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Web:Staff Time Stopwatch

From Prime 16 Online User's Manual

Staff Time Stopwatch

The Staff Time (Stopwatch) record tracks staff time. It can be associated with other records in the system such as Callback, Eligibility, and Clients.

Add

To Add a new record, from the Main Menu, choose Add-->Time Keeping-->Staff Time-->Stopwatch w/ Travel Expenses. You can also add time entries from associated records, such as from the Context Menus in Callback, Eligibility, and Client records.

Edit

To Edit an existing Clients record, from the Main Menu, choose Search-->Time Keeping-->Staff Time. Use the search screen to find the appropriate entry and open it. You may be able to view associated time entries using the Context Menu in such records as Eligibility and Clients.

General Entry

Heading

The first section of the entry holds:

  1. Date
  2. Hours
  3. Starting Time -- in a new entry, the current time on your computer is entered here
  4. Ending Time -- you can manually enter this, or automatically enter it using the "Enter ending time" button
    1. Enter ending time -- use this button to fill in the Ending Time with your computer's current time
    2. Compute Time -- use this button to fill in the hours field by comparing the starting and ending time (and rounding using your time interval)
  5. Int -- the time interval set for your user
  6. Office
  7. Advocate
  8. Unit
  9. Case/Matter/Support Activity
  10. Funding
  11. Activity
  12. Case Activity -- only visible when a case is selected in the Case/Matter/Support Activity drop down
  13. Notes
  14. County

Notes: Some items appear or disappear depending on selections made. Some entries are populated based on the selection in other fields. For example, selecting a case in the Case/Matter/Support activity will default the Funding and Activity to match the case.

Other Information

The second section holds other information. This section contains the following items:

  1. In Court -- noting whether time was spent in court
  2. Billable -- noting whether the time is billable
  3. Hourly Rate -- the rate to be used with billing
  4. User Field -- a customizable field to be used for tracking

Expense Information

The third section holds expense information. This section contains the following items:

  1. Expense ID -- generate a new ID or select an existing one (to track together)
  2. From and Date -- the location being traveled from and the date starting
  3. To and Date -- the location being traveled to and the date ending
  4. Mileage Expense Calculator -- entering items here will populate the Mileage Expense below
    1. Miles -- total miles driven
    2. $/Mile -- reimbursement amount per mile
    3. Total $ -- total amount of reimbursement for mileage
  5. Odometer Start and End -- the starting and ending odometer reading for this trip
  6. Expense Items and Expense $ -- enter the values as appropriate for each item
  7. Meals -- enter amounts for each meal
  8. Total Expense and Update Total -- use the button to total the expenses shown
  9. Advance -- enter any advanced amount
  10. Expense Notes -- any special notes about the expenses incurred

Use of the Form

Expanding/Collapsing Sections

Sections (other than the top section) may be expanded or collapsed to display or hide the information within those sections. This can help with viewing the screen.

To expand a collapsed section, click on its header. To collapse an expanded section, click on its header. Multiple sections can be expanded at the same time.

Context menu

The context menu is accessed by clicking on the Context Menu icon at the top left of the record.

The context menu is shown to the left. The items shown in a context menu will change depending on many factors, including whether the current record is saved.

The context menu has additional items available that relate to the entry, including:

  1. Activities
    1. Time -- add time
    2. View Time -- view associated case time entries
    3. Case Notes -- add or view case notes (including notes from time entries and other locations)
    4. Calendar -- add a calendar item
    5. View Calendar -- view associated case calendar entries
    6. Internal Messages -- send an internal message related to this case
    7. View Legal Advice -- view advice that may be pertinent
  2. Additional Input
    1. Conflicts -- check conflicts; add adverse parties; add client alias; review conflict entries
    2. Other Services
    3. Litigation -- add LSC-required entries for litigation, including type, parties involved, etc.
    4. Trust -- add trust account entries for this case
    5. Family -- add family members associated with this case
    6. Interview -- perform an interview and save responses
    7. Referrals/Handouts -- note the referral or handouts given to the client
    8. Special Programs -- track special items related to this case
    9. Document Tracking -- track documents related to this case
    10. Duplicate -- duplicate the client entry
    11. Contacts -- add and review contacts associated with this case
    12. Project Management -- (not currently implemented)
  3. Printing
    1. Print Client Intake -- print the client intake form
    2. Form Letters -- print a form letter
    3. Print Multiple Selected Items -- choose one or more items and press "Print Selected Items" to create those items
  4. Compliance and Errors
    1. Error Check -- perform an error check on the data entered in the case file
    2. LSC Compliance -- review compliance requirements
    3. Funding Code Check -- automatically determine whether the funding code assigned is appropriate and see what other selections may be better
  5. Related Intake
    1. Eligibility -- review an existing or create a new Eligibility record
    2. Online Intake -- review an Online Intake record (if any)
    3. Callback -- review an existing or create a new Callback record
  6. Communication
    1. Send Text
    2. Send Email
    3. Review Texts
  7. Difficult People
    1. Add Client as Difficult Person
    2. Search Difficult Person
    3. Add Non-Client Difficult Person
  8. Master Case
    1. Open Master Case -- if this case is associated with a master case
    2. Search for Master Cases
    3. Display Members -- if this case is associated with a master case, show all cases associated with it
    4. Make this Case a Master Case
  9. Unlock Record
    1. Unlock Record -- if another person was using this record and left it open, the record may be locked to editing; if you are sure it is safe to unlock it, you can unlock it for your use by clicking this button; a warning is shown that loss of data may occur if it isn't safe to unlock it when in use by another

Save/Stay and Save/Close

The Save/Stay button will save the record and stay in it. This will allow you to continue to edit the record or add associated entries using the Context menu (such as call from caller, and calls to caller).

The Save/Close button will save the record and then close to the Main Menu/Home Screen.

If an error is encountered in the save, a message should appear at the top of the form in red notifying you of the problem. You may also receive another warning about errors in the case and asking whether you want to continue on in spite of those errors. Some errors (those shown in red at the top) you cannot avoid.

Relationship to Other Records

Using selections in the Content Menu, you can create associated records, including Callback, Eligibility, Conflict, Internal Messages, Time, Calendar, Difficult Person, and Other Services. In many instances where the associated record has the same information (e.g., name, telephone number), that information is automatically transferred to the new record.

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