B. Installation of the Timesheet Software

OFFLINE TIMESHEET ENTRY

A. INTRODUCTION

Offline timesheet entry is mainly designed for those who work in locations where there is no Internet access or where the connection is slow or intermittent.

It allows time to be entered offline (i.e. without Internet access) and this time to be uploaded (synchronised) to the live timesheet once a suitable Internet connection is available.

The timesheet software first needs to be installed onto your PC as follows (this will require an Internet connection).

B. INSTALLATION OF THE TIMESHEET SOFTWARE

1. Log into the SharpOwl web timesheet.

2. Select Help and click Downloads:

3. Scroll down to the Download Timesheet section and click the hyperlink called Timesheet:

4. Click Save in the File Download window:

5. Save the file to your PC, preferably to your Desktop.

6. In Windows Explorer, locate the saved file and double click to run it.

7. Click Next, Yes or Finish in all steps.

8. A shortcut icon named “Timesheet” is created on your Desktop. Double click to run it:

Offline Timesheet Entry – Rev 2 July 2007 C. SETUP FOR SYNCHRONISING DATA

1. Double click the Timesheet icon.

2. If you are running it for the first time, you will be directed to a Connection Wizard. Type https://sharpowl.uk.rpsgroup.com/sotime into the first page of the wizard and click the Next button.

3. In the second page of the wizard, select the Database that you use when entering time to the Web Timesheet (i.e. ENERGY) and click the Next button.

4. Type your web timesheet username and password into the next window, then click the Next button:

5. In the final window, select your resource name in SharpOwl and click the Synchronise button:

You do not have to repeat steps 2 –5 in subsequent launches of the Timesheet software.

Offline Timesheet Entry – Rev 2 July 2007 D. ENTERING AND DELETING TIME IN OFFLINE TIMESHEET

1. The timesheet window will appear once you finish the set up. If you are revisiting Timesheet, double click the Timesheet icon on your Desktop.

2. You do not need Internet access to enter times to the offline timesheet.

3. The offline timesheet is similar to the web timesheet. The only difference is that you can select task and activity, enter time and time note on one page.

4. Use the navigation buttons to go to the relevant week for time entry (see 4 below).

5. The section on the left shows a list of projects that you can enter time to. Each project has its own set of tasks and activities (see 5 below).

6. To enter time, simply click on the project, task and relevant activity. You will then see the selected project, task and activity displayed on the right hand side (see 6 below).

7. Click in the relevant cell on the right hand side to enter time.

8. You can enter a note for the selected time cell in the bottom Note section (see 8 below).

9. To delete a time, select the time cell and click the Delete button.

10. Click File – Exit when finished.

11. If you have a cloned resource, click File – Connection and repeat Section C, selecting the relevant resource in Step 5, which will then allow the offline timesheet to connect to the selected resource.

Offline Timesheet Entry – Rev 2 July 2007 E. SYNCHRONISING TIMES BETWEEN OFFLINE TIMESHEET AND THE SERVER (LIVE WEB TIMESHEET)

1. You will need an Internet connection to synchronise data between the offline timesheet on your PC and the live web timesheet.

2. Launch the Timesheet software.

3. Click File – Synchronise to synchronise times between the offline and live timesheets:

4. Click File – Exit when finished.

5. You can go to the web timesheet to check whether the synchronisation performs successfully:

6. It is good practice, if possible, to click File – Synchronise each time you launch the Timesheet software, to upload any new projects that you may have been assigned to and to view any time that may have been approved in the meantime. (As for the live web timesheet, pending time will appear in blue and approved time in green on the offline timesheet).

7. If you have a cloned resource, click File – Connection and repeat Section C, which will then allow the offline timesheet to connect to the selected resource and then repeat step 3 above.

If you have any queries regarding the Offline Timesheet, please contact Helen Bower on 01483 746517 or by e-mail: [email protected]

Offline Timesheet Entry – Rev 2 July 2007