Using Timesheets to Record Actual Work Performed on Deliverables
- Click on "Timesheets" to access the timesheets function
1) Record Actual Work for each Deliverable
Each participant of a deliverable can record the number of hours he or she worked on it using "timesheets" via myCommunigram.
To access the timesheet, click on the corresponding deliverable and click on the right mouse button. In the fly-out menu that appears, select "Timesheets".
The Timesheet window appears. Select "Add/Modify".
- Choose the month of the timesheet period
- The days for which the deliverable was planned appear in green
A new window appears in which you can define in which period you worked on this deliverable. The period that was planned for this deliverable appears in green.
- Choose the date to enter actual work hours
Choose a date for which you would like to enter your work hours (the planned period appears in green).
- The "clock" icon indicates that work hours have been declared for this date
Enter the number of hours you worked on this deliverable and click on "Save".
A "clock" icon appears in the cell of that date indicating that hours have been declared for that day. You can enter hours for several days before closing the window.
An entry for each day is created in the timesheet window.
- Select one or several lines and click on Submit
2) Submit Actual Work Hours
From the Timesheet window, you can select one or several entries and submit them for approval using the Submit button.
- Button to submit all timesheet entries at once
You can also submit all declared hours at once using the "Timesheets" button in myCommunigram.
- Accéder aux profils globaux
- Editer les profils globaux
3) Approve/Refuse a Timesheet
Any user that has access to the main Communigram application and has the access privilege "Approve Resource Timesheet" can approve or refuse a timesheet.
To assign this privilege to a user, you need to assign the privilege to a user profile:
- Go to "Enterprise/Admin/Global Profiles"
- Select a profile attributed to the user and activate "Approve Resource Timesheet"
To approve or refuse a timesheet:
- open the project and select the corresponding deliverable
- click on the right mouse button and select "time approval" to open the corresponding window
- select one or several lines and select "Approve" or "Refuse"
- "Timesheet Approval" button on Toolbar
- List of Timesheets for the project
For each resource:
- The number of planned hours appears in blue
- The number of approved hours appears in red if it exceeds the number of planned hours (green if it is within the number of planned hours)
Communigram shows, for a given project, all deliverables that have actual work hours entered in timesheets. To show all the timesheets of the project, click on the "Time Approval" button.
- "Approve/Reject" button
The buttons "Approve/Reject" become active once one or several lines with submitted work hours are selected.
- Alert Messages appear informing you about rejected work hours you submitted
4) Modify a Timesheet
- As long as you have not submitted your timesheet, you can still change the number of hours by clicking on the button "Add/Modify" in the Timesheet window for the day which you would like to change
- Once the work hours have been submitted, they can no longer be changed
- You are informed whether your work hours have been rejected via the Alerts window in myCommunigram
- Click on Consult to open the Timesheet window. The selected deliverable is active.
- Change the number of worked hours by clicking on Add/Modify and selecting the corresponding day in the window that appears.
- The alert disappears once you submit the new number of hours by clicking on Submit.
- All accepted work hours are taken into account in the Actual Units column
5) How Actual Work Hours are taken into account
Approved actual work hours are taken into account in the column "Actual Units" in the "Resources" section of the Detail window.
- Export actual work hours to Microsoft Excel file
- Click on this button to choose the export folder
6) Export of Actual Work Hours
You can export the work hours of a project to a Microsoft Excel file for further use. To do so, select this function as shown here.
- Example of Excel export file
Example of a export file:
- Select Time Approval by clicking on this button in the Resources window
7) Approval of Work Hours for a given resource
To approve the work hours over all projects for a given resource, select that resource in the "Resources" window and then click on the Time Approval button.
- Days with unapproved work hours are indicated by "clock" icons
- To access the corresponding deliverable directly, click on the GoTo button
A new window appears in which you can approve the work hours of this resource.
For a given day you select in the calendar, all deliverables for which this person has declared work appear. By selecting a deliverable from the list, details concerning submitted hours, approved and rejected hours, and planned hours appear. Buttons allow to Approve and Reject work hours.
To help you see for which days work has not yet been approved, "clock" icons appear in the calendar. If it is necessary to get more information on the deliverable during the approval process, you only need to click on Go To and the corresponding project will be opened, highlighting the chosen deliverable.