New User Experience: Review and Approve Timesheets

As a resource manager, you review and approve timesheets for resources that report to you. You have timesheet approval rights for these resources. You can also review and approve timesheets as a project manager, provided you have the timesheet approval rights for your team members. Timesheet review and approval are essential to the operational success of the entire project, and helps in these ways:
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As a resource manager, you review and approve timesheets for resources that report to you. You have timesheet approval rights for these resources. You can also review and approve timesheets as a project manager, provided you have the timesheet approval rights for your team members. Timesheet review and approval are essential to the operational success of the entire project, and helps in these ways:
  • Monitor the budget and resource allocation.
  • Manage time on the schedule.
  • Measure team member performance.
  • Measure your planned project against the actuals.
You can send reminders to users about submitting their timesheets, you can approve or return all submitted timesheets, and you can add notes to timesheets that were submitted or returned. 
Before you begin, review the
Timesheet Review and Approval
information in New User Experience: Compare With Classic CA PPM. This information helps you better understand the timesheet-related capabilities in the
New User Experience
.
Send Timesheet Reminders
As a timesheet approver, send reminders to a specific user or to all users who have not submitted their timesheet. You can send reminders to team members from the Open and Returned columns. Open shows all users (team members) who have not yet submitted their timesheets. Returned timesheets are considered Open, and they must be updated and resubmitted in a timely manner.
  • When you send a reminder:
    • A "reminder sent" icon appears in the team member list with the time that the reminder was sent.
    • A reminder notification is sent to the team member based on how notifications are configured for users in Classic 
      CA PPM
      . Team members can receive an email, SMS, a notification within Classic
      CA PPM
      , or any combination. For more information about setting up notifications, see
      Configure Notifications and Notification Templates
  • If no reminder has been sent, the Send Reminder button is available.
  • After you send a reminder to a user, and if you select the user again, a Remind Again button is available the next time that you access the user.
  • The time that the reminder is sent displays as "Just now", "1 hour ago" (for example) based on when the reminder was sent.
The following image illustrates how to send an initial timesheet reminder:
Image illustrating how to send an initial timesheet reminder.
The following image illustrates how to send a follow-up reminder:
Image illustrating how to send a follow-up reminder.
Add Notes to Timesheets
As a timesheet approver, you can add the following types of notes for your team members:
  • To remind team members to submit their timesheets
  • To notify team members about issues in their submitted timesheets.
To add a note for a team member (for example, to include a reminder message), in the Team Member column, click the team member name. In the fly out window that opens up, click Notes and add your message. A notes indicator appears in the Team Member column for the team member row as shown in the following image:
The image illustrates how to add a note for a team member and the note indicator that appears on the team member row.
Adding Notes to Timesheet Entries
When looking at a submitted timesheet, you can click Detailed Timesheet to view the line items in the timesheet. From the detailed view, you can add the following types of notes:
  • A general note for the entire timesheet. A notes indicator appears for the timesheet.
  • A specific note for an individual task line item in the timesheet. A notes indicator appears for the line item on the timesheet grid as shown in the following image:
The image shows how to add notes for timesheet line items
Review, Approve, and Return Submitted Timesheets
As a timesheet approver with instance rights for timesheet approval, you are notified when users submit their timesheets. You review and approve the time that is recorded against tasks. When necessary, return a timesheet for corrections. The team member receives a notification about the returned timesheet. For example, the timesheet shows incorrect codes or hours applied to the wrong tasks. The team member can make corrections and then submit the timesheet again.
Resource Manager
When you first log in as a resource manager, you only see, by default, the submitted timesheets for your direct reports (or My Team) for whom you have timesheet approval access rights. To review timesheets in other states (or status) and to display all your direct reports, click SHOW ALL next to Members.
Project Manager
 
If you are a project manager with timesheet approval access rights, you may not see any submitted timesheets if you do not have any team members that report directly to you. Under Showing, click the drop-down menu next to My Team and select ALL to display your direct reports and all other resources for whom you have timesheet approval rights.
The filtering that you apply to review timesheets continues across the different timesheet periods. Once you log out, the filtering is reset to the default behavior.
Follow these steps:
  1. Click Timesheets.
  2. Review the submitted time for a team member by clicking the team member name.
  3. When ready, optionally add a note for the timesheet and do one of the following:
    • To approve a timesheet, click Approve (thumbs-up icon).
    • To return a timesheet for corrections, click Return (thumbs-down icon).
The following image illustrates how you can approve or return submitted timesheets or review the detailed timesheet for a team member in a fly out window.
The image illustrates how you can approve or return submitted timesheets or review the detailed timesheet for a team member in a fly out window.
As a shortcut, you can approve all or return all submitted timesheets on the current page at once, as illustrated in the following image:
 The image shows how to approve all or return all submitted timesheets at once.
The user is notified that their timesheet has been approved or returned.
Click a team member name to view a context-sensitive fly out window displaying the timesheet for the team member. For submitted timesheets, a Detailed Timesheet option is available. Use the option to review the detailed timesheet for the team member before approving or returning the timesheet directly from the fly out window. Use the navigation arrows at the top of the fly out to continue reviewing additional timesheets submitted by other team members.
The following image illustrates how you can approve or return submitted timesheets after reviewing the details in the fly out window:
Image illustrating how to approve or return submitted timesheets after reviewing the details in the fly out window.
Adjust Posted Timesheets
Occasionally, a posted timesheet needs adjustment to fix time entry errors such as incorrect hours or wrong charge codes. As a timesheet approver, you can click Adjust to create an adjustment timesheet. The adjustment timesheet appears as a new Open timesheet for the associated team member. You can add a note for the team member to inform them about the adjustment. After the adjustment timesheet is submitted, approved, and posted, this new timesheet replaces the previously posted timesheet that was returned.