Submit a Timesheet

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HID_getting_started_submit_timesheet
As a project team member or staff, you are responsible for tracking the number of hours that you work on specific tasks and submitting a timesheet. Tracking work time using timesheets allows companies to plan budgets for complex projects, track the allocation of resources, implement charge codes, and so on. Your manager might ask you to track the hours you spend on specific tasks for specific projects. Depending on the policy at your company, your manager might also want you to track the hours you spend on tasks under various charge codes and input methods. As an application user, you track your working hours using timesheets. Your resource manager is responsible for managing the time recording of their direct reports. 
Timesheets are available in the 
New User Experience
, Classic PPM, and in our mobile app. Your administrator or manager can advise you which options are available at your organization.
The following workflow shows the steps for submitting your timesheet:
Image Displaying How to Submit a Timesheet
Image displaying how to submit a timesheet
 
 
2
 
 
Open Your Timesheet to Submit Your Work Time
After your manager registers you as a user, you can start to work with 
Clarity PPM
. To start tracking time with timesheets, access your unsubmitted timesheets.
 
Follow these steps:
 
  1. Click 
    Home
    Personal
    Timesheets
    .
    The unsubmitted timesheets appear.
  2. Click the 
    Timesheet
     icon next to a timesheet.
     You can also click the 
    Current Timesheet
     icon (clock symbol) at the top right of the page to open your current week timesheet.
In 15.1 and newer releases, you cannot use classic timesheets if your administrator turns on the timesheets in the 
New User Experience
.
Configure Your Timesheet
You can configure the default appearance and time entry options for all your timesheets. For example, change the layout of columns and set the sort order for rows (tasks) in your timesheets. You can also set options for automatically populating a new timesheet.
 
Follow these steps:
 
  1. Log in to Classic 
    Clarity PPM
    .
  2. Open a timesheet. Your configuration changes apply to all your timesheets. You are only changing the way you view your timesheets. The timesheet data is not changed.
  3. Click the 
    Configure
     link on the lower right side of the page.
  4. In the 
    Content and Layout
     section, select the column labels to display on the timesheet from the Available Columns list. To move them to the 
    Selected Columns
     list, click the 
    Move Right
     arrow.
  5. Specify the following sorting options:
    •  
      Default Sorting Column
      Specifies the column to sort the tasks on the Timesheet page. For example, sort the tasks by their parent investment, description, short name, or start date. The values vary based on the Selected Columns list.
    •  
      Sorting Order
      •  
        Ascending
        : Sorts the column from lowest value to highest value.
      •  
        Descending
        : Sorts the column from highest value to lowest value.
  6. In the 
    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 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. The 
      Populate Time Range
       field 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.
    •  
      Copy time entries from previous timesheet
      Automatically populates a new timesheet with the open task entries from your previous timesheet.
      •  
        Include actuals from previous timesheet (except incidents)
        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 from 
          non-working days
           on the resource calendar.
    •  
      Display Unit
      Indicates the unit of measure for time entries. Values include 
      Hours
       or 
      Days
      . Typically, time is entered in hours rounded to the nearest quarter-hour. For example, 8.00 hours or 4.25 hours.
    •  
      Decimal Places
      Indicates the number of decimal places for the selected time entry display unit.
  7. Click 
    Save
    .
Populate a Timesheet
When you first open a timesheet, the timesheet is blank, containing no tasks. You can automatically populate your current timesheet with tasks.
 
Note:
 Depending on how you (or your administrator) set up your timesheet options, automatically populating a timesheet does one of the following tasks:
  • Copies all of your task assignments to your current timesheet.
  • Copies the timesheet entries from your most recently submitted timesheet (and optionally includes actuals) to your current timesheet.
 
Follow these steps:
 
  1. Open your new current week timesheet.
    No task entries appear because the timesheet is new.
  2. Click 
    Configure
     if you want to set or change the options for automatically populating the new timesheet. For more information about configuring your timesheet populate options, see Configure Your Timesheet.
  3. Click 
    Populate
     to populate the timesheet based on the Configure options that you or your administrator set.
 
Note:
 The 
Populate
 button appears only if the automatic populate options are set.
Add Entries to a Timesheet Manually
After you populate your timesheet with tasks, you can add more tasks from your project. To add more tasks to a timesheet, use the add task feature.
 
Follow these steps:
 
  1. Click the 
    Add Task
     button on the open timesheet.
    A page opens with a list of tasks available to the user.
  2. Select the check box next to the tasks that you want to add to the timesheet, and then click the 
    Add
     button at the bottom of the page.
(Optional) Specify Entry Input Type and Charge Codes
Input type and charge codes are used for payroll purposes. If your company uses these codes, your project manager can make them available to you in your timesheets. Your manager can also want you to split entries in this process. Verify the policy of your company on input type and charge codes before submitting your timesheets.
 
Follow these steps:
 
  1. Open a timesheet.
  2. Select an input type code or charge code from the 
    Input Type Code
     or 
    Charge Code
     drop-down in a time entry row.
  3. (Optional) Select the check box next to the timesheet entry you want to split it, and click 
    Split
    .
     This step is appropriate when your manager wants you to enter specific hours under two different charge codes. After you split the entry, you can select a type code or charge code from the Input Type Code or Charge Code field for the second entry.
  4. Save the changes.
(Optional) Add a Timesheet Row Under an Indirect Category
Your manager can ask you to add rows to a timesheet under an indirect category.
The new timesheets in CA PPM 15.x no longer support indirect time entries. Use 
Other Work
 instead. Be advised that you could observe differences in totals if you entered and approved indirect time using Classic PPM timesheets and later switch to the 
New User Experience
 in CA PPM 15.x.
 
Follow these steps:
 
  1. Open a timesheet.
  2. Click 
    New Indirect Row
    .
  3. Select the 
    Charge Codes
     or 
    Input Type Codes
     (if applicable).
  4. Save the changes.
Enter Your Work Time on Your Timesheet
To record the time you worked each day on specific task assignments, use the timesheet page of your current work period.
 You can also distribute the number of hours for a single task evenly across all working days, by entering the total number of hours you worked in the Total column for the time entry row. If you enter values in both the Date and Total cells, the Date cell value overrides the Total cell value.
 
Follow these steps:
 
  1. Open a timesheet.
  2. Enter the number of hours you worked on each assignment each day in the 
    Date
     cells of the timesheet.
  3. Save the changes.
Submit a Timesheet for Approval
Your submitted timesheet goes to the timesheet approver. The status of the timesheet is 
Unapproved
 until it is approved.
 
Do one of the following:
 
  • From the timesheets list page, select the timesheet, and click 
    Submit for Approval
    .
  • Open the timesheet, and click 
    Submit for Approval
    .
Correct a Returned Timesheet
When your manager returns a timesheet for correction, you receive a notification. The method of this notification depends on your account settings.
 
Follow these steps:
 
  1. Open your returned timesheet. For example, click the link in the notification from your manager.
     The returned timesheet can have notes from your manager about what to correct. The Paper and Pencil icons on the timesheet indicate if there are new notes.
  2. Make any required corrections to your timesheet.
  3. Submit your timesheet for approval.
    Your manager is notified that the corrected timesheet is ready for review and approval.
Adjust a Posted Timesheet
After your manager approves your submitted timesheet, the actual time data is posted in 
Clarity PPM
. You can adjust a posted timesheet for the following entries:
  • Tasks that are open for time entry and associated with an active project. The project must also be open for time entry.
  • Indirect tasks (by default, indirect tasks are considered active)
  • Incident tasks of an active non-project investment object (NPIO). The NPIO must be open for time entry. Clarity PPM 15.6 users, see the following tip.
The parent NPIO constraints associated with the last bullet above were removed in Release 15.6. In previous releases, you could not adjust a timesheet row for an incident if its parent application was closed for time entry or inactive. Users could post time against the same incident, but could not adjust the time entry because the row was read- only since the associated application was closed for time entry. As a workaround, you had to re-open the application for time entry. In 15.6 and newer releases, timesheet rows for incidents allow adjustments when the parent investment is active or inactive, and when the Open for Time Entry setting is selected (open) or clear (closed).
 
Follow these steps:
 
  1. Open the posted timesheet.
  2. Click 
    Adjust
    .
    • The 
      Adjust
       button appears on the posted timesheet only if at least one of the tasks on the timesheet is active. 
    • The inactive tasks on your timesheet appear as read-only entries.
  3. Edit one or more active tasks on your timesheet.
 The 
Delete
 button does not appear when you adjust a timesheet. If you booked time against a task incorrectly, you cannot remove the time entry from the timesheet. However, you can set the values for that task to zero. This setting indicates that no hours were actually booked for the task.