Timesheet registration manual 2020 - EUREKA registration... · EUREKA / Timesheet Registration...

EUREKA / Timesheet Registration manual 2020 1

Timesheet registration

manual 2020


Table of Contents

1. INTRODUCTION ........................................................................................................................ 3

2. DEFINITIONS AND DESCRIPTIONS OF PROGRAMMES/ SERVICES AND TASKS ........... 4

3. WHERE AND HOW TO FILL IN YOUR TIMESHEET ............................................................. 10

3.1 HOW TO FILL IN YOUR TIMESHEET ............................................................................ 11

3.2 SUBMIT A TIMESHEET .................................................................................................. 14

3.3 REOPEN A TIMESHEET ................................................................................................. 16

3.4 ADD A COMMENT........................................................................................................... 18

3.5 TIMESHEET STATUS...................................................................................................... 20

4. FOR BUDGET HOLDERS ....................................................................................................... 22

4.1 APPROVE/REJECT TIMESHEET ................................................................................... 22


1. INTRODUCTION

Timesheets must be kept by the Eureka Association AISBL as the dedicated implementation

structure for the Eurostars programme receiving EU financial contribution, but also to make an ex

post review of the annual ESE Business Plan, provide feedback to the Eureka governing bodies on

the usage of the resources and motivate the shifts in the yearly ESE budget.

A timesheet is a template with pre-formatted projects in which daily tasks performed are filled in

by each ESE staff member individually. A distinction has been made between productive time (i.e.

actual time dedicated to a particular programme /service) and non-productive time (i.e.

contractual time when an ESE staff member is not working e.g. annual leave and public holidays).

In Business Central, a timesheet represents one working week. The hours shown on the timesheet

depend on the employment contract of the ESE staff member. ESE staff members should fill in their

timesheets accurately and submit them timely, preferably on a weekly basis. The managers are

accountable for verifying and approving timesheets at the end of the month. Since a timesheet

represents one week and can spread over two months, the approval of the timesheets for one

month must happen by the first working day of the following month.

The timesheets for 2020 have been adapted according to the new list of projects as defined in the

ESE Business Plan 2020 (ESE BP 2020).

Actual costs recorded in the financial administration (Business Central) need to be allocated to

projects in the analytical accounting/ reporting.

• Costs directly linked to a project will be transferred from the financial to the analytical

accounting.

• Staff and overhead costs will be calculated with a fixed tariff per staff level that will be

multiplied with the actual hours charged to a specific project.

The timesheets and the time registration will be the basis for the cost allocation of the staff costs

and overhead costs in the project accounting system.


2. DEFINITIONS AND DESCRIPTIONS OF PROGRAMMES/ SERVICES AND TASKS

The timesheet is built around programmes and services as defined in the ESE Annual Resource Plan

2020 as part of the ESE BP 2020, which defines short term projects, new opportunities and two

activities related to “ESE Backoffice” (Overhead and Absence).

In the timesheet module, you can select the following programmes and services:

1. Eurostars-2

2. Investment Readiness

3. E! Clusters

4. EED IFD Innovation Fund Denmark

5. EED RIF Research & Innovation Foundation Cyprus

6. Globalstars

7. E! Network projects

8. INNOWWIDE

9. ProEthics

10. Eureka 3.0 IT Platform

11. Eurostars-3

12. ERP

13. New Opportunities

14. Overhead

15. Absence

For each programme/ service (1-10 below) there are a number of tasks to choose from:

1. Eurostars-2


3. E! Clusters



6. Globalstars


8. INNOWWIDE

9. ProEthics


11. Eurostars-3

12. ERP


14. Overhead

15. Absence

A few examples are provided for each task.

1. Administration

✓ Programme management

✓ Top up management

✓ Funding calculation


✓ Monitoring

✓ Reporting & analysis

✓ Implementation

2. Evaluation

✓ Call setup and submission

✓ Project evaluation

✓ Eligibility check

✓ IEP

✓ Expert support

3. E! Expert Database

✓ Expert search

✓ Expert assignment

✓ Expert communication and support

✓ Expert verification

✓ Database development

✓ Maintenance

4. Finance

✓ Invoicing

✓ Financial reports & analysis

✓ Accounting and bookkeeping

✓ Payments (preparation, verification, execution)

✓ Financial closing

✓ VAT declaration and fiscal matters

✓ Annual budget and follow-up

5. Audit

✓ Audit performance (OTS, desk analysis)

✓ Audit assistance (providing answers, discussions)

✓ Audit reporting

6. IT

✓ Support

✓ Development

✓ Bug-fixing

✓ Infrastructure

7. Marketing

✓ Communications

✓ Offline (print media, PowerPoint, guidelines, templates etc.)

✓ Digital (social media, website, content creation, videos,

newsletter etc.)

✓ Events organisation

✓ Events participation

8. Data & Impact analysis

✓ Impact framework

✓ Data collection

✓ Define set of indicators


✓ Data reporting

✓ Support data requests

9. Business development

✓ New business opportunities

✓ Strategy development

✓ Proposal drafting

For short-term projects/ services and new opportunities (11-13 below) there is a limited

number of tasks to choose from:

1. Eurostars-2


3. E! Clusters



6. Globalstars


8. INNOWWIDE

9. ProEthics


11. Eurostars-3

12. ERP


14. Overhead

15. Absence

11. Eurostars-3

1. Administration

✓ Project management

✓ Reports & analysis

✓ Follow-up


✓ New business opportunities and future developments

✓ Drafting strategic documents

✓ Preparation of international cooperation documents

✓ Strategy and new programme/ service analysis

✓ Design of new programmes/ services

12. ERP

1. Administration

✓ Project management

✓ Reports & analysis

✓ Follow-up




✓ New business opportunities and future developments


✓ Preparation of international cooperation documents

✓ Strategy and new programme/ service analysis

✓ Design of new programmes/ services

For ESE Backoffice (14-15 below) there are the following tasks to choose from, which are based on

the support units of the Secretariat:

1. Eurostars-2


3. E! Clusters



6. Globalstars


8. INNOWWIDE

9. ProEthics


11. Eurostars-3

12. ERP


14. Overhead

15. Absence

14. Overhead

1. Finance & Administration

✓ Invoicing

✓ Procurement

✓ Financial reports & analysis

✓ Accounting and bookkeeping

✓ Payments (preparation, verification, execution)

✓ Financial closing

✓ VAT declaration and fiscal matters

✓ Annual budget and follow-up

2. Office management

✓ Work environment & reception

✓ Contract administration (rental, insurance, utilities etc.)

✓ Mail (in- & out-)

✓ Suppliers: orders, contracts, evaluation & follow-up

✓ Maintenance of stock room

✓ Meeting support


✓ Travel arrangements

3. IT & Digital systems

✓ Support

✓ Infrastructure

✓ Development

4. Quality & Processes

✓ Quality management/ framework

✓ Process analysis

✓ Process mapping/ modelling

✓ Process standardisation & simplification

✓ Process inventory

5. Marketing & Communications

✓ Communications strategy

✓ Offline (print media, PowerPoint, guidelines, templates etc.)

✓ Digital (social media, website, content creation, videos, newsletter

etc.)

✓ Events organisation

✓ Events participation

6. Management, Governance & Network support

✓ ESE management: resources, project set up & follow up etc.

✓ Reporting, meeting minutes

✓ Preparation of material for meetings & travel

✓ Preparation of official meetings (deadlines, definition of documents’ writers, draft

agendas, participants lists etc.)

✓ Documentation handling, versioning & uploading


✓ Preparation of Eureka international cooperation documents

✓ Eureka future development

✓ Procedures for new membership/ NIP/ Associated country

✓ General Eureka strategy

7. Control, Compliance & Risk management

✓ Legal matters

✓ Official communication with NFBs

✓ Risk analysis

✓ General risk register

✓ Financial controlling

✓ Ensuring compliance

✓ Overseeing accounting

✓ Monitoring and analysing financial data

✓ Audit assistance

✓ Ensuring compliance with rules & regulation

✓ Contracts & public procurement

8. HR & Organisation

✓ Personnel matters, recruitment procedures, job descriptions etc.


✓ Career and competences development

✓ Salaries, hospital & group insurances

✓ Employment contracts

✓ Social Secretariat

✓ Team building/ outings

✓ Training

9. Impact & Data Analysis

✓ Impact framework

✓ Data collection

✓ Define set of indicators

✓ Data reporting

✓ Support data requests

15. Absence

1. Holiday

✓ Legal/ extra-legal holiday

2. Sick leave

✓ Sickness

3. Other absence

✓ Parental leave

✓ Maternity leave

✓ All other approved absences


3. WHERE AND HOW TO FILL IN YOUR TIMESHEET

The timesheets can be found on Microsoft Business Central.

Go to office.com and click on the icon Dynamics365.

A new page opens with a list of apps. Select the Business Central app.


3.1 HOW TO FILL IN YOUR TIMESHEET Select the timesheet with the start and date you want to fill in.


A new window opens:

The page contains the following information:

• Time Sheet No – Timesheet number

• Resource No. – each staff member has a unique resource number

• Starting Date – The date of the starting day of the concerned week

• Ending Date – The date of the ending day of the concerned week

• Actual/Budgeted Summary – This table indicates the budgeted hours according to the

contract, the actual hours which need to be filled in and the total of hours for one week

1. Select the appropriate project under Job No.


2. Select the appropriate task under Job Task No.

3. Enter the amount of time spent on the project and the task selected (use a comma for

fractions of an hour)


4. Check the table Actual/Budgeted Summary actual hours match the budgeted hours of the

week

3.2 SUBMIT A TIMESHEET

• Go to Process and Submit


• A window opens and asks to submit all open lines, press OK

• The status will then change to submitted and the dashboard will be updated,

indicating the number of submitted timesheets


3.3 REOPEN A TIMESHEET

To reopen an already submitted timesheet, click on submitted timesheets


A new window opens where you can find the button Edit Time Sheet


The timesheet appears but in order to modify it go to the button Process and click on reopen the

timesheet

In a new window the system asks to reopen all lines for editing, press OK. Then you will be able to

edit the timesheet and submit it another time.

3.4 ADD A COMMENT

It is possible to ass a comment to a timesheet.

Click on Process and select the tab Time Sheet Comments


A new window opens to select a date and enter a comment

The page saved automatically when the sign “SAVED” appears and to leave the window, click the

arrow in the left corner.


3.5 TIMESHEET STATUS

In the dashboard it is possible to see the status of your timesheets

• Open Time Sheets – Number of edited timesheets but not submitted

• Submitted Time Sheets – Number of submitted timesheets

• Rejected Time Sheets – Number of rejected timesheets

• Approved Time Sheets – Number of approved timesheets


4. FOR BUDGET HOLDERS

• Staff must enter timesheets as accurately as possible on a weekly basis

• Staff must submit the remaining timesheets at the latest by the first working day (12:00)

the following month

• Staff is requested to complete timesheets before leaving on holiday or a mission if it will

occur at the end of the month

• Budget holders must approve timesheets by the first working day of the following month

• Budget holders are accountable for the timesheets of their teams

• Timesheets will be checked by HR on the second working day of the following month

• Timesheets will be discussed and validated during management team meeting after each

quarter

4.1 APPROVE/REJECT TIMESHEET

The budget holder/ manager can approve or reject a timesheet.

The number of submitted timesheets will be visible on the dashboard.


To access the list of timesheets to validate and approve, click on the button and a new window will

appear.


Click on the timesheet you want to validate. The timesheet opens in a new window.

The window shows:

• Time Sheet No

• Resource No. (Initials of staff)

• Starting Date – Date of the first day of the timesheet

• Ending Date – Date of the last day of the timesheet

• Actual/Schedule Summary – Actual hours and budgeted hours per resource

• Time Sheet Status – If there is a comment on the timesheet, total of hours submitted,

rejected or approved

To approve or reject a timesheet, click on Process and select Approve or Reject.


To see a timesheet comment, click on Show and Time Sheet Comments.

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