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View this overview of Replicon's Time & Attendance Edition for Web TimeSheet to see how to:

• Track activity time (timesheet)
• Track employee time off calendars
• Create time off policies
• Create business and validation rules for overtime and activity time accuracy
• Track in/out time (punch timecard)
• Integrate with payroll software

► Show a transcript of this video

▼ Show a transcript of this video

Web TimeSheet Time & Attendance Edition
Overview Transcript

Introduction
Visual Cues:
Title page with “Web TimeSheet Time & Attendance Edition Overview” displays.

Differences screen appears, displaying the following bullet points under the Time & Attendance logo:

• Tracks activity time (timesheet)
• Tracks employee time off calendars
• Creates time off policies
• Creates business and validation rules for overtime and activity time accuracy
• Tracks in/out time (punch timecard)
• Integrates with payroll software

And displaying the following bullet points under the Project & Billing logo:

• Tracks project and client time
• Tracks project schedules
• Creates project and task codes
• Creates business and validation rules for project and billing time accuracy
• Tracks project productivity
• Integrates with project software

Audio Cues:
Hello and welcome to the Replicon Web TimeSheet Time & Attendance Edition Overview.

During the evaluation process of our product, when customers are looking for a timesheet solution, often times they’ll ask us “What’s the difference between the Time & Attendance Edition of your product and the Project & Billing Edition of your product?”.

The purpose of this video today is to highlight the differences and the unique features that are available within the Time & Attendance Edition.

Timesheet
Visual Cues:
The timesheet screen displays. Narrator clicks on the “Activity” drop-down to show activities. Narrator clicks on the “+” button to add a new row and selects the “Performance Review” activity.

Narrator clicks the time cell under “Wednesday” and adds “2” hours with comments “Checked on Sally’s progress”, then clicks on the “Activity” drop-down again to show the changes.

Audio Cues:
On the timesheet, you’ll immediately see the biggest difference in the fact that there’s no project or client drop-downs that you’ll be choosing to enter your time towards. There is however, an activity drop-down where you can choose what the time is related to that your entering.

Here I’m going to simply add a row, choose “Performance Review” as my activity, enter some hours towards that’s comments, and then go ahead and save my timesheet.

The activity listing that I see is based on the configuration and the permissions in the system. All of the activities are configurable, based on the user-by-user basis.

Time Off
Visual Cues:
Narrator navigates to the “Time Off” calendar icon at the top of the screen and clicks on it. Narrator scrolls down and selects November 29 – December 1 for vacation (highlighted in yellow). Narrator clicks on the “Book Time Off” button to display the “Time Off Booking” screen. Narrator clicks on the “Submit” button to submit the changes.

Narrator selects November 22 – 24 for vacation, then hovers around the “-17 days(s) remaining” comment below the “Time Off Type” drop down on the right hand side.

Audio Cues:
The second big difference with Web TimeSheet Time & Attendance Edition is ability to track exception time or time off.

We’ll bring up the time off calendar here, and we’ll go ahead and make our vacation requests. It’s simply a matter of clicking and dragging over the days you want to book off, and clicking the “Book Time Off” button, you could add comment here and then submit to your supervisor for approval.

Now you will notice that when I wanted to book my time off there’s some feedback to the user here, telling me how many days I have remaining. In this case, I’m overdrawn by 17 days because there’s no actual vacation accrual setup for the user in the system, but if you wanted to prevent users from overdrawing and only allowing them a certain amount of time off, we can set that up with time off policies.

Time Off Policies
Visual Cues:
Narrator navigates to the “Administration” icon at the top of the screen to display the “List Users” screen. Narrator clicks on “Johnny Bravo” user to display the “Edit User” screen.

Narrator clicks on the “Time Off” tab to display the different time off codes. Narrator scrolls down and hovers over the “Vacation” policy details.

Narrator scrolls back up to the “Personal Leave” policy details. Narrator clicks on “Create Policy” to reveal date, balance, accrual days, reset and advanced details. Narrator clicks on the “Accrue” and sets the accrual to “Month” by “1” day. Narrator clicks on the “Done” button to show the changes.

Audio Cues:
We can navigate to the time off policies of this user by opening them up in his user profile.

Here under the “Time Off” tab, you can see all the time off codes that this user has the ability to enter time off towards.

The very last one is his vacation accrual, which basically sets the balance to “0” days, on May 18th, and then every year it resets that balance to “0” days.

Now if we wanted to set up an accrual of time off, based on the calendar year, we can do that. We’ll just set u p a policy for personal leave. It’s going to be effective November 2. I’m just going to set the balance to “0” days, but then, I want it to accrue a certain amount off days every month. So in this case, we’re going to give this user one day for every month that they’ve worked of personal leave. Go ahead and say “Done”, and now every month I’ll have one more day of personal leave that I can book time towards.

All of these policies are configurable on a per user basis, so if you have different groups within your organization, that have different time off policies and requirements, the system can be modified to support that structure.

Business and Validation Rules
Visual Cues:
Narrator navigates to the left hand menu and under “Timesheet Setup” selects “Validation Rules” to display the “Validation Rules” screen. Narrator clicks on the “Minimum 40 hours per week” rule to display the “Edit Validation Rule” screen. Narrator clicks the “Save” button.

Narrator navigates to the left hand menu and under “Timesheet Setup” selects “Overtime Rules” to display the “Overtime Rules” screen. Narrator hovers over “Hours over 40 are Banked” rule, the “California Overtime” rule and “Hours over 40 are Overtime” rule.

Audio Cues:
While time off policies can be used to ensure that users are entering inaccurate exception or time off, we also have business rules, validation within the system, that ensure time entry towards activities are also accurate.

We’ll go ahead and see these here under “Validation Rules” on the left hand menu, and this is an example of two of the rules that have been set up in the system.

Minimum of eight hours a day and this validation rule will ensure that user have logged at least 8 hours a day towards a combination of time off and work time, and the other rule that’s set up here is a minimum of 40 hours a week, ensuring that users have entered 40 hours on each timesheet week that they’re submitting time for.

These rules, like activities are configurable on a per user basis, and they are customizable if you need to modify them in any way or add your own business rules into the system.

In addition to validating the number of hours that have been entered accurately on the timesheet or are requiring a minimum number of hours, overtime rules can also be set up here to provide user feedback and let users now how many hours on their timesheet have been considered for overtime or double time as the case may be.

Here you will see that the system is preconfigured with three defaults, “Hours over 40” are banked. A “California Overtime” rule that includes all time off types, and then an “Hours over 40” type rule where jury duty is included in the calculation.

The system can hold as many overtime rules as you want and they are configurable on an per user basis, so if you have different overtime rules across your organization, they can be assigned to specific users.

The system does maintain historical records of all the overtime rules that are assigned to users, meaning that if a user moves from one state to another, and a new overtime rule needs to be applied, looking back at there historical timesheets will still reflect the overtime rule that was in effect for them when they were in that state.

Timecard (Punch In/Out Time)
Visual Cues:
Narrator navigates to the top menu and selects the “Timecard” icon to display the “Timecard” screen. Narrator clicks the “Punch In” button to display the timecard for in/out time.

Narrator navigates to “Timesheet” icon at the top of the screen and clicks on the “Compare To Timecards” button to display the “Hours Discrepancies” screen. Narrator clicks “OK” to close the screen.

Audio Cues:
In some companies, you may want to move away from an honor-based system, which is what we were looking at today with the timesheet and users are expected to populate it accurately on their own.

You may want more accurate time keeping records down to the minute, something that mimics the old punch clocks that companies used to have.

You can see that functionality here on the timecard permission. When users have this permission, they’ll be presented with this screen after logging in.

They simply have to click the “Punch In” button and the time they’ve actually punched in will be reflected here in their timecard.

Now once a user has punched in and out throughout the week, you have the ability to allocate those time entries to activities on your timesheet. And here, comparing the timecards will present the user with the hours that they’ve punched versus the hours they’ve logged on their timesheet so they can be sure that all their punch hours are accounted for and are allocated to activities.

Supervisors will also have visibility into this, during the approval process when they are approving their timesheets.

Integrations
Visual Cues:
Narrator navigates to the top menu and selects the “Integrations” icon to display the “Select an Export” screen. Narrator clicks on the “ADP PC/Payroll v5.1” export to display the exported data in the ADP format.

Audio Cues:
Once you’ve used Web TimeSheet to ensure accurate time entry towards activities and time off, you most likely want to take that data an export it to either a billing system or maybe to a payroll provider to have checks generated.

Luckily Web TimeSheet includes this functionality by default through our integration section, where timesheet raw data can be exported to the billing system of your choice, or many payroll providers. An example of that would be the ADP export that we preconfigured within the application that generates export data in the determined ADP format.

This of course is just one of many payroll providers and Web TimeSheet reports and exports can be formatted to meet other payroll providers’ needs as well.

Next Steps
Visual Cues:
Next Steps screen displays, with a form to fill in for a Free Trial and the following numbers and e-mail to Schedule a Personalized Demo:

Toll Free in North America: 1-877-862-2519
Toll Free outside North America: +800 8622 5192
E-mail: support@replicon.com

Audio Cues:
That concludes our overview of Web TimeSheet Time & Attendance Edition. If you have any questions or concerns, please don’t hesitate to get in contact with us via one of the methods you’re seeing on your screen now.

Thanks and have a great day.