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RES08 - Timesheet Compliance

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Overview

Organizational view through a resource portfolio of compliance to timesheet submission (signing) and approval deadlines.

           

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RES08 Timesheet Compliance example

           

           

Business Outcomes

  • Drive effective work planning and resource management processes by monitoring and driving towards timely timesheet submission and approval.
  • Measure effectiveness of the feedback and reforecasting process that is driven by timesheet actuals.

           

           

Supporting Capabilities

  • Time Reporting

           

           

Timesheet Submissions Details

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Timesheet Submission Performance Categories (Icon Type):
⦿ Timesheet Submitted Indicates that there is an existing, signed, and submitted timesheet record for the resource for that Time Report period.
Timesheet Re-Submission Indicates that there is an existing, signed, and submitted timesheet record for the resource for that Time Report period which was previously disapproved and resubmitted.
  • A resubmitted Timesheet is a timesheet where one or more lines on the timesheet was subjected to one or more disapproval and re-submission cycles.
This additional resubmission category supports the following:
  • Allows analysis of the difference between getting the timesheet in on time and getting it right - See 'Right First Time' Column
  • Supports the ability to measure both the achievement of timesheet submission deadlines and the quality of data submitted, i.e the timesheet did not have to be disapproved and amended.
  • Helps to identify secondary causes for an overdue timesheet, such as the reason for lateness may be due to the approval/disapproval process surrounding this record. (See performance thresholds.)
Missing Timesheet Indicates that that there is currently no signed and submitted timesheet record for the resource for that Time Report period. This may include filled in and completed timesheets that have not been Signed and Submitted.
PE timesheet icon.png Timesheet automatically submitted by the Progressing Engine Indicates that the timesheet was progressed automatically or submitted by the Progressing Engine.

           

NOTE

The symbols used for each category outlined above are configurable and may vary depending on the current configuration of the report.

           

Timesheet Submission Performance Thresholds (Icon Color):
⦿ ❗ Tolerance Category - 'Green' (On Time) This is the first tolerance category (default name of green) which will display when the timesheet has been submitted/re-submitted before the defined green/yellow threshold tolerance. The green/yellow threshold tolerance (hours after the resources Timesheet was Due) can configured by an administrator.

The default is 12. e.g. you have 12 hours after the deadline to submit your timesheet and still indicate a 'green' status
⦿ ❗ Tolerance Category - 'Yellow' (Overdue)

This is the second tolerance category (default name of yellow) which will display when the timesheet has been submitted/re-submitted after the defined green/yellow threshold tolerance and before the defined yellow/red threshold tolerance. The yellow/red threshold tolerance (hours after the resources Timesheet was Due) can configured by an administrator.

The default is 24. e.g. submitting between 12 hours and 24 hours after the deadline will indicate a 'yellow' status

⦿ ❗ Tolerance Category - 'Red' (Further Overdue) This is the final tolerance category (default name of red) which will display when the timesheet has been submitted/re-submitted after the defined yellow/red threshold tolerance.

The default is 24. e.g. submitting 24 hours or more after the deadline your timesheet will indicate a 'red' status

           

NOTE

The names and colors used for each threshold outlined above are configurable and may vary depending on the current configuration of the report.

           

           

           

Business Rules

  • This report requires that the Global Option for Timesheet Auditing is enabled. The report provides analysis only for TIMEREPORT periods that occur after the global option is enabled.
  • Metrics are determined based on the TIMREPORT period end date/time plus the administrator configurable options defined in the table below that define the submission and approval deadline/date/time. These settings define a date/time after the TIMEREPORT period end for on time submission and approval.
  • The ADM01 Report Configuration Report provides the ability for customers to define custom submission deadlines for specific time report periods and/or resources/groups of resources. This support the definition of custom deadlines when, for example, timesheet submission is due on a public holiday.
  • The report provides analysis of time sheet submission based on the initial timesheet submission and approval only.
  • If there are multiple submissions (following disapproval), then this will impact the Right First Measure, show a ! symbol in the detail charts and (optionally) show as a different category in charts.
  • A single timesheet can have multiple approvers. Specifically when approval is being done by project managers, they will be approving a subset of the lines from a single timesheet that are relevant just to their own project. Therefore, when project managers are approving we would expect to see more approvals than submissions in the returned results.
  • This report is dependent upon timesheet submission and approval, but not on progression engine execution.
  • If automatic approval is enabled them the Approver Details section will not be shown.
  • The Overall Compliance Charts section shows a bar chart with a column for each TIMEREPORT period selected in the user parameters.
  • Resources are counted as compliant (green), meaning they submitted their timesheet before the on-time deadline, late (yellow), meaning they missed the deadline, or very late (red) or missing a timesheet (grey) for the period.
  • In the Timesheet Submission Details table a detailed analysis for each resource and each time period is shown.
  • The Average Time to Sign is based on the number of hours between the TIMEREPORT period end and the date/time that the timesheet was signed. An average is calculated for the TIMREPORT period range in the report. The "Time to Sign" value for each timesheet is shown in the mouse over on the graphic for each time period.
  • The On Time Percentage is based on the count of timesheets that achieve a Green compliance - ie. what percentage of the resource's timesheets were submitted before the period deadline.
  • The Right First Time percentage is a measure of how many timesheets are submitted just once and do not need a cycle of disapproval, re-entry and resubmission because of errors. Hovering over the icon in each TIMEREPORT period column gives detailed information on who and when timesheets were submitted.
  • The Approver Details table provides an analysis of the volume and timeliness (compliance) of each approver.
  • The classification of 'resubmitted' was modified in FastTrack Analytics 3.0 to allow for a wider tolerance of time. Previously the report would consider any timesheet entries that differed by more than 2 seconds to be a resubmission (Versions prior to FastTrack 3.0). This has been extended to five (5) minutes allow for instances where it might take longer than 2 seconds to process all timesheet lines and also to allow for instances where a resource needs to make a fix to a timesheet immediately after submitting and not be called out for it.

           

           

Report Parameters

Parameters Description
First/Last Period Determines the time period for the data returned.
Table Format

Determines the format of the detailed data table in the report.

This parameter uses the following options:

  • Grouped—a formatted layout, with grouping and expand/collapse.
  • Plain—A flat table format designed to export to Excel for further data analysis.