Getting the Most Out of Your Timesheets, Expense Reports ...€¦ · 7.6 to use approval workflow...

VPVI-30:Getting the Most Out of Your Timesheets, Expense Reports, and Approvals

Agenda» What’s Different in Vantagepoint?

» Consolidated Time & Expense Settings

» Timesheet Features in Core and in Mobile

» Expense Report Features in Core and in Mobile

» Absence Requests for Staff

» Approving in the Approval Center

» Mobile – Today and Future

» Time & Expense - Future

© Deltek, Inc. All Rights Reserved. 2

What’s Different in Vantagepoint?

CONFIDENTIAL © Deltek, Inc. All Rights Reserved. 3

Time & Expense: What’s Different?


» Time and Expense are no longer separate modules, they are now combined into one Time & Expense add-on

» Building on iAccess, all Timesheet and Expense Report functionality are now available in Vantagepoint

» Company options, categories, and enabling approval workflows are consolidated in Time Settings and Expense Settings, respectively

» No longer need to change to view Timesheets in different time periods

» No longer need to change company to view other employees’ timesheets and expense reports

iAccess Timesheet


iAccess Expense Report


Consolidated Time & Expense Settings


Settings: What’s Different?


» Configuration has been reorganized as Settings, grouped by related

areas

» Summary screens provide a quick overview of enabled company

options

» To allow for more granular role security assignments, previous

application tabs are now separate flip menus

Consolidated Time Settings


» Reorganization of related options into flip menus

» Summary

» Options (including UDFs)

» Time Periods

» Non-Work Days

» Time Groups

» Ratios

» Timesheet Audit

» Time Categories

» Global Comments

Time Settings – Summary


» Summary screen provides a quick overview of company-specific options

Time Settings – User Defined Fields» Support for up to three field types – numeric,

memo, or dropdown

» Option to make the field required

» For dropdown, can create a list and limit selection

Time Settings – Timesheet Audit


» Billing labor transfer audit no longer dependent on revision audit

» For employees to view and acknowledge labor transfers made in Interactive Billing

Time Settings – Time Approvals


» Changed to now leverage the approval workflow engine (which we switched over

for Expenses in Vision 7.6)

Consolidated Expense Settings


» Reorganization of related options into flip menus

» Summary

» Options

» Groups

» Categories

» Payments

» Approvals

Expense Settings – Summary


» Summary screen provides a quick overview of company-specific options

Expense Settings – Locations


» Under Expense Categories, Edit Expense Category (Tax Override)

Expense Settings – Payments


» Relocated from Accounting Company Settings

Expense Settings – Approvals


» Already switched over to leverage the approval workflow engine in Vision 7.6

Timesheet Features in Core for Staff


Calendar Timesheets – Creating New Entries


» Option to create timesheet

entries directly on Calendar

» Can create time entries from

Activities or CRM tasks

» Can click-drag-drop from list

in the left pane

» Recent projects

» RP assignments

Calendar Timesheets – Edit Dialog


» Edit dialog with same fields as the left grid of Timesheet

» If necessary, fill in Phase, Task, Labor Code, Labor Category, or Payroll Tax Locale

» Other business logic supported (such as requiring comments)

Calendar Timesheets – Submitting Timesheet


» Can submit directly

from Calendar

» Supports Check Hours

Against Expected

(warning/error)

» Will be prompted for

Timesheet Signature

(if enabled)

Vantagepoint Timesheet


Timesheet – Employee Card


» Employee name links to a

dialog with the following

tabs:

• Profile

• Skills & Credentials

• Projects

• Ratios

• Absence Hours

Timesheet – User Defined Fields


» Support for up to three field types, if enabled in Time Settings

Timesheet – Entering Units


» If enabled for the respective employee, the user can toggle between entering

hours and units

» Unit Table and Unit Name columns will appear in the left grid

Timesheet – New Start/End Time by Day


» Alternative company setting for

Start/End Time

» Work hours are set via dialog from

the column header

» Two meal/away times can be

specified, durations are deducted

from calculated hours worked

» Validation of hours worked vs

recorded upon submit

Timesheet – Start/End Time Report


» New Print Report option (under Other Actions)

» Same report supports both “by project” and “by day” option

Timesheet – Electronic Signatures


» If require electronic

signature when submitting

or if approvals enabled

» Reports updated:

» Detailed Timesheet

» Summarized Timesheet

» Timesheet Audit Detail

Timesheet Features in Core for Admins/Approvers


Timesheet – Create New Timesheet


» +Add link in upper right

» If create timesheet for

someone else

» Employee

» Company (if Multi-

company enabled)

» Timesheet Period

Timesheet – Floor Check and Notifications


» Check expected hours

against hours entered, by

timesheet period or by day

» Send reminders to

employees via the

Notification Center

» Send email (future release)

Timesheet – Approve, Reject, or Reassign


» Based on approval workflow configuration, not admin level

» Can individually Approve, Reject (comments required), or Reassign directly in Timesheets or via Approval Center

» Depending on approval workflow options, may be able to Unsubmit or Reopen

Timesheet – Approval Timeline


» Graphical representation of the status and state of approvals

» Each node provides easy-to-read details

Timesheet – Approval Timeline for Each Row


» If Line Item Approval is enabled, a column will be available to display a graphical representation of the status and state of approvals

» Each icon launches an individual approval timeline

Mobile Time Features for Staff and Approvers


≠

CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved 37

»Who is using Mobile

Time today?

»Who is planning to roll

it out in the next 6

months?

Show of Hands!

≠


» User can choose to open in

timesheet periods, current

timesheet or expense

depending on what they do the

most.

» User can choose to auto-copy

timesheet upon submit.

» User can choose to default the

number entry using a keypad

or roller

Minimize clicks tips and tricks

≠


» Default as much as possible,

like labor code, require

comments, etc. (all settings

apply to web and mobile)

» User can use the next button

on number entry to toggle to

the next line provided there are

no other required details

Minimize clicks tips and tricks

≠


» Time Entry

» Start & End Time Entry

» Comments

» Auto-Populating Projects from Plans

» Units

» Timesheet Auditing

» Budget Validation

» Windows Authentication

» 2-Factor Authentication (2FA)

Mobile Time Features

≠


» Time Entry


» Comments


» Units






≠


» Review timesheets and

approve them right from

your phone

» Supports bulk approval

» View by Status or Group

Mobile Timesheet Approvals

Day or Project Views


Expense Report Features in Core for Staff


Vantagepoint Expense Report


Expense Report – Can Upload Receipts First


» Other Actions, Upload Receipts

» Can automatically attach

to new lines or see

image

Expense Report – Upload Receipts by Line


» Receipts column

» = visual indicator that a

receipt is already

attached

Expense Report – Company Paid Credit Card Charges


» If allowed in Expense Settings, Credit Card column will be available

in the right grid

Expense Report – Employee Paid Credit Card Charges


» Copy charges from a right slide out panel

» Add to Expense Report

» Mark as Personal Charge

Expense Report – Electronic Signatures


» If require electronic

signature when submitting

or if approvals enabled

» Reports updated:

» Detailed Expense Report

» Summarized Expense

Report

Expense Report Features in Core for Admins/Approvers


Expense Report – Create New Expense Report


» +Add link in upper right

» If create expense report for

someone else

» Employee

» Company (if

Multicompany enabled)

Expense Report – Approve, Reject, or Reassign


» Expense Reports changed in Vision 7.6 to use approval workflow engine

» Based on approval workflow configuration, not admin level

» Can individually Approve, Reject (comments required), or Reassign directly in Expense Reports or via Approval Center

» Depending on approval workflow options, may be able to Unsubmit or Reopen

Expense Report – Approval Timeline


» Graphical representation of the status and state of approvals

» Each node provides easy-to-read details

Expense Report – Approval Timeline for Each Row


» If Line Item Approval is enabled, a column will be available to display a graphical representation of the status and state of approvals

» Each icon launches an individual approval timeline

Mobile Expense Features for Staff and Approvers


≠


»Who is using Mobile

Expense today?

»Who is planning to roll

it out in the next 6

months?

Show of Hands!

≠


» Capture Receipt Images &

Supports Partial Expense Lines

» Expense Locations

» Submit Expenses

» Web Service Workflow



Mobile Expense Features

≠





» Submit Expenses





≠




» Submit Expenses






≠


» Review expense reports and

approve them right from your

phone

» Reassign Approval

» Email selected employees

Mobile Expense Approvals

Absence Requests for Staff


Timesheet – Absence Requests


» Absence Requests application is no longer available in the smart client

» Absence Requests is now linked to the Time & Expense module

» Absence Requests functionality has been parsed out

» Employees request absences from within Timesheets

» Approvers can view the schedule of all requested absences and

approve or reject requests in the Approval Center

Timesheet – Submitting New Absence Requests


» Select Type

» Click to insert for a date or

range of dates

» Review hours requested

against current balance

» Insert comment (recommended,

not required)

» Click to Submit

Timesheet – Modifying Absence Request Comments


» For submitted, but yet to be approved absence requests (instead of deleting)

» Comments can be added or modified to help justify the request for approval

Approving in the Approval Center


Approval Center – Overview


» One application to approve, reject, reassign, or reopen for multiple types

» Can see completed records and can filter and sort columns

» Click the status icon to see step and approval progress

Approval Center – Timesheets


» Click the Period Ending date to launch the respective Timesheet

» Separate columns for Regular Hours, Overtime Hours and Overtime-2

Hours

Approval Center – Expense Reports


» Click the Report Name to launch the respective Expense Report

Approval Center – Timesheet Lines


» Click the Date to launch the respective Timesheet

» Default is to show for all projects, click to filter

Approval Center – Expense Lines


» Click the Date to launch the respective Expense Report

» Default is to show for all projects, click to filter

Approval Center – Absence Requests


» Link to view schedule

» Click hours to see breakdown

Mobile – Today and Future


Mobile: What’s Changed?


» New apps in Apple App Store and Google Play

» No app for Windows Phones

» Updated user interface

» Fully supports the combination of Opportunities and Projects

» Support for new Time & Expense functionality

» Start/End Times by Day

» Timesheet Approval Workflow

» Timesheet UDF’s

» Supports Partial Expense Line

What is Supported with Time?

80CONFIDENTIAL ©2011 Deltek, Inc. All Rights Reserved

Feature Timesheet Mobile T&E Calendar

Start and End Times ● ● (by project)

Timesheet Auditing ● ● ●

Units ● ● ●

Multilingual ● ● ●

Timesheet Approvals ● ●

Line Item Approvals ●

Web Service Workflow ● ● ●

User Defined Fields ● ●

View Benefit Accruals ●

What is Supported with Time (continued)?


Feature Timesheet Mobile T&E Calendar

Web Service Workflow ● ● ●

Copying Projects from Plans ●

Populating Projects from Plans ● ● ●

Windows Authentication & 2FA ● ● ●

What is Supported with Expenses?


Feature Vantagepoint Mobile T&E

Credit Card Reconciliation ● Vantagepoint 4.0

Web Service Workflow ● ●

Expense Approvals ● ●

Receipt Attachments for Expenses ● ●

Windows Authentication ● ●

Multilingual ● ●

Partial Expense Line Saving ● ●

Expense Tax Location ●

Time & Expense – Future


Final Thoughts and Recommendations


» Go to the Vantagepoint and UX Kiosks at the Xpo Hall, ask lots of questions!

» Attend other Vantagepoint sessions (see next slide)

» Back home, if you haven’t already:

» Upgrade to Vision 7.6

» Deploy and have your employees start using iAccess

» Establish expense approval workflow

» Request a Vantagepoint preview environment

Usability Lab @ Insight» Visit the Kiosk in the Xpo hall between

Customer Showcase and Customer Care

» Sign up in the Xpo Hall for 1:1 usability testing sessions with a UX Designer

» Take a self-directed usability test at the kiosk

» Relevant Topics related to this session:

» Credit Card Support in Mobile App

» Hey Deltek Time Entry for Timesheets

» Usability and Smarter Lookups in Timesheet and Expense Reports


Download the Content from these VantagepointSessions (if you didn’t attend in person)


» VPVI-02 Get Ready for Vantagepoint: Vision to Vantagepoint

» VPVI-03 Get Ready for Vantagepoint: DPS to Vantagepoint

» VPVI-04 Get Ready for Vantagepoint Accounting

» VPVI-05 Get Ready for the Convergence of Opportunities and Projects in Vantagepoint

» VPVI-06 Getting Ready for CRM In Vantagepoint

» VPVI-07 This is Vantagepoint

» VPVI-08 Welcome to the Projects Hub in Vantagepoint

» VPVI-12 To Vantagepoint 3.0 and Beyond!

» VPVI-13 Introduction to Vantagepoint Resource Planning

» VPVI-14 Introduction to Vantagepoint Dashboards

» VPVI-15 Creating Executive Dashboards in Vantagepoint

» VPVI-16 Create Winning Proposals with Vantagepoint

» VPVI-20 How to Apply Design Thinking to Your Vantagepoint

Configuration

» VPVI-24 Tips and Tricks Multi-Company in Vantagepoint

» VPVI-25 Thinking Out Cloud

» VPVI-26 Streamline Information Management with Deltek

PIM & Vantagepoint/Vision

» VPVI-27 Security, Screen Designer and UDFs

» VPVI-28 Manage Project Progress with Planning Reports

and Alerts in Vantagepoint

» VPVI-30 Getting the Most out of Vantagepoint T&E

» VPVI-41 Preparing for Deltek Vantagepoint CRM

» VPVI-46 How will Vantagepoint Impact your Consulting Firm

» VPVI-76 The New Vantagepoint Export Utility

Visit the Vantagepoint Readiness Portal» Key resources to prepare for

upgrade

» Checklists

» Frequently asked questions

» Focused explanation of key

reimagined areas

» Product demos to help users

prepare

CONFIDENTIAL © Deltek, Inc. All Rights Reserved.

Questions?


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Getting the Most Out of Your Timesheets, Expense Reports ...€¦ · 7.6 to use approval workflow...

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