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Clarian IS

Replicon Web Timesheet 5.8

User Guide
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Revised August 2009

1 - Introduction

Replicon’s Web Timesheet 5.8 is an easy-to-use time reporting tool that Clarian IS will
use for project time tracking. This guide is intended to help you start using the system –
to gain access and perform basic operations. If you have other questions, please
contact the Web Timesheet system administrator at tbelcher@clarian.org

2 - First Login

When your user account is first created you are automatically sent a welcome email that
contains a link to Web Timesheet along with your login name and initial password.
Save this link in your “favorites” list. It will be much easier to find, although the link
is included in any email sent by Web Timesheet – such as timesheet reminders.

Your default password is “password”. Please change this password by clicking on the
“Config” button at the top of the screen, then on “Change Password” in the left hand
menu.

3 – User Interface

The user interface is easy to use. The round buttons at the top “Project, Timesheet,
and Config”, are the main menu buttons. The menu on the left hand side is the sub-
menu for each main menu. You can minimize each submenu by clicking the “<<” button
on that menu, which can be useful to bring a timesheet more completely onto the
screen:

Remember to click on the Save button after modifying each screen. Otherwise you will
receive a persistent reminder to save before leaving the screen.

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4 – Personal Configuration

We recommend you configure your system with the following selections from the
“Config” menu:

5 – Creating your Timesheet

To create your timesheet, select the Timesheet icon (the circle at the top of the screen).
The default timesheet is for the current week. If you need to see a timesheet for a
different week, click on the calendar on the left-hand side of the screen on the desired
week.

Selecting tasks - To add tasks to your timesheet, click on the “Add/Remove Tasks”
button.

The window below should appear. You can filter the left hand list by selecting a “Client”
filter at the top: General, Project, Application, or Support, or by selecting a “project” from
the “Project” filter. (Web Timesheet calls everything “projects”, so we use this term to
include applications and support groups as well as regular projects)

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Select tasks from the left-hand list by clicking on the check box for each task. Then
click the “>>” button in the middle to move the tasks to your “working” timesheet on the
right-hand side. When you have all of the tasks you want, click “Save”.

Deleting tasks – To delete a task from a timesheet you can either reverse the above
process, or – better yet – simply click on the “delete” icon: the red ‘X’ to the left of the
task line.

Entering time - You should then see your timesheet with all of your selected tasks.
Enter your time in hours for each task on each day.

Location – You must have a “location” defined for each task. The default value is
“Downtown”. If your work activity was performed for Clarian North, Clarian West, or the
Beltways, select the other location from the “Location” pull-down menu.
Note: Location is “for which” site the work was performed, not “at which” site.

Duplicating Tasks – If you performed the same task twice for different locations, you can
duplicate the task and give the second line a different location. To duplicate a task,
click on the small document icon with the plus sign next to the “delete” task icon.

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Comments - If you wish to add a comment to a task row, there is a comment field at the
far right of each task line. If you wish to add a comment to a particular day’s time, click
on the cell and a comment box will appear at the bottom of a screen.

Time Off – You can add time off by clicking the “Add Time Off” button and selecting a
task to record different categories of time off. This record is for information purposes
only, to communicate your time off to your supervisor.
Time off entered into Replicon does not replace the normal Kronos time and
attendance process.

Submitting a timesheet – When you have entered all your time correctly, click the
“Submit” button.

6 – Project Task Descriptions

Please use the Task Descriptions appended to this guide to help log time to project
tasks. Using the correct project task is important to accurately track capital and
operating expenses for each project.

7 – Other Projects and Applications – not listed

If you wish to log time to a project or application that is not listed, use the “Other Project”
or “Other Application” options in the list of “projects”, and select tasks to log your time.
Enter the name of the project or application in the “Comment” field for the task.

8 – Timesheet Due Dates

The timesheet week starts Sunday morning and ends Saturday night at midnight.
Timesheets are due by noon on Mondays.

9 – Timesheet Approval

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Submitted timesheets are routed to your supervisor for approval. The supervisor will
either accept your timesheet, or reject it with comments, in which case you will have an
opportunity to make corrections and re-submit the timesheet.

Supervisors will receive email notification of overdue submitted timesheets that are
waiting for approval.

10 – Substitute Approvers

If you will be out of the office and need to delegate your approval role to someone else,
go to the “Config” menu, select “Substitute Users”, and select a replacement approver.

11 – Other Questions

For other questions, or to help resolve any issues, contact the Replicon Web Timesheet
administrator at tbelcher@clarian.org.

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 Project Task Descriptions

Budget
Categor Task Definition (Explanation available in Replicon task
Project Task y details)
Conceptual formulation of alternatives, current state assessments, RFP,
site visits to select vendor, vendor presentations, funding request work,
Initiation Operate
evaluation of alternatives, final selection, completing Charter to gain
acceptance of the project and high level resource needs
Defining work activities, creating schedule and budget, initial kickoff and
team building, tracking deliverables, meeting facilitation, activities
Plan, Monitor, Control Operate coordination, issue and scope management, budget tracking, vendor
management, facilities management, PO/Invoice administration, creation
and implementation of Disaster Recovery plans
Design planning and events, current to future-state process mapping,
development of system requirements and specifications such as screens or
Design, Configure,
Capital interfaces, prototypes, architecture purchase activities, configuration and
Build, Deploy
installation of servers, networking, telecommunications, desktop, wireless,
software installation, configuration and parameter setting, database setup
All forms of testing: unit, integration, regression, user acceptance, parallel,
Testing Capital
stress, disaster
Design, creation and testing of data conversion activities and procedures,
Conversion Prep Capital
creation of Data Conversion plan
End user training and documentation, creation or review of system and
Training Operate user documentation - user manuals, system support procedures, operating
procedures, help desk documentation
Execution of the data conversion plan, procedure, or program, loading of
system tables or transfer from legacy systems through manual data entry,
Conversion Operate
validation of data after data conversion, Change Management, Go-Live
Support
Document Lessons Learned, reconcile budget, review variances, archive
Post-Conversion Operate
project

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