Accessing Timesheet
|
To access Timesheet Entry, click into the area selector in the bottom left corner of the screen and select Timesheets. Timesheet Entry is the homepage of the Timesheets area, so you will instantly land on your timesheet. |
Timesheet Entry Overview
Below explains the overall layout of the Timesheet Entry screen:
Timesheet Header
The Timesheet Header area provides key information about the timesheet and its status.
| Field | Comment |
|---|---|
| Period | Drop-down shows a list of open timesheet periods, i.e. periods where timesheets can be edited. Positions on the oldest period that has yet to be submitted by the timesheet user. |
| Team Member |
Defaults to the current user. May allow a different Team Member to be picked from a drop-down list, if user is a Timesheet Manager and is allowed to impersonate others to enter timesheets on their behalf. |
| Status |
Shows the current status of the timesheet, which can be:
|
| Submitted by/on | Details of who submitted the timesheet and date |
| Approved by/on | Details of who approved the timesheet and date |
| Notes | Shows most recent notes entered (relating to submission, approval or rejection) |
| Dispute Status | Shows 'Disputed' as soon as one timesheet row has been disputed by a project owner. |
Timesheet Body
The Timesheet body automatically present timesheet rows to enable entry of actual hours, across the days of the week. This is divided into two sections of Activity Category: "Project" and "Administrative".
Activity Category "Project"
Lists all projects that show demand for the Team Member in a month that is covered by the Timesheet Period. (Note: if system parameter Entry for Approved Demand Only is set to 'Yes', then only approved resource demand will push a project into the timesheet.)
By example, this project shows demand for team member Alex Wilber in July:
As a result, this project will show on all Alex Wilber timesheets for July, namely these timesheet periods:
For each project, one or multiple rows are shown based on the configuration of Project Activities.
Activity Category "Administrative"
Lists Administrative Activities configured in the system, to allow capture of non-project related work or time off.
Miscellaneous Features
Adding Activity Rows
By default, the timesheet shown is made up of timesheet Activities that are set up to 'Always Display', representing the activities most often used. You can add additional Activity rows that by default are hidden. To do this, click the Add button at the top. This will display a window showing Activities configured in the system that can be added to the timesheet:
Click on column headers to apply sort.
Select one or multiple Activities and click Add, on return this will have been added to the timesheet
Note that Activities of category 'Project' will be added to all projects in the timesheet if selected.
Grouping
By dragging column headings to the grouping area, removing them from there or changing their sequence, the grouping of timesheet rows can be modified (with group headers showing calculated subtotals of actual hours entered).
Custom Columns & Column Selector
The columns shown in the timesheet may have been augmented in your own configuration by additional columns that are personal to your organisation, providing further information or categorisation of the timesheet row.
Clicking on Columns on the right of the timesheet body reveals the column sector. In particular, this allows you to select days of the week that are not shown by default (typically weekend days Sat and Sun). If you did work on the weekend, tick the relevant days to be shown and enter hours against them. When saving the timesheet, the column selection will be stored for it.
Filter
Clicking on Filters on the right of the timesheet body reveals filter settings. You can use this to deselect projects that are shown on your timesheet but you are not going to work on them this week. Hiding them will make timesheet entry easier by reducing the number of rows shown.
Comment (on timesheet row)
Clicking into the Comment column for a specific row will reveal the Comment box:
Enter a comment that applies to the entire row. Click Save to return to Timesheet Entry and see the comment you entered displayed in the row. Don't forget to save the entire timesheet, to save the comment you made with it.
Save, Submit, Recall
The buttons at the top left are shows as appropriate for the current status of the timesheet.
Save
While the timesheet is of status 'Open', click Save to store any timesheet you have entered. You can then navigate away from it and return later to edit the timesheet further.
Submit
While the timesheet is of status 'Open' and entry is complete, click Submit to save the timesheet and initiate the approval process.
Recall
From the point of submission and while the timesheet period is open, you can click Recall to return the timesheet to an 'Open' status, so that you can correct it.
Please note: if you recall an approved timesheet, then its actual hours will be removed from all related projects as the timesheet has lost its 'Approved' status through the recall. Once it is approved again, timesheet hours will be reposted to those projects, and will therefore be visible again (as explained in this article).