Cerri Project allows for timesheets to be submited and approved once they have been completed in the [Timesheets] module. If the approval workflow is not enabled, users will mark their timesheets as complete directly.
The update of assignments in the [Projects] module (workload and/or status) can depend on the approval or completion of timesheets and timesheet lines. By default, this information is updated automatically, regardless of the timesheet status. However, the system can also be setup to prevent tasks from being updated with timesheet information while the corresponding timesheet is being edited, or to prevent tasks from being completed automatically when resources mark their assignments as completed in their timesheets.
There are three possible types of Timesheet approvals:
- By the author of the timesheet: This is the simplest mode, where the user marks the timesheet as "Completed".
- By a responsible: Once completed, the timesheet is submitted for approval. An authorized user can then approve or deny the timesheet. An authorized user is either allowed to approve the timesheets of all users or only those of a defined group (e.g. a department). The first case is managed through the "Approver" role, while the second case is handled by the "Responsible" of the "Resource".
- By the project leaders: Since resources often work on mulitple projects at once, this approval process typically involves more than one project leader. In this case, the approval occurs not on the 'Timesheet' document itself but on the individual "Timesheet detail" documents. The timesheet is considered approved only when all its detail records are approved.
Note: The Setup Menu can only be modified by the Application Manager. See the Administration Manual.
The approval cycle depends on the parameters defined in the General setup document of the [Timesheets] module. Based on these parameters, either the resource responsible or the project leader must approve or deny submitted timesheets or timesheet detail documents.
If a timesheet is denied, the user must modify and resubmit for approval. As soon as a timesheet has the status "To be approved", "Approved," or "Completed", it is no longer editable by its author and cannot be deleted.
Submitting timesheets for approval
To submit a timesheet for approval, simply change its status to "To be approved." From the timesheet, click "Workflow" on the action menu bar and select "To be approved".
Based on the application configuration, the timesheet will be submitted to the designated user(s) responsible for its approval.
Note: If the user submits their timesheet before the end of the week, and the automatic generation agent is enabled, a duplicate can be created.