Weekly Time Sheet Setup

To enable Weekly Time Sheet for your organization, the following areas must be configured with the appropriate details:

  • Organization Setup

  • Employee and User Setup

  • Project Setup

To set up Weekly Time Sheet, it’s recommended that you complete the following steps in order.

Organization Setup

Budget Code Setup

The Unique Budget Code setting is required in order to use Weekly Time Sheet. Follow the steps below to enable unique budget codes.

Enable Unique Budget Codes

  1. Open the Main menu and select All Projects & Organizations.

  2. Open the Organizations tab.

  3. Select the root organization and click the Edit icon.

  4. Under the Budget Code section, click the toggle to enable unique budget codes.

  5. Click Save.

Organization Settings

Confirm that your fiscal period settings are appropriate for Weekly Time Sheet.

Confirm Fiscal Period Settings

  1. From the Organization menu, select Fiscal calendar.

  2. Set the Week ending day to Saturday or Sunday.

    • Setting this field to a weekday might impact performance.

  3. Click Save.

Confirm that organization reason codes are set up correctly.

Confirm Reason Code Settings

  1. From the Organization menu, select Settings.

  2. Open Progress settings.

  3. Under the Time configuration section, click the toggle to enable default reason code time entry.

  4. Confirm that IDs are set up in each of the following tables:

    • Employee reason codes

    • Equipment reason codes

  5. Click Save.

Confirm that employee premiums and allowances are set up correctly.

Confirm Premiums and Allowances

  1. From the Main menu, select Master data libraries.

  2. Select Payroll indicators.

  3. Open the Allowances tab. Confirm that appropriate allowances are set up.

  4. Open the Employee Premiums tab. Confirm that appropriate premiums are set up.

Employee and User Setup

Roles

In Weekly Time Sheet, time cards can be entered by a supervisor, a team leader, or directly by employees. Depending on the needs of your organization, you may modify user roles to include permissions for Weekly Time Sheet or create custom roles to ensure appropriate access.

The following permissions are available for Weekly Time Sheet:

Weekly Time Sheet Permissions

Title

Description

1

View my weekly time sheet

Allows the user to access the Weekly Time Sheet module and view their personal time sheet.

2

Add my weekly time sheet

User can add a new time sheet.
3 Edit my weekly time sheet User can edit a saved time sheet.

4

Delete my weekly time sheet

User can delete a saved time sheet.

5

View team time sheets

User can view time sheets for other employees assigned to their team in Weekly Time Sheet.

6

Add team time sheets

User can add a new time sheet for a team member.

7

Edit team time sheets

User can edit a team member’s saved time sheet.

8

Delete team time sheets

User can delete a team member’s saved time sheet.
9 Approve team time sheets for others User can approve time sheets for other employees assigned to their team in Weekly Time Sheet.

Modify Roles

Follow these steps to confirm that a role has appropriate permissions for Weekly Time Sheet.

Review Roles

  1. From the Main menu, select Suite administration.

  2. Select Roles and permissions.

  3. Select a role and click the Details icon.

  4. Under Permissions > Progress, review the current permissions for Weekly Time Sheet.

  5. If the role does not include the appropriate permissions, click the Edit icon.

  6. Under Progress > Weekly time sheet, select the checkboxes to assign permissions.

  7. Click Save.

You can assign an additional role to the user instead of changing permissions for their current role, if necessary.

Create a Custom Role

For users who do not require other permissions in the Suite, custom roles can be created to grant access to Weekly Time Sheet. For example, a role can be created for team leaders who need to approve team time sheets, but who do not have any other supervisory permissions for your organization. Similarly, a custom role can be created for employees who need to access Weekly Time Sheet to manage their personal time cards, but who do not require access to other areas of the InEight Suite.

Visit Roles and Permissions to learn how to create a custom role.

The following table details the permissions required for accessing Weekly Time Sheet, managing personal time sheets, and managing team time sheets. You can access these permissions under Suite administration > Roles and permissions.

Accessing Weekly Time Sheet
Weekly Time Sheet Function Section Group

Permissions

Access Weekly Time Sheet (Administrator Level 0 - Base)

 

 Master data libraries Operational employees

View employees
Progress Weekly time sheet

View my weekly time sheet
Manage personal time sheets (Administrator Level 1 - Project Admin) Progress Weekly time sheet

Add my weekly time sheet

Edit my weekly time sheet

Delete my weekly time sheet

Manage team time sheets (Administrator Level 1 - Project Admin)

Progress Weekly time sheet

View team time sheets

Add team time sheets

Edit team time sheets

Delete team time sheets

Approve team time sheets for others

The minimum permissions for Weekly Time Sheet users are "View employees" and "View my weekly time sheet."

Users

With roles set up in Suite administration, you can grant users appropriate access to Weekly Time Sheet.

Add a User Role

  1. Open Suite administration > User management.

  2. If the individual does not already have a user record, click Add users and enter user details. If the individual already has a user record, select the user and click the Edit icon.

  3. Switch to the Roles tab and click Add role.

  4. Open the Role drop-down list and select an appropriate role.

  5. Open the Organization/Project drop-down list and select the organization.

    • Weekly Time Sheet is an organization-level module. Make sure the role is assigned at the organization level.

  6. Click Save.

Employees

Confirm that team members have an active employee record and are available for selection in Weekly Time Sheet.

Review Employee Record

  1. Open Master data libraries > Operational resources.

  2. On the Employees tab, select the employee’s trade and craft.

  3. Select the employee and click the Edit icon.

  4. Under the Employee details section, confirm that the employee has a current Start date and End date.

  5. Under the Time reporting section, click the toggle to enable Employee available for selection in weekly timesheet.

  6. Click Save.

Project Setup

Project Details

Confirm the project details.

Confirm Project Details

  1. From the Project menu, select Project details.

  2. Under the Project details section, set the Status to Active.

  3. Under the Project dates section, select a Project start date and Project end date.

  4. Click Save.

Assign Employees

In addition to setting up users and employees at the organization level, employees must also be assigned to one or more projects in order to be available for selection in Weekly Time Sheet.

Before assigning employees to a project, confirm that you have completed the following steps:

  • The employee has an active record created in Master Data Libraries, and the setting Employee available for selection in weekly timesheet has been enabled.

  • If the employee needs to manage their own time cards in Weekly Time Sheet, confirm that they have a user record created in Suite Administration with the appropriate role(s).

Assign Employees to Project

  1. From the Project menu, select Assigned operational resources.

  2. Click the Add icon.

  3. Click the Add icon to add employees to the list of selected employees.

  4. Click Add.