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Force Time Entry

This setting allows you to implement a monitoring system to ensure that members of staff enter daily Time Sheets or Activities to record the time they have spent working on Projects. Under this system, each time a Person logs in to the system it will check that at least one Time Activity or Time Sheet has been entered for that Person every day. If there is a period when that Person has not recorded any Activities or Time Sheets, and that period begins more than a specified number of days ago, an automated Mail will be sent to the Person's manager, alerting them to the situation.

For example, you specify that a manager is to be notified whenever a Person is late with their time recording by seven days or more. Lateness is calculated using this formula:

Log In Date - Date of Last Activity or Time Sheet - 1
An employee entered their last Time Activity or Time Sheet on April 13th. When the employee logs in on April 15th, they will be told that their calendar is one day late (the formula allows a grace period of one day) and that their manager will be informed in six days' time. The next day when they log in again, they will be told that their calendar is two days late and that their manager will be informed in five days' time. Eventually, if the employee fails to register any more Activities or Time Sheets, when they log in on April 21st they will be told their calendar is seven days late, and a Mail will be sent to their manager. They will then continue to get this message, and their manager will continue to get Mails, each time they log in until they enter a new Time Activity or Time Sheet. The employee may continue to get messages when they log on, depending on the date of the new Time Activity or Time Sheet.

To implement this system, follow these steps:

  1. Use the Force Time Entry setting in the Job Costing module to define how you want the system to work. Here you will specify whether you want Time Sheets or Activities to be monitored, the number of days late each Person's time recording is allowed to be before their manager is notified, and the text of the Mail that will be sent to the manager each time a Person is late with their time recording.

  2. In the Person register in the System module, use the 'Time Entry' card to specify the employees whose time recording is to be monitored, and to name the manager who is to be notified when a Person is late with their time recording.

  3. Make sure that all employees being monitored and all managers have Mailboxes. Mails notifying managers that employees are late with their time recording cannot be sent if either party does not have a Mailbox. Mailboxes are described here.
Please click for descriptions of steps 1 and 2.