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The Time Tracking Stalker – Resource workflow process is used to notify resources that fail to submit a timesheet in a prior week. The workflow checks for active resources, hire/termination dates, track mode, and open for time entry. This process helps to ensure resources submit timesheets in a timely manner. In version 13, the email can be enhanced to include colors, bold, underline, and other HTML formatting. -
The Time Tracking Stalker - RM workflow process automatically sends an email to Resource Managers for each one of their resources that have not submitted their timesheet for a prior open time period, thus informing the RM if their resources are submitting their timesheets on time. Project Managers will also benefit since the notifications will help to ensure that time is being posted against their projects in a timely manner, helping to provide them with an accurate view of time expended on the projects. -
The Adjusted Timesheet Stalker process is designed to be run via a scheduled job. The end user will need to set up the job and can choose the frequency at which this job should be run. The process will search the system for timesheets with a status of ‘Adjusted’. An email is sent to the resource manager for any resources identified as having adjusted timesheets. The email will provide: • Name of resource • Time period The resource manager is advised that once the timesheet is resubmitted, they will need to approve it. A link to the timesheet itself is provided in the body of the email. -
The Timesheet Approval - Auto process is an auto-start process that begins once the resource submits his or her timesheet. This process bypasses a Resource Manager approval and allows the user to post his or her timesheet. Once the timesheet is submitted, the process will lock the user’s timesheet to prevent editing. The process will then select the next action based on three different factors:- The timesheet has less than 40 hours.
- The timesheet has 40 or more hours.
- The resource’s availability is less than 8hrs/day.
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The Timesheet Approval - RM and PM process is an auto-start process that begins once the resource submits his or her timesheet. This process provides a checks-and-balances style to ensure that all resources entering time have entered the 40 hours. Once the timesheet is submitted, the process will lock the user’s timesheet to prevent editing. The process will then select the next action based on three different factors:- The timesheet has less than 40 hours.
- The timesheet has 40 or more hours.
- The resource’s availability is less than 8hrs/day.
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Portlet to show the stage of any Action Item triggered by Timesheet submission. Portlet allows for a period start date input, filters by Resource, Approver, Action Item Status and Timesheet Status. A link to the action item is provided for direct action by review if needed. This portlet is only for the clients who have established a process that triggers on Timesheet Status change to Submitted and to send Action Items to the person responsible for timesheet approval/validation i.e. PM for project tracking and/or RM for overall approval of the timesheet. The portlet won’t display any data if there are no timesheet Action Items. Examples of such processes would be CA’s OOTB Project Manager Approval or the Timesheet Approval - PM and RM process found on RegoXchange. -
The Timesheet Audit portlet displays timesheet information in order to perform an audit. The only required data needed to search the portlet is start and finish date. Additionally, you may narrow the results by filtering by resource, resource ID, OBS Unit, resource manager, timesheet status, project, and task. The portlet provides reporting on the following:- Resource
- Resource ID
- Email Icon of Resource (So the reviewer can quickly email the Resource)
- Resource is Active
- Resource Open for Time
- Time Period (Start and Finish Dates)
- Timesheet Status
- Is Adjustment (If the timesheet is adjusted)
- Timesheet Modified Date
- Timesheet Posted Date
- Timesheet Submitted By
- Timesheet Approved By
- Project
- Task
- Proposed ETC Hours
- Pending Actual Hours
- Total Actual Hours
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This portlet provides a view into the number of timesheets that were expected to be completed for a specified time period(s) as well as the number of timesheets that were completed and the percent complete. This can also be filtered by OBS so that a company can see timesheet compliance at the OBS level. -
The Timesheet Detail report provides a detailed view of timesheet entries for each resource within a selected time period. It includes hours logged against tasks, other work, incidents, and indirect activities, displayed by day and in total. The report also captures any notes associated with each time entry, offering visibility into how time is allocated across different work types. -
The Timesheet Notes portlet displays all timesheet notes split out by resource, investment and task. This is very useful in situations where you want to review multiple notes as you do not have to open each note separately. The table below describes the available filter fields in the portlet.Column Label Description Timesheet Period Start Range of time periods to display filtered by start date Timesheet Period Finish Range of time periods to display filtered by finish date Resource Resource(s) to display Type Note on a timesheet or time entry (task specific) -
The Timesheet Smoothing Process Workflow kicks-off when an individual timesheet is Submitted. It splits each transaction on the timesheet when total timesheet actuals exceed total weekly availability for the resource. Total weekly availability is determined by multiplying resource availability rate by the number of workdays in the week. Non-workdays include weekends, holidays, PTO, and other scheduled days off, as set on the resource calendar. If timesheet actuals <= total weekly availability, then the timesheet remains unchanged. But if timesheet actuals > total weekly availability, then the following occurs. Each timesheet transaction is reduced by a calculated percentage that will reduce the total regular hours to equal the total weekly availability. Then the remaining transaction hours are placed in a “Split” row for that task on that day, with an Input Type Code set based on a process parameter (which parameter can be set within the script action on the process). Note: If a single day has overtime hours, but the total timesheet actuals <= total weekly availability, no splitting occurs. -
This process workflow with gel script forces billable hours on timesheet down to 40 hours, and sets overtime hours to non-billable. Timesheets with 40 or fewer hours are not touched. Process kicks off upon submission of timesheet. Steps are:- Determine if timesheet has > 40 hours. If so, proceed.
- Create a SPLIT row for each timesheet row, with Input Type Code = Non-Bill.
- Divide 40 by total timesheet ours. Store this value.
- Multiply each timesheet cell by the stored value, and enter the result into that cell.
- Take the difference (original cell value – new cell value), and enter in same cell on Split row.
- The end result will be 40 hours total on Billable rows, and overtime hours on Non-Billable rows.
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