Print this Topic
This topic is intended to provide the user with an overview of the steps required to process time sheets for employees and Sub-Contractors.
In order to process manual time sheets and / or electronic (bar-coded) job-bookings, certain setups in Aerotrac need to be in place first. These are mentioned below and are then covered in other topics on the website.
Once these setups have been completed, daily and weekly logging of man hours can commence. It is possible to use both the manual and electronic processes together.
Work Profiles (Working Days, Working Weeks, Work Patterns and D.C.S. Overtime Rules)
The Work Profiles feature allows the setup (and editing) of how your Company operates on a daily and weekly basis, covering all the hours your chargeable labour force works. For example, you may create different shift patterns for days/nights/part time workers, and allocate employees to each Working Week pattern. The hours of work (and rest) in Working Days are set up in this feature.
Details on the setup are covered in topic Work Profiles Setup.
In the Aerotrac Administrator Module, 
navigate to Administrative Setup, Personnel, Work Profiles:-
Employee Details
Employee Details can be generated either before or after the Working Days and Weeks, but you will not be able to enter Timesheet information at the beginning if you start these before setting up the Profiles. It is usual to enter the basic minimum at the very beginning, just to get started. (Details like addresses and telephone numbers can always be added at a later date.) Be aware that the Employee ID must be unique, and, should an employee leave at some stage in the future, and subsequently return to the Company, you must not re-use the original Employee ID again.
Details on the setup are covered in topic Employee Details
In Aerotrac Administrator Module, navigate to Contacts & Personnel, Employee Details
Non Productive Codes
Non-Productive codes are used for all the occasions that direct employees are not actually involved in working on a project of any kind. These codes, once setup and in use, will help to calculate many costs, as well as job margins.
Details on the setup are covered in topic Personnel Setup
In Aerotrac Administrator Module,navigate to Administrative Setup, Personnel, Personnel Setup.
Bar Code Setup
If your Company uses bar-code readers to clock onto and off of projects, you can allocate items to appear on a DCS sheet. The purpose of these sheets is to print them off (and perhaps laminate them to keep them clean), so that engineers and / or supervisors have to hand the appropriate bar-codes with which to allocate non-productive time to an employee’s time sheet.
Details on the setup are covered in topic Personnel Setup
In Aerotrac Administrator Module, navigate to Administrative Setup, Personnel, Personnel Setup.as above.
Time Collection and Timesheets
Time bookings may be added manually into Aerotrac, or via a DCS bar-coding system. Even where a bar coding system is in place, bookings may be edited manually.
Manual Timesheet booking is done after the event, whereas bar-code bookings (using the Time Clock function) record “real time”.
Note: Manual bookings cannot be allocated for the current day, only for previous days.
Note: Only those Employees checked as Direct Labour or Contractors will be displayed within the Time Collection function..
Timesheets - Manual Entry
Details on the setup are covered in topic Daily Timesheets
In Aerotrac navigate to Personnel, Daily Timesheets:-
D.C.S Bar Coding / Time Clock Procedure
The Time Clock is a separate application that needs to be installed on the PC and set up to connect to the Aerotrac SQL server. Refer to topic Time Clock Installation and Setup.
Once the application is running refer to topic D.C.S. Bar Coding and Time Clock for details on how to use it.
Personnel Reports
There are various Personnel reports in the Reports Module, on their own tab:-
A general description of each report is shown at the bottom of the screen for each report selected in the table view.