screening timesheets: fast track

TABLE OF CONTENTS

• A Word of Caution
• How to Turn on Fast Track
• Using Fast Track (from your Action Center)
• Using Fast Track (from Timesheets in Mission Control)

A Word of Caution

The Fast Track signing method was designed for supervisors and directors with multiple reporters all having very regular schedules. Using this method allows you to bypass the thoroughness required when reviewing sheets reporter-by reporter.

When approving sheets using Fast Track you will only see the main categories and time accrued in each, you will not see time accrued in sub-categories, any written descriptions, or the audit trail.

This signing method is not recommended for most supervisors and directors. 

How to Turn on Fast Track

Main Administrators, who are also Timesheet Directors, will need to contact America Learns support at support@americalearns.net to have this feature activated. 

For other staff and supervisors, this feature can be flipped on in the user's corresponding Staff Role. Here's how: 

1. On the left, in your Mission Control, click the Reporters, Staff, and Sites.
   
   
2. On the right, click Manage staff roles.
   
   
3. Find the role you would like to change and click the Edit link.
   
   
4. When the window opens, scroll to the Timesheets section. Here you'll find the permission to Enable Fast Track for both Timesheet Supervisors and Timesheet Directors.
   
   
   
   
5. To save your changes, scroll to the bottom of the window and click Update.
   

Using Fast Track (from your Action Center)

Here’s how to use it:

1. On the left, in your Mission Control, click Action Center.
   
   
2. For each template for which you have timesheets to approve you will see, on the far right, a link Approve Sheets via Fast Track.
   
   
   
3. A pop-up window will appear. To select Reporters, check all relevant checkboxes and click Go to Approval Page.
   
4. Next, follow these steps:
   
   1) Review period summaries for each Reporter.
   
   2) Approve any sheet by clicking the Approve checkbox and signing your name.
   
   3) Then, click the Approved Signed Sheets button.
   
5. To more closely review a sheet, click the Period link to see the entire sheet in a separate window and, if need be, to reject the sheet at issue.
   
6. If you click the Period link to review or reject, you’ll see: 1) Day-by-day breakdown of that Reporter’s time, 2) A summary of Totals for This Period, and 3) the Audit Trail.
7. To Return a sheet:
   • At the bottom of the page, select “I do not approve this timesheet for the following reasons.”
     
     
   • In the text box, describe the specific reasons for returning the sheet. The reporter will see this text and will use it to figure out what they needs to correct. If you are not specific here, you are setting yourself up for lots of back-and-forth and frustration for both you and the reporter.
     
     
   • Enter your name at the bottom of the page.
     
     
   • Click Submit.
     
     
   • Your program staff will be informed of your decision.
     

Using Fast Track (from Timesheets in Mission Control)

Here’s how to use it:

1. On the left, in your Mission Control, click Timesheets.
   
   
2. On the right, under View & Screen Individual Timesheets, use the drop-down menu to select your timesheet template.
   
   Note: After selecting the timesheet template from the drop-down, your Impact Suite will automatically pre-select this option on all relevant pages. Additionally, the system will remember your selection even after logging out and back in.
   
   
3. Under Reporter Selection, click Display relevant reporters with pending sheets.
   
   
4. To select Reporters, check all relevant checkboxes and click Fast Track.
   
   
5. Next, follow these steps:
   
   1) Review period summaries for each Reporter.
   
   2) Approve any sheet by clicking the Approve checkbox and signing your name.
   
   3) Then, click the Approved Signed Sheets button.
   
6. 1) To more closely review a sheet, click the Period link to see the entire sheet in a separate window and, if need be, to reject the sheet at issue.
   
7. If you click the Period link to review or reject, you’ll see: 1) Day-by-day breakdown of that Reporter’s time, 2) A summary of Totals for This Period, and 3) the Audit Trail.
8. To Return a sheet:
   • At the bottom of the page, select “I do not approve this timesheet for the following reasons.”
     
     
   • In the text box, describe the specific reasons for returning the sheet. The reporter will see this text and will use it to figure out what they needs to correct. If you are not specific here, you are setting yourself up for lots of back-and-forth and frustration for both you and the reporter.
     
     
   • Enter your name at the bottom of the page.
     
     
   • Click Submit.
     
     
   • Your program staff will be informed of your decision.