Working with Timesheets

Timesheets provide a way to track Resources' time against all Project Tasks. They enable Resource Capacity tracking and reporting and have a preset date based on a Sunday-Saturday calendar. Timesheets are generated weekly on Sunday by default, but Administrators can configure them using the Auto-generate Timesheet Schedule Entry.

Create Timesheet - Automated

Project Managers and Portfolio Managers configure Employee records to automatically generate a Timesheet for each employee on a weekly basis.

1.Go to the Employee record.

2.Select the box next to Auto-Create Timesheet in the Overview section.

3.Click Save.

On the TIMESHEET tab in the menu bar, you see an entry for each Employee record that you configured to create a Timesheet.

Create Timesheet - Manual

From version 2024.4 onwards, the capability to create Timesheets manually is provided. By default, Project Manager, Portfolio Manager, and Demand Manager roles have access to Timesheet workspace. However, Administrator can configure the Timesheet BO for other roles if required.

To create a Timesheet

1.From the Service Desk console, open the Timesheet workspace.

2.Click New Timesheet.

3.Select the week for which you wish to create the timesheet in the Weekly Timesheet field.

4.Select the Resource.

5.Save and exit.

The Time Entries, Tasks, and Employee tabs are not available by default, this is a limitation in version 2024.4. Save the Timesheet and reopen it for the tabs to be visible.

If Project Tasks are available for the employee for the week of this Timesheet, the following details wil be available:

•Time Entries tab - Displays the Time Entry details for the employee.

•Task tab - Displays the task associated with the Time Entry and Timesheet.

•Employee tab - Displays Employee details.

Track Tasks and Time within a Timesheet

Tasks are added to a Timesheet automatically when employees create a Time Entry for a Task.

Employees add Tasks to their Timesheet using the Time Entry business object. When a Time Entry is created and attached to a task, the time spent on the task is added to the Timesheet for the entered date, and the total time logged (across all Time Entries) is displayed for each day. Total Hours are calculated for each Timesheet.

On the Employee Timesheet, the Time Entries tab displays all Time Entries. Click on the Tasks tab to see the Tasks for which Time Entries were logged and the total amount of time spent per Task in a given week.

Create Time Entry Records for a Task

1.Go to the Tasks workspace.

2.Find the Task you worked on and double click on it.

3.If you haven't already accepted the Task, click Accept.

4.Click the Time Entries tab.

5.Click New Time Entry and complete the fields in the New Time Entry dialog:

a.

Title: Enter a title for the work you completed.

b.

Resource Name (to be linked later): The application automatically enters this information and links it to the employee

c.

Billable: Check this box if the time worked can be billed to the customer.

d.

Date: Click the calendar icon to select the date.

e.

Effort (Minutes): Enter the number of minutes you worked on this task.

6.Click Save to return to the Time Entries tab.

Submit Timesheet

1.Open the Timesheet you want to submit.

2.Click the Request Approval button to send the Timesheet to the Manager for approval, or use the Create Time Entry Quick Action from the Action Menu.

Approve Timesheet

1.Navigate to the Approval workspace.

2.Go to the Timesheet requiring Approval.

3.Under Approval Vote Tracking, click Approve or Deny.