Miami-Dade County Public Schools Project Accounting System

Table of Contents

Introduction ........................................................................................................... 2 ITS Intranet Web Applications Log In ................................................................. 3 ITS Intranet Web Applications ............................................................................. 4 Accessing the Project Accounting System ........................................................ 5 Project Accounting System ................................................................................. 6 Administration ...................................................................................................... 7 Account Files ................................................................................................... 7 Add Project ...................................................................................................... 8 Employee Files ................................................................................................ 9 List of Project Group Codes ........................................................................... 11 Account Information ............................................................................................ 12 Timesheets ............................................................................................................ 14 Activity Accounting ......................................................................................... 15 Daily Start/End Times ...................................................................................... 16 Timesheet Approval ............................................................................................. 17 Timesheet Status Messages ........................................................................... 18 Timesheet Sample ................................................................................................ 19 Whom to Call for Assistance ............................................................................... 20

Miami-Dade County Public Schools Information Technology Services Project Accounting System 02/04, revised 02/18 2

Information Technology Services (ITS) has developed the Project Accounting System to automate the time tracking of accounts and staff. Timesheets are created, maintained, administratively approved, and printed through this system. Project accounts are created, maintained, and if necessary, tracked by estimated vs. actual date and man days completed. Authorization to the Project Accounting System (PROJ) is assigned by the Resource Access Control Facility (RACF) administrator at the employee’s location.

ITS Intranet Web Applications Log In Getting Started Open the Microsoft Internet Explorer browser on the PC. This site is best viewed using the latest version of Microsoft Internet Explorer and Adobe Acrobat Reader. (See page 3 to download latest versions.) From the Internet, on the DadeSchools.net home page,

Type intranet.dadeschools.net in the address bar

Press Enter The ITS Intranet Web Applications log in screen will be displayed. To locate this link in the future, bookmark this page or create a desktop shortcut.

Introduction

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On the ITS Intranet Web Applications log in screen, in the User Authentication box,

Type Employee ID (number)

Type Work location (number)

Type Password (User’s CICS or dadeschools password) Select Login (or press Enter) or,

Select Clear, if information was entered incorrectly and re-enter information

Select Log in (or press Enter)

The ITS Intranet Web Applications screen will be displayed.

ITS Intranet Web Applications Log In

Get the latest versions of Internet Explorer & Adobe

Acrobat Reader here.

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The ITS Intranet Web Applications screen is divided into two sections. Users may access any of the options displayed. This user guide will provide instruction for using the Project Accounting System.

Your Applications – ITS programs accessible to users from the Web.

Applications are dependent on user’s authorization through Quad-A. User should see supervisor to obtain authorization.

Utilities & Links – Perform maintenance functions to Change Your

Password, Future School Scheduling Reports, M-DCPS Letterhead Template, RACF Definitions and School Board Agenda.

Career opportunities, District profile data, and employee leave information is also provided on this Web page. To sign on to CICS for the Project Accounting System,

Select Mainframe Terminal Sessions

ITS Intranet Web Applications

Select Mainframe Terminal Sessions to sign on to CICS for

the Project Accounting System

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What You Do Select Mainframe Terminal Sessions from the Intranet Web Applications menu [See

page 4]. Sign on to CICS through the MDCPS computer network security screen. From the Application menu,

Type PROJ

Press

The Project Accounting System main menu will be displayed.

Enter

Accessing the Project Accounting System

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The Project Accounting System main menu has 4 functions; however, ability to view each function is dependent on the employee’s level of RACF authorization. What You See

1. Timesheet Approval Project manager approves/disapproves weekly hours entered by each employee.

2. Administration Creation and maintenance of account and

employee files in the Project Accounting System.

3. Timesheets Employees record time spent on each

account on an hourly basis.

4. Account Information List of projects and related information.

Project Accounting System

The sample screens displayed in this user guide are those viewed by Administrative users. Functions are limited and renumbered for other users, based on the assigned RACF authorization. Make a note of the function names rather than the function numbers throughout this user guide.

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From the Administration menu, the user can create and maintain account and employee files, and obtain a list of Project Group Codes. Account Files From the Project Accounting System main menu,

Select 2 Administration

Press

The Project Accounting Administration menu will be displayed.

From the Project Accounting Administration menu, Select 1

Press The Project Accounting - Account Record screen will be displayed.

Enter

Enter

Administration

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Add Project From the Project Accounting - Account Record menu, projects and internal requests are created and viewed.

What You Do

Select 7 Press

The Project Accounting – Account Record screen is activated for entry of project information.

Type Project Group Request Title Function Cost Center (location number) Est. Completion Date (mmddyyyy) Est. Man Days (number of days to complete project) Press to generate an Account ID number on the screen

Enter

Administration

Enter

Required fields to create an account

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Employee Files Employee files can be displayed, added, changed, and inactivated or activated. The calculated compensatory time for employees is also displayed. What You Do From the Project Accounting Administration menu,

Select 2 Press The Project Accounting Employee File Maintenance screen will be displayed.

Type employee number

Press The specified Project Accounting Employee File Maintenance screen will be displayed.

Enter

Administration

Enter

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On the specified employee’s Project Accounting Employee File Maintenance screen,

Select the Employee File Maintenance action

Press

The Project Accounting Employee File Maintenance screen is activated for entry of employee information. An employee must be added to this file to activate a timesheet file. Each employee added to the employee file must be assigned to a project group

[See page 11]. Employee information previously entered can be changed and employees can be inactivated (or reactivated) when they no longer belong to a group.

Enter

Administration

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Project Group Codes A listing of Project Group Codes is available for reference from the Project Accounting Administration menu.

From the Project Accounting Administration menu,

Select 3 Press The Listing of Project Group Codes will be displayed.

Press to display more codes

or, Press to return to the previous menu

Enter

Administration

Enter

Clear

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Account Information provides users with the option of viewing a list of all accounts, active accounts, and completed accounts added through the Administration menu [See

page 4]. From the Project Accounting System main menu,

Select 4 Account Information Press The Project Accounting Account Information screen will be displayed. To view all accounts,

Select 1

Type Project Group Code

Press The View Account Information screen will be displayed.

Enter

Enter

Account Information

To view miscellaneous account numbers (sick, vacation, LWOP, ect.) Select 2 and enter ** as Project Group Code

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If the Account ID is known,

Type Account ID

Press

The View Account Information screen displays all accounts by ID number. It also displays the account title, cost center, date received, estimated completion date, estimated man days to complete, account completion date and actual man days. This information is updated as timesheets are approved and printed programmatically at ITS.

Account information can be modified to display only active accounts, completed accounts or project segments. From the Project Accounting Account Information screen,

Select type of accounts (active, completed, or project segments)

Type Project Group Code

Press

The Account Information screen will be displayed by type of accounts selected.

Enter

Enter

Account Information

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Timesheets are for employees to document their hours worked on each account. All entries for each week should be completed daily and printed for approval prior to the printing of reports each Thursday night. Employee hours can be edited prior to administrator’s approval. From the Project Accounting System main menu,

Select 3 Timesheets

Press The Employee Time Sheets screen will display the employee number of the individual signed on to the Project Accounting System.

There are two screen selections on the Employee Time Sheets menu:

1. Activity Accounting weekly screen for entry of time by each account 2. Daily Start/End Times daily entry of start and end time

Both screens must equal 37.5 hours to print and save files for the approval process.

Enter

Timesheets

Time is reported on a weekly basis, using the Sunday of each week as the Time Period date.

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Activity Accounting To view or enter the employee work week hours by account number, from the Employee Timesheets screen,

Type Time Period (Sun) (ddmmyyyy)

Select 1

Press

The employee work week by account screen will be displayed.

Type hours worked in each account field under appropriate day

Press to update screen Press to save hours daily, Press to print & save hours to send file for approval (Sun.-Wed.) Press to go to start/end weekly timesheet screen or, Press to print and save a draft

Enter

Press PF4 to print and save to send file for approval.

NOTE: Total weekly hours must equal total hours on Daily Start/End Times screen

Timesheets

Enter

PF4

PF5

PF12

PF3

Time is reported on a weekly basis, using the Sunday of each week as the Time Period date.

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Daily Start/End Times To enter employee time information, from the Employee Timesheets menu,

Type Time Period (Sun) (ddmmyyyy)

Select 2

Press

The week specified for the employee will be displayed.

What You Do

Type the start and end work times, excluding time spent at lunch, using a 24-hour time clock, for each day

(example: 13:00 for 1 p.m., 16:00 for 4 p.m.)

Press to save hours daily,

Press to print & save hours to send file for approval (Sun.-Wed.)

Press to go to projects Account Activity screen or,

Press to print and save a draft

Enter

PF4

PF5

PF12

Enter Overtime in these fields to be reproduced on timesheets as Flex hours

Total daily hours

Timesheets

Time is reported on a weekly basis, using the Sunday of each week as the Time Period date.

PF3

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Administrators are responsible for approving the timesheets for their employees. All approvals for the week should be completed prior to the printing of reports each Thursday night. From the Project Accounting System main menu,

Select 1 Timesheet Approval (viewed only by Administrators)

Press Type Account Update Team Code The Time Sheet Approval by Project Manager screen will be displayed.

What You Do

Type Sunday date of week (ddmmyyyy)

Type Project Team Code

Press The Timesheet Status screen for the selected week will be displayed.

Timesheet Approval

Enter

Enter

Timesheet Approval

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The list of employees with the specified team code will be displayed for the selected week with hours worked, the date and time the hours were saved, approval column, and the timesheet status. Timesheet Status Messages APPROVAL PENDING Ready for approval WAITING PRINT Hours approved; waiting next print date INCOMPLETE Partial time entered; not equal to 37.5 hours NONE FOUND Partial time entered; not equal to 37.5 hours

What You Do

Tab to APPR (Y/N) column

Type Y to approve employee hours with Approval Pend status

Press to approve timesheet Upon approval of employee hours, timesheets are printed, signed by the administrator and employee, and filed. Timesheets with compensatory time require a second administrator’s signature.

Timesheet Approval

Enter

APPROVAL PENDING

Timesheets ready for administrative approval

All timesheets for the prior week should be approved prior to the weekly Thursday night printing process.

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Timesheet Sample

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For assistance with the Project Accounting System, please submit a HEAT Self Service ticket at http://selfservice.dadeschools.net and select Ask ITS A Question for the incident type.

Whom to Call for Assistance