management application (google forms) training (1)
TRANSCRIPT
Management Applications (Google Forms)--it’s not just
for managers!!!https://docs.google.com/a/student.kaplan.edu/forms/d/1LGVqr9X2nXhVUkBN_L6Pc9ru7TviSbtJsNk1H35VusU/viewform
PurposeTo report Consultant Billable Hours for
services provided to clients and client based projects
To report Human Resources personnel changes
To report weekly time and performance of all interns
Application Replaces Email Communication of Information
Replaces all other previous billable hours forms
Replaces previous personnel change forms
Replaces the need to submit weekly time-sheets to payroll
Direct Submission of FormsEliminates need to copy forms
over and over again.
Eliminates emailing errors
Reduces the amount of emails exchanged
Who uses this Management Application?
All managers
Consulting billable hours
HR personnel changes
Weekly time and performance evaluation
Anyone who does work directly for a client or works on client projects
Consulting billable hours
When to Submit Consulting Billable Hours
Please make completing this form the last step of each and every time you work on a project for a client.
If you are unsure if it is a client based project, reach out to your manager for clarification
Think of it like a report card.
No one knows the time effort you spend on this particular project, unless you report it
The client cannot be billed unless the time spent on each project is documented
Goal of any business is to make money
Difference Between Billable Hours and Payroll Hours
Billable hours are not the same as payroll hours
Payroll hours are the hours you get paid, regardless of what client you are doing work for.
Billable hours are the hours you spent on ONE particular client. It is what Kaplan Finance uses to send a bill to the client
Why is the Reporting of Billable Hours So Important?
It is the required documentation to bill the client for your valuable services
Verifiable documents are required for compliance with Accounting Principles
Billable hours alone is the only way for our service based businesses to show revenue
If we don’t generate enough cash to pay for our expenses (Payroll, loans, utilities, etc.) the business will FAIL.
Investors and all stakeholders look at earnings as way to measure the success of the business.
KapCon, KapTech, HHH, Kaplan Radio and KapFi are all in business to make money.
Where to find Management Applications Form
https://docs.google.com/a/student.kaplan.edu/forms/d/1LGVqr9X2nXhVUkBN_L6Pc9ru7TviSbtJsNk1H35VusU/viewform
Select the Application to perform from the drop down menu
1. Select one of the three options
2. Click Next.
Consulting Billable Hours (cont)
1. Your name
2. Your email
3. Your manager’s name
4. The company you did the work for
5. The date you worked on the project (preferably today)
6. Number of hours you worked on project today
7. Brief description of work
1. Select your company
2. Choose service from drop down menu
3. Submit
Consultant Billable Hours App
It is That Simple!!!
How Will I Know What Billable Hours My Department Submitted?
Each week, the Director of Finance will email a report to each department’s manager that lists all of the billable hours that were submitted that week.
The manager can then verify these hours by comparing the report to the notes in the time clock for each intern.
The manager can dispute any questionable hours by communicating with the Director of Finance. Together, they will then begin an informal investigation to ensure accuracy.
If the Director of Finance does not receive any communication from the manager within 24 hours, the hours will be billed to the client.
What If I Make A Mistake
No worries. If you make a mistake, simply email the Director of KapFi, currently [email protected]. She will be more than happy to correct any errors.
Refresh Page to access Management Applications
HR Personnel Change--Purpose of Form
To report if there is a change in the following:
Title change
Department change
Management change
Remove from the program
Newly added intern
HR Personnel Changes (cont)
1. To access another app, simply refresh the page and you will see all three apps to choose from.
2. Select HR Personnel Changes
3. Click Next
HR Personnel Change1. Date
2. Group=company you work in
3. Your name
4. Intern’s name
5. Intern’s title
6. Reason for change
7. Type of change
8. New title & department (one on each line)
9. Date
10.Submit
What if I Make a Mistake on the HR Personnel Changes App
Again, please don’t worry. Simply send an email to the Human Resources manager of your company so he or she can make the correction.
Refresh Page to access Management Applications
Weekly Time and Performance Evaluation--Dual Purpose
Results will go to:
PAYROLL: Form reports all hours earned for each intern each week
PROFESSORS: Evaluations will be sent directly to each intern’s professor
Weekly Time and Performance
1. Choose weekly time and performance
2. Click Next
Time and Performance (cont)
1. Choose your company name
2. Enter your name
3. Enter your leadership level
Time and Performance (cont.)
1. Enter name of intern you are reporting on
2. Select ID
a. This is located in the time clock
b. The time clock web address is listed on the first page of the management app, and also below:
http://www.timeclockfree.com/
View of ID Number As Seen In Time Clock
The ID’s are added by Payroll with each new on boarding.
The ID may look as if it is cut off, but if you hover your mouse over it, the full number will be displayed.
This is the number that you will select on the Management Application--Weekly Time and Performance
Weekly Time and Performance (cont.)
1. Enter name of intern you are reporting on
2. Select ID
a. This is located in the time clock
b. The time clock web address is listed on the first page of the management app, and also below:
http://www.timeclockfree.com/
Weekly Time and Performance (cont.)
3. Type the intern’s department
4. Type the intern’s hours in hours and minutes from the time clock
5. Select if the hours have been approved (by you, the manager), or NOT approved.
How Do I know If My Intern’s Hours Have Been Approved?
Yellow light bulb indicates hours that have not yet been approved by manager
The absence of the light bulb indicates that the manager has reviewed the notes and approved the hours (done by clicking on the light bulb)
It is the responsibility of the manager to review the notes and complete these approvals each week
The only time there should be unapproved hours reported on the Weekly Time and Performance app is if there is an unresolved discrepancy on the day hours are to be submitted (Thursday of each week)
Weekly Time and Performance 6. Select the level of performance that best describes the intern’s work that week.
7. Type any comments here.
8. Click Submit
If you have any questions, please reach out to your manager! They are here to help you.
For a walk through of how to complete the forms, please view this instructional video at: