Timesheet Actions - New Validations

Description

Currently in Time & Attendance it is not possible to have more than one iteration of a timesheet. Users must first approve and release a timesheet to the interpreter prior to generating its adjustment timesheet.

As we are now providing the ability for clients who use third party VMS system to import a timesheet and all of its iterations in one file, as such there may be more than one timesheet for the same job and same week ending date that is still sitting in Time & Attendance.

It is important that these related timesheets are not separated or orphaned, and to remove this risk the following new validations have been added to Time & Attendance when changing status:

• Where you select one or more timesheets in Time & Attendance and click ‘Submit’, ‘Submit & Approve’, ‘Approve’ or ‘Recall’, the system will check to see if there are other timesheets for the same Job and same Week Ending Date still sitting in Time & Attendance that are not selected. If this is true:

  • a warning will display “The selected timesheet(s) is linked to one or more timesheets for the same job with the same w/ending date. This action will be applied to all linked timesheets in Time & Attendance. Do you wish to proceed?”

  • Where ‘Yes’ is selected all linked timesheets are updated with the status and moved to:

    • Submit & Approve - timesheets are released to the interpreter.

    • Submit - timesheets are moved to the Submitted Tab.

    • Recall - timesheets are moved to the Incomplete Tab.

• Where you open a Timesheet in the Submitted state and select ‘Reject’, if there are other timesheets in Time & Attendance for the same Job and same Week Ending Date:

  • a warning will display “This timesheet is linked to an Adjustment Timesheet in Time & Attendance. It cannot be Rejected. It can only be Approved or Recalled and Cleared with all other linked Timesheets.”

• Where you select one or more timesheets in the Incomplete state and click ‘Clear’ the system will check to see if there are other timesheets for the same Job and same Week Ending Date still sitting in Time & Attendance that are not selected. If this is true:

  • a warning will display “The selected timesheet(s) is linked to one or more timesheets for the same job with the same w/ending date. This action will be applied to all linked timesheets in Time & Attendance. Do you wish to proceed?”

  • where ‘Yes’ is selected, the timesheets are cleared.

• In Historical, where a timesheet is selected and a user selects ‘Adjust’ if the timesheet’s target timesheet is still in Time & Attendance, the standard message displays “Timesheet cannot be loaded because of the following reasons 1. An Adjustment Timesheet already exists for this timesheet.”

Mobile Timesheets

Typically where 3rd party VMS data is imported into FastTrack360, Mobile Timesheets are not accessed by users as the data has been approved by relevant parties in the VMS system. However, if a user opens mobile timesheets and attempts to change an action for a timesheet, and there are other timesheets for the same Job and same Week Ending state still sitting in Time & Attendance the following message will display:

Benefits

This change supports the ability to import timesheet data where multiple iterations of a timesheet are required in one bulk timesheet import file.

Configuration

There is no configuratio