vpvi-59 - microsoft · bartlett & west, inc. established in 1951 main office: topeka, ks esop-...
TRANSCRIPT
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VPVI-59:What?...You Want to Track Volunteer Time but not Charge Time to a Project?
Kari Mead, Bartlett & West, Inc.
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Bartlett & West, Inc.
Established in 1951
Main Office: Topeka, KS
ESOP- 350 Employees
17 Locations
Multi-Discipline Engineers
• Field Services
• Landscape Architecture
• Railroad Services
• Data Management
• Design Build (Subsidiary)
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Introduction
• Started at BW in 2005
• Located in Topeka, KS
• Title: Revenue & Accounting Systems Manager
• Revenue / Project Accounting
• Vision – All Applications
• Special Projects – Revenue/Vision related
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Vision
Started on Vision in 2006
Using Vision 7.6 – On Premise
• Vision Core
• Project Planning & Resource Mgmt
• CRM (Limited Use- Use HubSpot mostly)
• Touch Time and Expenses
• iAccess (Very limited use)
• Paylocity for payroll & benefit admin
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The Question
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Joint Leadership Committee- Sept 2018
Would it be possible to Track
Volunteer hours on timesheets?
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What? You Want to Track Volunteer Time, but not Charge time to a Project?!!
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Yes; no; maybe;
you’ve got to be kidding me,
are you nuts?!
(We were just thinking that it would be nice if it was somewhere in Vision that
everyone already touches…)
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How do I use the timesheet
process to track items that may
occur on a daily basis?
Whether I charge time or not…
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What is this and Why use it?
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The Process
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Process Questions- What are you wanting to track?
• One Purpose…usually
• One project or…can it occur on multiple projects?
• Who does it apply to and how do they do their timesheet?
• How do you want to report it?
• What are your description needs?
• Where do I need to apply edits?
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Unit Unit Table Project
Project
Unit Table Project
Unit Project
Unit Table Project
Project
Existing
or
New
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Turn on Unit Timesheet….For the Company
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Don’t Check
this box
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Set up a Unit Tableand Unit
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Create the Unit
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For Employee Access
Leave Billing/Cost
Blank
Choose G/L Accts that
will raise red flags if
anything posted to them
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Tracking with no labor…Set up your Project(s)
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Turn on Unit Timesheet….For the Employee
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Turn on by
Employee
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Turn on Unit Timesheet… Mass Update
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Grab All Active
Employees in your
Selection
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Timesheet
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Unit Timesheet example
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On Timesheet Hours Tab or not?…..
Things to consider:
• Experience level with units
• Visibility
• Edit process confidence
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Unit Timesheet….Description
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**Reports with Unit Descriptions & Employee Info**
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How do you want to handle Descriptions?…..
Things to consider:
• Employee Name/Number format
• Charity organization name
• Project(s) Set-up
• Reporting needs/output
• Custom report options
• Name added automatically to unit
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Project Detail Report Output for Unit Description
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Type
Reference #
Transaction
Date
DescriptionUnit Name
Quantity & Unit Label
Cost Billing
** Employee Name is not normally part of output- need to add
* Cost and Billing don’t both print out when blank- just print once
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Answer: Create Edit Report or Employee Can Add
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Alternative: Have user add employee name, # or userid to Unit
Description
OR
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Unit Timesheet….
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TKUN Batch Generated when Timesheets Post Post
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Edits
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Edit Processes- Where are your Pain Points?
Labor
• Project Detail --looking for hours
• Add an edit to timesheet edits
TKUN
• Check descriptions
• Check weird quantities
After
• Account Analysis – check G/L balances
• Transaction Entry – Unpost / Fix / Repost
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This is dependent on how you set up the program- labor or not.
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Review TKUN Unit Batch before Posting
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Description &
Quantity Review
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Reporting
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Project Detail Report
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Expense Detail Report
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Unit Detail Report
(Only Standard report with units &Employee Name & Number)
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Unit Transaction List-prior to Posting TKUN Batch
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Unit Posting Log (After Posting TKUN Unit Batch)
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As of August 23rd
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Individual Employee Tracking – YTD Unit Detail
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Tips
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Description Example:
/Kari Mead/ Meals on Wheels/
or
Kari Mead / Meals on Wheels
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Unit Timesheet Format….
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-Drag & drop columns in this order
-Unit is easy to see and update
-Table name can serve as add’l
reminder
-Project/Phase/Task handy (WBS)
1 2 3 4
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Magnifying Glass Download
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Sorting & Grouping to Reduce Key Strokes Later
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Delete out Label
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Magnifying Glass Download and Export to Excel
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Other Applications
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Tracking Overnights Example Output
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Overall Unit Set-up
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Considerations for Units
Full unit system:
• Contact Deltek or contract with a Deltek Partner
Partial unit system: (no costs)
• Billing in Interactive Billing
• Tracking program
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Unit Set-up by ‘Org’
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Takeaways
• You can say ‘Yes’ when asked about daily tracking abilities
tied to the Timesheet
• Works whether you want to track time or not
• Always start with output….
• How do you want to report it?
– Guides Description needs
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Questions?
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Thank you………………
Kari Mead
Bartlett & West, Inc.
1200 SW Executive Dr.
Topeka, KS 66615
Direct: 785-228-3162
Cell: 785-215-9788
Email: [email protected]
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