Microsoft Dynamics® AX Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) ComplianceLast Updated: February 2014AX 2012 R3 / Version 1.0.0

Microsoft Dynamics AX 2012 R3: Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) Compliance

CONTENTSCONTENTS 2

INTRODUCTION 3

Scenario: Timesheet Setup 4

SCENARIO: TIME Reporting 5

SCENARIO: TIMESHEET Auditing 8

DISCLAIMER 9

2

Microsoft Dynamics AX 2012 R3: Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) Compliance

INTRODUCTIONThis document and its included script will introduce you to the new features to support Defense Contract Audit Agency (DCAA) requirements in Microsoft Dynamics AX 2012 R3. Although the primary goal of these scenarios is to make timesheets in Microsoft Dynamics AX compliant with DCAA requirements, other companies not covered by these regulations may also leverage these features.

The following functionality is provided by default:

Time entry validation

Any changes made to a time entry requires the user to enter a comment indicating what was changed and the reason for the change.

Future time entries are blocked for all non-absence projects.

Audit trails

The project accountant is able to see all of the changes made to a timesheet.

3

Microsoft Dynamics AX 2012 R3: Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) Compliance

SCENARIO: TIMESHEET SETUPThe options that must be set in order to enable DCAA compliance on timesheets are shown in the screenshot below. All check boxes under the Validation group must be selected and an absence project must be selected in the Validate absence list.

Once this setup is complete, the user and accountant scenarios are ready to run.

The Validate absence categories check box and Validate absence project list need to be selected only when a legal entity does not have project/category validation enabled. If project/category validation is enabled (in the General area of the Project management and accounting parameters form), the absence project and categories must be configured in the project/category validation group.

4

Microsoft Dynamics AX 2012 R3: Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) Compliance

SCENARIO: TIME REPORTING1. Click Project management and accounting > Common > Timesheets > My timesheets.

2. On the My timesheets list page, on the Action Pane, in the New group, click Timesheet, and create a new timesheet for the current period.

5

Microsoft Dynamics AX 2012 R3: Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) Compliance

3. On the Lines FastTab, click New line and enter time for a government project.

Notice that you are only able to enter time for today and past dates. You are not able to enter time for future days.

Entering time for previous days or modifying any existing time entries or timesheets requires that you enter a comment in the Change reason section. This comment is added to the timesheet audit trail.

6

Microsoft Dynamics AX 2012 R3: Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) Compliance

4. Click New line to add vacation time for Wednesday, Thursday, and Friday.

5. Select the absence project and then select an appropriate category.

6. Enter the time, and then save the line.

7. Submit the timesheet.

7

Microsoft Dynamics AX 2012 R3: Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) Compliance

SCENARIO: TIMESHEET AUDITING

1. Click Project management and accounting > Common > Timesheets > All timesheets and select the timesheet that you created in the previous scenario.

2. On the Action Pane, in the Manage group, click Timesheet versions.

3. On the Timesheet versions form, review all of the changes made to the timesheet.

4. Click Compare button to compare the latest version of the timesheet with a previous version.

You can use this comparison to effectively audit all of the timesheets that workers enter and submit.

8

Microsoft Dynamics AX 2012 R3: Service Industries: Timesheet Support for Defense Contract Audit Agency (DCAA) Compliance

DISCLAIMER© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista, Microsoft Dynamics and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. Other names and brands may be claimed as the property of others.

The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. 

Sample code included in this presentation is made available AS IS. THE ENTIRE RISK OF THE USE OR THE RESULTS FROM THE USE OF THIS CODE REMAINS WITH THE USER.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. NO LICENSE, EXPRESS OR IMPLIED, BY ESTOPPEL OR OTHERWISE, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED BY THIS PRESENTATION. Microsoft products are not intended for use in medical, life-saving, or life-sustaining applications.

Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables you and your people to make business decisions with greater confidence. Microsoft Dynamics works like and with familiar Microsoft software, automating and streamlining financial, customer relationship and supply chain processes in a way that helps you drive business success.

U.S. and Canada Toll Free 1-888-477-7989

Worldwide +1-701-281-6500 www.microsoft.com/dynamics

9