This articles describes how actuals from approved timesheets update projects, and facilities for project owners to view and interact with timesheet data.
Not just Projects - Programmes too!
Resource demand can be defined against projects, but programmes too - so timesheets can capture actuals for programmes just as well as projects. Wherever in this article we mention projects, the same applies to programmes!
Only actuals of approved timesheets show in projects
When a timesheet is approved, its effort actuals and resulting actual costs are posted to the project as described below.
As soon as the timesheet Approval status is reversed (through a recall), then it's actual time/cost values are removed from all related projects. Once the timesheet is approved again, they re-appear.
Viewing Timesheet Data in the project
Let's use this example of an approved timesheet, showing 24 hours captured against project 'Electronic Asset Tracking Update':
Total Actuals in Resource Demand Grid
When navigating to the Resource Demand tab of this project and exposing the Actual columns, we see actual values in July (both actual Days and Cost, the latter having been calculated from Actuals days based on the team member day rate):
The blue-shaded background of this Actual days value indicates that it is the sum of detailed transactions (and thus this figure is not editable in this grid). Double-click on it to see the timesheet transactions 'behind' it. (please also note above the button to view all approved timesheet rows for this project).
Timesheet Details Display
The Timesheets detail screen shows us that the total of 4.75 days in July is the result of two approved timesheets with actuals in July. The highlighted details are those relating to our example timesheet. Each line shows the Actual Hours entered, which have been converted to Actual Days (based on system parameter Hours per Day).
Note that you can change the grouping of the timesheet rows displayed by dragging column names to the 'group by' row at the top, changing their sequence or removing them from there. You can also modify the view by dragging columns to different positions or using the Columns or Filters controls on the right.
Dispute Button
The Dispute button is shown against a row if it can be disputed. See this article for full details of the Dispute feature.