Setup of Multi-Department - Extra (NewRoads Customers)

Owned by Support (Unlicensed)
Last updated: Jul 01, 2022 by Gabrielle Fuchs
5 min read

The Multi-Department - Extra setting will allow you to completely separate departments in the application to have different types of time, accounting/activity codes, projects, customers, inventory, material, equipment, and roads available depending on the department selected. You will also be able to export to a separate library/database in NewRoads.

These areas will be able to be set per group/team (which is tied to specific departments) if applicable:

  1. Departments (Types of Time)

  2. Groups/Teams

  3. Accounting Codes/Activity Codes

  4. Activity Overhead Types

  5. Activity Overhead Codes

  6. Customers and Customer types

  7. Hours Types/Labor Codes/Time Off Types

  8. Inventory

  9. Materials

  10. Equipment (can be done with or without this enhancement)

  11. Roads/Segments

  12. Projects

Employees can be added at any time, suggested time would be after the group/team is created to be able to select their group/time at the time of setup.

It is also suggested to go in and set everything to Public Works/Highway prior to starting the setup for the new department. This way, Public Works will continue to only see what is relevant to them and the same for the new department.

Departments:

This is the Timecard User: Departments (Not General: Departments)

  1. Modify the current department(s) and add the applicable library/database name for the department to the setup. This is going to point your export to the correct place in NewRoads.

  2. Add the new department with the applicable types of time selected: i.e. Engineering, Maintenance, Accounts Receivable, Other

    1. You can also choose a time entry method here (Quarter hour, 12 hour clock, 24 hour clock, or text entry) for each type of time they will use.

Groups/Teams

  1. Add at least 1 group/team for the new department. This will be what is used to differentiate which options will show on their timesheet outside of the types of time that are set by department.

Accounting Codes and Activity Codes

You can manually add each Accounting Code, or you can use the Import that is available. Steps for both options outlined below:

  1. Manual Accounting Codes

    1. Add each Accounting Code separately, select the applicable groups/teams during setup

    2. Once all new Accounting Codes are in - Click Copy to Activity Codes to copy them over

  2. Import Accounting Codes

    1. From the Administration screen, select the Import tab

    2. Click the link for Accounting Codes

    3. Setup a .csv file following the outline on the screen, upload the file and import - you do not need a heading row.

      1. In this case, Accounting Code, Accounting Code Description

    4. Link each imported code manually to the applicable group/team

    5. Click Copy to Activity Codes

If the new department uses the same time off/overhead codes as the current departments, you can set the same accounting codes to show for both departments. You do not need to duplicate these here.

Activity Overhead Types

  1. Add the applicable types for the new department, these show as options once 'Other' is selected as the type of time.

    1. in most cases, this is Equipment Repairs, Time Off, Other Unallocated, etc...



Activity Overhead Codes

  1. Add the activity codes that should be available to the employee per type in Activity Overhead Types

Customers and Customer Types (optional)

Depending on if you have the Asset Management setting enabled or not, this setup is completed differently. If you are not sure, click the Asset Management tab in Administration to see what your setting shows.

Asset Management Enabled:

  1. Add each customers under the Organizations Tab, be sure to check the selection box for Customer at the bottom.

  2. Click on Customer Types

    1. Add each Customer Types the new department will need

      1. select the applicable customers from the listing

      2. select the applicable groups/teams that should see these customer types

      3. select the applicable Activity Codes that should be available for each type of customer



Asset Management Disabled: 

  1. Click on the Customers tab and Add each customer the new department will need to track time to

  2. Click on Customer Types

    1. Add each Customer Types the new department will need

      1. select the applicable customers from the listing

      2. select the applicable groups/teams that should see these customer types

      3. select the applicable Activity Codes that should be available for each type of customer



Hours Types/Labor Codes/Time Off Types (optional)

If your new department does not need any different hours types, time off types, or labor codes, you can skip these steps. Just make sure in the Hours Types codes that are for old and new departments have all applicable groups/teams selected, or NONE selected if it should apply to all employees.

  1. Labor Codes

    1. Add any new Labor Codes that this department will use if they are not already set up

    2. Link to either Hours Types or Activity Overhead Codes

  2. Time Off Types

    1. Add any new Time Off Types that this department will use if they are not already set up

    2. Time Off Types link to Accounting Codes (which link to Activity Codes and Activity Overhead Codes)

  3. Hours Types

    1. Used for working hours. Typically you will see Regular, Overtime, Comp Earned as options here.

Inventory (optional)

The difference in Inventory and Materials: Inventory quantities export with the timesheet data to NewRoads, Materials do not. Materials would be more for items that were already purchased for a specific job/project that do not need quantities tracked in NewRoads.

Manual Setup

  1. Click on Inventory

    1. Add each inventory item and select the applicable group/team

Import Setup

  1. Click on Import and choose the Inventory Import option from the list

    1. Create a .csv file following the outline on the screen

    2. browse to the file

    3. Import the file

  2. Click on Inventory

    1. Modify each new item and select the applicable group/team for the new item

Materials (optional)

The difference in Inventory and Materials: Inventory quantities export with the timesheet data to NewRoads, Materials do not. Materials would be more for items that were already purchased for a specific job/project that do not need quantities tracked in NewRoads.

Manual Setup

  1. Click on Materials

    1. Add each material item and select the applicable group/team

Import Setup

  1. Click on Import and choose the Materials Import option from the list

    1. Create a .csv file following the outline on the screen

    2. browse to the file

    3. Import the file

  2. Click on Materials

    1. Modify each new item and select the applicable group/team for the new item

Equipment (optional - can do this without the enhancement)

Manual Setup

  1. Click on Equipment

    1. Add each piece of equipment and select the applicable group/team

Import Setup

  1. Click on Import and choose the Equipment Import option from the list

    1. Create a .csv file following the outline on the screen

    2. Find the file

    3. Import the file

  2. Click on Equipment

    1. Modify each piece of equipment and select the applicable group/team for the new item



Roads and Road Segments (optional)

Manual Setup

  1. Click on Roads

    1. Add each Road/Park/Trail and select the applicable group/team

  2. Click on Road Segment and add at least 1 segment for each road/park/trail that was added to Roads

Import Setup

  1. Click on Import and choose the Roads Import option from the list

    1. Create a .csv file following the outline on the screen

    2. Find the file

    3. Import the file

  2. Click on Roads

    1. Modify each new Road/Park/Trail and select the applicable group/team for the new road

  3. Click on Road Segment and add at least 1 segment for each road/park/trail that was added to Roads

Projects (optional)

  1. If Engineering and not using the same template/activities as the other department do this first:

    1. Add new:

      1. Engineering Template

      2. Engineering Phases

      3. Engineering Template Activities

  2. If Maintenance leave the Engineering Template option blank in the project setup

Manual Setup

  1. Click on Projects

    1. Add each Project

      1. Select Engineering Template (if applicable) leave blank for Maintenance Project

      2. Select the Groups/Teams that should be able to see this project

Import Setup

  1. Click on Import and choose the Projects Import option from the list

    1. Create a .csv file following the outline on the screen

    2. Find the file

    3. Import the file

  2. Click on Projects

    1. Modify each new project and select the applicable group/team and engineering template, if applicable

Maintenance Projects:

  1. Click on Maintenance Projects

  2. Modify each new project and select the activity codes that should be available.

Maintenance Entries without a project:

Follow these steps to designate which Activity Codes should be available with a road/park/trail selected and which should be available without a road/park/trail selected.

  1. Click on Maintenance Types

    1. Modify With a Road

      1. Anything checked here will show if the employee selects a Road/Park/Trail option

    2. Modify Without a Road

      1. Anything checked here will show for the employee if they do not select a Road/Park/Trail





Please contact support@rtvision.com with any questions!