Sentrifugo HRMS 3.0 - Time Management User Guide

Sentrifugo – Time Management
User Guide

Table of Contents
Introduction.................................................................................................................................................4
Time Management Settings Configuration .................................................................................................5
How do I add Clients?..................................................................................................................................5
How do I add Projects?................................................................................................................................6
How do I add Default Tasks?.....................................................................................................................10
How do I configure the weekly reminder and timesheet blocking range?...............................................11
Weekly Submission Reminder ...............................................................................................................11
Timesheet Blocking Range.....................................................................................................................11
Can the Super Admin fill timesheets?.......................................................................................................14
Can the Super Admin Approve/Reject Employee Timesheets? ................................................................15
What is the role of a Reporting Manager in Time module?......................................................................17
How do I fill in timesheets?.......................................................................................................................19
How do I view Projects assigned to me?...................................................................................................21

Introduction
Sentrifugo's Time Module is a unique Timesheet Management tool. Managers can configure project details and
add Employees to projects. They can view timesheets of the Employees reporting to them in a daily, weekly or
monthly view format. Employees can enter the hours spent on an assigned project. Employee and project based
time reportscan be generatedbasedonthe detailsenteredbythe Employees.

Time Management Settings Configuration
Before yourEmployees canstartfillingthe timesheets,asa SuperAdminyoumustconfigure the following
aspects:
 AddClients
 AddProjects
 AddDefaultTasks
 Configuration
- WeeklySubmissionReminder
- TimesheetBlockingRange
How do I add Clients?
Provide the basicinformationabout yourclients.
Selectthe option fromthe Time module’smenu.Clickonthe button.
Figure 1
* - Denotes mandatory fields
a. Clientname*

b. Clientlocation
c. Countrythe clientislocatedin
d. State the clientislocatedin
e.Clientemail address
f. Clientphone number
g. Clientfax number
h. Name of the pointof contact fromclient side*
How do I add Projects?
Under the sectionthere are 3 steps:
1. Configure projectdetails:Provide informationaboutthe project.
Figure 2
a. ProjectName*

b. Statusof the ProjectE.g.:Initiated,InProgress,Completedetc.*
c. The parentprojectname onwhichthe current projectisbasedon
d. ClientName*
e.Currencyusedinthe project*
f.Type of the projecton basisof the income type*
g. Estimateddurationof the Project
h. ProjectDescription
the detailstomove ontothe nextstep.
2. Add Projectrelatedtasks: Addthe varioustaskswhichare performedbythe Employees inthe project
Whenyouare configuringa task forthe firsttime, youwill see the below message:
Afterclickingon the hyperlink,apop up window will open.
Figure 2.1
o DefaultTasks - The defaulttasksthathad beensetupin the ‘DefaultTasks’tab (youcan create
a defaulttaskhere also byselectingthe checkbox ‘DefaultTask’while creatinganew task)
o Frequently UsedTasks - The tasksfrequentlyusedindifferent projectswill be populatedhere
o NewTask – For a particularprojectonly,a new taskcan be addedhere
Choose the taskcategoryyou wantby selectingthe radiobutton.

You can thenfill in the EstimatedHoursandBillable Rate of eachtaskwhichyou have added.
Figure 2.2
3. Add resourcesto Projects: Youcan add Managers/Employees tothe project.Whenyouare addingresources
for the firsttime youwill see the below message.
Afterclickingonthe hyperlink,apopup window will open.

Figure 2.3
Clickon the Manager/Employeeyouwishtoaddto the projectand thenthe name will appearonthe right side
columnas selected Managers/Employees.Clickon
Afterthe resources have beenaddedthe SuperAdmin/Managercanfill inthe billablerate &cost rate.
Figure 2.4
a. Addmore resources
b. Assigntaskstoresourcesandon clickingthisoptionapop up (shownbelow) window will open.

Figure 2.5
a. You can filterthe tasksdisplayedbyclickingona radiobutton (Unassigned/Assigned/All)
b. Afterselectingthe tasksyouwishtoassign to the resource,clickon
How do I add Default Tasks?
Addthe variousdefaulttasksperformedbythe Employees inyourorganization.E.g.:Developing,
Documentation,Testingetc.
Selectthe option fromthe Time module’smenu.Clickonthe button.

Figure 3
a. Enter the variousdefaulttasksexistinginyourorganizationone byone and eachtask* (defaulttasks
are noteditable butcan be deletedif notassignedtoany Employee)
How do I configure the weekly reminder and timesheet blocking
range?
Weekly Submission Reminder
Seta dayin a weektosendemail notificationstoyourworkforce toremindthemaboutfillingtheirtimesheets
and sendingthemforapproval.
Timesheet Blocking Range
Define atime periodwithinwhichthe Employees’timesheetwill be blockedforamonth.Sentrifugooffersyou
twooptionsto accomplishthisfeature:
 1 - Endof month
o By the endof everymonth,all Employees mustsubmittheirtimesheets

o Two daysof grace periodi.e.1stand2nd of the nextmonth,are providedtothe Employees to
submittheirtimesheets.On the 2ndof everymonth,anotificationwill be sentasa reminder
aboutblockingthe timesheet.
o On the 3rd of everymonth,if the Employees have notsubmittedtheirtimesheets,their
previousmonth'stimesheetwillbe blocked.
 26th previousmonth - 25th nextmonth
o By the 25th of everymonth,all Employees mustsubmittheirtimesheets.
o Two daysof grace periodi.e.26thand 27th of the nextmonth,are providedtothe Employees
to submittheirtimesheets.On the 27th of everymonth,anotificationwill be sent asareminder
aboutblockingthe timesheet.
o On the 28th of everymonth,if the Employees have notsubmittedtheirtimesheets,their
previousmonth'stimesheetwillbe blocked.
Figure 4
Figure 4.1
a. Clickon in the headermenu.

b. Clickon in the Time menu.
c. Clickon to setupthe configurations
d. Selectaday from the dropdownforWeeklySubmissionReminder
e. Selectanoptionto determineyourmonthlytimesheetblockrange
f. Clickon to applythese changestoyour entire organization (editable later)

Can the Super Admin fill timesheets?
Figure 5
The SuperAdmincan viewthe currentmonth’scalendarandcan’t fill intimesheetsunlike restof the users.

Can the Super Admin Approve/Reject Employee Timesheets?
The SuperAdmincan viewthe timesheetsof all EmployeesandcanalsoApprove/Rejectthem.
Figure 6
a. The viewtype (Weekly/Monthly).Clickonthe wordWeeklyView tochange ittoMonthlyView mode.
b. Categoriesbasedonstatusof Timesheet
c. Timesheetstatus(NoEntry,Approved,Rejectedetc.)
d. Viewthe Timesheetindetail
e. Total no.of hoursworked
f.Approve Timesheet
g. RejectTimesheet
The Figure 6.1 showsthe Weekly view options,inwhichthe Timesheetsof the Employees canbe viewedfor
each weekof the month.

Figure 6.1
Aftercompletingall the above mentionedsteps,yourTime moduleisnow readytouse.

What is the role of a Reporting Manager in Time module?
Note:Reporting Managers can belongto any role (Management/Manager/HR/Employee/SystemAdmin) as
long as they have Employeesreportingto them.
A ReportingManagerhas accessto all the functionslike the SuperAdmin, exceptforthe ‘Configuration’
function.
ReportingManagershave an extrafeature of viewingthe listof Employees whohaven’tsubmittedtheir
timesheetsyet.
Figure 7
a. Click here to viewthe listof Employees whohaven’tsubmittedtheirtimesheets.The numberinthe
parentheses() denotesthe numberof Employees inthe list.

WeeklyViewforPendingSubmissions:
Figure 7.1
MonthlyViewforPendingSubmissions:
Figure 7.2

How do I fill in timesheets?
Whenyou log into your Sentrifugoaccountandnavigate tothe Time module,thisishow the screenwill appear:
Figure 8
a. Will redirectyou tothe screenwhere you can fill inthe timesheets
b. Showsthe the weeklytimesheets (Forviewingpurposeonly)
c. Total numberof hoursworkedbyyou ina month
d. Total numberof hours workedbyyourin a day
e. Status of the timesheete.g.-Approved
f. Statusof the timesheete.g.- Noentry

You will see the following messageif yourtimesheethasbeenapproved:
If you’ve notfilledinthe timesheetforaparticularweek,you will findthe followingmessage:
If you wantto enterhoursintothe timesheet,you shouldclickon and the followingwindow
will open:
Figure 8.1
a. Remindersforfillingin timesheets
b. You can change to whichever weekyouwant
c. Dailynotes/comments(You cangive detailsaboutthe tasksandthe numberof hoursfor the day)
d. Projectname
e.Task name
f. Weeklynotes/comments(You cangive detailsaboutthe tasksandthe numberof hoursfor the week)
g. Savesthe timesheet(canbe modifiedevenaftersaving)

h. Saves& submitsthe timesheetforapproval
How do I view Projects assigned to me?
Clickon to viewthe projectstowhichyou have beenaddedtoandto view the projectdetails.
Figure 8.2
a. Clickon thisiconto viewthe detailsof the project.
Figure 8.3
The above figure shows the detailsof the Project.The detailsare addedbythe SuperAdmin/Manager.

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