Timesheets

The timesheet module allows users of the system to capture time spent working on Projects and also Non Working time such as Holiday or Sickness.

It includes an approval system, validation of hours versus working patterns and the ability to set statutory holidays such as bank holiday or forced close-down periods.

Search Timesheets

Contacts Timesheets can be search from the main menu of the site, exactly as any other search in the system. From the main menu on the left-hand side, select contact then timesheets and finally search timesheets.

This will open the timesheet search page, which is very like other search pages in the site, but which has some additional quick filter functions.

At the top left of the search results you have four quick filter options:

• All – this will show all timesheets available for the user to interact with. It is the default option.
• My own – this will filter the view to show timesheets linked to the logged in contact.
• My approvals – this will filter the view to show timesheets where the logged in user is either the Approver or the Alternate Approver. The Approver or the Alternate Approver can be changed in bulk (for more than 1 contact at a time) using the Contact Shelf.
• Delayed – this will filter the view to show timesheets which are overdue for submission.

Just like any other search page, the view can be further refined by clicking the custom filter icon in the top right of the page where you can build more complex filters. The Search Timesheets page has a preset custom filter to show you only timesheets for the last 30 days. You can change or remove this filter to view all the timesheets, if required.

Selecting a Timesheet

Clicking on a timesheet hyperlink on the search page will open the detailed view of the timesheet. You can open the timesheet in a new browser tab or window by right clicking your mouse.

If you have sufficient privileges you can edit timesheets on behalf of other users, and also submit them.

Timesheet

To create a new timesheet or edit an existing one, navigate to your own contact record and click the Timesheets tab.

This will open the timesheet page which will list all timesheets associated with you.

By default the page will list all timesheets, with the most recent being first. Selecting the Delayed option at the top of the page will change the view to show only overdue timesheets.

Clicking on a timesheet hyperlink in the list will open the timesheet edit page. You can open the timesheet in a new browser tab or window by right clicking your mouse.

This page is split into 4 sections.

1. Timesheet Header
2. Projects
3. Overheads
4. Totals & Comments

Timesheet Header

The timesheet header displays:

• The contact name
• The week number for the selected timesheet
• The period (week commencing to week ending)
• The status of the timesheet (pending & submitted & approved)
• Actions button
• Submit Button

Actions button

The drop-down will contain options to add linked & copy projects, change approvers and delete timesheet. The available options will depend on the access levels you are given.You can delete your last future timesheet if it was created in error but only if the timesheet has not yet been submitted. If you are an approver, you will be able to delete future timesheets even if they have been submitted for your review.

Projects

This lists the projects against which the contact has & will book time. Clicking on the ‘Add Linked Projects’ option will automatically populate this list with all projects to which the contact is associated.  An email notification about time booked against a specific project will be sent to the respective project managers.  Any projects that have been disabled from timesheet booking will have a cross icon next to the project name and will be read only. If project have been closed but not disabled from timesheet booking that will display the flag icon against it.

If you have sufficient privileges, you will also see the ‘Add Another’ button at the bottom of the project list. Clicking this allow you to add a project to which they are not linked.

Simply type the name of the project in the search box and click add; this will automatically associate the contact with the selected project. You can also search for a project using the project code.

You may also remove a project by moving the mouse over the project and clicking the red cross which appears.

You will be prompted to confirm removal.

Overheads

Overhead items are cost or time booking which cannot be attributed to a project, such as Holiday, Sickness, training days etc. The list over overheads is maintained in the administration section of the site. It can be added to the timesheet by clicking the Add another button in the overheads section of the timesheet.

Totals

The total section, summarises all time recorded so far for the time and also the expected time to be recorded, based upon the contacts working pattern.

Editing a timesheet.

Once the timesheet page is open, time can be edited directly in to the table by double clicking a time cell, or if you wish to add a comment against a given item, click the edit pencil which appears next to the time item. You can use the Tab key on your keyboard to navigate to the next available day where you can enter the time.

Time can be entered as decimals into the cell, for example typing 1.5 will display 1 hr 30 minutes.

If the edit pencil is used, the timesheet edit popup will appear. You can select different time to log against a project. This could include travel time or weekend work.

Here comments can be also recorded against the time item.

If you wish to add an overall comment to the timesheet, click the comments label at the bottom left of the timesheet.

Once enough time has been recorded against the timesheet to match the working pattern, the submit button will be enabled allowing you to submit the timesheet for approval.

Any saved timesheet which has not yet been submitted will have a status of ‘pending’.

You will be prompted to confirm submission.

Submitting a timesheet will change its status from ‘pending’ to ‘commited’

Saving a Timesheet

Timesheet save automatically as they are edited, so no additional save operation is required.

If your working pattern is updated mid week then a button will appear  which will update the working hours for the current timesheet. This can only be done if the status of the timesheet is pending.

If you create a timesheet by accident, you can delete it (only if it is in the future and status is pending) by clicking the  button.

Any changes made on a timesheet will be record in the timesheet audit tab beneath the timesheet

Approvers

Each contact that is required to complete a timesheet must have an Approver and an optional Alternate Approver.

Approvers are set via the timesheet section of the contact edit page. A contact can also be set as timesheet exempt from here, which will disable the Approver and Alternate Approver edit boxes.

When a valid timesheet is submitted, it will appear in the Timesheet search page for the approver and the alternate approver and additionally in the notification area.

Clicking on Approver notification will take you to the timesheet search screen.

 

Approving Timesheets

Each contact that is required to complete a timesheet must have an Approver and an optional Alternate Approver. The Approver and Alternate approver will be notified via email that they have been assigned as approvers for a contact.

Approvers are set via the timesheet section of the contact edit page. A contact can also be set as timesheet exempt from here, which will disable the Approver and Alternate Approver edit boxes.

When a valid timesheet is submitted, it will appear in the Timesheet search page for the approver and the alternate approver. An email to the approver and alternate approver will be sent and a notification will be available in the notification area.

Clicking on Approver notification will take you to the Timesheet Search screen. Clicking My Approvals will allow you to view timesheets where you are set as the approver and timesheets where you are set as an alternate approver.

Approving and Rejecting Timesheets

When as an approver you open a valid timesheet which has been submitted for approval, you will see three additional buttons in the upper right of the timesheet, Reject, Approve and Actions. The Actions menu will allow you to add linked projects, change the approvers or delete the timesheet. Only future timesheets can be deleted.

If you select reject, you will be required to enter a reason for rejecting the timesheet which will be recorded for the submitter to see.

Clicking reject, will reject the timesheet and close the popup.

Clicking Reject & Next will reject the timesheet and navigate to the next timesheet for the approver.

Clicking cancel closes the popup with no further action.

Rejecting a timesheet will change the status form ‘committed’ to ‘rejected’.

Approving a Timesheet

To approve a committed timesheet, click the approve button.

Clicking approve, will accept the timesheet and allow the addition of an optional comment.

Clicking Approve & Next will accept the timesheet and navigate to the next timesheet for the approver.

Clicking cancel closes the popup with no further action.

Approving a timesheet will change the status form ‘committed’ to ‘Approved’.