Timesheet & Project Management Blog

 

Warren, I’d like to know a little more how your timesheet’s support DCAA (Defense Contract Audit Agency).

First thing I’d mention is there is a whole cottage industry of consultants and experts that make a living consulting businesses how to remain and become DCAA compliant. It does require some internal training, no software package in its own will help you get there. But we have a lot of tools that will assist you in becoming DCAA compliant. The first thing I’d mention is in our system, to become DCAA compliant, you want to be able to lock down what people can or cannot do within Standard Time®. And you do that as an administrator by going to the Tools menu, selecting Users and Organization. When you select this dialog you get a list of all your users on the left hand side. I’m going to right click on a user name and scroll down to User Rights. This is imperative because this is where you make the changes to a person’s interface that allows them to become DCAA compliant and helping them get to that point. One of the main things you want to check is ‘Can bypass locks.’ You want to unselect that because you do not want to allow someone to bypass a lock. In addition to that DCAA is very clear they want only the employee to enter their time, no one else should be entering time on the employees behalf. So you’re going to want to make sure you uncheck this dialog box ‘Can enter time and expenses for other employees.’ Additionally there’s a third very important requirement, it’s found down here near the bottom. If you make a change to your timesheet DCAA wants you to notate and document why you made that change. So uncheck this box (‘Modify time without requiring special notes’) as well that allows you to make changes without putting a notes in the system. If you uncheck this box it will force your employees to document why they make those changes.

Now that I’ve done that I’m going to go back here to my Timesheet. I’m going to click on here at this 6.00h and I want to change that to 7. When I go to change that immediately the dialog box pops up asking me to document my changes. So I’m going to say something very generic. Now this is where training is important because your employee can type anything they want in this box but you want to make sure you’re clear, they need to document exactly why they made this change. In addition to that, after you put in your own time and document your own time, you want to be able to lock the system down and prevent people making changes in the future. What you do is go to the Tools menu, as an administrator you can choose Approve Time and Expenses. Right on the bottom left corner a bottom says Lock Date Range. Here I’m going to say I’m going to lock everyone in my system from February 1st to February 15th.  Then I say Lock Date Range and when I do that it’s going to lock down the whole system out into the future so no one can make changes.

There is a document on our website you can visit http://www.stdtime.com/dcaa.htm and it will help     explain how Standard Time® can help you become DCAA compliant. It will help answer some of those questions for you.

Very good, Thank you!

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