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Using Time Tracking

By tracking Time in PensionPro, users are able to evaluate the amount of Time spent on projects and interacting with clients, as opposed to other non-client facing duties. Using Time and Billing codes helps to categorize Time activity with various classifications for reporting purposes. PensionPro’s Time Reports and Power Tools help managers review Time and Time management by being able to analyze Time data and metrics for all activities. By understanding how to enter Time and learning how to use the Time feature efficiently, managers and users of the systems can evaluate and streamline their workflow, making their operations more efficient.

 

 

Tier Availability: All Tiers

Security Rights Required: Maintenance

Add /Edit Time Codes:

  1. Select Maintenance/Time Codes from the Application Menu.
  2. Click on the add button.
  3. The Add/Edit Time Code menu will appear.
  4. Enter the Name, Description, and select the Billing Code from the dropdown menu. The Billing Code is not required.
  5. Click on the checkbox if the Time Code is billable.
  6. Check the Active Box and click Save.
  7. To make the Time Code inactive, un-check the Active checkbox and it will no longer be available in Time entries.
  8. To edit, click on the desired Time Code. Click on the edit button and modify as needed.
  9. Click Save.

Add/Edit a Billing Code

  1. Click on the Maintenance Menu/List Values/Core.
  2. Choose Billing Time Code from the List Type dropdown.
  3. Click on the add button. 
  4. The Add Billing Time Code slider menu will appear.
  5. Enter the Display Name, Description, check the Active box and click Save.
  6. To edit, click on the desired Billing Code.  Click on the edit button and modify as needed.
  7. Click Save. 

Adding Time Entries (Time cannot be entered for a deactivated plan)

  • Entering Time from the Time Tab:
    1. Click on the Time Tab in the Dashboard.
    2. To add a new time entry, click on the add button located in the upper right hand corner.
    3. A slider menu will appear.
    4. Add the Plan, choose the Time Code from the drop down menu, add a description, time worked, work date, check the billable checkbox if applicable. See the description of each below.
    5. At the bottom of the slider, the user is given the option of entering their start Time.  If start Time is entered, the “Set Time Worked” button will automatically calculate the Time since the last Time Slip entry. When all the fields are complete in the slider, click Save or click Save & New to open a new Time entry.
    6. Click Save.
  • Entering Time from a Task:
    1. When entering Time from a Task, a clock will appear at the top right hand corner of the Task screen above the Complete button.
    2. Click on the clock button and the Add Time Slip slider will appear. 
    3. The Time Slip slider will be pre-populated with all fields described below except for the Description Field and the Time Worked field.
    4. At the bottom of the slider, the user is given the option of entering their start Time.  If start Time is entered, the “Set Time Worked” button will automatically calculate the Time since the last Time Slip entry. When all the fields are complete in the slider, click Save or click Save & New to open a new Time entry.
    5. Click Save.

Time Slip Field Descriptions:

  • Plan: The name of the Plan for which Time is being entered for. Entering a Plan is not required.
  • Project: The name of the Project for which Time is being entered. This field will appear when a Plan is selected and will default to none. Use the dropdown to select the Project that is attached to the Plan that was entered. Entering a Project name is not required.
  • Include Completed Projects: Checkbox to Include Completed Projects in Project dropdown. To manage default settings for completed projects, go to the Application menu at the top of the screen and select Maintenance/Preferences/Workflow/General Tab. In the line item “Include Completed Projects on Time Entry, set the default as desired
  • Task Group: The name of the task grouping for which Time is being entered. This field will appear when a Plan is selected. Entering a Task Group is not required.
  • Task: The name of the task in the task grouping for which Time is being entered. This field will appear when a Plan is selected.  Entering a Task is not required.
  • Plan Cycle: The plan cycle for which Time is being entered. This field will appear when a Plan is selected. Entering a Plan Cycle is not required.  
  • Time Code: This dropdown list displays the Time codes and descriptions for those codes that have been entered through the Application Menu in the Maintenance/Time Codes menu.
  • Description: A description of the work performed.  A Description is not required.
  • Time Worked: The number of hours entered for the work performed.
  • Work Date: The date that is being attached to the Time. This will default to the current date.
  • Billable: Checkbox to denote whether or not the Time is billable.

 

Viewing and Editing Time Entries

  • To view a Time entry:
    1. The user can view Time slips that have been entered by selecting the Time tab located on the Dashboard.
    2. Time can be viewed in many increments by selecting the period to view from the Your Time Entries dropdown at the top left hand corner of the Time screen.
    3. To set a customized time range, select the custom option and use the calendar(s) to create the Time period desired. Click refresh to view the Time slips desired.
  • To View a Weekly Summary:
    1. Select the toggle at the bottom left hand corner of the Time Entry and Review screen.
  • To edit or delete a Time entry:
    • Select the edit or delete button in the right hand corner. Once time slips have been Reviewed for Billing, the time slips will no longer be available for edit by the user.
    • The employee who entered the time slip must delete the time slip.

Reviewing Time for Billing – Access to Power Tools Right Required

Time slips can be marked as reviewed for billing by using the Time for Billing power tool.  Once marked as reviewed, time slips will not be available to be edited by the user. 

  • To review time entries for billing:
    1. Go to the menu at the top of the screen and select Power Tools\Time for Billing. The Time for Billing screen will appear.
    2. Make a selection from the dropdown menu on the Select Projects\Tasks tab. The user can select to mark or unmark time for billing.
    3. Use the Options toggle locate above the right hand corner of the screen to select fields that you would like to display on the screen. To avoid returning large numbers of time slips, use the Data filters in the options tab by clicking on the plus button and pre-filtering the time slips to be reviewed.
    4. Click the refresh button to return the desired data set.
    5. Once the time slips selected have been displayed, they can be selected by clicking on the checkbox at the left side of the time slips.
    6. Once the selections have been made, click on the tab Mark timeslips as billed.
    7. In the Mark timeslips as billed tab, click the unlock button.
    8. A message will appear verifying your selection. Select Execute to Mark the timeslips as billed.
    9. If the timeslip was successfully marked as billed, the Completed tab will show the number of successful actions. The Failed tab will show any unsuccessful actions.

 

Time Reports – Management Rights Required

Running Time Reports: Time Reporting is available by going to the Application Menu at the top of the screen and selecting Reports\Management Reports\Time Reports. Below is a list of the available Reports:

    • Time Review by Plan: Shows a list of Time entries by plan. Report also includes plan ID, plan name, employee, project, task name, date, period end, time code, description, bill, hours, billing, employee cost, amount billing, and employee cost amount.
    • Time Review by Date Range: Shows a list of Time entries by date range. Report also includes employee, plan ID, plan name, project, task name, date, time code, description, bill, hours, billing rate, employee cost, billing amount, and employee cost amount.
    • Time Review by Project: Shows a list of Time entries by project. Report also includes plan ID, plan name, project, employee, period end, task name, date, time code, description, bill, hours, billing rate, employee cost, billing amount, and employee cost amount.
    • Time Entry Summary: Shows a summary of Time per day for date range chosen. Includes employee name and a summary for each day chosen.
    • Employee Time Export by Date Range: Creates an export of a list of Time entries by date range. Report also includes employee ID, employee name, date, hours worked, time code, timeslip, billing code, description, plan ID, plan name, client ID, and client name.
    • Plan Multi-Year Time Review: Shows a summary of Time entries over multiple years. Report also includes Income and Expense tables and code, description, hours, and cost.

 

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