Mandatory Project Code Field

It is possible to add a Project Code for users to select when raising an Overtime Claim, and choose whether it is mandatory or optional.

When a user with permissions to review or authorise overtime claims, such as a supervisor, reviews an overtime claim or time sheet, they can review the Project Code on the time sheet and add or change the Product Code if required.

In Release 12, Totalmobile introduced the mandatory Project Code field, and the ability for supervisors to add or update a Project Code for a person's specific Overtime Claim.

Enabling the Project Code Functionality

In order to use this functionality, you must enable it in the Main Client. When it is set to Yes, a Project Code field and an Assign Project Code button are displayed above the main grid on the Overtime Authorisation page. This allows users to assign or update Project Codes for any claim displayed in the grid. Refer to Overtime Authorisation - Control Project Code Change.

Claim Form — Assigning a Mandatory or Optional Project Code

It is possible to enable a Project Code for time sheets and specify whether it is mandatory or optional.

This is available only when the Time Sheet Style is configured as Islands of Duty with Overtime.

To specify the Project Code Mandatory setting:

Navigate to Advanced Options and select the Settings tab.
Select Time Sheet Layouts.
Locate the Project Code Mandatory option, select either Yes or No, and then save the setting.
- When set to Yes, the Project Code field in the Overtime Claim form is mandatory, and requires users to select a value from the available list.
- When set to No, which is the default setting, the Project Code field remains optional, which allows users to either select a value or leave it blank.

Overtime Authorisation - Claim Update

It is possible to amend and add a Project Code for any overtime claims displayed within the grid on the Overtime Authorisation page on GRS Web.

This is available only when the system option is enabled for Web - Overtime Authorisation - Amend Project Codes in Time Sheets. A user with the necessarily privileges can review this setting in Main Client; refer to Overtime Authorisation - Control Project Code Change.

When the system option to amend project codes is enabled:

The Project Code drop-down field and Assign Project Code button are displayed above the main grid.
The Project Code field lists all user-defined project codes that are active on the claims within the selected date range. These are the codes that are active from the date of the earliest claim to the date of the most recent claim inclusive.
Selecting the Assign Project Code button assigns the selected Project Code to the selected claim.
Selecting a different Claim Status refreshes the Project Code list accordingly.

Assigning Project Codes

It is not possible to assign a Project Code to claims that are already linked to an Operation. If any of the selected claims are assigned to an Operation, a warning message is displayed. The Project Code is applied to only the selected claims that are not associated with an Operation.

To update the Project Code for one or more claims:

Select the check box beside the required claims in the grid to place a check beside them, which selects them.
Select a Project Code from the drop-down list.
Select Assign Project Code.
The Project Code column updates with the chosen value for the selected claims, and is highlighted with a yellow background.

At this stage, the Project Code has not been saved to the claims.

Saving Changes

To commit the updated Project Code, select Authorise to authorise the selected claims.

Once authorised, the new Project Code that you selected (in the previous step) is displayed with a white background which confirms that the changes have been saved.

When a Project Code is assigned to a claim that is subsequently rejected, the Project Code is not saved.