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Table of Contents
Chapter 1
Welcome...3
Chapter 2
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
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
Welcome 3
CHAPTER 1
Welcome
Welcome to the Replicon Administrator’s Guide. This document is intended to guide you, the Replicon ad-ministrator, 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 appropri-ate 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 indi-cate 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 effi-ciently.
Contacting Support
If you would like assistance configuring or using Replicon, please contact Replicon using one of the follow-ing methods: Toll-Free Phone: North America: 1-877-862-2519 Europe/New Zealand: 00-800-8622-5192 Australia: 0011-800-8622-5192 E-mail: [email protected]
Before You Begin 5
CHAPTER 2
Before You Begin
This chapter provides an overview of steps required to set up the Replicon system, and includes informa-tion 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 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 op-tions, 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
sys-tem for
f. Create projects for users to enter time and, if applicable, ex-penses
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 theycan 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
pay-roll totals
• Export data to other systems for payroll, project manage-ment, or billing purposes
Before You Begin 7
Setting Up Replicon
Setting Up Your Organization 9
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 workDepartments
• 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 pur-poses.• 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, Part-time 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 11
Department/Employ-ee Settings
• Custom fields can be used to collect information specific to a depart-ment/employee or other entities in the system. The custom fields dis-play 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:
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 3. Click Save.
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 moni-tor 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.
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 cal-endars• 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
sys-tem and the content of the e-mail
• Broadcast - To send one-off messages to all users or a specific
depart-ment
• 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 data-base. 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 15
Currencies
• Items such as expenses, payroll rates, hourly costs, and billing rateshave 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 charac-ter 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 man-ual exchange rate updates, because Replicon does not con-nect 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
cur-rency.
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.
Notifica-tions
• Replicon provides a set of e-mail notifications to remind users to com-plete 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 wait-ing 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 (notifi-cations can also be enabled/disabled for individual users in their profile)
b. The e-mail address that will receive users’ replies to the noti-fication
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 per-tains to. For example, to include the timesheet approver’s name in the “Timesheet is waiting for approval” e-mail notifi-cation, 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 recommend-ed 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 17
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 notifi-cations will not be sent.
b. Reply To: Specify the e-mail address to be used in the mes-sage'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 reply-ing 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 config-ured differently for individuals or particular groups of users within Replicon.
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 . The employee will no longer be able to access the system.
Setting Up Timesheets 19
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 fur-ther 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 add-ing them to each project.
Timesheet
Approv-al 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 neces-sary.
• 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 approv-ers. 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.
Configure at:
Administration > Timesheets > Timesheet Approval Paths
To set the default approval path, click the path name in the Default
Ap-proval 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 relation-ship 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 per-mission 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 bill-ing 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
Setting Up Timesheets 21
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.
Timesheet
Tem-plates
• 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 timesheetsmust 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 pro-files
• You can create many validation rules, but only one rule can be in effect for each user at any given time
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 adescription. 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 en-abled.
3. Click Add.
Overtime Rules
• Overtime rules determine the hours that should be included in a cer-tain 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
Setting Up Timesheets 23
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 tem-plate you are using. Weekly overtime calculations are based on the us-er'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 cer-tain 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.
Timesheet Settings
• You can set dates to determine how soon timesheets need to be sub-mitted 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
timeh-seet 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 au-tomatically added to the timesheet.
4. In the Timesheet/Entry Level Custom Fields section, click the field la-beled <Unused - Click to Add>.
The Custom Field Settings for... page displays.
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 5. Click Save.
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)Setting Up Timesheets 25
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 activi-ties 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
activ-ity 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.
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
asso-ciated with them. Pay code setup is only required for those using Rep-licon for payroll purposes.
Optional
• Time Off Settingsoff bookings and for time off entered directly in timesheets - To capture additional, custom information in timeTime Off Approval
Paths
• 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 ap-provers to the same step in the approval sequence.
Setting Up Time Off 27
Configure at:
Administration > Time Off > Time Off Approval Paths
To set the default approval path, click the path name in the Default
Ap-proval 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 vaca-tion time, you could create a Vacavaca-tion 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.
Time Off
Tem-plates
• 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
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 29
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 Houra - Users must make bookings using full hour
incre-ments (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 pol-icy 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 spec-ify 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.
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 pre-defined 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 book-ing
• The type of the field
• Restrictions on the values entered, such as minimum or maxi-mum values or the maximaxi-mum 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
Setting Up Time Off 31
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.
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 4. Click Save.
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
Config-ured 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 33
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
User Settings
• In this section, you can specify formulas so user fields will be automat-ically 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 informa-tion, refer to Login Name and E-mail Formulas on page 35. j. The formula to use for mail addresses. If your company’s
e-mail addresses follow a consistent formula, such as [email protected], 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 maxi-mum values or the maximaxi-mum 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 as-signed to users when they are added to the system.
3. In the Custom Fields section, add additional fields to display when add-ing users.
Adding Users 35
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
Organiza-tion > User Settings and apply to all users in the system. The may include the
following tags:
$FName First name using the same case structure as en-tered in the First Name field
$FNameLower First name in lower case
$FNameUpper First name in upper case
$FInitial Initial of first name using the same case structure as entered in the First Name field
$FInitialLower Initial of first name in lower case
$FInitialUpper Initial of first name in upper case
$LName Last name using the same case structure as en-tered in the Last Name field
$LNameLower Last name in lower case
$LNameUpper Last name in upper case
$LInitial Initial of last name using the same case structure as entered in the First Name field
$LInitialLower Initial of last name in lower case
$LInitialUpper Initial of last name in upper case
Formulas can include additional text. The e-mail formula must contain the ap-propriate tags as well as the domain name (for example,
Examples for John Smith:
Formula Login Name or E-mail address
$FInitialLower$LNameLower jsmith
[email protected] [email protected] $FInitialUpper$LNameUpper JSMITH
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 37
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 for-mula 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 activi-ties and purchases.• When adding an expense code, you must specify:
a. The name of the expense code, which users will select to cat-egorize 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 ex-pense 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 for-mula for the tax code will remain unchanged.
Understanding the
Gross to Net Formula
• The ‘gross to net’ formula instructs Replicon how to calculate back-wards 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 for-mula (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 39
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 for-warded to approvers
• A Supervisor approval path is assigned to new users by default. Change the default to your most commonly-assigned path, if neces-sary.
• 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 ap-provers. 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 se-quence.
• To prevent delays in the approval process, the system will automati-cally 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.
Configure at:
Administration > Expense Sheets > Expense Approval Paths
To set the default approval path, click the path name in the Default
Ap-proval 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 relation-ship 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. Youcan 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:
Setting Up Expense Sheets 41
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 us-ing, 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 maxi-mum values or the maximaxi-mum 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
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.
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 4. Click Save.
Setting Up Projects 43
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 func-tions 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 place-holder).
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.
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.
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 45
Client Settings
• Clients are customers of your organization to whom you bill time orcosts 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.
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.
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 2. Click Save.
Skills
Skill Category
• 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 capa-bilities 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.
• To help you organize and work with skills, you can create each skill within a category. You can decide what categories work for your orga-nization.
• 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.
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.
