Time review and validation

DMF 1907** WEB PORTAL TIMESHEETS VALIDATION TIMESHEETS VALIDATION

Important

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

Time review gathers the timesheets of the employees the manager is in charge of, in an overview by month. Managers can view their employees timesheets but also get more details about each time spent. Managers can also view time spent by projects. This way, the manager has all the information needed to validate the timesheets of a specific employee, and also can validate all the timesheets of all the employees at once.

If some employees are late for completing their timesheet (of the week or of the month), the manager can send them reminders directly from the time review interface. The manager can also complete employees' timesheets or cancel the completion if needed.

The time review is managed from the Manager module > Timesheets menu.

DMF

191701 WEB PORTAL ** ACCESS TIME REVIEW

191702 WEB PORTAL ** CHANGE MANAGER

The Time review and validation menu contains four types of views:

  • an overview by Employees that displays timesheets of all employees in a team, monthly;
  • a detailed view by Employees that displays all timesheets of an employee during a week;
  • an overview by Projects that displays all timesheets of all employees on all projects during a month;
  • a detailed view by Project that displays all timesheets of all employees on a specific project during a month.

Note

The search and filter features only apply to the timesheets displayed on screen. Akuiteo will not look for the timesheets that have been entered before or after the displayed month.

The Projects overview allows you to view timesheets linked to each project. This view displays current month. To navigate from a month to another, click on the and arrows.

A color code indicates the validation status code of the related timesheet. Each color code is associated to the following validation status codes:

  • DISSOCIE;
  • BRUT;
  • CONTROLE;
  • VALIDE;
  • GRATUIT;
  • NON FACTURE;
  • FACTURE;
  • REFUSE.

Note

Time validation status codes are set up from the Desktop Application, in Tools > Setup > General Setup > Resources and Labor > Time validation status code.

In overview, results are displayed in a list view and various search options are available.

Reference

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

Note

Content sorting is not available in the time review menu.

By clicking on a status code block on a project, the timesheets detailed view associated to this status code opens.

Click on the icon on the right of the desired line to open the Project detailed view. This view is displayed in a table and allows you to view all timesheets linked to a project by employee. This view displays current month. To navigate from one month to another, use the and arrows at the top left of your screen. Click on Back to go back to the overview.

Reference

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

DMF

190707 WEB PORTAL TIMESHEETS VALIDATION SHOW NON-COMPLETED TIMESHEET

060344 PROJECTS TIMESHEETS MODIFY COMPLETED TIMESHEETS

For multiple employees

From the Employees overview, you can quickly identify your employees' timesheets for the current month. To navigate from one month to another, click on the and arrows at the top left of the screen.

A color code indicates the time status code:

  • Incomplete;
  • Fully entered but not completed;
  • Fully entered and completed;
  • Fully entered and validated.

Hover over an employee's time block with your mouse to view a timesheet summary of times entered and yet to enter for this employee, by week.

In overview, results are displayed in a list view and various search options are available.

Reference

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

Note

Content sorting is not available in the time review menu.

For an employee

The detailed view can be accessed by clicking on an employee's timesheet block from the Time review and validation menu. This Time entries by employee view displays the employee's timesheet details for a week. This way, timesheets can be validated individually by the manager.

The Employees detailed view is displayed by week. To navigate from one week to the other, click on the and arrows at the top of the screen.

The employee's name is displayed at the top of the screen. Click on the or arrows to navigate among the list of employees and display their timesheets.

In the Actions column:

  • Click on the icon to display the detail of the timesheet of the employee. Modifying those timesheets requires the DMF 060344 PROJECTS TIMESHEETS MODIFY COMPLETED TIMESHEETS.
  • Click on the to modify the fields specified by the employee.

This detailed view is displayed in a table and various search options are available.

Reference

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

Click on Back to go back to the overview.

DMF 191715 WEB PORTAL ** REMIND EMPLOYEES

Sending reminders to employees allows you to send an automatic email to the employees to indicate them that their timesheets for the month or the week are not entered or completed yet.

Employees that are late are reminded to enter and/or complete their timesheet so they can be validated by the manager.

Reminders can be sent to employees:

  • If there is still time left to input for the month or the week. In this case, the email will remind employees to input their time.
  • If the timesheet is not completed for the month or the week. In this case, the email will remind employees to complete their time.
  • If there is still time left to input and if the timesheet is not completed for the month or the week. In this case, the email will remind employees to input their time and then complete their timesheet.

This feature is only available in Employees view.

From the Employees overview:

1 Display the desired month.
2 Click on for the employee you want to send a reminder.
3 Confirm the action.

An email is sent to the employee.

From the Employee detailed view:

1 Display the desired week.
2 Click on on the right of the search field.
3 Confirm the action.

An email is sent to the employee.

1 From the Employees overview, display the desired month.
2 Check the boxes at the left of the employees' names to select.
3 Click on on the right of the search field.
4 Confirm the action.

An email is sent to the selected employees.

1 From the Employees overview, display the desired month.
2 Make sure no employee is selected, then click on at the right of the search field.
3 Confirm the action.

An email is sent to all employees.

DMF 191716 WEB PORTAL ** FORCE TIMESHEET COMPLETION

The manager can complete expenses in the employee's place.

From the Employees overview:

1 Display the desired month.
2 Click on for the desired employee.
3 Confirm the completion.

Timesheets of this employee are completed and they cannot modify them.

From the Employee detailed view:

1 Display the desired week.
2 Click on at the right of the search field.
3 Confirm the completion.

Timesheets of this employee are completed and they cannot modify them.

DMF 191711 WEB PORTAL ** CANCEL TIMESHEET COMPLETION

If an employee needs to modify a timesheet that has already been completed, the manager can cancel the completion from the time review feature. For more information, refer to Canceling the completion of a timesheet.

From the Employees overview:

1 Display the desired month.
2 Click on for the desired employee.
3 Confirm the action.

Timesheets of this employee are no longer completed and they can modify them.

From the Employees detailed view:

1 Display the desired week.
2 Click on at the right of the search field.
3 Confirm the action.

Timesheets of this employee are no longer completed and they can modify them.

DMF

191717 WEB PORTAL ** VALIDATE MULTIPLE TIMESHEETS

191718 WEB PORTAL ** VALIDATE TIMESHEETS FOR MULTIPLE EMPLOYEES

When the timesheet of an employee is completed for the month or the week, the manager or the person in charge of validation can review them. Validating means these timesheets have been checked and are allowed.

Timesheets can be reviewed as soon as the employee has inputed them. The reviewing feature is available when an employee has added time entries that are not validated yet, meaning entries that have a BRUT status.

Depending on the validation process of the company, timesheets can be reviewed by multiple people. For example, the timesheets of a team can first have to be reviewed by the project manager, and then by the team manager. The time review feature can be used to manage multiple levels of validation, by modifying the review status code.

Time review status codes can be set up from the Desktop Application and are used to define different levels of review, for example Validated by project manager and Validated by manager.

DMF

191703 WEB PORTAL ** TIMESHEET VALIDATION STATUS CODE - CHECKED

191704 WEB PORTAL ** TIMESHEET VALIDATION STATUS CODE - VALIDATED

191705 WEB PORTAL ** TIMESHEET VALIDATION STATUS CODE - FREE

191706 WEB PORTAL ** TIMESHEET VALIDATION STATUS CODE - NOT BILLED

191707 WEB PORTAL ** TIMESHEET VALIDATION STATUS CODE - BILLED

191708 WEB PORTAL ** TIMESHEET VALIDATION STATUS CODE - REJECTED

191719 WEB PORTAL ** TIMESHEET VALIDATION STATUS CODE - DISSOCIATED

Reviewing month timesheets of an employee at once

This review type allows you to review at once all timesheets of an employee for a desired month.

1 From the Employees overview, display the desired month.
2 Click on Review at the right for the desired employee.
3 Select the review status code.
4 Confirm the validation.

All timesheet are reviewed for the month.

Reviewing multiple timesheets of an employee

This validation type allows you to validate a selection of timesheets for an employee for a desired week.

1 From the Employees detailed view, click on the boxes on the left of each line to select them.
2 Click on Review all at the right of the search field.
3 Select the validation status code then confirm the validation.

The selected timesheet entries are validated with the selected status code. If some time entries were already validated, the previous status code is replaced.

Reviewing a timesheet line of an employee

This validation type allows you to validate one desired timesheet for an employee for a desired week.

1 From the Employees detailed view, put your mouse on the desired timesheet line.
2 Click on in the Actions column and select the reviewing status code.
3 Confirm the validation.

Timesheet line is reviewed.

1 From the Employees overview, display the desired month.
2 Check the boxes at the left of the employees' names to select.
3 Click on Review all.
4 Select the review status code.
5 Confirm the validation.

Timesheets of the selected employees are validated.

1 From the Employees overview, display the desired month and make sure all boxes are left unchecked.
2 Click on Review all.
3 Select the review status code.
4 Confirm the validation.

Employees' timesheets are reviewed.

Reviewing all timesheets linked to a project.

This reviewing type allows you to review at once all timesheets for a desired project for a desired month.

1 From the Projects overview, click on to open the detailed view of the project.
2 Click on Review all.
3 Select the review status code.
4 Confirm the validation.

All timesheets linked to this project are reviewed.

Reviewing multiple timesheets linked to a project.

This validation type allows you to validate a selection of timesheets for a desired project for a desired month.

1 From the Projects overview, click on to open the detailed view of the project.
2 Click on the boxes on the left of the lines to select.
3 Click on Review all.
4 Select the review status code.
5 Confirm the validation.

Selected timesheets are reviewed.

Reviewing a timesheet linked to a project

This validation type allows you to validate one timesheet for a desired project for a desired month.

1 From the Projects overview, click on to open the detailed view of the project.
2 Click on in the Actions column for the desired line.
3 Select the review status code.
4 Confirm the validation.

Timesheet is validated.

DMF

191709 WEB PORTAL ** CANCEL TIMESHEET VALIDATION

191710 WEB PORTAL ** CANCEL VALIDATION FOR BILLED TIMESHEET

If needed, the review can be canceled, meaning the time entries go back to the BRUT status code. Cancellation is only available from the Employees or Projects detailed view.

Display the desired week or project. It is possible to cancel the review for all the time entries displayed or for each line individually.

Canceling the review of all timesheets displayed

This type of cancellation allows you to cancel the review for all timesheets on a desired project or for a desired employee.

1 From the Projects or Employees detailed view, click on Review all.
2 Select Not controled.
3 Confirm the action.

Timesheets review is canceled.

Canceling the review of multiple timesheets displayed

This type of cancellation allows you to cancel the review of a selection of timesheets on a desired project or for a desired employee.

1 From the Employees or Projects detailed view, click on the boxes on the left of each line to select them.
2 Click on Review all.
3 Select Not controled.
4 Confirm the action.

Timesheets review for the selected lines is canceled.

Canceling the review of one timesheet displayed

This type of cancellation allows you to cancel the review of one timesheet on a desired project or for a desired employee.

1 From the Projects or Employees detailed view, click on in the Actions column for the desired timesheet.
2 Confirm the action.

Timesheets review of the selected line is canceled.

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

Editing timesheets report from the Employees overview

1 Display the desired month.
2 Click on on the desired employee line.
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.

Editing timesheets reports from the Employee detailed view

1 Click on at the right of the search bar.
2 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.

3 Click on Validate.

The timesheet statement is published and downloaded on you computer.

DMF 191702 WEB PORTAL ** CHANGE MANAGER

If a manager has the necessary rights or if the rights have been delegated, it is possible to select another manager in the Time review and validation screen in order to validate timesheets for this manager. Delegations are managed from the Desktop Application in My Akuiteo > My delegations.

Example

The manager of the A department is on holiday from February 1 to 15. During this period, the rights are delegated to the manager of the B department.

When the manager of the B department connects to the portal, he can access the feature for changing managers. The manager can select the manager of the A department to validate the timesheets of the A department.

1 Click on at the top right of the screen.

A window opens.

2 Select the manager then click on Validate.

The validation menu displays the timesheets to be validated by the selected manager so the connected user can validate these timesheets for the manager. The name of the selected manager is added next to the icon.

To remove this manager, click on the icon associated with the manager's name, on the top right of the screen.