web based timesheets

[crimmelcp]

I have completed my templates for purchase orders and Tool tracking. Now starting the timesheet application.
Has anyone done a web based timesheet application. I have a general Idea what I want to do for the staff timesheets. Have not thought much about the craft timesheets yet.
I dont think I can duplicate my desktop application , so I am looking for some new ideas or pitfalls where others have worked thru.
We presently have over 500 employees charging time to daily projects(Straight time, Time and 1/2 and doubletime)
Attached is what I am thinking about for staff Payroll.
Any other ideas out there.
Thanks
Charlie Crimmel

[RobPolley]

Re: web based timesheets

Charlie,

I have only a few employees and my needs are simple, so my solution is too. My timesheet system has 3 fields. Employee (with a dropdown), Date (with a calendar), and hours, which holds the number of hours. It would be easy to have additional fields for rates, etc. What my system doesn't do, however, is put the data on any sort of spreadsheet, like the one you show. But I've created a report that I send to my payroll service and it all works well.

Someone on here wisely advised me not to try to duplicate paper forms when I'm creating an application. He was right.

Hope this helps.

-Rob Polley

[blackwellm]

Re: web based timesheets

Charlie,

I would say you have the answer but attack it slightly differently. Let the employee enter [default]date, type of time[left column on spreadsheet], quantity and details[notes] on a separate form. They can create as many of these time snippets as they like. You should then allow the week/month to be viewed as a report, sub-totaling the time types and not an interactive sheet.

If you let them browse the snippet records by week they can then delete errors until perhaps they confirm correct entry, at which point you 'lock' the records as 'submitted'. Perhaps a manager should be allowed to 'confirm' the 'submitted' entries as part of the work-flow.

As an aside, an 'dummy' week/month report can be used as a printed manual entry form.

Regards

[crimmelcp]

Re: web based timesheets

Attached is my timesheet template
It took about 2 days to write.
Use it as a learning tool.
If you make changes, let me know so that I can learn also.

The staff timesheets are weekly and the craft timesheet are daily.
The craft timesheets will build the crews for you if you select the crew number to build.
Download, unzip, open web timesheets, publish

Charlie crimmel

[rleunis]

Re: web based timesheets

Looks good. Staffdetails already contains most I can think of for a time sheet application. I agree it should be a self service web appication where the input can be based on the person logging in. This way you do not need a personnel selector and bypass the possibility somebody else is entering an others timesheet (unless you want that for backoffice purposes).

I would add a selfservice page to Approve the timesheet giving it the status approved by the manager of the resource. Saves a lot of forests printing out and signing (Not necessary unless for external resources)

You mention you finished Purchase Order screens... Does this include PO's for external personnel working on a project? If yes you might want to include the PO no in the timesheet, so you can allocate later the Invoice coming in to be checked against the PO and the timesheet details (approved). This way the invoice can be made payable without to much manual interference also.
1) PO obligation minus time spent (based on resource rates) = PO liability balance.
2) Timesspent minus Invoiced = tobe received invoices (a liability).
3) Accounts payable outstanding based on invoices.
sum of 1 2 3 is your real future liability.
If you detail PO out in weekly parts you can even produce a future liability report (Good stuff given this credit crisis where in now).

Another thing you might want to consider is using external/internal hourly rates for certain types of personnel / type of work. That can be allocated to projects based on your costcode/project.

Also: if you maintain timesheets f.i. to enable billing customers, you could generate Accounts Receivable entries more ore less automatically and create the outgoing invoices based on that. Consider a Sales Order system then also. Define the markup for sales hourly rates.

If you maintain a project administration, where you want to allocate cost to a particular project, then you should allocate the approved timesheets entries to the project.

Sounds like your evolving to an ERP application.
SAP, (H)Oracle Apps and other mainstream ERP package sellers be aware: Alpha Crimmel Applications (ACP) is the next kid on the block...

regards, Ron