OnTrax Timesheets can be configured quickly and easily to get your business up and running in a short period of time. Please follow the steps below to ensure that the application is set up and ready to use for your organization:
1. System Configuration - Please enter in the mail server information to ensure notifications are send out successfully by the application
2. Application Configuration - Make sure that the Fiscal Calendar is created and populated by selecting the "Fiscal Calendar" button. To do this, select the number of fiscal and budget periods per calendar year, then select the Save button at the bottom of the page. Then Select the Fiscal Year button and generate the years. The years will be generated based on the saved fiscal and budget defaults you just entered. After selecting the calendar button, next chose the Fiscal Year which you would like to create and select the "Save Button". It is recommended that you create a fiscal calender for multiple years into the future to avoid having to perform this action again for the next fiscal year.
3. Project Custom Fields - OnTrax comes with many standard fields which are used by the system to track/monitor projects and their related data. For customer specific fields (ie. Project Groups etc.) the creation of a ''Custom Field" is required. All "Custom Fields" are available for selection/filter criteria when using the applications project reporting screen. Once a project custom field is created, it appears in all project maintenance screens under the "Custom Fields" tab.
4. Budget Custom Fields - OnTrax comes with many standard fields which are used by the system to track/monitor budgets and their related data. For customer specific fields (ie. Budget Groups, Cost Centers etc.) the creation of a ''Custom Field" is required. All "Custom Fields" are available for selection/filter criteria when using the applications budget reporting screen. Once a project custom field is created, it appears in all budget maintenance screens under the "Custom Fields" tab.
5. Project Items - All projects are based upon project items. Project items can be of type TIME, EXPENSE and GENERAL EXPENSE. For each type TIME that is added to a project, a users who is assigned the project as a "Time" user, will see the applicable time items to post their time against. For all users who are assigned the authorization as an expense user on a particular project, will see the "Expense" items appear on the expense entry screen. For all users who are assigned the "Managers" role on a particular project, they will see the "General Expense" items appear on the general expense entry screen. Create as many project items that you feel will be required for your initial set of projects.
6. Budget Items - All budgets are based upon budget items. Budget items should be created for every item that you perform corporate budgeting. Example: Office Supplies - If you budget for office supplies as a general category of office equipment, you should create a budget item called "office supplies". If you actually budget dollars for distinct office supply elements, like paper and pencils separately, you should create two budget items, one for paper and one for pencils.
7. Application Configuration: Work Flow Approver Types - For organizations that will be using multiple approvers for one or more posting type (time, user expense, general expense), set up one approver type for each type of approver that will be used in work flow.
8. Application Configuration: Work Flows - For organizations that will be using multiple approval paths, or those that do not wish to have the users primary manager as their posting approver (system default), create new work flows as required. Create one work flow per unique approval path.