Setting up and Configuring NEOSYS Timesheets System

Creating Activities for Timesheets

1. Go to Menu > Timesheets > Files > Activity File ( Keyboard Shortcut - Alt+M, T, F, C)
   
   
   
2. You will see the activity file. Enter the details as follows:
   • Type Code - Reference code for the activity.
   • Type Name - The Activity Name
   • Department name - Department to which Activity is tagged
     
     
     
     
3. Click on Save

Setting Hourly Rates for Users

1. Go to Menu > TimeSheets > Files > Hourly Rates File (Keyboard Shortcut - Alt+M, T, F, H)
   
   
2. Enter the Hourly Rate against the user-name of the employees.
   
   
3. Click on Save

Timesheets Configuration File

1. Go to Menu > TimeSheets > Files > Configuration File (Keyboard Shortcut - Alt+M, T, F, F)
   
   
2. You will see the timesheet configuration file. Enter the details as required:
   
   
   

Setting up Approval Monitors

The users listed under Monitors are the ones who receive the Reminder/Approval emails. The first monitor on the list MUST have TIMESHEET ADMINISTRATION authorization otherwise he will not be able to access the Timesheet Reminder/Summary documents and get an error message "You are not authorized to do Timesheet Administration".

Avoiding timesheet reminders / approval emails

NEOSYS, by default, does not send reminders to people who have not entered any timesheets in the last 31 days.

Specifying user specific holiday to avoid reminders / approval emails

You can specify user specific holidays or annual leave or any other off days for a particular user. This can be done by a Timesheet Administrator and you have to go to the neosys2 URL using only Internet Explorer and follow the steps below:

1. Select the user from the drop down
2. Specify the leave dates (do not delete old ones, but instead just add new lines for new dates)

Specifying holidays for all users to avoid reminders / approval emails

NEOSYS Timesheets does not remind users to fill in previous days empty/incomplete timesheets if the market file (default market code specified in either Media or Job Configuration File) has either weekends or specific holidays mentioned in it.

Avoiding reminders for dates prior to the joining date of users

Once the timesheet system is configured and running you are aware we have a start date in the Timesheet Configuration File. As such if ANY user does not fill in timesheet from this date onwards, the system will keep sending reminders. For example, this could be annoying if the user has joined 2 months after the start date and is reminded to fill in timesheets for these 2 months. In such a case you will configure the period of the use absence in the user details file as a workaround to avoid the reminders. This can only be done by a Timesheet Administrator.

Configuring users to receive approval emails

1. A group which is granted the TAC key, users under it will receive daily emails about their groups users activities (which is called Approval Emails).
   
   
   
2. Users belonging to the group which is granted a TAP key will receive the approval emails. These users have to be placed on top of the group, they will receive the approval emails daily for all the users in his group. There can be multiple group approvers at the head of the group and they all get a copy of the approval emails daily.
   To setup weekly approval emails for multiple timesheet approvers belonging to different groups, give TA (timesheet administrator key) in addition to TAP to the the timesheet administrator. The timesheet administrator will now receive approval emails for all the timesheet approvers under him till the next timesheet administrator in the file.
   
   
   
   
   Example for setting up weekly approval emails for multiple timesheet approvers:
   

Configuring a user to receive approval emails in more than one department

It maybe possible that a Timesheet Approver may be the same in more than one department. In such a case, you enter the email id of the approver/s in the level/department i.e in user Ashwin for below example. This will help approver/s to receive approval emails for both user groups.

Example:

Simplifying access for mobile timesheet users

Timesheet users outside the office can be given a streamlined interface to enter their timesheets.

• web address is easier to remember
• web address is easier to type on mobile devices
• no need to use menu
• goes directly to Timesheet data entry

For example:

https://batestime.neosys.com

redirects into the Timesheet File for data entry

https://batestime.neosys.com/neosys/jobs/timesheets.htm

To do this, replace or create the index.htm page in the root directory of the web server

notepad c:\Inetpub\wwwroot\index.htm

Note - YOU MUST change the https url in the below example to point to your own server.

<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
<html>
<head>
<title>Redirecting</title>
<meta http-equiv="REFRESH" content="0;url=https://batestime.neosys.com/neosys/jobs/timesheets.htm></HEAD>
<BODY>
https://batestime.neosys.com/neosys/jobs/timesheets.htm
</BODY>
</HTML>

Disabling Timesheets for a Client

1. In the authorisation file remove the Timesheet menu access from all the users.
2. In the timesheet configuration file remove the start date and the set approval/reminder hours and monitors.
3. Do not remove the other timesheet authorisations in the authorisation file because if in future the client wants to reactivate timesheets it will be easier for support to set it up again at that time.