Overview
The Enterprise Service Management (ESM) system supports tracking actual worked time against projects, tickets, and tasks, as well as expenses for projects and tickets. Typically it is a general best practice to record/enter expenses as soon as they are incurred. This helps to ensure they do not miss getting billed. In order to record time /expenses it is necessary to create one, or more Time or Expense Types.
Expense Types are used to categorize spending, as well as part of Resource Planning and Management. Some common examples of expense types include hardware, software, airfare, hotel, general equipment, licensing, parts, etc.
Time Types are used to categorize tracked time. These can help staff, technicians, project managers, team members, and other individuals with access to TDNext to track their actual time for labor recharge, as well as resource management purposes. When used in association with projects, it may be advantages to track an individuals time off (e.g. annual leave, etc.) thereby increasing visibility to a resource manager of employee availability to work tickets or projects. Some common examples of time types include vacation, holiday, project time, ticket time, administrative, travel, meeting, professional development, etc.
Since the ESM system is a shared environment across the University of Alaska system there are several existing Time Types that can be utilized as desired by departments. These are:
- Consulting Work
- Event Assistance
- Leave - Annual
- Meeting
- Non-Billable Labor
- Training
Since these are shared Time Types, there is no specific accounting Fund/Org/Acct codes associated with these entries.
Warning
Requests for new Time or Expense Types can only be submitted by a ticketing app App Admin. Departments should communicate with their App Admins their business needs regarding Time/Expense Types who will then submit the request following the directions provided below.
Important
The Time & Expense Types available to select on a Ticket default to the
currently active Time and/or Expense Types associated with the ticket's
Ticket Type at the time that the Ticket was created. If there are no default Time or Expense Types, or new ones have been added since the ticket was created, they will
not appear under the ticket's T&E
Add Time or
Add Expense buttons. You'll need to add the applicable time/expense type to
each desired ticket. See the KB article
Manage Ticket Time Types and Expense Accounts for additional information.
What materials do I need?
- Internet connectivity
- TDNext license
- App Admin of applicable ESM Application
How do I use this technology?
- App Admins should discuss with the department's leadership and/or fiscal representative regarding what kind of time/expense they are desiring to track.
- For each type identify the following information:
- Type: Specify if it is a Time or Expense Type.
- Name: for example: Software License - Reoccurring Cost (JV) [UAA ANC IT].
Important
All Time/Expense names are subject to review by the ESM Enterprise Admins in order to ensure they match approved naming conventions, alignment with UA accounting practices, and have an appropriate departmental association.
- Fund-Org-Account: for example: 999999-88888-9999. If the expense type is a "direct bill" such as a Procard or purchase order (PO) enter "Direct Bill"
- Expense to Account: for example: 9999. This should be an existing University of Alaska Expense To Account code.
- In the case of Time Types identify which of the following are applicable:
- Billable - The time type is associated with billable rate
- Capitalized - The time type is associated with capital projects and tickets (i.e. the work being done is for an internal project). Primary used for reporting.
- Limited billable time per week - The time type allows setting a maximum number of hours that can be logged against this type on a per person basis during a given period.
- Description of business use case
- Identify which ESM Application(s) the type should be available to
- For each ESM Application, identify which Ticket Type the time/expense type should be associated with
- Submit an Enterprise Service Management ticket selecting an App Admin - Time or Expense Type request.
Need additional help or have issues
For support, requests may be submitted anytime using the appropriate Enterprise Service Management form. Requests generate a Ticket which will be worked in order received and urgency by IT Employees with the knowledge and permissions to assist with the request.
For immediate assistance please review the Contact Us page for the appropriate support group.