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Miami-Dade County Public Schools Project Accounting System
Table of Contents
Introduction ........................................................................................................... 2 ITS Intranet Web Applications Log In ................................................................. 3 ITS Intranet Web Applications ............................................................................. 4 Accessing the Project Accounting System ........................................................ 5 Project Accounting System ................................................................................. 6 Administration ...................................................................................................... 7 Account Files ................................................................................................... 7 Add Project ...................................................................................................... 8 Employee Files ................................................................................................ 9 List of Project Group Codes ........................................................................... 11 Account Information ............................................................................................ 12 Timesheets ............................................................................................................ 14 Activity Accounting ......................................................................................... 15 Daily Start/End Times ...................................................................................... 16 Timesheet Approval ............................................................................................. 17 Timesheet Status Messages ........................................................................... 18 Timesheet Sample ................................................................................................ 19 Whom to Call for Assistance ............................................................................... 20
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 2
Information Technology Services (ITS) has developed the Project Accounting System to automate the time tracking of accounts and staff. Timesheets are created, maintained, administratively approved, and printed through this system. Project accounts are created, maintained, and if necessary, tracked by estimated vs. actual date and man days completed. Authorization to the Project Accounting System (PROJ) is assigned by the Resource Access Control Facility (RACF) administrator at the employee’s location.
ITS Intranet Web Applications Log In Getting Started Open the Microsoft Internet Explorer browser on the PC. This site is best viewed using the latest version of Microsoft Internet Explorer and Adobe Acrobat Reader. (See page 3 to download latest versions.) From the Internet, on the DadeSchools.net home page,
Type intranet.dadeschools.net in the address bar
Press Enter The ITS Intranet Web Applications log in screen will be displayed. To locate this link in the future, bookmark this page or create a desktop shortcut.
Introduction
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 3
On the ITS Intranet Web Applications log in screen, in the User Authentication box,
Type Employee ID (number)
Type Work location (number)
Type Password (User’s CICS or dadeschools password) Select Login (or press Enter) or,
Select Clear, if information was entered incorrectly and re-enter information
Select Log in (or press Enter)
The ITS Intranet Web Applications screen will be displayed.
ITS Intranet Web Applications Log In
Get the latest versions of Internet Explorer & Adobe
Acrobat Reader here.
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 4
The ITS Intranet Web Applications screen is divided into two sections. Users may access any of the options displayed. This user guide will provide instruction for using the Project Accounting System.
Your Applications – ITS programs accessible to users from the Web.
Applications are dependent on user’s authorization through Quad-A. User should see supervisor to obtain authorization.
Utilities & Links – Perform maintenance functions to Change Your
Password, Future School Scheduling Reports, M-DCPS Letterhead Template, RACF Definitions and School Board Agenda.
Career opportunities, District profile data, and employee leave information is also provided on this Web page. To sign on to CICS for the Project Accounting System,
Select Mainframe Terminal Sessions
ITS Intranet Web Applications
Select Mainframe Terminal Sessions to sign on to CICS for
the Project Accounting System
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 5
What You Do Select Mainframe Terminal Sessions from the Intranet Web Applications menu [See
page 4]. Sign on to CICS through the MDCPS computer network security screen. From the Application menu,
Type PROJ
Press
The Project Accounting System main menu will be displayed.
Enter
Accessing the Project Accounting System
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 6
The Project Accounting System main menu has 4 functions; however, ability to view each function is dependent on the employee’s level of RACF authorization. What You See
1. Timesheet Approval Project manager approves/disapproves weekly hours entered by each employee.
2. Administration Creation and maintenance of account and
employee files in the Project Accounting System.
3. Timesheets Employees record time spent on each
account on an hourly basis.
4. Account Information List of projects and related information.
Project Accounting System
The sample screens displayed in this user guide are those viewed by Administrative users. Functions are limited and renumbered for other users, based on the assigned RACF authorization. Make a note of the function names rather than the function numbers throughout this user guide.
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 7
From the Administration menu, the user can create and maintain account and employee files, and obtain a list of Project Group Codes. Account Files From the Project Accounting System main menu,
Select 2 Administration
Press
The Project Accounting Administration menu will be displayed.
From the Project Accounting Administration menu, Select 1
Press The Project Accounting - Account Record screen will be displayed.
Enter
Enter
Administration
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 8
Add Project From the Project Accounting - Account Record menu, projects and internal requests are created and viewed.
What You Do
Select 7 Press
The Project Accounting – Account Record screen is activated for entry of project information.
Type Project Group Request Title Function Cost Center (location number) Est. Completion Date (mmddyyyy) Est. Man Days (number of days to complete project) Press to generate an Account ID number on the screen
Enter
Administration
Enter
Required fields to create an account
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 9
Employee Files Employee files can be displayed, added, changed, and inactivated or activated. The calculated compensatory time for employees is also displayed. What You Do From the Project Accounting Administration menu,
Select 2 Press The Project Accounting Employee File Maintenance screen will be displayed.
Type employee number
Press The specified Project Accounting Employee File Maintenance screen will be displayed.
Enter
Administration
Enter
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 10
On the specified employee’s Project Accounting Employee File Maintenance screen,
Select the Employee File Maintenance action
Press
The Project Accounting Employee File Maintenance screen is activated for entry of employee information. An employee must be added to this file to activate a timesheet file. Each employee added to the employee file must be assigned to a project group
[See page 11]. Employee information previously entered can be changed and employees can be inactivated (or reactivated) when they no longer belong to a group.
Enter
Administration
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 11
Project Group Codes A listing of Project Group Codes is available for reference from the Project Accounting Administration menu.
From the Project Accounting Administration menu,
Select 3 Press The Listing of Project Group Codes will be displayed.
Press to display more codes
or, Press to return to the previous menu
Enter
Administration
Enter
Clear
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 12
Account Information provides users with the option of viewing a list of all accounts, active accounts, and completed accounts added through the Administration menu [See
page 4]. From the Project Accounting System main menu,
Select 4 Account Information Press The Project Accounting Account Information screen will be displayed. To view all accounts,
Select 1
Type Project Group Code
Press The View Account Information screen will be displayed.
Enter
Enter
Account Information
To view miscellaneous account numbers (sick, vacation, LWOP, ect.) Select 2 and enter ** as Project Group Code
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 13
If the Account ID is known,
Type Account ID
Press
The View Account Information screen displays all accounts by ID number. It also displays the account title, cost center, date received, estimated completion date, estimated man days to complete, account completion date and actual man days. This information is updated as timesheets are approved and printed programmatically at ITS.
Account information can be modified to display only active accounts, completed accounts or project segments. From the Project Accounting Account Information screen,
Select type of accounts (active, completed, or project segments)
Type Project Group Code
Press
The Account Information screen will be displayed by type of accounts selected.
Enter
Enter
Account Information
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 14
Timesheets are for employees to document their hours worked on each account. All entries for each week should be completed daily and printed for approval prior to the printing of reports each Thursday night. Employee hours can be edited prior to administrator’s approval. From the Project Accounting System main menu,
Select 3 Timesheets
Press The Employee Time Sheets screen will display the employee number of the individual signed on to the Project Accounting System.
There are two screen selections on the Employee Time Sheets menu:
1. Activity Accounting weekly screen for entry of time by each account 2. Daily Start/End Times daily entry of start and end time
Both screens must equal 37.5 hours to print and save files for the approval process.
Enter
Timesheets
Time is reported on a weekly basis, using the Sunday of each week as the Time Period date.
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 15
Activity Accounting To view or enter the employee work week hours by account number, from the Employee Timesheets screen,
Type Time Period (Sun) (ddmmyyyy)
Select 1
Press
The employee work week by account screen will be displayed.
Type hours worked in each account field under appropriate day
Press to update screen Press to save hours daily, Press to print & save hours to send file for approval (Sun.-Wed.) Press to go to start/end weekly timesheet screen or, Press to print and save a draft
Enter
Press PF4 to print and save to send file for approval.
NOTE: Total weekly hours must equal total hours on Daily Start/End Times screen
Timesheets
Enter
PF4
PF5
PF12
PF3
Time is reported on a weekly basis, using the Sunday of each week as the Time Period date.
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 16
Daily Start/End Times To enter employee time information, from the Employee Timesheets menu,
Type Time Period (Sun) (ddmmyyyy)
Select 2
Press
The week specified for the employee will be displayed.
What You Do
Type the start and end work times, excluding time spent at lunch, using a 24-hour time clock, for each day
(example: 13:00 for 1 p.m., 16:00 for 4 p.m.)
Press to save hours daily,
Press to print & save hours to send file for approval (Sun.-Wed.)
Press to go to projects Account Activity screen or,
Press to print and save a draft
Enter
PF4
PF5
PF12
Enter Overtime in these fields to be reproduced on timesheets as Flex hours
Total daily hours
Timesheets
Time is reported on a weekly basis, using the Sunday of each week as the Time Period date.
PF3
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 17
Administrators are responsible for approving the timesheets for their employees. All approvals for the week should be completed prior to the printing of reports each Thursday night. From the Project Accounting System main menu,
Select 1 Timesheet Approval (viewed only by Administrators)
Press Type Account Update Team Code The Time Sheet Approval by Project Manager screen will be displayed.
What You Do
Type Sunday date of week (ddmmyyyy)
Type Project Team Code
Press The Timesheet Status screen for the selected week will be displayed.
Timesheet Approval
Enter
Enter
Timesheet Approval
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 18
The list of employees with the specified team code will be displayed for the selected week with hours worked, the date and time the hours were saved, approval column, and the timesheet status. Timesheet Status Messages APPROVAL PENDING Ready for approval WAITING PRINT Hours approved; waiting next print date INCOMPLETE Partial time entered; not equal to 37.5 hours NONE FOUND Partial time entered; not equal to 37.5 hours
What You Do
Tab to APPR (Y/N) column
Type Y to approve employee hours with Approval Pend status
Press to approve timesheet Upon approval of employee hours, timesheets are printed, signed by the administrator and employee, and filed. Timesheets with compensatory time require a second administrator’s signature.
Timesheet Approval
Enter
APPROVAL PENDING
Timesheets ready for administrative approval
All timesheets for the prior week should be approved prior to the weekly Thursday night printing process.
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 19
Timesheet Sample
Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 20
For assistance with the Project Accounting System, please submit a HEAT Self Service ticket at http://selfservice.dadeschools.net and select Ask ITS A Question for the incident type.
Whom to Call for Assistance