How to log in and complete
a timesheet

1.
TimeSMART is a web based system.  The system can be accessed via the
following link:

https://ictsmart3.cc.ic.ac.uk/jtcgi/wte.pyc

2.
After clicking on the URL, the Login screen
is displayed (see Figure 1).

Figure 1

3.
Enter your College Username and Password (see Figure
2).

4.
Click on the Login button (see Figure 2).

Figure 2

5.
The timesheet
template will be displayed (see Figure 3).

6.
You can navigate backwards and forwards to the
timesheet periods that you wish to record time for.

7.
Click on the Next Period or Previous
Period button until the timesheet for the period that you need to record
time for is displayed (see Figure 3).

Figure 3

8.
The Project Code and Description pick list
will only contain your HR Org code (your home department) and those research
projects or cost centres that are currently effective on your ICIS Labour
Distribution Schedule.

9.
Select the Research Project or Cost Centre that you
need to record time for (see Figure 4).

Figure 4

10.
Click on the Activity selection list and
highlight the relevant Activity that you need to record time for (see Figure
5).

Figure 5

11.
Due to audit requirements, it is mandatory to write
a more detailed Description of the work activity when recording time for
European Commission and Research Council funded research projects.

12.
For other research projects and any cost centre
based activities, only a very brief Description is required (e.g. for
'Authorised Absence' a short description of 'leave' or 'as approved' is
sufficient).  See Figure 6.

Figure 6

13.
The default timesheet template is set up with a
weekly view.  Enter the number of
hours spent on the Activity selected (if the same Activity is worked on for
more than one day of the week, enter the hours spent for each relevant day of
the week).  See Figure 7.

Figure 7

14.
If you worked on more than one Activity or cost
centre / research project during the weekly period, move to the next line down
to record time for it (see Figure 8).

15.
Select the research project or cost centre that you
need to record time for in the Project Code and Description field.  Then select the relevant work Activity
and enter the Description.

Figure 8

Note - there are
different sets of Activities to select from if you record time for a Cost
Centre.  These Activities are set up
in accordance with the format required that may be used to validate metrics,
which form part of the College's FEC (full economic costing) calculations.

16.
A definition of each Cost Centre Activity is
available in the Technician Timesheet Activities Definition Guide.

17.
Record the hours for the Activity on the relevant
day.  To record hours for a
different Activity, use a new line.

Note -
the timesheet template totals up the recorded hours using decimal
calculations  (e.g. to record 7 1/2
hours you need to enter 7.5, to record 7 1/4 hours you need to enter 7.25.

18.
The system will allow you to record timesheet hours
for any weekend work (see figure 9).

Figure 9

19.
You can Save your timesheet entries at any
time (this allows a timesheet user to log out of the system and finish
recording time later on).  See
Figure 10.

Figure 10

20. When the timesheet template has been saved, the completed entries are
displayed at the top and time entry additional lines are displayed below (see
Figure 11).

21.
When the timesheet for the given period is complete,
it needs to be approved (by your Supervisor/Line Manager, additionally by the
Principal/Co Investigator if any time is recorded for their research project
and the Department Approver if any time is recorded for their Department/Work
Group).

22.
Click on the Submit for Approval button (see
Figure 11).

Figure 11

23.
You will be prompted to check that you are sure that
you want to submit the timesheet for approval.  If you are happy to submit, click on the
OK button.  If you need to
amend the sheet, click on the Cancel button (see Figure 12).

Figure 12

24.
When the system has finished processing the
submission, a confirmation message will be displayed in green font (see Figure
13).

25.
The Sheet Status will confirm that the sheet has
been Submitted and the name of the Supervisor / Line Manager who will receive a
system generated approval email (see Figure 13).

Figure 13

26.
To exit the system, click on the Logout link at the
top right hand corner of the screen (see Figure 14).

Figure 14