Projektron BCS app

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Projektron BCS appDocumentation, Version 1.0

Projektron BCS 19.1

CopyrightCopyright © 2019 Projektron GmbH. All rights reserved.

No part of this document may be reproduced or processed, duplicated or distributed by electronic

systems in any form (print, copy or any other procedure) without the written agreement of Projektron

GmbH.

Great care was exercised in producing the texts and figures. Despite this, errors are still possible.

For reasons of readability, the male form intentionally includes the female wherever relevant in this

documentation.

Please send any notifications of errors, criticism and suggestions for improvement to

[email protected] via email.

Important:

Note that the software and hardware designations used in this document and the brand names of

the respective companies are generally subject to brand name, trademark and patent law

protection.

PRINCE2® is a registered trademark of AXELOS Limited.

!

Contents

Projektron BCS app 3

Contents

1 Introduction ....................................................................................................................................................... 4

1.1 Projektron BCS documentation ................................................................................................................................... 4

1.2 Typographical conventions............................................................................................................................................. 4

1.3 Identifying notes................................................................................................................................................................. 4

2 About this documentation............................................................................................................................ 6

3 Overview of the Projektron BCS app....................................................................................................... 8

3.1 Creating an icon on the home screen ......................................................................................................................... 9

4 Overview view................................................................................................................................................ 11

5 Mobile time recording................................................................................................................................. 12

5.1 Mobile booking of time ..................................................................................................................................................13

5.2 Mobile adjustment of time ...........................................................................................................................................16

6 Mobile expense recording ......................................................................................................................... 18

6.1 Mobile recording of business trips ............................................................................................................................19

6.2 Mobile recording of receipts .......................................................................................................................................22

6.3 Deleting mobile recorded expenses .........................................................................................................................24

7 Synchronisation with BCS view............................................................................................................... 26

7.1 Synchronising mobile recorded data with Projektron BCS.............................................................................26

Introduction

4 Projektron BCS app

1 Introduction

1.1 Projektron BCS documentation

The overall documentation for Projektron BCS is structured modularly. For each area of application of

Projektron BCS there are separate manuals that address the respective topics, for example:

Time recording

Project preparation

Project controlling

Invoicing

Depending on the focus, these documentations aim at different user groups, such as employees, project

managers or invoice managers.

General procedures in Projektron BCS relevant for all user groups are explained in the Navigation

documentation

All manuals describe the standard version of Projektron BCS. If company-specific configurations were

made for your Projektron BCS system, individual views, operations and attributes may deviate from the

standard version.

The data you find in the screenshots of the documentation, e.g. projects, tasks or appointments, were

created for demonstration purposes and should only be regarded as examples.

1.2 Typographical conventions

Certain words and word groups in this documentation stand out from the text by special formatting.

The following list explains the formatting used:

Heavy type Marks all interface elements of Projektron BCS, for example buttons,

menus or list values. In addition, menu entries are separated by a vertical

line |.

Italic type Marks list items and cross-references.

Monospaced font Marks source code, example values and paths (file names, folders).

1.3 Identifying notes

Special information is provided as notes at certain points within this documentation. The different types

of notes are explained below.

Introduction


"Warning" Note

This note warns you of the undesired effects of certain actions in Projektron BCS (such as loss of data).

It is indicated by a red warning triangle. These notes contain information about the type and source of

the risk, the consequences of disregarding them and how to avoid them.

Example:

"Important" Note

This note notifies you of important relationships or prerequisites in the context of certain functions of

Projektron BCS.

Example:

"Hint" Note

Hints provide useful information about how you can use Projektron BCS to perform certain actions

particularly quickly and easily.

Example:

Notice!

Deletion of a booking

A deleted booking cannot be restored.

Only confirm the deletion of a booking if you are sure.

!

Important:

Bookings can only be edited for a certain period in the past. Limits can involve your personal

booking period and a possible booking closure.

!

Hint:

To mark a Reminder as done, click the OK link.

!

About this documentation


2 About this documentation

Target audience

This documentation is aimed at employees who wish to record their working hours or expense using a

mobile device.

Prerequisites

Technical

prerequisites

The following browsers are currently supported:

iOS 12.1.3 or higher: Safari

Android 5 or higher: Google Chrome

In general usable with Android 5 or higher: Firefox

The Projektron BCS app can only be used if the page is accessed via a

secure connection with a valid certificate (HTTPS).

User licences The following user licences are required for time recording:

Time Recording I

This user licence does not contain some of the functions described in

this documentation. Booking to tickets is not possible, for example.

Time Recording II

Employee

Project Manager

Program Manager

One of the following user licences is required for expense recording:

Time Recording II

Employee

Project Manager

Program Manager

Assignments To book efforts, the executing employee must be assigned project tasks or

operational tasks with the Employee assignment type.

To book expenses, the employee must be assigned project tasks or

operational tasks with the Employee assignment type.

The tasks – as well as all higher-level project structural elements such as

work packages, subprojects, projects, project groups and groups – must

have Open status.

About this documentation


Knowledge and skills Basic techniques when working with the operating system

Basic functions of Projektron BCS, in particular the navigation

Scope of the documented software

This document assumes that, with the exception of a few deviations, the default version of Projektron

BCS is used.

Individual or company-specific configurations cannot be taken into account.

The data you find in the screenshots of the documentation, e.g. projects, tasks or appointments, were

created for demonstration purposes and should only be regarded as examples.

Below is an overview of the BCS modules which are inactive in the default version delivered but which

are activated for documentation purposes:

Expenses Enables the recording and approval of expenses.

Overview of the Projektron BCS app


3 Overview of the Projektron BCS appThe Projektron BCS app is an extension of Projektron BCS which is used for the mobile recording of

working hours and expenses via the browser on a mobile device. A Projektron BCS user requires the

following for mobile recording of efforts and expenses:

a user account in Projektron BCS

a user licence with permission to record efforts for the time recording

the activated Expenses BCS component for expense recording and a user licence with permission to

record expenses.

Access to the Projektron BCS app uses the Projektron BCS access data.

Logging off from the app takes place via the Log off entry in the More menu.

Bookings and expenses can be recorded using the browser of the mobile device with the app.

The app can be launched in the browser or by clicking an icon on the home screen when in full screen

mode.

The app is accessed in the browser using the basis URL of your Projektron BCS system using the ending /

app instead of /bcs.

EXAMPLE

Projektron BCSis accessed using the following URL: https://bcs.mycompany.de/bcs.

The Projektron BCS app is accessed using the following URL: https://bcs.mycompany.de/app.

Using the browser menu, an icon and a link can be created on the home screen of the mobile device. We

recommend creating the icon when beginning use and accessing the app via the icon.

The Projektron BCS app can be used without an internet connection and without an existing connection

to Projektron BCS. The recorded data is stored locally on the mobile device and is synchronised with

Projektron BCS when starting the app or manually. An internet connection is only necessary when

synchronising data.

When beginning use, the app must be accessed with a connection to the internet and Projektron BCS.

Data which is required for the entry of bookings and expenses, such as tasks and receipt types, is

transferred from Projektron BCS.

Important:

Please note that the Projektron BCS app can only be used if the page is accessed via a secure

connection with a valid certificate (HTTPS).

!



3.1 Creating an icon on the home screen

An icon and a link can be created on the home screen of the mobile device to ensure quick access.

This is generally possible for every view within the mobile time recording and expense recording. We

recommend creating the link of the homepage.

The procedure for an Apple iPhone is described as an example. The procedure may deviate for other

mobile devices.

1. Open the browser on your mobile device.

2. Enter the URL of the Projektron BCS app.

3. Tap the icon in the lower navigation bar in the browser and select To home screen.

4. Enter a name for the app and confirm the entry.

Important:

Please note: The native Projektron BCS app is also available for mobile time recording. This is an

older version of the app which can be downloaded from the usual app stores and installed on the

mobile device. In addition, a view adapted to a mobile web browser is available for mobile time

recording and expense recording.

These options for mobile time recording will only be supported until Projektron BCS Version 19.1.

We therefore recommend switching to the web app described here.

!

Warning!

Configuring an icon for the home screen

On mobile devices, it makes a difference whether the app was started in the browser or using the

icon on the home screen. Both procedures are treated as different apps and do not share data.

Data entered in the app via the browser is no longer available if you have configured an icon for

the home screen and have started the app using this icon.

Therefore, configure the icon before the initial use of the Projektron BCS app and then only

access the app using the icon.

!

Hint:

The URL consists of the basis URL of your Projektron BCS system with the ending /

app instead of /bcs, for example https://bcs.mycompany.de/app.

!



You have created an icon on the home screen of your mobile device.▶

Overview view


4 Overview viewThe Overview view is the landing page of the Projektron BCS app.

The overview can be accessed using the icon.

It provides a graphical depiction of the booked times of the current day. The grey circle depicts

attendance. The time displayed and the blue part of the circle depict the booked times. The circle is

depicted in red if no attendance was recorded for the bookings.

Days with bookings are marked in the calendar.

The calendar allows you to jump directly to the day booking of the selected day.

The selection menu for the month opens by touching the calendar month.

The number of business trips and receipts are displayed in the expenses area. If available, the current

business trip is displayed here with the date. The bar below highlights how much time of the business

trip has passed. From this area, a new business trip can be created, or recorded business trips can be

viewed and edited.

1 | Overview

Mobile time recording


5 Mobile time recordingMobile time recording provides a graphical representation of the attendances, breaks and bookings

for a day.

New attendances and bookings can be entered.

Day booking for a day can be accessed from the Overview view.

The booked times of the day are depicted by the blue part of the circle in the Day Booking view. The

grey part of the circle and the number entered display the non-booked times for the day. The number

and circle are depicted in red if no attendance was recorded for the bookings.

Attendances, breaks and bookings are displayed under the time line. The bookings are displayed as

grouped under attendances with and without time references and bookings outside of attendances.

The entries can be opened for editing by tapping them.

Time recording from the past 30 days is displayed. After synchronisation, bookings made in

Projektron BCS are also displayed.

Existing attendances, breaks and bookings, as well as the task list, bookable appointments, tickets,

Scrum elements and work flow steps are transferred from Projektron BCS. The data is updated during

synchronisation.

The data are stored in the cache during offline operation. When the mobile device is online, every

booking is immediately transferred to Projektron BCS as soon as the required attributes are entered.

Non-synchronised bookings are depicted in yellow.

Manual synchronisation of the entered data can be started in the Synchronisation with BCS view.

Errors are also displayed in the view. The number of errors is displayed on the synchronisation icon in

the lower bar.

Important:

Please note that bookings must be transferred to Projektron BCS in a timely manner due to

potentially existing booking restrictions.

!



2 | Day booking

5.1 Mobile booking of timePrerequisites

You have accessed the Projektron BCS app.

You are logged into the Projektron BCSapp.

1. Tap the icon.

The Overview view is displayed.

2. Tap the day for which you want to create the bookings.

The Day Booking view opens.

Recording attendances and breaks

1. Tap the icon and select the Attendance entry.

2. Tap the Start time field and enter the start time of your attendance.

3. Tap the End time field and enter the end time of your attendance.

▷▷



The duration is calculated automatically.

You have recorded an attendance.

4. Tap the arrow.

5. Tap the icon and select the Break entry.

6. Tap the Start time field and enter the start time of your break.

7. Tap the End time field and enter the end time of your break.

8. Click the arrow .

You have recorded a break.

Recording efforts

1. Tap the icon and select the desired entry, such as Task. You can book on tasks, tickets, requirements, workflow steps and existing appointments.

The following options are available:

Task You select the task, billability and performance type. The task can be

searched using the name of the task, the project or the customer. You

can enter the start and end or duration and a description.

Ticket You select ticket, billability and performance type. The tickets can be

searched using the name of the ticket, the task and the customer. You

can enter the start and end or duration and a description.

Requirement You select the requirement, billability and performance type. The

requirements can be searched using the name of the requirement, the

task and the customer. You can enter the start and end or duration

and a description.

Workflow You select the workflow, billability and performance type. The

workflows can be searched using the name of the workflow step and

the task. You can enter the start and end or duration and a

description.

Appointment Appointments are displayed in the Day Booking view. Tapping the

appointment applies the start, end and duration of the appointment.

The data can be changed manually. You select billability and

performance type.

2. If necessary, enter the start and end of the booking.

▷

▷



1. Tap the Start entry field and enter the start time of the booking.

2. Tap the End entry field and enter the end time of the booking.

The duration of the booking is automatically calculated.

3 | Booking on a task

3. If necessary, tap on the Duration entry field and enter the duration of the booking.

4. Tap the Select task entry in the Context area.

The Select Task view opens. It shows all the tasks on which you can book.

5. If you want to search for a task in the list, enter the search term in the Filter task area.

6. Tap the desired task.

The task is applied to the Context area.

▷

▷

Hint:

If you book on a different object, the entry is named correspondingly and these objects are

displayed in the list. If, for example, you book on a ticket, the entry is called Select ticket and

your tickets are displayed in the list.

!

▷



7. Tap the Description entry field and enter a description for the performed activity.

8. Select the desired entry in the Billability selection menu.

9. If necessary, select the desired entry in the Performance type selection menu.

You have performed the mobile recording of times.

5.2 Mobile adjustment of timePrerequisites


You are logged into the Projektron BCS app.

1. Tap the icon.


2. Tap the day for which you want to adjust the bookings.

The Day Booking view opens.

In the upper area, you can see the times which you have not yet distributed within the entered

attendance. The blue part of the circle depicts the booked times.

The individual bookings are depicted along a time line below.

3. Tap the booking you want to adjust.

4. Configure the desired settings. For example, adjust the start time and end, or the task.

▶

Hint:

If you do not have an internet connection or connection to Projektron BCS, the data must be

manually synchronised later. For more information refer to Synchronising mobile recorded data with

Projektron BCS (p. 26).

If the mobile device is online during entry, you will receive a notification that your entries have

been saved on the server after every entry.

!

▷▷

Hint:

If you do not have an internet connection or connection to Projektron BCS, the data must be

manually synchronised later. For more information refer to Mobil erfasste Daten mit Projektron

BCS synchronisieren (p. 26).

If the mobile device is online during entry, you will receive a notification that your entries

have been saved on the server after every entry.

!



5. Tap the icon to return to Day booking.

Adding bookings

1. Tap a grey area without a booking.

2. In the selection menu, select the object to which you want to book, for example, Task.

3. Start and end of the booking are pre-filled due to your entries on attendance and existing bookings.

If necessary, adjust the Start and End of the booking.

4. Tap the Select task entry in the Context area.

The Select Task view opens. It shows all the tasks on which you can book.

5. Tap the desired task.

The task is added to the Context area.

6. Tap the Description entry field and enter a description for the performed activity.

7. Select the desired entry in the Billability selection menu.

8. If necessary, select the desired entry in the Performance type selection menu.

You have added a booking.

9. Tap the icon to return to Day booking.

Delete booking

1. Select the booking you want to delete.

2. Click the recycle bin icon in the booking view.

The booking is deleted.

You have performed the mobile adjustment of times.

▷▷

▷

▶▶

Mobile expense recording


6 Mobile expense recordingFor expense recording, available business trips and receipts without trip, which are no older than 62

days, are available in the Created, Applied for, Approved and Submitted status for processing.

Expenses without these prerequisites are deleted from the app during the next synchronisation if

they have not been changed.

New business trips and receipts without trip can be created. For example, expense tasks, travel

destinations and receipt types from Projektron BCS are available for this.

The Overview view displays how many business trips and receipts exist.

Expenses are recorded using the New business trip block.

Business trips are recorded in the Trip subview in the Business Trip view. The same data as in expense

recording in Projektron BCS are entered in the view.

The receipts are recorded in the Receipts subview. They can be photographed with the mobile device

or taken from the mobile device photo gallery. You can also upload PDF documents as an attachment.

The files appear in Projektron BCS on the receipt in the file repository. Receipt attachments uploaded

to Projektron BCS are not transferred to the Projektron BCS app during synchronisation.

A list of the recorded expenses can be accessed from the Overview view.

Synchronisation of data with Projektron BCS takes place in the Synchronisation with BCS view. The

data is automatically synchronised when starting the app.

The calculation of the expense rates and the conversion of receipt amounts takes place after the

expenses have been synchronised with Projektron BCS.



4 | Expenses, recorded business trips

6.1 Mobile recording of business tripsPrerequisites



1. Tap the icon.


2. Tap the New business trip entry.

▷



5 | Recording a new business trip

3. Tap the Purpose of trip entry field and enter a name for the business trip.

4. Activate the No daily allowance checkbox if only a mileage allowance and no daily allowance is to be

calculated for the business trip.

5. Tap the Start entry field and select the start date of the business trip from the calendar.

6. Tap the second entry field and select the time at which the business trip starts.

7. Tap the End entry field and select the end date of the trip from the calendar.

8. Tap the second entry field and select the time at which the business trip ends.

9. If required, enter the travel duration. The entries for travel time can be billed to the customer at a

defined hourly rate. The entries are not relevant for the employee's payment.

10. Tap the Select task field.

A list of existing tasks is displayed.

Hint:

You can also add a new business trip via the icon in the Expenses view in the Business trip subview.

!

▷



11. Select the task for which the trip takes place.

12. Select the billability of the trip in the Billability selection menu. The billability is pre-filled when the

selected task is set.

13. Select the country of the business trip in the selection menu.

14. If required, enter the travel route you took on the business trip in the Trip route entry field.

15. If required, enter a comment in the Internal comment entry field.

Recording meals

1. Tap Meals.

2. Activate the checkboxes on the meals you ate.

3. Tap the icon to return to the Expenses view.

Recording kilometres

1. Tap Kilometre.

2. Select the means of transportation of your trip in the Means of transportation selection menu.

3. Enter the number of kilometres you travelled in the Kilometres driven entry field.

4. Deactivate the Billable in full checkbox if the kilometres are not billable in full.

5. If the kilometres are not billable in full, enter the number of billable kilometres in the Billable

kilometres entry field.

6. If necessary, enter the number of passengers who drove with you in the Number of passengers

entry field.


Recording overnight stays

1. Tap Overnight stays.

2. Enter the number of private overnight stays in the Number of private overnight stays entry field.

Hint:

You can search tasks in the list by entering the search term in the Filter area. You can filter by

project structural elements and customers.

!

Hint:

Employer hospitality is not supported in the app.

!



3. Deactivate the Billable in full checkbox if the overnight stays are not billable in full.

4. If the overnight stays are not billable in full, enter the number of billable overnight stays in the

Number of billable overnight stays entry field.


Recording additional travel section

1. Tap the Add travel section link.

2. Make the desired entries as described.

You have performed the mobile recording of a business trip.

6.2 Mobile recording of receiptsPrerequisites



1. Tap the icon.


Recording receipts for business trip

1. Tap the Business trip entry.

2. Tap the entry of the business trip for which you want to record a receipt.

3. Tap the Receipts subview in the Business Trip view.

4. Tap the Add receipt link in the area of the desired travel section.

Record receipt without business trip

1. Tap the Receipts without trip entry.

2. Tap the Receipts without trip subview in the Expenses view.

3. Tap the icon.

▶

Important:

Please note that the expenses which were recorded on mobile are only automatically transferred

to Projektron BCS when the app is started. New recorded expenses can be manually transferred

to Projektron BCS in the Synchronisation with BCS view. For more information refer

to Synchronising mobile recorded data with Projektron BCS (p. 26).

!

▷



6 | Recording receipt

2. Select the desired type of the receipt in the Receipt type selection menu.

3. Tap the date field and select the receipt date in the calendar.

4. If necessary, select the task for the receipt. If you record a receipt for a business trip, the task is pre-

filled from the business trip.

1. Tap the Select task entry.

2. Select the desired task from the list.

5. Enter the receipt amount in the Receipt amount entry field.

6. If required, enter the tips given in the Included tips entry field.

7. If required, adjust the currency of the receipt in the EUR selection menu.

8. If required, adjust the billability of the receipt in the selection menu with the BIL entry. The billability

is pre-filled when the selected task is set.

9. In the Origin selection menu, select whether they are employee expenses or incoming expenses.

10. If necessary, enter a comment on the receipt in the Internal comment entry field.

11. Upload a photo of the receipt.

1. Click the icon.



2. Select the desired file on your mobile device or create a photo of the receipt.

The photo is shown in the Receipt attachments area.

You have performed the mobile recording of receipts.

6.3 Deleting mobile recorded expensesPrerequisites

Expenses were created in the Projektron BCS app.

Deleting a business trip

1. Tap the Business trips link in the Overview view.

2. Tap the icon.

3. Tap the recycle bin icon on the business trips you wish to delete.

The selected business trips will be marked for deletion.

4. Tap the Delete button.

You have deleted business trips.

▷

Hint:

You can also upload PDF documents as an attachment.

Receipt attachments are stored in the file repository of the respective expense receipt

after synchronisation with Projektron BCS.

!

▶

Important:

Please note that the expenses which were recorded on mobile are only automatically transferred

to Projektron BCS when the app is started. New recorded expenses can be manually transferred

to Projektron BCS in the Synchronisation with BCS view. For more information refer to

Synchronising mobile recorded data with Projektron BCS (p. 26).

!

▷

Hint:

If you want to delete all business trips, tap on All.

!

▶



Deleting a travel section

1. Tap the Business trips link in the Overview view.

2. Select the desired business trip.

3. Tap the icon.

4. Tap the recycle bin icon on the travel section you wish to delete.

The selected travel sections will be marked for deletion.

5. Tap the Delete button.

You have deleted a travel section.

Hint:

You can delete individual receipts in the Receipts view.

You can delete receipt attachments in the view of the receipt.

!

▷

Important:

Please note that individual travel sections can only be deleted from a business trip with at

least two travel sections. The first travel section cannot be deleted individually.

!

▶

Synchronisation with BCS view


7 Synchronisation with BCS viewThe Synchronisation with BCS view shows which data in the app is available for synchronisation as

well as errors in the recorded data.

Errors could be missing mandatory attributes, for example.

The view is accessed via the Sync link in the navigation bar.

Transferring expenses and bookings is performed in this view.

Tap the Synchronisation button to transfer all the data entered in full in the app to Projektron BCS.

The data from Projektron BCS is simultaneously synchronised with the app. A connection to

Projektron BCS is required for this.

The amount of data and the error messages are displayed in the navigation bar.

Tap the entry of an error message to jump directly to the entry to adjust it.

7 | Synchronisation with BCS

7.1 Synchronising mobile recorded data with Projektron BCSPrerequisites

Data was recorded using a mobile device.



1. Tap the Sync entry in the navigation bar.

8 | Synchronisation with BCS

Eliminating errors

1. Check the existing error messages in the Error messages area.

2. Tap the entry of an error message.

The entry opens.

3. Adapt the booking or expenses by entering the missing entries.

4. Tap the Sync entry in the navigation bar.

5. Check whether the errors are still displayed or have been corrected.

Execute synchronisation

1. Check whether you have entered all desired data in the Synchronisation area.

The number of bookings and expenses to be synchronised is displayed.

2. Tap the Synchronisation button.

The mobile recorded data is transmitted to Projektron BCS. Data from Projektron BCS is

transferred to the app.

▷

▷



Index


Index

AAnsicht

Synchronsiation mit BCS 26

DDay booking (mobile)

Overview 12

View 12

MMobile Spesenerfassung

Übersicht 18


Execute 13, 16

Overview 12

OOverview

View 11

PProjektron BCS app

Time recording 12

Projektron BCS-App

Spesenerfassung 18

SSpesen (mobil)

Übersicht 18

Ansicht 18

Beleg erfassen 22

Erfassen 19

Löschen 24

Synchronisation mit BCS

Übersicht 26

Durchführen 26

VView

Overview 11

Projektron BCS app

Documents