Replicon ADMINISTRATOR S GUIDE

Replicon ADMINISTRATOR S GUIDE

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Table of Contents Chapter 1 Chapter 2 Welcome...3 Before You Begin...5 Information You May Need... 5 Before Setting Up... 6 After Setting Up... 6 Setting Up Replicon... 7 Chapter 3 Setting Up Your Organization...9 Items to Configure... 9 Departments... 10 Employee Types... 10 Permission Sets... 12 Schedules... 12 Chapter 4 Setting Up System Options...14 Items to Configure... 14 Holiday Calendars... 14 Currencies... 15 Pay Codes... 15 E-mail Notifications... 16 Broadcast... 17 Security Settings... 17 Remote Support... 18 Chapter 5 Setting Up Timesheets...19 Items to Configure... 19 Timesheet Approval Paths... 19 Timesheet Periods... 20 Timesheet Templates... 21 Validation Rules... 21 Break Types... 22 Overtime Rules... 22 Pay Codes... 23 Timesheet Settings... 24 Activities... 24 Chapter 7 Setting Up Time Off...26 Time Off Approval Paths... 26 Time Off Templates... 27 Time Off Types... 28 Pay Codes... 30 Time Off Settings... 30 1

Chapter 8 Adding Users...32 Items to Configure... 32 Users... 32 User Settings... 34 Login Name and E-mail Formulas... 35 Chapter 6 Setting Up Expense Sheets...36 Items to Configure... 36 Tax Codes... 36 Expense Codes... 37 Expense Columns... 38 Expense Approval Paths... 39 Expense Templates... 40 Payment Methods... 41 Expense Settings... 41 Chapter 9 Setting Up Projects...43 Items to Configure... 43 Billing Rates... 43 Project Roles... 44 Project Settings... 44 Client Settings... 45 Skills... 45 Cost Normalization Rules... 47 Sharing Access... 51 Chapter 10 Setting Up Reports...52 Reports... 52 Default Reports... 52 Add Reports... 52 Appendix A Glossary...54 2

CHAPTER 1 Welcome Welcome to the Replicon Administrator s Guide. This document is intended to guide you, the Replicon administrator, through the process of setting up the Replicon system. About Replicon Replicon is a web-based application designed to help you and your organization effectively manage time, time off, and, expenses. With Replicon, your employees can enter data quickly and easily, at any time, and from anywhere with Internet access. Once submitted, items are automatically forwarded to the appropriate supervisor or manager for approval. Additionally, reports, list pages, project summary pages with charts can track data such as project costs, client billing totals, and/or payroll details. Unlike traditional PC applications or client-server applications, the only software that is required on each user s PC is a standard Javascript-enabled web browser. The application is installed and runs on your web server, or it can be hosted by Replicon to reduce your administration and equipment costs. Document Conventions This guide uses the following conventions: References to other areas in the document are shown in italics and in blue to indicate active links internal to the document. To automatically navigate to the section being referenced, select the link. Key information is highlighted using a blue background for quick reference. An icon is used to indicate the type of information being provided, as follows. The icon indicates a note, which provides a reminder of an important requirement or further details on how the software operates. The icon indicates a tip or hint designed to assist you in using the product more efficiently. Welcome 3

Contacting Support If you would like assistance configuring or using Replicon, please contact Replicon using one of the following methods: Toll-Free Phone: North America: 1-877-862-2519 Europe/New Zealand: 00-800-8622-5192 Australia: 0011-800-8622-5192 E-mail: support@replicon.com Welcome 4

CHAPTER 2 Before You Begin This chapter provides an overview of steps required to set up the Replicon system, and includes information on administrative tasks you may need to carry out once the system is in use. Before you begin implementing Replicon, you will need to gather some information about how the system will be used in your organization. Information You May Need User Types What types of users will be accessing the system What system features will they be using How often time needs to be collected How users are paid, including how overtime is calculated How users earn time off Processes that should be followed for approvals How projects will be set up and clients billed What security policies must be followed Billing Manager Client Manager Cost Manager Payroll Manager Program Manager Project Manager Administrator Project Manager Client Representative Project Resource Resource Manager Supervisor System Administrator Before You Begin 5

Before Setting Up In general, before users can start entering time, time off, or expenses, you must: a. Configure applicable user-related options. These may include setting up departments and employee types, timesheet options, time off options and expense options. b. Set up general system options c. Create permission sets to limit what features and actions are available to users d. Add a user for each employee who will be using the system e. Assign users permissions based on what they will use the system for f. Create projects for users to enter time and, if applicable, expenses g. Create clients and bill them for projects; You should define your clients before creating projects to eliminate the need to go back and assign the projects to the appropriate client. After Setting Up When Replicon setup is complete, you can train your users so they can begin using the system. Once Replicon is in use, you may need to complete the following tasks: Administer timesheets, time off bookings, and expenses Run reports to check project costs, billing amounts, and payroll totals Export data to other systems for payroll, project management, or billing purposes Before You Begin 6

Setting Up Replicon Before You Begin 7

Before You Begin 8

CHAPTER 3 Setting Up Your Organization This chapter provides information on creating and setting up your organization. Items to Configure Departments - To create divisions of employees in your organization Employee Types - To group users along any criteria you choose Permission Sets - To group permissions into permission sets Schedules - To schedule when employees are expected to work Setting Up Your Organization 9

Departments You can use departments to organize users by geographic regions, or functional groups within your organization. Configure at: Administration > Employees and Organization > Departments 1. Click Add Department. 2. Enter a name in the Parent field. The parent department that the department resides under, in your company's department hierarchy. 3. Enter a name, code and comments for the department. 4. Click Save. To delete a department, select it and click Delete. Employee Types Employee types are used for payroll, time tracking, and reporting purposes. Employee types are only required if the timesheet period varies by user, and is not based on their department. Examples of predefined employee types include Full-time Hourly, Parttime Salaried, and Contractor employee types. Each user can be assigned only one employee type. Configure at: Administration > Employees and Organization > Employee Types 1. Click Add Employee Type. 2. Enter a name and description. 3. Click Save. To delete an employee type, select it and click Delete. You cannot delete an employee type that is assigned to one or more users. Setting Up Your Organization 10

Department/Employee Settings Custom fields can be used to collect information specific to a department/employee or other entities in the system. The custom fields display when you add a department/employee and/or other entities. You do not have to create custom fields before adding departments/ employee types. If you decide later that you need to track additional details, you can set up custom fields about each department/ employee type. For example, for reporting purposes, you may want to create a Location custom field to record the location of each company department. Employee Type custom fields are available when adding or editing employee types; Department custom fields are available when adding or editing departments. For each custom field you must specify: Its type (text, number, date, drop-down) Max/min. values or lengths for values entered That it is required (i.e. users must complete the field before they can save the page where it displays) A default value Configure at: Administration > Employees and Organization > Department Settings Administration > Employees and Organization > Employee Settings 1. In the Custom Fields section, click the field labeled <Unused - Click to Add>. The Custom Field Settings for... page displays. 2. Enter details in the following fields: 3. Click Save. a. Type: Select the field type, which determines the field's data format. When you select a field type, the page will refresh to display options specific to that type. b. Required: Enable to require users to complete the field before they can save the page on which the field appears. c. Enabled: Enable to make the field available to users d. Hidden: Enable to make the field unavailable to users Setting Up Your Organization 11

Permission Sets Permission sets are collections of individual permissions that you assign to users. They help determine what data and features users can access and what actions they can perform. Practically every action a user can take in Replicon is associated with an individual permission. Individual permissions can be enabled and disabled within permission sets, which are assigned to users. Permission sets that you can create: Billing Manager Client Manager Cost Manager Payroll Manager Program Manager Project Management Administrator Project Manager Client Representative Project Resource Resource Manager Supervisor System Administrator Configure at: Administration > Employees and Organization > Permission Sets 1. Click Add Permission Set. 2. Enter a name and description and select a status. 3. Select a permission type from the Type drop-down field. 4. Click Add. Schedules Supervisors can schedule when employees are expected to work. Schedules help supervisors ensure adequate staff coverage and monitor whether employees are working when they should be. Users can view their published schedule in their profile, and in their timesheets. Configure at: Administration > Employees and Organization > Schedules 1. Click New Schedule. 2. Enter a name and description. 3. Enter a value in the Pattern Length field. 4. Enter schedule times in the entry row. A preview of how the schedule will recur displays in the Preview calendar. 5. Click Save. Setting Up Your Organization 12

Setting Up Your Organization 13

CHAPTER 4 Setting Up System Options This chapter provides information on general system options you should configure before you add users and projects. Items to Configure Holiday Calendars - To define holidays that users take, which will be excluded from time off calculations and shown in timesheets and calendars Currencies - To allow pay and billing rates, costs, and expenses to be entered in multiple currencies Pay Codes - To identify pay rate multipliers E-mail Notifications - To define reminders that will be used by the system and the content of the e-mail Broadcast - To send one-off messages to all users or a specific department Security Settings - To set up security options Remote Support - To authorize employees to take control of their accounts Holiday Calendars Holiday calendars are sets of holidays taken by users. These dates are highlighted in timesheets and calendars. Configure at: Administration > Company > Holiday Calendars 1. Click Add Holiday Calendar. 2. In the Add Holiday Calendar page, enter a name in the Name field. 3. Click Add. 4. In the Add New Holiday window, enter a date, description, half-day status, and/or icon for the holiday. 5. Click OK. 6. Click Save. When you delete a holiday calendar, it gets deleted from the database. You may delete a holiday calendar only if the calendar is not assigned to any users. When you delete a holiday, the system removes the holiday from the user's holiday calendar and the holiday icon from their timesheet. It does not impact users' submitted timesheets. Setting Up System Options 14

Currencies Items such as expenses, payroll rates, hourly costs, and billing rates have a currency associated with them. If you are using Replicon for Oracle, currency symbols such as are not recognized by Oracle due to a difference in character representation. For these currencies, it is recommended that you use an alphabetical abbreviation (e.g., EUR). We recommend that you create a process for handling manual exchange rate updates, because Replicon does not connect to an external currency system to obtain updates. Configure at: Administration > Company > Currencies 1. Click Add Currency. 2. Enter the name and symbol of the currency. The symbol can be an actual symbol ($) or an abbreviation (DEM). 3. Enter the exchange rate between the new currency and your base currency. 4. Specify whether the currency is enabled for use. 5. Click Save. Pay Codes If you are using the system for payroll purposes, you must set up pay codes to define labels and rates for various levels of pay. Once pay codes are created, you can assign them to various conditions used in overtime calculations. For example, you may choose to have: Time between 40 and 45 hours classified as Overtime and paid at 1.5 times the user s normal rate Time above 45 hours classified as Double Time and paid at 2 times the user s normal rate The overtime rule determines which hours are included in a certain pay level, while the pay code determines the label and multiplier used for those hours. You can also associate pay codes with time off types to specify the rate time off should be paid at. Configure at: Administration > Pay Codes and Policies > Pay Codes To set the pay code for regular hour, select a value from the Regular Hours Paycode drop-down list, at the top of the page. 1. Click Add Pay Code. 2. Enter the name, code, and, if desired, description. 3. Enter a value in the Multiplier field. This is the factor by which the user's rate will be multiplied for time using this code. 4. Click Save. Setting Up System Options 15

E-mail Notifications Replicon provides a set of e-mail notifications to remind users to complete their responsibilities. There are two types of e-mail notifications: Single notifications, which remind a user about a specific timesheet, booking, or expense sheet (for example, Jane Avery s timesheet is waiting for approval. ) Batch notifications, which inform supervisors and project leaders which group of users are delinquent in completing a task (for example, The following user s timesheets are waiting for approval. ) Each e-mail notification can be customized to fit your organization s needs. You can choose: a. Whether the notification is enabled to be sent to users (notifications can also be enabled/disabled for individual users in their profile) b. The e-mail address that will receive users replies to the notification c. The text that appears in the Subject line of the e-mail d. The content of the e-mail, which you can edit or add to as you wish. Tags are available to provide information specific to the timesheet, time off booking, or expense sheet the e-mail pertains to. For example, to include the timesheet approver s name in the Timesheet is waiting for approval e-mail notification, ensure the $APPROVERNAME tag is included in the body of the e-mail. e. If applicable, when the e-mail should be sent. It is recommended that you set e-mails to be sent early in the morning, when the e-mail server is not being highly used. Setting Up System Options 16

Configure at: Administration > Notifications > Email Notifications 1. Select a notification you wish to edit. The Edit Notification Template page displays. 2. Enter details in the following fields: a. Enabled: Specify whether the field is enabled. Disabled notifications will not be sent. b. Reply To: Specify the e-mail address to be used in the message's reply to field. You can add any of the tags defined in the email. c. Subject: Specify the message's subject line. d. Body: Specify the message's body. e. Send at this hour/send message: Specify when the message should be sent. For example, you may want to send the Timesheet is Overdue notification one day after timesheets are due. 3. Click Save. Broadcast You may broadcast one-off e-mail messages to any or all users in your system. Broadcasting messages is an effective way to notify users of system upgrades, timesheet changes, project updates, or news about your organization. When broadcasting a message, you can choose which department to send it to and whether to include sub-departments. The message will be sent immediately. Configure at: Administration > Notifications > Broadcast 1. From the To Department field, select the department to send the e- mail to. 2. To send the message to users in the sub-departments of the selected department, enable the Include Sub-Departments check box. 3. Specify the Reply To address that should be used by users when replying to the broadcast. 4. Enter the subject and body text of the e-mail message. 5. Click Send. Your message will be sent immediately. Security Settings You can set up your organization s security policies. This includes setting up SAML authentication settings and password settings. These preferences apply to your entire system; they cannot be configured differently for individuals or particular groups of users within Replicon. Setting Up System Options 17

Configure at: Administration > System and Security > Security Settings 1. Select the Enable SAML Authentication for Single Sign-On check box. Once this option is enabled, two additional options will display: SAML Public Key: Upload the public key. It must be a PEM, DER, or BASE64 encoded X509 certificate SAML Transfer URL: Enter your identity provider's transfer URL Remote Support You can allow a Replicon employee temporary administrative access to your system in a simple and secure manner by using the Grant Remote Administration feature of Replicon. You can specify an expiration date for the allowed access, which can last up to one month and can be revoked at any time. You can only grant access to one individual at a time. Configure at: Administration > System and Security > Remote Support 1. Click Authorize a Support Specialist. 2. In the Support Specalist Email field, enter the e-mail address of the employee to whom you d like to grant access. This field will only accept Replicon.com addresses. 3. Specify an expiry date for the access. This can be any date up to one month from today s date. This field defaults to 1 week if you don t select an expiry date. 4. Click Authorize. The employee will be sent an e-mail that includes your instance s URL along with a set of temporary authentication credentials they can use to access your system. These credentials will expire on the date you specified. Or, you can revoke their access rights before the expiry date by clicking system.. The employee will no longer be able to access the Setting Up System Options 18

CHAPTER 5 Setting Up Timesheets This chapter provides information on how to set up timesheet options before adding timesheet users to your system. When you later add users, you can customize user profile settings and permissions that further define the behavior of each user s timesheets. The following items must be configured before adding users and allowing them to enter time. Items to Configure Required (for Payroll) Timesheet Approval Paths - To define who approves each timesheet Timesheet Periods - To define how much time each timesheet covers and, therefore, how often time is submitted Timesheet Templates - To define which template is used to record time Validation Rules - To define the minimum or maximum number of hours that must be entered in a timesheet before it can be submitted Break Types - To create breaks that employees can take during their shifts If users are entering time for payroll purposes, the following must also be configured. Overtime Rules Pay Codes Optional Timesheet Settings - To capture additional, custom information on the timesheet Activities - To classify time worked, for reporting purposes. When used with projects, activities allow you to define global tasks without adding them to each project. Timesheet Approval Paths Approval paths define the user or users who are responsible for approving timesheets, and the approval sequence A Supervisor approval path is assigned to new users by default. Change the default to your most commonly-assigned path, if necessary. Later, when adding users, assign approval paths to users in their user profiles When adding an approval path, you must specify: a. The name of the approval path, which is used to identify the path when assigning it to users. b. The approvers to include in the path. c. The order in which the timesheet is forwarded to the approvers. Approvals can either occur in sequence, or at the same time. To have multiple approvers approve at the same time, set the approvers to the same step in the approval sequence. Setting Up Timesheets 19

Configure at: Administration > Timesheets > Timesheet Approval Paths To set the default approval path, click the path name in the Default Approval Path field at the top of the page, and choose a new path from the drop-down in the window that displays. To add a new path: 1. Click Add Approval Path. 2. Give the path a name. 3. Click the icon to add an approver. Supervisors and Role options are available: Choose Supervisors to appoint a specific user as an approver. Only users with a Supervisor permission set can be assigned as an approver by name. Choose Roles to appoint approvers based on their relationship to the timesheet owner. You can select either the Project Manager, Supervisor or Client Representative role. For example, if you select the Project Manager role, the project managers for any projects included in the timesheet will be sent the entire timesheet to approve. 4. If necessary, add additional approvers to the same step by clicking the icon. If you define two approvers at the same step, both will receive each item to approve simultaneously, and both must complete approval before the item will be sent to approvers in the next step. 5. If necessary, add a new step by clicking the Add Approval Step button. 6. Click Add. Ensure all approvers have timesheet approval permissions assigned in their Supervisor or Project Management or Client Representative permission set, as applicable. Timesheet Periods Timesheet periods are date ranges that determine the amount of time each timesheet covers and, therefore, how frequently timesheets are submitted Typically, timesheet periods match your organization s payroll or billing periods Timesheet periods can be biweekly, weekly, semi-monthly, monthly, weekly end-of-month (weekly periods flex to match the length of the month), or manual Create either a single, System timesheet period for all users (typical configuration), or a different timesheet period for each employee type or department Setting Up Timesheets 20

Timesheet Templates Configure at: Administration > Timesheets > Timesheet Periods 1. Select the System, Employee Type, or Department tab, depending on what type of period you want to create. 2. Click Add Timesheet Period. 3. Select the timesheet period type, which determines how often a new timesheet period is generated. 4. Complete other fields that display. 5. Click Save. Replicon allows users to enter time using timesheet templates. You can assign different timesheet templates to different users. Two timesheet templates are available: Standard - User enters the duration of time worked (i.e. 8 hours) In/Out - User enters in and out times (i.e. 9am to 5:30pm) You can then assign a template to users in their user profile Configure at: Administration > Timesheets > Timesheet Templates 1. Click Add Timesheet Template. 2. Enter a name, description and select a status. 3. Select one of the timesheet format options. A list of options display depending on the timesheet format you select. 4. Click Add. Validation Rules Validation rules specify the minimum and/or maximum number of hours that must be entered in a timesheet before it can be submitted A validation rule can include more than one condition that timesheets must meet For example, you could require employees to work at least eight hours a day on each weekday (condition 1), but no more than 60 hours in a week (condition 2) You will assign validation rules when you add users, in their user profiles You can create many validation rules, but only one rule can be in effect for each user at any given time Setting Up Timesheets 21

Configure at: Administration > Timesheets > Validation Rules 1. Click Add Validation Rule. 2. Enter a name, description and specify if the rule is enabled. 3. Click Add to create a condition. a. In the Add New Condition page, define the rule's conditions and click OK. If you are creating a Day rule, select which days the condition applies to and click >> to apply those days to the condition. If you are creating a Timesheet Period rule, you can choose to create either a fixed rule or a custom formula that changes depending on how many work days and holidays there are in that timesheet period. 4. Click Save. Break Types Break times indicate times when employees are not working. You can create breaks that employees can take during their shifts. For each break type, you can specify a name, break code and a description. Break codes help employees and supervisors identify a break type in timesheets. Configure at: Administration > Timesheets > Break Types 1. Click Add Break Type. 2. Enter a name, code, description and specify if the break type is enabled. 3. Click Add. Overtime Rules Overtime rules determine the hours that should be included in a certain pay level; the rules specify how overtime is calculated and paid, and whether overtime is banked Before creating an overtime rule, check that the pay codes you will need, exist in Replicon. Pay codes specify the label and multiplier used for different types of hours (e.g. regular time, 1.5 time, double time, etc). You will assign overtime rules when you add users later, in their user profiles You can create many rules, but only one rule can be in effect for each user at any given time Once users start earning overtime, you will be able to view overtime hours on timesheets and in payroll reports Setting Up Timesheets 22

Configure at: Administration > Pay Codes and Policies > Overtime Rules 1. Click Add Overtime Rule. 2. Enter a name, description and specify if the rule is enabled. 3. From the Include Time Off drop-down field, select the time off types you would like included in the overtime calculations for this rule. 4. From the Template drop-down field, select the template the rule is based on. 5. Conditions: Specify which hours qualify as overtime, at what rate (pay code) overtime for the condition will be paid, and which overtime hours should be banked. The options available depend on the template you are using. Weekly overtime calculations are based on the user's work week, as defined in their user profile. 6. Click Save. Pay Codes If you are using the system for payroll purposes, you must set up pay codes to define labels and rates for various levels of pay. Once pay codes are created, you can assign them to various conditions used in overtime calculations. For example, you may choose to have: Any time between 40 and 45 hours classified as Overtime and paid at 1.5 times the user s normal rate Time above 45 hours classified as Double Time and paid at 2 times the user s normal rate Overtime rules determine the hours that should be included in a certain pay level, while pay codes determine the label and multiplier used for those hours. Configure at: Administration > Pay Codes and Policies > Pay Codes To set the pay code for regular hour, select a value from the Regular Hours Paycode drop-down list, at the top of the page. 1. Click Add Pay Code. 2. Enter the name, code, and, if desired, description. 3. Enter a value in the Multiplier field. This is the factor by which the user's rate will be multiplied for time using this code. 4. Click Save. Setting Up Timesheets 23

Timesheet Settings You can set dates to determine how soon timesheets need to be submitted and approved, and how far in advance time can be entered (defaults are already in place) You can set a message to display when users view their timesheet You can choose whether or not holidays will be added to the timehseet automatically Custom fields can be used to collect custom information on timesheets either on the entire timesheet or in each timesheet cell For example, you can create fields where users can provide status updates on the work they have been doing, or enter the number of customer calls they completed Configure at: Administration > Timesheets > Timesheet Settings 1. Enter details in the Due Dates and End Dates section. 2. In the Timesheet Notice section: a. Enter a title and description for the disclaimer that you want displayed on the timesheet. b. Select the Include When Printing Timesheets check box if you want the disclaimer title and text to appear on the page when it is printed. 3. In the Holiday Time section, specify if you want holiday time to be automatically added to the timesheet. 4. In the Timesheet/Entry Level Custom Fields section, click the field labeled <Unused - Click to Add>. The Custom Field Settings for... page displays. 5. Click Save. a. Type: Select the field type, which determines the field's data format. When you select a field type, the page will refresh to display options specific to that type. b. Required: Enable to require users to complete the field before they can save the page on which the field appears. c. Enabled: Enable to make the field available to users d. Hidden: Enable to make the field unavailable to users Activities Activities are categories against which users can enter time, and can be used in reporting; they can be used in place of projects/tasks to identify common tasks that are performed across multiple projects or for non-project work (e.g. filing) Projects/tasks and activities can be used in combination when entering time Later, when you add users, you will have to enable Show Activities in the timesheet template Setting Up Timesheets 24

Configure at: Administration > Timesheets > Activities 1. Click Add Activity. 2. Enter details in the fields that display, which include the following: Enabled: Specify if the activity can be used. Disabled activities are not available for selection when entering time and when editing activities in a user's profile. However, disabled activities remain in the system and can be re-enabled for use at a later date. Assignments: Select the user(s) you want to assign the activity to, from the Available Users list box. To select multiple users, select the Ctrl key before selecting each user. Click >>. The selected user(s) will be moved to the Assigned Users list. The assigned activities must be selected in the user's profile before they will be available in the user's timesheet. New activities are enabled by default for each user that the activity has been assigned to. 3. Click Save. Setting Up Timesheets 25

CHAPTER 7 Setting Up Time Off This chapter provides information on how to set up the system so time off can be entered and tracked. The following items must be configured before adding users and allowing them to enter time off. A TimeAttend or TimeOff license is required to track time off. Items to Configure (Required) Time Off Approval Paths - To define who approves time off bookings Time Off Templates - To define which template is used to book time off Time Off Types - Defines the types of time off taken by users, how that time off can be entered, and default accrual settings for the type Pay Codes - To specify how time off hours are labeled and the pay associated with them. Pay code setup is only required for those using Replicon for payroll purposes. Optional Time Off Approval Paths Time Off Settings - To capture additional, custom information in time off bookings and for time off entered directly in timesheets Approval paths define the user or users who are responsible for approving time off and the order in which the booking is forwarded to approvers When adding an approval path, you must specify: a. The name of the approval path, which is used to identify the path when assigning it to users b. The approvers to include in the path c. The order in which the booking is forwarded to the approvers. Approvals can either occur in sequence, or at the same time. To have approvers approve at the same time, set all the approvers to the same step in the approval sequence. Setting Up Time Off 26

Time Off Templates Configure at: Administration > Time Off > Time Off Approval Paths To set the default approval path, click the path name in the Default Approval Path field at the top of the page, and choose a new path from the drop-down in the window that displays. To add a new path: 1. Click Add Approval Path. 2. Give the path a name. 3. Click the icon to add an approver. Supervisors and Role options are available: Choose Supervisors to appoint a specific user as an approver. Only users with a Supervisor permission set can be assigned as an approver by name. Choose Roles > Supervisor to make each time off owner s assigned supervisor their approver. 4. If necessary, add additional approvers to the same step by clicking the icon. If you define two approvers at the same step, both will receive each item to approve simultaneously, and both must complete approval before the item will be sent to approvers in the next step. 5. If necessary, add a new step by clicking the Add Approval Step button. 6. To add a path that is used only when approving one selected type of time off, click the Add Time Off Type Specific Path button. For example, if the user s supervisor needs to approve only their vacation time, you could create a Vacation path with the Supervisor role selected. The Default path could be left empty, or could specify some other approver who approves all non-vacation time off. 7. Click Add. 8. Ensure all approvers have time off approval permissions assigned in their Supervisor permission set. Replicon allows users to book time off using time off templates. You can assign different time off templates to different users. When adding a time off template, you must specify: The name and description of the template and time off options that will enable the user enter time off related data You can then assign a template to users in their user profile Setting Up Time Off 27

Configure at: Administration > Time Off > Time Off Templates 1. Click Add Time Off Template. 2. Enter a name, description and select a status. 3. Select the time off options. 4. Click Add. Time Off Types You must create time off types to define different types of absences that users will take. By creating multiple types: Time off can be categorized for reporting purposes Accrual and balance settings can be set differently for each type of time off For each time off type, you can specify default settings for how time off is accrued and when the balance is reset. When adding a user, these defaults will be applied starting at the date any new user is added, but can be overwritten if necessary. If all or the majority of your users follow the same time off policies, we recommend that you set default accrual and reset values at the system level and then edit the settings at the user level for those users that are the exception. Setting Up Time Off 28

Configure at: Administration > Time Off > Time Off Types 1. Click Add Time Off Type. 2. Enter a name, description and select a pay code to associate with the time off type. 3. From the Track Time as drop-down field, select how time off status is tracked in the user's timesheet. 4. From the Accrue Time as drop-down, select Hours or Workdays. This field will not be editable once you ve created and saved a new time off type. 5. Select the Booking Required check box if you want users to book all time off that they enter against this type. Booked time off must be approved. If booking is not required, users can enter time off for this type on the timesheet directly. 6. Select a value for which user's can book minimum amount of time off. Full Day - Users can book full days only Half Day - Users can book 1/2 or full days only Quarter Day - Users can book 1/4, 1/2 or full days only Full Hour a - Users must make bookings using full hour increments (for example, 1, 2, or 4 hours), or full days. <None> a - Users may make bookings using parts of hours (for example, 0.75 or 2.25) or full hours. They can also book off 1/ 2 or full days. 7. If you want users to enter start and end times when booking off partial days, select the Require Start/End Times for Partial Day Bookings check box. Users will not be allowed to submit a booking without the start/end fields completed. 8. From the Defining Default Policies for New Users section, select a policy type. No policies - No default policy will be assigned to new users for this time off type, although the policy will be enabled for new users. Initial policy only - A single default policy with the settings you specify will be created for each new user. Set of policies based on users' anniversaries - A set of policies whose accrual schedules are relative to the user's start date will be created for each new user. For example, you can specify that one year after the user's start date, they accrue one additional day per year, and two years after their start date, they accrue two additional days per year, etc. 9. Click Save. Setting Up Time Off 29

Pay Codes You must set up pay codes for: Paid time off Unpaid time off (setting the pay multiplier to 0) If you are not using the system for payroll purposes, there is a predefined pay code for time off that you can use. The pay codes will be shown on the timesheet and in payroll reports and exports. Configure at: Administration > Pay Codes and Policies > Pay Codes To set the pay code for regular hour, select a value from the Regular Hours Paycode drop-down list, at the top of the page. 1. Click Add Pay Code. 2. Enter the name, code, and, if desired, description. 3. Enter a value in the Multiplier field. This is the factor by which the user's rate will be multiplied for time using this code. 4. Click Save. Time Off Settings If you want to track information beyond the basic time off fields already provided, you should set up custom fields. Then, when users book time off or enter it directly in their timesheet, they can enter values in these fields. For each field you create, you can specify: The name of the field, as it will appear on the time off booking The type of the field Restrictions on the values entered, such as minimum or maximum values or the maximum length of the field. The available restrictions depend on the type of field. The default value to show when users first enter their time off, if any Whether users are required to enter a value Setting Up Time Off 30

Configure at: Administration > Time Off > Time Off Settings 1. Select whether time off should display in hours or in days. 2. Specify which time off type should be used to create holiday bookings. If the Automatically Add Holiday Time to the Timesheet option in the Timesheet Settings page is selected, the system populates timesheets with the selected time off type as holiday time. 3. In the Custom Fields section, click the field labeled <Unused - Click to Add>. The Custom Field Settings for... page displays. 4. Click Save. a. Type: Select the field type, which determines the field's data format. When you select a field type, the page will refresh to display options specific to that type. b. Required: Enable to require users to complete the field before they can save the page on which the field appears. c. Enabled: Enable to make the field available to users d. Hidden: Enable to make the field unavailable to users a. This option is not available in time off types with Accrue Time as set to Workdays. Setting Up Time Off 31

CHAPTER 8 Adding Users This chapter provides information on final steps to complete before adding users. The following items must be configured before adding users. Items to Configure Previously Configured Items Users - To define default values and formulas to assist you in creating users User Settings - To capture additional, custom information for each user If you followed the order of this guide, the following items should have already been set up. If any of these have not been set up, it is recommended that you configure them before adding users. This will allow you to add users without interruption. Departments Employee Types Permission Sets Holiday Calendars Currencies Pay Codes Overtime Rules Security Settings Timesheets Expenses Time Off Users You can specify default values for a number of fields so that they are selected automatically when you add a new user. Adding Users 32

Configure at: Administration > Employees and Organization > Users 1. Click Add User. 2. Enter the user s details and click Save User Profile. A side vertical menu is added to the page with the following menu items: a. Roles & Permissions - Specify permissions depending on the actions you want the user to perform b. Timesheets - Specify the user s timesheet settings c. Time Off - Specify the user s time off policies d. Expenses - Specify the user s expense settings e. Schedule - Specify the user s work schedule, time zone etc. f. Payroll - Assign pay rules to the user g. Billing & Cost - Specify the user s billing rate, hourly cost etc. h. Notifications - Specify which e-mail notifications the user is authorized to receive Save your details for each menu item, accordingly. Adding Users 33

User Settings In this section, you can specify formulas so user fields will be automatically filled out. i. The formula to use for login names. If you specify a formula, the Login Name Formula field will automatically be filled in when you enter a user s first and last name. For more information, refer to Login Name and E-mail Formulas on page 35. j. The formula to use for e-mail addresses. If your company s e- mail addresses follow a consistent formula, such as firstname.lastname@company.com, you can specify this formula here to have the Internal E-mail Address field automatically filled out. k. The default approval path l. The default number of hours per day m. The default work week, used for overtime calculations (Time- Attend and TimeBill only) n. The default weekly days off o. The default holiday calendar p. The time zone You should create custom fields if you want to track information beyond the basic user profile fields already provided. For example, you may want to enter a user s job title. For each field you create you can specify: a. The name of the field, as it will appear in the user s profile b. The type of field c. Restrictions on the values entered, such as minimum or maximum values or the maximum length of the field. The available restrictions depend on the type of field. d. The default value to show when adding a new user, if any e. Whether you are required to enter a value Configure at: Administration > Employees and Organization > User Settings 1. In the New User Defaults section, enter formulas that will be used to generate a user s login name and password and other details. 2. In the User Default Settings section, enter settings that will be assigned to users when they are added to the system. 3. In the Custom Fields section, add additional fields to display when adding users. 4. Click Save. Adding Users 34

Login Name and E- mail Formulas If your organization uses a standard login and/or e-mail format, you can set up a formula that will allow Replicon to automatically generate a user's login name and e-mail address based on the user's first and last names. This helps to save time when setting up users. These formulas can be modified at Administration > Employees and Organization > User Settings and apply to all users in the system. The may include the following tags: $FName $FNameLower $FNameUpper $FInitial $FInitialLower $FInitialUpper $LName $LNameLower $LNameUpper $LInitial $LInitialLower $LInitialUpper First name using the same case structure as entered in the First Name field First name in lower case First name in upper case Initial of first name using the same case structure as entered in the First Name field Initial of first name in lower case Initial of first name in upper case Last name using the same case structure as entered in the Last Name field Last name in lower case Last name in upper case Initial of last name using the same case structure as entered in the First Name field Initial of last name in lower case Initial of last name in upper case Formulas can include additional text. The e-mail formula must contain the appropriate tags as well as the domain name (for example, $FInitialLower$LNameLower@replicon.com). Examples for John Smith: Formula $FInitialLower$LNameLower $FName.$LName@replicon.com $FInitialUpper$LNameUpper Login Name or E-mail address jsmith John.Smith@replicon.com JSMITH Adding Users 35

CHAPTER 6 Setting Up Expense Sheets This chapter describes the system setup required to enter and track expenses. The following items must be configured before adding users and allowing them to enter expenses. Expense sheets are available only with a valid WebExpense license. Items to Configure Tax Codes - To automatically determine the amount of tax paid on an expense amount Expense Codes - To categorize expenses and define which taxes are applied to each type of expense Expense Columns - To determine which fields are available on expense sheets Expense Approval Paths - To define who approves each expense sheet Expense Templates - To define what template is used to enter expenses Optional Payment Methods - To track how users are paid for expenses Expense Settings - To capture additional, custom information on the expense sheet Tax Codes Tax codes define the taxes applied to expenses, for business activities and purchases. When you create a tax code, you will be required to provide: a. A name for the tax, which will display on the user s expense sheet b. A formula for calculating tax based on the net amount of the expense (see below) Configure at: Administration > Expenses > Tax Codes 1. Click Add Tax Code. 2. Enter a name and formula that will be used to calculate tax. 3. Click Save. Setting Up Expense Sheets 36

Understanding the Tax Formula Each tax code has a formula that tells Replicon how to calculate tax based on the net expense amount. This formula can be edited at the system level or when the tax is applied to an expense code. The formula at the expense code level will apply only to that expense code. You may create a rated tax (calculates tax as a percentage of the net amount) or a flat tax (adds a flat amount to the net amount). Example 1 - The formula for a 7% state sales tax would be entered as $Net*0.07 Example 2 - The formula for a flat tax (such as airport tax) would be entered as 10.00 Expense Codes Expense codes define the different costs incurred for business activities and purchases. When adding an expense code, you must specify: a. The name of the expense code, which users will select to categorize each expense b. Whether it is based on an expense rate (e.g., mileage) or a flat amount (e.g., hotel). If the expense code is based on an expense rate, you must enter the appropriate rate and the unit to which that rate applies. For example, if you are entering an expense code for mileage, the rate might be $.80 per mile. c. The formula to calculate the net (pre-tax) amount based on the total (see Understanding the Gross to Net Formula) d. The taxes which apply to expenses under that code. For each tax you assign to the expense code, you can use the default tax formula or edit it for this code. Configure at: Administration > Expenses > Expense Codes 1. Click Add Expense Code. 2. Enter a name and description. 3. From the Type drop-down field, select whether the expense code is based on an expense rate (e.g. mileage) or a flat amount (e.g. hotel). The Expense Rate fields display for rate-based expense codes. Enter a rate and the unit to which it applies. The Gross To Net Formula field displays for flat-rate expense codes. Enter a formula to calculate the net (pre-tax) amount. 4. In the Code field, enter an optional code used to identify the code. 5. In the Tax Codes section, you can edit the tax formula for each code. The changes will apply only to this expense code; the original tax formula for the tax code will remain unchanged. 6. Click Save. Setting Up Expense Sheets 37

Understanding the Gross to Net Formula The gross to net formula instructs Replicon how to calculate backwards from the gross (total expense amount) to the net (pre-tax amount) for an individual expense. Providing this formula will ensure expense amounts are correct, whether the user enters the net or the gross amount for a specific expense. When entering the gross to net formula, you may enter a simple formula (useful for expenses with only one tax) or a complex, multi-level formula using parentheses to indicate precedence (useful for expenses with more than one tax). Example 1 - For a 7% state sales tax, the gross to net formula would be entered as $Gross/1.07. Example 2 - For a 6% sales tax and a flat tax of $10.00, where the 6% sales tax is applied to the net amount before the flat tax is added, the gross to net formula would be entered as ($Gross-10)/1.06. Parentheses are used to indicate that the 10 dollars should be subtracted from the gross amount before the 6% sales tax is deducted. Expense Columns The Expense Columns page allows you to specify which fields are valid for expense sheets entered by your users. You may want to disable any fields that are not used by your organization. Any field selected on this page will be available to the user, however they may be disabled on the expense sheet by default. Users can add the fields to their expense sheet using the Settings. Configure at: Administration > Expenses > Expense Columns 1. Select the columns you want to make available on the expense sheets. 2. Click Save. Setting Up Expense Sheets 38

Expense Approval Paths Approval paths define the user or users who are responsible for approving expenses and the order in which the expense sheet is forwarded to approvers A Supervisor approval path is assigned to new users by default. Change the default to your most commonly-assigned path, if necessary. Later, when adding users, assign approval paths to users in their user profiles When adding an approval path, you must specify: a. The name of the approval path, which is used to identify the path when assigning it to users b. The approvers to include in the path c. The order in which the expense sheet is forwarded to the approvers. Approvals can either occur in sequence, or at the same time. To have multiple approvers approve at the same time, set the approvers to the same step in the approval sequence. To prevent delays in the approval process, the system will automatically approve expense sheets if: Items were submitted before the approver s start date The user associated with an approver type is not specified (for example, a project leader has not been assigned to the project). When this occurs, <System> is shown in the approval details. Setting Up Expense Sheets 39

Configure at: Administration > Expense Sheets > Expense Approval Paths To set the default approval path, click the path name in the Default Approval Path field at the top of the page, and choose a new path from the drop-down in the window that displays. To add a new path: 1. Click Add Approval Path. 2. Give the path a name. 3. Click the icon to add an approver. Supervisors and Role options are available: Choose Supervisors to appoint a specific user as an approver. Only users with a Supervisor permission set can be assigned as an approver by name. Choose Roles to appoint approvers based on their relationship to the timesheet owner. You can select either the Project Manager or Supervisor role. For example, if you select the Project Manager role, the project managers for any projects included in the expense sheet will be sent the expense sheet to approve. 4. If necessary, add additional approvers to the same step by clicking the icon. If you define two approvers at the same step, both will receive an item to approve simultaneously, and both must complete approval before the item will be sent to approvers in the next step. 5. If necessary, add a new step by clicking the Add Approval Step button. 6. Click Add. 7. Ensure all approvers have expense approval permissions assigned in their Supervisor or Project Management permission set, as applicable. Expense Templates Replicon allows users to enter expenses using expense templates. You can assign different expense templates to different users. When adding an expense template, you must specify: The name and description of the template and expense options that will enable the user enter expense related data You can then assign a template to users in their user profile Configure at: Administration > Expenses > Expense Templates 1. Click Add Expense Template. 2. Enter a name, description and select a status. 3. Select the expense options. 4. Click Add. Setting Up Expense Sheets 40

Payment Methods Payment methods are used to specify how payments will be made. This can help you track, for example, which credit card was used for purchases. However, it is not required that users specify payment methods for expenses. Configure at: Administration > Expenses > Payment Methods 1. Click Add Payment Method. 2. Enter a name and description. 3. You can disable a payment method that you don't want employees using, but it cannot be deleted because expenses are entered against it. 4. Click Save. Expense Settings You should create custom fields if you want to track information beyond basic expense sheet fields already provided. Then, when entering their expenses, users can enter a value in each of these fields For each field you create, you can specify: a. The name of the field, as it will appear on the expense sheet b. The type of field c. Restrictions on the values entered, such as minimum or maximum values or the maximum length of the field. The available restrictions depend on the type of field. d. The default value to show when users first view the expense sheet, if any e. Whether users are required to enter a value Setting Up Expense Sheets 41

Configure at: Administration > Expenses > Expense Settings 1. Enter details in the Due Dates section. 2. In the Expense Notice section: a. Enter a title and description for the disclaimer that you want displayed on the expense sheet. b. Select the Include When Printing Expenses check box if you want the disclaimer title and text to appear on the page when it is printed. 3. In the Custom Fields section, click the field labeled <Unused - Click to Add>. The Custom Field Settings for... page displays. 4. Click Save. a. Type: Select the field type, which determines the field's data format. When you select a field type, the page will refresh to display options specific to that type. b. Required: Enable to require users to complete the field before they can save the page on which the field appears. c. Enabled: Enable to make the field available to users d. Hidden: Enable to make the field unavailable to users Setting Up Expense Sheets 42

CHAPTER 9 Setting Up Projects Before users begin entering time or expenses you must set up projects that people are currently working on. You can do this yourself, or you can provide project managers the permissions to add/edit projects. This chapter provides information on how to set up projects. The following items must be configured before adding projects. Items to Configure Billing Rates - To define what rates are available for use in your system Project Roles - To define specific job functions or types of work Project Settings - To capture additional, custom information for projects Client Settings - To capture additional, custom information for clients Skills - To define skills that project leaders, supervisors, or resources can later assign to resources Cost Normalization Rules - To calculate the normalization factor Sharing Access - To allow managers to appoint others as project, client, or program Co-Managers Billing Rates An employee's time is billed based on the number of hours the employee enters in their timesheet and the employee s billing rate. Rates can be based on: Project Rate - The system's project rate is available in all new projects by default. You can modify the value of this rate. User Rate - A user's default rate is defined in their user profile. Custom Rates - Custom rates are rates you wish to apply to project work beyond project-specific and client-specific rates. They could, for example, be associated with specific job functions carried out within your organization, or they could be based on levels of seniority or skill. You can add custom rates at the system level and these can be assigned to any type of project team member (a specific user, department, or a placeholder). Configure at: Administration > Projects > Billing Rates To modify the project rate, click Project Rate from the Billing Rate Name column and update the Billing Rate Amount value. 1. Click Add Billing Rates. 2. Enter a name, description and enter a value in the Billing Rate Amount field. 3. To make the billing rate available in the system, select Enabled from the Billing Rate Status drop-down field. 4. Click Add Billing Rates. Setting Up Projects 43

Project Roles Project roles represent specific job functions that project leaders can assign and allocate to their projects. Each role can be associated with a cost, for use in cost tracking. A role is assigned to a project, as a placeholder resource. Once a role is assigned to a project, the placeholder resource can be associated with billing rates available within that project. Configure at: Administration > Projects > Project Roles 1. Click Add Project Role. 2. Enter a name, description and associate a cost with that role, if desired. 3. Click Add Project Role. 4. Select a project role. 1. To add costs to a role, select a project role and click Add Cost. 2. Enter an effective date, select a currency and enter a value in the Cost field. Project Settings Custom fields help you track information beyond the basic fields already provided. For example, you may want to identify which phase each project is in. Configure at: Administration > Projects > Project Settings 1. Select the Automatically Assign Project Codes check box if you want project codes to be automatically generated on an incremental basis. In the Next Project Code field, enter a numerical value to be used for the project you create after enabling this option. 2. In the Project Custom Fields section, click the field labeled <Unused - Click to Add>. The Custom Field Settings for... page displays. 3. Click Save. a. Type: Select the field type, which determines the field's data format. When you select a field type, the page will refresh to display options specific to that type. b. Required: Enable to require users to complete the field before they can save the page on which the field appears. c. Enabled: Enable to make the field available to users d. Hidden: Enable to make the field unavailable to users Setting Up Projects 44

Client Settings Clients are customers of your organization to whom you bill time or costs for projects. They can be external customers or departments within your organization. Custom fields help you track information beyond the basic fields already provided. For example, you may want to capture a billing address for each client. Skills Configure at: Administration > Projects > Client Settings 1. In the Custom Fields section, click the field labeled <Unused - Click to Add>. The Custom Field Settings for... page displays. 2. Click Save. a. Type: Select the field type, which determines the field's data format. When you select a field type, the page will refresh to display options specific to that type. b. Required: Enable to require users to complete the field before they can save the page on which the field appears. c. Enabled: Enable to make the field available to users d. Hidden: Enable to make the field unavailable to users Assigning skills allows project leaders to easily view and understand resource capabilities, which can help them assign the best resource for each task. Your skills library is a collection of skills you can use to define the capabilities of your resources. The skills library also allows you to quickly view how many users are assigned each skill, and the average level attained for each skill within your organization. Skill Category To help you organize and work with skills, you can create each skill within a category. You can decide what categories work for your organization. For example, you might want to create a category for each type of resource in your organization, such as Developers, QA Analysts, and Technical Writers. Or, you could categorize by types of skills such as Language Skills, Programming Languages, Tool Skills, Communication Skills, etc. Setting Up Projects 45

Configure at: Administration > Projects > Skills To add a category to your skills library: 1. Click Add Category. 2. Name the category. For example, call it Language Skills. 3. Click Ok. To add a skill: Administration > Projects > Skills 1. Hover your cursor over the category you want to add the skill to and click the + Add New Skill icon. 2. Enter the skill's name. For example, call it French. 3. Enter a description of the skill, if desired. 4. Click Ok. Setting Up Projects 46

Cost Normalization Rules Replicon can be set up to automatically calculate normalized hours and costs for specified users. Normalized hours can be viewed and exported to Excel using reports. The Normalization feature is available only in RepliconPPM and TimeCost. Why might we need to normalize hours? Normalization is needed when cost is calculated using an assigned hourly cost rate: Cost = Hourly cost rate x Hours worked But, the worker is paid a fixed amount (for example, a salaried employee). In these cases, if the employee works more hours than expected, costs do not increase, and hours must therefore be normalized to reflect the actual cost amount. Cost normalization is the conversion of actual hours worked to reflect actual cost amounts. How are the normalized hours calculated? To normalize hours, actual hours worked are multipled by a normalization factor which is equivalent to: Scheduled Hours / Actual hours worked for a given time period. If the worker works fewer hours than expected, a normalization factor of 1 is assigned in all cases (normalization factors must be between 0 and 1). For example: A salaried employee is assigned a work schedule of 8 hours per day, 5 days a week. Their assigned hourly cost is $50/hour. Their costs are set to be normalized weekly. In a single week, they work 46 hours. Normalization factor = Scheduled hours / Actual hours worked = Hours per day * Number of working days in week / Actual hours worked = 8 hours per day * 5 days / 46 hours = 40/46 (= 0.87 a ) To calculate this employee s cost for that week: Actual normalized cost = Actual hours worked * Cost per hour * Normalization factor = 46 hours * $50/hour * 40/46 = $2001 Setting Up Projects 47

FAQs How are normalization factors calculated if a user is assigned a schedule with hours per day that vary depending on the day of the week? In normalization calculations, Scheduled hours is the sum of the scheduled hours for all days in the week or month, as applicable. Are non-project hours included in normalization calculations? Yes. Configure at: Administration > Projects > Cost Normalization Rules 1. Select Add Cost Normalization Rules. 2. Complete the fields that display, and click Add. Refer to the sections below for information about the Normalization Period, Hours to Normalize, and Exclude Time Off fields. 3. Assign normalization rules to users whose hours you want normalized. For more information, refer to Chapter 8, Adding Users on page 32. 4. Assign Normalized Cost Data permission in the Project Management permission set to any managers who should be able to view normalized data. For more information, refer to Permission Sets on page 12. Normalization Period Select either Weekly or Monthly. This is the period over which calculations are made. For example, if you select Weekly, the normalization factor will be calculated as follows: Scheduled hours for a week / Actual hours worked in a week Setting Up Projects 48

Hours To Normalize Select either All Hours or CapEx Hours First. Select CapEx Hours First to ensure all possible CapEx hours are included as costs. For example: An employee is assigned a work schedule of 8 hours per day, 5 days a week. Their assigned hourly cost is $50/hour. In a single week, they work 30 CapEx hours on Project A and 20 OpEx hours on Project B. If CapEx Hours First is selected in their assigned normalization rule: Normalization factor for CapEx hours = Scheduled hours / Actual CapEx work hours = 40/30 = 1 (since normalization factor can t be greater than 1) Normalization factor for OpEx hours = Scheduled hours / Actual OpEx hours = (Total scheduled hours - Actual CapEx hours) / Actual OpEx hours = 40-30 / 20 = 10/20 (= 0.5) Actual normalized cost = Actual hours * Cost per hour * Normalization factor Cost allocated to Project A = 30 hours * $50/hour * 1 = $1500 Cost allocated to Project B = 20 hours * $50/hour * 10/20 = $500 If All Hours selected: Normalization factor for hours = Scheduled hours / actual work hours = 40/50 (= 0.8) Cost = Actual hours * Cost per hour * Normalization factor Cost allocated to Project A = 30 hours * $50/hour * 40/50 = $1200 Cost allocated to Project B = 20 hours * $50/hour * 40/50 = $800 Setting Up Projects 49

Exclude Time Off Select exclude either a single time off type, or all time off types, from the total scheduled hours worked when normalized hours and costs are calculated. You would typically exclude unpaid time off from normalization calculations, but include paid time off. For example: An employee is assigned a work schedule of 8 hours per day, 5 days a week. Their assigned hourly cost is $50/hour. In a single week, they work 30 hours and take 16 hours of vacation time. If Vacation time off is selected to be excluded: Normalization factor = Scheduled hours / Actual hours worked = (Scheduled hours - Vacation hours) / Actual hours worked = (40-16) / 30 = 24/30 (= 0.80) Actual normalized cost for days worked = Actual hours * Cost per hour * Normalization factor = 30 hours * $50/hour * 24/30 = $1200 If Vacation time off is included: Normalization factor = Scheduled Hours / Actual hours worked = 40/46 (= 0.87 a ) Actual normalized cost for work days = Actual hours * Cost per hour * Normalization factor = 30 hours * $50/hour * 40/46 = $1304.35 Setting Up Projects 50

Sharing Access You can allow Project Managers, Client Managers, and Program Managers to appoint Co-Managers to their projects, clients, and programs, respectively. Creating Co-Managers provides a way for managers to assign someone to cover their duties when they are unavailable, and also provides another method of sharing data. Who can be assigned as a Co-Manager? Any user with the Project Manager, Client Manager, and Program Manager role type can be appointed as Co-Manager to a project, client, or program, repectively. What projects, clients, or programs can a manager appoint Co-Managers to? Within a user s Project Management permissions set, you can choose what types of projects, clients, and programs managers can appoint Co-Managers to. For example, you can allow Project Managers to assign Co-Managers for only their projects, or for all projects in the system. Managers appoint Co-Managers on project, client, and program landing pages, as applicable. Note: If a user only needs to know who is Co-Managing an item, and doesn t need to appoint Co-Managers themselves, you can assign them View permission only. What data can Co-Managers access? The Co-Manager s access is limited by the My Project, Clients for My Projects, or Programs for My Projects permissions, as applicable, that are assigned to them in their Project Management type permission set. Note: Because the Co-Manager s access is limited by their own permissions, it is possible they will have greater access to data for an item than the assigning manager has. For example: Manager A cannot view billing data for projects they manage. Manager B can view billing data for projects they manage. If Manager A appoints Manager B as a Co-Manager for a project, Manager B will be able to see that project s billing data, even though Manager A cannot. How do I set up this feature? To allow a manager to view or appoint Co-Managers, enable the applicable View or Edit Co-Managers permissions in Project Management type permission sets. For more information on assigning permissions, refer to Permission Sets on page 12. a. Normalization factors are rounded in Replicon reports for display purposes. All cost and hours calculations involving normalization factors use unrounded values. Setting Up Projects 51

CHAPTER 10 Setting Up Reports Replicon allows you to create highly-customized reports to assist with tracking and management of time, time off, expenses, users, and projects. Reports A number of default reports have been installed with Replicon. When setting up the system, you can either: Create and customize these default reports to meet your organization s requirement, and limit users to using those reports or Allow users to create their own reports Default Reports Each default report is based on a report template. Default reports and report templates include all of the same available fields, filters and other options. The only difference between default reports and report templates is, which fields are enabled. The default reports are: User Reports Expense Reports Project Reports Timesheet Reports Resource Reports TimeOff Reports Add Reports To add new reports, select a template for the report. Select fields to include in the report Set filters to limit data in the report Group and summarize data Sort columns in the report Save the report. You can save it as a private report or a public report. E-mail or export the report in CSV or PDF formats To create customized versions of reports, you can edit default reports by selecting new fields and filters to display, among other options. Setting Up Reports 52

Configure at: Reports 1. Click New Report. 2. In the Create a New Report window, select a report type from the Category drop-down list. 3. From the Report Type drop-down list, select the report template to base the report on. 4. Click Preview. The Create a New Report window appears, which displays columns available in the template. 5. Select the Predefined tab to add columns you want displayed in the report. a. To add custom columns, select the Custom tab and click Add a new custom column. b. Enter a name for the formula. c. From the Formula drop-down field, select a formula. d. From the Format drop-down field, select the format that should be used when the column is displayed. e. Click Add. 6. Click Preview. 7. Click Settings to modify the report settings. 8. Click Save Report to save the report. The Save Report window appears. a. Enter a name and description. b. Specify whether the report is public or private: Public Report - The report will be available to all users Private Report - The report will only be available to the user who created it. 9. Click Save Report. Setting Up Reports 53

APPENDIX A Glossary Accrue, Accrual Activity Approval Approval Path Banked time Base Currency Broadcast Client Client Representative Co-Manager Copy From Cost normalization Currency A means for allowing users to accumulate time off over a period of time (by time off code), at a frequency set up by the administrator (either globally or per user). A method to categorize work. For example, a consulting company may have a set of core tasks that must be completed for every project they work on, such as budgeting, design, and testing. Instead of adding these tasks to each and every project they create, the tasks can be defined as activities that users can select when entering time. Indication that timesheets, time off bookings, and expenses are correct. Depending on the selected approval process, project leaders and supervisors can approve, reject and/or comment on items. Approval paths define the user or users who are responsible for approving timesheets, expense sheets, and time off bookings, and the approval order. They are assigned to users in their user profiles. Time off awarded to employees in lieu of overtime. Banked time is allotted at the overtime rate (or pay code) specified in the user s overtime rule. Time can be banked automatically, based on selected conditions in the user s overtime rule, or it can be user banked, if the user is granted Choice to bank time if possible permission. The default currency used for all cost and time calculations. All costs are converted to base currency at the specified conversion rates. An e-mail message sent to all users of Replicon. Broadcast messages are useful for notifying users of system upgrades, timesheet changes, project status, or news about your organization. A customer associated with one or more projects for billing and reporting purposes. A user who represents his/her clients and can approve time against their projects. The user must have the Client Representative permission. A Project Manager, Client Manager, or Program Manager who another manager allows to access their project, program or client. A means for copying data from previous timesheets to the current (or future) timesheet. The conversion of actual hours worked to reflect actual cost values in cases where cost is calculated using an assigned hourly cost rate, but workers are paid fixed amounts (for example, salaried employees). The currency associated with expenses, costs, pay, and billing amounts. 54

Custom Field Daily View Default Rate Department Disclaimer E-mail Formula E-mail Notification Employee Type Excel Expense Expense Columns Expense Summary External E-mail Address Field Selection Gross A custom field used for informational purposes and reports. Custom fields can be formatted for dates, numbers, text, or drop-downs (selection from a list). The view the user sees when entering time in the In-Out Timesheet format. This view is the only means the user has to enter time when using the In-Out feature. The rate used to determine the starting value for billing and project costing. Individual default rates can be defined for each project, client, and role. A division of employees that defines the hierarchical structure, geographic regions, or functional groups of your organization. Departments can be assigned to projects/tasks, and can be used to track information for reporting purposes. Departments may contain any number of users, but a user may be assigned to only one department. A signature message that appears on the timesheet, expense sheet, and/or approval pages for all users in the system. A formula used to automatically generate a user s e-mail address based on the user s first and last names. The e-mail formula is created at the system level and applies to all new users entered in the system. An automatic e-mail message that reminds users to complete their responsibilities. E-mail notifications can be enabled or disabled for specific users or system wide. A group that identifies employees for the purposes of time tracking (full-time, part-time, contract, etc.) and human resources (time off). A user can be assigned to only one employee type. An option that allows users to export report data to Microsoft Excel for further editing or review. A cost incurred from work-related tasks and/or purchases (travel, food, office supplies, etc.). In TimeBill expenses may be non-billable or billable, the latter applying to expenses for a project funded by a specific client. A means for customizing which columns are available in the user s expense sheet. Expense columns are set at the system level and are either enabled or disabled. A summary view of the user s expense sheet. The summary includes only the most pertinent information, such as billable amounts and reimbursement totals. The e-mail address used to send offline timesheets to a user. A means for customizing reports. Field selection allows users to add or remove fields to reports. Each report has a different list of available fields. The total amount of an expense, including taxes. 55

Gross-to-Net Formula Grouping Holiday Calendar Hour Level Hours per Day Hourly Cost Hourly Payroll In-Out Timesheet Internal E-mail Address Login Name Formula Net Non-billable Normalization Factor Not Paid Overdue Overtime Rules A formula used to calculate backwards from the gross amount to the net amount (pre-tax) of an expense. This formula applies to flat expenses only (not rated expenses such as mileage). A means for grouping data for reports, allowing users to view the same information in various ways. For example, a Project Status report might be grouped first by project, then by task, then by the users working on that task. Subtotals are calculated for each group level, where appropriate. Grouping options are provided with most reports. A means for defining a set of statutory (civic) holidays and assigning those holidays to specific users. Replicon identifies the assigned holidays in users' timesheets. A term that identifies user defined fields that will apply to individual hour cells on timesheets. The number of hours that constitutes a single day for a user. Hours per day are used to convert vacation time from hours (entered in the timesheet) to days (days remaining). You can set up hours per day in each user s profile (overrides default). The Replicon default is eight hours per day. A rate used for reporting purposes to determine project costs. You can set up the hourly cost in each user s profile. The rate used for reporting purposes to determine payroll costs on a project. You can change or edit the hourly payroll in each user s profile. A grid format timesheet where you can enter the start and end times when you work during the day. The e-mail address used to send Replicon e-mail notifications to the user. A formula used to automatically generate a user s login name based on the user s first and last names. The login name formula is created at the system level and applies to all new users entered in the system. The amount of an expense before taxes. A term that indicates that time and expenses will not be billed to the client associated with the project. The ratio used to normalize actual hours worked, to reflect actual cost values. This value is calculated in Replicon using this formula: Scheduled hours / Actual hours worked. Identifies expense sheets for which the reimbursement amounts have not been paid. The Not Paid button is used to undo the action of marking expense sheets as paid. It is NOT used to reverse an actual payment disbursement. A term that indicates when timesheets and approvals are past their due dates. Rules that help you specify and modify how your employees will be paid for their overtime hours. This feature accommodates customers who require overtime calculations and rate adjustments. 56

Paid Pay Codes Payment Method Period in View Permission Permission Set Project Project Assignment Project Cost Project Rate Project Team Project/Task Progress Quantity Reimburse Identifies expense sheets for which the reimbursement amounts have been paid. Paid status appears on the users expense status (Waiting for Approval, Approved, Rejected) pages. Used to label different types of time, such as overtime and double time. The method of payment for an individual expense (e.g., Visa). The read-only format used to view an entire period s entries for the In-Out timesheet. This view is the only means a user has to submit the timesheet when using In-Out. A term that identifies the individual functions/features to which users may be granted access. Defines a set of permissions for a specific user. You can assign permission profiles to users in their user profile. A framework (structure) for organizing workgroup tasks. Projects identify the body of work to be completed by a team. Projects can have task assignments at multiple levels. A means for allowing only specific users to enter time against a project in their timesheets. Project assignments apply only to the project at the highest level, and do not automatically carry down to the sub-tasks. A project assignment differs from the project team in that the assignment determines who can work on the project at its highest level, whereas the project team includes all individuals working on the project at all levels of the structure. The internal cost for a project. The default billing rate for a project. The project rate automatically applies to all time entered against the project and its associated tasks. When a project team is initially assigned, each team member will, by default, use the project rate; however, each member s rate can be changed as necessary. A group of users who can work on a project or its associated tasks. Each member of the project team is assigned a rate that will be used to calculate the cost incurred for the time that user spends working on the project. The project team differs from a project assignment in that the team includes all individuals working on the project at all levels of the structure, whereas a project assignment determines who can record time against the project at its highest level. A means for tracking the work progress for individual projects/tasks. Project/ task progress is displayed in a progress bar on the Edit Project, Add/Edit Task, Project Structure, and Timesheet pages, as well as in reports. The progress bar includes the actual hours worked (by all users assigned to the project/task), estimated hours, and percentage completed. The number of units used to calculate the total expense amount for rated expense types (e.g., mileage). A term that identifies expenses for which the user paid out of pocket and requires compensation. 57

Reopen Reset Role Row Level Standard Timesheet Task Task Assignment Tax Tax Formula Time Off Timesheet Timesheet Period User User Rate An option that allows a user to recover a timesheet or expense sheet that was submitted in error. The Reopen option is available even after a timesheet/expense sheet is approved. A means for resetting the number of time off days to which users are entitled over a period of time. For example, a company may allow a user 15 vacation days per year, to be reset (start over) on January 1st each year. The reset frequency may vary by time off code (global) and user. A term that identifies a type of work charged at a specific rate. A role can describe a specific action/function or a level of expertise within the project team. Roles are initially created globally, then assigned to a project and appropriate project team members. A term that identifies user defined fields that will apply to individual rows on timesheets. A term that identifies the traditional timesheet format, where a user enters the total hours worked per day. Identifies a level within a project. A single project may have many tasks and up to ten levels. A means for allowing only specific users to enter time against a particular task in their timesheets. Task assignments apply only to a single task within the project structure and do not automatically inherit from the project or carry down to the sub-tasks. A fee added to the net amount of an expense. A formula used to calculate tax amount based on the net amount of an expense. A separate tax formula is created for each tax code that will be used. An item that identifies employee time and benefits against which users log their time (vacation, sick days, statutory holidays, etc.). Time off can be enabled/disabled at a global level (system wide) or at a user level (e.g., contractors or interns may not be allowed to enter vacation). A means for tracking time worked by individual users within an organization. Replicon allows you to manage time and costs across departments, projects, employee types, and clients. A date range that specifies how frequently timesheets are submitted. Timesheet periods should parallel your organization s pay periods. Timesheet periods can be created for the entire system (all users), employee types and/ or departments. Any individual with access to enter data. Any number of user types may be created (administrator, supervisor, etc.). Each user has a name, a login name, a login password, and a profile. A specific rate defined for a particular member of a project team. The user rate applies only to the selected user and is specific to the project and its associated tasks. 58

Validation Rules Validation rules let you set the minimum/maximum number of hours that must be on an employee's timesheet in order for it to be considered valid. 59