Summary
DATABASICS’ time and expense management products data structure is made up of different types of data:
Demographic (Organization)
Activity (WBS)
Time (only applicable for Time customers)
Expense (only applicable for Expense customers)
Approval (separate tables, can be tied with data in either of the other types)
Organization Structure
DATABASICS Organization Structure is comprised of the Operating Unit, Department, Employee, Function, and Location. Also associated with Organization are Currency, Employee Types, Holiday, Vendor, Time Code (Pay Code), Time Code Validation Rules, and User Reporting Group elements.
The Operating Unit is the highest level within an organization. Operating Unit can represent any type of cost center or company. An Operating Unit is unique across the entire organization. For example, Operating Unit may correspond to an organization’s "Divisions". Operating Unit is a required level of the Organization Breakdown.
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Operating Unit
The Operating Unit is the highest level or "parent" within an organization and it is required within the hierarchical organizational setup. An operating unit is unique across the entire organization and it will support any type of organizational cost center structure.
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Operating Unit A
Department A1
Department A2
Department A3
Operating Unit B
Department B1
Department B2
Department B3
Department
The Department acts as the administrative unit for an Employee. A department is the child of its parent operating unit. Department ID's can be duplicated across operating units. For example, there can be a Department 1234 in each operating unit. Each Employee is assigned to one department.
Function
Functions are only used in DATABASICS Time and are generally used as a skill classification/cost rate category, but may be used for any purpose. Each employee is assigned a default function that will automatically appear on his timesheet. In addition, Time can be configured to allow employees to change their default function when charging time to a WBS. That is, employees mainly perform a default function, but can occasionally will perform a different function.
Location
The DATABASICS element Location is used to capture specific business sites or if specificity is not required, geographic or political consolidations. For example, different work/business rules may apply per Location with respect to the length of the workday, weekdays verses weekends, etc. Each employee is assigned to a default location, which can be changed during Time Entry on a per line basis.
Vendor
DATABASCS’s Vendor can identify users in the application for the purposes of reimbursing Vouchers and Invoices.
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Expenses for reimbursement (including by employees) as well as external vendors, e.g. as part of a Vendor Payment solution.
Employee
Employee is the lowest level of the Organization Structure and are assigned to one and only Department. This element is used to identify the actual users of the DATABASICS system.
Work Break Structure (WBS)
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The Work Breakdown Structure (WBS) defines the actual activity for which an employee is recording time and expenses. The WBS allows for 4 levels. The default labels for the WBS are Main WBS, Level 1, Level 2, Level 3, and Level 4; these labels are client configurable under System Options in Admin. Additionally, DATABASICS allows the creation of Types at Levels 1 and 2 of the WBS. For example, if Project is Level 2, the client may wish to have such Project types as Fixed Cost and Time and Materials. It is possible to have a WBS for one application and not the other, for example having a WBS in Timesheet but not in Expense Report. Having a WBS is not required, but if one is used, only level 1 is required.
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If functions are dependent on WBS, then WBS functions need to be created and assigned to the corresponding WBS. Administrators can create a local function (attached only to one particular WBS) and assign it to a WBS, or make function assignments to more than one WBS from a list of template functions created under Function Setup under Organization (see above). Also, if the local functions are restricted, they may be assigned to employees in the Default Function Assignment window. Additionally, that window is used to establish the default function for particular employees charging to the WBS.
Time Structure
Time Code (Pay Code),
Time Code Validation Rules,
User Reporting Group
Expense Structure
Approval Structure
Data Dictionary
All fields in the application can be relabeled to meet the customer’s requirements and accommodate for a familiar end-user experience.
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