Timesheets

DMF

1901** WEB PORTAL TIMESHEETS & SCHEDULES MENU TIMESHEETS & SCHEDULES MENU

1903** WEB PORTAL TIMESHEETS TIMESHEETS

Important

This feature requires the following feature flag: Portail Collaborateur domain > Employee Agenda label.

Timesheets enable employees to log in their daily activity and to spread out their calendars depending on their different tasks and different projects. When employees enter their time, they indicate they have spent a certain number of hours or days on a specific project.

Timesheets can be used to check the time that have actually been spent by an employee, to analyze the workload depending on the desired criteria (by customer, by project, and so on) or even to follow the time spent on each project. Employees can also declare half-days of remote work in order to enable the company to track remote work declarations.

Quick entries can be used to add time quickly and easily. A quick entry is a template created from a time entry and retrieved the same information. The connected employee only has to change the values that are different to create their new time entry, instead of having to fill in the same information again.

Employees can modify their timesheets at any time, as long as they have not completed them yet. The action of completing a timesheet locks it so that it can no longer be modified by the employee and transfers the timesheet to the manager for review.

Timesheets can be managed from two menus in the Employee module:

  • the Timesheets & schedules menu, which displays times in a calendar; This menu also allows you to manage timesheets (see Schedules). Timesheets are identified by the icon and scheduled items by the icon.
  • the Activity overview menu, which displays time lines as a detailed table (see Activity overview).

The timesheets are managed in the same way than the schedules. However, time blocks represent blocks of working time that the employee has actually done whereas schedules are used to plan the work days of an employee in advance.

DMF

190119 WEB PORTAL TIMESHEETS & SCHEDULES MENU DAY VIEW

190120 WEB PORTAL TIMESHEETS & SCHEDULES MENU MONTH VIEW

The Timesheets & schedules menu display timesheets and scheduled items and allows you to manage them in a weekly view. The following features are available in the screen header:

  • To move from a week to another, use the arrows and or open the calendar to select the desired week.
  • The , and icons at the top right of the screen allows you to hide or display not completed schedules, completed schedules and timesheets.
  • The icon at the top right of the screen allows you to open the calendar for the ongoing month and displays the schedules and timesheets.
  • Under the search field, various display options are available and each option has its own characteristics and specific features.

Click on List from the display options to display scheduled items and timesheets in a list view. This list contains a block per day displayed (from the preferences) and each block retrieve the scheduled items and timesheets specified on this day.

Public holidays are displayed in red. Validated (matching the VALIDE status code) or denied (matching the REFUSE status code) timesheets are indicated with the and icons at the right of a time block.

Reference

For more information about the setup of results in list view, refer to Setting up results in list view.

Note

The sorting headers is not available on the calendar.

Click on Column from the display options to display scheduled items and timesheets in a column view. This display contains a block per day displayed (from the preferences) and each block retrieve the scheduled items and timesheets specified on this day.

At the top right of the columns, the following options allows you to manage the display of the scheduled items and timesheets details:

  • Overview to only display duration, customer and visual indicators (for example, the comment or review status)
  • Normal view to display all information for the item
  • Scaled view to display items in blocks with height proportional to the item duration

Note

In scale view, the user preference Ratio in % of the column view to scale allows you to display the whole screen, without having to scroll in order to visualize all the scheduled and timesheet entries. This ratio can be set up from 50 % to 200 % according to the user's needs.

Public holidays are displayed in red. Validated (matching the VALIDE status code) or denied (matching the REFUSE status code) timesheets are indicated with the and icons at the right of a time block.

To sort the items displayed in each block of a day, click on the icon at the right of the search field to display the sorting options:

Sorting the content

Displays a window to manage the sorting options. The Available columns option show the different values on which you can apply a sorting. Use the search field to quickly find a column. The search starts as soon as one character is typed and the columns from the Available columns section are filtered automatically.

Move it to the Sorted columns section on each criterion you want to sort:

  • If you apply multiple criteria, set the order of criteria by selecting them and moving them.
  • For each criterion, click on the sorting icon so the sorting is done by ascending / alphabetical order or by descending / inverse alphabetical order.
  • To delete a criterion, click on for the desired criterion.

Click on Apply to sort the elements according to the selected criteria.
Default sorting Click on this option to go back to the default sorting.

Click on Table from the display options to display scheduled items and timesheets in a table view. Each line of the table matches a scheduled item or timesheet.

Timesheets on public holidays are displayed in red. Validated (matching the VALIDE status code) or denied (matching the REFUSE status code) timesheets are indicated with the and icons in the Validated column.

Important

This display allows you to manage scheduled items or timesheets already created, but you cannot create a new item. To do so, you must be in List or Column display.

Reference

For more information about the setup of results in table view, refer to Setting up results in table view.

Click on Statistics from the display options to display various statistics about the timesheets specified. These statistics does not take into account the schedules.

This display is only for your information and do not allows you to manage scheduled items or timesheets.

To manage the graphs displayed, click on the Graphs button on the right of the screen to open the Graphs setup window.

Adding graphs

Tip

Use the search field to quickly find a graph in the Available graphs and Graphs to be displayed lists. The search starts as soon as one character is typed and the graphs are filtered automatically.

To add a graph, drag it from the Available graphs list and drop it in the Graphs to be displayed list, in the desired order.

To add all graphs from the Available graphs list to the Graphs to be displayed list, click on .

The order of graphs in the Graphs to be displayed list corresponds to the display order of graphs in the Statistics view.

To modify the graph type (pie, pyramid, bar, etc.), click on from the graph name in the Available graphs list, then select the desired type.

Click on Apply to take into account the graphs added.

Removing graphs

To remove a graph, click on on the right of the graph name in the Graphs to be displayed list.

To remove all graphs at once, click on .

Click on Apply to take into account the graphs removed.

Timesheets can be created:

1 From the Timesheets & schedules menu, display the desired week then click on for the desired day from the List or Column display.

The timesheet creation form opens.

2 Specify the following fields in the creation form:
Field Description
Employee

Employee linked to the timesheet.

By default, the connected employee is specified.

This field cannot be modified.
Date

Date linked to timesheet, which matches today's date when creating the timesheet.

If needed, click on and modify the specified date.
Customer

Specify the Customer.

To quickly specify the project, click on next to the Customer field in order to open the search field and select a task. If the customer is already specified, tasks available in the search are filtered according to this customer.
Project

Specify the project linked to the timesheet.

A filter for projects is available on the right of the Project field. By clicking on the icon, it is possible to select one of the following filters:

  • No filter allows you to see all projects;
  • Projects scheduled for the month (requires the DMF 190110 WEB PORTAL TIMESHEETS & SCHEDULES MENU PROJECT FILTERS PROJECTS SCHEDULED FOR THE MONTH) allows you to see only projects scheduled for the current month for the connected employee;
  • Projects I work on (requires the DMF 190116 WEB PORTAL TIMESHEETS & SCHEDULES MENU PROJECT FILTERS PROJECTS I WORK ON) allows you to see only projects on which the connected employee worked on during the last 3 months;
  • Projects from project managers in my division (requires the DMF 190111 WEB PORTAL TIMESHEETS & SCHEDULES MENU PROJECT FILTERS PROJECTS FROM PROJECT MANAGERS IN MY DIVISION) allows you to see only projects on which the project manager is also the manager of the division of the connected employee;
  • Projects from my division (requires the DMF 190112 WEB PORTAL TIMESHEETS & SCHEDULES MENU PROJECT FILTERS - PROJECTS FROM MY DIVISION) allows you to see only projects of the division of the connected employee;
  • Internal projects from my division (requires the DMF 190113 WEB PORTAL TIMESHEETS & SCHEDULES MENU PROJECT FILTERS - INTERNAL PROJECTS FROM MY DIVISION) allows you to see only internal projects of the division of the employee;
  • Projects from my entity (requires the DMF 190114 WEB PORTAL TIMESHEETS & SCHEDULES MENU PROJECT FILTERS - PROJECTS FROM MY ENTITY) allows you to see only projects of the entity of the connected employee;
  • Internal projects from my entity (requires the DMF 190118 WEB PORTAL TIMESHEETS & SCHEDULES MENU PROJECT FILTERS - INTERNAL PROJECTS FROM MY ENTITY) allows you to see only internal projects of the entity of the connected employee;
  • Projects I manage (requires the DMF 190115 WEB PORTAL TIMESHEETS & SCHEDULES MENU PROJECT FILTERS - PROJECTS I MANAGE) allows you to only see projects that the connected employee manages.
Phase Specify the phase associated to the timesheet.
Sub-phase Specify the sub-phase associated to the timesheet.
Task Specify the task associated to the timesheet.
Action code and Action code 2

Select code action level 1 and 2 from the drop-down list.

Notes

When the preference My default action code is specified, the Action code field is automatically specified with the default action code.

When the TPS_ACTION_2 management rule is enabled, the Action code 2 field is available.

These fields are grayed out if the project is not specified.
Duration

Timesheet duration

The input unit depends on the set up unit for the schedules from the Desktop Application, in General setup > Resources and labor > Labor > Units section > Timesheets field.

You can enter the duration using 2 decimals (for example, 1/4 day = 0.25).
Place

Fill in the location.

This field is grayed out if the project is not specified.
Comment

Enter a comment to give more details about the work done.

This field is required if the TPS_COMMENTAIRE management rule is enabled.
3 Click on Save.

A timesheet is created in the calendar for the desired date. The time is also displayed as a line in the Activity overview menu.

A quick entry is a template created from a time entry and retrieved the same criteria. The connected employee only has to change the values that are different to create their new time entry, instead of having to fill in the same information again.

Note

This process explains how to create time blocks using quick entries. For details about creating quick entries, refer to Managing quick entries.

1 Display the desired week then click on for the desired day from the List or Column display.
2 Click on for the desired quick entry.

The timesheet creation form opens on the right side of the screen. Information saved in the quick entry are automatically specified. If needed, modify this time information to adapt the values that were automatically filled in.

Tip

If your quick entry has a duration, you can do Ctrl + click on this quick entry to automatically create this time entry without going through the form.

3 Click on Save.

A timesheet is created in the calendar for the desired date. The time is also displayed as a line in the Activity overview menu.

Time block

An existing time block can be duplicated to quickly create a new block.

1 Display the desired week then click on for the desired day from the List, Table or Column display.
2 Click on on the desired block or line of time, then on Duplicate.
3 Modify the desired information then click Save.

The time entry is duplicated.

Entire week

DMF

190303 WEB PORTAL TIMESHEETS DUPLICATE WEEK

A full week can also be duplicated to the next weeks. This duplication does not take into account leave requests and scheduled items.

Note

When duplicating, a day is duplicated only if the destination day does not contain any timesheet entry. Thus, no timesheet entries will be duplicated on a day that already contains at least one timesheet entry.

1 Display the desired week then click on for the desired day from the List, Table or Column display.
2 Click on at the right of the search field.
3 In the duplication window, specify the following information:
  • Fill in the number of weeks concerned by the duplication. For example, if you fill in 3 weeks, the reference week will be duplicated for the next three weeks.
  • Check or uncheck the days of the week to determine the days concerned by the duplication. Check or uncheck Every day to check or uncheck all days at once.
4 Click on Validate.

The timesheet of the reference week is duplicated for the specified number of following weeks.

DMF

190302 WEB PORTAL TIMESHEETS MODIFY

060344 PROJECTS TIMESHEETS MODIFY COMPLETED TIMESHEETS

Note

Completed timesheets cannot be modified unless the employee has the DMF 060344 PROJECTS TIMESHEETS MODIFY COMPLETED TIMESHEETS;

Modifying a time

1 Display the desired week then click on for the desired day from the List, Table or Column display.
2 Click on on the desired block or line of time, then on Modify.
3 Make all necessary modification and click on Save to update the information.

Quickly modify the duration of a timesheet

Prerequisite: The TPS_INCREMENT_PWC management rule must be enabled and set up (see Setting up the TPS_INCREMENT_PWC management rule).

Note

The TPS_INCREMENT_PWC management rule is only available for the employees with the time input method Hours.Minutes.

1 Display the desired week from the List, Table or Column display.
2 Click on on the desired timesheet block or line.
3 Use the increment feature:
  • Either click directly on + xx minutes or - xx minutes to use a simple increment.
  • Or hover over + xx minutes or - xx minutes then click on the desired increment multiple. Increment multiples available depend on the setup of the TPS_INCREMENT_PWC management rule.

The duration of the timesheet is modified.

Prerequisite: Timesheet must not be reviewed nor completed.

1 Display the desired week then click on for the desired day from the List or Column display.
2 Drag and drop the time icon to the desired day.

The time is moved.

Once an employee has finished inputting their time for the week or the month, they must complete their timesheet so it is transferred to the relevant manager for review.

Completing a timesheet can be done weekly or monthly depending on the processes set up by your company. Before completing your timesheet, make sure it is finished and it complies with the rules provided by your company. Timesheets are checked before they are completed. If some time entries are incomplete or incorrect, it will be impossible to complete the timesheet.

1 Display the desired week from the List, Table or Column display.
2 Click on at the right of the search screen, then on Complete week or Complete month and confirm the action.

Timesheets are completed and can no longer be modified. Completed timesheets and days are displayed with the icon.

If you need to modify completed timesheets, click on at the right of the search screen, then on Cancel week completion or Cancel month completion and confirm the action.

The employee can declare the days and half-days of remote work to provide this information to the company.

Note

Remote work declarations can no longer be modified if the timesheets of the period are completed or reviewed.

1 Display the desired week from the List or Column display.
2 In the header of the desired day, click on:
  • to declare the morning as remote work;
  • to declare the afternoon as remote work;
  • both icons to declare the full day as remote work.

The remote work is declared for the desired half-day or full day and the remote work icons become respectively and .

To cancel the remote work declaration, click on and to go back to gray icons.

The employee can create a weekly standard input to declare remote work and use it for a given time period on the current accounting period.

Example

For 6 months, an employee has to declare Tuesdays, Wednesdays and Thursdays as remote work days. The employee creates a remote work recurrence, checks the desired days and sets the period to 6 months. When the recurrence is validated, the remote work days are automatically declared for the next 6 months.

1 Display the desired week from the List, Table or Column display.
2 Click on on the right of the search field located at the top of the screen.
3 In the recurrent declaration of remote work window, specify the following information:
  • In the For the period from XXXX To XXXX fields, specify the period relevant for the remote work recurrence. By default, the end date of the current accounting period is specified for the period end date, but can still be modified.

Note

If the selected period already includes remote work days, they will be replaced.

  • Check the relevant boxes to declare half-days as remote work, depending on the days of the week.
4 Click on Validate.

The half-days selected are automatically declared as remote work for the period specified. This declaration is only done on the worked days of the company calendar.

Tip

The recurrence is not saved and can therefore neither be modified nor deleted. If needed, manually cancel each half-day declared as remote work or create an "empty" recurrence (with no box checked) for the relevant period to cancel all remote work.

A quick entry is a template created from a time entry and retrieved the same criteria. The connected employee only has to change the values that are different to create their new time entry, instead of having to fill in the same information again.

Reference

For more information about creating time blocks using quick entries, refer to From a quick entry.

1 Display the desired week then click on for the desired day from the List, Table or Column display.
2 Click on at the right of the desired line, then on New quick entry.

A window opens.

3 Specify the Label for this quick entry then click on Validate.

The quick entry is created and can be used to enter timesheets from the Timesheets & schedules menu. The information related to the original timesheet are saved in the quick entry and will be pre-filled when creating a timesheet from the quick entry.

1 Display the desired week then click on for the desired day from the List, Table or Column display.
2 Click on on the right of the search field from the header then select the desired quick entry.
3 From the modification of the quick entry window:
  • Make all the desired modifications for the quick entry and click on Save to update the information.
  • Click on Delete and confirm the deletion to delete the quick entry.
DMF 190304 WEB PORTAL TIMESHEETS PRINT

Prerequisite: At least one Time for hourly rate report template type must be set up.

1 Display the desired week then click on for the desired day from the List, Table or Column display.
2 Click on at the right of the search field from the header then select Publish timesheets.
3 Select the printing Template in the drop-down list, then choose the printing format.

The formats available depend on the report templates set up from the Desktop Application.

4 Click on Validate.

The timesheet statement is published and downloaded on you computer.

Important

Deleting timesheets cannot be reversed.

Note

Completed or reviewed timesheets cannot be deleted.

1 Display the desired week then click on for the desired day from the List, Table or Column display.
2 Click on from the relevant line then on Delete.

A window opens.

3 Confirm the deletion.

The timesheet is deleted.