Resource Management System (RMS)

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Contents Click on any content line to be directed to that section of the document

Documentation Control Sheet ................................................................................................................................................ 2

1.0 – Scope .............................................................................................................................................................................. 2

2.0 – Purpose .......................................................................................................................................................................... 2

3.0 – Responsibility ................................................................................................................................................................. 2

4.0 – Definitions ...................................................................................................................................................................... 2

Client Manager (CM) ........................................................................................................................................................... 2

Project ................................................................................................................................................................................. 2

5.0 – References ...................................................................................................................................................................... 3

Accessing RMS..................................................................................................................................................................... 3

User Help ............................................................................................................................................................................. 3

Feedback and Comments .................................................................................................................................................... 3

6.0 – Procedure ....................................................................................................................................................................... 4

Process Diagram .................................................................................................................................................................. 4

Deadline for Entry into RMS ............................................................................................................................................... 4

Time Entry Guidelines ......................................................................................................................................................... 5

Total Hours by Project......................................................................................................................................................... 8

Expense Voucher Entry Guidelines ..................................................................................................................................... 9

“Single Project Nbr” vs. “Multiple Project Nbr’s” Selection ........................................................................................... 9

Voucher Entries ............................................................................................................................................................... 9

Per Diem Meal Reimbursement ...................................................................................................................................... 9

Receipts ......................................................................................................................................................................... 10

Expense Voucher Entry Steps ........................................................................................................................................... 10

Uploading Receipts ........................................................................................................................................................... 12

Resource Management System (RMS)

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Documentation Control Sheet

Vers.

No.

Affected parts

of document

Summary of Change Prepared

By

Creation

Date

Reviewed/

Approved By

1 All New Procedure Cindy Kalakis

5-15-12 Kori Ann Edwards,

Steve LaVoye, Alex Lee, Mark de Amici

1.0 – Scope This document covers the entries into the Resource Management System (RMS) for time and expenses for all LSI

employees and consultants

2.0 – Purpose The purpose of the RMS application is to provide an effective web-based platform for entry and record-keeping of all

reported time and expenses by project

3.0 – Responsibility

LSI Employees and Consultants are responsible for accurate and timely entry of hours worked as well as time off

(per individual entitlement) and expenses incurred on behalf of LSI

Client Managers are responsible to review the entries and approve them as appropriate for processing in the

payroll system

4.0 – Definitions

Client Manager (CM)

The Client Manager is responsible for the overall health and well-being of client. Serves as the primary corporate point

of contact for client and LSI execution/consulting team for LSI contracted services.

Project

In most situations a project is related to a client. A project/client is a company that has engaged in a contractual

relationship with LSI.

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5.0 – References

Accessing RMS

Following are the various links for access to RMS:

Directly at: http://time.lsiwins.com

Employees Only - The corporate SharePoint site at: http://corp.lsiwins.com

LSI ADP Employee Resource Portal at: https://portal.adp.com

The LSI web site at:www.lsiwins.com (Click at bottom right labeled: “Consultants”)

THE SYSTEM SUPPORTS THE FOLLOWING INTERNET BROWSERS: INTERNET EXPLORER, SAFARI AND FIREFOX

User Help

The User Help is available to provide high-level instructions and assistance for both time and expense entries. The help

information is accessed by clicking on the “?” in Navigation Bar - upper right-hand corner of the time or expense screen.

Feedback and Comments

User feedback, e.g., comments and suggestions for application improvements are welcomed and appreciated. The user

can quickly and easily submit these comments by clicking on the Comment icon at the top in the main Navigation Bar:

NOTE: THIS APPLICATION IS NOT TO BE USED TO REPORT PROBLEMS/ISSUES. A TROUBLE TICKET SHOULD BE

SUBMITTED TO THE I.T. HELP DESK.

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6.0 – Procedure

Process Diagram

*LSI Consultants – access to time/expense projects in RMS are set up and defined via the LSI Task

Order

Deadline for Entry into RMS

Payroll period close dates are the 15th and the last day of the month. The deadline for submission for time and expenses

is 8:00 a.m. MST, the day following the payroll close date. Pay days are on the 7th and the 22nd of each month.

For example: Time/expenses must be entered for dates between the 1st and the 15th by 8:00 a.m. MST on the 16th.

Time/expenses must be entered for the 16th through the last day of the month by 8:00 a.m. MST on the 1st.

If the deadline falls on a weekend/holiday, the submission date moves forward to the first business day following. If the

pay date falls on a weekend or holiday, payment occurs on the business day prior to that date.

TIME OR EXPENSES ENTERED AFTER THE DEADLINE ARE NOT PAID UNTIL THE FOLLOWING PAYROLL CLOSE.

Following is a schedule of both the deadline for submission and pay dates for 2012.

Month April May June July August Sept Oct Nov Dec

Date

Deadline 2 1 1 2 1 4 1 1 3

Payday 6 7 7 6 7 7 5 7 7

Deadline 16 16 18 16 16 17 16 16 17

Payday 20 22 22 20 22 21 22 21 21

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Time Entry Guidelines

Following are the steps for entering hours into RMS

1. Open the RMS application using one of the links above

2. Click on the “Time” Icon on the menu bar

3. Click on the day for which you are entering hours by clicking on the calendar; this displays the entire week for

the date selected

4. Choose the correct project from the list of eligible projects

IF THE PROJECT FOR WHICH TIME IS BEING ENTERED IS NOT DISPLAYED, CONTACT THE FOLLOWING:

1. CLIENT MANAGER (AS LISTED ON THE INDIVIDUAL TASK ORDER)

2. ALEX LEE: alee@lsiwins.com, 573-427-1992

5. Enter the number of hours worked for the days in the displayed week and for each project worked;

Partial hours are entered in quarter hour (15 minutes) increments; (e.g., if worked 1 hour 15

minutes, enter 1.25 hours. If worked 1 hour and 30 minutes, enter 1.5 hours.)

6. When finished with the entries, click on “Save All” or “Submit All”

SAVED VS. SUBMITTED ENTRIES:

If the hours are only “saved” upon entry in the system, they are not presented to the client manager for

approval, and therefore, not processed

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7. Once the hours are either saved or submitted, the status is indicated by the appropriate color, as defined in the

“Legend.” These colors are displayed in the day the time was entered as well as in the “Current Activity History

Bar”. Always check that your entries for the current pay period are not still in the “Saved” status

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8. Once the hours are either saved or submitted, the “’Daily Log” folder appears next to the hours entered; if

desired, click on the folder to enter a narrative

NOTE: The “Daily Log” (narrative) option assists in the development of the client Monthly Status

Report and helps manage client activities associated with hours worked/billed on daily, weekly

and/or monthly basis. Other reporting options may be required depending on the specifics of the

engagement.

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Total Hours by Project

The total hours for any assigned project for an employee/consultant can be determined by clicking on the “More Info

Button” on the “Time > Weekly Entry” page. Once clicked, select “My project Info”. This displays the total hours

entered for the project selected. The date range for the data defaults to the current month, but may be changed to any

date range desired. Click the magnifying glass symbol to search for the new date range.

Following are the steps for accessing this data:

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Expense Voucher Entry Guidelines

“Single Project Nbr” vs. “Multiple Project Nbr’s” Selection

If the time being entered is for a billable project, i.e., the expenses are being billed back to the client, the “Single Project

Nbr” button must be selected. Separate vouchers are required for each billable project.

For non-billable projects for which expenses are being entered (typically overhead projects,) the “Multiple Project Nbr’s”

button may be used and all expenses for each of the non-billable projects are entered on one expense voucher. This is

accomplished by selecting a project number for each line entry. When “Multiple Project Nbr’s” is selected, only the non-

billable projects assigned to the user are displayed.

Voucher Entries

All expenses for the same project and trip incurred during the pay period should be entered on ONE voucher with multiple lines of data. The per diem and/or lodging items do not need to be listed on a separate line entry for each day unless the per-day amount is different (i.e., travel days, which are 75% of the normal day rate.) For example, you enter the days covered in the description and then use the quantity field for the number of days with the entered daily rate. For example:

Per Diem Meal Reimbursement

A link to the GSA per diem rates is provided on the expense voucher entry form in RMS. Once the link is accessed, the city/state or ZIP code is entered to determine the daily rate.

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NOTE THAT TRAVEL DAYS ARE PAID AT 75% OF THE DISPLAYED RATE FOR MEALS.

Receipts

Receipts are required for all expenses except auto mileage and per diem entries. The scanned copy of your receipts

must be uploaded to the voucher prior to submission. Expenses without receipts attached by the payroll period

deadline are not processed.

Ensure receipts clearly match to amounts listed on the voucher to avoid confusion.

NOTE: receipts may be attached to expense vouchers even if they have gone through the

approval process. This is the only edit allowed on the voucher once it has been approved.

Expense Voucher Entry Steps

Following are the steps for entering expense vouchers into RMS for reimbursement through payroll:

1. Open the RMS application using one of the links above

2. Click on the “Expenses” icon on the menu bar

3. Select either “Single Project Nbr” or “Multiple Project Nbr’s”

4. Select the appropriate project from the Project drop-down list

IF THE PROJECT FOR WHICH TIME IS BEING ENTERED IS NOT DISPLAYED, CONTACT THE FOLLOWING:

CLIENT MANAGER (AS LISTED ON THE INDIVIDUAL TASK ORDER)

ALEX LEE: ALEE@LSIWINS.COM, 573-427-1992

5. All dates presented on the itemized lines contain the current date as the activity date; to change the date, click

on the calendar and select the appropriate date, or type in the date in the same format

6. Select the Expense Type from the drop-down menu, if the specific type you require is not listed, select “Misc”

and provide explanation in the “Details” box

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7. Enter a description of the expense in the “Details” box, e.g., If you select AirFare/Lodging, indicate which in the

details section along with the name of the establishment; e.g., Marriott Courtyard or Hess Travel

8. Enter a quantity and the unit price for all items listed

9. For Auto Mileage, enter the to and from locations in the “Details” box and the total miles traveled in the Qty

column; the application calculates the reimbursement amount based on the current rate applicable

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Uploading Receipts

To add receipts to the Expense Worksheet/voucher, the voucher must first be saved; once it is saved, the fields for

uploading the receipts are presented at the bottom.

1. Scan the receipts and save the scanned file on your computer in a designated location. The files should always

be saved in the same place so they are easily located for the following steps. It is also a good idea to name the

file with the date and voucher number assigned

2. Click “Browse” and locate the file saved in Step 1, highlight the file and click “Open”

3. Once the receipt file name is populated in the browse window, click “Upload”

4. Click Update to update the Expense Worksheet/Voucher with the added file

5. Click Submit to move the Expense Worksheet to the Client Manager for approval

NOTE: SCANNED AND UPLOADED RECEIPTS ARE THE PREFERRED METHOD. IF YOU ARE UNABLE TO SCAN

YOUR RECEIPTS PLEASE FAX THEM TO LAURA RIDLEY, FAX # 801-776-3830 OR TOLL FREE FAX # 800-505-

6442, OR E-MAIL TO LRIDLEY@LSIWINS.COM – THEY WILL BE UPLOADED TO THE EXPENSE VOUCHER FOR YOU.