We have recently added many features and made many enhancements to OfficeMA Timesheet. This blog post summarises all these new features and improvements.
The following restrictions have been removed:
- Name length: The 4 to 50 character name restriction on clients, projects and taks has now been relaxed to 2 to 100 characters.
- Name Uniqueness: Projects and tasks names had to be unique, which meant you could not create a task with the same name across projects, or a project with the same name across clients. Now project names only have to be unique on the same client rather than globally. The same applies to task names, they only have to be unique on the same project.
- Ability to Delete: You can now delete clients, projects and tasks. Note: deleting a client will delete all its projects, tasks and timesheet entries, the same cascade principle applies to projects and tasks.
- Search Minimum Length: The minimum required length for searching has been reduces from 4 to 2 characters.
Improvements and new Features
Setting a Manager for OfficeMA Timesheet Users
You now have the option to assign a manager to each of your OfficeMA Timesheet users. This is an option field on the ‘User Details’ window. If a manager is assigned then the manager can:
- Update the timesheet for the users they manage, even if the manager is a limited user. This is handy if someone is ill and their timesheet needs completion, then their manager can complete their timesheet on their behalf. This feature is particularly useful when you don’t want to make all managers administrators.
- Manager can receive a compliance reports indicating which members of their staff haven’t completed their timesheet for the previous week (see next section).
Email Reminders and Non Compliance Notifications
Now you can enable email reminders for timesheet completion. This can be done from the ‘Settings’ window. When enabled OfficeMA Timesheet will notify your users everyday from the day you’ve selected to Friday to complete their timesheet if they haven’t done so already.
Compliance emails are sent to managers on Monday for the previous week. OfficeMA Timesheet multiplies the working hours for each user by 5 to determine if they are compliant or not. For part time users that work a few days a week, you need to average their hours over 5 days and enter it on their pay rate details. Otherwise they will be flagged as non compliant to their manager.
The windows with table views now have a few more icons: Delete, Import and Export All. The available page sizes have also been increased, which means you can display up to a 1000 rows without the need for paging. You can now select multiple rows for bulk actions (delete, etc…)
Previously if your data exceeded 100 rows you had to page through it to be able to export everything. Now you can click the small arrow on the export icons to reveal an ‘Export All’ option (see the screenshot below).
Bulk import is available by clicking the import icon on the toolbar. Using bulk import you can easily import hundreds of users, clients, projects and tasks in seconds. Click here for more information about this feature and the available templates (Note: this feature is available for the Professional accounts only).
Timesheet Entry & Overview
- Clone Entry: you can now clone a timesheet entry by clicking the ‘Clone’ button
- Multiple Entries: you can now add multiple timesheet entries using the multi entry form. See the screenshots below
- The timesheet overview window now has the project available in the table and exported reports. To show the project column simply enable it from the column headers (see the screenshot below).
- The time is now split into hours and minutes, this has previously shown decimal hours which were hard to interpret.
- A number of utility buttons have been introduced to aid with the grouping, this feature was always accessible from the column menu.
- Tasks using fixed cost project rates are now shown in blue.
Clients, Projects and Tasks
Previously OfficeMA Timesheet used a flat view to display the clients, projects and tasks, this has been improved to a tree view to aid users when dealing with a large numbers of clients, projects and tasks
You can apply projects to all clients, for example if you are creating a ‘Branding’ project across all clients. You can also apply tasks to all projects, for example if you are creating a ‘Software Development’ task on all projects. Previously you had to do each one individually.
Assigning Tasks to Users
Now you have three different routes to assign timesheet tasks to users:
- Assigning many tasks to a single user. Use the ‘User Details’ window. On this window you can still use the previous flat view if you prefer by clicking the ‘Nested View’ title (Improved).
- Assigning one task to many users. Use the ‘Task Details’ window (Improved).
- Assigning many tasks to many users. Use the ‘View Tasks’ window (New).
See the screenshots below for an example of each option
Custom Logo for Professional Account
All New Dashboard and Reports
We have a brand new dashboard that crunches all the timesheet entries and provides you with an insight into your business’s performance. The dashboard features many charts, with the ability to download the raw data as CSV (available for the Professional accounts only).
To make the most of this dashboard and its reports you need to ensure that all non working tasks are entered as absences in the ‘Absences’ window. Also all billable tasks need a charge rate set. In terms of cost, you need to ensure that all your users have a pay rates set. For project budget and expenditure you need to ensure that the budget details on each project are populated.
The dashboard features the following tab:
- Hours Analysis – Gives an overview of all hours work and a break down by client, project, task and user.
- Revenue Analysis – Gives an overview of all revenue earned and a break down by client, project, task and user. This tab also calculates the total cost based on the users’ pay rates. The profit margin is calculated as:
profit margin = (revenue – cost)/revenue x 100
- User Utilisation – Gives an overview of the billable utilisation of all users over time and as an average. The utilisation is calculated as follows:
utilisation rate = billable hours/available hours x 100
- Project Budget – Gives an overview of all projects, their revenue, cost, budgeted cost, budgeted hours and expended hours