User Guide
Timesheet Management
Timesheet is a time tracking tool. This enables to record, track and report accurately on the
time that your employees spend on projects. It also correlates consumed time with project
schedules and find the low productivity and problematic areas in a project. A Team Member
can create a timesheet for a list of tasks assigned to him/her to specify the amount of time
spent on tasks in a particular week. Timesheet has the following work flow :
-
Create a timesheet with the efforts information. Efforts are nothing but the tasks which are
assigned to you. The amount of time worked on a task/project can be entered for a specific date. -
The Reviewer can approve or disapprove the effort details entered by a Team Member
in a particular timesheet. If it is disapproved then a Team Member should make appropriate
changes to that effort and resubmit for approval. - Once an effort of a timesheet is approved, it is accounted towards the cost of a project.
A user can create timesheet on weekly basis in which the user can include the tasks he/she has worked
on in that particular week. An user can create only one timesheet per week.
A timesheet will have a list of task information which are called efforts of a timesheet.
- Click Timesheets tab.
-
If there are no timesheets available then a message “There are no timesheets to display.
Click here to create a New Timesheet.”. To create a new timesheet click the link
“Click here to create a New Timesheet.” Alternatively you can click
New Timesheet action available in action bar which will take you to the new
timesheet form page. -
The owner of the timesheet will be the creator of the timesheet which will be reflected in
the Owner field in new timesheet form (see Figure: 7.1). -
Select the Week Start date of a timesheet from the calendar by clicking the
calendar icon provided at the end of the Week Start field (see Figure: 7.1).
The Week Start date will be automatically set to Sunday’s date of the week you
have selected. -
To set the Week End date corresponding to the Week Start date that is set,
click Week End field. Generally the Week End date will be Week Start
date + 6 days which is Saturday’s date of the week you have selected. -
Select a task from the drop down available in Task column which has tasks assigned
to you and the %completion of the task is not 100%. The task drop down will have the task
names and project name to which it belongs with the status Active (see
timesheet-1.jpg). Project name will be enclosed within the parenthesis. -
When a task is selected, the reviewer of that task will be displayed in Reviewer
column. If the task is not reviewed by anyone then by default the Project Owner
will be the reviewer of that task. - Type in the comment in the Comment field.
-
Enter the number of hours you have worked on each day on that task in the corresponding
day’s column (Sun, Mon, Tue, Wed, Thu, Fri
and Sat). - Click Save & Close button to save the entries.
- To reset the field values click Reset button.
- To cancel the entry click Cancel button.
Figure: 7.1 New Timesheet.
set to Approved status. If the added task has a reviewer, then the status will
be Draft.
View page of a timesheet will give you the complete information about a timesheet. To go to
the view page of a timesheet you need to select particular timesheet entry from the list
displayed in the list page.
The List Timesheets page will list all the timesheets which you own and the
timesheets which includes the efforts or tasks which are reviewed by you. The list page
gives you the following information.
- First column indicates an alert notification (!) if the recent changes made to a timesheet is not viewed.
- Second column indicates the serial number.
- Third column indicates the week’s start date of a timesheet.
- Fourth column indicates the week’s end date of a timesheet.
- Fifth column indicates the owner of a timesheet.
- Last column indicates the status of all efforts (or tasks) in that particular timesheet.
If you have not created any timesheets then in the list page only the timesheets which are
reviewed by you are listed. If you have not created any timesheets and you are not the reviewer
of any tasks in a project in which you are involved ,then a message “There are no timesheets
to display.Click here to create a New Timesheet.”will be displayed.
The number of timesheets to display exceeds the value set for Num of records per page
field in Preferences tab, then each page will list the number of timesheets as per
the value you have set for the above field.
on “Preferences”.
To navigate between list pages, select the page number from the Page drop down list in
the filter bar (see Figure: 7.2) which will be displayed only when the number of timesheets
available are more than the value set for Num of records per page filed. When you select
the page number from the drop down a list for that page will be displayed (see Figure: 7.3).
Figure: 7.2 Select page number.
Figure: 7.3 Timesheet list in Selected page.
View page of a timesheet shows the information of all efforts (or tasks) included in that
timesheet with an option to add new tasks to timesheets, delete task entries from the
timesheet, update effort (or task) details and submit the work status for approval if the
timesheet which you are viewing is owned by you.
If you are viewing a timesheet which is supposed to be reviewed by you, the view page shows the
information only about the tasks which are reviewed by you and an option to approve/disapprove.
Both owner view page and reviewer view page of a timesheet will display the following information:
- Owner of the timesheet who has created the timesheet.
- Week Start date of a timesheet.
- Week End date of a timesheet.
-
A check box, needed for the task selection when you want to approve, disapprove, delete or
submit the efforts. -
Status column indicating the status of an effort like Draft, Pending, Approved
and Disapproved. -
The task name along with the icon indicating the status of an effort (or task) for example
approved, disapproved etc in Task column. The status of an effort (or a task) will
be Draft once it is created, Pending when submitted for approval, Approved when it is
approved by the reviewer and Disapproved when it is disapproved. When you hover on the
icon you will come to know the status of that particular effort. - Reviewer of an effort (or a task).
- Comment added by the owner before submitting for approval in Comment column.
- The hours worked on the week days for example 10:00 on Mon etc.
- Total hours worked on each day in the corresponding day’s column of Day Total row.
-
Click Timesheets tab. If there are timesheets available a list will be
displayed. -
Click the timesheet of your interest. You will see the efforts of that timesheet along
with the corresponding buttons based on whether you are the owner or reviewer of that
timesheet.
reviewer information gets updated in forth coming timesheets.
In ValleySpeak Project Server, every operation performed is tracked and displayed as history.
The timesheet history will be displayed in its view page in Timesheet History section.
The history contains the fields mentioned below:
- Log Date-Time gives time-stamp indicating when the operation is performed.
- User Name indicates the resource name who has performed the operation.
-
Field Name indicates the name of the field whose value is updated when the
operation is performed. - Change column shows the modification done to the field reflected by Field Name.
If a new timesheet is added then User Name reflects the name of the resource who created
the timesheet, Field Name indicate the value as “New Timesheet“. If the status or
reviewer of an effort (or a task entry in timesheet) is updated then Change column reflect the
modification as “Old Value” => “New Value” . If you update the comment, the Field Name
refer the change as “Updated Comment (task name)“.
You can edit the effort details of a timesheet using Update Timesheet,
Submit and Approve /Disapprove options.
You can also add an effort (or a task) for an existing timesheet which you own using
Add Task option provided in the view page of a timesheet.
- Click Timesheets tab.
-
Select the required timesheet which you own from the list displayed by clicking the
corresponding row entry. -
A view page of timesheet will be displayed. Click Add Task button. An
option to add effort will be displayed. -
Select a task from the task drop down displayed in Task column, a reviewer of
that task will be displayed in Reviewer column. The task drop down has tasks
which are assigned to you, which belongs to an Active project and the
%completion of a task is not 100%. - Type in comment in Comment field.
- Enter the work status for a corresponding day.
- Click Save & Close button to add the effort entry.
A Team Member who is a owner of the timesheet can modify only the effort (or task)
details of a timesheet with the status set to either Draft or
Disapproved. You need not select the effort (or task) for update, when you click
Update Timesheet button by default the efforts (or tasks) with the status
Draft or Disapproved are made editable.
A Project Owner who is a owner of the timesheet can modify the effort (or task)
details of a timesheet with the status set to Draft, Disapproved and even
Approved efforts only when the reviewer of that particular effort is the
Project Owner itself provided the end date of that timesheet has not reached in
other words timsheet has not expired
timesheet and the status of a project to which the effort (or task) belongs is
Active.
- Click Timesheets tab.
-
Select the required timesheet which you own, from the list displayed by clicking
the corresponding row entry. -
A view page of a timesheet will be displayed. Click Update Timesheet
button. -
Efforts (or tasks) with the status Draft or Disapproved
(for both Team Member and Project Owner) or Approved
(only for Project Owner if the end date of that timesheet is not expired) are
made editable. - Make necessary changes to the fields which are editable .
- Click Cancel button to cancel the editing.
- Click Reset to reset the field values.
- Click Save & Close button to save the edited values.
A timesheet owner can submit efforts of a timesheet for approval. Once the efforts are
submitted, the effort status is set to Pending automatically.
approval for which he is the reviewer, by default the effort status is set to
Approved.
- Click Timesheets tab.
-
Select the required timesheet which you own, from the list displayed by clicking the
corresponding row entry.i -
A view page of a timesheet will be displayed. Select the efforts (or tasks) to submit.
You can select the efforts (or tasks) with the status Draft / Disapproved
for submission by checking the corresponding check box.i - Click Submit button, the status of the selected efforts (or tasks) is
set to Pending and an icon indicating the pending status is displayed
just before the task name.i
are set to Pending when they are submitted provided the status of the project
to which they belong is Active.
A Reviewer of an effort can approve or disapprove the efforts (or tasks) of a timesheet
which are submitted for approval.
- Click Timesheets tab.
-
Select the required timesheet which is reviewed by you, from the list displayed by
clicking the corresponding row entry. -
A view page of a timesheet will be displayed with Approve,
Disapprove options. Select the efforts ( or tasks) with the status set to
Pending by checking the corresponding check box. -
Click Approve or Disapprove button to approve or disapprove
the submission respectively. Once approved the status of the selected efforts (or tasks)
is set to Approved / Disapproved and an icon indicating the status is
displayed just before the task name.
displayed before the task name.
have to resubmit that effort for approval. Irrespective of the project status to which an
effort belongs, a reviewer can approve/disapprove effort details with status set to
Pending.
A timesheet owner can delete an effort which is included in a timesheet.
the status Draft. A Project Owner who is a owner of a timesheet can delete
only the efforts with the status Pending / Draft. Admin can delete the
efforts irrespective of the owner of the timesheet as well as the staus of an effort.
- Click Timesheets tab.
-
Select the required timesheet, from the list displayed by clicking the corresponding row
entry. -
A view page of a timesheet will be displayed with delete option. Select the efforts (or
tasks) which you want to delete by checking the corresponding check box. - Click Delete Task(s) button.
which the efforts belongs is Active.
Once an effort is deleted from the timesheet you can not get back the previous information but
you can add the same effort to the timesheet as a new effort entry. Once you delete a last
only available effort from the timesheet then the timesheet entry is deleted and you can
create a new timesheet in that week.
A filter contains instruction called criteria. The criteria specifies the rule, based on which
the timesheets are listed. Filters help you in displaying only part of the information that is
preferred. Their purpose is to bundle, sort, and list available timesheets for the selected
criteria. In addition, you can have multiple filters performing multiple actions that might
effect the same timesheet in several ways.
The different criteria are:
- Owner filters the timesheet based on the owner of a timesheet.
- Status filters according to the status of a efforts in a timesheet. The status can be:
- Pending indicates the efforts in a timesheet needs approval of a reviewer.
- Draft indicates that the efforts in a timesheet are not submitted yet for approval.
- Approved indicates that the efforts in a timesheet are approved by the reviewer.
- Disapproved indicates that the efforts in a timesheet are disapproved by the reviewer.
To view a particular list of timesheets you need to select the corresponding filter options (see
Figure: 7.4) and click Apply Filter button, a list of timesheets for a filter
option selected will be dispalyed.
Figure: 7.4 Timesheet view according to selected filter.
Reviewer is a Team Member who is responsible for the approval of an effort (or a task) of a
timesheet. A Team Member can be a reviewer of an effort (or a task) only if that task is
not assigned to him there is an exception for a Project Owner. A Project Owner
can be a reviewer of any tasks irrespective of the task assignment as long as the reviewer
is not assigned to that task.
Only a Project Owner can assign a reviewer for a task.
- Click Timesheets tab.
- Click List Reviewers action available in action bar.
- Select a project from the Project drop down list.
- Click New Reviewer action available in action bar.
-
Select a Team Member from the Team Members drop down, a list of tasks which are not
assigned to the selected Team Member in that project will be displayed in Task Selection
scroll bar. Before selecting a user from the Team Members drop down the Task Selection
scroll list will have all the tasks in the selected project (see Figure: 7.5). -
Select the task from the Task Selection scroll list for which you want to make the
selected Team Member as a reviewer and click Add >> button, alternatively you can double
click the task name to add it to the Tasks Assigned To Selected User list. -
To remove from the Tasks Assigned To Selected User list, select the task and click <<
Remove button. - Click Save & Close button to save the changes.
Figure: 7.4 Timesheet view with reviewer filter selected.
assigned to the user selected.
the Team Members drop down will list only the members of the project who are not
reviewers for any of the tasks. You can not add reviewer for an Archived/Deleted
project.i
View page of a reviewer will give you the complete list of tasks to be reviewed by the Team
Member. The reviewer view page is displayed when you select a required reviewer entry from
the reviewers list displayed when you select List Reviewers action from the
action bar.
The list page that is displayed when you click List Reviewers action, will list
all the reviewers in a selected project. The list page gives you the following information:
- First column indicates an alert notification (!) if the current modification of a reviewer entry is not viewed.
- Second column indicates the serial number.
- Third column indicates the name of a task which is being reviewed.
- Fourth column indicates the name of the reviewer.
The list page will display one row per task for each reviewer. If there are no reviewers to any
of the tasks in a selected project then by default the Project Owner will be the reviewer
of all the tasks in such cases a separate reviewer entry is created with the task name set to
Project Timesheet which indicates that, for all tasks, currently the Project Owner
is the reviewer.
If the number of reviewer entries to display exceeds the value set for Num of records per
page field in Preferences tab, then each page will list the number of
reviewers entries as per the value you have set for the above field.
of chapter on “Preferences”.i
To navigate between list pages, select the page number from the Page number drop down
list in the filter bar (see Figure: 7.5) which will be displayed only when the number of
reviewer entries available in a selected project are more than the value set for Num of
records per page filed. When you select the page number from the drop down a list for that
page will be displayed.
Figure: 7.5 Timesheet view according to selected filter.
The reviewer view page will display entire information of a selected reviewer. The list page
will display one row per task for each reviewer. But the view page of a reviewer lists all
the task names which are reviewed by that Team Member (reviewer). The reviewer view
will display following information:
- Project Name indicates the name of the project in which the selected reviewer is involved.
- Reviewer Name indicates the name of the selected reviewer.
- Task Names gives the list of task names which are reviewed by the selected reviewer.
- Click Timesheets tab.
- Click List Reviewers action available in action bar.
- Click any row of the reviewer of your interest.
- A reviewer view page will be displayed with edit and delete options (only for a Project Owner).
Only a Project Owner can edit a reviewer details. Editing reviewer details is necessary
in situations when an assigned reviewer is not involved in the project. In such cases before
changing the reviewer of such tasks, you need to delete the current assigned reviewer entry
who is not in the project in future.
belongs is Archived/Deleted.
- Click Timesheets tab.
- Click List Reviewers action available in action bar.
- Select a project from the Project drop down list.
- A list of reviewers in the selected project will be displayed.
-
Select a required reviewer entry which you want to delete by clicking corresponding row
entry in the list displayed. -
A reviewer view page with edit and delete options (only for a Project Owner) will be
displayed -
Click Edit button, the reviewers edit page will be displayed where the
Team Members drop down will have the selected reviewer name and the Task
Selection scroll list will have the tasks for which no reviewers are available
and the current reviewer is not the owner of the tasks in that list. -
To add the task(s) from Task Selection scroll list to Tasks Assigned To
Selected User list click Add >> button, alternatively you can
double click the task entry to add to Tasks Assigned To Selected User list. -
To remove from Tasks Assigned To Selected User list, select the task entry from
the Tasks Assigned To Selected User list and click << Remove button,
alternatively you can double click the task entry to remove from the list. - Click Save & Close button to save the changes.
Only a Project Owner can delete a reviewer entry. Deleting reviewer entry is necessary
when the current reviewer is no more involved in the project or you want to reassign the reviewer.
- Click Timesheets tab.
- Click List Reviewers action available in action bar.
- Select a project from the Project drop down list.
- A list of reviewers in the selected project will be displayed.
-
Select a required reviewer entry which you want to delete by clicking corresponding row
entry in the list displayed. -
A reviewer view page with edit and delete options (only for a Project
Owner) will be displayed (see Figure: 7.6). - To delete click Delete button.
Figure: 7.6 Reviewer view page
will delete all the associated reviewer information of that user in the current project. You
can not delete reviewer details if the project status to which the reviewer belongs is
Archived/Deleted.
Filters help you to view the rows selectively based on the filter options you select. Their
purpose is to bundle, sort, and list reviewer entries for the selected criteria. In addition,
you can have multiple filters performing multiple actions that might effect the same reviewer
in several ways.
The criteria available to filter the reviewer list is:
-
Reviewer filter filters the reviewer entries based on the reviewer names. The Reviewer can
be Any Reviewer, Reviewer is Me, Reviewer is “Reviewer name”.
To view a particular list of reviewer entries, you need to select the corresponding filter
options and click Apply Filter button, a list of reviewers for a selected filter option will
be displayed.
