Provade Vendor Management System (VMS) · Provade, Inc. delivers the only enterprise Vendor...

Copyright © 2010 Provade, Inc. All rights reserved. Provade is a registered trademark of Provade, Inc. Other product and brand names are registered trademarks of their respective owners.

Provade Vendor Management System (VMS)

Worker: Timesheet Entry and

Management

2010 | Document Version | 3

Provade VMS Training: Timesheet Entry and Management

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Contents Feature Utilization: Timesheet Entry and Management ................................................................................ 3

1 Create Timesheet from Homepage ....................................................................................................... 3

2 Enter Time and Submit ......................................................................................................................... 4

2.1 Enter and allocate Time ................................................................................................................ 4

2.2 Review and Submit ....................................................................................................................... 5

3 Save Timesheet .................................................................................................................................... 6

3.1 Save Timesheet ............................................................................................................................ 6

3.2 Access Saved Timesheet .............................................................................................................. 6

4 Copy Timesheet .................................................................................................................................... 7

4.1 Select Timesheet to Copy ............................................................................................................. 7

4.2 Timesheet is copied ...................................................................................................................... 7

5 Add Attachment ..................................................................................................................................... 8

5.1 Click Add Attachment .................................................................................................................... 8

5.2 Browse for file................................................................................................................................ 8

5.3 Upload file ..................................................................................................................................... 8

5.4 Enter Attachment Description ....................................................................................................... 9

5.5 Add more attachments .................................................................................................................. 9

5.6 View uploaded files ....................................................................................................................... 9

5.7 Apply Changes .............................................................................................................................. 9

6 Review Timesheet History .................................................................................................................. 10

6.1 Enter Search Criteria ................................................................................................................... 10

6.2 Select Timesheet Date Range .................................................................................................... 10

6.3 View Summary ............................................................................................................................ 11

6.4 Timesheet Details by Line ........................................................................................................... 11

7 Multiple Work Orders .......................................................................................................................... 12

8 Return ‘Home’ ..................................................................................................................................... 13

About Provade ............................................................................................................................................ 14

Disclaimer.................................................................................................................................................... 14


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Feature Utilization: Timesheet Entry and Management

Workers with Released Work Orders can submit timesheets. Depending on the program, weekly

timesheets may require entering a total of hours worked per day or start / stop times including break

periods. The timesheet hours are then evaluated with the application of time rules, such as overtime or

double time, based on program configuration. The completed weekly timesheet is then routed to the

Time Approver for review. Contact the program system administrator for additional information relative to

specific timesheet guidelines.

Note: This document assumes all necessary configuration requirements have been enabled for features

described herein. For more information about specific configuration options, contact the program

system administrator.

1 Create Timesheet from Homepage

Timesheets can be created directly from the homepage by selecting the most appropriate Date Range for

the applicable Work Order ID and then clicking the Create button.

Note: The bottom sections of this page can also be used to search for prior timesheets and to

update Denied or Open (saved, but not submitted) timesheets.

Content within this document describes the standard feature and process developed by Provade, and

therefore, may or may not accurately depict the current business process for a specific program.


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2 Enter Time and Submit

2.1 Enter and allocate Time Log daily hours and when necessary, allocate the time to different activities by adding multiple

lines. Enter timesheet details as described below.

Timesheet Fields Description

Timesheet Name

Enter an optional name to describe the timesheet. If left blank, the system will auto-populate the field with the Timesheet ID.

Comments

Enter optional Comments specific to this timesheet, especially those necessary for the Timesheet Approver.

Line Details

Enter optional details related to each time line entered, or leave blank.

Activity

As a required field, select the most appropriate Activity that applies to the time worked on the time line.

Daily hours

Enter the total hours worked per day (example below). When programs require start/stop time entry, enter the hourly timeframes according to program requirements. Contact the program system administrator for more information.

Hours Each time line’s entered hours are totaled for reference.

Add a row To allocate time to another Activity during the same day or week, select the plus sign icon to add an additional row to the timesheet.

Delete a row If a time line row was added in error, select the minus sign icon for the line to be deleted.


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2.2 Review and Submit After all information has been entered in the timesheet, click the Review and Submit button.

Review the timesheet summary and hours allocation, based on the time reporting rules

associated to the Work Order. If any changes need to be made to the timesheet, click the

Return to: Time Entry hyperlink. To continue with the submission, click the Submit Timesheet

button.

After submitting, the timesheet is saved and routed to the Time Approver. Click the OK button to

return back to the timesheet homepage.


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3 Save Timesheet

Timesheets can be saved prior to submitting. This feature is especially useful to track time on a daily

basis within Provade VMS.

3.1 Save Timesheet After entering timesheet details, click the Save Timesheet button. The timesheet is then saved,

however, the Enter Time page remains displayed.

3.2 Access Saved Timesheet

From the homepage, within the Active Timesheets section, all Open (saved, but not submitted)

timesheets will be listed. Click on the Date Range hyperlink to update the timesheet details and

follow the process described in section 2.1.

Note: Follow this same process to access a Denied timesheet that requires updates.


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4 Copy Timesheet

To streamline timesheet entry, use the Copy Timesheet feature to copy Line Details and Activity line

allocation from a previously entered timesheet. Timesheet Name, Comments and Daily Hours are not

copied.

4.1 Select Timesheet to Copy After creating a timesheet for a desired Date Range and Work Order ID, select the drop down

and choose from the provided list of previously entered timesheets. After selecting the desired

timesheet to copy, click the Go button.

4.2 Timesheet is copied The selected timesheet’s Line Details and Activity allocation are copied. The remaining fields can

be completed as described in section 2.1.


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5 Add Attachment

In some cases, a timesheet attachment may be necessary.

5.1 Click Add Attachment At any point during timesheet creation, click Add Attachment at the bottom of the Enter Time

page, which navigates to the Timesheet Attachments page. Click the Upload button.

5.2 Browse for file After clicking the Upload button, click the Browse button to find the saved file.

Find the saved file within the personal computer. Select the file, click Open.

5.3 Upload file After browsing for and selecting the file, the file directory string should appear in the gray field.

Now click the Upload button.


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5.4 Enter Attachment Description If desired, enter an Attachment Description.

5.5 Add more attachments If more than one file needs to be attached, click the Add a row plus sign icon. A new row will

appear along with the Upload button. Click the Upload button and follow the process from section

5.2. Continue this process until all desired attachments have been uploaded.

5.6 View uploaded files To review each attachment, click the View button. The file is then displayed for viewing. Return

to the site.

Note: Ensure pop-ups are allowed within the site.

5.7 Apply Changes After adding all desired attachments, click the Apply button. This saves all changes. Next, click

the OK button, which will return to the timesheet.


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6 Review Timesheet History

The Timesheet History section within the timesheet homepage allows for searching of prior timesheets.

6.1 Enter Search Criteria Enter the desired search criteria using the initial basic search or click the Show Advanced Search

hyperlink to access additional search criteria. Click the Search button.

6.2 Select Timesheet Date Range After locating the desired timesheet, click on the Date Range hyperlink to access the timesheet.


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6.3 View Summary Review the Enter Time page. Click the View Summary button to review the summary page.

Click Return to: Time Entry to return to the Enter Time page.

6.4 Timesheet Details by Line View additional timesheet details by individual time line, such as the submission and approval

history, by clicking on the Timesheet Details icon for the desired time line.


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After reviewing the details, return to the timesheet by clicking the Return to: Timesheet hyperlink.

7 Multiple Work Orders

Workers may be assigned to multiple Released Work Orders during the same time periods. If each Work

Order has a different Time Template associated, timesheets will be created separately. However, if each

Work Order shares the same Time Template, one timesheet will be created under one Timesheet ID.

Note: Time Templates apply the hours evaluation rules for entered time, such as overtime or double

time.

Example: Multiple Work Orders with different Time Templates

Create two different timesheets.


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Example: Multiple Work Orders with the same Time Template

Create one timesheet for both Work Orders.

Example: Time Entry for Multiple Work Orders with the same Time Template

8 Return ‘Home’

Return to the Homepage at any time by clicking the Home link in the page header.


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About Provade

Provade, Inc. delivers the only enterprise Vendor Management System (VMS) for global contingent labor

and services procurement. Provade’s Software as a Service (SaaS) solution helps medium- and large-

sized businesses achieve efficiency and measurable savings in their staffing, project, and statement of

work (SOW) spend. Leveraging best in class technology, Provade VMS delivers business process

flexibility, robust business intelligence and simple integration with ERP systems.

For more information, visit http://www.provade.com.

Disclaimer

This document is intended for informational use only and to solely describe the application developed by

Provade. Provade has made reasonable efforts to ensure accuracy of the details within this document;

however, information represented herein shall not be considered to provide any expressed warranty or

guarantee and is subject to change at any time without prior notice. Additionally, information represented

herein shall not alter any terms or conditions specified within executed license agreements regulating the

use of this application. Provade shall not be deemed liable for any damages, intentional, incidental, or

otherwise, related to use of this document or any document provided by Provade.

This document in any form, software or printed matter, contains proprietary information that is the

exclusive property of Provade. This document, and information contained herein, may not be disclosed,

copied, reproduced or distributed to anyone outside Provade without prior written consent of Provade.

Provade is a registered trademark of Provade, Incorporated. Other names may be trademarks of their

respective owners.

http://www.provade.com/

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