Managing Beeline Time & Expense projects

Beeline Time and Expense (BTE) is used to manage online tracking and reporting of resource time and expenses within Beeline Enterprise. This includes the management of BTE Projects assigned to resources.

This article lists the steps you need to follow to track BTE Project Management using classic Beeline Enterprise functionality. It is intended for Hiring Managers who do not use the Hiring Manager Experience or for Program Office staff who need to act on behalf of a Hiring Manager. BTE streamlines this process for the Program Office by providing easy access to BTE Project Management options in the Admin header menu. There are two options that can be selected from the Admin menu: BTE Project Management and Assign Resources to BTE Projects.

How to Create a BTE Project Record:

1. Navigate to your Beeline Enterprise Home screen, expand the Admin menu in the header menu bar.
2. Select BTE Project Management listed under the BTE Management section.
3. To create a new project, click the Add New link located above the search criteria fields.
4. Enter the requested information on the Add BTE Project screen. Standard required fields for a BTE Project record are marked with an asterisk (*) and include Department, BTE Project Name, Short Name, Description, Status, Project Type, Category, Offshore Project, and Request Date. NOTE: Several data fields are pre-populated with a 0 (zero). These data fields calculate financial/budget totals based on the information entered and cannot be left blank. Adjust as needed or leave the setting at 0 (zero).
5. To create a single BTE Project record, click the OK option. If multiple BTE Project records need to be created, click the Save and Add New option; then repeat populating each Add BTE Project screen. Use the OK option for the final record to save and exit.

How to Edit a BTE Project Record:

1. Navigate to your Beeline Enterprise Home screen, expand the Admin menu in the header menu bar.
2. Select BTE Project Management listed under the BTE Management section.
3. Enter the required search criteria on the BTE Project List screen; then click Search.
4. To edit an existing project, click the BTE Project name displayed in the results list. Note: The information icon located next to the project name displays additional project information (e.g., Department, Description) to help distinguish between projects with similar names.
5. Click Edit on the BTE Project screen to switch to edit mode.
6. Make adjustments as needed and click OK to save the changes and exit back to BTE Project List.

How to Assign a Resource to a BTE Project:

1. Navigate to your Beeline Enterprise Home screen, expand the Admin menu in the header menu bar.
2. Select Assign Resources to BTE Projects listed under the BTE Management section.
3. To assign a resource to a BTE Project, click the Create New Association (Resource to Project) link displayed above the search criteria fields.
4. Enter the requested information on the Assign Resource Screen to identify the project. The asterisk (*) indicates required fields. Note: the required Task field is only activated when the Assign to Task checkbox is selected.
5. Click the Select option next to the Resources field to open the Resource Select window. Use the Search link to locate the resource (or multiple resources) to be associated to this project. Click OK when your list is complete to save your selections and return to Assign Resource Screen.
6. Click OK to save your changes and exit. Click Save and Add New to associate resources to a DIFFERENT project; then click OK to save and exit.

How to Assign a BTE Project to a Resource:

1. Navigate to your Beeline Enterprise Home screen, expand the Admin menu in the header menu bar.
2. Select Assign Resources to BTE Projects listed under the BTE Management section.
3. To assign a BTE Project to a resource, click the Create New Association (Project to Resource) link displayed above the search criteria fields.
4. Click the search icon next to the Resource field to open the Resource Select window. Use the Search link to locate the resource to be associated to the project. Click OK to complete your selection and return to the Assign Project To Resource screen. Note: only a single resource may be selected.
5. Click the Add Item link in the Assign Project section and fill in the search criteria fields. Your search results will display at the bottom of the screen.
6. Click the checkbox next to the Project column to indicate which project(s) to assign to the resource. Note: more than one project may be selected. Click OK to save your selection(s) and return to the Assign Project to Resource screen.
7. Click OK to save your changes and exit. Click Save and Add New to continue assigning resources to projects; then click OK to save and exit back to Assign Resource List Screen.

How to Remove a Resource from a BTE Project:

1. Navigate to your Beeline Enterprise Home screen, expand the Admin menu in the header menu bar.
2. Select Assign Resources to BTE Projects listed under the BTE Management section.
3. Enter search criteria on the Assign Resource List Screen to locate either the project or the resource; then click Search. Your results will display at the bottom of the screen.
4. Click each checkbox next to the Project column in the displayed results to indicate which Resource to Project or Project to Resource records are to be deleted. Note: this will NOT delete either the BTE Project or the Resource record; it will only remove the association between these two records. If a checkbox is grayed out, it indicates there is an open activity on the resource record that must be completed before a “delete” can be processed.
5. Click the Delete Selected link above the search criteria fields when you have finished making your selections. An alert box will display asking if you are sure you want to delete the selected item(s).
6. Click OK to authorize the deletions. The number of deleted records will display on the Assign Resource List Screen.

How to Assign a Task to a BTE Project:

1. Navigate to your Beeline Enterprise Home screen, expand the Admin menu in the header menu bar.
2. Select BTE Project Management listed under the BTE Management section.
3. Enter the required search criteria on the BTE Project List screen; then click Search.
4. Scroll through the displayed results to locate the BTE Project record to be updated. Click the View Tasks link for that line item to drill down to the BTE Project Task List screen.
5. To create a new BTE Project Task, click the Add New link located above the search criteria fields. Enter the requested information on the Add BTE Project Task List screen. Standard required fields for a BTE Project Task record include: Task, Sequence, and Name. To create a single BTE Project Task record, click the OK option. If multiple BTE Project Task records need to be created, click the Save and Add New option; then repeat populating each Add BTE Project Task screen and use the OK option for the final record to save and exit.

How to Edit a BTE Project Task:

1. Navigate to your Beeline Enterprise Home screen, expand the Admin menu in the header menu bar.
2. Select BTE Project Management listed under the BTE Management section.
3. Enter the required search criteria on the BTE Project List screen; then click Search.
4. Scroll through the displayed results to locate the BTE Project record to be updated. Click the View Tasks link for that line item to drill down to the BTE Project Task List screen.
5. To edit an existing task record, click on the Name link for the task line item.
6. This will open the BTE Project Task screen. Click the Edit link to make changes and then click OK to save your changes and return to the “view only” screen. Click Return to exit.