Template for writing Standard Operating Procedures (SOPs)

Author: Melissa Kattke 1
ElectronicTimekeeping –Employee TrainingGuide
Process Number Name of organization -????-HR-?? I Version: 1.0
ProcessTitle Entering Timesheets using Deltek Time & Expense
Effective Date Feb. 6, 2015
ProcessOwner Melissa Kattke
1.0 PURPOSE:........................................................................................................................................ 1
2.0 ACTIVATING YOUR USER ACCOUNT..................................................................................... 2
3.0 ENTERING YOUR TIMESHEET:................................................................................................. 3
A. Login to Time ......................................................................................................................................3
4.0 BECOMING FAMILIAR WITH THE TIMESHEET SCREEN:................................................... 4
A. Record your hours worked...................................................................................................................5
5.0 COMMENTS FOR LABOR CHARGES:....................................................................................... 5
6.0 RECORDING TIME OFF:.............................................................................................................. 6
7.0 HOLIDAYS ..................................................................................................................................... 7
8.0 UTILIZING THE CHARGE LOOK-UP FUNCTIONALITY........................................................ 7
9.0 SAVING YOUR TIMESHEET:...................................................................................................... 9
10.0 SIGNING YOUR TIMESHEET: .................................................................................................... 9
11.0 Timesheet Corrections ................................................................................................................... 10
A. Making Timesheet Corrections - In the Current TimesheetPeriod...........................................................10
B. Making Timesheet Corrections – In the Previous Timesheet Period ......................................................10
12.0 ADD TO FAVORITES: ................................................................................................................ 10
13.0 REVISION EXPLANATION:....................................................................................................... 11
14.0 CHARGE CODES: .................................................................................................................... 12
14.1 Sales.............................................................................................................................................12
14.2 BIDS & PROPOSALS (B&P):..............................................................................................................12
14.3 RESEARCH & DEVELOPMENT (R&D): ...............................................................................................13
14.4 MANAGED SERVICES:.....................................................................................................................13
14.5 OVERHEAD (OH) LABOR.................................................................................................................13
14.6 OH IDLE Labor................................................................................................................................13
14.7 OH Labor.......................................................................................................................................13
14.8 G&A Labor.....................................................................................................................................13
15.0 TIMESHEET ICONS: .................................................................................................................. 13
1.0 PURPOSE: This process defines how to utilize Deltek Time to submit
document labor as well as specify charge codes. This process was established at the
CEO level and CAO level. These procedures were communicated and implemented by
the Office Manager.

2.0 ACTIVATING YOUR USER ACCOUNT
Before you can login to Deltek Time, you must have first activated your User Account and changed
your temporary password.
You will receive an email from nohelp-noreply@deltekfirstessentials.com which contains your User
Name (Login ID) and a temporary password. All employee User Names will begin with 47178. Below is
an example of the Activation email.
Please Note: The Login ID is a maximum of total 20 characters. The 47178 and decimal points count
towards the characters. If you have a very long first name, last name or both names, some of the
letters of your last name will be truncated from your Login ID.
Go to https://selfservice.deltekfirstessentials.com/ to activate your account.
Enter yourUser Name and TemporaryPassword(bothprovidedinthe email above) inthe AccountActivation
area. Simplycomplete the prompts,afterloggingin,tofinishthe accountactivationprocess.

3.0 ENTERING YOUR TIMESHEET:
A. Login to Time
The link to the Time system is
https://teprod08.deltekfirstessentials.com/DeltekTC/welcome.msv.
 Enter your Login ID
Example: 47178.firstname.lastname
 Enter your password.
 The domain name is .

If you encounter any password or logging in issues, sign in through Jira & create a service
request for assistance. A technician will promptly respond to your request.
Please Note: The LoginID isa maximum of total 20 characters.The 47178 and decimal pointscounttowardsthe
characters. If you have a verylongfirstname,lastname orbothnames,some of the lettersof yourlastname will
be truncated from your Login ID.
4.0 BECOMING FAMILIAR WITH THE TIMESHEET SCREEN:
Once you login, the screen above will allow you to navigate between the Home, time, & expense
screens. You will select “Time” from the screen as shown below:
Once you have the selected “Time” go to “Record Time” then “Timesheet”

A. Record your hours worked
 Go to Time>RecordTime>Timesheet
 In the AccountField,enterorLook-upthe approprate charge numberforthe hoursbeingrecorded
1. The Account numberisenteredinaXXXX-XXXformat
2. Onlythe Accountfieldneeds to be populated, all other fieldswill defaultin basedon your
employee status
3. Multiple Accountscanbe addedto each timesheet
4. Detailsonutilizingthe Charge Look-upfunctionalityisprovidedinasectionbelow
 Enter the hours worked for each day on the row associated with the Account number
1. A day’s time can be charged to multiple Accounts.
2. Hours are entered in half hour increments.
 Saturdays and Sundays are deemed “Non-Work” days and are highlighted in gray on your
timesheet.
1. Hours worked can still be recorded on your timesheet.
5.0 COMMENTS FOR LABOR CHARGES:
Commentsmaybe enteredoneitheradailyorweeklybasisbyclickingonthe below iconineitherthe dailyor
line cell. Onlyappropriatecommentsshouldbe enteredintothe commentbox. Thisis toensure that
inappropriate commentswillnotcarry throughto invoicesorbillingdocumentsthatmighteventuallymake their
wayto a client.
Please Note: Accountaccess isbasedon yourhome division. Basedonyourrole,additional
accounts have beenaddedtoyourcharge options. ContactDaniellaRobinsonif youcannotenteran
account or findan accountin the Charge Tree Look-up(discussedbelow).

6.0 RECORDING TIME OFF:
 From the Charge Lookup, select your Division’s Charge Tree and then the Leave Option.
o Within each Division, the Leave account options are organized by Department. For all
Divisions, other than GA, are Office and Field. Field employees those physically located at a
customer site. All telecommuters are considered Office employees.
 The Leave options include: Floating Holiday, Holiday, Other Leave and PTO. An example of the
Other Leave option would include Bereavement or Jury Duty.
 On the timesheets, Holidays will be highlighted in yellow. See “holidays” on page 7.
A. The holiday account number and hours must be recorded. This information does not default into
your timesheet automatically.
B. Save your timesheet after every time you add an account or hours
C. Click the icon to save the timesheet. The Save Icon is located on the top menu bar.
D. Timesheets should only be signed at the end of a Timesheet period
I. Sign your timesheet at the end of the Timesheet Period
 Click icon beside the Signature line
 Enter your password and click OK

7.0 HOLIDAYS
The holidaysare maintainedinTime>Settings>CompanyWorkSchedules.Clickonthe date thatshouldbe a
holidayandmarkthe fieldsasshownbelow canclickok
8.0 UTILIZING THE CHARGE LOOK-UP FUNCTIONALITY
The Charge Look-upFunctionalitycanbe usedtosearch foran account. If the account isknown,youcan enter
the account numberdirectlyontothe Timesheet.

Clickthe icon locatedinthe Account
Numberfieldtodisplaythe Charge Tree look-
up.The resultscanbe sortedby the Account
Number(Code) orDescription
 The Charge Treesdisplayedare basedon
your Home Divisonand/orthe Division(s)
of the Contractsthat you are authorzied
to work.
 WithineachDivisionthe Accountsare
groupedintofive categories: Bid&
Proposal,Contract,Leave, Overhead
ExpensesandOverheadLabor.
 No accountsfromthe OverheadExpenses
Categoryshouldbe chargedto your
timesheet.These accountswillbe used
withDeltekExpenseonly.
 WithinyourDivision, eachCategoryis
groupedby Department. Forall
Divisions,otherthanGA, the
Departments are Office andField.
 Fieldemployeesthose physically
locatedat a customersite.
 All telecommutersare considered
Office employees.
 Contract Accountsare heldinthe Divisionthatownsthe Contract.
 To assistwiththe transitiontoDeltekTime,documentslistingyourHome DivisionandDepartmentandthe
Contract Divisionsare available.
 To addan account to your Timesheet,clickthe box locatedtothe rightof the accountand Click Add to
Timesheet.
 If you do nothave access to the account, nooptionswill be presentedforyoutoadd to yourTimesheet.

9.0 SAVING YOUR TIMESHEET:
After you have entered your time for each day, you will need to save your timesheet. Click on ‘Save’ in
the upper left corner of the timesheet.
10.0 SIGNING YOUR TIMESHEET:
After the timesheet has been completed, it needs to be signed before it can be processed. At the bottom
left of the page there is an icon that looks like a pencil over a grid. Click on the icon.
A dialog box will appear requesting the employee to enter a password. This is the same password
used to log into the software. After hitting “OK” your timesheet is electronically signed and the status of
the timesheet will change to “SIGNED.”

11.0 Timesheet Corrections
A. Making Timesheet Corrections - In the Current Timesheet Period
After a Timesheet is saved any Account added to the Timesheet cannot be deleted or changed.
To make a correction to an Account in the current Timesheet Period:
i. Selectthe checkbox beside the incorrect Account.
ii. Selectthe DeleteLine optionfromthe buttonsthat
are now available
 Alternatively, you can simply zero all the
hours out manually
iii. Enter or selectthe newAccountfromthe Charge
Tree look-up
iv. Enter the hours associated with the new Account number
B. Making Timesheet Corrections – In the Previous Timesheet Period
Correctionscanbe made to Timesheetsthathave beenapproved.
To make a correction to an Account in the current Timesheet Period:
i. Locate the Timesheettobe corrected.
 From yourcurrent Timesheetuse the arrow
icons,locatedonthe top of the Timesheet
beside the PeriodEndingDate field,to
move betweenTimesheetPeriods.
ii. Clickthe box beside the line(s) thatneedtobe corrected.(Item1on the Screenshotbelow)
iii. Clickthe Reverse Line Option.Thisactioncreatesnew timesheetlinesthatreverse the originalentriesmade
(items2 and3 on the Screenshotbelow).
iv. Enter the newAccountsandhours associated.
v. Save and Signthe Timesheet.
*All adjustments that are processed through Electronic Time Collection are required to follow these
procedures. Written adjustments will no longer be accepted by accounting.
12.0 ADD TO FAVORITES:
If you want the items in your Favorites list to automatically default when you first open a new
timesheet, do the following:

o Select the Charge Lookup from an available timesheet line. Drill down into the
favorites list by selecting the "+" to the left of the Favorites row. Select the Load
checkbox for the rows that you want automatically loaded. Select the Update
pushbutton, then the Close pushbutton to close the Charge Lookup dialog.
* A revision explanation will be required for all changes made to previously saved values.
13.0 REVISION EXPLANATION:
Any timeyou change a saved field in a timesheet or any field after it has been signed,you will be required
to insert a revision explanation.
Note that only appropriate comments should be entered into the comment box. This is to ensure
that no inappropriate comments will carry through to invoices or billing documents that might
eventually make their way to a customer.
Revision explanations allow managers and auditors the ability to review the reason for the
timesheet change and can be viewed in the Audit Application.
The “Revision audit” screen on the previous page will allow you to access the revision
explanations for any changes made to the timesheet. By selecting different line revision
numbers in the selection box at the top of the screen, you will note that the display of the
comments will change appropriately.
The employee will not be able to save or sign the timesheet until an explanation has been
entered.

14.0 CHARGE CODES:
14.1 Sales
 Director Level Personnel (K. Greening) should charge Management Meeting time to 0800-100 –
G&A Labor
 All other working time (non-billable) should be charged to the Bid and Proposal (B&P) Charge
Accounts in the table below.
 Accounts B015-001 through -004 are generic accounts for smaller opportunities that have not
been assigned a B&P Number.
 Large Federal or Commercial Opportunities that will require significant resources/effort, will
receive their own B&P Number. This opportunities will be any opportunities that require
proposal writing, significant engineering time from billable resources (over 40 hours), etc.
14.2 BIDS & PROPOSALS (B&P):
B015-001 – BP FYE 2015 – Corporate
B015-002 – BP FYE 2015 – Federal
B015-003 – BP FYE 2015 – Commercial
B015-004 – BP FYE 2015 – Managed Services
B001-001 - B&P FBI SharePoint – Fed Div
B002-001 - B&P GSA IP70 – Fed Div
Account Description Who
B015-001 – BP FYE 2015 – Corporate C. Hornbecker
B015-002 – BP FYE 2015 – Federal A generic accountfor federal sales
prospecting,proposals,etc.on
opportunities that do not requiretheir own
B&P number
K. Greening, C. Hornbecker, R.
Barrett,
B015-003 – BP FYE 2015 –
Commercial
A generic accountfor commercial sales
prospecting,proposals,etc.on
opportunities that do not requiretheir own
B&P number.
K. Greening, C. Hornbecker
B015-004 – BP FYE 2015 – Managed
Services
FUTURE - A generic account for
opportunities that are Managed Services
ONLY specific. DevelopingSales Materials,
Proposals,etc.
K. Greening, C. Hornbecker,

B001-001 - B&P FBI SharePoint – Fed
Div
A specific Bid and Proposal Activity for the
FBI SharePointopportunity.
C. Hornbecker, K. Greening, S.
Heister, R. Barrett
B002-001 - B&P GSA IP70 – Fed Div A specific B&P Number for the GSA IT 70
Schedule
C. Hornbecker, R. Barrett
14.3 RESEARCH & DEVELOPMENT (R&D):
R015-001 – R&D CloudDevelopmentandDeployment –Commercial
14.4 MANAGED SERVICES:
0450-000 - ManagedServicesLaborAccount
14.5 OVERHEAD (OH) LABOR - Use these accountsfor activitiessuchasmanagement/staff meetingsor
any internal non-billable workrequestbymanagement
0600-100 – OH Labor - Corp
0600-200 – OH Labor – Federal
0600-300 – OH Labor – Commercial
0600-400 – OH Labor – Managed Services
14.6 OH IDLE Labor - Use these accountswhenanemployee currentlyhasnobillable workandnointernal
task have beenassigned
0601-100 - OH IDLE Labor - Corp
0601-200 - OH IDLE Labor – Federal
0601-300 - OH IDLE Labor – Commercial
0601-400 – OH IDLE Labor – ManagedServices
14.7 OH Labor – Internal Systems - Use thisaccountwhenworkingonthe internal infrastructure
0600-301 – OH Internal Systems
14.8 G&A Labor
0800-100 – G&A Labor
15.0 TIMESHEET ICONS:

 Open: Select the Open option to open a specific timesheet.
 Save: Select the Save option to save the changes made to your timesheet.
 Search: If you are a supervisor, this function will allow a search of employee timesheets. You
can also use this dialog to view information about the number of Missing, Open, Signed,
Approved, Rejected, and Processed timesheets.
 Print: Use the Print option to print the timesheet(s), a cell comments report, and a revision
audit detail report.
 Audit: Use the Audit option to view the revision history for a specific timesheet.
 Leave: Use this Leave option to view all leave balances and detail leave transactions.
 Reverse Timesheet: This reverses every line on a processed timesheet.
COMPLETION:
Congratulations! You are now an "expert" on basic Time Collection entry, correction, and saving.
These are the skills you will need to complete your Timesheet in Time Collection each day.
Please complete and sign this certificate and rank the effectiveness of this training. Then submit the
certificate to Human Resources to be included in your personnel file. You will not only be recording that
you have had the training, but will help to make it better for the next person!

Certificate of Completion
Deltek Time & Expense Training
TRAINEE NAME:_________________________________________________________
DATE OF COMPLETION:_________________________________________________
TRAINEE SIGNATURE:________________________________________DATE:_____________________

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