Metadata Services Tracking Workflows

Invoice Preparation Instructions

1. Rob Wolfe will give you the (1)project, (2)dates, and (3)staff for the invoice (for example, (1)Music Oral History, (2)October 2009 - March 2010, and (3)rwolfe).
2. Open "timekeeping" Filemaker database
3. Go to the "Task List" Layout.
4. Search for the following:
   1. project name in "Project" field
   2. invoice dates in "Date" field (you may need to use symbols like ">", "...", etc.
   3. staff members in "Staff" field (again, you may need to use symbols)
5. Open invoice template for Music Oral History, save a copy of the template
6. Transcribe effort from database to template copy according to the following rules:
   1. Record effort on a month-by-month basis
           The template contains three columns (Date, Item, Amount)
      1. Dates should always be months (for example, January 2010)
      2. An Item consists of two pieces of information.
         1. The type of Item
                 There are two types of Items (Consulting, Production, Meeting).
            1. rwolfe's effort should be recorded as "Consulting"
            2. Everone else's effort should be recorded as "Production"
         2. The number of hours for that type.  This is the sum of the "Time" fields for each type of task for the month.
      3. The Amount column should contain a dollar figure that equals the number of hours from the Item column multiplied by the rate for consulting or production listed on the invoice template.
7. Share newly minted invoice with Rob.

Weekly Reports

Weekly Completed Tasks Upload Instructions

Weekly Tasks Due this Week Upload Instructions