6.15.0 Time Entry Enhancements

6.15.0 Time Entry Enhancements 

What’s New? 

 This release is geared to get you winter-ready. Client feedback inspired a complete revamp of the Time Entry screen to help you swiftly allocate drive time, manage clock time, and identify Snow Division work tickets. Although inspired by the snow division, these enhancements will improve workflows across all divisions. 

Time Entry Screen Overview 

Improve your experience by reviewing the updated time entry screen overview.  

1. Inventory Location Menu - assign an inventory location for the route. Make sure to set the location you want to pull items from if you plan to allocate materials from the Time Entry screen. 
2. Time Header - the Worked, Clocked, and Difference totals have been moved to an anchored header at the top of the screen so that you do not have to scroll to the bottom of your screen to view this information.
3. Message Center - a message center at the top of the screen provides you with the current status of your time entry. 
   1. An All Good! message displays if there are no conflict errors or an excess (positive difference) of time between time clocked and worked. 
   2. A status message stating More clock time than allocated job time exists provides you with a warning to review the time entries so you can make sure that the additional time is redistributed as you prefer. 
4. Crew Member Columns -  crew member columns alternate with white and gray coloring so you can distinguish crew members from one another when viewing hours for more than one work ticket. 
5. Work Ticket Multi-Select - select the direct jobs of multiple work tickets with visits scheduled on the same day on the time entry screen. This will allow you to choose the tickets to allocate drive time to when there is additional distribution time.  
   • You can not select a work ticket if it contains drive time, item, and materials or if time has been approved within a closed month. 
   • Swapped work tickets from existing work tickets will be selectable.  
6. Expand/Collapse Work Ticket - instead of having separate time entries for the same work ticket, one work ticket entry will contain time entries. When a work ticket is expanded, you will see the breakdown of Onsite Time, Drive Time, and time allocated to Materials for that specific work ticket.
    
7. Drive Time Rows - instead of having a drive time record for every clock in/out record hyperlinked to a work ticket, there is one drive time record. Every time you save a positive difference, the additional drive time is added to the existing drive time record under the work ticket. There is only one drive time row per work ticket per crew member/pay code. 
   • If crew members worked at different times, each crew member would have separate drive time rows to account for their proportion of time worked.  
   •  Time worked that exceeds the clock time will be split amongst the crew proportionally based on hours worked and then added to the existing drive time that was previously distributed. 
   • New drive time records are created and distributed proportionally to selected work tickets when there is a positive difference between the time you clocked and the time you worked on a job.  
8. Snowflake icon  -the snowflake icon allows you to quickly identify work tickets from an opportunity classified under the Snow division. Every contract or work order classified under the Snow division will display a snowflake next to associated work tickets on the Time Entry screen. 
   • This icon will be shown on the time entry screen regardless of the clock-in or job status of the work ticket. 
   • The indication that a work ticket from the snow division is taken at the opportunity level, not at the service level. 
     • So, it is possible to see the snowflake icon displayed next to work tickets containing Services outside of the snow division if that work ticket was created from an Opportunity within the snow division. 
       • For example, if you have an opportunity in the snow division containing a service belonging to the Irrigation division, the work ticket containing the irrigation service will also display a snowflake. 
9. Pay Code  - the default pay code selection is now If Needed instead of Select One, so it is clear that a pay code designation is not required. This change was implemented to prevent duplicate or inaccurate payments tendered to a crew member.  
   • You can hover over the pay code fields to see the full name of the pay code regardless of the approval status of the time entry. 
10. Action menu- take actions for a specific ticket or time record. 
    1. Work Ticket Actions: 
       1. Add Time 
       2. View Complete Form 
       3. Swap Work Tickets 
       4. Create a new ticket. 
    2. Time Actions:
       1. Add Time 
          1. The applicable default code is applied to the newly added time record.
       2. Add Material
          1. Add material to the crew member to which the time record belongs.
          2. You can only add materials to the row listing the time record. 
11. Visit Notes - A gray note icon will appear underneath the hyperlinked work ticket when a visit note is submitted in Crew Mobile.
    

• If the work ticket contains multiple visit notes, you will only see the visit note associated with the most recently created visit. Once you select the icon, you will see a list of all the visit notes associated with the work ticket.
• The date and time a visit note is submitted determines when the visit icon appears on the time entry screen. 

Job Time Overview

Here is an overview of the updated portions of direct and indirect jobs on the time entry screen. 

1.  Clock Time - the clock time entries mark all the times you clocked in/out before the time entry was approved. 
2. Expand/Collapse - use the carat to the left of the Direct Job header to collapse or expand each work ticket listed under the Direct Job section. You will see the Onsite Time, Drive Time, Equipment, and Material rows for every direct work job ticket when expanded. Remember, adding material is only available at the time record row.  
   1. Work Tickets are listed in chronological order based on which job is logged first. 
      1. If some tickets appear with logged time while others reflect no time for a time-based route, the tickets are sorted in alphabetical order instead. 
3. Add New - The add new button has been restyled and added to header rows so that it is easy to spot.  
4. Direct/Indirect Job Crew Subtotal rows - view the subtotal for each crew member's indirect or direct hours.
5. Indirect Job Branch Filter - If an All Branch Access permission is checked under your user role, you can filter the Indirect Jobs by Branch to focus only on the indirect jobs you need. 
   1. Indirect jobs are sorted in alphabetical order. 
   2. Indirect work tickets tied to internal properties belonging to different branches will appear. 

Creating New Drive Time Records for Specific Work Tickets 

 To create drive time for specific work tickets, instead of all, you must select the tickets to which you want to distribute time. 

• The positive difference between the clocked and worked hours will be distributed proportionally across the selected tickets. The proportional split is based on the percentage of hours worked by the selected total, not the total of hours worked across all tickets. 
  • Suppose you have three work tickets: 
    • Ticket 1 = 50% of hours worked 
    • Ticket 2 = 30% of hours worked 
    • Ticket 3 = 20% of hours worked

You select Ticket 2 and Ticket 3 to allocate drive time, the percentage of drive time allocated to Ticket 2 will then become 60%, and the drive time allocated to Ticket 3 will become 40%. 

• The drive time for crew members working the same hours will be in the same row and separate rows if their work hours differ. 
• Drive time must be distributed to all crew members with work hours under the work ticket. 

Including Equipment to Drive Time Records

• Additional item allocations equal to drive time will be added to equipment items on the work ticket will be added to equipment items included on the Time Entry screen so hours reflected for the equipment item(s) match the drive time for the crew member for which the item was allocated. The following functions must be enabled, and an equipment item must be assigned to a crew member before drive time can be added to the equipment. 
  • Allow Equipment Time Reporting
    • This function must be enabled so that equipment associated with tickets on the route can be included in Time Entry. 
  •  Include Drive Time when Logging Equipment from Crew Mobile
    • Equipment included in an estimate will also be included in drive time when the Include drive time when logging equipment from crew mobile feature is enabled.
  • Allocate from Mobile 
    • The equipment item in the estimate assigned to a crew member must select the Allocate from Mobile feature. 
• If time is removed from a crew member with an equipment assignment, that equipment will also be removed. A red strikethrough the equipment row indicates that the equipment will be removed from the time entry once saved. 

Adding Equipment to Time Entry from Crew Mobile 

As a reminder, the steps below detail how equipment is included in time entry when you add equipment from Crew Mobile. 

1. Sign in to Crew Mobile and select Clock In.  
2. Select Schedule. 
3. Select the desired work ticket. 
4. Select Start. 
5. Select the equipment from the start work screen of Crew Mobile 

• Once you have clocked out, expand the row for the work ticket on the time entry screen in Aspire, and you will see that the equipment item includes the same amount of time allocated for drive time after the time entry is saved. 

Adding Material Directly from the Time Entry Screen

 When the Include Drive Time when Logging Equipment from Crew Mobile is enabled, you can log equipment added directly from the Time Entry by taking these steps. 

1. Go to the Time Entry screen. 
2. Expand the work ticket row that will include equipment.  
3. Select the kebab menu to the right of the Onsite Time row. 
4. Select Add Material. 
5. Add an Item first, then a Crew Member, and select Save. 

• You will see the new item listed and a checkmark in the same column as the crew member assigned the equipment. After you save the sheet, any excess between the time worked and the time clocked (positive difference value) will also be allocated to the newly added material.