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Aestiva Timesheets Setup

Installing Aestiva Timesheets requires the installation of an HTML/OS engine and the setup of a copy of Aestiva Timesheets.

The HTML/OS engine is installed by your IT team with the help of Aestiva. This note is not for the installation of HTML/OS, but rather, the the setup of Aestiva Timesheets.

If you seek engine installation help then please call Aestiva for an install walkthrough or consult the HTML/OS Install Notes for your server platform. Once HTML/OS has been installed, all other tasks, including the installation of Aestiva Timesheets, can be done by the application administrator; the intended reader of this note.

Thank you for your order of Aestiva Timesheets. Aestiva strives to make the setup of Aestiva Timesheets as carefree as possible. If you have suggestions on how to improve this process, please let us know by emailing us suggestions.
The setup of the Aestiva Timesheets system is the main topic of this setup guide. This work requires an individual in your organization designated as the product administrator. That individual will work with Aestiva to facilitate the deployment.

Setup is a four-step process. The steps are as follows:
  1. Design Cycle
  2. Initial Testing
  3. Trusted Deployment
  4. Full Deployment
Each of these steps is described below.

In preparation for your first meeting (also called a Getting Started session), read over this document.

At your first meeting after purchase, Aestiva will review with you the timesheet design you wish to use.

Designs should be modifications to one of the three sample designs below. Feel free to print these out and fax them, with marked changes, to Aestiva. Fax your design to 310-373-5106 or email to
Aestiva reserves the right to charge for design changes if (i) changes require special programming, (ii) changes no longer fit within the context of a timesheet system, or (iii) you wish to start over with a design. Aestiva will notify you if extra charges are needed and seek your approval before proceeding with such work.

Aestiva will set up a copy of Aestiva Timesheets on one of Aestiva's servers (so both Aestiva and you can access it). We will then take your design and implement it in that copy. Allow one to three business days for processing. After completing a design you can review it, and set up another meeting with Aestiva where you can submit additional changes that may be needed.

Aestiva will do another round of design changes and, again, you can review and report back your recommendations, if any. This cycle will continue until the design is finalized.

During the first meeting, to help you decide on the design you want, we will review with you the following:
  • The setup of departments and locations.
  • Whether and where to display projects and/or charge accounts.
  • The leave formulas needed for your organization.
  • Whether and where to display leave accrued.
  • Whether and where to display holiday schedules.
Other information may be needed as well, depending on the components appearing on your Timesheet.

Components such as Projects, and Charge Accounts require you load data into the product. Data loaded into Aestiva Timesheets can be done manually, or with CSV (comma-delimited) text files. You do not need to prepare CSV files for the first meeting but it is a good idea to be aware that they may be needed. Wizards built into Aestiva Timesheets are used to import from CSV files.

Aestiva will walk you through how to manually change entries and/or upload CSV files, so after your first meeting, you can work on loading data into Aestiva Timesheet, if needed.

Aestiva also supports real-time data loading using SIMs (systems integration macros). Adding SIMs is initiated through Aestiva's sales department which provides cost quotes upon request.

Once Aestiva has completed its first design settings can be configured and data can be loaded. Note that data can be loaded even as Aestiva makes more changes. In other words, data can be loaded in parallel to Aestiva making design changes.

At your second and other meetings during the design cycle, Aestiva will work and train you how to:
  • Edit component menus
  • Load data from CSV files
  • Fill out approval chart(s)
  • Add and edit users and set up user profiles
  • Add your own instructions to user screens
  • Submit timesheets for purposes of testing the system
  • Submit leave requests for purposes of testing the system
By the end of this cycle you should have a system that's ready for testing.

Testing the system involves making sure all stages of your business process look and feel and work the way you wish. Here is a checklist of the items you'll want to review and test:
  • Timesheet when editing (before and after approval)
  • Timesheet content (before and after approval)
  • Email notification content
  • Exception report design and function
  • User leave summary, request, and holiday notifications
  • Leave request form when editing (before and after approval)
  • Leave request form display (before and after approval)
When testing, it's best to set up at least one user who submits Timesheets, and one or more users who approve them. Give each user your own email addresses so you can wear many hats as you test the system. Log in as different users and place, approve, and reject Timesheets.

Test four or five timesheet and leave request forms from beginning to end. If you encounter problems have Aestiva correct the problems and repeat. Once you've completed this test to your satisfaction you'll be ready for the next stage; "Trusted Deployment."

Now you're ready to release your system to your users. In this stage you deploy the system to no more than three or four people. These users should be "trusted" users, meaning they should be warned they are the first users to use the system and that they should alert you to any problems and/or usability issues that come up. Trusted deployment should be conducted for as much time it takes to complete a full payroll period.

Once this step has been completed you're ready for full deployment.

During or after Trusted Deployment you'll want to transfer your copy of Aestiva Timesheets from Aestiva's testing servers to your own in-house server. This is accomplished with a utility called Packit.

Packit allows you to pack up a copy of your Aestiva Timesheets package, along with all settings and data, into a file that can be downloaded and installed point-and-click onto a copy of HTML/OS installed on your in-house network.

Your Aestiva representative will walk you though the process of transferring the copy of Aestiva Timesheets from our servers to yours. Once installed on your in-house network, Aestiva Timesheets will run the same, except links to the program will use a URL different than the URL to Aestiva's testing servers.

After completing Trusted Deployment you're ready for Full Deployment. In preparing for this stage make sure your context-sensitive on-line help is complete and accurate. Add remaining users to the system and complete your approval flow chart(s).

Broadcast an email containing the access instructions to Aestiva Timesheet, including their login and password if different than others they already use. Request your users "Turn Help On" if they need special instructions. You are now fully deployed.


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 - Reliance Bank  - Kentucky Dental Association

For more information contact:  1-888-AESTIVA (237-8482)   1-310-697-0338

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