If you are a business dealing with government contracting or just simply wanting to have a tighter internal control, Dynamics AX is now compliant on Defense Contractors Audit Agency (DCAA) for its Project Timesheets. The enhancement is now available on AX2012 R2 CU7 or higher. The system offers more traceability incorporating audit trails and versioning on timesheet transactions. The system can be setup depending on the level of traceability you want in your organization from just allowing to requiring audit trail for all timesheet entries, change reason, and date/time stamps on business actions. For example, if there are changes on timesheets - a worker is allowed or be required (mandatory) to provide change reason depending on the level of setup in the parameters. This makes sure there is traceability on actions done by workers and allows transparency.
Dynamics AX 2012 currently has now the ability to define workflow for Timesheets of who can submit and approve allowing routing paths which can be easily configured and managed. The combination of having workflow and enablement of this feature on CU7 helps your organization manage DCAA Compliance and tighter internal control. You can take advantage of this using the AX Client, Enterprise Portal, and available Mobile Apps. It all depends on your setup in the system on how you want it enabled.
On timesheets you can easily see the workflow history with date and time stamps on each of the business actions. Timesheet versions are also being maintained and tracked in the system to give a snapshot what entries in the transaction were changed in case there are revisions or updates. It allows you to compare the old and new values on revisions. The series of screen capture shows how the business can take advantage of this feature from setting it up to actually using it.
Below is screen capture below that shows you on where you can enable Audit Trail and Change reason for Timesheet transactions. This can be done using Project management and accounting parameters form.
The screen capture below shows how a worker can enter Change reason in a Timesheet transaction. It can be mandatory depending on your setup on Project management and accounting parameters. If it set as required, the workers will not be allowed to save or submit timesheet transaction until Change reason is supplied.
It shows the approval process on Timesheet using a defined Workflow and this is tracked on the Workflow history.
The example below shows how to recall an existing timesheet transaction and shows the audit trail on the action done by a worker. The workflow history on the timesheet offers traceability on its current status, datetime stamp and other information.
During re-submission of timesheet transaction, the worker provides change reason and comment.
Again, the workflow history gets updated based on the worker’s action and it can be easily seen on the form for traceability.
The Timesheet versioning shows the modifications or history of transactions on the timesheets offering transparency on changes made by the worker. As seen below you can compare old and new values on modifications made by a worker.
Please kindly check out my other blog which is a another new feature for Dynamics AX 2012 CU7 dealing with Project Intercompany Transactions and Invoicing: