Create a Timesheet (v8.xx

Create a Timesheet (v8.xx

Timesheets can be automatically created by the server at the beginning of each week. In this case, the timesheet will be automatically populated with a resource’s assignments for the upcoming week. Automatic generation of timesheets can only be enabled by the application Administrator.


To create a new timesheets:

  • Navigate to the [My workspace] tab.

  • Select "My timesheets" from the contextual navigation menu. Click "New timesheet".



  • A new blank timesheet will be created.

There is a second way to create a new timesheet:

  • Navigate to the [Timesheets] tab, "Timesheets" view.

  • Click "Create" and select "Blank timesheet" or "Calculated timesheet". Choosing "Blank timesheet" will create a new blank timesheet.

  • Choosing, "Calculated timesheet" will open a dialogue box.



  • Date: Specify which week this new timesheet is for. Name: Which resource this timesheet is for.

Note: Time can be entered on behalf of another resource whose name would be entered here.


Type: Three possible options:


  • Calculated: Geniusproject looks for late tasks or tasks to be started during the current week.

  • From previous ones: Geniusproject analyzes timesheets from recent past weeks and retrieves tasks not completed and that have been marked to carry over to following weeks, and adds them to the new timesheet. If a user does not want to create a timesheet from the recent past weeks, but rather from an older week, see the option to copy a timesheet below.

  • A combination of the 2 options above.


Select "By default" for the system to remember this option.


  1. Automatic generation of timesheets


The Notes Admin can enable the "Automatic generation of timesheets". All users get new Timesheets for the current week, e.g. Monday early Morning.



If a user gets no timesheet, please check the following bullets:

  • The resource is not published in the Timesheets database. The resource is not a member of any active projects.

  • The resource is a member of active projects, but is not assigned to any task.


If the user is only Member of a administrative Project. And if the Project has "open Tasks" (nobody is assigned an the task is "in progress"), the Member can report time.


Note: If the user did create a timesheet with at least one line in it, even a [Not assigned] tasks "In progress", next week a timesheet should be generated.


  1. Timesheet header




Resource name (1)

The Resource the timesheet is for. By default, the author of the document. Editable if the resource has the role "CreateForOther", at creation only. No longer editable once the document has been saved.


From ... to…

First and last day of the effective week. If the date does not correspond to the first day of the week, it is automatically calculated to correspond to the first day of the week. Editable as long time has not yet been entered.

Week

The week number according to the ISO 8601 European norm. Computed.




Status

The timesheet’s current status: "Editable" while time is being entered.

"To be approved" once the timesheet has been submitted for approval. "Denied" if the designated approver has refused the timesheet.

"Completed", once the timesheet has been approved by the designated approver. The timesheet can no longer be modified.

Modified

Date and time of the last modifications. By clicking on the date you can access the history of the modifications.



  1. Posting time in the Timesheet


Time entry in the timesheet is done in a grid like fashion with one line per task, in theory. If different types of charges are required for the same task, within the same week, it is possible to have multiple lines for it. For example -  billable hours and  non-billable hours.





Grid buttons


To add lines to the grid for time entry. A dialogue box will open to select the specific tasks to be added to the timesheet

To remove a selected line from the grid.


To edit the active line. Able to replace a task with another one without losing any time and details that has already been input.




Filter by:



Project

Users can add an unlimited amount of lines to the grid. To easily find a line, the view can be filtered to only display lines by project, task or a combination of both

When selecting a specific project, only lines associated to that project will be displayed in the grid below.

Task

Select a specific task and only lines with time entered for that task will be displayed













Grid


Icon

If the task is assigned specifically to the resource

If the task was assigned to a group which incldues the active resource.

Project

Name of the project the task belongs to

Task

Task name. It is an active link which allows easy access to the task document



Mon to Sun

Daily time entry. The column header is the abbreviation of the day of the week followed by the date.

Field to fill in the time spent on each task. Numbers. Negative numbers are authorized.

For every field where time is filled in, a Timesheet detail document is created

Total

Total number of hours computed for the line


Indicates if the work on the task has been completed. Time can be entered as long as the task is not marked "Completed".




To enter comments. A dialog box will open so users can enter comments for each day of the week that they worked on a particular task.







To request an adjustment for the amount of time assigned to the task. For example, by entering 3, the resource is requesting 3 additional hours to work on the task.

Remainin g

Remaining workload for the assigned resource





Type

Organizations have the ability to apply different user rates based on unique work circumstances, such as overtime, travel time, working on a holiday, etc. This field is used to select whether a unique rate type should be applied to the line.

The list of unique rate types is defined in the "General" setup document. If left empty, the standard rate is applied. Otherwise the rate used to calculate the resource cost (for the corresponding assignment) is multiplied by the percentage applied to the selected type in the "General" setup document, i.e. 150% the normal rate for working overtime


When checked, the task will be pushed forward into next week's timesheets, if they are automatically generated using the option "From previous ones" or "Both".


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