View actual cost in PM Central

View actual cost in PM Central

If you elected to copy actual cost from TTM to PM Central when you configured cost tracking options, you can view the cumulative actual cost per task and for the entire project in PM Central. You can also view reports that compare actual cost from timesheets with planned and actual cost from the project.

Viewing Actual Cost Per Task

To view the total actual cost entered in timesheets for a task, add the Actual Cost (Time Entry) field to the project Tasks list. This field contains the cumulative cost of all work approved for a task to date, and is updated each time a timesheet that has the task is approved. You must follow the steps below for EACH project in your PM Central portfolio where you want to view the Actual Cost (Time Entry) field.

Step Action Result
1. In the PM Central project site, click the Tasks tab and go to the All Tasks view. _taskmastereditwp.jpg
2. Edit the Task Master Web Part
3. In the Column Settings section of the Web Part configuration tool pane, click Add Row and add the Actual Cost (Time Entry) field to the list of fields displayed in the Web Part. _taskmasteractualcost.jpg
4. Click Apply and then OK to save your changes. You can add the Actual Cost (Time Entry) field to any instance of Task Master, including the Overdue Tasks and My Tasks views.

Viewing Actual Cost Per Project

To view the sum of the Actual Cost (Time Entry) field for all project tasks, look at the Project Actual Cost (Time Entry) field in the Project Health list. To access this list, go to the Project Home page and click the project name in the Project Info section.

You can also add the Project Actual Cost (Time Entry) field to the Update Project Cost & Schedule web part so you can compare Actual Cost calculated in TTM with other budgeted and actual values. To add additional fields to the Web Part, follow these steps:

Step Action Result
1. In the project site, go to Tasks > Progress Management.
2. In the Progress Management page, edit the Project Cost & Schedule web part.
3. In the Web Part settings tool pane, scroll to the bottom of the View Fields list and select Project Actual Cost (Time Entry). Click the right arrow (>) to add it to the Display Fields list, and use the up and down arrows to order the field where you want it. -pmc-projectcostschedulewp-actualwork.jpg
4. Click Apply and then OK to save your changes. -pmc-projectcostschedulewp.jpg

Actual Cost Reports

When you connect PM Central to a TTM site, several additional reports are enabled in PM Central to allow you to view actual cost data from timesheets and compare it to cost data from projects. To view these reports, click the Reporting tab in the portfolio site. The following cost-related reports are available:

  • Actual Cost (Project Tracking vs. Time Entry): Compares Actual Cost calculated based on % Complete in the project to the calculated cost for Actual Work entered in resource timesheets.
  • Cost (Planned) vs. Actual Cost (Time Entry): Compares the total planned Cost value in the project to the calculated cost for Actual Work entered in resource timesheets.
  • Actual Cost (Time Entry): Displays the calculated cost for Actual Work entered in resource timesheets.

-pmcreports-cost.jpg

What alerts come with TTM?

What alerts come with TTM?

TTM Control Panel Time Tracking Checklist

Time Tracking and Management (TTM) comes with pre-defined alerts that let you quickly communicate timesheet status to Timesheet Managers and Resources.

TTMAlerts.pngWhen working with TTM Alerts, keep in mind:

  • All TTM alerts are disabled by default

  • The tokens ({Column Names}) shown in the mail format will be replaced with content in the email

  • You can modify existing alerts or create new alerts as needed. Click here for more information.

TTM’s default alerts:

ID # Alert Title & Criteria Alert Message Format
1. Submitted:

Sends a notification to the Primary Timesheet Manager when a timesheet is submitted.
New emails are sent every hour and multiple alerts will be sent in a single summary notification
Alert format
2. Rejected:

Sends a notification to the Timesheet Resource when their timesheet is rejected
New emails are sent “as soon as possible.”
Alert format
3. Approved:

Sends a notification to the Timesheet Resource when their timesheet is approved
New emails are sent “as soon as possible.”
Alert format
4. Timesheet past due (one-time reminder):

Sends a notification to the Timesheet Resource when their timesheet is still in Saved status after the due date.

New emails are sent as soon as possible

TTMAlertID3.png

5. Timesheet past due (daily reminder):

Sends a notification to the Timesheet Resource when their timesheet is still in Saved status after the due date.

New emails are sent every hour and a follow up email will be sent after 1 day
6. Timesheet past due (weekly reminder):

Sends a notification to the Timesheet Resource when their timesheet is still in Saved status after the due date.
New emails are sent as soon as possible
and a follow up email will be sent after 7 days
7. Submitted (Secondary Timesheet Manager):

Sends a notification to the Secondary Timesheet Manager when a timesheet is submitted.
New emails are sent every hour and multiple alerts will be sent in a single summary notification
Alert format
8. Approved pending 3 days:

Sends a notification to the Primary Timesheet Manager when a submitted timesheet has been pending review for 3 days.
New emails are sent every hour and multiple alerts will be sent in a single summary notification.
Alert format
9. Approved pending 3 days (Secondary Timesheet Manager):

Sends a notification to the Primary Timesheet Manager when a submitted timesheet has been pending review for 3 days.
New emails are sent every hour and multiple alerts will be sent in a single summary notification.
Alert format
10. Timesheet Modification:

Sends a notification to the Timesheet Resource when a submitted timesheet has been modified by the Timesheet Manager prior to approval.
Emails are sent as soon as possible
.
Alert format

TTM Control Panel Time Tracking Checklist

Configuring TTM’s User Profile Import Web Part

Configuring TTM’s User Profile Import Web Part

TTM Configuration Overview TTM Control Panel

Time Tracking and Management’s (TTM) User Profile Import allows user information from a SharePoint User Profile to be imported into TTM, minimizing the data entry required to populate the Timesheet Resources list.

Keep in mind:

Configure the TTM User Profile Import Web Part:

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

Edit the Web Part on page and click the Import User Profile Web Part Settings button to access the pop-up configuration window

Icon-Warning IMPORTANT: If you don’t see the dialog screen (shown below), make sure that you have disabled popup blockers for this site.Image of the Configuration window

3.

Use the left hand navigation to access the appropriate configuration screens:

# Function
1 By default, if items are reimported the new user profile information will overwrite the current information in the Timesheet Resources list.
2. Mapping Configuration
Map the fields in the Timesheet Resources list to SharePoint User Profile fields
Mapping screen

Icon-Warning Important:By default, a user’s Manager will be identified as their Primary and Secondary Timesheet Manager.

3. Search screenSearch Criteria Configuration

Select the fields that you want to be able to search from Available fields
4.

Results screenSearch Results Configuration
Select the columns that will be displayed in the search results

NOTE: Columns must be added to the Search Criteria “Selected Columns” before they will be available to display in the search results

5. Language Settings
Modify the Language Settings
6.

Help

  • Click Customer Support to access available online resources for the web part.
  • If you are unable to find the answer to your question with these resources, our Customer Support engineers are standing by to help.
4. Click Save & Close to commit the changes and exit pop-up configuration screen.

TTM Configuration Overview TTM Control Panel

Using the Time Tracking and Management Upgrade Manager

Using the Time Tracking and Management Upgrade Manager

TTM Configuration Overview TTM Control Panel

Before you can take advantage of new features associated with the latest version of Time Tracking and Management (TTM) you may need to upgrade your current TTM site.

Keep in mind:

  • You should read the TTM upgrade documentation before you install the latest TTM version on the SharePoint server
  • After the newer version of TTM is installed you will see a warning message if a site upgrade is required
  • You must be a Site Owner to perform the TTM site upgrade

TTM upgrade warning message

To upgrade your TTM Site:

Step Description
1.

UpgradeManager_ControlPanelLink.pngAccess the Upgrade Manager using links found in:

NOTE: You must have Full Control of the site to see the Upgrade Manager link in the TTM Control panel

2. Click the Upgrade button. TTM Upgrade Manager prior to site upgrade
3.

Verify that the upgrade completed successfully TTM Upgrade manager post site upgrade

NOTE: If you migrated from SharePoint 2010 to SharePoint 2013 to you must upgrade the site to SharePoint 2013 look and feel before you can upgrade the TTM site.

TTM Configuration Overview TTM Control Panel

Using the TTM Configuration Lists

Using the TTM Configuration Lists

TTM Configuration Overview

The Time Tracking and Management (TTM) Configuration Checklists provide administrators with instructions on how to prepare the site for use.

When working with the Timesheet Configuration Checklists keep in mind:

  • There are two checklists associated with TTM:

  • You will need Full Control permission on the TTM site to complete some of the items in the Time Tracking checklist.

    Open item in the Configuration checklist

    NOTE: Additional steps and the “Mark as Complete” button were added in TTM 2.0

# Function
1. Configuration Steps:
Use the link to access the page where the configuration needs to be implemented
2.

Priority:

  • Items with a Mandatory priority must be completed for all configurations of Time Tracking and Management.
  • The Warning message on the TTM Home page will be displayed until all Mandatory items associated with the Time Tracking Configuration Checklist have a been closed.
    Warning message with links to the TTM Configuration Checklists

    Icon-WarningIMPORTANT:
    Not all recommended items in the check list will need to be completed. See the TTM Configuration Decision Map page to identify which configuration items need to be completed for your set up.

3. Description:
The description provides basic information about the individual configuration step that is required. Click the “more information” link associated with the item to access the topic in the documentation.
4. Complete buttonCompleted:
Click the button to change the Completed status from No to Yes.
5.

Complete buttonChecklist links:

  • Each of the Configuration links will take you to a new page in TTM. To return to the checklist use the link in the left hand navigation.
  • Only users who have Full Control or Design permissions on the TTM site will see these links .

    NOTE: You will need Full Control permission on the TTM site to complete some of the items in the Time Tracking checklist.

TTM Configuration Overview

TTM Time Tracking Checklist

TTM Time Tracking Checklist

Overview TTM Configuration TTM Control Panel

IconThe Time Tracking Checklist provides administrators with a list of steps to walk you through the configuration of a Time Tracking and Management (TTM) site.

When configuring TTM keep in mind:

  • You must complete all the mandatory items and you may need to complete some of the recommend items, based on configuration settings selected.

  • A configuration decision map is available to help you identify what steps you need to complete

TTM Configuration warning message

Completing the Time Tracking configuration checklist:

Step Description
1.

Access the Time Tracking Configuration checklist using links found in:

  • the TTM Welcome Message (shown above)
  • the TTM Control Panel
  • the left hand quick launch
2.

Click the Action link. You will be taken to appropriate page to complete the configuration.
More information on using the checklist is available here

NOTES:
1. You will need Full Control or Design permissions on the TTM site to view the links
2. The contents of the Time Tracking Checklist was updated in TTM 2.5.

Configuration Step Priority Description
1.
Create timesheet reporting periods
Mandatory Create and manage timesheet reporting periods

Icon-Warning IMPORTANT: Review the reporting period parameters.
By default 26 14-day timesheets starting on 12/29/2014 will be created.

2
Configure working hours
Mandatory

Configure working hours to:

  • Identify the days that users will be able to enter time against tasks
  • Determine whether TTM should validate a maximum or minimum number of working hours per timesheet period.

Icon-Warning IMPORTANT: By default time can only be entered Monday – Friday, and users will be prevented from entering more than 8 hours of time per day, unless their profile is marked to allow overtime

3
Configure the Timesheet Entry Web Part
Mandatory

Edit the Timesheet Entry Web Part and configure it to use the desired data source for Tasks and Resources:

Timesheet Tasks – choose one:

  • SharePoint list (default)
  • Bamboo List Rollup (select this option if you are integrating TTM with PMC or if you will create your own rollups of multiple tasks lists)

Timesheet Resources – choose one:

  • Local SharePoint List (Timesheet Resources list)
  • PM Central Enterprise resource pool (select if you are integrating TTM with PMC)
4
Add users into the Report Groups
Mandatory

Add users who need the ability to generate and view TTM reports, but who will not have access to the TTM Control Panel to the Report Center Members group.

Add users who will need the ability to generate, view and export TTM reports, and who will have access to the TTM Control Panel to the Report Administrators group.

NOTE: Users with Design permissions will not be able to view the Report Center or export timesheet reports from the Control Panel.

5 Allow user timesheets to be Auto Approved Recommended

This optional step allows Administrators to identify users who do not need to have their timesheets formally approved and add them to the Auto Approved Timesheets group.

NOTE: This step requires the Full Control permission level on the TTM site.

6 Allow Timesheet Managers to bulk approve timesheets Recommended

This optional step allows administrators to identify timesheet managers who will be able to approve displayed timesheets in bulk, by adding them to the Bulk Approvers group.

NOTE: This step requires the Full Control permission level on the TTM site.

7 Modify column display names Recommended This optional step enables you to modify the column name headers that will be displayed in the Timesheet Entry web part.
8 Define Administrative Time Categories Recommended

Administrative time categories are used to capture time spent on billable and non-billable administrative tasks. Identified categories will appear on all users’ timesheets, and the list includes these items by default:

  • Administrative
  • Sick Time
  • Vacation
9 Enable Alerts Recommended Configure automated alerts for timesheet submission and approval using Bamboo Alert Plus.
10 Configure Cost Tracking Recommended

Complete this optional step if users will be charging time to cost centers.

NOTE: All items in the Cost Configuration must be completed before TTM will be able to calculate the cost of work entered into timesheets

11 Configure the TTM Send Message Web Part Recommended

Verify the Status & Notifications Web Part is using the same resource data source as the Timesheet Entry Web Part.

NOTE: This Web Part references the Timesheet Resources list as the data source by default

12 Identify users who will submit time in TTM Recommended

Add users who will submit timesheets to the Timesheet Resources list, providing user information such as department, timesheet manager(s), permitted cost codes, and time entry validation.

NOTE: This step is required if the Timesheet Entry web part is configured to use the Timesheet Resources list.

13 Create tasks in the SharePoint tasks list Recommended

Create tasks and assign them to resources in the Timesheet Tasks list

NOTE: This step is required if the Timesheet Entry web part is configured to use a SharePoint List.

3. To mark items as complete in the checklist, click the Mark as Complete button associated with each item

Overview TTM Configuration TTM Control Panel

Configure the TTM Send Message Web Part

Configure the TTM Send Message Web Part

TTM Configuration Overview Time Tracking Checklist

The TTM Send Message Web Part on the Status and Notifications page lets Timesheet Managers see their resources’ timesheet submission status for the previous and current time periods.

TTM Send MessageWhen configuring the TTM Send Message Web Part keep in mind:

  • Configuration of the web part is a recommended step in the Time Tracking configuration checklist however, if TTM is not configured to use the Timesheet Resources list, you will need to change Web Part’s default resource configuration

  • For information on using the Web Part, click here

  • The Status and Notifications page was added in TTM 2.5

To configure the TTM Send Message Web Part:

Step Action
1. TTM quick launch
From the TTM site, click the Status Timesheet Entry link in the My Resources’ Time quick launch

OR

Use the link in the Time Tracking configuration checklist.

2.

Edit the Web Part on page and click the Send Message Web Part Settings button to access the pop-up configuration window

Icon-Warning IMPORTANT: If you don’t see the dialog screen (shown below), make sure that you have disabled popup blockers for this site.Image of the Configuration window

3.

Use the left hand navigation to access the appropriate configuration screens:

# Function
1 Items per page:

Select the number of resources, between 10 -50, that you want to show per page.

2. Email Message
By default, the email template has the subject line Your timesheet is overdue and has link to the current timesheet in the body.
Default email template

Icon-Warning Important:The message template configured here will only be used when the Send Message button is selected

3.

Resource Configuration

Select a Resource Data Source from ONE of the following
options:

  • Timesheet Resources – this is the default setting and uses the local Timesheet Resources list to get information about users

    • If you will use this list no configuration is required in this section.
  • Resource list from PMC or another Resource list

    • Map columns in the selected list to the columns shown on the left.

      Column mapping
4.

Help

  • Click Customer Support to access available online resources for the web part.
  • If you are unable to find the answer to your question with these resources, our Customer Support engineers are standing by to help.
4. Click Save & Close to commit the changes and exit pop-up configuration screen.

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 Configuration Overview Time Tracking Checklist

TTM Report Center

TTM Report Center

sa12a-reportcenter.jpgThe Time Tracking and Management Report Center includes several preconfigured reports for resource use and timesheet status.

The list of available reports in the Report Center cannot be changed, but you can modify, create, or remove views for a report. Views filter report data so you can see the most relevant data for your business.

The Report Center can be accessed from the left navigation or through the Project Management Central Control Panel. TTM site users with the Design permission level and above can access the Control Panel in the Site Actions menu; however, only users with the Full Control permission level will see the Report Center feature.

See the Configuring TTM Report Center Permissions section for the step-by-step instructions to set TTM permissions as well how to provide access to users who can access and generate the reports.

You can also browse to the Report Center page directly. The Full Control permission level is still required to access the Report Center page directly.

Follow the steps in the Configuring TTM Report Center Permissions section to provide access. Users with less than Full Control will get an “Access Denied” message.

  1. Click the All Site Content link in the Quick Launch menu, or go to Site Actions > View All Site Content.
  2. In the Libraries section, click the TimesheetPages library.
  3. Click the Reporting page to access the Report Center.

Use the TTM Export Timesheets options

Use the TTM Export Timesheets options

TTM Configuration Overview TTM Control Panel

In Time Tracking and Management (TTM) timesheet information is maintained in the Timesheets list. Since modifications should not be made to this critical list, TTM provides a tool to allow you to export data from the Timesheets list to another list in the site collection.

When generating timesheet exports keep in mind:

  • The export tool was enhanced in TTM 2.5.

    • The enhanced tool replaces the functionality previously provided with the TTM Console Application.
    • For information on the columns included in the export, click here

    • There are two export options available:

      • Export Now – creates an immediate one-time export of identified timesheet data
      • Schedule Export – uses a timer job to export data on a specified schedule

To export timesheet data:

Link from the TTM Control Panel Click the Export Timesheets link in the TTM Control Panel to access the export tool.

NOTE: To see the link you will need to have Full Control permissions on the TTM site.

# Function
Export Parameters
Export Parameters
1.

TTM Source Site URL
Enter the URL of the TTM site within the same site collection that contains the timesheet data you want to export.

  • Keep the default ./ to export timesheet data from the current site.
2.

Destination list

Enter the name of the list that will be created and populated with timesheet data.

Icon-Warning Important: If you create an export schedule the same list will be continually overwritten with the timesheet data that meets the defined parameters of the export.

3.

Destination Site URL
Enter the URL of the destination site within the same site collection.

  • Keep the default ./ to export timesheet data to a list in the current site.
Export Parameters cont.
Export Parameters
4. Admin tasks in Timesheet Entry displayAdministrative Tasks
Check to include time entered against Administrative tasks in the export.
5. Exported Content

When checked, the export will only include task items that contain a time entry
.
6. Export Approved Timesheets
Check to only include timesheet with an Approved Status in the export.
Timesheet Scope
Scope Parameters
7.

Select one of the options below to identify which timesheets will have data included in the export

  • Resource Scope
    • Export timesheets for all resources
    • Export timesheets for a specific resource
  • Project Scope
    • Export timesheets for a specific project
  • Date Scope
    • Export timesheets for an identified date range
    • Export timesheet for an entire year

Schedule Export
Use these settings only if you want to save an export schedule. Schedule Parameters

NOTE: If you want to create a one-time export, click the Export Now button below.

8
  • A. Define a schedule
    • Use the radio buttons to determine how frequently the defined export will be executed.
    • The export process will be managed by the Bamboo TTM Timer Job Manager (timer job)
  • B. Save Schedule
    • You must select the Save Schedule button if you want to use the schedule defined above
    • You can save one scheduled export.
    • One-time exports that are generated when you click the Export Now button do not impact the settings of a previously saved export.
9 Export Now
Use this button to create an immediate, one-time export of the identified timesheet data.

TTM Configuration Overview TTM Control Panel

TTM Cost Tracking Columns

TTM Cost Tracking Columns

TTM Control Panel Cost Tracking Checklist

clip-6db7c8c0f2e03c55e3241c462f323e72b45a360bWhen you enable cost tracking, several cost calculations will be performed for each timesheet task.

When using Cost Tracking keep in mind:

  • The source of the Labor rate is determined by the selection made when configuring cost tracking options

    • If configured to use the Timesheet Resources list list the Labor rate will the defined Internal Rate from the Cost Tracking list for the cost code associated with the task.
    • If you are using PM Central to obtain billing rates, the Standard Rate for the resources from the Enterprise Resource Pool (ERP) is used
  • When you add cost tracking columns to the timesheet, timesheet managers can review the results of the selection calculation(s) (shown below) when approving time.

  • Calculations are also used to create cost-related reports in the TTM Report Center.

Column Name Description
Internal Cost Internal Cost multiples the number of hours entered for the task in the time period by the Internal Rate for the task’s associated cost code

Labor Rate source Calculation
(Source identified in green)
Time Tracking and Management Actual Work (Timesheet entry) * Internal Rate (Cost Tracking list)
Project Management Central Actual Work (Timesheet entry) * Standard Rate (PM Central’s ERP list)
Billable Administrative tasks – both data sources
(TTM & PMC)
Actual Work (Timesheet entry) * Internal Rate (Cost Tracking list)

Billable Cost

Billable Cost multiples the number of hours entered for the task in the time period by the Billable Rate for the task’s associated cost code.

Labor Rate source Calculation
(Source identified in green)
Time Tracking and Management Actual Work (Timesheet entry) * Billable Rate (Cost Tracking list)
Project Management Central Actual Work (Timesheet entry) * Standard Rate (PM Central’s ERP list)
Billable Administrative tasks
(Both data sources)
Actual Work (Timesheet entry) * Billable Rate (Cost Tracking list)

In the calculations below, Planned Work (Project Tracking) is equal to Planned Work (from the Timesheet Tasks list) or Work (from the PM Central Tasks list) less cumulative Actual Work (Time Entry) for all time periods before the current one.

  • It can be considered the remaining budget of hours available for the task at the start of the time period.

    For example: If the Planned Work value for a task from the Timesheet Tasks list is 40 hours and time entered for the task in all time periods before this one totals 10 hours, Planned Work (Project Tracking) is equal to 30 hours at the start of the current time period.

Planned Internal Cost

Planned Internal Cost calculates the internal budget remaining for the task at the start of the period.

  • It is based on the total planned work for the task less the time entered through the start of the time period multiplied by the internal labor rate

  • If this number is negative, the task was over budget at the start of the period.

Labor Rate source Calculation
(Source identified in green)
Time Tracking and Management Planned Work (Project Tracking) * Internal Rate (Cost Tracking list)
Project Management Central Planned Work (Project Tracking) * Standard Rate (PM Central’s ERP list)

Planned Billable Cost

Planned Billable Cost calculates the billable budget remaining for the task at the start of the period.

  • It is based on the total planned work for the task less the time entered for the task through the start of the time period multiplied by the billable labor rate.
  • If this number is negative, the task was over budget at the start of the period.

Labor Rate source Calculation
(Source identified in green)
Time Tracking and Management Planned Work (Project Tracking) * Billable Rate (Cost Tracking list)
Project Management Central Planned Work (Project Tracking) * Standard Rate (PM Central’s ERP list)

Work Variance

Work Variance is the number of hours left in the planned work budget at the end of the time period after subtracting all time entered for the task to date.

  • If this number is negative, it means that the amount of work entered for the task has exceeded the total number of hours that was budgeted for it.

Labor Rate source Calculation
(Source identified in green)
Both data sources
(TTM & PMC)
Planned Work (Project Tracking) * Actual Work (Timesheet entry)

Internal Cost Variance

Internal Cost Variance calculates the internal budget remaining for the task at the end of the period by subtracting the Internal Cost for this period from the Planned Internal Cost at the start of the period.

  • If this number is negative, the task is over budget.

Labor Rate source Calculation
(Source identified in green)
Both data sources
(TTM & PMC)
Planned Internal Cost – Internal Cost

Billable Cost Variance

Billable Cost Variance calculates the billable budget remaining for the task at the end of the period by subtracting the Billable Cost for this period from the Planned Billable Cost at the start of the period.

  • If this number is negative, the task is over budget.

Labor Rate source Calculation
(Source identified in green)
Both data sources
(TTM & PMC)
Planned Billable Cost – Billable Cost

TTM Control Panel Cost Tracking Checklist

TTM Cost Tracking Checklist

TTM Cost Tracking Checklist

Overview TTM Configuration TTM Control Panel

Icon
If your organization wants to use Time Tracking and Management (TTM) to track the cost of work entered in timesheets, there are several configuration tasks that must be completed. To help you complete all tasks in the correct order, the TTM site has organized these tasks in the Cost Tracking Configuration Checklist.

When configuring Cost Tracking for TTM keep in mind:

  • The steps below are only required if you will use TTM to track task costs.

  • If you want to use cost tracking with an existing Bamboo Project Management Central installation, read Configuring Cost Tracking for PM Central. This topic provides a summary of cost tracking configuration requirements in TTM and includes configuration requirements for PM Central.

Completing the Cost Tracking Configuration checklist :

TTM Configuration message

Step Description
1.

Links from the TTM Control PanelAccess the Cost Tracking configuration checklist using links found in:

2.

Click the Action link. You will be taken to appropriate page to complete the configuration.
More information on using the checklist is available here

Configuration Step Priority Description
  1. Configure Cost Tracking options
Mandatory Enable cost tracking for all timesheets and configure cost tracking options.
  1. Create cost codes
Mandatory Create cost codes that resources can charge time to.
  1. Enter labor rates
Mandatory Associate labor rates with cost codes in the Cost Tracking list
  1. Assign cost codes to resources
Mandatory Select the cost codes that each resource can charge tasks to. You can customize the cost codes available to each resource to minimize data entry errors.
3.

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

Icon-Tip To mark this item as complete in the Cost Tracking configuration checklist, click
Mark as Complete

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.

Overview TTM Configuration TTM Control Panel

Overview of the TTM Control Panel

Overview of the TTM Control Panel

TTM Configuration Overview

The TTM Control Panel link in Site Actions.
The Time Tracking and Management Control Panel provides a central location for the configuration and administration of the TTM site.

When working in the TTM Control Panel keep in mind:

  • Users with Full Control or Design permissions can access the Time Tracking and Management Control Panel from the Site Actions drop down menu.

  • The contents of the control panel are security trimmed so not all options will be visible to users with Design permissions. The table below identifies the permission level required to see specific links.

NOTE: The image below shows a TTM Control Panel for users with Full Control permissions

TTM Control Panel
TTM Control panel as seen by a user with Full Control

Section
1.

Application_Settings_48.pngApplication Settings

Link: Permission required Notes
Time Tracking Configuration Checklist Full Control or Design

You must complete the Time Tracking Configuration checklist before using TTM

Cost Tracking Configuration Checklist Full Control or Design You only need to review this checklist if you will track project costs in TTM
Timesheet Period Settings Full Control or Design Creating Timesheet periods is a mandatory step in the Time Tracking Configuration list and you will need to create new timesheets periods from time to time.

Icon-Warning IMPORTANT: Review the reporting period parameters. By default 26 14-day timesheets starting on 12/29/2014 will be created.

NOTE: The default date may differ based on the version of TTM installed .

Working Hour settings Full Control or Design Defining working hours is a mandatory step in the Time Tracking Configuration list

Icon-Warning IMPORTANT: By default time can only be entered Monday – Friday, and users will be prevented from entering more than 8 hours of time per day, unless their profile is marked to allow overtime

Administrative Time settings Full Control or Design Edit or create new Administrative Time categories.
Update Cost Costs Full Control or Design Required if you are tracking costs in TTM
Update Labor Rates Full Control or Design Required if you are tracking costs in TTM

2. Export.pngTools

Link: Permission required Notes
User Profile Import Full Control or Design Use to copy profile information from the SharePoint User Profile database into the Timesheet Resources list.
User Profile Import added in TTM 2.5
Configure Task Rollups Full Control or Design Use Bamboo List Rollup to create a rollup of multiple tasks lists for use as the Timesheet Entry Web Parts tasks data source

NOTE: This is an optional configuration step. See the TTM configuration decision map
for more information

Export Timesheets Full Control Export Timesheet list information to another list SharePoint list
Archive timesheets Full Control Use schedule the archival of timesheets from the Timesheets list by creating a archive schedule or a one-time action
Archive timesheets feature added in TTM 2.5

3.

TimesheetManagementReporting.pngReport Center
The View Reports link takes users to the Reports Center where a number of predefined reports are available.

NOTE: Users must have Full Control to see the Report Center link from the Control Panel.

4.

TimesheetManagementSettings.pngGeneral Settings

NOTE: General Settings is located on the left of the screen when you are logged in with Design permissions

Link: Permission required Notes
Change Skin Full Control Choose from three available skins to modify the appearance of the TTM site.
Manage site features Full Control or Design Gives you the option to deactivate the Site Actions access to the Control Panel
Activate buttonNOTE: Only users with Full Control or Design permissisons on the site see this menu item
Alerts setup Full Control or Design Enable and manage TTM’s available alerts

5.

Upgrade_Manager_48.png

Link: Permission required Notes
Upgrade Manger Full Control Use the Upgrade Manager to upgrade an existing TTM site following the installation on a new TTM version. to verify that your TTM site was upgraded following the installation of the latest TTM version.
6. TimesheetManagementHelp.pngHelp
Displays the version details of the products installed as part of the TTM application.
Product Details page
7. File VersionAbout Time Tracking and Management
Look at the File Version to determine what version of TTM is installed in your farm.

Icon-Tip Provide the File Version number any time you open a ticket with Bamboo Support

TTM Configuration Overview

Configure Time Tracking and Management’s Approval Center

Configure Time Tracking and Management’s Approval Center

TTM Configuration Overview

The Pending My Approval display lets Timesheet Managers review, and then approve or reject, their resources’ timesheets.

When configuring the Approval Center Web Part keep in mind:

  • By default the web part will display 10 task items per page

    • Starting with TTM 2.5 only project tasks with time entered against them are displayed
  • For information on using the Pending My Approval Web Part, click here

To configure the Approval Center Web Part:

Step Action
1.

TTM quick launch
From the TTM site, click the Pending My Approval link in the My Resources’ Time quick launch

NOTE: Starting with TTM 2.5, you must click the My Resources’ Time tab before you will see the Pending My Approval link in the quick launch.

2.

TTM Approval CenterEdit the Web Part on page and click the Approval Center Web Part Settings button to access the pop-up configuration window

Icon-Warning IMPORTANT: If you don’t see the dialog screen (shown below), make sure that you have disabled popup blockers for this site.

3.

Use the left hand navigation to access the appropriate configuration screens:
Image of the Configuration window

# Function
1

Items per page:

Select the number of resources, between 10 -50, that you want to show per page.

NOTE: Starting with TTM 2.5, only timesheet task items with time entered against them are displayed in the Pending My Approval display.

2. Language Settings
Modify the Language Settings for the web part
3.

Help

  • Click Customer Support to access available online resources for the web part.
  • If you are unable to find the answer to your question with these resources, our Customer Support engineers are standing by to help.
4. Click Save & Close to commit the changes and exit pop-up configuration screen.

TTM Archive

TTM Archive

TTM Configuration Overview TTM Control Panel

TTM Time Tracking and Management (TTM) provides a tool to clean up the Timesheets list by archiving stale items to another SharePoint list.

  • There are two archive options available:

    • Archive Now – creates an immediate one-time archive of identified timesheet data
    • Save Schedule – uses a timer job to archive timesheet data on a specified schedule
  • The archive process is managed by the Bamboo TTM Timer Job Manager which is responsible for:

    • creating the destination list
    • copying the timesheets that meet the archive criteria from the Timesheets list to the destination list
    • deleting the previously copied items from the TTM Timesheets list

Icon-Warning Important: Once data is deleted from the Timesheets list it will no longer be accessible from Time Tracking and Management (TTM):

  • Users will not be able to view archived records in the Timesheet Entry or Submitted Timesheet displays
  • TTM reports will not include information about archived timesheets
  • A project’s cost and work variance calculations may impacted

To archive timesheet data:

Link from the TTM Control Panel Click the Archive Timesheets link in the TTM Control Panel to access the export tool.

NOTE: To see the link you will need to have Full Control permissions on the TTM site.

# Function
Archive List Details
Archive Parameters
1.

Destination Site URL
Enter the URL of the destination site within the same site collection.

  • Keep the default ./ to export timesheet data to a list in the current site.
2.

Archive List Name

Enter the name of the list that will be created and populated with timesheet data.

Icon-Warning Important: If you create an archive schedule the same list will be continually updated with timesheet data that meets the defined parameters of the archive.

Archive Parameters
Export Parameters
4.

Select one of the options below to identify which timesheets will be included in the archive:

  • Archive timesheets that were created on or before the specified data
  • Archive timesheets when the Timesheet period contains a data within the specified range
  • Archive timesheet that were created “x” number of days before today
5 Click the checkbox if only timesheets with an Approved Status should be archived
Schedule Archive
Schedule Parameters
5
  • A. Schedule Timesheet Archive
    • Determine how frequently timesheet data will be copied into the destination archive list.
    • The archive process will be managed by the Bamboo TTM Timer Job Manager (timer job)
  • B. Schedule Deletion of Archived data
    • Determine when items that were previously copied into the destination archive list will be deleted from the TTM Timesheets list.
    • Icon-WarningImportant: Once data is deleted from the Timesheets list it will no longer be accessible from TTM.
  • C. Save Schedule
    • You must select the Save Schedule button if you want to use the schedule defined above
    • You are allowed to save ONE scheduled archive. One-time archives that are generated when you click the Archive Now button do not impact the settings of a previously saved archive.
6 Archive Now
Use this button to create an immediate, one-time archive of the identified timesheet data.

Icon-WarningImportant: Once data is copied into the destination archive list it will immediately be deleted from the Timesheets list and will no longer be avaiable in TTM displays, reports, etc.

TTM Configuration Overview TTM Control Panel

Using the Auto Approved Timesheet group in TTM

Using the Auto Approved Timesheet group in TTM

TTM Configuration Overview Time Tracking Checklist

Users who are added to the Auto Approved Timesheets group bypass the manual timesheet approval process and have their timesheets automatically approved on submission.

When using the Auto Approved option, keep in mind:

  • A Primary Timesheet Manager will still need to be identified for each user
  • Timesheet Managers cannot modify an approved timesheet
  • You can configure working hour validation to require a minimum number of hours to be entered into timesheets.
  • The Auto Approved Users group is automatically created with the TTM site

Using the Auto Approved Timesheet group:

Add Users to the Auto Approved Timesheets group
1.

Click 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.

Site Permissions pageAdd the appropriate users to the Auto Approved Timesheets group

NOTES:
1.The Auto Approved Timesheets group was added in TTM 2.0
2.This group has contribute permissions on the site by default

What happens when users in this group submit a timesheet?
1. Submit buttonWhen members of this group submit a timesheet, the status of the timesheet will immediately be changed to Approved
2. My Timesheets linksThe timesheet will be available in the resource’s My Approved Timesheets display, and in the Timesheet Manager’s Approved by Me display.

TTM Configuration Overview Time Tracking Checklist

Using the Bulk Approvers group in TTM

Using the Bulk Approvers group in TTM

TTM Configuration Overview Time Tracking Checklist

Timesheet Managers who are added to the Bulk Approvers group will be able quikcly approve all items displayed in the Pending My Approval display screen with just a couple of clicks.

Keep in mind:

  • You can only approve items that are visible in the display page.
    • If a timesheet spans another page in the Pending My Approval Web Part the timesheet will not be approved until all timesheet items have received an approval.
    • Click here for information on modifying the number of items displayed on the page
  • You can only bulk approve / reject timesheets from the same timesheet period

Using the Bulk Approvers group:

Add Users to the Bulk Approvers group
1.

Click 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.

Site Permissions pageAdd the appropriate users to the Bulk Approvers group

NOTES:
1.The Bulk Approvers group was added in TTM 2.0
2.This group has contribute permissions on the site by default

How do Timesheet Managers bulk approve / reject timesheets?
1. Bulk SelectTimesheet Managers who are added to this group will see a check box associated with the Period in the Pending My Approval display
2.

Bulk Select checked When this box is checked, all items associated displayed on the time will be checked for bulk approval or rejection.

Icon-Warning IMPORTANT: If a timesheet continues on the next page then:

  • If you selected Reject – the entire timesheet will be immediately rejected
  • If you select Approve – the entire timesheet will not be approved until the remaining items in the timesheet have also been approved.
    • If you reject items on the subsquent page(s) the entire timesheet will be rejected.

TTM Configuration Overview Time Tracking Checklist

TTM Configuration Home Page

TTM Configuration Home Page

Once you have created your new TTM site you will have a number of configuration decisions to make that will determine how you, and your users, will interact with the Time Tracking and Management (TTM) application.

Use the links below to access configuration topics:

TimeTrackingMgtTime Tracking & Management Configuration Overviews
Time Tracking Configuration Checklist

You must complete the Time Tracking Checklist before you will be able to use TTM.

TTM Configuration Decision Map

Use the decision map to determine how your instance of TTM should be configured.

Cost Tracking Configuration Checklist

Complete if you will use TTM to track project costs.

Timesheet Entry Configuration Overview

Configuring this web part is a mandatory step in the Time Tracking configuration checklist.

TTM Control Panel Overview

A look at the tools available in the TTM Control Panel.

TTM Permissions

Overview of permissions required in TTM.

TimeTrackingMgtTime Tracking & Management Configuration Topics
TTM Site Management
What version of TTM are you using?
TTM Upgrade Manager
Using TTM Groups
Report Center Administrators and Members
Auto Approved Resources
Bulk Approvers
Alerts and Messaging
What alerts come with TTM?
Enable TTM alerts
TTM Status and Notification center
Manage Timesheet Data
Access TTM Reports
Export TTM Timesheets
Archive Timehsheets
Timesheet column display options
Modify column display names
Hide columns in the Timesheet Entry display
TTM Resources data source
Configure resources data-source
Configuring TTM’s User Profile Import
Using PM Central Resources in TTM
TTM Tasks data source
Configure tasks data-source
Create a rollup of SharePoint Tasks lists
Use PM Central Tasks
Administrative Time
Configure Administrative Tasks data-source
Add categories to the Administrative Time list
Cost Tracking Configuraton
Define Labor Rates
TTM Cost Tracking
Create Cost Codes
Change the TTM site appearance
Change the Pending My
Approval display to show more items by default
Change the Timesheet Entry skin
Change the site skin
Populating lists
Add tasks to the Timesheet Tasks list
Add users to the Timesheet Resources list

Add items to TTM’s Timesheet Resources list

Add items to TTM’s Timesheet Resources list

TTM Configuration Overview Time Tracking checklist

A Time Tracking and Management (TTM) site includes a Timesheet Resources list. This list is one of the resource data-source options available when configuring TTM, and is used to identify the users who will be able to submit time in TTM timesheets.

When using the Timesheet Resources list as the resource data-source keep in mind:

  • You must specify a Timesheet Manager for each resource. Users who do not have a Timesheet Manager will not be able to enter time.

  • You can quickly add users to the Timesheet Resources list using the User Profile Import tool.
    The User Profile Import tool was added in TTM 2.5

  • You can use the Timesheet Resources list as the resource data-source even if PM Central is the data-source for tasks.

    • The PM Central project tasks assigner to a user in the Timesheets Resources list will automatically be added to the user’s timesheet.
    • This configuration is useful is only specific users in your PM Central ERP need to enter time.

Entering Resources in the Timesheet Resources 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 Resources 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
Department

Use the drop down selector to associate the resource with a department for reporting purposes

NOTE: The options associated with this field can be be modified.

Timesheet User Identify the SharePoint user that will be able to submit time in TTM (required)
Primary Timesheet Manager

Enter an individual user who can approve timesheets submitted by the resource.
(required)

  • If you imported this resource into the Timesheet Resources list from SharePoint using the User Profiles Import tool, the Manager from the user’s SharePoint profile is automatically entered as the Primary Timesheet Manager.

  • You can use this account or you can change the value to a different account.

Secondary Timesheet Manager
  • If you want to name a backup person who can approve timesheets if the Primary Timesheet Manager is unavailable, enter a name in the Secondary Timesheet Manager field.
  • Either manager can approve timesheets.
Maximum Unit
  • Enter the percentage of the timesheet period that this resource is available to work on tasks.

For example: For example, if a part-time resource is only allowed to work 20 hours of a 40-hour week, enter 50%. If this field is blank, TTM will assume a Maximum Unit of 100%.

Allow Overtime
  • To allow this resource to work more than the standard number of hours in the timesheet period, select this option.
  • If overtime is allowed, validation for the maximum number of hours allowed per day or per pay period will be ignored..
Cost Codes

Select the costs codes that the resource can use, if you are tracking costs as well as time in TTM.

If an individual has their own entry in the Timesheet Resources list, and is a member of a group resource, cost codes for both entries will be available for the resource.

NOTE:The cost codes must have previously been created in the Cost Codes list

Resource ID
  • This optional field lets you associate an ID reference with the user.
  • The Timesheet Entry Web Part
    can be configured to display this entry.
4. Create an entry for each user or group who needs to enter time in the TTM site.

Icon-Tip To 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 Configuration Overview Time Tracking checklist

Use a SharePoint list as the Tasks data source in TTM

Use a SharePoint list as the Tasks data source in TTM

TTM Configuration Overview Timesheet Entry Configuration Overview

Before you start to use Time Tracking and Management (TTM) you will need to identify the data-source for the tasks that will be displayed in the Timesheet Entry Web Part. This is a mandatory configuration step in the Time Tracking configuration checklist, and the TTM configuration decision map is available to help identify which data-source option you should use. There are two task data-source options available:

  • Bamboo List Rollup
  • SharePoint Tasks list (default setting)
    • You can use the local Timesheet Tasks list (default)
    • or, a generic SharePoint Tasks list

When configuring the Timesheet Entry Web Part to use a SharePoint list as the task data source keep in mind:

  • The Timesheet Tasks list that comes with TTM includes fields not available in an out-of-the-box SharePoint Tasks list.

  • If you want to show tasks from multiple task lists you will need to use Bamboo List Rollup as the Web Part’s task data-source.

To configure Timesheet Entry to display items from a SharePoint Tasks list:

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 SharePoint List button under Data Source Settings in the navigation tool pane. Image of the Navigation Pane with the SharePoint list and library button available.
NOTE: You will only be able to select this button if SharePoint Lists and Libraries is selected as the Data Source Type
The SharePoint List Settings screen will be displayed on the right side of the configuration pop-up and allow you to scroll through the configuration options associated with the data source.
By default the Timesheet Entry Web Part uses the Timesheet Tasks list as the tasks data-source. If you will use this list, skip to step 5 for additional information on configuring the Web Part.
2.

To use a generic SharePoint tasks list as the tasks data-source, enter URL to the site that contains the list, then click the green arrow.

Both absolute paths (http:// server name/site ) or relative paths(./Site/) can be used for the site URL.

Icon-WarningIMPORTANT: Although you can enter a URL for another Site Collection, be careful about going across Web Applications. You may have issues if the other web app has a significantly different security setup.

SharePoint list configuration screen
3. Select the desired SharePoint tasks list from the SharePoint List drop down.

4.

Map columns from the schema to the timesheet columns shown on the left.

  • If you use the default Timesheet Tasks list, this mapping is completed automatically.
Timesheet Tasks Column Name Description
Task Name The task name will be displayed in the timesheet.
Project Name If you are assigned to multiple tasks in the same project, those tasks will be grouped in your timesheet under the same project name based on the value of this column
Start Date The start date for the task. The task will be included on timesheets starting on this date
End Date The end date, or due date, for the task. The task will be included on timesheets starting on the task Start Date and ending with the Due Date.
Assigned To Map this column to the task list column that includes the SharePoint user account assigned to the task. The task will be included only on this user’s timesheet.

NOTE: Time Tracking and Management supports multiple users assigned to a task.

Planned Work If you want to track the amount of time planned for a task against the time actually entered for it, select the column in the list that contains the planned work.
Billing Category If your task list has a column that defines different billing categories, such as “Standard”, “Administrative”, etc., select it here.
Copy Actual Work to the PM Central Tasks list This button is not available with this data-source
5.

Configuration tool paneYou have now configured the Web Part to use a generic SharePoint task list as the tasks data-source.

Click these links for additional Web Part configuration topics:

TTM Configuration Overview Timesheet Entry Configuration Overview

Configure TTM’s Timesheet Entry Web Part’s resource data source

Configure TTM’s Timesheet Entry Web Part’s resource data source

TTM Configuration Overview Timesheet Entry Configuration Overview

Before you start to use Time Tracking and Management (TTM) you will need to identify the data-source for the resources that will be able to use TTM to submit timesheets. This is a mandatory configuration step in the Time Tracking configuration checklist, and the TTM configuration decision map is available to help identify which data-source option you should select.

There are two resource data-source options available:

  • The local Timesheet Resources list (default setting)
  • or, PM Central’s Enterprise Resource Pool (ERP).

When configuring the Timesheet Entry Web Part’s resource data-source keep in mind:

  • The selected data-source must contain an entry for each user who needs to enter time into TTM
  • Regardless of the data-source, each user must be configured with a Timesheet Manager.

  • You can use the local Timesheet Resources list even if you have configured the Timesheet Entry web part to use PM Central as the data source for tasks.

    • PM Central project tasks assigned to a user in the Timesheet Resources list will automatically be added to his or her timesheet. You may want to use this configuration if only specific users in your PM Central ERP need to enter timesheets.

Configure the Timesheet Entry Web Part’s resource data source:

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 Timesheet Resources button under Data Source Settings in the navigation tool pane. Image of the Navigation Pane with the Bamboo button available. The Timesheet Resources screen will be displayed on the right side of the configuration pop-up

By default the Timesheet Entry Web Part uses the Timesheet Resources list as the resources data-source. If you will use this list, go to step 5 for additional information on configuring the Web Part.

  • Information on using the Timesheet Resources list is available here
2. To use a PM Central ERP as the resource data-source, click the Resource List from Project Management Central radio button PMC data source configuration
3.

Enter the URL of the PM Central portfolio site, and click the green arrow

Both absolute paths (http:// server name/site ) or relative paths(./Site/) can be used for the site URL.

Icon-WarningIMPORTANT: The PM Central site needs to be located in the same site collection as the TTM site for application integration to be supported.

PMC data source configuration
4.

The following fields will be automatically mapped to the appropriate field in the PM Central Enterprise Resource Pool (ERP)

Timesheet Resources Column Name Description
Timesheet Resource The column that contains the SharePoint user or group who will be entering time in the timesheet.
Timesheet Manage The primary timesheet manager for the Timesheet Resource user. The timesheet manager can approve that user’s timesheet.
Secondary Timesheet Manager The secondary timesheet manager who can approve timesheets when the primary Timesheet Manager is unavailable.
Department The department the Timesheet Resource is a member of. This column is required if you want to view reports of time entered by department.
Standard Rate The labor rate for the resource. This column is required to use the cost tracking features of TTM if you want to use labor rates from PM Central instead of TTM.
Allow Overtime If you enforce Working Hours on timesheets in TTM, select the Yes/No column that indicates whether a resource is allowed to work overtime.
Maximum Unit The maximum percentage of available working hours the resource is allowed to work on tasks. For example, if a part-time resource is only allowed to work 20 hours of a 40-hour week, the resource’s maximum unit is 50%.
5.

Configuration tool paneYou have now configured resource data-source for the Timesheet Entry Web Part.

Click these links for additional Web Part configuration topics:

TTM Configuration Overview Timesheet Entry Configuration Overview

Use a Bamboo List Rollup as the Tasks data source in TTM

Use a Bamboo List Rollup as the Tasks data source in TTM

TTM Configuration Overview Timesheet Entry Configuration Overview

Before you start to use Time Tracking and Management (TTM) you will need to identify the data-source for the tasks that will be displayed in the Timesheet Entry Web Part.
This is a mandatory configuration step in the Time Tracking configuration checklist, and the TTM configuration decision map is available to help identify which data-source option you should use.
There are two task data-source options available:

  • Bamboo List Rollup
    • You can use a custom created rollup
    • or, you can reference an existing PM Central tasks rollup
  • SharePoint list (default)

When configuring the Timesheet Entry Web Part to use a Bamboo List Rollup as the task data-source keep in mind:

  • Using a Bamboo List Rollup Schema lets you display tasks from multiple SharePoint tasks lists.
  • If you are using a custom rollup, you will need to create the schema before configuring the Timesheet Entry Web Part.

  • Additional information on using TTM with PM Central is available here

To configure Timesheet Entry to display data from a Bamboo List Rollup:

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 Bamboo List Rollup button under Data Source Settings in the navigation tool pane. Image of the Navigation Pane with the Bamboo button available.
NOTE:You will only be able to select this button if Bamboo List Rollup is selected as the Data Source Type
The Bamboo List Rollup screen will be displayed on the right side of the configuration pop-up and allow you to scroll through the configuration options associated with the data-source.
2.

Enter the site where the Bamboo List Rollup Schema is located.

  • If using a custom rollup enter the URL where the List Rollup Schema Designer is found
  • To use PM Central tasks, enter the PM Central portfolio site URL.

Both absolute paths (http:// server name/site ) or relative paths(./Site/) can be used for the site URL.

Icon-WarningIMPORTANT: If connecting to PM Central, the site must be in the same site collection as TTM for application integration to be supported.

Bamboo List Rollup Configuration screen
3. Click the green arrow to load available List Rollup Schemas in the site,
then pick the desired schema list from the Select Schema drop down.

4.
  • If you entered a PM Central portfolio site, select the Tasks – All Tasks rollup to include all tasks in all project sites on resource timesheets.

    Otherwise..

  • Map columns from the schema to the timesheet columns shown on the left.
Timesheet Tasks Column Name Description
Task Name The task name will be displayed in the timesheet.
Project Name If you are assigned to multiple tasks in the same project, those tasks will be grouped in your timesheet under the same project name based on the value of this column
Start Date The start date for the task. The task will be included on timesheets starting on this date
End Date The end date, or due date, for the task. The task will be included on timesheets starting on the task Start Date and ending with the Due Date.
Assigned To Map this column to the task list column that includes the SharePoint user account assigned to the task. The task will be included only on this user’s timesheet.

NOTE: Time Tracking and Management supports multiple users assigned to a task.

Planned Work

If you want to track the amount of time planned for a task against the time actually entered for it, select the column in the list that contains the planned work.

  • In a PM Central tasks list, this is the Work column.
Billing Category

If your task list has a column that defines different billing categories, such as “Standard”, “Administrative”, etc., select it here.

  • PM Central task lists do not have this column, so leave it blank.
Copy Actual Work to the PM Central Tasks list

If you selected a PM Central task rollup, you can copy Actual Work for a task back to the PM Central Tasks list. This allows you to view cumulative work performed on a task through the current date in PM Central.

NOTES:
1.
Actual Work is copied to PM Central when a Timesheet Manager approves a timesheet.
2. To view this information, add the Actual Work (Time Entry) column to the Task Master Web Part in the Tasks tab for each project.

5.

Configuration tool paneYou have now configured the Web Part to use a Bamboo List Rollup as the tasks data-source.

Click these links for additional Web Part configuration topics:

TTM Configuration Overview Timesheet Entry Configuration Overview

TTM Administrative Time data-source options

TTM Administrative Time data-source options

TTM Configuration Overview Timesheet Entry Configuration Overview

Administrative Time lets you track employee’s categorized non project hours, such as vacation or sick time, or time spent on administrative tasks such as support or maintenance activities in the Time Tracking and Management (TTM) timesheet.

Keep in mind:

  • Admin Tasks in web partThe Timesheet Entry Web Part is configured by default to reference the local Administrative Time list that is created with the TTM site. This list contains the following default items:
    • Administrative
    • Sick
    • Vacation
  • By default, tasks in the identified Administrative Tasks list will be included on the timesheets of all users.

  • Changing the Timesheet Entry Web Part’s default configuration to reference a custom list is optional

To configure Timesheet Entry to use a custom Administrative Time list:

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 Administrative Time List button under Data Source 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

By default the Timesheet Entry Web Part uses the local Administrative Time list as the data source. If you will use this list, skip to step 5 for additional information on configuring the Web Part.

  • Information on editing the categories associated with the Administrative Time list is available here
2.

Enter the site where the custom list is located, then click the green arrow

Both absolute paths (http:// server name/site ) or relative paths(./Site/) can be used for the site URL.

Icon-WarningIMPORTANT: Although you can enter a URL for another Site Collection, be careful about going across Web Applications. You may have issues if the other web app has a significantly different security setup.

Administrative list configuration screen
3. Pick the custom list from the Select Administrative Time drop down selector.

4.

Map columns from the list to the columns shown on the left.

Administrative Time column name Description
Task Name The task name will be displayed in the timesheet.
Billing Category If your task list has a column that defines different billing categories, such as “Standard”, “Administrative”, etc., select it here.
Project Name The name all administrative time will be grouped under in the timesheet.
Assigned To Map this column to the task list column that includes the SharePoint user account assigned to the task. If a user is assigned the task will only be displayed on this user’s timesheet.
Billable Select the Yes/No column that indicates whether an administrative task is billable.
Planned Work If you want to track the amount of time planned for a task against the time actually entered for it, select the column in the list that contains the planned work.
5.

Configuration tool paneYou have now configured the Web Part to use a custom list as the Administrative Tasks data source.

Click these links for additional Web Part configuration topics:

TTM Configuration Overview Timesheet Entry Configuration Overview

Change the appearance of the time entry grid display in TTM

Change the appearance of the time entry grid display in TTM

TTM Configuration Overview Timesheet Entry Configuration Overview

The Timesheet Entry Web Part is the display interface that users most commonly interact with. There are two skin options available to allow you to quickly modify the apppearance of this Web Part on the page.

Keep in mind:

  • The two skin options affect the grid display of the Web Part
  • Grey is the default skin
  • The Neptune skin became available in TTM 2.0

To change the grid display of the Timesheet Entry Web Part:

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.

Step Description
1. Timesheet Entry Navigation paneFrom the Timesheet Entry configuration screen, click the Look and Feel button under Preferences in the navigation tool pane.
2.

Click Change skin under the General Settings header
Change Skin selector

Grey (default)
Grey grid display

Neptune
Blue grid display

5.

Configuration tool pane

Click here for information on modifying the Web Parts Language Settings (optional)

TTM Configuration Overview Timesheet Entry Configuration Overview

Remove a view from a report

Remove a view from a report

Return to Overview of TTM Report Center

The list of available views in the Select View drop-down list for a report is configurable. To remove a view from a 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 Report Configuration list.
3. Select the name of the report you want to modify and click Edit Item.
4. In the Report Views field, delete the view you want to exclude.
5. Click Save.

Overview of TTM’s Timesheet Entry Web Part

Overview of TTM’s Timesheet Entry Web Part

TTM Configuration Overview Time Tracking Checklist

Before you start to use Time Tracking and Management (TTM) you will need to configure the Timesheet Entry Web Part to reference the appropriate data-sources for your implemetation. This configuration is a mandatory step in the Time Tracking configuration checklist.
Timesheet Entry Configuration screen.

When configuring the Timesheet Entry Web Part keep in mind:

  • You will need to identify data-sources for the following:

    • Tasks
    • Administrative Time
    • Resources
  • The TTM configuration decision map is available to help determine how you should configure the Web Part.

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

    To configure the Timesheet Entry Web Part:

Step Action
1. TTM quick launch
From the TTM site, click the Timesheet Entry link in the TTM quick launch

OR

Use the link in the Time Tracking configuration checklist.

2.

Edit the Timesheet Entry Web Part and click the Timesheet Entry Web Part Settings button to access the pop-up configuration window

Icon-Warning IMPORTANT: If you don’t see the dialog screen (shown below), make sure that you have disabled popup blockers for this site.Image of the Configuration window

3.

Use the left hand navigation to access the appropriate configuration screens:

# Function
1

Timesheet Tasks Data Source:

Use the radio buttons to Select a Task Data Source from ONE of the following
options:

  • Bamboo List Rollup:
    Select this option if your task list is one of the following, and then configure the Bamboo List Rollup settings described below:
    • A task list in a Bamboo Project Management Central site.
    • A Bamboo List Rollup configured for task lists in other sites.
  • SharePoint List:
    Select this option if your task list is one of the following, and then configure the SharePoint List settings described below.
    • The default Timesheet Tasks list included with Time Tracking and Management.
    • A SharePoint Tasks list in another site.

The corresponding button will be available in the navigation pane, allowing you to access the data-source’s configuration screen.

2.

Administrative Time
By default Timesheet Entry Web Part uses the local Administrative Time list to track time that is not related to a specific project.

  • If you will use this default list no further configuration is required in this section,
    Otherwise…
  • Configure the Web Part to use another SharePoint list to define Administrative Time
3.

Timesheet Resources data source

Select a Resource Data Source from ONE of the following
options:

  • Timesheet Resources – this is the default setting and uses the local Timesheet Resources list to get information about users.
    • If you will use this list then no configuration is required in this section.
  • PM Central Enterprise Resource Pool (ERP)
4.

Column Display Settings:

5

Preferences

6.

Help

  • Click Customer Support to access available online resources for the web part.
  • If you are unable to find the answer to your question with these resources, our Customer Support engineers are standing by to help.
4. Click Save & Close to commit the changes and exit pop-up configuration screen.

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 Configuration Overview Time Tracking Checklist

Modify TTM column display names

Modify TTM column display names

TTM Configuration Overview Time Tracking checklist

Time Tracking and Management (TTM) lets you customize the column names displayed in the Timesheet Entry and Timesheet Report Web Parts.

Keep in mind:

  • This is an optional step in the Time Tracking configuration checklist
  • You can restrict access to the Timesheet Columns Configuration list using SharePoint permissions.

    • More information on permissions in TTM is available here
  • Information on how to hide columns from the Timesheet Entry display is available here

To change the column display names:

Step Action
1. Go the Site Content and click the Timesheet Columns Configuration list

OR

Click the Rename Display Columns link in the Time Tracking configuration checklist

2.

The list displays the default columns found in the TTM Timesheets lists.

  • Click the column name that you want to have displayed in the Timesheet Entry Web Part
    and in repots by a different name

    Icon-WarningIMPORTANT: Additional columns cannot be added to the Timesheet Entry display

3. In the Mapping Column Name fields, replace with default name with the name you would like displayed in the Timesheet Entry and reports, then click Save
Alias mapping field
4. The column alias will be shown in the Mapping Column Name column.List display with modified column alias mapping

This column alias will be automatically used in both the Timesheet Entry and TTM Report Web PartsTimesheet Entry column selection

NOTE: For information on hiding columns from the Timesheet Entry Web Part click here]

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 Configuration Overview Time Tracking checklist

Managing alerts in TTM

Managing alerts in TTM

TTM Control Panel Time Tracking Checklist

Time Tracking and Management (TTM) comes with pre-configured alerts that allow the application to automatically send notifications to timesheet managers and resources.

When working with TTM Alerts, keep in mind:

  • All TTM alerts are disabled by default.
  • Enabling alerts is an optional step in the Time Tracking configuration checklist

  • You can modify existing alerts or create new alerts as necessary

  • Bamboo Alert Plus is used to manage the alerts.

  • Information on the predefined alerts that come with TTM is available here

Working with TTM Alerts

Alerts Setup link in TTM Access the alerts page from the Alerts Setup link in the TTM control panel

OR

the link in the Time Tracking Configuration Checklist.

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

# Function
TTM Alerts Setup page
1. Title

Displays the available alerts that can be managed from the Alert Plus Web Part.
2.

Alert Status
This column shows you if the alert is enabled. If it is disabled, no alerts will be sent.

Enable Alert optionsTo enable an alert either:

  • Click the Alert Title to access the Edit Screen
  • Click the Enable radio button
  • Click Save and Close

OR

  • Click enable in the alert’s context menu
    This option was added in Alert Plus 4.0 which is included in TTM 2.5
3

Last Run Date

This column shows you the date the timer job last processed this alert.

NOTE: This date isn’t necessarily the last time an email was sent. An email is not always sent every time an alert is processed. Sometimes no items match the alert criteria when an alert is processed and therefore no emails are sent.

Icon-Tip If you never see a value in the Last Run Status column even though the alert is enabled, that indicates that the timer jobs are not running. Click here for troubleshooting information.

4

Last Run Status
This column shows you the current status of the alert. It will report:

  • Running when the timer job is running.
  • Success when the timer job completes with no errors.
  • Failure or an Error Code when the timer job stops due to an error. Generally, the specific error will be listed here to help troubleshoot.

Icon-Tip Sometimes you may notice that an alert is reporting Running for an unusually long time. This may be an indication of an error with the timer job and no error was reported. This happens when the job times out – no error is reported, but the alert status is never updated to indicate that the job is stalled. Click here for troubleshooting information.

5.

Context Menu
Use the alerts context menu to help manage the item:

  • Enable/Disable. Clicking on the Enable option item will enable a disabled alert. Clicking on the Disable options will disable an enabled alert.
    This option was added in Alert Plus 4.0 which is included in TTM 2.5

  • Edit. Choose Edit Item from the context menu or just click the hyperlink associated with the alert Title to access the alert for editing.
  • Copy. Choose Copy Item to quickly create a second alert similar to the first. Once the copy is created, edit it to change any parameters. This is a useful tool if you want to copy an existing alert so you can send it to another group while keeping all the other parameters the same.
  • Delete. Choose Delete Item to delete the alert.

    NOTE: Deleting default TTM alerts is not recommended.

TTM Control Panel Time Tracking Checklist

Localize Bamboo Applications or Custom Columns

Localize Bamboo Applications or Custom Columns

Overview of the localization process for Bamboo Products

Bamboo applications and custom columns are slightly different than web parts when it comes to localizing/translating. The user interface isn’t confined to a web part, but can exist as site definitions or other custom pages. For example, the configuration of a Bamboo custom column is within the SharePoint list settings area.
The text strings that require translation are located in different files than the strings that appear in a web part.

Changing the language or text for an application or custom column is a multi-step process:

Top

About the Language Files

Text displayed in a Bamboo application may be included in one or both of the following locations:

  • Provisioning Resources. These resources are located in the 12, 14, or 15 “Hive”, in the Resources folder. The number of the Hive depends on the version of SharePoint you are using (e.g., SP2007 has a 12 Hive, SP2010 has a 14 Hive, and SP2013 has a 15 Hive). 14Hiveresources.jpg

    The Bamboo.*.resx files include text used in site features, site definitions, list definitions, and other provisioning resource elements. Any changes you make in these files will apply to new product instances only.

  • Application/Runtime Resources. These are also located in the 12, 14, or 15 Hive, but in the CONFIGResources folder.The Bamboo.*.resx file in the CONFIG folder is different than the one included in the Resource folder.14HiveCONFIGResources.jpg This one includes text used in application pages, custom site menu actions, navigation elements, and other runtime resources. Any changes you make will apply to new and existing product instances only.

In each location, there may be multiple versions of Bamboo.*.resx files with identical content. The different files are provided for English (en-US), German (de-DE), French (fr-FR), and Spanish (es-ES). The content of all files is in English until you translate it to your language. If your site is configured to use a language that does not have a corresponding Bamboo product .resx file, copy an existing file and rename it to include the culture name for that language pack. For example, create a file for Italian by saving the default file as Bamboo.[Product].it-IT.resx. Make your changes to this new file. If your site is configured to use a specific language but you do not have a culture-specific file, the product will use the default Bamboo.[Product].resx file instead.

Icon-WarningIMPORTANT: If you customize one of the default resource files provided with the product, your changes will be overwritten when you upgrade.

To avoid losing customizations, copy the customized file to a different location (not the same folder) before upgrading. After the upgrade is finished, compare the new file with your customized file to incorporate any new entries. Then copy the merged file to the Resources folder. Culture-specific files created for languages that are not provided with the product will not be overwritten during an upgrade, but you still need to incorporate new resource entries.

Top

Editing text in resource files

Icon-WarningIMPORTANT: Before making any changes, back up your original file to a different folder.

To change text in a resource file, open it in a text editor and locate the text you want to change. Editable text is usually found between the <value></value> tags, as shown in the screen shot below. Do not modify the data tag. If you want to remove text completely, delete only the text; do not delete the <data> or <value> entries from the file, or the server will display an error message. In the example below, the editable text is highlighted in gray.

Common_resxEdit.jpg

When you are finished with your changes, save the file and copy it to the appropriate Resources *folder on *all Web front-end servers in your SharePoint farm. Follow the instructions below to make your changes take effect.

Top

Applying Language File Updates

To apply changes to Provisioning Resource Files:

If you modified the provisioning resources file, apply your changes by restarting Web services with the following command on all Web front-end servers.

iisreset

NOTE: changes to provisioning resources affect new instances of the Bamboo product only; existing instances of the product are not updated.

To apply changes to Application/Runtime Resource Files:

If you modified the application/runtime resources file, apply your changes by executing the following stsadm command on all Web front-end servers. This command copies the updated resource file to the App_GlobalResources folder of each Web application. Changes apply to existing product instances and any new instances you create.

stsadm -o CopyAppBinContent

NOTE: Changes apply to EXISTING product instances AND any new instances you create.

Determine the Labor Rates that will be used in TTM

Determine the Labor Rates that will be used in TTM

TTM Control Panel Cost Tracking Checklist

CostTrackingChecklistIcon.pngWhen cost tracking has been enabled for Time Tracking and Management the resulting cost calculations reference the Cost Tracking list to determine what labor rates should be associated with selected cost codes.

Keep in mind:

  • You can restrict access to the Cost Tracking list by using SharePoint permissions. More information on permissions in TTM is available here
  • If you configured cost tracking options to obtain labor rates from PM Central, the rates in the Cost Tracking list only apply when the cost code is assigned to tasks from the Administrative Time list
    • The labor rate used for all other tasks will be the Standard Rate for the assigned resource in the PM Central Enterprise Resource Pool. For more information, see Configuring Cost Tracking for PM Central.

To create or update labor rated in the Cost Tracking list:

Links from the TTM Control PanelAccess the Cost Tracking list from the Update Labor Rates link in the Cost Tracking configuration checklist,

OR

in the TTM Control Panel

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

# Function
Cost Tracking form
1. Select an existing cost code from the Cost Codes list. You should add one Cost Tracking list entry for each cost code in the Cost Code list for which you want to track costs.
2. The Billable check box is selected by default and is required if you will define a Billing Rate for work.

Error message

3. Enter the cost code rate for internal cost calculations. Companies may use an internal rate if they want to track internal cost vs. the cost billed to customers.
4. Enter the Billable Rate associated with the cost code that will be used for billable cost calculations.
5.

Select a rate type that describes who should use this cost code. This designation is useful for managers when mapping cost codes to resources or if exported timesheet data is used to generate reports based on rate type.

Global: A rate type used by any individual, resource group, or role (e.g. Joan Harris, Engineering Department, project manager)

Individual: A rate type used by individuals (e.g. Joan Harris or Michael Scott)

Role: A rate type used by individuals with specific roles or skill sets (e.g. project manager or developer)

6. 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.

TTM Control Panel Cost Tracking Checklist

Add Administrative Time Categories in TTM

Add Administrative Time Categories in TTM

TTM Control Panel Time Tracking Checklist

Administrative Time lets you track employee’s categorized non project hours, such as vacation or sick time, or time spent on administrative tasks such as support or maintenance activities in the Time Tracking and Management (TTM) timesheet. Each category can be set to display by default under the Administrative Time project header on user’s timesheets.

When working with TTM Administrative Time, keep in mind:

  • Admin tasks in Timesheet Entry displayThe Timesheet Entry Web Part is configured by default to reference the Administrative Time list that is created with the TTM site. This list contains the following default items:

    • Administrative
    • Sick
    • Vacation
  • You can configure the Web Part to use a custom list, rather than the default Administrative Time list.

  • Adding new Administrative Time categories is an optional item in the Time Tracking configuration checklist

  • You can restrict access to the Administrative Time list by using SharePoint permissions.
    More information on permissions in TTM is available here

To add Administrative Time categories:

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

OR

use the direct link in the Time Tracking configuration checklist

2. Access the Administrative Time list.

Administrative Time List view

3.

Click the Add new item link and populate the available fields:

Column Name Description
Title Enter a title that will be displayed for the task in the Timesheet Entry display
Status Leave the default value of Open. This field is reserved for future use.
Always Display
  • This Yes/No checkbox is selected by default and will show the item on all current and future timesheets
    • To stop displaying the item in current and future timesheets, uncheck this option.
Billing Category
  • Select a billing category for the item from the choice drop down selector.
    • This value will be displayed in the Billing Category column in the timesheet.
Work Type

Choose whether time entered for this item is working time or time spent away from work (nonworking).

For example: “Training” might be working time, but “Vacation” would be nonworking time.

Project Name
  • Enter a project name in the text field to group this task under on the timesheet.
    • The default tasks use the project name Administrative Tasks.

      Icon-Tip Pay attention to spelling as you enter the project name

Planned Work
  • To budget a specific number of time for this item, enter the planned work in hours.
    • If an item is assigned to a specific resource, enter the number of hours allocated for that resource to work on the task.
    • If the item is available for all resources (not assigned), you can enter the total number of hours budgeted for the task the entire time it will be available.

      For example: If your company allows only 500 hours per year to be charged to an “Overhead” category, you could enter 500 hours of planned work. Timesheet managers will be able to see the budgeted hours decrease throughout the year as they approve timesheets that include hours for the “Overhead” task.

Assigned To
  • Leave this field blank if the Administrative Time item can be used by all resources.
  • If the item should only be displayed on the timesheet for a specific resource(s), enter the resource name(s) in this field.
Billable
  • When the Yes/No checkbox is selected, users will be able to select a cost code for the item on their timesheets.
  • The labor rates associated with the cost code in the Cost Tracking list will be used to calculate cost.

NOTE: You can track the costs for administrative tasks when TTM is in standalone mode, and when TTM is integrated with Project Management Central

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

Icon-Tip To mark this item as complete in the Time Tracking Configuration 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 new TTM site

Create a new TTM site

TTM Configuration Overview

IconThe first step to using Time Tracking and Management (TTM) is to create a TTM site using the provided site template.

Keep in mind:

  • A TTM site should be created in an existing site collection that was created with a SharePoint Team Site at the root of the site collection.
    • You will not be able to select a TTM site to create the a site collection.
  • If the TTM site template is not available following installation you will need to confirm that the Bamboo TTM Site Template feature has been activated in your site collection.
    • For more information on the features that need to be activated, click here.
  • When integrating TTM with PM Central the TTM site needs to be created in same site collection as the PM Central site.

To create a TTM site:

Step Action Result
1. In the desired site collection, navigate to the Site Contents page and locate the link to create a new site. SP 2010 & 2013 new site links
2. Enter a Title and URL for the new site Create site page
3. From the Custom tab select Time Tracking and Management Site then, complete the form and click Create Custom tab
4. Your new Time Tracking and Management site is now ready to configure. Site configuration message

Icon-TipUse the link in the welcome message to access the Time Tracking configuration checklist

TTM Configuration Overview

Create and Manage Timesheet Reporting Periods

Create and Manage Timesheet Reporting Periods

TTM Control Panel Time Tracking checklist

clip-961a8e3fae354e39579c0a0970a536f75adedb2a
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 Cost Codes for TTM

Create Cost Codes for TTM

TTM Control Panel Cost Tracking Checklist

Icon A cost code is a short code assigned to timesheet tasks that can be used to bill work for that task to the correct department, cost center, accounting code, or other unique cost identifier.

Keep in mind:

  • When a cost code is assigned to a resource in the resource list, it is available in the Cost Codes column of the timesheet and can be selected for timesheet tasks.

  • Cost Codes are required if you enable cost tracking but are optional if you are using Time Tracking and Management (TTM) for time tracking only.

  • You can restrict access to the Cost Tracking list by using SharePoint permissions.
    More information on permissions in TTM is available here

To items to the TTM Cost Codes list:

Links from the TTM Control PanelAccess the Cost Codes list from the link in the Cost Tracking configuration checklist,

OR

from the Update Cost Codes link in the TTM Control Panel

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

# Function
Cost Code form
1. Enter the Cost Code into the Title field that will be displayed to users in the Timesheeet Entry web part if Cost Tracking is enabled.
Using Cost codes
2.

Enter an optional description.

NOTE: Text entered into this field is only visible from the Cost Code List

3. Optionally, enter a Fiscal Year to help track cost codes over time
4. 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

TTM Control Panel Cost 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

clip-35c1ab31a444e2badc494a2df1aef0aa46eb3f0f
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

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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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

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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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