Presentation on theme: "Upgrade to Deltek Time & Expense with Employee Self Service (ESS)"— Presentation transcript:
1 Upgrade to Deltek Time & Expense with Employee Self Service (ESS) 3/6/2014
2 Deltek Time & Expense Upgrade The Lab will be upgrading to the latest version of Time & Expense (T&E) on the evening of March 11, 2014.The primary differences between the new timesheet and the current timesheet are how the selection criteria are displayed on the screen.T&E old is on the left hand side of the screenT&E new is at the top of the screen.
3 Deltek Time & Expense Upgrade The following is a list of operating systems (OS) and browser combinations that Time & Expense supports.We have tested Time & Expense with Windows XP, Windows 7, IE 9.0, Chrome and Firefox, we have tested the Mac using Chrome, Firefox and Safari and we also tested Linux/Unix using Chrome and Firefox.We decided not to test Windows Vista because Windows Vista is no longer available for order at JLAB.OS PlatformIE 8.0IE 9.0ChromeFirefoxSafariWindows XPXWindows 7MAC OS X v10.5MAC OS X v10.6Linux Red Hat OS 5 Desktop
4 Log In Screen from the old Time & Expense Here is the screen that everyone is familiar with.
5 Log in Screen from the new Time & Expense You will use the Same Login Id, Same Password and Same domain as you did with the old Time & Expense system.
7 New Time & Expense Desktop Click on the blue house to return to this screen from the other screens Click on the word Time to move to the Time Sheet Click on the word Self Service to move to the ESS portion
8 Old Time & Expense Timesheet The binocluars to look up items in the Old T&E has been replaced with …..
9 New Time & Expense Timesheet A magnifying glass…
10 New Time & Expense Timesheet The Time tab is at the top of the screenClick on ‘Record Time’Click on TimesheetBrings up the actual timesheet to record your timeWe have set up a default so that when you click on the Time tab, your timesheet will be displayed on the screen.If you are in the Schedule tab you will need to navigate through the buttons above.
15 New Time & Expense ESS Payroll & Benefits Section The new T&E system, under the Self Service tabBoth Payroll and Benefits are on the same tab
16 Refresher for ‘Favorites’ Here is a timesheet with no favorites identified
17 Refresher for ‘Favorites’ Enter your project you want to charge time to:Use magnifying glass and searching for the project through the charge trees or,Type in the project abbreviation in the Project section of the time sheet
18 Refresher for ‘Favorites’ Click the check box beside the line you want to add to favoritesThe selections (right above the time sheet are no longer grayed out)Click on ‘Add Line to Favorites’
19 Refresher for ‘Favorites’ Click on the magnifying glassClick on FavoritesThe Favorites were saved
20 Refresher for ‘Favorites’ If you want your favorites to automatically load with every new timesheetClick on the ‘Load’ check boxPress Update buttonThis Favorite will automatically be added to your timesheet every time you create a new time sheet
21 Deltek Time & Expense Recap The differences between the old and new Deltek T&E are minor for the user. Selections are displayed differentlyThe logins, passwords and domains are the same.If you have questions please contact Bill Shelton at ext or at
25 New Time & Expense Work Schedule Only the MCC group is allowed to alter their work scheduleThe Work Schedule works the same way as it did with the old T&E systemIt was decided by management to not use this process for leave requests and approvals
26 Old Time & Expense ‘Timesheets Selected for Approval’ Click on Select All to select all of the timesheets for approvalOr select the timesheet(s) you want to approveClick Launch
27 New Time & Expense ‘Timesheet Approval’ Click the + sign to expand the ‘My Tasks’ to see your pending tasksProject approvals are not selected here
28 New Time & Expense ‘Timesheet Approval’ Shows all available timesheets for approvalYou can either check each timesheet you want to approve or you can select all timesheets for approval by checking the check box beside ‘Timesheets Pending Approval’.Once you have decided which timesheets to approve, you need to click on the ‘Launch’ button to be able to see the actual timesheet to approve.
29 Old Time & Expense ‘Timesheet Approval/Rejection’ Review timesheet like alwaysClick the blue Check Mark to approve the timesheetClick the red X to reject the timesheetReason for rejection is requiredis sent to employee for correction
30 New Time & Expense ‘Timesheet Approval/Rejection’ Same process for the new Time & Expense system.
31 Old Time & Expense Project Management Approval/Rejection Select Inquires/ReportsSelect TS Line Level Approval
32 New Time & Expense Project Management Approval/Rejection Click on ProcessTS Line level Approval is available
33 Old Time & Expense Project Management Approval/Rejection Select ProjectPending ApprovalSelect the Function that you are the approval level for (Project Manager, Backup Project Manager)Click on Execute
34 New Time & Expense Project Management Approval/Rejection The selection process is the same process as used in the Old Time & Expense System
35 Old Time & Expense Project Management Approval/Rejection Click on the + sign to show each employee that charged time to the projects that you are the Project Manager (Details next slide)
36 Old Time & Expense Project Management Approval/Rejection There is a check box beside each name.Once you have selected the names, the two buttons above the square light. You can:Approve ChargesReject ChargesRejecting Charges requires a reason for rejection. Each employee is notified of the rejection and allows the employee to correct their timesheet
37 New Time & Expense Project Management Approval/Rejection The process for the New Time & Expense system is exactly the same as it is for the Old Time & Expense System.
38 Substitute Approval of Timesheets If you are a backup to a primary supervisor follow these steps to approve timesheets:Open your timesheetClick on SearchSelect the appropriate functionHighlight the supervisor that you are the back upPress executeThe employees that you are a back up for will show in the results boxClick the top box the select all timesheetsPress OKApprove the timesheets
39 Substitute Approval of Timesheets Select search
40 Substitute Approval of Timesheets Select the position that you approving
41 Substitute Approval of Timesheets Select the supervisor you are substituting for and press execute The timesheets that are available for approval are displayed
42 Substitute Approval of Timesheets The selected timesheets are available to be approved
43 Questions ? Deltek Time & Expense Contact Bill Shelton at or call me at extension 7120.