Manage Time Recording for Team Members

As a resource manager, you can manage the time recording of the employee resources who report to you. As a project manager, you manage the time recording for your project tasks.
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As a
resource manager
, you can manage the time recording of the employee resources who report to you. As a
project manager
, you manage the time recording for your project tasks.
Your resources use weekly timesheets to track their time and activities. Resources access their current timesheets and record the actual time that they spend on the tasks that are allocated to them, usually by the hour. Resources record time for assignments, such as project tasks, incidents, indirect work, and any time they spend on other activities.
You can modify the projects and tasks that individual resources can log time against. When a resource submits a timesheet for approval, you receive an action item to review the timesheet. You approve the timesheet or return the timesheet to the resource to make corrections.
Project managers receive notifications only for timesheets that contain tasks in their projects.
When you approve a timesheet, the time for each task is posted to the actuals. Project managers can compare the actual time that is recorded with the estimates and can monitor the progress of their projects.
Prerequisites
  • You configured resources, project tasks, and activities.
  • Resources configured the application to send notifications for certain conditions such as when their timesheet is overdue.
  • Resources complete and submit their timesheets.
The following diagram describes how a resource or project manager manages the time recording of their direct reports:
Image describing how a resource or project manager manages the time recording of their direct reports
Image describing how a resource or project manager manages the time recording of their direct reports
Follow these steps:
2
Update Timesheet Permissions
As a resource or project manager, you continually adjust the ability of employee resources to enter time for specific projects and tasks. You change the tasks and projects that resources can report time for.
Disable Time Entry for a Resource 
When you turn off the time entry option for a resource, they cannot use the timesheet functionality. Even if they have the required access rights, they cannot create and edit timesheets. The system generates an error message.
  1. Click
    Home
    ,
    Resource Management
    ,
    Resources
    .
  2. Click the name of the resource.
  3. Click 
    Properties
    ,
    Settings
    .
  4. Clear the
    Open for Time Entry
    check box.
  5. Click
    Save
    .
Disable Time Entry for a Project
The following procedure applies at the project level and prevents a user from entering time for the project.
  1. Click 
    Home
    ,
    Portfolio Management
    ,
    Projects
    .
  2. Click the name of the project.
  3. Click
    Properties
    ,
    Settings
    .
  4. Clear the
    Open for Time Entry
    check box.
  5. Click
    Save
    .
Disable Time Entry for a Project Team
The following procedure applies at the project team level and prevents a user from entering time for a resource or the team. 
  1. Click
    Home
    ,
    Portfolio Management
    ,
    Projects
    .
  2. Click the name of the project.
  3. Click the
    Team
    tab.
  4. For each resource or role, click the
    Open for Time
    cell and select
    No
    .
  5. Click
    Save
    .
Disable Time Entry for a Task
  1. Click
    Home
    ,
    Portfolio Management
    ,
    Projects
    .
  2. Click the name of the project.
  3. Click
    Tasks
    to display the task list.
  4. Click the name of the task
  5. Click
    Properties
    ,
    Settings
    .
  6. Clear the
    Open for Time Entry
    check box.
  7. Click
    Save
    .
Notify Resources About Overdue Timesheets
Resources typically submit timesheets on a weekly basis, allowing time for managers to review and approve them. If an employee does not submit a timesheet on time, you can send them a notification.
When you notify resources, they receive notifications in one or more of the following ways depending on how they are set up to be notified:
  • An alert 
  • An email in their inbox 
  • A text message on their phone that is based on a valid phone number in their resource profile 
See  for details on how resources can set up to receive system notifications. 
The text for the notification is based on the Timesheet – Overdue notification template available in the Administration tool. 
Follow these steps:
  1. Open the timesheet for the resource.
    The timesheet page appears.
  2. Click Notify.
    An overdue timesheet notification is sent to the employee.
Process Submitted Timesheets
When a resource submits a timesheet, you receive a notification to review their timesheet. As a project or resource manager, you review and approve the time that is recorded against projects and other tasks.
Project managers only receive timesheet submission notifications if the timesheet contains items to which they are associated. Notifications are sent to users who have
Resource Timesheet - Approval
access rights at the instance-level. No notification is sent for users with global approval access rights. This policy prevents too many unwanted e-mail messages for that user.
Follow these steps:
  1. Open Home, and from Personal, click Timesheets.
  2. Filter for submitted timesheets.
  3. Open the timesheet to process.
  4. (Optional) Click the Timesheet Notes icon to add or edit notes against individual entries or the whole timesheet.
  5. Do one of the following steps:
    • Approve
      : The timesheet is approved and the time that is recorded against each task is added to the actuals for that task.
    • Return Timesheet
      Clarity PPM
       returns the timesheet for corrections and notifies the resource that the timesheet is returned.
Restore Timesheet Defaults
Follow these steps:
  1. Click
    Administration
    ,
    Project Management
    ,
    Timesheet Options
    .
    The timesheet options page appears.
  2. Click
    Restore Defaults
    .
  3. Click
    Yes
    to confirm.
    The timesheet options page appears.
  4. Save the changes.
Apply Timesheet Options to All Resources
Use these steps to set or change the timesheet options for all resources in the system.
Follow these steps:
  1. Click 
    Administration
    Project Management
    Timesheet Options
  2. Specify the default sorting column and sorting order.
  3. In the Default Time Entry Options section, select all options that you want for automatically populating a new timesheet.
    • Populate assigned tasks: 
      Automatically populates a new timesheet with task assignments that are currently open. The open assignments have a date range within the time period of the new timesheet and have non-zero ETC. This option can also include time entries that were entered on the previous timesheet if they are currently open task assignments.
    • Copy time entries from previous timesheet: 
      Automatically populates a new timesheet with the task entries from the previous timesheet.
      KB Article TEC43558 explains the required conditions for a task to appear on a timesheet.
    • Include actuals from previous timesheet: 
      Automatically includes the actual hours from the previous timesheet (actuals are not copied for incidents). Actuals for one-time time entries, such as vacation or sick time, are not copied.
    • Display Unit: 
      Indicates the measure of time entries in timesheets by hours or days. 
    • Decimal Places: 
      Indicates the number of decimal places for the selected time entry display unit.
  4. Save the changes.
  5. Click
    Apply to All Resources
    .
  6. Click
    Yes
    to confirm.