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DESIGN TIME PRO RGSR Software Inc. Design Time Pro Support Guide

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Page 1: Design time pro · Windows Server 2003 SP2 or later running SQL Server 2008 SP1 or newer *Note: Although SQL Server 2005 or newer should work the program was never certified on SQL

DESIGN  TIME  PRO  RGSR  Software  Inc.  

Design  Time  Pro    Support  Guide

Page 2: Design time pro · Windows Server 2003 SP2 or later running SQL Server 2008 SP1 or newer *Note: Although SQL Server 2005 or newer should work the program was never certified on SQL

RG S R   S O F TWAR E   I N C .  

Design  Time  Pro  Support  Guide  

 RGSR  Software  Inc.      

Page 3: Design time pro · Windows Server 2003 SP2 or later running SQL Server 2008 SP1 or newer *Note: Although SQL Server 2005 or newer should work the program was never certified on SQL

Table  of  Contents  Setting  Up  The  Database……………………………………………………………………….1                              Create  Your  Database………..………………………………………………………………..1  

                           Creating  the  Admin  Credentials  .....................................................................  3  

                           DTP  Database  SQL  Server  Permissions  ..................................................  3                              Installing  the  Workstation  DTP  Clients  ..................................................  4  

                           First  Time  Run  ....................................................................................................  4  

                           Changing  Your  Database  ..................................................................................  5  

Using  Design  Time  Pro  ...................................................................................................  5  

Main  Menu  ......................................................................................................................  6  

                             Form  Buttons  ....................................................................................................  6  

Projects  Form  ..................................................................................................................  8  

                             Form  Fields  ........................................................................................................  8  

                             Form  Buttons  .................................................................................................  10  

Manage  Sales  Reps  Form  ...........................................................................................  11  

                             Form  Fields  .....................................................................................................  11  

                             Form  Buttons  .................................................................................................  11  

Manage  Products  Form  ..............................................................................................  12  

                             Form  Fields  .....................................................................................................  12  

                             Form  Buttons  .................................................................................................  12  

Manage  Tasks  Form  ....................................................................................................  14  

                             Form  Fields  .....................................................................................................  14  

                             Form  Buttons  .................................................................................................  14  

Time  Billings  Form  .......................................................................................................  15  

                             Form  Fields  .....................................................................................................  15  

                             Form  Buttons  .................................................................................................  16  

Clients  &  Locations  Form  ............................................................................................  18  

                             Form  Fields  .....................................................................................................  18  

                             Form  Buttons  .................................................................................................  19  

Employees  Form  ..........................................................................................................  20  

Page 4: Design time pro · Windows Server 2003 SP2 or later running SQL Server 2008 SP1 or newer *Note: Although SQL Server 2005 or newer should work the program was never certified on SQL

                                 Form  Fields  ...................................................................................................  20  

                                 Form  Buttons  ...............................................................................................  21  

Schedule  Form  ..............................................................................................................  22  

                                 Form  Fields  ...................................................................................................  22  

Reports  Form  ................................................................................................................  23  

                                 Form  Buttons  ...............................................................................................  23  

Security  Form  ...............................................................................................................  25  

                                 Form  Fields  ...................................................................................................  25  

                                 Form  Buttons  ...............................................................................................  26  

Understanding  Reports  ...............................................................................................  27  

 

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D A T A B A S E S E T U P

1

Setting  Up  The  Database  

Pre-­‐requisites:    

1. Windows Server 2003 SP2 or later running SQL Server 2008 SP1 or newer

*Note: Although SQL Server 2005 or newer should work the program was never certified on SQL Server 2005 but we’ll still support you until you make the upgrade.

he  very  first  step  is  to  setup  the  database  assuming  you  have  the  pre-­‐requisites.  Download  the  server  installer  from  the  Design  Time  Pro  website.  This  will  essentially  install  the  client  software  onto  the  server  but  this  program  you  install  on  your  server  is  never  intended  to  be  

upgraded  or  used  after  the  database  is  initially  created  unless  there  are  database  changes  at  which  point  the  new  version  of  the  software  is  then  installed  over  top.    

*Note:  This  version  of  the  client  you  install  on  the  server  should  not  be  installed  on  your  client  machines.    

Create  Your  Database  

After   you’ve   downloaded   the   installer   you’ll   need  to   install   the   program   on   the   server   where   the  instance  of  SQL  resides.  Although  it  is  not  necessary  it   is   recommended   so   that   you   can   potentially  avoid   permissions   issues   creating   the   database  (more  about  this  to  follow).  Once  installed  you  will  be   presented   with   a   dialogue   to   register   but  registration  is  not  required  for  the  server  once  it  is  setup   so   just   continue   by   hitting   the   Trial   Run  button  as  seen  in  Figure  A.  

Here  is  where  you’ll  see  the  Design  Time  Pro  (DTP)  Database   Setup   form.   This   form  will   allow   you   to  find  all   your   SQL   server   instances  on   the  network  that  Design  Time  Pro  can  see.    

Chapter  

1  

T  

Figure A

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D A T A B A S E S E T U P

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Select  Find  Microsoft  SQL  Servers  and  wait  for  DTP  to  find  your  servers.      

*Note:   In   some   cases   DTP   will   not   be   able   to  retrieve  the  instance  of  SQL  running  on  the  server  so  this  may  have  to  be  added  manually  to  the  SQL  server  name  that  was  found  but  it  all  depends  on  your  SQL  setup.    

As   previously   mentioned,   here   is   why   it   is  important  to  install  the  DTP  server  install  program  on  your  server  where  SQL  resides.    

Generally,   using   Windows   Integrated  Authentication  can  be  used  if  you’ve  followed  the  recommended  approach.  If  not  you’ll  have  to  know  whether   or   not   the   PC/server   you   are   currently  

logged  into  has  permissions  to  that  instance  of  SQL  server.  DTP  allows  you  to  use  either  Windows  Integrated  Authentication  or  SQL  Server  Authentication  and  generally  SQL  will  allow  the  currently  logged  in  user  on  the  server  where  SQL  resides  to  create  the  DTP  database  and  if  not  you’ll  need  to  know  the  username  and  password  of  a  user  that  can  create  the  database  when  using  SQL  Server  Authentication  method.  However,  either  method  will  work  see  Figure  B.  Of  course,  you  can  test  to  see  if  the  connection  works  by  hitting  the  Test  Connection  button  also  found  in  Figure  B.  

*Note:  DTP  recommends  using  Windows  Integrated  Authentication  to  create  the  database.  

*Note:  DTP  will  not  allow  you  to  install  more  than  1  DTP  database  per  SQL  server  instance.  

   

Figure B

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Creating  the  Admin  Credentials  Once   you’ve   successfully   created   the   DTP   database  you   will   be   asked   to   create   the   default   users  credentials.   The   default   user   is  Admin   and   DTP   will  ask  you  to  enter  the  new  Admin  password  that  you’d  like  to  use.  Once  this  has  been  completed  you  will  be  presented   with   a   Login   screen,   simply   close   this  screen  and  exit  the  program.  

*Note:   This   password   is   very   important   and   if   lost  many  functions  cannot  be  performed  in  DTP.  

 

DTP  Database  SQL  Server  Permissions  Open   SQL   Management   Studio   on   your   server,  

generally   this   can   be   found  under   your  Windows   Start  menu  under  All   Programs   -­‐>  Microsoft   SQL  Server  2005  or   2008  depending  on  your  version.  You  will  need   to  give   the  users   in  your  domain  or  workgroup   at   least   read/write/dbOwner   privileges   to   your   DTP   database.   Please   consult   your   SQL  Server  documentation  on  how  to  perform  this  task  for  your  version  of  SQL.  We  recommend  giving  your  domain/workgroup  users  full  access  to  the  DTP  database.    

Figure C

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Installing  the  Workstation  DTP  Clients  The  client  installer  uses  a  special  web  based  installer  that  allows  the  users  to  get  updates  of  the  clients  pushed  to  their  workstations  where  DTP  is  installed.  

Go   to   http://www.designtimepro.com   to   download   the   client   installer.   The   installer   will   begin   to  download   the   files   (Figure  D)   required   to   install   the  program.   The   installer   will   install   the   program   and  put   a   shortcut   on   your   desktop   and   in   your   Start  Menu.  

     

First  Time  Run  The   first   time   you   run   the  DTP   client   on   your  workstation  PC’s   you  will   be  presented  with   the  DTP  Database  Setup  window.  This  window  will  allow  you  to  connect  your  client  to  the  DTP  database  you  created  in  the  previous  steps.  

*Note:  You  must  ensure  that  your  SQL  server   is   listening  on  the  correct  ports  (normally  1433)  and  that  there  are  no  firewalls  blocking  SQL  connectivity  back  to  the  database.  It  is  sometimes  required  for  an  administrator  to  open  these  ports  on  your  Windows  PC  in  certain  situations.  

You  can  either  click  on  Find  Microsoft  SQL  Servers  in  order  to  auto-­‐populate  the  drop-­‐down  list  or  you  can  type  it  in.  

*Note: Auto-populating the dropdown may not necessarily work when trying to connect. You may still need to append an instance name to the found server. For example, if one of the servers it finds is ‘MSSQLSERVER’ you may still need to append ‘\DTPInstance’ to the end of it if that’s the name of your instance on ‘MSSQLSERVER’.

Select your authentication type matching what you had setup in the previous section called Create Your Database. If you do not select the correct method you will never be able to connect.

Select Open an Existing Database and select Test Connection or Open Database in order to create your local connection to the DTP database. Now you’re ready to start using DTP!

   

Figure D

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Changing  Your  Database    The  first   time  you   login  to  DTP  you  will  need  to   login  using  the  Admin  username  and  password  you  

created   in   the   previous   section   called   Creating   Your  Admin  Credentials.    

However,   on   the   login   page   you’ll   notice   that   there   is   a  small  button  called  DB.  This  button  allows  you  to  change  your  DTP  database  at  any  point  in  time.  Upon  pressing  this  you  will  be  presented  with  the  Design  Time  Pro  Database  Setup  window  again  to  choose  your  connectivity  options.  Once  you’ve  successfully  selected  your  options  you  will  be  presented  with   the   login  window   again   to   login   to   your  newly  selected  database.  (Figure  E)  

 

Using  Design  Time  Pro  The  first  time  you  enter  Design  Time  Pro  there  are  certain  things  you  should  do  first.  

1. Use  the  Designers/Employees  form  from  the  Main  Menu  and  enter  all  the  applicable  Designers/Employees.  

2. Use  the  Security  form  from  the  Main  Menu  and  setup  your  DTP  Users.    

3. Use  the  Projects   form  from  the  Main  Menu  and  at  the  bottom  of  the  form  you  can  manage  your  Sales  Reps,  Products  &  Tasks.   Enter  all   Sales  Reps,  Products  &  Tasks  applicable   to  your  organization.  

4. Use  the  Projects  form  from  the  Main  Menu  and  enter  your  Projects.  

5. Use  the  Time  Billings  form  from  the  Main  Menu  and  enter  your  billable  time.  

6. Use  the  Schedule  form  from  the  Main  Menu  to  manage  your  schedule  

7. View  Reports  from  the  Main  Menu  to  analyze  your  employees  &  organization.    

     

Figure E

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Main  Menu  Once  you’ve   logged   in   successfully   you’ll   see   the  DTP  Main  Menu.  This  menu  will   allow   the  user   to  access  everything  they’ll  need  in  order  to  use  DTP.  

   

 

 

 

 

 

 

 

 

 

Form  Buttons  Check  for  Updates:  This  allows  the  user  to  update  DTP  if  there  is  a  new  version  available  at  anytime.    

Projects:  Displays  the  Projects  form  where  users  can  manage  their  projects.  

Designers/Employees:  Displays  the  form  that  allows  the  user  to  enter  the  Designers/Employees  that  will  be  used  in  DTP  and  not  necessarily  the  users  of  DTP.  

Time  Billings:  Displays  the  form  where  the  users  of  DTP  can  manage  their  billable  hours.  

Schedule:  Displays  the  Outlook  style  schedule  that  allows  DTP  users  to  schedule  &  manage  their  time  and  also  see  other  employees’  schedules.  

Clients  &  Locations:  Allows  DTP  users  to  manage  client  information  along  with  their  locations.  

Reports:  Displays  another  menu  of  various  reports  &  analysis  forms.  

Security:  Used  to  manage  DTP  users  and  grant  or  deny  permissions  to  areas  of  DTP.  

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Exit  Design  Time  Pro:  Exits  DTP.  

About:  Displays  the  About  form.  

View  Log  File:  Shows  the  user  the  log  file.    

Settings:  Allows  the  user  to  change  the  global  DTP  settings.  Can  only  be  changed  by  the  Admin  user.  

Send  Log:  Automatically  generates  an  e-­‐mail  using  the  users  default  e-­‐mail  client  and  attaches  the  log  file  to  the  e-­‐mail.  Prompts  the  user  to  enter  additional  information  if  required.  

   

   

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Projects  Form  The  Projects  form  will  allow  you  to  manage  the  projects.  Projects  are  the  basis  to  billing  your  clients  and  is  the  true  starting  point  to  begin  using  DTP.  

 Form  Fields  Search  By:  This  allows  the  user  to  search  projects  by  the  column  selected  in  the  dropdown  menu.  The  search  criteria  can  either  be  selected  from  the  dropdown  list  or  typed  in  the  dropdown  menu  next  to  this  field.  

Reference/Project   ID:  Displays   the  Projects   auto-­‐generated   ID  or   reference  number.   This   number   is  unique  in  relation  to  other  projects’  ID’s.  

Project  Status:  Allows  the  user  to  select  either  Opened  (if  work  still  has  to  be  completed  for  the  project)  or  Closed  (if  the  project  has  been  completed).  

 

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Rate:  Ability  to  select  what  rate  the  client  will  be  billed  at:  

Client:  this  rate  is  the  client  rate  specified  in  the  Clients  form.  Any  time  an  employee  posts  a  time  billing  against  this  project  it  will  allow  the  user  to  select  any  one  of  the  possible  3  definable  client  rates  the  time  billing  will  be  billed  at.  Generally  used  when  a  client  gets  special  rates  for  certain  tasks.  

 Designer:  this  rate  is  the  specific  designer’s  rate  and  is  specified  in  the  Employees  form.    Generally  used  when  a  project  requires  various  designers  (junior  vs.  senior)  working  on  the  project  and  the  client  is  not  billed  at  a  special  rate  but  your  regular  designer  (employee)  rates  instead.  

Global:  this  rate  is  a  standard  set  default  rate  and  is  specified  in  the  Settings  form.    This  rate  is  generally  used  if  the  design  house  has  a  standard  rate  that  they  use  across  all  designers  or  clients  for  a  certain  project.  

Project  Name:  Enter  an  identifiable  name  for  the  project.  Almost  like  a  friendly  name  you  can  refer  to  the  project  with.  

Project  Scope:  Used  to  narrow  the  scope  of  a  project.  Example:    Certain  jobs  for  clients  may  require  you  to  break  the  job  up  into  various  peaces  such  as  a  client  who    requires  several  floors  of  a  building  to  be  spec’d  a  user  may  enter  something  like  ‘second  floor’  in  this  field.  

Project  Type:  The  type  of  project  this  is:  

Tender:  The  project  is  still  in  tender  and  has  not  been  awarded  yet  and  time  is  generally  not  billable.  

    Project:  A  full  blown  project  that  is  billable  to  the  client.  

    Admin:  Administrative  projects  not  necessarily  related  to  any  clients.  

Project  Product:  The  product  used  in  the  project.  Products  are  managed  in  the  Products  form.  

Change  Type:  The  type  of  change  the  project  entails.  

New  /  Creation:  A  new  project  generally  starting  from  client  specifications  or  drawings.  

Move   /   Add   /   Change:   A   new   project   making   changes   to   existing   drawings,  rearrangements  to  existing  layouts,  moving  or  adding  new  items.  

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Project  Begin  Date:  The  date  work  will  commence  on  the  project.  

Project  Delivery  Date:  The  expected  delivery  date  to  the  client  or  the  anticipated  project  completion  date.    

Project   Delivered   Date:   The   actual   date   delivery   to   the   client   occurred   or   the   date   the   project  completed.  Generally,  this  coincides  with  changing  the  project  status  to  ‘Closed’.  

Sales  Rep:  The  Sales  Representative  who  either  made  the  sale  or  is  involved  in  the  project.  

Client:  This  is  the  client  you  intend  on  billing  the  time  spent  on  the  project.  

Client/Project  Location:  The  client  or  the  project  location.  

Employee:  The  employee/designer  doing  the  work  on  this  project.  This  field  does  not  limit  the  project  to   be   billed   by   just   one   employee/designer   as   you   can   simply   enter   different   employees/designers  when  entering  the  time  billed  against  this  project.  If  multiple  employees/designers  are  working  on  this  project  then  enter  the  project  lead  or  the  employee  responsible  for  the  entire  project  instead.  

#  of  workstations:  The  general  size  of  the  project  measured  in  the  amount  of  workstations  involved.  

Client  Purchased  Hours:  How  many  hours  were  purchased  by  the  client.  

Estimated   Hours:   An   estimate   of   the   amount   of   hours   it   will   take   in   total   to   complete.   This   helps  determine  how  well  projects  are  being  quoted  when  compared  to  the  actual  hours  spent.  

Actual  Hours  Spent  (Time  Billed):  The  total  amount  of  time  billed  against  this  project.  This  field  is  read  only.  

Hours  Difference:  The  difference  in  hours  between  the  estimated  hours  field  and  the  actual  hours  field.  This  field  is  read  only.  

Form  Buttons  Print:  Prints  the  Time  Billed  grid  located  to  the  right  of  the  fields.  

Manage  Sales  Reps:  Opens  the  Sales  Rep  form  allowing  the  user  to  manage  Sales  Reps.  

Manage  Products:  Prints  the  Time  Billed  grid  located  to  the  right  of  the  fields.  

Manage  Tasks:  Prints  the  Time  Billed  grid  located  to  the  right  of  the  fields.  

Refresh:  Prints  the  Time  Billed  grid  located  to  the  right  of  the  fields.  

New:  Starts  a  new  project  entry.  

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Delete:  Deletes  the  project  you  are  currently  viewing.  

Cancel:  When  adding  a  new  project  clicking  on  this  will  cancel  the  new  project  entry.  

Save:  Saves  the  current  entry  whether  editing  or  adding  a  new  project.  

 

Manage  Sales  Reps  Form  The  Manage   Sales  Reps   form  will   allow  you   to  manage   the   sales   reps.   This   form  will   help  populate  certain  drop  down  fields  found  in  the  Projects  form.  

   

Form  Fields  Sales  Rep  Name:  This  allows  the  user  to  add  or  edit  a  sales  rep  to  the  existing  list  of  sales  reps.  

Form  Buttons  New:  Starts  a  new  sales  rep  entry.  

Delete:  Deletes  the  sales  rep  you  have  currently  selected.  

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Cancel:  When  adding  a  new  sales  rep  clicking  on  this  will  cancel  the  new  sales  rep  entry.  

Save:  Saves  the  current  entry  whether  editing  or  adding  a  new  sales  rep.  

Manage  Products  Form  The  Manage  Products  form  will  allow  you  to  manage  the  products  you  be  using  in  your  projects.  This  form  will  help  populate  certain  drop  down  fields  found  in  the  Projects  form.  

   

Form  Fields  Product  Name:  This  allows  the  user  to  add  or  edit  a  product  to  the  existing  list  of  products.  

Form  Buttons  New:  Starts  a  new  products  entry.  

Delete:  Deletes  the  product  you  have  currently  selected.  

Cancel:  When  adding  a  new  product  clicking  on  this  will  cancel  the  new  product  entry.  

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Save:  Saves  the  current  entry  whether  editing  or  adding  a  new  product.  

   

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Manage  Tasks  Form  The  Manage  Tasks  form  will  allow  you  to  manage  the  tasks.  This  form  will  help  populate  certain  drop  down  fields  found  in  the  Projects  form.  

   

Form  Fields  Task  Type:  This  allows  the  user  to  add  or  edit  a  tasks  name  to  the  existing  list  of  tasks.  

Task  Category:  Associate  the  task  to  a  category.  If  the  task  is  of  type  schedule  it  will  be  selectable  from  the  appointments  form  when  creating  new  scheduled  tasks.  If  the  category  selected  is  Time  Billing  then  the  task  will  be  visible  to  the  task  dropdown  in  the  time  billing  form.    

Task  Color:  This  allows  the  user  to  select  a  color  for  the  selected  task.  When  an  appointment  is  made  with  this  selected  task  it  will  color  it  on  the  schedule  whatever  color  you  select  here.  Only  available  if  the  task  category  is  schedule.    

Form  Buttons  New:  Starts  a  new  task  entry.  

Delete:  Deletes  the  task  you  have  currently  selected.  

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Cancel:  When  adding  a  new  task  clicking  on  this  will  cancel  the  new  task  entry.  

Save:  Saves  the  current  entry  whether  editing  or  adding  a  new  task.  

Time  Billings  Form  The  Time  Billings   form  will   allow  you   to  manage   the   time  billings.   Time  Billings   are   the  basis  of   the  analysis  and  the  reporting  in  DTP.  

 Form  Fields  Search  By:  This  allows  the  user  to  search  records  by  the  column  selected  in  the  dropdown  menu.  The  search  criteria  can  either  be  selected  from  the  dropdown  list  or  typed  in  the  dropdown  menu  next  to  this  field.  

Reference/Project  ID:  Displays  the  Time  Billing  auto-­‐generated  ID  or  reference  number.  This  number  is  unique  in  relation  to  other  time  billing  ID’s.  

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Project:  The  project  to  which  the  time  billing  will  be  billed  against.  

Time  Status:  The  reason  that  the  time  is  being  billed:  

On-­‐going:  this  is  time  in  which  a  user  would  consider  it  to  be  a  continuation  of  some  previous  activity  related  to  this  project.    Ordered:  this  is  time  in  which  a  client  may  have  ordered  specifically  to  complete  certain  tasks.  

Cancelled:  if  time  needs  to  be  reversed  and  a  reason  needs  to  be  posted  for  it  use  this  time  status.  

Task  Description:  The  description  of  the  task  being  billed.  

Task  Type:  The  task  category.    

Employee  Name:  The  name  of  the  employee  that  performed  the  billable  task.    

Billing  Date:  The  date  in  which  the  time  billing  occurred.    

Client  Rate:  The  client’s  rate  in  which  they  are  being  charged  for  this  particular  task.    

Time  in  hours:  The  amount  of  time  posted  for  this  time  billing.    

Total  Billable  Hours:  The  total  billable  hours  that  will  be  added  to  the  time  billing  upon  clicking  the  “save”  button.    

 

Form  Buttons  +  hours:  Adds  the  amount  of  hours  entered  in  the    “time  in  hours”  field  to  the  “total  billable  hours”  field.  

-­‐  hours:  Minuses  the  amount  of  hours  entered  in  the    “time  in  hours”  field  to  the  “total  billable  hours”  field.  

Manage  Tasks:  Opens  the  Tasks  form  allowing  the  user  to  manage  the  task  categories.  

New:  Starts  a  new  time  billing  entry.  

Delete:  Deletes  the  time  billing  entry  you  are  currently  viewing.  

Cancel:  When  adding  a  new  time  billing  clicking  on  this  will  cancel  the  new  time  billing  entry.  

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Save:  Saves  the  current  entry  whether  editing  or  adding  a  new  time  billing.  

   

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Clients  &  Locations  Form  The  Clients  &  Locations  form  will  allow  you  to  manage  clients  and  their  locations.  This  form  will  help  populate  certain  drop  down  fields  such  as  in  the  Projects  and  Time  Billings  forms.  

 Form  Fields  Search  By:  This  allows  the  user  to  search  records  by  the  column  selected  in  the  dropdown  menu.  The  search  criteria  can  either  be  selected  from  the  dropdown  list  or  typed  in  the  dropdown  menu  next  to  this  field.  

New  Client:  checked  if  the  client  is  a  new  client.  Unchecked  if  it’s  an  existing  client.  

Company  Name:  The  company  name.  

Contact  Name:  The  main  contact  representing  this  client.  

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Phone  Number:  the  client’s  phone  number.    Fax  Number:  The  client’s  fax  number.  

E-­‐mail  Address:  The  client’s  e-­‐mail  address.  

Client  Rate:  The  client  rate  section  has  3  fields  for  3  different  client  rates.  When  billing  a  client  for  example  they  may  be  billed  different  rates  for  different  tasks.  These  fields  populate  the  drop  down  client  rate  field  found  on  the  Time  Billings  form.    

Notes:  Anything  of  note  about  this  client  such  as  special  instructions.    

Client  Locations:  The  grid  is  used  to  add  client  locations  and  lists  existing  previously  entered  locations  for  the  currently  viewed  client.  The  first  row  of  the  grid  is  used  to  enter  a  new  location.    

 

Form  Buttons  New:  Starts  a  new  client  entry.  

Delete:  Deletes  the  client  entry  you  are  currently  viewing.  

Cancel:  When  adding  a  new  client  clicking  on  this  will  cancel  the  new  client  entry.  

Save:  Saves  the  current  entry  whether  editing  or  adding  a  new  client.  

 

 

 

 

 

 

 

   

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Employees  Form  The   Employees   form  will   allow   you   to  manage   employee   information.   This   form  will   help   populate  certain  drop  down  fields  such  as  in  the  Projects  and  Time  Billings  forms.  

 Form  Fields  Search  By:  This  allows  the  user  to  search  records  by  the  column  selected  in  the  dropdown  menu.  The  search  criteria  can  either  be  selected  from  the  dropdown  list  or  typed  in  the  dropdown  menu  next  to  this  field.  

Employee  ID:  An  auto-­‐generated  reference  identification  number.  

Employee  Name:  The  employee  name.  

Email  Address:  The  employee’s  e-­‐mail  address.  

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Employee  Rate:  The  rate  in  which  clients  are  charged  when  this  employee  is  posting  time  up  against  their  project.  This  is  only  applicable  when  the  project  uses  the  employee  rate  in  the  “Rate”  field  drop  down  box  found  on  the  Project  form.      

Maximum  Opened  Projects:  If  this  field  is  set  DTP  will  keep  track  of  projects  that  have  the  status  of  “opened”  that  are  assigned  to  this  employee.  So,  whenever  a  new  project  is  assigned  to  this  employee  DTP  will  check  to  ensure  that  their  project  count  with  the  status  of  “opened”  do  not  exceed  the  value  in  this  field.  If  the  value  is  set  to  0  then  DTP  will  never  check  for  this  particular  employee.    

 

Form  Buttons  New:  Starts  a  new  employee  entry.  

Delete:  Deletes  the  employee  entry  you  are  currently  viewing.  

Cancel:  When  adding  a  new  employee  clicking  on  this  will  cancel  the  new  employee  entry.  

Save:  Saves  the  current  entry  whether  editing  or  adding  a  new  employee.  

 

   

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Schedule  Form  The  Schedule  form  will  allow  you  to  manage  employee  schedules.  This  form  will  help  keep  track  of  your  users  time  outside  of  the  office.  Tasks  entered  here  are  separate  from  time  billing  tasks  for  the  fact  that  they  in  themselves  are  a  different  category  and  may  require  special  treatment  and  analysis.  

 Form  Fields  Employees:  Allows  you  to  select  which  users  are  visible  on  the  schedule.  

Group  By  Employee:  Groups  the  scheduled  appointments  by  Employee.  

Group  By  Date:  Groups  the  scheduled  appointments  by  date.  

When  creating  new  appointments  the  user  is  able  to  select  the  project  and  the  task  associated  to  the  appointment   being   scheduled.   The   time   is   captured   and   recorded   based   on   the   length   of   time   the  appointment  is  scheduled  for.    Reoccurrences  can  also  be  scheduled  and  you  can  also  change  the  view  of  the  schedule  to  other  views  similar  to  Microsoft’s  Outlook  such  as  week  and  month  views.  

Figure K

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The  small  calendars  on  the  right  column  allows  the  user  to    select  a  date  or  a  range  of  dates  and  then  that  is  reflected  on  to  the  schedule  itself  in  the  left  column.    

Reports  Form  Reports  pull  the  entered  data  and  analyze  it  for  you  to  make  sense  of  how  your  teams  are  doing.    In  some  reports  the  data  is  dumped  into  a  big  grid  allowing  you  to  filter  for  the  information  you  need  to  get  the  information  you  need.  Some  reports  show  you  easy  to  read  graphs  and  some  do  the  number  crunching   for   you   showing   the   hard   numbers.     For   more   information   about   reporting   see  Understanding  Reports  

*Note:   The   reporting   is   driven   by   the   data   entered   in   the   forms   so   it   is   crucial   that   your   users  understand  and  fill  in  fields  wherever  possible.  

Form  Buttons  Projects  Data  Filter:    Opens  the  Project  Data  Filter  report.  

Time  Billed  Data  Filter:    Opens  the  Time  Billed  Data  Filter  report.  

Production  Details:    Opens  the  Production  Details  report.  

Budget  Analysis:    Opens  the  Budget  Analysis  report.  

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Employee  Workload  &  Efficiency:    Opens  the  Employee  Workload  &  Efficiency  report.  

Employee  Timesheet:    Opens  the  Employee  Timesheet  report.  

Project  Log:    Opens  the  Project  Log  report.  

Employee  Billable  Hours:    Opens  the  Employee  Billable  Hours  report.  

Employee  Scheduled  Tasks:    Opens  the  Employee  Scheduled  Tasks  report.  

Project  Efficiency:    Opens  the  Project  Efficiency  report.  

Status  Counts:    Opens  the  Status  Counts  report.  

Task  Costs  (By  Employee):    Opens  the  Task  Costs  (By  Employee)  report.  

Total  Task  Costs:    Opens  the  Total  Task  Costs  report.  

Project  Count  (By  Year):    Opens  the  Project  Count  (By  Year)  report.  

   

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Security  Form  The  Security  form  will  allow  you  to  manage  employee  access  rights.  This  form  will  help  manage  user  accounts  and  display  who  is  logged  in  and  capture  dates  and  times  of  login  and  logout  times.  

 Form  Fields  Username:  The  username  that  the  user  will  use  to  log  into  DTP.  

Password:  This  field  is  actually  a  button  that  opens  up  a  small  form  asking  the  user  to  enter  a  password.  

Login/Logout  Date  &  Time:  The  specified  times  in  which  a  user  logged  in  and  out  of  DTP.  

Linked  Employee:    Link  the  currently  selected  user  to  an  employee.    This  will  automatically  identify  the  employee  wherever   the   'Employee   Name'   is   required.   For   example,   on   the   Time   Billings   form,   the  'Employee  Name'   field  will  be  pre-­‐populated  with  the   logged   in  user  because  their  employee  record  and  security  user  have  been  linked.    

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Form  Buttons  New:  Starts  a  new  user  entry.  

Delete:  Deletes  the  user  entry  you  are  currently  viewing.  

Cancel:  When  adding  a  new  user  clicking  on  this  will  cancel  the  new  user  entry.  

Save:  Saves  the  current  entry  whether  editing  or  adding  a  new  user.

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Understanding  Reports  Projects  Data  Filter:  Displays  a  grid  of  all  the  data  entered  in  the  Projects  form.    

At  the  bottom  of  the  Project   ID  column  is  a  record  count,   in  other  words  the  amount  of  rows  being  displayed.  At  the  bottom  of  the  Actual  Hours  column  is  the  sum  of  the  actual  hours  being  displayed.  

The  row  just  below  the  column  headings  is  the  filter  row.  Values  entered  in  this  row  will  filter  values  for  any  column.  Multiple  filters  can  be  applied  against  the  grid  to  show  only  the  records  with  the  filtered  values.  The  row  count  and  the  actual  hours  sum  will  automatically  update  themselves.  

The  very  top  row  is  the  group  by  row.  This  row  will  create  groups  for  any  column  header  being  dragged  into  it.  Multiple  groups  can  be  created.  

Time  Billed  Data  Filter:  Displays  a  grid  of  all  the  data  entered  in  the  Time  Billings  form.    

At  the  bottom  of  the  Time  Billed  Ref  #  column  is  a  record  count,  in  other  words  the  amount  of  rows  being   displayed.   At   the   bottom  of   the   Billable  Hours   column   is   the   sum  of   the   billable   hours   being  displayed.  

The  row  just  below  the  column  headings  is  the  filter  row.  Values  entered  in  this  row  will  filter  values  for  any  column.  Multiple  filters  can  be  applied  against  the  grid  to  show  only  the  records  with  the  filtered  values.  The  row  count  and  the  billable  hours  sum  will  automatically  update  themselves.  

The  very  top  row  is  the  group  by  row.  This  row  will  create  groups  for  any  column  header  being  dragged  into  it.  Multiple  groups  can  be  created.  

Production  Details:  Displays  a  hierarchy  of  projects  and  their  associated  time  billings.    The  hierarchy  is  initially  displayed  collapsed  so  clicking  on   the  “+”  beside   the  project   record  will  expand  to  show  the  projects  time  billings.  The  time  billing  hours  are  summarized  at  the  bottom  of  each  of  their  respective  group.  

At  the  bottom  of  the  form  are  2  pull  down  calendar  controls  that  allow  you  to  filter  the  grid  down  to  a  certain   time   frame   so   you   can   easily   scan   and   view   all   the   projects   and   time   billings   that   happen  between  a  particular  period  of  time.  

Budget  Analysis:  Performs  various  calculations  based  on  the  project  selected  in  the  project  dropdown  box.    

The  project  details   section  displays   general   information  about   the   selected  project   and   is   fairly   self-­‐explanatory.  

The  project  analysis  section  performs  various  calculations:  

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The  general  section   shows  basic   information  about  your  projects   timings   such  as  how  much  over  or  under  you  are  on  your  estimates  and  delivery  times.  Also,  the  “average  time  spent  on  project  per  day”  field  will  intelligently  calculate  the  average  time  spent  on  the  project  by  only  taking  into  account  the  days  that  a  time  billing  was  posted  against  the  project.  

The  tasks  section  shows  the  makeup  of  the  time  spent.  Such  as  how  much  of  a  particular  task  was   spent  on   the  project   and  what  was   the  percentage  of   that   task   in   comparison   to  other  tasks.  It  also  can  tell  you  who  spent  that  time.  

The   costs   section   is   dynamic   and   changes  what   is   calculated   based   on   the   cost   rate   of   the  project.  

Global  Rate  is  multiplied  by  the  total  hours  billed  against  the  selected  project.    Example:  Global  rate  =  $100.  Total  billed  hours  =  10.  Total  Project  cost  =  $1000  

Employee  Rate  is  multiplied  by  the  employee  rate  set  in  the  employee  form  by  the  total  hours   billed   against   the   selected   project.   There   may   be   cases   where   multiple  employee’s  work  on  the  same  project  that  have  different  rates  and  those  are  also  taken  into  consideration  when  calculating  costs.  Example:  Employee  Rate  1  =  $50,  Employee  Rate  2  =  $75,  Employee  Rate  3  =  $100.  Total  hours  billed  @  Employee  Rate  1  =  10,  @  Employee  Rate  2  =  2,  @  Employee  Rate  3  =  3.  Total  Project  Cost  =  $50x10  +  $75x2  +  $100x3  =  $950  

Client  Rate   is   calculated  based  on   the   selected   client   rate  when   the   time  billing  was  entered.   Thus,   the   total   cost   is   calculated   by   multiplying   the   different   client   rates  entered  in  the  time  billing  by  the  total  hours  billed  at  that  rate  for  that  project.  A  client  rate  can  only  be  selected  and  is  mandatory  if  the  project  rate  is  set  to  “client”  on  the  project  form.  Example:  Client  Rate  1  =  $50,  Client  Rate  2  =  $75,  Client  Rate  3  =  $100.  Total  hours  billed  @  Client  Rate  1  =  10,  @  Client  Rate  2  =  2,  @  Client  Rate  3  =  3.  Total  Project  Cost  =  $50x10  +  $75x2  +  $100x3  =  $950  

The  details  section  displays  a  grid  with  the  individual  time  billed  items  for  the  selected  project.    

Employee  Workload  &   Efficiency:  A   time   based   report   calculating   specific   employee   efficiencies   in  completing  projects  of  various  sizes  over  time.  

#  of  Projects:  This  section  will  display  the  amount  of  opened  and  closed  projects  the  selected  employee  has.  Displays  last  years  numbers  as  well  as  the  current  year.  

Employee  Efficiencies  (Closed  Projects):  Calculates  the  average  amount  of  hours  and  days  the  selected   employee   spends   on   any   sized   project.   Calculations   are   only   considered   after   the  project  status  is  set  to  closed.  

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Efficiency  By  Project  Size  (Closed  Projects):  Calculates  the  average  amount  of  hours  and  days  broken  down  by  project  size  it  takes  the  selected  employee  to  complete  a  project.  Completed  projects  are  considered  to  have  a  status  of  closed.  

Employee   Historical   Efficiency:   This   line   graph   visually   displays   the   calculations   mentioned  above  in  this  report  but  separates  the  calculated  efficiencies  by  year  so  you  can  see  how  well  your  employees  are  doing  from  year-­‐to-­‐year.  

 

 

Employee  Timesheet:  A  customizable  report  displaying  information  on  an  employee’s  tasks  and  billable  hours  for  a  specific  user  selectable  time  period.    

Employee  Billable  Hours:  Displays  the  total  billable  hours  by  employee  per  year  in  a  simple  bar  graph.  

Employee   Scheduled   Tasks:   Displays   the   total   amount   of   hours   spent   by   employee   per   year   on  scheduled  tasks  in  a  simple  bar  graph.  

Project  Log:  A  customizable  report  displaying  a  list  of  a  specific  employee’s  work  with  respect  to  client’s  projects  for  a  specific  user  selectable  time  period.  

Project  Efficiency:  A  time  based  report  calculating  overall  project  efficiencies  in  completing  projects  of  various  sizes  over  time.  

#  of  Projects:  This  section  will  display  the  amount  of  opened  and  closed  projects.  Displays  last  years  numbers  as  well  as  the  current  year.  

Project  Efficiencies  (Closed  Projects):  Calculates  the  average  amount  of  hours  and  days  in  the  selected  year  spent  by  employees  on  any  sized  project.  Calculations  are  only  considered  after  the  project  status  is  set  to  closed.  

Efficiency  By  Project  Size  (Closed  Projects):  Calculates  the  average  amount  of  hours  and  days  broken  down  by  project  size  it  took  in  the  selected  year  for  employees  to  complete  a  project.  Completed  projects  are  considered  to  have  a  status  of  closed.  

Project  Historical  Efficiency:  This  line  graph  visually  displays  the  calculations  mentioned  above  in  this  report  but  separates  the  calculated  efficiencies  by  year  so  you  can  see  how  well  your  organization  is  doing  from  year-­‐to-­‐year.  

Status  Counts:  Displays  the  total  count  of  project  status’  per  year  in  a  simple  bar  graph.  

Task   Costs   (By   Employee):  Displays   the   total   amounts   of   hours   spent   overall   on   a   specific   task   per  employee  shown  in  a  bar  graph.  

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Total  Task  Costs:  The  total  amount  of  time  spent  on  each  task  shown  in  a  simple  bar  graph.  

Project  Count  (By  Year):  The  total  count  of  projects  per  year  displayed  in  a  simple  bar  graph.