New User Experience: Review and Approve Timesheets

As a resource manager, you review and approve timesheets for resources that report to you. You must 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 resources. As a resource you can also access timesheets from Rally Agile Central, if you have Timesheet Navigate right. Timesheet review and approval is 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 must 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 resources. As a resource you can also access timesheets from Rally Agile Central, if you have Timesheet Navigate right. Timesheet review and approval is 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 
      Clarity PPM
      . Team members can receive an email, SMS, a notification within Classic
      Clarity 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:
  • Generic notes at the timesheet level such as to remind team members to submit their timesheets
  • Specific notes at the timesheet line item level such as to notify team members about issues in their submitted timesheets.
To add a generic note for a team member for the entire timesheet (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:
team_member_notes.png
Add 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 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:
 
Timsheet_Updated_Notes.jpg
Video: Review and Approve Timesheets
In the following video you learn how to review and approve timehseets for your team members and the timehseets for other teams for whom you have timesheet approval rights.

 
To play the video in full screen, click the YouTube logo in the right of Settings at the bottom of the video.
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 your team members record 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 receives a notification about the returned timesheet and can make corrections and submit the timesheet again. You can also review and approve timesheets for team members of other resource managers provided you have the timesheet approval rights for them. For example, if a resource manager is going on vacation, they can ask you to review and approve the timesheets for their team members.
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. To review and filter timesheets submitted to other resource managers, click Resource Manager, and select the resource manager.
Project Manager
 
If you are a project manager with timesheet approval access rights, you might not see any submitted timesheets if you do not have any team members that report directly to you. Under Showing, click the drop-down list 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. (Optional) To review and filter timesheets submitted to other resource managers, click Resource Manager, and select the resource manager.
  4. 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.
note_indicator_icon_modified.png
As a shortcut, you can approve or return all submitted timesheets on the current page at once, as illustrated in the following image:
approve_return_all.png
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:
timesheet_detail.png
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.
Video: Enter Time for Others
In the following video you learn how to enter time for other users for who you have time entry rights.

 
To play the video in full screen, click the YouTube logo in the right of Settings at the bottom of the video.
Enter Time for Others
There can be certain situations where team members are out of office and you must enter time on their behalf or must edit their timesheet entry, or the team member does not have sufficient rights to submit the timesheets. As a resource manager, you can create, edit, and submit timesheets for other team members.
You can enter time for other resources, only when the following criteria is met:
  • You are assigned the 
    Resource - Enter Time
     access right on those resources.
  • The resource status is Active or Locked.
  • The resource is Open for Time Entry.
  • The Track Mode for the resource is set to PPM.
Follow these steps:
  1. Click Timesheets.
    The Timesheets tab appears.
  2. (Optional) Select the required time period or proceed to step 3 for the current time period.
  3. Click the
    Select resource to enter time
     icon ( Search Resource Icon.PNG ).
    A list of your team members appear with the selected time period. You can only view resources for whom you have the 
    Resource - Enter Time
     access right.
  4. Filter the list of resources by
    Resource Name
    or by the 
    Status
    (All, Open, Submitted, Approved, Posted, and Returned). By default, the Status filter is set to Open.
  5. Select the Resource Name or click
    View
    to select the resource.
    You can now perform all timesheet-related activities.
View Timesheets for Others in a Closed Time Reporting Period
When a time reporting period is closed, the resource manager can go to the period and view details of a timesheet for other team members in the Timesheet tab. To edit, adjust or process a timesheet, the period must be open. The system administrator can re-open a time reporting period.
Filter Timesheets By Resource Managers 
As a resource manager, you can filter the timesheets by a Resource Manager on whose resources you have timesheet approval access rights. You can also view, approve, return, and adjust the timesheets of the resources reporting to the other manager.
Follow these steps:
  1. Click Timesheets and select the
    Review & Approve
    tab.
    A list of your team members appear with the current time period. As the following image illustrates, by default, the Showing drop-down list displays the My Team option:
    MyTeam.PNG
  2. Select the
    Resource Manager
    option in the Showing drop-down list. 
    The Resource Manager search box appears. You can type the resource manager name, or click the search box to view the list of resource managers on whose resources you have the timesheet approval access.
  3. Select the Resource Manager.
    The list is refreshed with the Resource Manager's team members.
  4. Review the submitted time for a team member by clicking the team member name.
  5. 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 illustration shows how you can filter time sheets by the resource manager:
Filter time sheets by resource managers
Access CA PPM Timesheets from CA Agile Central
As a team member, you can access your
Clarity PPM
timesheets directly from
CA Agile Central
. Contact your administrator or see
Configure
CA PPM Timesheet from
CA Agile Central
in the topic
Integrate CA PPM with CA Agile Central
for details.
The timesheet integration feature is not supported if you are using 
Clarity PPM
SaaS with the CA On Demand Portal.
You can configure SSO for the timesheets integration feature in a CA PPM SaaS and CA Agile Central SaaS environment. See
Integrate CA PPM with CA Agile Central
for details.