ERMAS REFERENCE GUIDE

ENERCON’S RESOURCE MANAGEMENT

AND ACCOUNTING SYSTEM

Revision 20
August 3, 2023

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TABLE OF CONTENTS

1 Purpose: ................................................................................................................................................ 4
2 Role Definitions: .................................................................................................................................... 4
3 Project Definitions: ............................................................................................................................... 4
4 ERMAS Website and Password: ............................................................................................................ 6
5 Roles/Responsibilities: .......................................................................................................................... 8
6 ERMAS Organizations:......................................................................................................................... 10
7 Project Management Functions in ERMAS: ........................................................................................ 11
8 Timesheet Data Entry: Time should be recorded daily per policy AD2.3.6. ...................................... 13
9 Timesheet validations: ........................................................................................................................ 15
10 Expense Report Data Entry and Approvals: .................................................................................... 15
11 Expense Report Validations: ........................................................................................................... 16
12 Chart of Accounts:........................................................................................................................... 16
13 Per Diem and Field Pay: Reference job aid Per Diem - Field Pay ................................................... 17
14 Dashboards: .................................................................................................................................... 17
15 Reports: ........................................................................................................................................... 17
16 PTO Balance: ................................................................................................................................... 22
17 Nightly Quality Assurance Checks: .................................................................................................. 22
18 Overall ERMAS Training Links: ........................................................................................................ 22
19 Specific ERMAS Training Topics: ..................................................................................................... 22
20 Job Aid Links: Job aids for ERMAS are referenced at Job Aid Links. .............................................. 23

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 Revision History

Revision Number Revision Description Revision Date

1 Original document 5/30/2017
2 Added job aids for reporting and fee at risk. Changed links to 6/8/2017
ERMAS Supplemental Reports.
3 Updated project closure job aid links to have separate job aids 11/27/2017
for FP and T&M projects.
4 Added job aid links to CPPM Parent/Sub carry over projects in 12/4/2017
7.12.
5 Updated all training links and job aid links that have been 8/1/2018
modified.
6 Added lead and contributor closure job aids and updated job aid 8/22/2018
link document.
7 Added lead and contributor project administration job aid link 11/27/2018
and updated job aid link document.
8 Updated superuser module links 1/4/2019
9 Updated organization and payables coding documents for 2019. 1/9/2019
10 Updated link to Nightly QA Exception Checks and updated 1/23/2019
document in SharePoint.
11 Updated links and references based on ERMAS-Unanet version 7/30/2019
11.
12 Updated draft invoice sections 3.6 and 3.7 to include new job 9/9/2019
aids; 8.3.1 overtime approval at the employee level to not be
needed; ERMAS password authentication through single sign-on
in section 4.
13 Updated broken links. 10/14/2019
14 Updated superuser module links 11/11/2019
15 Updated section 7 to add 2 new job aids 1/6/2020
16 Updated link to Module 8 3/19/2020
17 Updated link in draft invoices 3.6.2 and 3.7.2 4/15/2020
18 Removed employee OT approval in section 8.3 and 9.3 3/15/2021
19 Modified job aid links 3/21/2022
20 Revised links 8/3/2023

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1 Purpose:
1.1 The purpose of this document is to provide an overview of ERMAS, ENERCON’s Resource
Management & Accounting System. ERMAS is to be used by employees for entering time
and expenses, by Project Managers and Project Manager Assistants for establishing and
monitoring the financial status of projects and for Office and Business Managers to
monitor the Financial Status of the Company and Business Units, project status and the
critical employee utilization parameters associated with their office or business area.
2 Role Definitions:
2.1 Time User: Allows employees to enter and submit time worked.
2.2 Time Approver: Allows supervisors to approve timesheets of direct reports.
2.3 Expense User: Allows employees to enter and submit expenses to be reimbursed.
2.4 Expense Approver: Allows supervisors to approver expense reports of direct reports.
2.5 Business Manager (Client Service Manager and/or Product Line Manager): The ENERCON
Manager with Management responsibilities over a Product Line or group of Product Lines
and/ or a major Client or group of Clients.
2.6 Division Manager: The ENERCON Manager designated as responsible for the performance
of all personnel and projects assigned to an ENERCON Division. Division Manager is
sometimes used interchangeably with the title of Division Director who may be
responsible for one or more divisions.
2.7 Office Manager: The ENERCON Manager designated as responsible for all personnel
assigned to and projects conducted from an ENERCON Office location.
2.8 Project Manager: The individual assigned the responsibility for technical, administrative
and financial management of a specific project. The Project Manager is identified in
ERMAS.
2.9 Project Manager Assistant: The individual assigned to create/setup projects in ERMAS and
assist the assigned Project Manager with day-to-day project maintenance.
2.10 Vice President: The Vice President designated as responsible for the performance of all
personnel and projects assigned to one or more ENERCON Divisions.

3 Project Definitions:
3.1 Active Project: A project that is in an open/active status, overspend, on hold, warranty or
a completed pending payment status.
3.2 Inactive Project: A project in a closed/inactive status that has had all invoices paid and is
fully complete. If a project can be referenced to a client, the closed status should be
“referenceable”; otherwise, it should be “non-referenceable”. Note: New Project Status is
also considered Inactive until the point that it is approved by the PM. Templates are
always considered Inactive.
3.3 Closed Accounting Period: Previous Accounting periods that have had all data extracted
and posted by Accounting, closing the books.
3.4 Open Accounting Period: The current and future Accounting period.
3.5 Pre-Bill Review – Mandatory checks of project data to ensure accuracy, which should be
done throughout the month and again, once Draft Invoices are available. Reference the
Pre-Bill Process Job Aid:

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 3.5.1 Pre-bill reviews should be made regularly throughout the month to ensure
accuracy of all data in a project, inclusive of set-up data, rates, expenses,
payables, assignments, hours charged, and fixed price items.
3.5.2 Labor categories and bill rates must be verified and corrected prior to employee
timesheet submittal and approval on the 15th and last day of the month.
3.5.3 Assignments need to be verified, including the “!ADDRESS THIS ASSIGNMENT
IMMEDIATELY!” report.
3.5.3.1 Please reference the Ghost Assignment Reports Job Aid regarding the
reports that should be run daily.
3.5.4 Bill Rates need to be verified for the month.
3.5.5 Billable Expense Reports and Payables need to be coded correctly (as evidenced
by PM approval) prior to submission to Accounting.
3.6 Draft invoices – Time and Materials:
3.6.1 Accounting creates a draft invoice for time and materials projects that contains
charges to be invoiced. This is done as soon as the time for the 16th-EOM (end of
month) of the previous month has been extracted – typically by the 4th workday.
3.6.2 Please reference the FP & TM Invoicing Job Aid for details regarding this process.
If a time correction is needed, please use the Time Correction Worksheet.
3.7 Draft invoices – Fixed Price:
3.7.1 When a fixed price invoice needs to be created, the project manager should
ensure that an accurate Fixed Price Item has been created to correspond to the
amount being invoiced and then enter a ticket for Accounting at
https://support.enercon.com/ to request the draft invoice creation. Details of
the requested invoice should be provided, including amount, date, project, and
delivery instructions (if the PM is receiving the invoice or if the invoice needs to
be sent directly to the client). The fixed price item should be referenced.
3.7.2 Please reference the FP & TM Invoicing Job Aid for details regarding this process.
If a time correction is needed, please use the Time Correction Worksheet.
3.8 Project Organization: This is the client organization/designator that a project is being
created for.
3.8.1 The project organization contains the client designator plus a specific plant
designator if applicable. For example, if the client is “TEST” and the plant is “KS”,
the project organization would be TESTKS. If there isn’t a plant, it would be TEST.
3.8.2 If a project is under an EOC agreement, the project organization should contain a
“#” sign after the client designator and before the plant designator. For example,
if the client is “TEST” and the plant is “KS”, the project organization would be
TEST#KS.
3.9 To request a new client, client address, or contact, please reference the ERMAS Customer
Org-Address-Contact Request document on SharePoint. Requests are processed in the
EIM application under “Manage Customer Organizations”.
3.10 To change an existing client address, login to EIM and click on “Manage Customer
Organizations” and “Edit Existing Customer Address”.
3.11 Project Code: This is the project number that’s created automatically during project
initiation.
3.11.1 The prefix is the project organization (e.g., TESTKS).

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 3.11.2 After the prefix, a tilde “~” sign will be added to separate the project organization
from the sequence number (e.g., TESTKS~).
3.11.3 The project number will be the next sequence number for the project
organization with a total of 5 numbers (e.g., TESTKS~000006).
3.12 Utilization: The fraction of an employee’s working hours that are utilized on client billable
projects, expressed as a percentage of total working hours. Reports are available under
the ERMAS ENERCON Custom Reports section. Please reference the ERMAS Running
Utilization Reports Job Aid.
4 ERMAS Website and Password:
4.1 Production URL: https://enercon.unanet.biz/
4.2 Sandbox URL: https://enercon-sand.unanet.biz/
4.2.1 The sandbox is used for training and testing purposes. For access to the sandbox,
please open an IT ticket.
4.3 The software is cloud based and can be accessed through the web via a computer or
mobile device. Updates to the application will not require any installation by a user.
4.4 ERMAS authentication for employees is managed through ENERCON’s active directory
(email) credentials via the single sign-on process.
4.4.1 If you are on the ENERCON network (in the office), when you visit the ERMAS
sites you will be automatically authenticated against Active Directory and signed
in without delay. No password needed!
4.4.2 If you are working remotely and connected to VPN, when you visit the ERMAS
sites you will be automatically authenticated against Active Directory and signed
in without delay. No password needed!
4.4.3 If you are working remotely and not connected to VPN (via a computer, phone,
tablet, etc.), you'll be directed to the ADFS login screen. Login with your
ENERCON EMAIL credentials (not ERMAS credentials). After logging into ADFS,
you will be required to authenticate through DUO by either sending a push to
your phone, calling you, or entering a passcode.
4.5 ERMAS authentication for sub-contractor (only) accounts will continue to use an ERMAS
password. They will be provided with a separate link to login to ERMAS upon activation.
4.5.1 Password Rules:

4.5.2 Password Expiration: Every 90 Days

4.5.3 Resetting Password (production only)

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4.5.3.1 Click on “Forgot your password?”

4.5.3.2 Enter in your ERMAS user name (in the format SCxxxx) and your email
address that your ERMAS SC account is linked to. Click on Request
Reset.

4.5.3.3 A confirmation message will show letting you know that an email has
been sent. When you receive the email, click on the link in the email to
go to the password reset page.
4.5.3.4 Enter your new password, following the password character rules
above, and click on Reset Password. You will receive a confirmation
that the password reset is complete.

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5 Roles/Responsibilities:
5.1 All employees are given timesheet entry access to allow timesheets to be completed.
5.2 Regular (Full-Time), LTLB, Part-Time, and Intercompany Subcontractor employees are
given expense user access to be able to create an expense report.
5.3 Managers and Supervisors will be given access to approve their direct reports timesheets
and expense reports.
5.3.1 Additional access to employee related reports will need to be requested.
5.4 Access related to projects will need to be requested through the EIM (ERMAS Integration
Management) application. Please reference the EIM Org Access Job Aid.
5.5 Roles are assigned based on a user’s position and should be requested by an employee’s
supervisor through the EIM application. If you are unable to see all the information
needed, it is due to the role and/or organizational access you’ve been given. Please note
that ERMAS contains proprietary and personal information, so role and/or organizational
access is restricted to protect this information. The below details describe the primary
roles in ERMAS and what information can be viewed with the role. All roles are based on
division/organization access, which means that a user will only be able see everything
their role permits for the organizations they’ve been given access to.
5.5.1 PMA Role – Project Manager Administrator Role: The PMA role allows project
manager administrators that have passed the ERMAS PMA Quality test the ability
to create and manage projects in ERMAS. This is given at a division/organization
level and includes:
5.5.1.1 Creating a new project (‘+Project’ option under “Project”)
5.5.1.2 Adding and editing of the project profile, funded value, budgets,
project administrators
5.5.1.3 Adding and editing tasks and task budgets
5.5.1.4 Adding and editing resources, authorized hours, and bill rates
5.5.1.5 Project reporting, including billing and revenue recognition reports and
project cost reports
5.5.1.6 Adding and editing invoice setup, including payment terms, logo
selection, billing address, contact, contract number, order number and
Fixed Price Items and invoice memos

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5.5.2 PM Role – Project Manager Role: The PM role allows certified project managers
that have passed the ERMAS PM Quality test the ability to manage projects in
ERMAS. This is given at a division/organization level and includes:
5.5.2.1 Editing of project profile, funded value, budgets, project administrators
5.5.2.2 Note: ‘+Project’ is not available (cannot create new projects)
5.5.2.3 Adding and editing tasks and task budgets
5.5.2.4 Adding and editing resources, authorized hours, and bill rates
5.5.2.5 Project reporting, including billing and revenue recognition reports and
project cost reports
5.5.2.6 Editing invoice setup, including payment terms, logo selection, billing
address, contacts, contract number, order number, Fixed Price Items
and invoice memos
5.5.3 FPM Role – Functional Project Manager Role: The FPM role allows certified
project managers that have passed the ERMAS PM Quality test the ability to
manage specified projects in ERMAS as a project lead with the PMA as the
project manager. The PMA will create the project and will assign the FPM as the
project lead under the project administrator section for a specific project. The
FPM role is assigned on a project-by-project basis. The FPM role includes:
5.5.3.1 Editing of project profile, funded value, budgets, project administrators
5.5.3.2 Adding and editing tasks and task budgets of project
5.5.3.3 Adding and editing resources, authorized hours, and bill rates of
projects
5.5.3.4 Project reporting, including billing and revenue recognition reports and
project cost reports that can be run with the FPM specified as the
project lead in the report criteria
5.5.4 BDM Role / Tier 3 Manager Role: The BDM/Tier 3 Manager role is given at a
division/organization level and includes:
5.5.4.1 Adding and editing tasks and task budgets
5.5.4.2 Project reporting, including billing and revenue recognition reports and
project cost reports
5.5.4.3 Editing existing resources authorized hours and bill rates
5.5.4.4 Viewing invoice setup, including payment terms, logo selection, billing
address, contacts, contract number, order number and invoice memos
5.5.4.5 Viewing people reports for chain of command
5.5.5 CSM Role – Client Services Manager Role: The CSM role will allow client service
managers the ability to view all the projects and reports associated with their
clients. This includes:
5.5.5.1 Project reporting for their clients, including billing and revenue
recognition reports
5.5.5.2 Viewing resource assignments, bill rates and hours
5.5.6 Exec Role / Division Manager Role: Executive / Division Manager Role – This role
allows the executives and division managers the ability to view reports for their
division, including financial reports, as well as chain of command reports.

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 5.5.6.1 Project reporting, including billing and revenue recognition reports and
project cost reports
5.5.6.2 Viewing projects, resources, tasks, budgets, bill rates for projects in
your division
5.5.6.3 Accounts Receivable reporting for your division
5.5.6.4 General Ledger and financial reporting for your division
5.5.6.5 People reporting for chain of command and your division
5.5.7 Viewer Role – Read Only Viewer Role: The Viewer role is given at a
division/organization level and includes:
5.5.7.1 Project reporting, including billing and revenue recognition reports and
project cost reports
5.5.7.2 Viewing project and task budgets
5.5.8 Supervisor Role: The supervisor role allows the ability to view bill rate and
amount details on projects to track performance.
5.5.8.1 Project reporting, including billing and revenue recognition reports and
project cost reports
5.5.8.2 Viewing projects, resources, tasks, budgets, bill rates for projects in
your division
5.5.8.3 View labor and expense bill and cost budget on projects that can be
edited (as a lead)
5.5.8.4 People reporting and utilization for chain of command and your
division
5.5.9 Accounting Roles: The Accounting roles include accounts receivable, accounts
payable, and general ledger roles at different levels depending on the
employee’s position.
5.5.10 HR Administrator Role: This role is used for human resource administrators to
manage all employee related functions.
5.5.11 Administrator Role: This role is used for those in a system administrative role to
maintain all functions within ERMAS, including employee, project, and
Accounting. Administrator role is required for most Import/Export functionality
within ERMAS.

6 ERMAS Organizations:
6.1 Organizations in ERMAS are the divisions based on the company structure.
6.2 Organizations are set up to “roll-up” under a parent organization for reporting purposes.
For example, “O.NSG.NMW” would roll up under “O.NSG”, which would roll-up under “O”
(i.e., Operations).
6.2.1 O: OPERATIONS
6.2.2 Organization: NSG: Nuclear Services Group
6.2.3 Owning Organization: NWM - North/Midwest
6.2.4 Divisional Owning Organization: Midwest Division
6.2.5 Employee Location: EW, MN, NX, OP, PM: Used to capture an employee’s
location

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 6.3 Revenue is captured at the Divisional owning organization level.
6.4 The location level, such as “MN” is used for employee locations only. Revenue is not
captured at the location level. Projects are not created at the location level.
6.5 Based on role access, there may be an “Organization” menu at the top of ERMAS. If so,
organizations can be viewed.
6.6 Based on role access, there may be a “Reference” menu under the “Reports” menu of
ERMAS. If so, the references will have a report to show the “Organization Tree View”.
6.7 Please reference the current organization structure from ERMAS Organizations.
6.7.1 Organizational changes can be referenced from Organizational Changes.

7 Project Management Functions in ERMAS:

Each tab/page of the ‘Create Project’ screen, as well as the fields found on each screen, are
listed below along with references to associated job aids. Please reference PM3.4 for the
procedures related to project management.
7.1 Create Project and Profile Tab: Project Status, Owning Organization, Project Organization,
Project Code, Project Title, Comments, Project Management Level, Project Type. Please
reference the Project Creation Job Aid.
7.2 Create Project – Budget Tab: Completed Date, Project Dates, Hours Budget, Labor
Budget, Expense Budget, Percent Complete
7.3 Create Project – Accounting Tab: Billing Type, Posting Group, Cost Structure, Total Value,
Funded Value, Fees, External System Code
7.4 Create Project – Access Tab: Organizational Administrators Access, User Access
7.5 Create Project – Time Tab: Designate as leave project, Allow Time Reporting, Allow
Future Charges, Require Comments, Location Required, Default Location, Default Pay
Code, Time In/Out, Bill Rate Source, Cost Rate Source, Labor Category Usage.
7.6 Create Project – Expense Tab: Allow Expense Reporting
7.7 Create Project – Alerts Tab
7.8 Create Project – Other Tab: NAICS Code, Product Line, Service Line, QA Project Number,
OT Authorized, Client Contact/Phone, Formal QA Program Requirements, Monthly A/R
Interest Rate, GSA# - Volume Discount/Fee-at-Risk, Earned Value Status
7.9 Project Notes – Please reference the Knowledge Center document for Project Notes.
7.10 Additional job aids related to projects include:
7.10.1 Viewing Open and Closed Projects Job Aid
7.10.2 ERMAS Assignment Import Export Job Aid
7.10.3 ERMAS Multi-Labor Category Assignments for a Task Job Aid
7.10.4 Project Administrator Role Updates

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7.11 Volume Discounts and Fee-At-Risk (FAR) Projects
7.11.1 The GSA/EOC agreement number that references the volume discount or fee-at-
risk should be selected on the “Other” tab on the project profile.
7.11.2 The percentage of the VD or FAR will be applied based on the project billing type,
the applicable period, and other contract specific agreements.
7.11.3 This includes scorecard percentages as well.
7.11.4 Please reference the Volume Discount and Fee-at-Risk Matrix for details on the
GSA/EOC agreement details.
7.11.5 Please reference the At-Risk Project Setup Job Aid.
7.11.6 For projects where a portion of the contract is paid as Fee at Risk (FAR), ERMAS
should be set up in accordance with the ERMAS Fee at Risk Job Aid.
7.12 Project Closure:
7.12.1 Fixed Price Project Completion and Closure Job Aid
7.12.1.1 Fixed Price Project Completion and Closure Checklist
7.12.2 T&M Project Completion and Closure Job Aid
7.12.2.1 T&M Project Completion and Closure Checklist
7.12.3 Lead and Contributor Projects:
7.12.3.1 Fixed Priced Lead & Contributor Completion and Closure Job Aid
7.12.3.2 Fixed Price Lead & Contributor Completion and Closure Checklist
7.12.3.3 T&M Lead and Contributor Completion and Closure Job Aid
7.12.3.4 T&M Lead and Contributor Completion and Closure Checklist
7.12.3.5 Project Administration Lead & Contributor Job Aid

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8 Timesheet Data Entry: Time should be recorded daily per policy AD2.3.6.
8.1 Creating a timesheet – Please reference job aid Timesheet Entry
8.1.1 To create a timesheet/enter your time, click on ‘+ Timesheet’ under your Time
menu.
8.1.2 Select the projects and tasks that will be available on your timesheet by clicking
on the “My Projects” button.
8.1.2.1 The projects and tasks listed will be based on the available hours that
have been assigned to an employee by a project manager in addition to
the task and assignment dates.
8.1.2.2 Overhead projects will be available to all personnel.
8.2 Timesheet Status
8.2.1 Active timesheets will show timesheets that are in use, submitted, approved, and
disapproved.
8.2.2 Completed timesheets will show timesheets that are extracted and locked.
These can be accessed by clicking on the “Completed Timesheets” link under the
Home Page Quick Links.
8.3 Overtime – Please reference AD2.3.3 for the ENERCON overtime policy. Overtime cannot
be charged until 40 standard hours have been charged on a timesheet. Weeks begin on
Sunday; ending on Saturday. Compensated overtime requires 1 level of approval:
8.3.1 Overtime Approval at the Project Level:
8.3.1.1 The project must be approved for overtime by the project manager and
by management on the project profile.
The project profile comments will be updated to show if the project is
approved for overtime or not. This information will be shown at the
beginning of the comments to show “OT_NOT_APPROVED” or
“OT_IS_APPROVED”. This information will allow an assignment to view
the overtime status of the project they are charging to. If an employee
receives an error related to overtime (like the below), they can check to
see if the project is approved for overtime without leaving their
timesheet.
8.3.1.2 Click on the eye glasses next to the project, and the project information
will pop up. The “comment” field will show if the project is approved
for overtime or not approved for overtime.

8.4 Other Pay Codes – Project Code with (Pay Code in Parenthesis) (beside billable and
overhead): Please reference the policy AD2.3.5.
8.4.1 Paid Time Off - 002.PTO Project (PTO)
8.4.2 Holiday – HOLIDAY Project (HOL)

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8.4.3 Floating Holiday - FLOATINGHOLIDAY Project (FLT)
8.4.4 Unpaid Leave – 006.UNL Project (UNL) – Please reference the job aid for UNL for
an LTLB
8.4.4.1 An LTLB exempt employee is required to record a minimum of 30 hours
per week on their timesheet per ENERCON’s Administrative Policy
Guide AD2.3.6. If the minimum of 30 hours is not worked, the
employee must record the difference of worked hours and non-worked
hours against project code “006.UNL - Unpaid Leave/Non-Worked
Time” (UNL) to meet the combined required minimum 30 hours per
week
8.4.4.2 A part-time employee is defined as an employee working 29 hours or
less per week. Part-time employees do not need to record a timesheet
if time is not charged (unlike the LTLB exempt employee). Therefore,
the UNL code will not need to be used.
8.4.5 Bereavement – BEREAVEMENT Project (BRV)
8.4.6 Jury Duty - JURY Project (JUR)
8.4.7 Paid Sick Leave – SICK Project (SCK) – only to be used by LTLB or PT employees in
jurisdictions that mandate Paid Sick Leave Provisions.
8.4.8 PreHire/Post-Termination – Also uses 006.UNL Project (PUT) – has to be used for
any time previous to hire date (Employee to input) or after Termination date
(Supervisor to input) to satisfy timesheet VSP rules. Please reference the
Entering PUT Hours Job Aid.
8.4.9 There are other codes, but they should only be used as counseled by HR.

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9 Timesheet validations:
9.1 When a timesheet is submitted by an employee, various validations are made before
completing the submission. If a validation fails, an error message will be presented in red
within a red box on the employee’s timesheet with details regarding the error. The errors
must be corrected prior to submission. Here are a few validation examples. Please
reference the Time and Expense Validation Job Aid for a complete and updated list.
Notices in Yellow are warnings/expectations, Red are Errors, and Black are informational.
9.2 Validation Examples:
9.2.1 Validation to confirm that the minimum hours worked for the employee has
been recorded on the timesheet
9.2.2 Overtime validations
9.2.3 Unpaid leave validations
9.2.4 Holiday validations
9.2.5 Overhead project validations
9.3 Error message example - An example of a timesheet error message is shown below.
Please note that information in black is not an error message but is for information
purposes. In this example, 2 validations failed, and one of the validations references an
administrative policy:

9.3.1 Validation for recording the 80 hours minimum for the period as per AD2.3.6
9.3.2 Validation for recording compensated overtime to a project that was not
approved for overtime
9.4 Successful submission example – An example of a timesheet that has been successfully
submitted is presented in a yellow box. The information of the hours submitted by
timesheet period is provided as reference.

10 Expense Report Data Entry and Approvals:

10.1 Creating an Expense Report – Please reference the job aid Expense Report Entry and the
knowledge center End User Expense Training
10.1.1 To create an expense report, click on ‘+ Expense’ under your Expense menu or
from your Home dashboard.

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 10.1.2 Enter the purpose, location and select the projects that are being charged to.
Only the projects on your current “My Projects” list will be shown as Projects to
charge to. To add other projects for your selection, you will have to add them to
your “My Projects” List by clicking on Expense/My Projects. Only Billable
projects/tasks that allow expenses that you are assigned to charge to will be
shown in the dropdown, even if in your “My Projects”.
10.1.3 Click on “Details” to select the expense types for the report. Please reference
Expense Type Account Number Summary for a list of expense types. Many
expense types are prefaced by the type of expense it is, for example:
10.1.3.1 PROJ = Project
10.1.3.2 NEE = NEE project
10.1.3.3 TRAVEL = Travel
10.1.3.4 TVA = TVA project
10.1.4 A wizard may pop up for more information regarding the expense, including the
vendor, amount and receipt. Select what project it’s being allocated to unless
“allocation was chosen”. All warnings and information should be followed.
10.1.5 To see the allocated amounts, click on the “Allocated” button. This will provide a
detailed report view of the expense report and the allocations.
10.1.6 Attach your receipt(s), save and submit the expense report.
11 Expense Report Validations:
11.1 When an expense report is submitted by an employee, various validations are made
before completing the submission. If a validation fails, an error message will be
presented in red within a red box on the employee’s expense report with details
regarding the error. The errors must be corrected prior to submission. Please reference
the Time and Expense Validation Job Aid for a complete and updated list.
11.2 Examples of Expense Report Validations:
11.2.1 Date validations based on timesheet
11.2.2 Allowed expense report project/task validation
11.2.3 Expense type prefix validations
11.2.4 Mileage rate validations
11.2.5 Required attachment and receipt validations
11.2.6 Charitable contributions validations
11.2.7 Rental car validations
11.2.8 Office equipment validations
11.2.9 Travel Advances validations
11.2.10 Client contractual validations

12 Chart of Accounts:
12.1 Please reference the latest version of the chart of accounts, which maintained by
Accounting, at Chart of Accounts List.
12.2 Please reference the latest version of the coding guidance for payables, which is
maintained by Accounting, at Coding Guidance.

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13 Per Diem and Field Pay: Reference job aid Per Diem - Field Pay
13.1 The per diem and field pay expense reports will be generated automatically by ERMAS for
employees that are entitled to receive this compensation.
13.2 HR will update the valid dates and amounts in ADP, which will feed into ERMAS.
13.3 Employees entitled to receive per diem or field pay will be notified by ERMAS that the Per
Diem/Field Pay Expense report is ready for approval and submission.
13.4 The process for Per Diem and Field Pay is automated within ERMAS to allocate both costs
and billable to client amounts properly, per contractual requirements.
13.4.1 Contractual requirements may be weekly or bi-monthly, depending on the client.
13.5 The system will use Extracted/Locked time, so time must be submitted and pulled for
Payroll/Invoicing purposes before the expense report can be approved and processed for
payment.
13.6 All Expense reports show Non-Billable as the Expense reports are Costs Only. Billable
Amounts are only reflected on T&M projects as Fixed Price Items. PM’s should check
their Fixed Price Items as soon as they approve the Expense Reports to ensure that the
amounts being charged to their T&M projects are accurate and complete.
14 Dashboards:
14.1 Dashboard Management is available under the Preferences>>Dashboard menu option.
Please reference the Knowledge Center Creating Dashboard Lists and Dashboard
Reference. Configuring dashboards allow a user to customize their dashboards with
reports that are valuable to the individual.
14.1.1 Dashboard tab - Used to control the order of the sections that appear on the
dashboard.
14.1.2 Charts tab – Used to control the charts that appear on your home dashboard. It
is recommended that the number of charts are limited on your dashboards due
to the processing time.
14.1.3 My Reports tab – Used to control which saved reports will appear on your
dashboard, including saved report criteria and saved adhoc reports.
14.1.4 My Lists tab – Used to control the saved list criteria on your dashboard.
14.1.5 Shared Reports tab – Used to control which shared reports are on your
dashboard.
15 Reports:
15.1 Canned Reports – There are many canned reports available from the “Reports” menu.
The reports are inherent in the software and can be run based on various selection
criteria that you specify. Available reports are based on role access.
15.1.1 ENERCON Canned Reports Module
15.1.2 PM/PMA Reports: Invoice Status (Unanet Resource)
15.1.3 PM/PMA Reports: Using the Control Panel Report (Unanet Resource)
15.1.4 PM/PMA Reports: Project Performance and Chart (Unanet Resource)
15.1.5 PM/PMA Reports: Project Margin (Unanet Resource)
15.1.6 PM/PMA Reports: Project Cost Summary (JSR) (Unanet Resource)
15.1.7 PM/PMA Reports: Project Actuals Summary Report (Unanet Resource)
15.1.8 PM/PMA Reports: Cost Summary and Status (Unanet Resource)
15.1.9 PM/PMA Reports: Project Performance Report (Unanet Resource)
15.1.10 PM/PMA Reports: Time Details (Unanet Resource)
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 15.1.11 PM/PMA Reports: Expense Details (Unanet Resource)
15.1.12 Timesheet Pie Chart (Unanet Resource)
15.1.13 Timesheet Status Report (Unanet Resource)
15.1.14 Additional project reports can be referenced at ERMAS Project Reports.

15.2 Shared Reports – Reports that are created and shared by an administrator.
15.2.1 Shared reports are created by personnel with an administrator role.
15.2.2 Shared reports can be added by selecting the report from the “available shared
reports” under “Preferences/Dashboards/Shared Reports” and then by clicking
on the > and saving.

15.2.3 Shared reports can be deleted by selecting the report from the “added shared
reports”, under “Preferences/Dashboards/Shared Reports” and clicking on the <
to remove it from the dashboard and saving.
15.2.4 Shared reports are prefixed with the group that they apply to. Access to the
reports are based on role access as well as organization access.
15.2.4.1 ACCT – Accounting
15.2.4.2 AR – accounts receivable
15.2.4.3 DRAFT – draft invoices
15.2.4.4 EXEC – executive management reports
15.2.4.5 FIN – financial reports
15.2.4.6 FP – fixed price
15.2.4.7 Manager – manager reports
15.2.4.8 MM – manager reports
15.2.4.9 PM – project manager reports
15.2.4.10 Project – project reports

15.3 Adhoc Reports –Reports you create that contain the fields you want to see, custom
calculations, and filter criteria. Please reference the Adhoc Report Job Aid.
15.3.1 Available fields to create an Adhoc report on are based on an employee’s role
and organization access. If a report is created, but data is not being shown, it’s
due to insufficient access. If a field is not available, it is due to insufficient access.
15.3.2 Create an Adhoc report - Click on the “Reports” menu and click on “Adhoc”. Click
“+ Adhoc Report” to add an Adhoc report.

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 15.3.2.1 Report Columns Tab - Select your columns based on the type of report
you’ve created (person versus project) and click the > to add to the
report.

15.3.2.2 Sorting Tab – Specify sorting

15.3.2.3 Criteria Tab – Specify filter criteria (see below example). More than
one criteria can be entered. In the below example, the project note
title of “Abstract” is being filtered and the note description that
contains “outage”, “water”, or “filter”. By comma separating the filter
value, the report will return results if any of the filters apply.

15.3.2.4 Save your report to a dashboard and run. It will be available to run at
any time, and it can be edited to allow changes to the columns, criteria,
etc.…
15.3.3 Adhoc reports can be shared by exporting them into an XML format and then
importing them into your Adhoc reports. Please reference the job aid.
15.3.3.1 Please note that a shared report will only report on data based on the
role and organization access of the user executing the report. If a user
with a different level of access shares a report, it is possible that the
report will not run when imported into another user’s dashboard.

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15.4 Custom Reports are available by clicking on the “ENERCON Custom Reports” link from the
question mark (?) on the home tab or the reports tab. These are customized reports
created for ENERCON and are available based on role access. If you do not have access to
the reports, they will not be visible. These include project manager reports, financial
reports, and Accounting reports.

15.5 Utilization Analysis by Employee – Overall employee utilization is the single most
important factor affecting the company’s financial performance. Therefore, it is critical
that each manager closely monitor utilization rates. Every effort should be made to
maximize utilization by assuring that every hour that can legitimately be charged to client
billable work is properly recorded. Managers should frequently review the aggregate
utilization of all reporting employees. Adjustments to work load or project assignments
are to be made where appropriate to increase the utilization of any employee with low
utilization rates.
15.5.1 This report can only be run by those with a manager role (i.e. anyone that
approves timesheets).
15.5.2 Please reference the job aid ERMAS Running Utilization Reports for details on
running the report.
15.6 Utilization Variance Analysis – This is the utilization analysis by organization group. It is a
comparison of actual staffing levels and staff utilization rates to the corresponding
business plan. Each manager shall review this ‘Utilization Analysis’ at least weekly.
Significant negative variance with the business plan shall be corrected where ever
possible by reassigning personnel, accelerating project work, or other corrective actions
as appropriate.
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 15.6.1 This report can only be run by those with a manager role (i.e. anyone that
approves timesheets).
15.6.2 Please reference the job aid ERMAS Running Utilization Reports for details on
running the report.
15.7 Employee Contribution Margin – This is the margin the employee delivers to the
organization based on billable charges minus total burdened cost of the employee. The
report displays total hours worked, applied hours, total revenue generated, and total
burdened labor cost.
15.7.1 This report is accessible only to employees with the general ledger viewer role in
combination with a manager role and to administrators.
15.7.2 The employee level must be level 11 and above.
15.7.3 The employee category must be management or business development
management.
15.7.4 If the employee has a category of business development manager, they can see
the ECM for any non-BDM and non-MN within the organization based on their
organization access for the general ledger viewer role.
15.7.5 If an employee has a category of management, they can see the ECM for any
non-MN employees within the organization based on their organization access
for the general ledger viewer role.
15.8 Project Control Panel – This is a report that captures a projects financial status, including
revenue, write-offs and adjustments, target revenue, billed/invoiced amounts, budgets,
funded value, and accounts receivable balance. Please reference the Project Control
Panel documentation on the Knowledge Center. Within the report, the below sub-reports
can be viewed:
15.8.1 Billing & Revenue Summary – This is a report that shows the billed and revenue
amounts for a project.
15.8.2 Cost Summary & Status – This report shows the breakdown of the fees and
income for a project.
15.8.3 Invoice Status – This is the list of invoices for the project and their status. If the
balance is $0, then it has been paid.
15.8.4 Org Activity – This is a CRM type report that lists all the information for a specific
client.
15.8.5 Project Transactions – This is the transaction detail report showing hours,
charges, invoices, and revenue postings based on the date range selected.
15.9 Project Attribute Setup – This section allows attributes to be added for the project that is
being edited. This includes attributes for primary and secondary keywords.
15.10 Additional ERMAS Reports are available by clicking on the ERMAS Supplemental Reports
link from the question mark (?) menu on the home page or from the
reports tab. These are customized reports created by ENERCON IT that
are not accessible through the application. Please reference the ERMAS
Supplemental Reports Job Aid.

15.10.1 Task Audit Report by PM – Shows tasks with un-extracted time,

the dates charged to the task and the task dates to use prior to updating task
dates outside of the range.

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 15.10.2 Labor Category vs Assignment Rates – Shows labor category rates compared to
assignment rates.
15.11 Historic Reports from CPPM are available by clicking on the CPPM
Historic Reports Link from the question mark (?) menu on the
home tab or the reports tab. These reports will allow you to run
project related reports that were in CPPM.
16 PTO Balance:
16.1 An employee may obtain their PTO balance by running an Accrual Detail Report from the
Reports menu under the User Reports.
16.2 An employee may obtain their PTO balance through their timesheet by adding the project
“002.PTO Paid Time Off” and clicking on the eye glasses to view their balance.
17 Nightly Quality Assurance Checks:
17.1 Emails are sent nightly by [email protected] to notify administrators,
Accounting, project administrators, etc.… of errors found in a project or employee setup.
An example of the email is shown below.

17.2 Details of the quality assurance checks can be referenced at Nightly QA Check Guidance.
17.3 Corrections to the referenced exceptions should be made immediately, if possible.
18 Overall ERMAS Training Links:
18.1 Overall Training Modules: Project Manager Training
18.2 Overall Training Reference Documents: Reference Documents
19 Specific ERMAS Training Topics:
19.1 Module 1: Unanet Overview
19.2 Module 2: Importance of Project Management
19.3 Module 3: Overview of Lifecycle PM Functions
19.4 Module 4: ERMAS User Interface
19.5 Module 5: Project Creation Part 1 - Setting Up a Project
19.6 Module 6: Project Creation Part 2 - Loading Tasks and Resources
19.7 Module 7: Fixed Price Items
19.8 Module 8: Accounting Finance in ERMAS
19.9 Module 9: Invoicing and Prebilling
19.10 Module 10: Canned Reports
19.11 Module 11: Adhoc Reports
19.12 Module 12: Other Project Activities
19.13 Module 13: ADP, SharePoint, and P6 Integration with ERMAS
19.14 Module 14: Scheduling, Earned Value Basics and P6
19.15 Module 15: Balancing Projects
19.16 Module 16: Project Closure
19.17 Module 17: PM Expectations
19.18 Module 18: ERMAS Best Practices
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20 Job Aid Links: Job aids for ERMAS are referenced at Job Aid Links.

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