Timesheets › How to Manage Time Recording

How to Manage Time Recording

As a resource manager, you use the product to manage the time recording of the employee resources who report to you.

As a project manager, you use the product to manage the time recording for your project tasks.

Your resources use weekly timesheets to track their time and activities. Resources access their current timesheet, and record the actual time that they spend on the tasks that are allocated to them, usually by the hour. Resources record time for assignments, such as project tasks, incidents, indirect work, and any time they spend on other activities.

You can modify the projects and tasks that individual resources can log time against. When a resource submits a timesheet for approval, you receive an action item to review the timesheet. You approve the timesheet or return the timesheet to the resource to make corrections.

Note: Project managers receive notifications only for timesheets that contain tasks in their projects.

When you approve a timesheet, the time for each task is posted to the actuals. Project managers can compare the actual time that is recorded with the estimates and can monitor the progress of their project.

Prerequisites:

• Resources and project tasks and activities are set up.
• Your employee resources complete and submit their timesheets.

  Note: For more information, see How to Submit a Timesheet.

The following process describes how a resource or project manager manages the time recording of their direct reports:

To manage time recording, follow these steps:

1. (Optional) Update Timesheet Permissions to change the tasks and projects that resources can report time for.
2. (Optional) Notify Resources about Overdue Timesheets when a resource misses the deadline to submit a timesheet.
3. Process Submitted Timesheets

Update Timesheet Permissions

As a resource or project manager, you continually adjust the ability of employee resources to enter time for specific projects and tasks.

To prevent an employee resource entering time for any task:

1. Open the Home menu, and from Resource Management, click Resources.
2. Click the name of the resource.
3. Clear the Open for Time check box.
4. Click Save.

To prevent any employee resource entering time for a project:

1. Open the Home menu, and from Portfolio Management, select Projects.
2. Click the name of the project.
3. Open the Properties menu, and from Properties, select Schedule.
4. Clear the Time Entry check box.
5. Click Save.

To prevent an employee resource entering time against a project:

1. Open the Home menu, and from Portfolio Management, select Projects.
2. Click the name of the project.
3. Select the Team tab.
4. Click the Time table cell for the resource, and select No.
5. Click Save.

To prevent an employee resource entering time against a task:

1. Open the Home menu, and from Portfolio Management, select Projects.
2. Click the name of the project.
3. Open the Tasks menu, and select Assignments.
4. Select the check box for the resource in the task assignment tree.
5. Click Remove.

Notify Resources about Overdue Timesheets

Employee resources usually submit timesheets on a weekly basis, allowing time for managers to review and approve them. If an employee does not submit a timesheet on time, you can send them a notification.

Follow these steps:

1. Open the timesheet for the employee resource.

   The timesheet page appears.

2. Click Notify.

   CA Clarity PPM sends an overdue timesheet notification to the employee.

Process Submitted Timesheets

As a project or resource manager, you review and approve the time that is recorded against project and other tasks.

When a resource submits a timesheet, the product sends a notification to review the timesheet.

Note: Project managers only receive timesheet submission notifications if the timesheet contains items that they are associated with.

Follow these steps:

1. Open Home, and from Personal, click Timesheets.
2. Filter for submitted timesheets.
3. Open the timesheet to process.
4. (Optional) Click the Timesheet Notes icon to add or edit notes against individual entries or the whole timesheet.
5. Do one of the following:
   • Click Approve.

     The timesheet is approved and the time that is recorded against each task is added to the actuals for that task.

   • Click Return Timesheet.

     CA Clarity PPM returns the timesheet for corrections and notifies the resource that the timesheet is returned.

Restore Timesheet Defaults

Follow these steps:

1. Open Administration, and from Project Management, click Timesheet Options.

   The timesheet options page appears.

2. Click Restore Defaults.

   The confirmation page appears.

3. Click Yes.

   The timesheet options page appears.

4. Save the changes.

Apply Timesheet Changes to All Resources

Use the following procedure to reset the timesheet options for all resources to the default settings.

Follow these steps:

1. Open Administration, and from Project Management, click Timesheet Options.

   The timesheet options page appears.

2. Change the timesheet options, and click Apply to All Resources.

   The confirmation page appears.

3. Click Yes.

   The timesheet options page appears.

4. Save the changes.