Employees

Employees are those individuals who track time and expenses. Employees are also those who setup, manage, monitor or report on project activities.

The Employees list pane in the Project Assignments view is the location where employees using DOVICO Timesheet are listed. For each employee, a profile stores their user id, password, security level, their pay/charge out rates and many more useful details. The employee profile also establishes the employee’s approval workflow and Leave/Absences information.

Employees are displayed in multiple views (Project Assignments, Task Groups, etc) as an optional or mandatory selection.

This topic describes how to (1) add an employee using the Project Assignments view. It also details how to (2) assign approval workflows to the employee's time and expenses and how to enter Leave/Absences information.

Employees can be added in 2 ways:

OPTION A: Add an employee and enter detailed profile information.

OPTION B: Quickly add an employee by entering only the minimum amount of information.

Employees can also be added using the Employees Items List view.

Prerequisites:

Teams should first be established if you are planning to group employees in a team, department or division.
Rates should first be established if you are tracking company or clients costs on the time entered by employees.
Workflows should first be established if employee timesheets require approvals.
Leave/Absences rules should first be established if you are using DOVICO Timesheet to accrue vacation, sick leave or other types of leave for employees.

Watch the Add an Employee video walkthrough

OPTION A: To add an employee with detailed information:

Click the Project Assignments tab located in the Project Workspace view. The Project Workspace view is located in the Projects section of the side navigation bar.
Locate the Employees list pane (middle right) and verify that the Employees tab is selected.

Click the New (Details) button in the employee pane toolbar.

An employee properties window opens.
Enter the employee’s Last name (up to 100 characters).
Enter the employee’s First name (up to 100 characters).
Enter the employee's unique User ID and Password (case sensitive), up to 100 characters each. These should be communicated to the employee as they are required to login to DOVICO Timesheet. Employees are able to change their own passwords.
(Optional) Select a Team from the drop-down list. If necessary, select an alternate Effective Date The Effective Date specifies which date the employee was assigned to this team..
Select a Security level The Security level is used to specify the views and features that the employee can access. The list displays five preset security groups plus any additional security groups that have been created. To add or edit security levels, go to the Security Groups view.from the drop-down list.
Select the Software access level for this employee from the drop-down list:

[None]: This employee cannot access any DOVICO Timesheet component or view.
[Time and Expense Entry only]: This employee has access to only time and expense entry views.
[All]: This employee has access to administrative and time and expense entry views.

(Optional) Select a Rate of wages The rate of wages is multiplied by the hours worked (and overtime rate when applicable) to calculate company costs. from the drop-down list.

Note: Whenever a Rate of wages or Rate charged is added or changed, a "More" button appears next to the Rate field. When changing a rate for an employee, click the More button and select one of the available options. When adding a new employee, this button can be ignored.

(Optional) Select a Rate charged The rate charged is multiplied by the task prorating and hours worked (and overtime rate when applicable) to calculate client costs. from the drop-down list.
Select a Start date The Start date can represent the day the employee started working for the company or the day the employee started using the system. The Start date is used for historical purposes only.for the employee.
Select an End date By default, this date is preset to the distant future. This could be the date the employee left the company. The End date is used as filtering criteria when generating certain reports. for the employee.
(Optional) Enter the employee’s e-mail address in the E-mail address field (up to 250 characters). The Job Scheduler uses this e-mail address when sending Automated Reports and Notifications.
(Optional) Check the Flag for archive box if you want to remove this employee from the database the next time the Archive Database function is run.
Click Done to automatically save the information and close the window or click New to save the information and create a new employee.

Notes:

Employees can also be imported from Active Directory or from other file types using the Import/Export tool.
Users cannot delete themselves.
The First and Last names of employees imported from Microsoft Project cannot be edited.
For employees linked to Active Directory, the First name, Last name, User ID, Password and E-mail Address fields cannot be edited.
Before changing a rate of wages or rate charged, make certain that employees have submitted their timesheets, since changes may affect time entries entered but not submitted.

Warning: If an employee is deleted, all the hours worked for that employee are also deleted. All expenses entered by the employee are deleted. All related information: hours worked for projects, project costs associated with the employee, estimates created for this employee are also deleted and cannot be recovered. Instead, consider using the Archive function as it will effectively accomplish the same as delete, but the employee and all associated information will be stored in a separate, archive database.

Tips:

The term "Employee" can also be customized to better fit your company's terminology.
Different pay and billing rates can be applied to specific employee, project and task combinations by using the Budget Wizard.
Use the Filter function to view only those employees assigned to a specific team.
If an employee leaves your company or stops using DOVICO Timesheet, you can free that license while keeping the employee's data by setting the Software Access field to None.
You can add a new employee by right clicking in the employee list pane.
Additional tabs at the bottom of the employee properties window are available to add Notes, Phone Numbers and Addresses.
You can add fields to track extra employee information by using Custom fields .
Use the Assignment Copy function to copy one employee's assignment to one or more other employees.

To specify additional employee settings:

The employee properties window's Additional tab permits Approval Workflows, Leave/Absences rules and Instant E-mail Notification options to be assigned to each employee.

Select an employee from the employee list pane and click the Properties button.

The employee properties window opens.
Click the Additional tab located at the bottom of the window.

Assigning an approval workflow to an employee

When an approval workflow is assigned to an employee, that employee’s submitted timesheets are automatically forwarded to the manager(s) designated in the approval workflow. Employees can be assigned to a Timesheet Approval workflow and/or an Expense Approval workflow.

For Timesheet approval, select the appropriate approval workflow from the Timesheet approval drop-down list.
For Expense approval, select the appropriate approval workflow from the Expense approval drop-down list.

Entering leave/absences information and assigning accrual rules

In this step, an employee number, the number of work days per week and the number of hours per day for an employee are established. Leave/Absences rules, that calculate the number of sick days, vacation, flex time, etc. that employees are eligible to take, can also be assigned.

Warning: If you switch an employee’s Leave/Absences rule, any manual adjustments made (see step 'e' below) to the original rule will be lost.

Enter an Employee Number if applicable. This field is for information purposes only.
Enter the number of days that the employee works per week in the Work days field.
Enter the number of hours that the employee works per day in the Working hours field. The Working hours per day data is only required when employee accruals are calculated on a daily basis (see Leave/Absences rules).
Select a Leave/Absences rule from the Rule drop-down list.
When a Leave/Absences rule is selected, the Accrual information window displays, for each accrual, the calculated hours accrued and the accrual start date. Click any row to make adjustments to the Accrue From date for the rule and the number of hours (adjustment) to add to the rule. Click OK when done.

Warning: Only 1 Accrual adjustment can be made for each accrual rule. If a second adjustment is required, then this adjustment should be the total of the previous and new adjustments. Example; Joe had a previous adjustment of 10 hours. His manager has granted him 5 additional hours, therefore the new adjustment must be set to 15.

Click Done to automatically save the information and close the window.

Select Instant Email Notification options for the employee

The Instant Email Notifications options allow an employee to be notified by e-mail whenever time or expenses have been rejected by their approving manager, or to be notified whenever the employee (as an approving manager) must approve time or expenses for other employees.

Check one or more options:

Notify 'this employee' when there is time to approve: Check this option to send an e-mail to this employee whenever a timesheet is awaiting his/her approval. This option is only applicable if this employee is a designated approving manager for employee timesheets. See Note which follows.
Notify 'this employee' when there are Expenses to approve: Check this option to send an e-mail to this employee whenever an expense sheet is awaiting his/her approval. This option is only applicable if this employee is a designated approving manager for employee expenses. See Note which follows.
Notify 'this employee' when time/Expenses have been rejected: Check this option to send this employee an e-mail whenever one of his/her time or expense sheets has been rejected.

Note: Consideration should be taken before selecting either of the first 2 options: Time awaiting approval or expenses awaiting approval. Either of these options will immediately send an e-mail each time an employee submits a time/expense sheet. If the employee is approving for many employees, then his/her e-mail inbox could be flooded with approval notices. An alternate method is to use the Scheduled Notification feature which will only send 1 e-mail summarizing all time and expenses to be approved.

(Optional) Modify the text used in the Notification e-mail. See Changing Notification text for complete instructions on modifying the e-mail text.

Tips:

The default selections displayed for Instant Email Notifications can be changed using the Notifications tab in the Database Options view.
You can modify the Instant Email Notification option for multiple employees by using the Update Employee Properties view.

OPTION B: To quickly add an employee:

Click the Project Assignments tab located in the Project Workspace view. The Project Workspace view is located in the Projects section of the side navigation bar.
Locate the Employees list pane (middle right) and verify that the Employees tab is selected.
Click the New button in the employee pane toolbar.
At the very bottom of the employee list, an edit box is displayed. Enter the employee name in the following format (case sensitive): Last name, First name.
Press ENTER or click elsewhere to save the new employee.

Warning: At this point, this new employee has been assigned a user id (first initial, last name) and a random password. You will have to modify this employee's password before this employee can access DOVICO Timesheet. All employee properties (including the password) can be modified by selecting the employee and clicking the Properties button in the Employee pane toolbar.

Note: Using this option (quick add) to add an employee does not force the user to enter information in required custom fields.