1. Upgrade to Deltek Time & Expense with Employee Self Service (ESS)
3/6/2014

2. Deltek Time & Expense Upgrade
The Lab will be upgrading to the latest version of Time & Expense (T&E) on the evening of March 11, 2014.
The primary differences between the new timesheet and the current timesheet are how the selection criteria are displayed on the screen.
T&E old is on the left hand side of the screen
T&E new is at the top of the screen.

3. Deltek Time & Expense Upgrade
The following is a list of operating systems (OS) and browser combinations that Time & Expense supports.
We have tested Time & Expense with Windows XP, Windows 7, IE 9.0, Chrome and Firefox, we have tested the Mac using Chrome, Firefox and Safari and we also tested Linux/Unix using Chrome and Firefox.
We decided not to test Windows Vista because Windows Vista is no longer available for order at JLAB.
OS Platform
IE 8.0
IE 9.0
Chrome
Firefox
Safari
Windows XP X
Windows 7
MAC OS X v10.5
MAC OS X v10.6
Linux Red Hat OS 5 Desktop

4. Log In Screen from the old Time & Expense
Here is the screen that everyone is familiar with.

5. Log in Screen from the new Time & Expense
You will use the Same Login Id, Same Password and Same domain as you did with the old Time & Expense system.

6. Old Time & Expense Desktop

7. New Time & Expense Desktop
Click on the blue house to return to this screen from the other screens Click on the word Time to move to the Time Sheet Click on the word Self Service to move to the ESS portion

8. Old Time & Expense Timesheet
The binocluars to look up items in the Old T&E has been replaced with …..

9. New Time & Expense Timesheet
A magnifying glass…

10. New Time & Expense Timesheet
The Time tab is at the top of the screen
Click on ‘Record Time’
Click on Timesheet
Brings up the actual timesheet to record your time
We have set up a default so that when you click on the Time tab, your timesheet will be displayed on the screen.
If you are in the Schedule tab you will need to navigate through the buttons above.

11. Old Time & Expense ESS Personal Section

12. New Time & Expense ESS Personal Section
In the new T&E, under the Self Service Tab, the Personal section has been renamed Employee Information

13. Old Time & Expense ESS Payroll Section

14. Old Time & Expense ESS Benefits Section

15. New Time & Expense ESS Payroll & Benefits Section
The new T&E system, under the Self Service tab
Both Payroll and Benefits are on the same tab

16. Refresher for ‘Favorites’
Here is a timesheet with no favorites identified

17. Refresher for ‘Favorites’
Enter your project you want to charge time to:
Use magnifying glass and searching for the project through the charge trees or,
Type in the project abbreviation in the Project section of the time sheet

18. Refresher for ‘Favorites’
Click the check box beside the line you want to add to favorites
The selections (right above the time sheet are no longer grayed out)
Click on ‘Add Line to Favorites’

19. Refresher for ‘Favorites’
Click on the magnifying glass
Click on Favorites
The Favorites were saved

20. Refresher for ‘Favorites’
If you want your favorites to automatically load with every new timesheet
Click on the ‘Load’ check box
Press Update button
This Favorite will automatically be added to your timesheet every time you create a new time sheet

21. Deltek Time & Expense Recap
The differences between the old and new Deltek T&E are minor for the user. Selections are displayed differently
The logins, passwords and domains are the same.
If you have questions please contact Bill Shelton at ext or at

22. Deltek Time & Expense
Questions?

23. Deltek Time & Expense
The following slides are for supervisor information.

24. Old Time & Expense Work Schedule

25. New Time & Expense Work Schedule
Only the MCC group is allowed to alter their work schedule
The Work Schedule works the same way as it did with the old T&E system
It was decided by management to not use this process for leave requests and approvals

26. Old Time & Expense ‘Timesheets Selected for Approval’
Click on Select All to select all of the timesheets for approval
Or select the timesheet(s) you want to approve
Click Launch

27. New Time & Expense ‘Timesheet Approval’
Click the + sign to expand the ‘My Tasks’ to see your pending tasks
Project approvals are not selected here

28. New Time & Expense ‘Timesheet Approval’
Shows all available timesheets for approval
You can either check each timesheet you want to approve or you can select all timesheets for approval by checking the check box beside ‘Timesheets Pending Approval’.
Once you have decided which timesheets to approve, you need to click on the ‘Launch’ button to be able to see the actual timesheet to approve.

29. Old Time & Expense ‘Timesheet Approval/Rejection’
Review timesheet like always
Click the blue Check Mark to approve the timesheet
Click the red X to reject the timesheet
Reason for rejection is required
is sent to employee for correction

30. New Time & Expense ‘Timesheet Approval/Rejection’
Same process for the new Time & Expense system.

31. Old Time & Expense Project Management Approval/Rejection
Select Inquires/Reports
Select TS Line Level Approval

32. New Time & Expense Project Management Approval/Rejection
Click on Process
TS Line level Approval is available

33. Old Time & Expense Project Management Approval/Rejection
Select Project
Pending Approval
Select the Function that you are the approval level for (Project Manager, Backup Project Manager)
Click on Execute

34. New Time & Expense Project Management Approval/Rejection
The selection process is the same process as used in the Old Time & Expense System

35. Old Time & Expense Project Management Approval/Rejection
Click on the + sign to show each employee that charged time to the projects that you are the Project Manager (Details next slide)

36. Old Time & Expense Project Management Approval/Rejection
There is a check box beside each name.
Once you have selected the names, the two buttons above the square light. You can:
Approve Charges
Reject Charges
Rejecting Charges requires a reason for rejection. Each employee is notified of the rejection and allows the employee to correct their timesheet

37. New Time & Expense Project Management Approval/Rejection
The process for the New Time & Expense system is exactly the same as it is for the Old Time & Expense System.

38. Substitute Approval of Timesheets
If you are a backup to a primary supervisor follow these steps to approve timesheets:
Open your timesheet
Click on Search
Select the appropriate function
Highlight the supervisor that you are the back up
Press execute
The employees that you are a back up for will show in the results box
Click the top box the select all timesheets
Press OK
Approve the timesheets

39. Substitute Approval of Timesheets
Select search

40. Substitute Approval of Timesheets
Select the position that you approving

41. Substitute Approval of Timesheets
Select the supervisor you are substituting for and press execute The timesheets that are available for approval are displayed

42. Substitute Approval of Timesheets
The selected timesheets are available to be approved

43. Questions ? Deltek Time & Expense
Contact Bill Shelton at or call me at extension 7120.