Timesheets

Inputting timesheet entries per day and per activity enables you to carry out analysis by project, phase and sub-phase, by employee, task and date.

As an employee, you must input your time on a regular basis.

As a manager, you have to make sure that the input is up-to-date and meets expectations.

Note

This process is intended for employees who want to input their timesheet entries.

There are three ways to fill in timesheets:

  • automatically, by validating tasks that were previously inputted in the schedule;
  • manually, by inputting the tasks performed on the current day on a regular basis;
  • in real time, when completing a task from the Help Desk module.
1 Open your schedule via My Akuiteo > My graphic schedule.
2 Select the desired task then click on on the top right of the screen.

The task is no longer displayed in the schedule and is automatically added in your timesheet screen, which you access via My Akuiteo > My timesheet.

1 Click on My Akuiteo > My timesheet.
2 In the timesheet screen, click on to switch to the modification mode, then click on .
3 Specify the project code using the help list (e.g. PRODUCTION), then the phase (e.g. DEVELOPMENT) and the sub-phase (e.g. VERSION 1) if needed.
4 In the relevant day's column, specify the number of hours spent on this project (i.e. this task). For example 7.42 (for 7 hours and 42 minutes) if you spent a whole day on it.
5 In the Comment field, describe the task in details, then click on to save.
6 Repeat the operation for all working days.

Note

Leave days must also be indicated in the timesheet, in the same way a standard working day would be.

Example

A LEAVE-type project with a PUBLICHOLIDAY-type phase must be specified in the timesheet with a duration of 7.42.

1 From a task record sheet, go to Edit > Complete.
2 Click on Enter time if you want to indicate the number of hours or days spent on the task. This "quick" time input automatically updates your timesheet:
  • Task context: enables you to adapt the scheduled time spent on this task.
  • Time spent on the task (all): check All my time spent this week to show all the timesheet entries and get an overview of the current or previous week (provided the Week box is checked).
  • Time record details: enables you to enter the time spent on the task for the given day.
3 Click on Exit to confirm.
4 In the Complete task window, you can:
  • either complete the task directly by specifying:
    • its start and end dates,
    • the actions performed (task, resolution, closure),
    • its new status (e.g.: Processed) and its new state code (To deliver),
    • the version to correct and the corrective version;
  • or open a new task by checking Launch new task, selecting the task type and filling in the information needed. The task creation process re-starts (selection of a working group, and so on).

Reminder: Do not forget to fill in the Customer response with updates about actions performed for this task.

5 Validate.

Note

If the task end date is not specified, it is possible to enter timesheet entries in the future by enabling the DMF 060346 PROJECTS TIMESHEETS ENTER TIME IN THE FUTURE.

Completing timesheets weekly or monthly

You can easily complete your timesheets for a week or a month:

1 Enable the TPS_TERMINAISON management rule. Enter one of the following values in the first field:
Value Description
Empty field Timesheets are completed monthly.
SEMAINE Timesheets are completed weekly rather than monthly.
SEMAINE_MOIS

Timesheets are completed weekly. However, for the last week of a month, the employee can complete the timesheet both weekly and monthly.

Example

A month ends on Saturday, 31. If the value SEMAINE_MOIS is specified in the TPS_TERMINAISON management rule, the employee can, for the last week:

  • complete the timesheet for the month until Saturday, 31;
  • complete the timesheet for the week, from Monday, 26 to Sunday, 1.
2 Enable the following DMFs depending on the desired timesheets completion:
  • 060353 PROJECTS TIMESHEETS COMPLETE TIMESHEET WEEKLY
  • 060354 PROJECTS TIMESHEETS COMPLETE TIMESHEET MONTHLY

Note

For the SEMAINE_MOIS completion type, both DMFs must be enabled.

3 Restart the Desktop Application.
4 Go to My Akuiteo > My timesheet, then click on Edit > Complete the timesheet for the week or Complete the timesheet for the month.

Automatic reminders are also set up for the interactive personal dashboard:

  • reminder in the personal dashboard if the month is not completed (month preceding the current day)
  • reminder in the personal dashboard if the week is not completed (week preceding the current day)

Modifying the context of an issue after the completion

Once you complete a task, you can then modify the context of the issue. After the context has been modified, the issue's completion window opens again.

If you had scheduled a questionnaire on a customer response for the task completion, you must switch to the modification mode right before the completion to be able to answer this questionnaire.

Otherwise, if the customer response is already filled in (for example using an initialization control or if the questionnaire was already answered), the task can be completed but you will not be able to modify the response during the completion.

You cannot complete a task if the response field is empty and is linked to a questionnaire.

Some activities happen regularly during work days and need to be specified each day. Example: IT development.

Akuiteo enables you to automate the entry of these recurring activities to help you save time.

1 Go to My Akuiteo > My default activities.
2 In the default activities screen, click on , then on .
3 Select the project code from the help list, then precise details about the task and a description.
4 Indicate the time spent on the task. The time unit depends on the unit used when filling in your timesheet.
5 Save and repeat the operation if necessary.

When you enter your activities in the timesheet screen, default activities will be automatically added as soon as you switch to the modification mode. You will just have to specify the number of hours spent on the activity.

Note

This process is reserved to the employee's line manager who wants to review a timesheet.

The following information is available for reviewing timesheets:

  • Inputted and validated timesheet entries: The time inputted in the timesheets that is marked as "validated".
  • Non-validated timesheet entries: The employee's timesheet has draft lines. Lines still have to be validated.
  • Incomplete input: The employee's timesheet does not have any line for the selected week.
1 Click on My Akuiteo > Timesheets completeness check. The list of your employees is displayed. A color code is displayed (at the top of the screen).
2 To show the details of the timesheets per employee and per week, and to validate them:
  • either click on the underlined number (i.e. the total number of hours spent per week and per employee);
  • or double-click on the employee's name.
3 Click on to view and analyze the timesheets per week and per employee. You can then directly add timesheet entries.
4 Click on to view and modify leave requests for this period.
5 To validate the timesheets, click on . The time spent search screen is displayed, enabling you to find the items that you must validate.
6 Click on to send a reminder email to employees who have not filled in their timesheets.