The timesheet function has been implemented with a 3-level approval system (Confirm | Approve | Process). The ability to set the levels and, if necessary, cancel them is totally controlled by the User rights detailed above. It is therefore possible to distribute responsibility for setting the approvals as you see fit.
Here is a brief description of the levels.
This is normally done one crew member at a time from the time sheet detail view. However, it can be done from the timesheet overview as well (this has been added to make it easier for users that are responsible for confirming entries for other crew)
When a user confirms a timesheet record a number of different operations are set in motion.
The first is a consistency check, which will check if there are any unconfirmed entries on days before the selected one. If there are, then the user is informed that these will also be confirmed (as well as any other time sheet records for the same day).
The second operation is that the day will lock for editing. This will also stop any new records being added for the selected date (or previous dates). There is one exception to this rule and that is if a user has the ‘BonusAdministration’ user right. This enables a user to add ‘Count’ and ‘Daily’ time sheet entries for ‘locked’ days. The thought behind this is if bonuses and additions are administrated from the office, after time sheet hours have been confirmed and approved.
The third operation is that a ‘Hours of Rest’ conformance recalculation is performed. Any nonconformances that are found will be displayed to the user for additional confirmation. If confirmed these will be saved as part of the Non-Conformance history for that crew member. This history is then utilized in the time sheet overview to generate the total number of Non-conformances and exceptions for each crew member for specified date ranges.
Confirming is intended for each individual crew member to confirm that they are finished with data entry for those days that they have confirmed. However, as it is user right controlled, it is possible to designate any user to confirm someone’s time sheet entries.
Who confirms the time sheet record and when they have confirmed it, is logged within the system.
This can only be done from the timesheet overview.
A consistency check is also performed for approval so, if there are records before the selected one that have not yet been approved, they will also be approved. It is only possible to approve confirmed timesheet records. Any attempt to approve unconfirmed records will not affect those records.
Approval is just a stamp or flag for a timesheet entry. Which user has approved the entry and when they approved are logged within the system.
Approval is intended for senior officers to approve crew member’s timesheet entries as genuine. However, as it is user right controlled, it is possible to designate any user to approve someone’s time sheet entries.
This can only be done from the timesheet overview.
A consistency check is also performed for processed so, if there are records before the selected one that have not yet been processed, they will also be set as processed. It is only possible to set records as processed if they are approved. Any attempt to process unapproved records will not affect those records.
Processed is just a stamp or flag for a timesheet entry. Which user has processed the entry and when they set it as processed are logged within the system.
Processed is intended for office administration staff to set crew member’s timesheet entries as processed to indicate that they are either witnessed or transferred over to an external system (payroll for example). However, as it is user right controlled, it is possible to designate any user to process someone’s time sheet entries.
Note: From the date that a timesheet record has been set as processed, there is a 30 day window to cancel the status ‘Processed’ before the timesheet record is permanently locked.
Cancelling Timesheet Record Approval Levels
Each approval level can be cancelled provided that the user has the appropriate user right to do so. The exception to this is processed if the record was set as processed more than 30 days ago.
Cancelling must take place in the reverse order, so for example – it is not possible to cancel approve for records that are set as processed.
There is also a consistency check involved in the cancellation of all approval levels. This means that cancellation of an approval level (confirmed, approved or processed) will result in the automatic cancellation of the same approval level for all records after the selected one.
For the cancelling of processed and approve, this simply involves the date and time of these levels being removed as well as change log record being created for the cancellation. However, for cancelling the confirmed level, a number of other operations are performed. For this situation, the change log history for those records is also removed, as well as any ‘Hours of Rest’ Non-conformance history that has been saved for those records.
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