New User Experience: Enter Hours and Submit a Timesheet
As a team member, you are responsible for tracking the number of hours that you work on specific tasks. Update your task status. Use timesheets to track your work hours. Accurate time reporting provides your company with valuable data for project cost tracking and charge code analysis.
Video: Submit My Timesheet
In the following video, you learn how to create and submit a timesheet by copying a previously submitted timesheet and auto-populating it with your currently assigned tasks. In the timesheet, you can add or remove tasks if necessary and filter the list to locate specific items. You can add notes to explain information that is included in your timesheet at the task level or the overall timesheet level. You can return a submitted timesheet to correct any errors. If a timesheet with errors is already posted, you can create an adjustment timesheet.
The following video is provided by CA Technologies.
To play the video in full screen, click the YouTube logo at the bottom.
Update Task Status
As a team member, communicate status updates, risks, and issues to your team and to the project manager. Balance multiple tasks with different specifications and deadlines, deliver quality work, and complete tasks on time.
Update your task status several times daily and always before submitting your timesheet.
Follow these steps:
- Open a project and clickTasks.All the project tasks appear.
- Search for a task or select a filter option.
- Select a task to open theDetailspane.
- Update task details. The following options are also available:
- Staff: Add or remove the staff members assigned to this task.
- To Do: Add or remove action items in a To Do list. You can also mark to do items ascompleted.
- Conversations: Start a conversation or post a reply about a task.
Open an Unsubmitted Timesheet
To start tracking time with timesheets, open an unsubmitted timesheet. When you open the
New User Experience, what you can see and do depends on the access rights that your administrator grants you.
- If you have access to timesheets only, the Timesheets page opens.
- If you have access to timesheets and other features, use the Menu at the top left of the page to select Timesheets.
The timesheet for the time period that is closest to the current date appears. To open a different timesheet, scroll left and right using the arrows at the top of your timesheet.
Create a Timesheet
You can add work items by selecting the tasks to appear on your current timesheet. You can also duplicate a previous timesheet to record new hours against the same entries.
Not all timesheet creation options are always available. For example, the option to create a timesheet that is based on a previous timesheet is unavailable if you have not created a previous timesheet. The option to create a timesheet that is based on current work assignments is unavailable if you have no current assignments.
Create a Timesheet with Previous Timesheet Tasks or Current Assignments
You can create a timesheet with the tasks from a previous timesheet or with your current assignments.
Follow these steps:
- Open a timesheet period.
- Select one or more options:
- Copy previous timesheet:This option appears only when you have previous timesheets and creates timesheets with the task entries from your most recently submitted timesheet.
- Copy hours:Automatically includes the actual hours from the previous timesheet with the following two exceptions:
- This option does not copy actuals for incidents.
- This option does not copy time entries for one-time actuals such as vacation or sick time fromnon-working dayson the resource calendar.
- Add Assigned tasks:This option appears only when you have assignments. This option 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 typically have non-zero pending or accepted ETC. The range also includes the number of days that your administrator set on the Timesheet Options page. ThePopulate Time Rangefield includes a setting for the days before and after the time period start (default = 7 days). If any open assignments have non-zero ETC, the tasks in any future time periods outside the range also appear.
- +Work to timesheet:Provides a list of work items that are available for selection to create a timesheet.
- ClickCreate Timesheet.
As an administrator, you define the date range that determines which tasks appear on user timesheets.
Create a Timesheet by Adding Work Items from Active Investments
As a new team member on a project, you likely have no assignments for the current period. Create a timesheet by selecting individual work items from your active assigned investments. If you cannot add unassigned tasks or tasks that are not open for time entry, notify your project manager. The project manager can assign you to the work or can open the task for time entry so you can book time.
Follow these steps:
- Open the timesheet period.
- Select+Workto timesheet and clickCreate Timesheet.
- Filter the list of tasks. By default, the list shows all tasks on investments where you are the team member.
- Select the checkboxes next to the tasks that you want to add to the timesheet. ClickAddto select more, or clickAdd and Closeat the top of the page.
- With the timesheet open, click the more options next to the task line item to copy or delete the timesheet.
- ClickCopyto duplicate the task line item to create another line item.
- ClickDeleteto delete the task line item and update the grid with the change. To remove multiple task line items from your timesheet, click-Work. Select the checkboxes for the line items that you want to delete and clickDELETE AND CLOSE.
Enter Hours on a Timesheet
Record the hours that you worked each day on specific task assignments. When you have completed all timesheet entries, click Submit. Your submitted timesheet goes to your manager for approval. The status of the timesheet is
Submitteduntil your manager approves or returns the timesheet.
The timesheet allows you to enter more than 24 hours per day. This flexible design allows you to enter an aggregate amount on one date in the time period. Your single-day time entry can span multiple days. You are not required to make separate entries for each day.
If your administrator configured your time entry display unit as Days in Classic PPM, your timesheets show and you record your time in days.
Timesheets and Non-Working Days
As a team member, your personal calendar can include non-working days. Non-working days are indicated with a gray column in the timesheets. You can enter an amount in the column for the non-working days.
Non-Project Work Time (Holidays, Personal Leave, Vacation Time)
Your project manager or resource manager can set up an
Other Workinvestment type in Classic
Clarity PPMto track non-project hours. When Other Work is set up, you can select it as a work item and record your holidays, personal leave, and vacation time for that line item on your timesheet. You can record this time on a non-working day. You can also record this time on a regular working day, as long as you did not change your calendar and mark that day as
Other Workto track personal time or vacation, mark those days as non-working days on your calendar to prevent the hours from being copied to your timesheet.
If you have any difficulties recording your non-project related work, contact your project manager and resource manager.
Timesheets and Estimate-to-Complete (ETC)
Your administrator can include an estimate-to-complete (ETC) column on your timesheet. As the timesheet owner, when you override this value, this field represents a pending ETC.
Example: Pending ETC
A timesheet has a task with an ETC of 10.5 hours. The timesheet owner wants to indicate that there is more work for the task and wants to increase the ETC to 20 hours. The timesheet owner enters 20 and overrides the original 10.5 hours. As a result, the color for the number changes to bold and blue. When the timesheet owner hovers the cursor over the number, they see the original ETC value. The project manager can either accept or reject the pending ETC in Classic
Tracked Time and Percent of Project Time
Two gauges at the top of a timesheet show the tracked time and percentage of project time for the current timesheet time period.
- Tracked time shows the total tracked hours or days. Tracked time is the time that is entered in the timesheet out of the total available work time for the timesheet. When the total tracked time is greater than the total available work time, the gauge color changes to red.
- Example 1: A resource has an eight-hour workday, and the total work time for the week is 40 hours. If the resource enters 20 hours on their timesheet, the tracked time gauge shows 50 percent.
- Example 2: A resource has a seven-hour workday, and the total work time for the week is 35 hours. If the resource enters 14 hours on their timesheet, the tracked time gauge shows 40 percent.
- Example 3:The system administrator has defined biweekly time reporting periods. A resource has an eight-hour workday, and the total work time for the total timesheet period is 80 hours. If the resource enters 20 hours on their timesheet, the tracked time gauge shows that 20 hours and the gauge shows 25 percent.
- Project Time shows the percent of the tracked time (actual hours or days) that is project time. The percentage of the number of hours (or days) booked on a Project investment type as opposed to the number of hours (or days) booked on other investment types.Example: You enter 30 hours for project investments. You enter 10 hours for other investment types such as ideas, applications, orOther Work. The gauge shows 75 percent of project time.
Timesheet Option to Spread a Total Across Multiple Days
If enabled by your administrator, you can enter a total number of hours (or days) in the Total column. The application evenly distributes the total hours (or days) across the multiple child time segments. For example, you enter 40 total hours and the timesheet shows 8 in each cell for five days.
Any existing values are replaced by the new spread values.
Timesheet Attestation Option
As an employee or contractor with time compliance requirements, you might see the following message when you click
Your administrator can edit the statement. Verify your entries. When ready to submit, click
CONFIRM. Your timesheet is not submitted until you confirm the attestation.
Add Timesheet Notes
Timesheet notes allow users and approvers to have a conversation about a specific timesheet. You can add a note for the entire timesheet or for the specific timesheet line items. You can perform the following tasks:
- Display existing notes
- Edit notes (the user who added the note can edit it)
- Respond to notes
- Delete notes
Follow these steps:
- Open your timesheet.
- Click NOTES at the top of your timesheet to add a note or to view the existing notes for the timesheet.
- When there are existing notes on a timesheet line item, click the task name or the notes indicator for the line item to view or add more notes.
- When there are no existing notes, click the task name for a specific timesheet line item to add a note.
- In the Notes tab, hover over an existing note and select the Edit or Delete icon to edit or delete a note.
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 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 with approval rights, 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 theResource - Enter Timeaccess right for all concerned resources.
- The status is Active or Locked for all concerned resources.
- The Open for Time Entry setting is checked for all concerned resources.
- The Track Mode is set to PPM for all concerned resources.
Enter Time for a Team
To enter time for a team, you do not need access rights to the people on the team, only to the team resource. You can enter or approve timesheets for a team with the following access rights granted for the team resource using instance, OBS, or global rights.
- Resource - Enter Time
- Resource - Approve Time
Follow these steps:
- Click Timesheets.The Timesheets tab appears.
- (Optional) Select the required time period or proceed to step 3 for the current time period.
- Click theSelect resource to enter timeicon ().A list of your team members appear with the selected time period..
- Filter the list of resources using the following attributes:
- ResourceFilters by resource name or team name for the resources for whom you have theResource - Enter Timeaccess right.
- Resource ManagerFilters by the resource managers for the resources for whom you have theResource - Enter Timeaccess rightResource OBSFilters by all resources associated to an OBS for whom you have theResource - Enter Timeaccess right.StatusFilters by timesheet status. By default, the Status filter is set to Open.
- Select the Resource Name or clickViewto select the resource.You can now perform all timesheet-related activities.
Clarity PPM15.6.1 onward, you can log time for inactive resources. This feature is useful when you need to enter time for employees or contractors who are no longer associated with your organization.
Use Input Type and Charge Codes on a Timesheet for Payroll
Input type codes and charge codes are used for payroll processing. If your organization uses these codes (or User Value 1 and User Value 2 attributes), your administrator can make them available in your timesheets. As an employee or contractor, enter the appropriate codes. For example, one timesheet row might be
billablewhile another row is
Follow these steps:
- Create a timesheet or open a timesheet with open status.
- Select a timesheet line item cell in theInput Type CodeorCharge Codecolumn. Your administrator might also provideUser Value 1orUser Value 2columns.
- Select a value from the list of codes. You can also enter a portion of the value name in the cell to view the closest matching values before selecting one.
Return a Previously Submitted Timesheet
To return a previously submitted timesheet, open the timesheet and click Return
.You can now edit the timesheet and re-submit it for approval by your resource manager. As a team member, you cannot return an approved timesheet unless you have timesheet approval rights for your timesheets. For posted timesheets, you can create adjustments.
Correct a Returned Timesheet
When your resource manager returns a timesheet to you to be corrected, you receive a notification. How you are notified depends on your account settings.
Follow these steps:
- Access your returned timesheet. For example, click the link in the email from your manager.Your returned timesheet might have notes from your resource manager about what to correct.
- Make the necessary corrections to your timesheet.
- Submit your corrected timesheet for approval.Your resource manager is notified that the corrected timesheet is ready for their review and approval.
Adjust an Approved and Posted Timesheet
After your resource manager approves your submitted timesheet, the actual time data is posted in
Clarity PPM. You can adjust a posted timesheet to correct any time entry errors for tasks. Both the project and the tasks must remain open for time entry and the project must be active.
Note:The inactive tasks on your timesheet appear as read-only.
Follow these steps:
- Open the posted timesheet and clickAdjust.
- Make your changes and clickSubmit.
Once you create an adjustment timesheet, a second timesheet appears in the same time period.
To cancel the adjustment and return to the original posted timesheet, click
Delete Adjustment. You can return to the read-only original timesheet by selecting it from the drop-down list. You can delete an adjustment only if it is in an
Returnedstate. After you submit an adjustment, you cannot delete it without first returning it.
View Timesheets in a Closed Time Reporting Period
When a time reporting period is closed, you can go to the period and view details on 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.