VPVI-59:What?...You Want to Track Volunteer Time but not Charge Time to a Project?

Kari Mead, Bartlett & West, Inc.

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)

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

Joint Leadership Committee- Sept 2018

Would it be possible to Track

Volunteer hours on timesheets?

What? You Want to Track Volunteer Time, but not Charge time to a Project?!!

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

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?

Unit Unit Table Project

Project

Unit Table Project

Unit Project

Unit Table Project

Project

Existing

or

New

Turn on Unit Timesheet….For the Company

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Don’t Check

this box

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

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

Turn on Unit Timesheet… Mass Update

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Grab All Active

Employees in your

Selection

Timesheet

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

Answer: Create Edit Report or Employee Can Add

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Alternative: Have user add employee name, # or userid to Unit

Description

OR

Unit Timesheet….

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TKUN Batch Generated when Timesheets Post Post

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Edits

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.

Review TKUN Unit Batch before Posting

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Description &

Quantity Review

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

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

Magnifying Glass Download

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Sorting & Grouping to Reduce Key Strokes Later

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Delete out Label

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

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

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?

Thank you………………

Kari Mead

Bartlett & West, Inc.

1200 SW Executive Dr.

Topeka, KS 66615

Direct: 785-228-3162

Cell: 785-215-9788

Email: kari.mead@bartwest.com