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User Guide
For further questions or queries please raise an Empower Service Desk Request.
Version Control
Version Date Description Author
1.0 2002 First release to SDL. Alastair Muirhead/Cristina Lancaster
2.0 01/10/06 Transfer to book format with general update of features. Alastair Muirhead/Kerry Williams
3.0 01/01/08 New Template Kerry Williams
3.1 19/01/09 Addition of new Translation Project Operation Codes Kerry Williams
3.2 01/05/09 SDL Tridion Integration - new operation codes added. Kerry Williams
3.3 19/05/09 Addition of invoicing entity on project code Kerry Williams
3.4 07/09/09 Update of Timesheet Operation Codes Kerry Williams
3.5 01/10/09 New Template Microsoft Word Kerry Williams
3.6 27/05/10 Update of Tables Kerry Williams
Quick Cost Code Change section added
3.7 11/11/10 Addition of new Translation and DTP Project Operation Codes Kerry Williams
3.8 01/03/11 Empower Service Desk replaces Empower Queries mailbox. Kerry Williams
3.9 26/10/11 Changes to iMT operational codes and productivity Kerry Williams
4.0 06/02/12 Changes from acquisition of Alterian Kerry Williams
4.1 23/05/12 Changes to iMT Post Edit operational codes and productivity Kerry Williams
4.2 30/05/12 Changes to iMT project operational codes Kerry Williams
If an employee logs to a Project Code, they can only log to a Project Operation Code.
If an employee logs to a Department Code, they can only log to a Department Operation Code.
If an employee logs to an SDL Internal Code, they can only log to a SDL Internal Operation Code.
In addition, the Project Operation Codes are filtered depending on the department that you work in.
For example, this means that a DTPer can only see Project Operation Codes that relate to DTP, or codes that
Everyone in SDL can log to.
In the Description area you are provided with a detailed description of the operation code selected and what
tasks it should be used for.
Empower Timesheet has Productivity reporting capabilities which allow all production staff to log the number of
words, pages, graphics, screenshots they work on within Empower. For more information on this, see Operation
Codes that Carry Productivity Metrics.
Only certain project tasks (Operation codes) require this productivity information to be entered. For example:
number of screenshots or graphics, number of words translated or reviewed, etc. This enables Line Managers
to produce productivity reports using Empower.
Note:
New Employees are recommended to set the Popup
to 20 minutes until they get used to using Timesheet
and selecting and changing different Cost/Operation
codes.
Away
The Away button is used on occasions where you are away from
your desk. The pop up stays screen while you are away and
should be used to let others know where you are.
If you are in a meeting, then give details of where and an approx
time of return. If you are away from your desk for another reason,
then use the Other option and give details of where you are and
approximately when you expect to return. This should help others
know how long you will be.
The Away button should not be used if you are visiting the Doctor
or Dentist, in this case you should inform the Onsite Personnel
Representative who logs the time as Healthcare.
Please not that time continues to be logged to Timesheet after the
Away button is clicked.
The Away button does not display over a locked PC screen.
Lunch
When you go to lunch you should click the Lunch button.
This enables others to estimate when you may be back since the
total time spent at lunch is shown.
If you are away for more than 60 mins the duration displays in red.
If you have minimised the Lunch popup, it reappears after 60
minutes.
It is company policy that every member of staff takes a lunch
break of a minimum of 20 mins and a maximum of 1 hour.
Exit
Selecting Work Outside Timesheet, allows you to exit the
Timesheet application but still log time. This is useful for
Engineers, Developers and Sales people whose activities may
interfere with Timesheet and vice versa.
It is important that if you do use Exit and then Work Outside
Timesheet that you understand that although Timesheet is closed,
your time is still being logged against the last activity you gave in
Timesheet. You must remember to log back into Timesheet to go
onto another activity or if you need to exit completely.
Click Exit Timesheet when leaving the office for the day. Always
do this before closing down your PC. Do not allow Windows to
close your Timesheet automatically as data may remain on your
PC until the next time you log in (which could be some time in the
future if you are going on holiday).
When Project Cost Codes are set up, the Senior Manager selects the Cost Centres and Departments that need
to book time to the project. Timesheet access is automatically given to relevant departments for work
outsourced to the Network Offices.
Client Identifier
The Client Name Field is filled in using the Clients official company name. In all cases this should be the parent
company. Many companies have legal names in their own right. However, when owned by another company,
the parents name should be used.
Client Division
The Division within the client with whom we are working must also be identified. For example, if we are doing
work for GE Silicones, this is a subsidiary of the General Electric Company, so the Client name recorded in
Empower is General Electric Company and the Client Division is GE Silicones.
Industry Sector
The Industry Sector type is also selected by the Cost Centre Manager. Industry Sectors should be chosen
according to the work SDL is doing for the client. Sector types are available from a dropdown menu and listed
under http://empower.sdl.com/documentation/Industry_Sectors.htm.
Invoicing Entity
On non Enterprise Product projects, this character is not used and will be shown as an X.
On Enterprise Product projects this character represents the SDL Financial Invoicing Entity (the part of SDL
that manages invoicing for this project). The Financial Entities and their letters are shown below:
Entity Name Letter
Alpnet Nuremberg X
Australia - Sydney X
Belgium - Brussels (Ex Trados) E
Belgium - Diegem (Tridion) D
Belgium - Leuven V
Belgium - Mechelen (Trisoft) 1
China - Shenzhen Z
Finland - Turku X
France - Paris X
France - Paris (Tridion) F
Germany - Munich (Tridion) G
Germany - Stuttgart (Ex Trados) Y
Ireland - Bray I
Italy - Rome X
Japan - Tokyo J
Japan - Tokyo (SDL Tridion KK) P
Netherlands - Hengelo H
Netherlands The Hague (Xopus) X
NL - Amsterdam (Quatron) Q
NL - Amsterdam (Tridion BV) B
NL - Amsterdam (Tridion CS) C
NL - Amsterdam (Tridion DL) L
Romania Cluj-Napoca (Language Weaver) X
SDL Enterprise Technology NA N
Spain - Madrid (Tridion) A
Sweden - Stockholm X
Sweden - Stockholm (Tridion) S
UK - Maidenhead M
Project Number
The Project Number is incremented automatically per Client, per Project, per Division. For example:
ADB_CALAUX_001 The 1st project Alliance have done for Adobe
CAN_CGOAJX_083 The 83rd project Goldsmith have done for Canon
EBY_PFLATX_012 The 12th project Flatiron have done for eBay
For every project, a team is set up using Cost Centres and Departments. Only people within these teams are
able to access the project code. You must request access from the Project Manager to specific project codes if
this does not happen automatically.
The project code is automatically transferred to your Timesheet when it next contacts the Empower database
(refer to the previous section Timesheet Overview for more information).
iMT Snapshot Evaluation Simple iMT Translation Data analysis, reporting and testing for snapshot evaluation
Studio QA & Amends Review 2 Audio To be used for second cycle of review, linguistic comments
incorporated.
Studio QA & Amends Review 3 Audio To be used for third and subsequent cycles of review.
Technical Consultancy Professional Services (EP) To be used when you are working as a billable Technical
Professional Services (SDL Consultant on a time and material project.
Tridion)
Technical Writing Technical Writing To be used for all Tech Writing activity.
IT All IT
Project Management Project Management group, Program co-ordinators and Program Managers
Support & Maintenance All Support & Maintenance staff and Managers
You only see your own department on Timesheet, but Empower can also allow employees to be allocated to
Additional Departments. This may be necessary when, for example, a Project Manager occasionally works as
a Translator. Timesheet then allows the employee to see all these additional departments. Speak to your Line
Manager or OPR to gain access.
Client Meetings Sales To be used for in-person meetings with clients classified as
prospects or new clients (within 1st year of the sale). If you are
working with a new division of an existing client, or if the client does
not exist, you should create a new Local Client.
Client Questionnaire IT To be used when undertaking any time for a client Questionnaire,
for example research on questions, completing questionnaire,
working with other colleagues on responding to a questionnaire.
Client Specific Activities Translators - Greece ++ Greece Only ++ For use in activities that are client-specific but
are not related to a specific project.
Client Support and Support and Maintenance To be used for normal day to day support activities case
Maintenance (EP, WCMS, SCT ) handling, calling customers, assisting internal staff with software
queries etc.
Closing Process Enterprise Pre-Sales Activities related to closing pricing, negotiation etc.
Competitor Analysis Marketing Use when conducting competitor analysis on products, pricing, new
Directors (Passolo) information gathering and updating team.
Sales (Passolo)
Intern Program Translation For use when working on the Sheffield Translation Intern Program.
This may be used when your work involves recruitment of interns,
formal training and/or administration associated with interns. This
code should not be used when reviewing an Interns work on a
project. In this case, please log time to the project code.
Internal Staging Support and Maintenance Used when setting up test environments for customer or internal
(EP, WCMS, SCT) product testing.
ISO Activities Horizon House Staff To be used when working on ISO-related activities (International
Organization for Standardization), ISO familiarisation, preparation
of internal ISO audits and performing internal ISO audits.
Bug Fix and Testing Support & Maintenance Use this code when fixing bugs outside the normal development
Functional Testing lifecycle, resulting in either a patch, or a specific build to resolve a
Software Development bug reported either internally or by a client.
Client Support iMT All Staff - Use this code when supporting a client with the
Support & Maintenance installation of an SDL Product outside a specific project
Professional Services agreement for example, an internal implementation of
Software Development WorkFlow.
SCT Staff only - Use this for all support and professional services
activities required for product release.
Database Development Directors Use when developing Databases for SDLs internal systems.
Software Development
Design Support & Maintenance (EP) Design
Software Development (EP)
Enhancement Development Software Development Use this code when developing small enhancements to the
Professional Services product which have not been defined in the development
schedule, but rather have been raised as bugs and then
determined to be enhancements.
ETS API - Development Software Development (EP) For use of Steve Westover, Jay Marciano and Marc Morin ONLY
Directors (EP) in testing new ETS API and gathering costs.
Research (EP)
ETS API - Support Software Development (EP) For use of Steve Westover, Jay Marciano and Marc Morin ONLY
Directors (EP) in testing new ETS API and gathering costs.
Research (EP)
ETS API - Work Outside Software Development (EP) For use of Steve Westover, Jay Marciano and Marc Morin ONLY
Development Directors (EP) in testing new ETS API and gathering costs.
Research (EP)
ETS Dictionary Customization Software Development (EP) This code is for use by Margarita Holguins team only.
Research (EP)
Implementation Software Development (EP) Implementation
Support & Maintenance (EP)
Maintenance Software Development Use this code when maintaining SDL products.
New Development Software Development Use this code when developing new features or aspects of a
Professional Services particular product, including the writing of specifications, technical
documentation, creation of code, and bug-fixing the code while in
unit testing or final testing, and prior to release.
Pre-sales Technical Support Support & Maintenance Use this code when providing support to the sales teams in order
Functional Testing to understand client requirements, assisting in the creation of
Software Development proposals and conducting sales demonstrations.
Professional Services
Product Champion Professional Services (Web Use this operation for every specific product area, for which you
Content Management Solutions) are spending time as a product champion to accomplish the
product related milestones.
Product Management Product Management To be used on any product management-related work.
Technical Writing DTP To be used for technical writing relating to internal development.
Support & Maintenance
Functional Testing
Software Development
Technical Writing
Technical Publications
Testing All Raising bugs to the Development/ Support team and Unit Testing
or Final Testing of a New Development or Enhancement
Development.
Translation - Complex Translation To be used when translating complex text for an SDL Internal
product code.
Translation - Simple Translation To be used when translating 'simple' text for an SDL Internal
product code.
Tridion Integration Professional Services (EP) To be used by Professional Services when working on TMS-
Tridion integration
User Training Support & Maintenance Use this code when training users both internal and external in
Functional Testing the use of development tools and products.
Software Development
User Training All Use this code when training users both internal and external in
the use of development tools and products.
Work Outside of All To be used when working to help with one of SDLs Products.
Development For example, translators should use this code when translating
SDLs website or developing dictionary terms for ETS.
You are asked to estimate the work to be done. You are expected to enter the number of words/pages/graphics
for the chosen operation. Typically you would expect to receive these details from either the Project Manager or
a lead on the team. These details can be edited at a later date if necessary, e.g. if you receive an update.
Once a week, on Friday morning, Timesheet automatically shows you all your incomplete operations (Work in
Progress) that carry productivity measures so you can confirm if the tasks have been finished. At this stage, it
is still possible to change the word/page/graphic counts and to add, edit or remove comments.
This Work in Progress screen can also be summoned by the user at any time, by right-clicking the Timesheet
icon in the system tray and selecting Work in Progress from the list as show below:
Note that the operation code with the tick 3 is the operation that you are currently logging to:
To easily change code without opening Timesheet, right click the timesheet icon and select the new code:
You are now logging to the new code, if you open up Timesheet on your PC you will see the new code:
If the hours that are missing are for Holiday, Healthcare, Sickness or Special Leave, your Timesheet
Administrator will do this for you. A HOLIDAY-SICK button has been provided on the screen. Click on this and
an email will be sent to your Timesheet Administrator asking them to add the hours on your behalf.
If the hours that are displayed on the screen are okay and you do not want to change them - perhaps because
you agreed with your manager that you would work fewer hours that day, click on the TIMES ARE OK button.
You will not be asked about these hours again.
The Time Away From Office screen displays the hours that have been recorded. If there are missing hours for
more than one day, you will be shown the days one at a time. You can move to the next day by clicking on the
Next Day button. Once you have finished with the screen, click on the Finish button.
A report of the time added in this way will automatically be sent to your Departmental Manager for approval on a
weekly basis.
Note: If you work in a different SDL Site, provided you can log onto a PC on the SDL Network you can
continue to run your Timesheet on that PC (this may require assistance from local IT).
You must check and re-enter the End Time if necessary. Never click OK without first reviewing these details.
If PC crashes
The Corrupted Timesheet Data screen will display when restarting your PC if it crashed while your Timesheet
was running (for example, because of a power cut). Confirm when your last task finished and click OK.
PC Clock
Timesheet runs from the data on your PC Date and Time Properties. If you make changes to your calendar or
clock settings this could interfere or overwrite your stored Timesheet data.
The best advice is not to make any changes to your date and time properties, your settings should be correct
when your PC is given to you and any Summer or Winter time changes will happen automatically.
If you must change clock perhaps because you are using a laptop and travelling into a different time zone
please exit Timesheet completely before making the change, then re-start Timesheet. When you travel back to
you original destination, exit Timesheet again before returning the clock to the original settings.
Please avoid clicking your PC clock to check the date - instead you can use the calendar in your Microsoft
Outlook application.
G T
Get All Operation Codes, 49 Take Five Screen, 7
The Incomplete Timesheet Screen, 45
H The Time Away From Office Screen, 45
High Productivity Screen, 37 Times are OK Screen, 45
Holiday-Sick Button, 45
W
I Work in Progress Screen, 37
Industry Sector Letter, 10 Working Outside Timesheet Screen, 48
Initial Estimate of Work Screen, 36
Invoicing Entity Letter, 10