Time Sheet Auditing Features
TrafficLIVE provides users with the ability to see a history of all changes made to any time sheet entry in the system. You can access the audit report from the existing Timesheet Search screen, and you can find it directly as the Timesheet Audit Search option.
Access Time Sheet Audit History from Timesheet Search
An icon has been added in the grid view on the Timesheet search screen called Audit History. Clicking itto display the full history of changes made to that time entry in a pop-up window.
The Audit History Window Display
The Timesheet History window displays detailed information about each single time sheet entry. Any action that you take and save against the time sheet entry results in a line entry being created in the audit history search for that time sheet. As with other list view screens in TrafficLIVE, you can customize the columns that appear in the grid view to suit yourself using the wrench icon. The preceding figure shows the columns that might be most relevant when tracking changes to a time entry, but other columns are also available. The notable columns in this figure include:
1. Revision Date — Shows the date when each change was made.
2. Revision Type — The first entry of the time sheet is Create. All others are classified as Update.
3. Revision User — The name of the person who made the change.
4. Submitter – – The name of the person who created the time sheet.
5. Time Entry Date — Columns that show date, time duration, and comments on the time entry.
6. Signed Off By — The name of the person who signed off the time entry.
7. Submitted — Shows the submitted status of the entry. If a change to the submitted status was the reason for this history line being created, this box is shaded in yellow.
8. Rejected — Shows the rejected status of the entry. If a change to the rejected status was the reason for this history line being created, this box is shaded in yellow.
9. Rejected Comment — Shows any rejected comments made against the entry. If a change to the rejected comment was the reason for this history line being created, this box is shaded in yellow.
10. Signed off — Shows the signed-off status of the entry. If a change to the signed-off status was the reason for this history line being created, this box is shaded in yellow.
11. Exported — Shows the exported status of the entry. If a change to the exported status was the reason for this history line being created, this box is shaded in yellow.
Access Time Sheet Audit History from Timesheet Audit Search
The search screen illustrated in the preceding figure is a new tab under Main Menu»Manage Agency»Timesheet Audit Search. It follows the conventions of most screens in TrafficLIVE, having custom filter/search settings at the top (1), a customizable display of search results in the form of a list in the central area (2), and options to export and output as a report at the bottom right (3).
The Search Options
Although you can use the wrench icon to customize the search options, some of those that would be most specific for a detailed history search are shown in the preceding figure:
1. Revision UID — Each update to a time sheet entry results in a system-generated unique ID. When you know this number you can search for a Revision UID and see all changes to that entry. If you update several entries and click the Update button to save all the changes at once, this results in several items in the history sharing the same Revision UID
2. Revision Date — Set a range of dates to display revisions made within a certain time period.
. Revision Type — Search for types of revision, using a choice of Created, Updated, and Deleted (or All). Special attention should be paid for the ability to search by Deleted because this allows you to find time sheet entries that have been deleted from TrafficLIVE. Every time sheet is given a unique ID by the system at the point of creation, so even those that have been removed can still be found.
4. Revision User — Search by the name of the user who made the revision to the time sheet (or All).
5. Submitter — The name of the person who created the timesheet (or All).
6. Submitted — Search by submitted status (Yes, No, or All).
7. Rejected — Search by rejected status (Yes, No, or All).
8. Signed Off — Search by signed off status (Yes, No, or All).
9. Signed Off By — Search for the user who marked the time sheet as signed off (or All).
10. Exported — Search by exported status (Yes, No, or All).
The Display View
1. Revision UID — Shows the system-assigned ED reference for the time entry revision. Ifyou update several entries and click the Update button to save all the changes at once, this results in several items in the history sharing the same Revision UID.
2. Revision Date — Shows date when the revision was made.
3. Revision Type — Shows type of revision, including Create, Update, and Delete. Special attention should be paid to the status of Delete, because this refers to a time sheet entry that has been deleted. The Timesheet Audit Search allows you to see details of time entries that have removed from the system, which you cannot do elsewhere in TrafficLIVE.
4. Revision User — Shows the name of the user who made the revision.
5. Submitter — Shows the person who created the entry.
6. Time Entry Date — Shows the date and time when the entry was first made. Additional columns of date, time, and duration are also available.
7. Submitted – – Shows the submitted status (yes / no).
8. Rejected — Shows the rejected status (yes / no).
9. Rejected Comment — Shows comments added by the approver when the time sheet was rejected.
10. Signed off — Shows signed off status (yes / no).
11. Signed Off By — Shows the name of the user who signed off the entry.
12. Exported — Shows the exported status (yes / no).
13. Export and Output buttons — Enable you to export the search results to Excel or output them to .pdf, respectively. As with other search result screens in TrafficLIVE, the export t Eoxcel function produces a .csv spreadsheet of all columns, but the design of the .pdf document can be customized.
Permissions that Control the Use of the Timesheet Audit Search
Permissions that control access to the Timesheet Audit Search tab are found under the Manage Agency set of permissions.
Permission to see the audit history of time sheets can also be controlled for users who need access to the Timesheet Search screen. A permission can be disabled to block the use of the audit history icon on this screen, while still allowing users to use other features of the Timesheet Search screen.
Timesheet Audit Aearch is not available to My Traffic users.