resource Maintenance dialog.

This time there are Six options available:

None

If selected, this option prevents any Login based on this template from seeing any cost information in the timesheets.  All references to cost codes and amounts are removed.

View Code.

If selected, any Login based on this template is able to view the default Cost Code applied when making a timesheet entry.  However, the Login is not able to see the amount associated with the code or select a different code.

View Code & Amount.

This option allows any Login based on this template to view the Cost Code and Amount when making a timesheet entry.  Once again neither the code nor the amount may be amended.

Change Code.

If selected, any Login based on this template has access to all the active Cost codes that are valid for the Resource for which they are entering timesheets.  In addition, the Login can select a different code to be used when entering information.  The amount associated with the Cost Code is not visible.

Change Code and View Amt.

If selected, any Login based on this template has access to all the active Cost codes that are valid for the Resource for which they are entering timesheets.  In addition, the Login can select a different code to be used when entering timesheets and view the amounts associated with the different codes.

Change Code & Amt.

This option gives any Login based on this template full view and alteration access to all cost codes that are valid for the current Resource when entering timesheets In addition, the Login can select a different code to be used and alter the amounts associated with the different codes.

The default setting is None - to select an alternative click the option button next to the option you require.  A black dot appears to indicate which option is selected.

Timesheet Charge Access

These options allow you to control who has access to timesheet charge information within the system.  Charge information refers to the charge rates, which will usually be different to the costs of resources.  This information is effectively used as a price list for determining the amounts to be invoiced to clients.  Naturally, if no one in your organisation is concerned with charges you can ignore this section leaving the default setting of None in place.

The default charge code and amount for new timesheet entries is defined by the Standard and Overtime Charge Rates set in the Resource Maintenance dialog unless, of course, the Override Resource Charge Rate option is set in the Project Maintenance dialog.

Once again, there are Six options available:

None

If selected, this option prevents any Login based on the template seeing any charge information in the timesheets.  All references to charge codes and amounts within timesheets are removed.

View Code.

If this option is selected, any Login based on this template is able to view the Charge Code applied to a timesheet when making an entry.  However, the Login is not able to see the amount associated with the code or select a different code.

View Code & Amount.

This option allows any Login based on this template to view the Charge Code and Amount when entering timesheets.  Once again neither the code nor the amount may be amended.

Change Code.

If selected, any Login based on this template has access to all the active Charge codes that are valid for the Resource.  In addition, the Login can select a different code to be used when entering timesheets.  The amount associated with the Charge Code is not visible.

Change Code View Amt.

If selected, any Login based on this template has access to all the active Charge codes that are valid for the current Resource.  In addition, the Login can select a different code to be used when entering timesheets and view the amounts associated with the different codes.

Change Code & Amt.

This option gives any Login based on this template full view and alteration access to all Charge codes that are valid for the Resource, for which they are entering timesheets.  In addition, the Login can select a different code to be used and alter the amounts associated with the different codes.

The default setting is None - to select an alternate setting click the option button next to the setting you require.  A black dot appears to indicate which option is selected.

Setup Access

Setup Access controls one of the most important aspects of login template restrictions. Using the Setup Access options, it is possible to grant or deny the facility to create, amend or delete items in the reference tables.  As we mentioned earlier, a reference table refers to the information used to categorise the work and costs entered into Timesheet and Projections.  These reference tables are established at the outset (See Defining your Reference Tables) so that all users of the system can then log their work and charges against a predefined set of data.

As you can see, there are ten options available; these cover the eight timesheet reference tables - Client, Project, Activity, Resource, Cost Rate, Charge Rate, Skill and Expense Type - as well as Nominal Code system calendar, Login Template and Login.

It is advisable to restrict access to as many of these areas as possible to ensure that data remains coherent.  By eliminating the ability of Logins to create miscellaneous codes without authorisation, Logins are compelled to use approved clients, projects, charges and so on; this ensures that a co-ordinated corporate approach can be applied.

The default setting is to allow no access to any of these reference tables.  If you wish to allow access to one (or more)...

Click the appropriate check box(es) so that a tick appears.

Invoice Access

Timesheet has the facility to invoice those entries that are marked as chargeable - both timesheets and expenses.  If your organisation never undertakes work that is charged out to a client, you can ignore this panel and leave the default setting of None in place.

There are four options available:

None

If selected, this option prevents any Login based on the template from accessing any invoice information at all.

View

Any Login based on this template is allowed access to view and print only those invoices that have already been prepared.

What If

This option allows any Login based on the template to view and print any existing invoices.  In addition, new invoices can be prepared and printed but not posted (saved).

Save

If selected, a Login based on this template has access to all invoicing facilities and are able to create, print and post (save) new invoices as well as having access to all other invoices previously created.

The default setting is None - to select an alternative click the option button next to the setting you require.  A black dot appears to indicate which option is selected.

Screen Label Access

You can replace the set of predefined Screen Labels that describe the different reference tables used with your own wording, if required.  This panel allows you to control access to this facility.

This time there are three options:

None

Any Login based on the template is not allowed to change the screen labels used.

Setup Own

If selected, Any Login based on this template can specify their preference for the wording of screen labels for their own use only.  Other Logins of the system will not be offered.

Setup All

This option allows any Login based on this template to specify the screen label wording to be used by all existing Logins of the system, or just their own Login.

Note:

If individual Logins have personalised their own Screen labels, a Login who has been allowed to Setup All will be able to overwrite their individual settings, which will then have to be redone if required.

The default setting is None - to select an alternative click the option button next to the setting you require.  A black dot appears to indicate which option is selected.

Other Features

In addition, you can choose to hide various features of Timesheet that are not applicable to a particular Login.

There are seven options to choose from:

Overtime

When the Overtime flag is selected for a timesheet entry, the Overtime Cost and Charge rates defined in the Resource Maintenance dialog are used instead of the standard ones.  A Login based on this template will only be able to see and change the Overtime flag if this option is checked.

Approved Timesheets

This option allows any Login based on this template to see the Approved column in both the Timesheet Grid and the Timesheet Table.  This option can be ignored if you do not intend to use the Approval facility at all (for example if the resource has Auto-Approve rights).

Approved Expenses

This option allows any Login based on this template to see the Approved column in the Expense View.  As with Approved Timesheets above, this option can be ignored if you do not intend to use the approval facility.

Invoiced Timesheets

This option allows any Login based on this template to see the Invoiced column in both the Timesheet Grid and the Timesheet Table to determine whether entries have been invoiced yet.

Invoiced Expenses

This option allows any Login based on this template to see the Invoiced column in the Expense View to determine whether entries have been invoiced yet.

Timesheet Notes

This option allows any Login based on this template to see and use the Notes facility in both the Timesheet Grid and the Timesheet Table.

Expense Notes

This option allows any Login based on the template to see and use the Notes facility in the Expense View.

The default setting is to allow no access to any of these options.  If you wish to allow access to one (or more) click the appropriate check box(es) so that a tick appears.

Options

This section grants access to additional facilities included in Atlantic Projections and Timesheet Expert Server.

There are three choices available:

System Defaults

If selected, any Login based on the template has the authority to set up the default settings for the system.  These settings are defined in the System Defaults dialog accessible from the View, preferences menu.

Own Project Restrictions

If selected, any Login based on the template can specify which projects are valid for their own resource.

Own Activity Restrictions

If selected, any Login based on the template can specify which activities are valid for their own resource.

The default setting is to allow no access to any of these options.  If you wish to allow access to one (or more) click the appropriate check box(es) so that a tick appears.

Schedule (Availability Information)

These options allow you to specify whether the suitability panel displayed in the Allocation Manager of Projections will display the Show Own and Show Others Filters for Logins based on this template.

Select the appropriate Check Box.

Note:

Login templates may be modified at any time.  Any modifications made will affect all those Logins whose access to Timesheet and Projections is based on the template being amended.  This means that if you have a Login who does not require the new settings, a different template will need to be assigned to them in the Login Maintenance dialog


Setting Up Logins

Having established your Login Templates (See Setting Up Login Templates) to define the access privileges that will be available to the different types of Login, you can now define the Logins themselves.

A Login is anybody who will require access to the system.

To create a Login, select Login from the Setup Menu, or click the Setup Logins Icon on the  Setup Toolbar. A pick list appears, click Add, to alter an existing Login click Amend.

The Login Maintenance Dialog will appear. Three tabs are available which allow you to define General settings for your login, define a logins permissions and to create a Login Hierarchy.

Related Topics

General Tab

Permissions Tab

Login Hierarchy


General Tab

Code

Each login must be given a code of up to 20 characters.  This code can be based upon any existing code structure already in use by your organisation (for example, an employee number).

It is worth ensuring that the Code is relevant to the login it represents so that other users can clearly distinguish the underlying login from the code alone.  For example, if you have a lot of users called Paul, do not code them PAUL1, PAUL2 and so on!

Active

In the top right of the Login Maintenance screen is a check box labelled Active.  As you can see, new logins default to Active - this means that this record represents a current login of either Timesheet or Projections.

Description

Each login can have a description of up 70 characters that can be used to expand upon the code and provide a little additional information about the login.  The description you specify appears on the bottom of reports, along with the date and time the report was printed.

Clear Password

If required, every login can have a password allocated to them.  Passwords are set and changed using Change Password from the View Preferences menu. This permits each login to specify their own password.

Once a login has set up a password for themselves, the Clear Password option becomes available to anyone who has the appropriate access privileges (for example, the Supervisor).  This means that if the login should forget their password, the Supervisor can clear the password from the system allowing the login to gain access again.  The password is cleared once the login is saved.

Note:

The Clear Password option is a safety feature designed to be used only by the Supervisor.  A user will not normally be able to clear their own password in this way.  Instead, a login can amend or remove their password by using the Change Password facility on the View Preferences menu.  This is designed to prevent unauthorised personnel deleting passwords if a user temporarily leaves their desk for some reason because the Change Password facility requires the entry of the current password before any modifications can be made.

Template

As we have explained earlier, Login Templates (See Setting Up Login Templates) are used to define the level of access that a login has to the system.  To specify the appropriate level of access for the login, either type in the relevant Login Template code if you know it, or choose the requested code from the pick list.

Own Resource

It is advisable for all logins to have their own resource.  Although Logins and Resources are different, they share a lot of commonality.  There are exceptions to the rule of course - for example, an administrator or project leader may only view and approve other peoples timesheets (never needing to fill one in) in which case they do not need to be associated with a resource.

To choose a resource for your login Either, type in the relevant Resource code, if you know it, or, choose the required Code from the list and click OK.

Note:

If the resource that you require is not in the list, you can use the Add button to create a new one for the login concerned.  Similarly you can amend existing details from this list if required.

Product Access

From here you can specify which products in the Atlantic Business Suite this login will be licensed to use.  If sufficient licenses are available simply select the check box of the products this login will be permitted to use.  The number of licenses remaining will be displayed.


Permissions Tab

The Permissions tab is used to define what information this login can view based on what access it has to projects and resources throughout different areas the system

.

The panel consists of a series of sentences that allow you to define the different level of access the user will have to Timesheets, Expenses, Schedules, Budgets and Setup.

Before you can assign different levels of access you must first provide the user with access rights to that area of the system.  To do this, select the check box that refers to the relevant area of the system.  If an area is not selected it will be greyed out and you will be unable to specify the level of access a login has.  The login will not have any access to this area at all.

Once an area has been selected you can then begin specifying the level of access a login will have.

Use the drop down lists to select the type of Access.  If we take the View Timesheets for… permission as our example.  The follow permissions can be granted.

All (Resources)

Selecting this option  means that this login will be able to view timesheets for all resources set up on the system.

Its Own (Resources)

Selecting this option means that this login will only be able to view timesheets for its Own Resource.

Selected (Resources)

If this option is selected then the Login will only be able to view Timesheets for Resources that the login has been granted permission to.

For Further Information see Selecting Permissions

Working on Selected Projects

Selecting the Working On and Selected options means that the login  can view timesheets for resources that have been granted permission to work on selected projects

For further information see Selecting Permissions

Working on All Projects

Selecting the Working On and All options means that the login can view timesheets for resources that have permission to work on all projects.


Login Hierarchy

Managers

Managers are logins who can administer the current login.  To select a manger, click the selections button and use the selections dialog in the usual way to make your selections.

See Selection Dialogs

Subordinates

Subordinates are logins that can be administered by the current login.  To select a subordinate, click the selections button and use the selections dialog to make your selections in the usual way.

See Selection Dialogs


Selecting Permissions

To make your permission selections select Permissions from the Setup menu.  Permissions are used to define what areas of the system logins can access and the level of access they have in those different areas.  The Permissions you can assign are dependent on the Login permissions you defined in the Permissions tab of the Login Maintenance View.

It is possible to specify login permissions By Login, By Project or By Resource.  If you pressed the selections button on the login maintenance dialog you will only be able to make permission selections By Login .

Related Topics

By Login

By Project

By Resource

Granting and Revoking Permissions


By Login

Code

Select the Login you wish to specify permissions for using the button to the right of the Code Text Box.  A tabbed panel is displayed.

Project Tab

The project tab is used to specify whether the selected login will have permission to View, Maintain and Approve Timesheets and Expenses for individual projects, View and Maintain Budgets and Schedules for individual Projects and whether the login can View and Maintain the Setup of the individual projects.

A tick means that permission is granted, a cross means permission is revoked

See Granting and Revoking Permissions for further information

Resource Tab

The resource tab is used to define whether the selected login has permission to View, Maintain and Approve Timesheets and Expenses for individual resources, View and Maintain Budgets and Schedules for individual Resources and whether the login can View and Maintain the Setup of each individual resource.

A tick means that permission is granted, a cross means permission is revoked.

See Granting and Revoking Permissions for further information


By Project

Code

Select the Project you wish to specify permissions for using the button to the right of the Code Text Box.  A panel is displayed.

Panel

The Panel displays a list of logins valid for the selected Project.  A tick means that permission is granted, a cross means permission is revoked

You can use the panel and the tools provided to specify whether a login has permission to View, Maintain and Approve Timesheets and Expenses for the selected project, View and Maintain Budgets and Schedules for the selected project and whether the login can View and Maintain Setup for the selected Project.

See Granting and Revoking Permissions for further information.


By Resource

Code

Select the Resource you wish to specify permissions for using the button to the right of the Code Text Box.  A panel is displayed.

Panel

The Panel displays a list of logins and the permissions each login has to Timesheets, Expenses, Schedule and Setup for the selected resource.  A tick means that permission is granted, a cross means permission is revoked

You can use the panel and the tools provided to specify whether a login has permission to View, Maintain and Approve Timesheets and Expenses for the selected resource, View and Maintain Budgets and Schedules for the selected resource and whether the login can View and Maintain Setup for the selected Resource.

See Granting and Revoking Permissions for further information.


Granting and Revoking Permissions

Whether by login, by project or by resource the method for specifying permissions selections is the same.

To grant permissions select the appropriate record in the panel.  Using the series of check boxes below the panel specify whether you want to grant permissions to View, Maintain and Approve Timesheets, View, Maintain and Approve Expenses, View and Maintain Schedules, View and Maintain Budgets and View and Maintain Setup.

Place a check in the areas you wish to grant permission and click the Grant button.  In some cases logins will not have been provided with permission to access different areas of the system when they were created.  See Login Permissions for more details.

To revoke permissions follow the same process but click the revoke button.


Setting Restrictions

What is a Restriction

Types of Restrictions

Selecting Restrictions

Copying Restrictions


What is a Restriction

A restriction describes the type of relationship that exists between records in two different reference tables.

The following are some of the relationships which exist between reference tables in the system repository.

Activities valid against Projects

Activities valid against Resources

Projects valid against Activities

Resources valid against Activities

Projects valid against Resources

Resources valid against Projects

Cost Rates valid against Resources

Resources valid against Cost Rates

Charges Rates valid against Resources

Resources valid Against Charge Rates

Restrictions can be imposed on any of the relationships between the records in the two tables.  The purpose of this is to improve the performance of the system by easing data entry through defining valid combinations, enforcing sub groups of records and limiting a users choice on picklists by removing records which are not applicable to the current context.


Types of Restrictions

Two different types of relationship exist between reference tables.  These are valid and invalid relationships.

A valid relationship should be interpreted as one that is accepted by the system when data is entered against it, whereas an invalid relationship would be rejected by the system.

To illustrate the different types of restrictions we can look at the relationship between projects and activities.

No Restrictions

When a project record has no activity restrictions this means that a valid relationship between the project record and all activity records exists.

In this situation, the diagram shows that any activity can be logged against this project.  For example, Activity 1, 2, 3, 4, 5 and 6 can all be logged against Project 1 because with no activity restrictions valid relationships exist between Project 1 and all activity records.

The purpose of having no activity restrictions is to allow all activities to be logged against a project.

If a new activity is added to the system this project will automatically inherit it and the relationship between the new activity and the project will be valid.  This behaviour overrides any restriction imposed on an activity record.  Project 1 is said to be a global project for activities.

Restrictions

Activity restrictions can be used to define valid relationships between a project record and one or more activity records.  This provides the ability to allow a subset of the records in the activity reference table to be specified as valid for a particular record.  The Project is said to have Activity Restrictions.

In this example there are no activity records which are global for projects i.e. all activity records have project restrictions.  The diagram illustrates that only the activities which have been selected as valid can be used in conjunction with project 1.  The activity is said to be restricted to activity 3, 4 and 5.

In this example activity record Activity 1 is global for projects.  The diagram illustrates that in addition to the three records which have been assigned explicitly, activity record Activity 1 also has a valid relationship because it is valid for all projects (global)

Activity restrictions can be used to select a subset of the activities table which can be used in conjunction with the Project.  Enforcing restrictions between reference tables is to be encouraged as it improves both the usability and efficiency of the system.  Ensuring only valid code combinations are used, resulting in shorter picklists, containing only applicable codes for the current context, which itself can aid data entry by reducing the number of codes available to choose from.

When a new activity is added to the system in order for it to be valid for the project the relationship must be specified.  When a project is not Global for activities, as in the example the only activities which have a valid relationship are the specified activity records and activity records which are global for projects


Selecting Restrictions

Code

Displays the code of the record that you are assigning restrictions to.

Description

Displays the description of the record you are assigning restrictions to.

Find

The Find button can be used to locate a record in long lists.

Show

Allows you to show Active, Inactive or All records.

Advanced

The Advanced button allows you to filter the records based on certain criteria and your custom fields.

Available List

The Available List displays all records which can be assigned as valid for the current record.

Assigned list

The Assigned List displays all records that have been specified as valid for the current record.

Making Assignments

You can make assignments by simply dragging and dropping records between the two lists, there are also a series of buttons that can be used to move the records between the lists.


Copying Restrictions

Select the Record you wish to copy the restriction settings from and click OK