ClickTime provides all of the necessary components to be in compliance with the guidelines set by the Defense Contract Audit Agency (DCAA Compliancy). More information on the general time and cost tracking requirements our DCAA implementation is based on can be found at https://www.dcaa.mil/. Specifically, you can review the document at https://www.dcaa.mil/Portals/88/Documents/Guidance/Audit%20Overview/DCAAM_7641.90.pdf - we recommend starting with enclosure 2, section 4, on page 15. In order to use our DCAA Compliant features, you must have activated the additional Audit Trail Module (more details on the Module are available here).
While you will need to consult your own DCAA audit resources in order to be fully compliant, ClickTime's specific implementation has been proven to keep organizations that must be DCAA-Compliant safe, as long as they use the system properly. This includes following all requests for explanation, preventing Managers from overriding timesheets unless absolutely necessary, and keeping the Audit Log enabled.
Enabling DCAA Compliance Features
Using DCAA Compliance Features for Time Entry
Using DCAA Complianec Features when Requesting Time Off
Viewing DCAA Compliant Notes in the Audit Log
Caveats / Restrictions of DCAA Compliance Features
In order to access the DCAA Compliant options, you must have activated the additional Audit Trail Module, and you must make sure that the Audit Log is currently on. This is done in the "Security Settings" of the Company --> Preferences page:
You also have the option to allow changes made in bulk to Billing Rates and Cost Rates for existing time entries (which we have done above). If you do not check this box, you will not see the option to change Billing/Cost Rates for existing time entries (see here for more details on changing Billing Rates and here for more details on changing Cost Rates).
If you cannot check this box and would like to add the Module, please contact ClickTime Support for assistance and pricing. You will need to have access to the Timesheet Approvals workflow (more details here) to enable DCAA.
You will also need to make sure that any "Company Holiday" Leave Types are set to "inactive" as Company Holidays are not currently supported for organizations using our DCAA Compliance options:
After inactivating the Company Holiday Leave Type, you can now check the "enable DCAA compliance" box.
Doing so will display a pop-up reminding you that DCAA Compliance requires using our Timesheet Approvals process:
You can also decide if you'd like employees to log hours in the future or not:
If you check this box, you will see a pop-up asking you to confirm that you understand this is not typical for DCAA Compliance and employees will need to enter an additional note for any time entries they make in the future:
Make sure to "Save" the changes in order to make sure that your organization is now using the DCAA Compliant features.
You will also need to have the Timesheet Approvals Module enabled on your account, and every employee who tracks hours must be assigned a Timesheet Approver to review and approve (or reject) their timesheet. More details on the Timesheet Approvals Module is available here.
The next section will cover how this setting affects the time entry options for all employees in your organization.
If DCAA Compliance is enabled, this will apply to everyone in your ClickTime account. DCAA Compliance requires that each employee log their hours on the day they worked whenever possible. For this reason, the Week View time entry page will not be available to organizations with DCAA Compliance enabled:
Employees can log their hours on the Day View page. As long as they log hours for the current day, their time entry process should be very straight-forward.
However, your staff will be required to enter additional DCAA Compliant notes in a pop-up window.
This will display if they do any of the following:
- Attempt to log hours for a day in the past
- Attempt to log hours for a day in the future (if this is enabled)
- Make edits to existing time entries that were not added today
- Make edits to time entries that are part of a timesheet that was submitted
The pop-up window will have an "Explanation" field for every time entry that requires a note:
Changes made to any time entries that were not logged today will also require a note and will show you which changes were made in bold:
If a timesheet is submitted, and the employee either uses the "Undo Submission" option, or their Timesheet Approver rejects the timesheet, all edits made to the timesheet will require this additional explanation.
Using DCAA Compliance when Requesting Time Off
As of September 2020, organizations using our DCAA Compliance features will also be able to use the "Approval Required" Leave Types to request/approve Time Off hours. More information on Managing "Approval Required" Leave Types can be found here, and more information about requesting Time Off can be found here.
ClickTime's DCAA Compliance features tracks additional details whenever a time entry for a day other than the current day is saved, as well as when time entries are deleted. When DCAA Compliance is enabled, the following information is tracked:
- Who approved the request, when they approved it, and any (optional) comments they entered when they approved the request
- If the request is cancelled (meaning it is rejected after it's already been approved), the required note is captured, as well as which Administrator cancelled the request and when they did so
No additional steps or notes are required when using Approval Required Leave Types with DCAA Compliance enabled - the necessary information is tracked in the Audit Log.
The Audit Log tracks all saves and edits made in your ClickTime account in great detail. More information on the Audit Log features can be found here.
To see everything that happened in your organization for a date range, go to the Company --> Reports page and open up the "Miscellaneous" section.
The Audit Trail report should be near the bottom:
Click into the report and then "Run Report". Next, select the date range you are interested in, and then "Run Report". Since this will pull data for all your employees, we recommend keeping this date range relatively short if you are looking something in particular as it could take a while to run.
Since this report may take several minutes to run, you will receive an email when the report is ready. Once it has been generated, it will display at the top of your Company --> Reports page. The Audit Log Report should be available for 24 hours after it has finished generating.
Click the name of the report to be brought to the download page, then save the file to your computer and open in Excel.
Now that you've downloaded the report, the comments that were added will show in the "G - Action Comment" column for each time entry:
In the above, this was a time entry that was added in the future and then deleted after realizing it was coded to the wrong project.
In cases where a Time Off Request was approved, the system will show you which Manager/Administrator approved the request, as well as any (optional) comments they added when they did so. Below, we see the "Approving Manager" approved a request for Alice Beeblebrox's timesheet, and they entered the note "approved half day for last Monday" when they did so:
In cases where an approved Time Off Request was cancelled, the Audit Log will reflect who cancelled the request, when they did so, and the required note they entered when doing so. Here we see the "Account Administrator" deleting an approved request for Chani Atreides:
Understanding the Audit Log report can take a little practice, but this guide should be helpful. If you ever see anything in a report that is not clear, please feel free to contact our Support Team with specific questions and we will be happy to assist.
Due to the complexity of DCAA Compliance, the following components of ClickTime are not currently compatible with DCAA Compliance:
- You cannot change your timesheet model when DCAA Compliance is enabled. ClickTime does not recommend changing your timesheet model unless absolutely necessary and strongly recommends that you contact our Support Team if this is something you are interested in doing.
- The Company Holiday feature is not currently available for organizations with DCAA Compliance enabled.
- The Week View time entry page will not be available. Time must be added from Day View.
- Employees who log time for a DCAA Compliant organization must have a Timesheet Approver specified.
- The Mobile Application is not currently available to organizations with DCAA Compliance enabled.
- The Project Approvals workflow is not currently supported for organizations with DCAA Compliance enabled.
- Auto Save will be disabled if entering time to a date in the future.
- Custom Fields (more details here) cannot be associated with a timesheet when DCAA Compliance is enabled
Occasionally your staff may find that the DCAA pop-up window is very small and not allowing them to enter text into the "Explanation" field. If this happens, you should be able to resize the window so it is big enough to allow text. Here is a screencast of how that might look:
After re-sizing, the settings should be retained for a while, but if the size of the window changes again, please resize again.
This happens most frequently in Internet Explorer, so using a different browser may also resolve this.