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Spot opportunities to improve timesheet accuracy and resource allocations by assessing timesheet compliance and allocation. Report Views include: • Allocation Variance • Capex vs Opex • Hours Detail • Resource Dtails • Single Manager Drill Down • Single Resource Drill Down • Timesheet Detail • Timesheet Summary • Unapproved Timesheets Demo Video: https://www.youtube.com/watch?v=yxIkkqSyrRU&list=PLXJ5ktuWV0jiS9CvBpHvBIwpKPmA9uvwK&index=8 -
This is an automation to adjust the cost in financials (WIP) based on the standard weekly hours for salaried (Exempt) personnel. The process adjusts only the cost in WIP where the hours per week that are posted for a resource are more than the standard work week. The Posted hours in the timesheet and in WIP remain untouched. For the process to calculate correctly, all time in a given week needs to be accounted for, including all non-project time. The process has three input parameters as explained below:- wkStdHour: Standard Weekly Hours; this can be changed in the process gel script. The parameter is based on the organization standard work week. The default is set to 40 hours.
- xogBatchSize: The XOG batch size. This is used to upload data in batches to avoid high memory and performance issues. The default batch size is set to 50 records.
- username: The resource name that the process uses for uploading data. The default is set to admin.
- It will process all the timesheets in posted state provided the timesheet has not been adjusted earlier by this process and there are no pending transactions to be posted for it. Validation is made based on Notes field, which is populated once adjustment is done by the process.
- Notes field should not be modified in Script nor should be worked upon by any other process.
- All the invalid transactions should be cleared and post to WIP should be finished with no pending records.
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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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The Timesheets by Resource portlet gives the ability to highlight the time periods where resources are working overtime or working less than 25 hours a week. The filter requires timesheet Start Date and End Date to be provided. Additionally, the information can be filtered by Resource, Resource ID, OBS Unit, Employment Type, Resource Manager, Open for Time, and Active status. This portlet displays Resource, Resource ID, Active (yes/no), Employment Type, Primary Role, Resource Manager, and Timesheet Hours Flag. The flags are set with the logic- Yellow = timesheets not posted / zero hour timesheets
- Green = where number of hours posted is > 25 and less than 45
- Red = where number of hours posted is < 25 or > 45
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This allows users without admin access to see the timeslice settings and also allows the data to be exported to excel easily. Many organizations like to document their timeslice settings which is a manual process as you cannot export the timeslice page to excel. This allows them to periodically export the portlet results to excel to meet their documentation requirements. -
The Rego: Transfer Primary Skill process updates the primary skill on the team object by running the process with the execute process job. The process takes the primary skill that is on the resource object and moves it to all of that resource's team records where the primary skill on the team record is null. Utilizing these fields and process provide a quick way to determine what skill each resource is bringing to the project. This process makes the transition seamless from resource primary skill to team primary skill. -
The Turn off Notifications process disables all Email, SMS and Alerts notifications for all users. This process is helpful if users would not like to receive emails from the system regarding actions items, timesheet submissions, etc. The script may be modified to include all users or all users that have been created within the last day. -
The Unlock Projects workflow process can be run through the "Execute a Process" job. The workflow will execute a query that will automatically unlock projects that have been exported / checked out for over 2 days. This prevents any projects from remaining in the “locked” state for a long period of time, preventing time from posting to these projects. -
The Update Email Ids workflow sets all users’ email addresses to non-working by appending a “ZZZZ” to the end of the email address. This process is used for when there are refreshes to your Development or Testing environments and do not want emails going to users. When complete, the log will display the total amount of email addresses updated. A second process is included in this workflow that will revert the email addresses to remove the “ZZZZ” added in the first workflow. In some instances, the process may be run in error, or you may want to send emails from a Development or Testing environment; using this second process you will be able to enable all emails again.
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