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Timesheet Reports Overview and Examples

This topic provides a brief overview of timesheet report, and includes a couple of examples.

Terminology

Reports are either based on timesheets or timesheet entries.

  • A Timesheet Entry represents hours recorded for one specific day for one specific task, portfolio, or administrative type, as shown below:

timesheet_entry.png

  • A Timesheet is comprised of all the timesheet entries creating during one timesheet period

timesheet.png

  • A Timesheet Period is a specific calendar interval during which users record time

timesheet_period.png

Types of Reports

There are two flavors of timesheet reports: reports that run using current data with no pre-processing, and reports whose data is aggregated nightly for faster performance. These reports sources are described below.

Report Sources for Time

The screenshot below shows the list of Organization/Time report sources - versions of some or all of these reports sources are available for other targets, such as projects, resources, tasks, and so on. You can go to the Reports view, click New and choose different Target/Time combinations to see which sources are available for which entities.

 

    2018-11-14_12-41-57.png

The non-summarized report sources run using current data at any time of day.

  • All Timesheets
  • All Timesheet Entries

Summarized report sources use data that is summarized by resource nightly in order to do some pre-processing to reduce report generation time. Depending on which report source you use, the resource timesheet data is summarized in different ways (timesheet period, month, approval state).

Because the data is summarized nightly, it is possible for you to run a report on yesterday's data. So if you do not see entries that you were expecting, check that they were not created between the nightly summary job and the day/time you are running the report. Note that timesheet summary reports return entries with 0 hours. If you wish to exclude those entries, create a filter that requires entry values to be greater than 0.

Note that is is preferable to use the summarized report sources whenever possible, because they perform faster.

  • All Timesheet Entries Summarized by Timesheet Period
  • All Timesheet Entries Summarized by Month
  • All Timesheet Entries, With Approval State, Summarized by Timesheet Period
  • All Timesheet Entries, With Approval State, Summarized by Month

Note that two of the summary reports listed above additionally summarize the resource time data by approval state. There is also an Approval State field that can be added to the report definition, as well as used in a filter. You can either create separate report sources for each approval state, or you can create a filter that will report against whatever combination of Timesheet Approval States you are interested in (Fully Approved, Awaiting PM Approval, Rejected, etc.). These report sources are useful, for example,  if you need to generate an invoice based on approved time only - you won't need to do any manual post-processing to winnow the report down to the set of approved hours.

Filters

PPM Pro stores massive amounts of timesheet data. To ensure acceptable performance, users are required to use a filter and/or a date range when running timesheet reports (or when using timesheet reports in dashboards). You select filters/date ranges in the Runtime Options dialog that appears when you run a report (or configure a dashboard). Note that timesheet summary reports return entries with 0 hours. If you wish to exclude those entries, create a filter that requires entry values to be greater than 0.

Example Reports

The following are a couple of example time reports.

All Timesheets vs All Timesheet Entries

The report below on the left uses the All Timesheets report source with at Timesheet Create Date filter; the right uses the All Timesheet Entries report source with a Timesheet Entry Date filter.


2018-11-15_10-57-42.png   2018-11-15_11-00-53.png

Timesheets for this Month that are Submitted

Uses the following fields:

  • Resource
  • Approval State
  • Start Date
  • Total Hours

Date Filter =  Timesheet Start Date Is This Month


2018-11-15_11-22-12.png

Crosstab report showing all timesheet entries logged by users this month
Uses the following fields:
  • Row fields: Project, Resource
  • Column fields: Date
  • Data Series Fields: Total Hours

Date Filter = Timesheet Entry Date Is This Month

2018-11-15_11-43-55.png