In this section:
Thursday, 19 September 2019
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In this manual
Themodule is designed to track time of work hours by company. Within a company you may track hours by any hierachical structure you choose, such as Project, Phase, Task. Timesheets can break hours into chargeable and non-chargeable cost codes.
The Timesheet document has been developed for use with an approval process and can be configured for pre-addressing to Payroll or other relevant parties.
The workflow of the timesheet is:
The following set up must be done by your Project Administrator to use this module:
The standard workflow for using this module takes place within a single company.
This means if more than one company on a project intends to use the module, a separate Timesheet Document Type must be set up for each company, so each company's own Cost Centre codes and Task codes are securely maintained. When setting up the required select list Special Field for Employer (Company), only one option needs to be specified. Note, the Company specified is validated by the system against the project's Contacts Register and must be specified correctly. Multiple approvers can be set - the user will be able to choose the approver relevant to their department.
There is a less common workflow involving multiple companies part of an Alliance.
In this case, all the companies in the Alliance will use the same Timesheet Document Type. Multiple approvers can be set - the user will be able to choose the approver relevant to their company. When setting up the required select list Special Field for Employer (Company) each company in the alliance must be added as an option. Note, Companies are validated by the system against the project's Contacts Register and must be specified correctly. When setting up the Timesheet Tasks, each different company's Task codes can be set up.
This first section is an overall Timesheets setup procedure. You should see the sections after it for detailed steps relating to some of the points in this procedure.
Please refer to Set up statuses for Approval Process below for details on adding and allocating statuses and specifying approvers.
Please refer to Pre-addressing via a Distribution Rule below for details.
Please refer to Creating Timesheet Tasks and Shifts below for details.
Once you have set up the required document type for working with this module, you must turn the module on for the project.
The following screen displays the recommended statuses for this Timesheets:
DRAFT is the standard draft setting used in ProjectCentre which will appear on the author's hotlist only.
FOR APPROVAL is the status that the Timesheet will open in. This is a draft status which appears on both the author and approvers' hotlists.
Note: You can have as many different approvers as necessary; when the user creates a Timesheet, they will simply choose the status FOR APPROVAL BY <name of first approver> and when they Submit the Timesheet, it is automatically sent to this approver.
RESUBMIT is a draft status that allows the approver to reject the Timesheet. (It remains on the originator's Hotlist in the DRAFTS folder for editing).
APPROVED is the initiated status when a Timesheet is issued. The Timesheet can no longer be edited after this point but can be responded to.
PROCESSED has been set as the Closed status used by the Payroll when the details have been entered into their payment system.
CANCELLED is the standard setting used in ProjectCentre to cancel a draft.
WITHDRAWN is the status to use to remove a timesheet after it is approved in case of an error.
When you click from the status section of document type screen, you enter the Status option editor form. The default displays the "Status Codes" tab.
To simplify using Timesheets for the user, we recommend pre-addressing using Distribution Rule.
Tip: if Payroll is not one particular person, you may wish to create a user account called "Payroll" or "Pay Office".
Distribution Rules specify default names addressed on a document in the Attention To and Info To section when creating a new document.
Click from the document type screen. The Timesheet Directory Editor will display to add tasks and cost codes.
A company's directories allow you to set up a hierarchical structure for your timesheets and associated tasks. Set up the highest level directories first and work your way down.
Click from the document type screen. The Timesheet Tasks Editor will display to add tasks and cost codes.
A company's task codes are identified by the option code allocated during the CompanyTaskCode User Field setup. The company's individual task codes are set up in the Timesheet Tasks Editor.
Click from the document type screen. The Timesheet Shift Editor will display the shifts.