Create and Manage Timesheet Reporting Periods

Create and Manage Timesheet Reporting Periods

TTM Control Panel Time Tracking checklist

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Some organizations use a weekly schedule for tracking time, others use bi-weekly or monthly. The Reporting Period Management web part lets you add new reporting periods to Time Tracking and Management (TTM) so users can enter time for the defined periods.

Keep in mind:

  • Creating Reporting periods is a mandatory step in the Time Tracking Configuration Checklist.

  • You will periodically need to create additional timesheet periods.

  • There cannot be any gaps or overlaps between reporting periods.

To create timesheet periods:

Links from the TTM Control PanelAccess the Reporting Period Management page from the Timesheet Period settings link

OR

from the Time Tracking Configuration Checklist

NOTE:
This requires you to have Full Control or Design permissions on the TTM site.

# Function
Reporting Period Parameters
The following settings define the length and dates for your timesheet reporting periods.Reporting Period Parameters
1.

Number of periods to be created
Enter the number of periods you want to create.

  • To use a weekly reporting schedule and create periods for the next year, enter 52 and change the length of the standard period to 7

  • To use a biweekly reporting period, keep the default settings of 26 periods with 14 days per period

  • To create only the next reporting period, enter 1.

2.

Date the first period starts:

  • Enter the start date for the first new reporting period.

    • The day that corresponds to the selected date will be the first day displayed in the Timesheet Entry display
      Timesheet display

    • There cannot be any gaps or overlaps between reporting periods, so if you have previously defined timesheet periods, you must enter the next calendar date.

For example:
If your last reporting period ended on 12/30/2011, the next one must begin on 12/31/2011 (not 01/01/2012). Existing reporting periods are displayed in a table on the Reporting Period Management page for your reference.

3. Length of the standard period (days)
Enter the number of days for each reporting period. Your new reporting periods do not have to be the same length as existing ones.
Reporting Naming Convention
The following settings to define the length and dates for your timesheet reporting periods.Reporting Period Naming Convention
4.

Prefix
If you would like to prefix each reporting period name, enter text here.

For example: Enter FY2015 to prefix each name with a designation for the next reporting period year.

5.

Next sequence number (required)

* Enter the next sequence number for your new reporting periods. The number you enter here will be incremented by one for each reporting period.

  • If you have existing reporting periods, the sequence number only has to be unique when used in combination with the prefix and suffix.

    For example: You can reuse sequence number 1 if you have a different prefix and/or suffix than the previous year’s sequence number.

6.

Suffix
If you would like to add a suffix to the end of a sequence number, enter text here.

For example: You could enter WK to indicate that this is a weekly timesheet, or 2014 to indicate that this is a timesheet for the year 2014.

7.

Preview and Create Periods

  • After you complete the configuration options, click the Preview button button to preview the list of new reporting periods in the table on the Reporting Period Management page

    • Review them to make sure they are what you want.
    • To clear your settings and start over, reload the page.

      Icon-Warning Important: The reporting periods will not be created unless you preview them first.

  • Click the Create Periods button button to add the reporting periods to the Periods list. After they have been created, timesheets for those periods can be submitted.

To return to the Time Tracking configuration checklist, use the Time Tracking link in the TTM quick launch menu

Icon-Tip To mark this item as complete in the checklist, click the
Mark as Complete button for the item.
More information on using the checklist is available here

TTM Control Panel Time Tracking checklist

Create a tasks rollup for TTM

Create a tasks rollup for TTM

TTM Configuration Overview Timesheet Entry Configuration

A key feature of Time Tracking and Management (TTM) is the ability to add project tasks to timesheets so resources can report work for those tasks.

By default TTM is configured to display tasks found in the local Timesheet Tasks list, however the TTM Timesheet Entry Web Part can be configured to use Bamboo List Rollup as a task data source.

Keep in mind:

  • Using Bamboo List Rollup as a data source allows you to connect to a PM Central tasks rollup OR a custom rollup

    • More information on integrating TTM with PMC is available here
  • List Rollup Schemas are security-trimmed when they are displayed. Users will only see data that they can browse to manually.

  • A sample schema “Timesheet Tasks Rollup” is available to be referenced and/or modified.
    • The sample rollup references TTM’s default Timesheet Tasks list
    • The instructions below are for creating a new custom rollup.

To create a custom rollup of tasks:

Step Action Result
1. Go to the Time Tracking and Management Control Panel and click the Configure task rollups option in the Tools section. Link in the TTM Control Panel

You will be taken to a page that contains two web parts:

NOTE: The grid view is configured by default to show the contents of the default rollup and will need to be reconfigured to display the contents of a new rollup.

2.

From the main menu at the top of the web part, click New Schema to create a new schema definition.

New Schema button

NOTE: The New Schema function must be enabled in the Web Part settings pane for this option to be visible to users.

The schema configuration page will appear.
For the following steps click the button on the right to access that steps pop up configuration screen
2.

Aggregation Service (required step)
Choose the service that will be used for your schema from the available options:

  • Bamboo Aggregation Service. Unlike the SharePoint Content Query Web Part, you can aggregate items of different types if you select this service. Because it is capable of aggregating items of various types, it takes a little bit longer, so choose this only if you need to rollup items of various types.
  • SharePoint Aggregation Service. This service is similar to that used in the SharePoint Content Query Web Part, in that you are restricted to including items of the same type in the rollup. This is generally the recommended selection for performance reasons.

Select Aggregation Service

Icon-WarningIMPORTANT: Although it is possible to modify a List Rollup Schema definition after it is first created, you will not be able to change the aggregation service selected once the schema is created (saved for the first time).

NOTE: If you chose to use the Bamboo Aggregation Service for your new schema, complete your schema definition with the instructions found here. The user interface for schemas based on the Bamboo Aggregation Service is slightly different than that for the SharePoint Aggregation Service.

3.

Included Lists (required step). The Included Lists section consists of 3 separate steps that require you to:

  • Identify the discovery mode
  • Select a list – Enter the URL of the site with the list or lists you want to include (based on the selected discovery mode) and identify the list that you want to include in rollup.
  • Include the list

Once the list (or lists) is selected, it will appear in the Included List table.
Include list display
If needed, you can check the box in the right column of the Included Lists table and then click Remove Selected to remove a selected list.

4.

Columns to Rollup (required step).

Identify the columns that will be included in the rollup.
Icon-Tip
The Assigned To, Due Date, Start Date and Title fields will be automatically mapped in the Timesheet Entry Web Part after a schema is selected.

Column selection and mapping

NOTE: If you remove the MASTER list (the list shown in Select Template List), you will need to reconfigure several configuration parameters of your schema definition.

5. Filter (required step)

Specify whether you want to see all items or a filtered set of tasks displayed in TTM.

Filter configuration screen

See Select the Filter for your Schema-based Rollup for more details.
6. Recurrence.
This only applies to Calendar lists and will be greyed out.
7. Excluded Lists.
If you defined an automatic discovery mode in the Included Lists step, you can exclude specific lists from the rollup.

See Identify Lists to be Excluded from your Schema-based Rollup for details.

8. Schema General Settings (required step).
Enter a name and an optional description of the rollup
Schema General Settings
9.

Click Create/Update Schema to save your schema and return to the List Rollup web part.
Your schema will be displayed in the list of available schemas in the List Rollup Schema Designer Web Part.

You are now ready to configure the Timesheet Entry Web Part to use Bamboo List Rollup as a Tasks data source.

TTM Configuration Overview Timesheet Entry Configuration

Configuring TTM Report Center Permissions

Configuring TTM Report Center Permissions

TTM Configuration Overview Time Tracking Checklist

Time Tracking and Management (TTM) provides a number of predefined reports that can be accessed from the TTM Report Center, via the links in the TTM Control Panel list or from the left navigation/quick launch. In order to generate and veiw these reports in the Report Center, users need to have been explicitly granted permission to the Report Center.

Keep in mind:

  • Access to the Report Center is granted to users who are members of the following groups:

    • Owners
    • Report Center Administrators
    • Report Center Members
  • Users with Design permissions will not see the Report Center link in the TTM Control Panel

  • Any user with the Contribute permission level or above can access the Report Center page, however, they will not be able to see any options or data.

Add users to the TTM report groups

Add Users to the Report Center groups
1.

Site Permissions pageClick the link in the Time Tracking configuration checklist,
OR
Navigate to SharePoint’s Site Permissions page

NOTE: Accessing Site Permissions requires you to have Full Control permission the TTM site.

2.

Add the users to the Report Center group:

Group Permissions
Report Center Administrators

Users in this group have Full Control of the site and will therefore be able to:

Report Center full control

  • view the Report Center
  • see the configuration checklist links
    in the quick launch
  • access the Time Tracking and Management Control Panel

    NOTES:
    1.This group the same permissions as the Owners group. It can be used when you want to maintain site inheritance and provide TTM administrative permissions to users who are not in the Owners group.
    2.The Report Center Administrators group was added in TTM 2.0

Report Center Member

Members in this group have contribute permissions on the site and will also be able to:

Report Center Members

  • view the Report Center

By comparison, users who have contribute permissions to the site, but are not members of the Report Center Members group will get this error when they click the View Reports link in the quick launch.

Access Denied error

TTM Configuration Overview Time Tracking Checklist

Enable and configure Cost Tracking Options in TTM

Enable and configure Cost Tracking Options in TTM

TTM Configuration Overview Cost Tracking Checklist

IconTime Tracking and Management (TTM) can be configured to track the cost of work entered in timesheets based on labor rates that you provide. When costs are tracked, additional cost-related information is provided to timesheet managers when approving timesheets, and included in the reports accessed from the Report Center.

Keep in mind:

  • Cost tracking is disabled by default

  • All items in the Cost Tracking configuration checklist must be completed before costs will be calculated

To configure cost tracking:

Links from the TTM Control PanelAccess the Cost Tracking Options page from the link in the Cost Tracking configuration checklist. The Cost Configuration checklist can be accessed directly from the TTM Control Panel

OR

from the Configure Cost Tracking link in the Time Tracking configuration checklist

NOTE:
Accessing the checklist requires you to have Full Control or Design permissions on the TTM site.

# Function
Cost Options page
1. Currency Symbol
Select the currency symbol that should be displayed in reports
2. Select the Enable cost tracking checkbox to display additional settings.
Cost Options page
3.

To force users to enter the cost code for each task prior to save or submit the timesheet, select the Enable cost code validation option. This will prevent users from saving or submitting the timesheet until the cost code is entered for each task assignment.

NOTE: If Enable cost tracking or Enable cost code validation is selected, users cannot hide the cost column in the Columns Display Settings.

4.

Select where to obtain labor rates to use in cost calculations.

  • Time Tracking and Management: When this option is selected, costs will be calculated using the rates configured for each cost code in the Cost Tracking list. You can still use TTM for labor rates if you get tasks from PM Central.
  • Project Management Central: With this option, costs for all tasks except administrative tasks will be calculated using the Standard Rate configured for each resource in the PM Central Enterprise Resource Pool.
    • For more information about tracking costs for administrative tasks (tasks in the Administrative Time list), see Entering Labor Rates.
5.

When you select the option to obtain labor rates from PM Central, you can copy the calculated Actual Cost value back into to the PM Central Tasks list.

  • The cumulative cost for each task will be copied to the Actual Cost (Time Entry) column in the Tasks list when a timesheet is approved. Project managers can display this column in the Task Master Web Part in the Tasks tab for each project.
    • For more information, see Configuring Cost Tracking for PM Central.
6.

To allow timesheet managers to review cost data when approving timesheets, select the cost columns to display in the Pending My Approval timesheet view.

  • For a definition of each column,see TTM Cost Tracking Columns.
  • If you want costs to be tracked for reporting purposes only or if you do not want timesheet managers to see cost data, you do not have to display the columns.

Click Save to save your changes or Cancel to exit without saving.

Icon-Tip To mark this item as complete in the Cost Configuration Checklist, click
Mark as Complete
More information on using the checklist is available here

NOTE:
If you upgraded Time Tracking and Management from version 1.0 and are enabling cost tracking for the first time, click the Update Timesheets button to add cost tracking features to timesheets. You only have to do this once, and the button will be disabled after the upgrade is complete.

TTM Configuration Overview Cost Tracking Checklist

Configure Working Hours in TTM

Configure Working Hours in TTM

TTM Control Panel Time Tracking checklist

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Time Tracking and Management (TTM) can be configured to restrict time entry to certain days of the week, and can also be configured to validate the number of hours entered per day or per timesheet. This prevents resources from entering time on weekends or from submitting a timesheet that contains more hours than they are allowed to work.

When configuring Working Hours keep in mind:

  • Resources cannot enter time for days that are not selected. This setting affects all resources and all timesheets.

    • By default, working days are Monday – Friday
    • Validation of workdays occurs when time is entered
  • The Validate Working Hours setting allows you to configure the maximum or minimum number of hours allowed per day or per timesheet period (not both).

    • By default, working hours validation is enabled and will verify that users do not enter more than 8 hours a day
    • If a resource attempts to submit a timesheet that violates the selected working hours rule, an error message will be displayed.
    • Validation of working hours occurs when the timesheet is saved or submitted
    • Working hours validation takes into account the Maximum Unit setting for each resource.
  • If a resource is allowed to work overtime, working hours are not validated but workday settings will still apply.

To configure working hours:

Working Hours link in TTM

NOTE: The following steps require you to have accessed the Time Tracking and Management Control Panel and clicked either the Work Hour settings link in the TTM control panel or the link in the Time Tracking Configuration Checklist.

# Function
Configure Working Hours
1. Configure Workdays

To restrict time entry to certain days of the week, select those days in the Workdays setting.
By default time can only be entered Monday – Friday.
2.

Working hours
When the Validate Working Hours check box is selected, TTM will ensure that the time entered complies with the identified rule:

  • Maximum hours per day – 8 (default value)
  • Maximum hours per period – 40 (default value)
  • Minimum hours per period – 40 (default value)

To disable working hours validation for all resources, uncheck the Validate Working Hours option.

NOTE:
Validation takes into account the Maximum Unit setting for each resource

For example: If you have a contractor who can only work 20 hours of a 40-hour workweek, that resource’s Maximum Unit setting would be set to 50% in the Timesheet Resources list or the PM Central Enterprise Resource Pool.

If the Maximum hours per period is set to 40—the contractor would only be allowed to submit 20 hours each week. If he attempts to submit more than 20 hours, he will get an error that must be corrected before his timesheet can be submitted for approval.

3. TTMWorkingHours2.pngClick Save.

To return to the Time Tracking configuration list, use the Time Tracking link in the quick launch menu.

Icon-TipTo mark this item as complete in the Time Tracking configuration checklist, click the
Mark as Complete button for this item.
More information on using the checklist is available here

TTM Control Panel Time Tracking checklist

Add or remove columns from TTM’s Timesheet Entry display

Add or remove columns from TTM’s Timesheet Entry display

TTM Configuration Overview Timesheet Entry Configuration

TTMTimeEntryColumns.pngWhen configuring the Timesheet Entry Web Part in Time Tracking and Management (TTM) you will be able to select the columns that will visible to users in their timesheets.

Keep in mind:

  • Configuration settings will apply to all users

  • The Tasks Comments field cannot be hidden

  • Information on using the Timesheet Entry Web Part is available here

To modify columns in the Timesheet Entry data display:

NOTE: The following steps require you to have accessed the Timesheet Entry Configuration Settings screens by clicking the Timesheet Entry Web Part Settings button in the Web Part’s configuration tool pane.

Action Result
1. From the Timesheet Entry configuration screen, click the Column Display Configuration button under Column Display Settings in the navigation tool pane. Image of the Navigation Pane The configuration screen will be displayed on the right side of the pop-up window
2.
Column configuration screen

# Description
1 All columns are checked by default. Uncheck the columns that you do not want displayed in the web part.

Icon-Warning IMPORTANT: You will not be able to uncheck the Cost Code column if cost validation is enabled.

2 The Column Alias is the display name that will appear in the web part.

Information on creating the column alias is available here

3 Identify the order in which columns should be displayed and the default column width in pixels

Icon-TipUsers will be able to dynamically adjust column width at runtime.

4 By default all tasks that occur in the given timesheet period are displayed under the appropriate project name header.
Check the box to collapse tasks under the project header.
5

Check to include the Resource ID associated with the user in the Timesheet Resources list in the web part header.

NOTES:
1.
Resource ID is an optional field in the Timesheet Resources list.
2. The Resource ID field is not available if you are using a PMC Enterprise Resource Pool as the resource data source.

3.

Configuration tool paneYou have now configured the columns displayed in the Timesheet Entry Web Part.

Click these links for additional Web Part configuration topics:

TTM Configuration Overview Timesheet Entry Configuration

Configure Cost Tracking for PMC

Configure Cost Tracking for PMC

When you enable cost tracking in Time Tracking and Management (TTM), TTM uses the labor rates assigned to cost codes to calculate the cost of work submitted in timesheets for each task. You can configure labor rates in TTM, or you can use labor rates from PM Central. Read the topics below to learn how to track costs for PM Central tasks and resources.

  • Select a data source for labor rates
  • Enter labor rates for project tasks
  • Enter labor rates for administrative tasks
  • View actual cost in PM Central (opens new topic)

Select a data source for labor rates

When you enable cost tracking in TTM, you must select where to obtain the labor rates for cost calculations. You can obtain labor rates from the TTM Cost Tracking list or you can use the Standard Rate for each resource in the PM Central Enterprise Resource Pool (ERP).

  • If you use the rates from the Cost Tracking list, you can define internal and billable rates to allow you to track the internal cost of labor vs. the billable cost.
  • If you use the Standard Rate field from the ERP, the same rate is used for internal and billable cost calculations.

NOTE: Labor rates for tasks in the Administrative Time list are always obtained from the Cost Tracking list, no matter which labor rate source you use.

To use the Standard Rate from the PM Central ERP for project tasks, perform the configuration steps provided in the

Make sure to select the following options:

  • In the Select Labor Rate Source section, select the Project Management Central option.
    In the Copy Cost Data to PM Central section, check the option to Copy Actual Cost to the PM Central Tasks list. This setting is optional, but you must select it if you want to view actual cost in PM Central projects and reports later.

To define labor rates in the Cost Tracking list instead, perform the steps provided in the topic, but select Time Tracking and Management as the labor rate source.

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Enter labor rates for project tasks

Entering labor rates if your labor rate source is Project Management Central

1LaborRate.jpg To use labor rates from PM Central, enter a Standard Rate for each resource in the PM Central Enterprise Resource Pool. This rate will be used for internal and billable cost calculations. The rate from the ERP will be used for all project tasks assigned to that resource in any project.

After entering a labor rate, you must configure and assign cost codes before the rate can be used for cost calculations. See the instructions provided in the Creating Cost Codesand Assigning Cost Codes to Resources documentation for more information.

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Enter labor rates for administrative tasks

No matter which data source you select for labor rates, the labor rates for tasks in the Administrative Time list always come from the Cost Tracking list. To assign labor rates for Administrative Time tasks, perform the steps below. If you do not want to track costs for administrative tasks, you can skip these steps. Administrative task costs are not copied to PM Central, but reports in the TTM Report Center include cost data for these tasks.

Create tasks in the Administrative Time list. Select the Billable option on each task that you want to track costs for. If you want to track costs for some tasks and not others, select the Billable option only for the tasks you want to track.
Create cost codes for administrative tasks using the instructions provided in Creating Cost Codes.
Enter labor rates for each administrative cost code using the instructions provided in Entering Labor Rates.
Assign cost codes to ERP resources using the instructions in the Assigning Cost Codes to PM Central ERP Resources section of Assigning Cost Codes to Resources.

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Entering labor rates if your labor rate source is Time Tracking and Management

1costtracking-list.jpgIf you want to use the Cost Tracking list to define labor rates, add a list item for each cost code configured in the Cost Code list. For each item, enter an internal and billable labor rate to use for cost calculations. For detailed instructions about creating cost codes and entering items in the Cost Tracking list, see Creating Cost Codes and Entering Labor Rates. After you enter labor rates in the Cost Tracking list, assign cost codes to resources using the instructions provided in Assigning Cost Codes to Resources

NOTE: If you want to track costs for tasks in the Administrative Time list, you must use the Cost Tracking list no matter which labor rate source you use.

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Complementary Products for Time Tracking and Management

Complementary Products for Time Tracking and Management

sharepointsolutions.pngYou will find many of our products complement each other quite nicely saving you the time and trouble to write custom code. With Bamboo at the heart of your SharePoint investment, you gain access to a huge catalog of enhancements, components, and accessories that add the critical functionality your business requires.

The same components can be easily used in future applications and they all come from a single, trusted vendor, ensuring an easy purchase process and support you can count on. That’s the Bamboo Way!


  • Connect to a Project Management Central site to aggregate assigned tasks from multiple projects on the timesheet.
  • Print or export timesheet data and reports to a SharePoint list or Microsoft Excel.
  • Link to a SharePoint Tasks list to automatically add assigned tasks to a team member’s timesheet. Allow assigning multiple resources to the same task and allow the resources to report time separately for it.

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Change the skin of a TTM site

Change the skin of a TTM site

TTM Configuration Overview TTM Control Panel

clip-5c8b5e2f826a0ecf8b122985c8ee8216acf1bd22Time Tracking and Management (TTM) includes a variety of skins that can be applied to change the color scheme and style of sites, providing an easy way to customize the appearance of TTM pages without manually modifying master pages and style sheets.

To change the TTM skin:

Step Description
1. TTM Control Panel linkFrom the TTM site’s Site Actions menu, select Time Tracking and Management Control Panel.
2.

Change Skin link Click Change skin under the General Settings header

NOTE: You will need Full Control permissions on the site to see this link.

3.

The three skin options for TTMPreview the available skins , then click Apply.

NOTE: Skin names were changed in TTM 2.0

TTM Classic
TTM Classic Skin
TTM Team
TTM Team Skin
TTM Custom (2013)
TTM Custom Skin on 2013
TTM Custom (2010)
TTM Custom Skin on 2010

TTM Configuration Overview TTM Control Panel

Assigning Cost Codes to Resources

Assigning Cost Codes to Resources

Assigning Cost Codes to Resources

Before a cost code can be used on timesheets, you must assign it to the resources who can charge time to it. Assign cost codes in the Timesheet Resources list. You must use entries in the Timesheet Resources list to assign cost codes even if you use the PM Central Enterprise Resource Pool as the data source for resources. For more information, read the topics below.

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Assigning Cost Codes Using the Timesheet Resources List

costcodes-aggregated.jpgTo assign a cost code to a resource, edit an entry in the Timesheet Resources List that applies to the resource. This could be an individual entry or the entry for a group that the resource belongs to. Edit the entry and select the rates the resource can use. These rates will be available in the Cost Code column in the resource’s timesheet.

If an individual has his own entry in the Timesheet Resources list and is also a member of a group resource, cost codes from both entries will be available for that individual. For example, if Joan is a member of the Sales group and the entries shown below exist in the Timesheet Resources list, Joan will have all the cost codes from both entries available in her timesheet as shown above.

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Assigning cost codes to PM Central Enterprise Resource Pool (ERP) resources

sa12a-erpexample.jpgIf you selected the PM Central Enterprise Resource Pool (ERP) as the data source for timesheet resources and you want to use cost codes, you must create entries in the Timesheet Resources list so you can assign cost codes to them. sa12a-erpexample2.jpgHowever, you do not need to create a duplicate entry for each ERP resource in the Timesheet Resources list. Instead, you can add one or more groups that contain the same resources accounts as members and assign cost codes to the group. Individual resources will inherit the cost code entries for each group of which they are a member.

sa12a-erpexample3.jpgThe screen shots here illustrate this example.

  • Peggy is a member the Dept Product Management group.
  • Peggy has an entry in the PM Central ERP and Dept Product Management has an entry in the Timesheet Resources list with several cost codes assign to the group.
  • Peggy’s timesheet automatically gives her access to all the cost codes assigned to Dept Product Management because she is a member of the group.
  • She does not need her own entry in the Timesheet Resources list.

Using groups is a good way to avoid having to duplicate entries between the PM Central ERP and TTM. However, you can also add individual entries if you need to add special cost codes for just one person.

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Entering cost codes in a timesheet

costcodeselect.jpg
To enter a cost code for a timesheet task, select it from the Cost Code list. If you use TTM only to track time, cost codes are informational and are not used in any other timesheet calculations. If you have cost tracking enabled, selecting a cost code for a task allows cost data to be calculated for the task.

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Approving and Rejecting Timesheets

Approving and Rejecting Timesheets

Approving a Single Timesheet

sa12a-homepagewithapprovals.jpgIf you are configured as a timesheet manager for one or more resources, you have the ability to approve (and reject) timesheets for those resources. You cannot approve or reject time for a resource if you are not the timesheet manager (or secondary timesheet manager) for that resource.

When one of your resources submits a timesheet for approval, the following actions occur:

  • If alerts are enabled, you will be notified by email that you have a timesheet to approve. The email will include a link to the timesheet.
  • On your home page, the number of timesheets you have waiting for approval is updated.
  • The timesheet is available in the Pending My Approval section of the site.

To approve a timesheet:

Step Action Result
1. Click the Pending My Approval link in the Quick Launch menu to view submitted timesheets waiting for your approval. sa12a-approvetimesheets.jpg
Timesheets are grouped by time period and by resource. You will see timesheets for any resource for whom you are the primary or secondary timesheet manager.
2. Locate the timesheet you want to approve and review it. The timesheet will include the list of tasks assigned to the resource, task details, and a summary of the hours worked each day. The timesheet also includes a link to view detailed work and cost information. Any comments the resource entered for the timesheet are displayed below the timesheet details.
3.

When you are ready to approve the timesheet, check the Select All box below the resource name to select all tasks on that timesheet.

NOTE: You must approve all timesheet tasks at once; line-item approval is currently not available.

4. Click the Approve button at the top of the page. You will be prompted to enter comments for the timesheet (optional).

Approving or Rejecting Multiple Timesheets

To review and approve (or reject) multiple timesheets at once, follow the same steps as above, checking Select All for each timesheet as you review it. When you click Approve or Reject, all timesheets you selected will be approved or rejected at the same time. You will not be prompted to enter comments.

Rejecting a timesheet

Follow the same steps as above for approval, but click the Reject button instead.

When you reject a timesheet:

  • The timesheet Status is updated to Rejected.
  • The timesheet is saved to the resource’s My Rejected Timesheets list.
  • The timesheet is saved to your Rejected by Me list.
  • If alerts are enabled, the resource will be notified by email that the timesheet was rejected.
  • If you reject a timesheet, the resource can edit it again to make any required changes, and then resubmit the timesheet for approval.

Adding tasks using a PM Central project tasks list

Adding tasks using a PM Central project tasks list

sa12a-assignpmctask.jpgTo add a task from a PM Central project, simply assign the resource to the task in the PM Central project Tasks list.

Important Notes

  • If someone assigns you to a PM Central task after you have already saved the timesheet for the period that includes the task, click the Refresh button at the top of the timesheet to refresh the task list. Click the Save button to save the task to the timesheet. The task will not be included on the timesheet until you click both Refresh and Save. If you were removed from a task, your task list will only be updated on unsubmitted timesheets.
  • If you create a new task in PM Central and assign a resource to it, the full task information—including the Project Name—may not be available in the timesheet for up to 59 minutes. This is the interval at which task information is updated in the PM Central portfolio site. sa12a-refreshsave.jpgIf you create a new task and don’t see the Project Name in the timesheet, wait 59 minutes and then click Refresh and Save to update the task information.
  • You cannot assign tasks using the Timesheet Tasks list if you configured PM Central as the data source for tasks. However, you can still add administrative tasks using the Administrative Time list.

Create Timesheet tasks for TTM

Create Timesheet tasks for TTM

TTM Configuration Overview Time Tracking checklist

A Time Tracking and Management (TTM) site includes a Timesheet Tasks list. This list is one of the available data-sources for the tasks that will be displayed in user timesheets.

When entering items in the Timesheet Tasks list keep in mind:

  • The Timesheet Tasks list includes some fields that are not included in an out-of-the-box SharePoint Tasks list.

  • If you want to show tasks from multiple SharePoint tasks list, the Timesheet Entry Web Part
    should be configured to use Bamboo List Rollup as the task data-source.

  • Items will be visible to the assigned user(s) in the appropriate timesheet(s) based on the task’s Start Date and Due Date.

  • Users with access to the site will be able to add items to the Timesheet task list unless the default permissions on the list are changed.

Entering Tasks in the Timesheet Tasks list

Step Description
1. Site Contents links
From the TTM site, access Site Contents

OR

Use the direct link in the Time Tracking configuration checklist

2. Click on the Timesheet Tasks list.
3.

Click the Add new item link and complete fields as described in the table below.

Timesheet Resources list

NOTE: The column order displayed in the list view differs from the form

Column Name Description
Title Enter the Task title (required)
Project Name

Enter a project name for the task to organize the display in the Timesheet Entry web part.

  • Tasks will be grouped by Project Name
Start Date

Enter the start date for the task (required)

  • The Start Date will determine which timesheet(s) the task is associated with
  • Resources will not be able to enter time against the task before this date
Due Date

Enter the due date for this task (required)

  • Resources will not be able to enter time against the task after this date
Assigned To

Use the People and Group field to assign resources to the tasks.(required)

  • Multiple users can be assigned to tasks.
Billing Category

This optional field allows you to classify how the task is billed. By default the following values are associated with this column:

  • Standard
  • Administrative
  • Sick Time
  • Vacation

Additional values can be added to this drop down selector.

Planned Work

When this field is populated with a budgeted number of hours, TTM lets users and Timesheet Managers to compare planned work vs actual hours entered into timesheets.

Planned work values can be seen in the following locations:

  • The budgeted work and cost values page in the Pending My Approval web part
  • Various reports in the Report Center
  • The work column in the Timesheet Entry Web Part. The Work column in the Timesheet Entry web part

    NOTE: The web part may have been configured so that the Work columns are not shown.

Add a view to a TTM report

Add a view to a TTM report

Return to Overview of TTM Report Center

You are not limited to the views currently configured to the Timesheets list. You can add new views to add flexibility to your reports. For example, if you want to create a view for each department for the Resource Time by Department report, do the following:

Step Action
1. Click the All Site Content link in the Quick Launch menu, or go to Site Actions > View All Site Content.
2. In the Lists section, click the Timesheets list.
In the List Tools > List ribbon, click the Create View button.
3. In the Start from existing view section, click one of the existing views, such as Approved Timesheets or All Items.
4. Give your new view a name. This name will be displayed in the View drop-down in the Report Center page. If you are creating a view for an individual department, consider including the department name in the view.
5. In the Filter settings, add an additional filter, such as Show the items when column Department is equal to Sales.
6. Click OK to save the view.

Repeat for each department (if you are creating new department views).

After you create a view, you can add the view to a report.

If you create a view for each department as described above, the list of views for the Resource Time by Department report could look like this:

sa12a-reportsnew.jpg

Add a View to a Report

You can add more views to reports. For example, to add a view filter for submitted time to the Project Time by Resource report, do the following:

sa12a-reportviewsconfig.jpg

Step Action
1. Click the All Site Content link in the Quick Launch menu, or go to Site Actions > View All Site Content.
2. In the Lists section, click the Report Configuration list.
3. Select the name of the report you want to modify, such as the Project Time by Resource report, and click Edit Item.
4. In the Report Views field, add the existing view name you want to include, such as Submitted Timesheets. View names are case-sensitive. Separate multiple views with a semicolon. The view must already exist in the Timesheets list.
5. Click Save.

When you return to the Report Center and select the report, the view you added to the list is now an available filter for the report.

About Time Tracking Modes

About Time Tracking Modes

Time Tracking and Management site can be configured several ways. All modes provide the same basic functionality:

  • The TTM site allows timesheet users (resources) to track their time, including time spent on individual tasks.
  • Timesheet managers approve timesheets.
  • The Report Center reports resource use, cost information (when available), and timesheet status.

Time Tracking Mode

For basic TTM configuration, configure timesheet reporting periods, select the data sources for timesheet tasks, and add resources. After you add tasks, resources can start to enter time in timesheets and Timesheet Managers can approve time.

For a list of required and optional steps for configuring time tracking, see the Time Tracking Configuration Checklist

Cost Tracking Mode

When cost tracking is enabled, costs can be calculated for work entered for timesheet tasks. Cost tracking is an additional feature that can be added after time tracking is configured.

For a list of steps required to configure cost tracking, see the Cost Tracking Configuration Checklist
.

Project Management Central (PMC) Integration Mode

If you have Bamboo Project Management Central, your TTM site can use resources from the PM Central Enterprise Resource Pool (ERP) and timesheets can automatically include tasks assigned to a resource in PM Central projects. PM Central integration is available with both time tracking and cost tracking modes.

About Permissions in TTM

About Permissions in TTM

TTM Configuration Overview

The Time Tracking and Management (TTM) site uses the built-in SharePoint permissions to determine what actions a user can perform, plus some additional configuration to determine who can enter and approve timesheets.

Permissions required to perform basic actions in TTM:

Action Requirements
Save and Submit Timesheets

To save and submit a timesheet, a users account must:

  • Have Contribute permissions in the SharePoint site.
  • Must be in the resource list configured in the Timesheet Entry Web Part:
    • If the Timesheet Entry Web Part is configured to use the local Timesheet Resources list, your user account must have an entry in this list.
    • If the Timesheet Entry Web Part is configured to use the Project Management Central resources list, your account must be in the PM Central ERP or project Resources list.
  • Identify a Primary Timesheet Manager for the user in the configured list
Approve timesheets

To approve and reject timesheets, a user account must:

  • Your account must have the Contribute permission level in the SharePoint site.
  • Your account must be configured as a Primary Timesheet Manager or Secondary Timesheet Manager in the resource list configured in the Timesheet Entry Web Part:
    • If the Timesheet Entry Web Part is configured to use the local Timesheet Resources list, your user account must be listed as a Primary or Secondary Timesheet Manager for at least one resource. You can only approve timesheets for your resources.
    • If the Timesheet Entry Web Part is configured to use the Project Management Central resources list, your account must be configured as a Primary or Secondary Timesheet Manager for at least one resource in the Enterprise Resource Pool. You can only approve timesheets for your resources.

Icon-Tip
Click the links for information on how to streamline the timesheet approval process:

Access the Time Tracking and Management Control Panel

To access the Time Tracking and Management Control Panel option in the Site Actions menu, an account must have at least the Design permission level in the SharePoint site.

Icon-Warning Users with Design permissions will not have access to all the configuration tools available to users with the Full Control permission. Click here for more information.

NOTE: Administrative pages accessed from the Control Panel can also be accessed directly by browsing to the configuration page in the TimesheetPages library. Any user with the Contribute permission level or above can access these pages. However, they will not see the options. To restrict access to a TTM configuration page, customize the item-level permissions for that page using the Manage Permissions link in the item drop-down menu.

Access the Report Center

To view TTM reports in the Report Center through the Time Tracking and Management Control Panel or from the left navigation/quick launch, your account must be a member of:

  • Owners
  • Report Center Administrators
  • Report Center Members

Users with the Contribute permission who are not members of one of the above groups will be able to access the Report page, however, they will not be able to see any options or data.

Access Denied error

TTM Configuration Overview