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Automatic Timesheet Approval

  1. Navigate to Admin/Organization/Timesheet Settings
  2. Select "Automatically Approve # Days After Submission".

This setting allows timesheets to be automatically approved after a specified number of days. Any (not fully approved) timesheets that are submitted after more than the number of days you specify will be automatically fully approved. Approval jobs run hourly.

For example, if this option is selected and set to "0", when the approval job runs, any unapproved submitted timesheets will be approved automatically. If this option is selected and set to "3", when the approval job runs any unapproved timesheets that were submitted 3 days ago will be approved automatically.

  1. Click Save.

Timesheet Settings

Timesheet Setting

Description

Filters

Project Filter

Select the filter that controls when projects are available for entering time. Several filters are provided by PPM Pro, and you can create your own custom filters.

Task Filter

Select the filter that controls when tasks are available for entering time. Several filters are provided by PPM Pro, and you can create your own custom filters.

Number of days to extend timesheet start and end dates

In addition to the filters, you can build in lead/lag time to any filter that uses Dates. The value you specify extends the date range in both directions by the number of days specified.

For example, imagine your Project Filter is "Project Dates Overlap with Timesheet Period", and you set "Number of days..." to 3. This means that the timesheet period can end 3 days before or start 3 days after the Completion Date of the project.

Automatically approve # days after submission

Allows timesheets to be automatically approved after a specified number of days. Any timesheets that are pending approval for more than the number of days you specify will be automatically fully approved. Note that approval jobs run hourly:

  • 0 means that the next time the approval job runs any timecards that are pending approval will be fully approved. For example, if set to "0", after the approval job runs, any unapproved submitted  timesheets will become fully approved.

  • Any number greater than zero means to delay approval for the specified number of days. The delay allows submitted timesheets to go through the normal approval process. For example, if set to "3", any timesheets that were submitted 3 days ago, and are still pending approval, will become fully approved.

Timesheet Entry Options

Track Time For Admin/Project/Portfolio

Select at least one type of time to track.

Allow users to edit 'Total' hours

Enabled by default. When enabled, the user is allowed to enter hours in the 'Total' cell for a timesheet entry, and those hours will be spread evenly across each timesheet day that is configured to be included in the contouring (see Configuring_the_Daily_Entry_Pane). Otherwise, the 'Total' cell will be read only. The user will still be able to enter and edit values for individual days regardless of whether this setting is enabled or disabled.

Allow users to indicate if billable

Disabled by default. Enable to display the Billable? column on timesheets. Billable reflects whether or not the entered hours are billable, and applies only to tasks types 'Not to Exceed' and 'Time & Materials.' If disable, column will not appear on timesheet.

Contact your engagement manager for more information about the Billing feature.

Allows users to view or edit hours to complete (HTC)

Enabled by default. Displays the HTC column is displayed on timesheets that automatically increments or decrements when you edit actual hours. If you do not display this column, the HTC is not adjusted or displayed.

Show if task is Capitalized

Enabled by default. Displays the Capitalized column on timesheets. This will be a read-only field, and will contain a checkmark if the summary task is capitalized. If disabled, column will not appear on timesheet.

Allows users to indicate if: 'Productive'

Disabled by default. Enable to allow users to track productive time. In addition, the label is editable, so some customers use the field to track other properties.  If disabled, column will not appear on timesheet.

Allows users to select: 'Work Location'

Disabled by default. Enable to allow users to select work location. You cannot change the lookup list associated with this field, but you can edit the field title and add/delete list values by clicking Edit Location Options. Note that if you edit the field name, the edit link will reflect the new name.

In addition, when this property is enabled you have the option to make the field required by checking "Make 'Work Location' a required field".

Allows users to select: 'Company''

Disabled by default. Enable to allow users to select company. You cannot change the lookup list associated with this field, but you can edit the field title and add/delete list values by clicking Edit Company Options. Note that if you edit the field name, the edit link will reflect the new name.

In addition, when this property is enabled you have the option to make the field required by checking "Make 'Company' a required field".

Show weekend days on timesheets by default

Disabled by default. Enable to show Saturday and Sunday on the daily time entry panel. This can be overridden at the user level (see Configuring_the_Daily_Entry_Pane), but some organizations like to determine whether the weekend days appear by default.

Time Management Options

Include Project Managers in approval process

Enabled by default. Resource Managers (also known as "Final Timesheet Approvers") will be responsible for approving non-project time entries only (for example, Admin or Portfolios), and Project Managers will be responsible for approving time entered against their projects. This is referred to as the "2-step approval process". All project time must be approved before timesheets are ready for final approval.  If this option is not enabled, then Resource Managers will be responsible for all approvals.  

Automatically approve # days after submission

Enable to allow timesheets to be automatically approved after a specified number of days. Any (not fully approved) timesheets that are submitted after more than the number of days you specify will be automatically fully approved. Note that approval jobs run overnight (sometime after midnight).

For example, if this option is selected and set to "0", when the approval job runs, any unapproved submitted timesheets will be approved automatically. If this option is selected and set to "3", when the approval job runs any unapproved timesheets that were submitted 3 days ago will be approved automatically.

Allow cost normalization on timesheets

When enabled, presents two settings on the resource record allowing you to normalize costs for a resource (prorates the hourly rate up or down, based on the number of hours the resource worked, keeping the cost of the resource the same).

Normalize Cost - Enables the feature for the resource

Timesheet Period Cost - The cost for the resource for the timesheet period.

 See Normalizing Costs.

Allow maximum hours logged per week to be limited

When enabled, adds a field to each resource's Info page called Max Hours Per Week. The resource's Immediate Supervisor or members of either the Resource or Org standard groups can edit this field to limit the number of hours the resource can enter per week.

Show timesheet guidelines

When enabled, presents a rich text editor into which you can enter your company's timesheet policies or any other information that would be helpful when entering time. Users can view the guideline by choosing Actions > View Timesheet Guidelines from the timesheet screen.

Mark unsubmitted timesheet overdue (hours)

The timesheet will be considered overdue if it has not been submitted within the specified number of hours after the timesheet period ends.

Overdue unsubmitted timesheets appear in the Timesheet Approvals page Unsubmitted tab, and have a indicator in the Overdue column (you can sort on this column).

Mark PM approvals 'overdue' (hours)

Timesheets in need of PM approval will be considered overdue if the timesheet has not received PM approval within the specified number of hours after the timesheet period ends.

Overdue timesheets needing PM approval appear in the Timesheet Approvals page At PM Approval tab or My PM Approval tab (if you are the PM approver), and have a indicator in the Overdue column (you can sort on this column).

Mark Final approvals 'overdue' (hours)

Timesheets in need of Final approval will be considered overdue if the timesheet has not received Final approval within the specified number of hours after the timesheet period ends.

Overdue timesheets needing Final approval appear in the Timesheet Approvals page My Final Approvals tab, and have a indicator in the Overdue column (you can sort on this column).