Time verification

Use this function to analyze employee labor time.

This function provides employee workload data in both tabular and graphical formats. You can use it to compare an employee's assigned workload or capacity with actual time they have recorded as working on projects and on non-project activities. Workload data is provided by period for one, or a range of dates, where the period represented is one day, one week, or one month. Filters are available on timesheet data and project data, as follows:

  • Filters on timesheet data are for time recorded at the various stages of the time management process. This includes time that has been validated, approved, and posted, time that is in the "control" phase, and time that has been rejected.
  • Filters on project and non-project data are for a single, or for all employees, the employee's role, and the employee's total capacity, or load per period. You can also filter for lines with warnings or alerts. Warning or alert filters return only those results where time spent on projects is less than or greater than an employee's calculated capacity.

This function is particularly useful for time entry administrators in ensuring all expected time entry records complete the time management process in a timely manner.

 You can access this function directly from a project.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

The Time verification function contains a section for you to enter your selection criteria, and a table in which the results of the search are displayed.

Header

Selection

Use this section to filter or select employee time records:

  • Start date. The default Start date is the first date of the month two months before the current month, but can be amended.
  • End date. The default End date is the last date of the current month, but can be amended.

The search, therefore, covers a 3 month period, by default.

Time spent

You can filter the results by the various stages of the time entry and posting process using the Time spent section.

You can use the Criteria action to apply specific selection criteria.

Block number 3

Selection

Company (field CPY)

This field displays the default company for this employee.

An employee's default company is determined by the Main site (FCYDEF field) defined on their user record.
Employee site (field FCY)

This field displays the main site for this employee.

An employee's main site is defined on their user record.
Role (field PAUSROL)

Type in or select a particular job role.

 Job roles are defined on individual user records.
Employee (field PAUS)

The user for which employee time records are to be selected.

 This user must be enabled for recording time against projects. That is, the Time entry checkbox on their user record is selected.
Assigned project (field OPPNUM)

Use this field to filter for employees assigned to a specific project code. The search results will list all employees assigned to this project.

 This field displays the code of the current project if you accessed this function directly from the project (using the Time verification action from the Task planning screen).
Load for this project only (field OPPRESTRIC)

Select this checkbox to display all workload for this project. To display workload across all projects, leave this checkbox clear.
Group by (field AGGREGATE)
Start date (field PTEDATDEB)

Filter for results for a specific period of time. For a single day, enter the same date in the Start date and End date fields. The Start date and End date fields are both mandatory.
End date (field PTEDATFIN)
Time unit (field UOM)

This field displays the time unit as specified on the task operation on the project, but can be amended.
Period to control (field PERPTE)

Use this field to define the length of time that represents a single period in the results. The results will return an aggregation of each day that falls within an individual period. One period can represent one day, one week or one month.
Display (field DISPLAY)

Filter for results for a specific capacity overview. You can filter for time that exceeds an employee's capacity, or is less than an employee's capacity.
Display load (field DISWKRLOAD)

Select this checkbox to display workload in the tabular and graphical results.

Time spent

Pending validation (field PTESTA1)

Select this checkbox to filter the employee time records to be selected by the current status (work in progress) of the time entry. The following stages are associated with the processing cycle of a time entry record:

  • New/Awaiting validation, for a new time entry.
  • Validated, if the time entry is complete and has been validated, or a new time entry has been created at Validated status (the PJMTIMAUTO-Time entry auto. validation parameter (TC chapter, PJM group) is set to Yes).
    Validation that the time recorded is correct is usually made by the employee or user that entered the time entry record, or by a time entry administrator.
  • Controlled, if the time entry is complete and has been validated and controlled.
    All time entry records must be "controlled" before they can be approved if the PJMTIMENT-Time entry control phase parameter (TC chapter, PJM group) is set to Mandatory. The "control" phase is usually carried out by a project manager, or a project administrator. Whatever the role of the time entry record administrator, they must be authorized as such in their user record. See Note below.
  • Approved, if the time entry is complete and has been validated and controlled (optional phase), and is approved for posting.
    Approval of a time entry is usually made by a project manager, or a project administrator.
  • Posted, if the time entry is complete, and has been validated and controlled, approved, and posted.
  • Rejected, if the time entry is complete and has been validated, and then rejected.
    Rejected time entries are redisplayed in the Time entry (PJMTE) and Weekly timesheet (PJMTEW) functions for correction.

 All time entry records must first be validated then controlled (mandatory if the PJMTIMENT-Time entry control phase parameter (TC chapter, PJM group) is set) before they can be approved then posted. Authorization for each stage of the processing cycle of a time entry record is controlled by the user record, as follows:

  • The Time entry checkbox must be selected to enter and validate your own labor time.
  • The Time entry checkbox and the Time entry administrator checkbox must be selected to enter labor time for a different user.
  • The assigned function profile must be authorized for function PTEVAL (Time approval) with option 4 to "validate" labor time for a different user.
  • The assigned function profile must be authorized for function PTEVAL (Time approval) with option 5 to "control", and option 6 to "approve" labor time.
  • To "reject" a time entry line, the assigned function profile must be authorized for function PTEVAL (Time approval) with option 7.
    • Validated (field PTESTA2)
    Controlled (field PTESTA3)
    Approved (field PTESTA4)
    Posted (field PTESTA5)
    Rejected (field PTESTA6)

    Tab Search results

    This section displays all employee lines that meet the defined selection criteria. The results display workload data for the full analysis period, for a specific employee.

    Each line represents a single period within the full analysis period. The start date and end date of each individual period is determined by the Period to control field (PERPTE) defined in the home section. The figures represent an aggregation of each day that falls within an individual period.

    Warning or alerts indicate where time spent on projects is less than, or greater than an employee's calculated capacity. This visual representation makes it easy to quickly identify where an employee's workload might be in excess, or below, their calculated working capacity according to the status of the task operation. Should a working overload or a working below capacity situation occur, project managers have the evidence from the results to replan tasks.

    Grid

    Line detail (field DETICO)

    This field displays a Selection icon (magnifying glass) if time has been planned for, or recorded for this particular period, for this employee. Select the icon to view a detailed breakdown of the figures that make up the totals for this period. Details include time spent by task and assigned workload.

    Time spent section. This section displays the amount of time this employee spent in each period within the full analysis period, where the length of each period is determined by the Period to control field (PERPTE) field in the home section. Time can be recorded against a project, a task operation, for a specific budget code, and for non-project activities such as training, or annual leave.


    Assignments section. This section displays the total cumulative time planned or estimated for a task operation for a project, and the total cumulative time consumed by this particular employee against the task operation during the analysis period. The quantities are expressed in the time unit.

    • Where the Assignment split field (ICOLIN) displays a colored bullet, the cumulative figures for the line are broken down for each date within the period and displayed in the Assignment split section.


    Assignment split section. This section provides figures for planned and consumed time for a specific line in the Assignments section, as follows:

    • Highlighted lines correspond to individual dates within the period start and end dates for the selected assignment that contain planned or consumed time.
    • Plain lines correspond to individual dates within the period start and end dates of the full analysis period, where the length of the period is determined by the Period to control field (PERPTE) in the home section.
    Graphical loads (field SHAICO)

    Select the Chart icon to view workload data in a graphical format for this full analysis period, for this employee. Details include this employee's capacity, time spent and their assigned time.​ The length of each period represented in the graph is determined by the Period to control field (PERPTE).

    Search results - Graphical load
    Period start date (field DATBEGPER)

    This field displays the start date/end date for a single period within the date range of the full analysis period. The length of the period is determined by the Period to control field (PERPTE).
    Period end date (field DATENDPER)
    Period (field PERIOD)

    This field displays the day of the week, the week number or the month associated with this particular period in the calendar (as defined by the displayed period start/end dates). The length of the period is determined by the Period to control field (PERPTE).
    Description (field AGGDES)
    Time spent (field TIMSPE)

    This field displays the amount of time that has been recorded against a project, or non-project activity for this particular period, for this employee. The quantity is expressed in the time unit.

    Warning or alerts indicate where time spent on projects is less than, or greater than this employee's calculated capacity. This makes it easy to quickly identify where an employee's workload might be in excess, or below their calculated working capacity according to the status of the task operation. Where time spent on projects is equal to their calculated capacity this is also represented using a highlight.

    You can use the Selection icon in the Line details field to view a detailed breakdown of the figures.
    Capacity (field TIMCAP)

    This field displays the working capacity for this particular period, for this employee. The quantity is expressed in the time unit.

     This figure is only displayed if this employee's user record is linked to a weekly structure. The capacity, which includes unavailable periods such as bank holidays, is also determined by the site to which this employee is linked.
    Not launched (field AUSTOLAUNC)

    This field displays, for this particular period, the total time planned for this employee for working on task operations that are not yet launched. The quantity is expressed in the time unit.
    Launched (field AUSLAUNCH)

    This field displays, for this particular period, the total time planned for this employee for working on task operations that have been launched. The quantity is expressed in the time unit.
    Suspended (field AUSSUSPEN)

    This field displays, for this particular period, the total time planned for this employee for working on task operations that are suspended. The quantity is expressed in the time unit.
    Total load (field AUSTOT)

    This field displays the total time assigned for this employee to task operations, for this particular period. The quantity is expressed in the time unit.
    Time inquiry

    Select Time inquiry from the Actions icon to open the Time inquiry function. You can use this function to view labor time recorded against projects, and for non-project activities on one, or between a range of dates. You can inquire by company and site, employee, category of time and status of the time entry record for one, a range of projects, or for all time entry records.

    Tab Search results - Graphical load

    This screen displays workload data as a bar and line graph for the full control period for a specific employee. The analysis period start date and period end date are displayed.

    The employee's calculated working capacity is represented by a line graph. Their planned time, time spent working on task operations and their assigned time is represented in a bar graph.​

    The length of each period in the analysis period is determined by the Period to control field (PERPTE) in the home section.

    The figures represented in a bar are an aggregation of each day that falls within an individual period.

    This visual representation makes it easy to quickly identify where an employee's workload might be in excess, or below, their calculated working capacity according to the status of the task operation. Should a working overload or a working below capacity situation occur, project managers have the evidence from the graph to replan tasks.

    Grid

    Period start date (field DATBEGPER)

    This field displays the start date/end date for a single period within the date range of the full analysis period. The length of the period is determined by the Period to control field (PERPTE).
    Period end date (field DATENDPER)
    Period (field PERIOD)

    The horizontal axis label.
    Capacity (field TIMCAP)

    This line represents the working capacity for this particular period, for this employee. The vertical axis is expressed in the time unit.

     This figure is only displayed if this employee's user record is linked to a weekly structure. The capacity, which includes unavailable periods such as bank holidays, is also determined by the site to which this employee is linked.
    Time spent (field TIMSPE)

    This bar represents the amount of time this employee spent working on projects during this period. The vertical axis is expressed in the time unit.
    Not launched (field AUSTOLAUNC)

    This bar represents, for this particular period, the total time planned for this employee for working on task operations that are not yet launched. The vertical axis is expressed in the time unit.
    Suspended (field AUSSUSPEN)

    This bar represents, for this particular period, the total time planned for this employee for working on task operations that are suspended. The vertical axis is expressed in the time unit.
    Launched (field AUSLAUNCH)

    This bar represents, for this particular period, the total time planned for this employee for working on task operations that have been launched. The vertical axis is expressed in the time unit.
    Group by (field AGGREGATE)
    Time inquiry

    Select a bar in the graph to list the available actions, then select Time inquiry to open the Time inquiry function. You can use this function to view labor time recorded against projects, and for non-project activities on one, or between a range of dates. You can inquire by company and site, employee, category of time and status of the time entry record for one, a range of projects, or for all time entry records.

    Specific actions

    Select the Search action to display employee workload data that meets the entered selection criteria.

    Select the Criteria action to access specific selection and display criteria. You can filter the time entry lines to be processed on timesheet and project data.

    Calculation performances

    Assignment split details (field ASSSPLCAL)
    Display load (field DISWKRLOAD)

    Select this checkbox to display workload in the tabular and graphical results.

    Time spent

    Pending validation (field PTESTA1)

    Select this checkbox to filter the employee time records to be selected by the current status (work in progress) of the time entry. The following stages are associated with the processing cycle of a time entry record:

    • New / Awaiting validation, for a new time entry.
    • Validated, if the time entry is complete and has been validated, or a new time entry has been created at Validated status (the PJMTIMAUTO-Time entry auto. validation parameter (TC chapter, PJM group) is set to Yes).
      Validation that the time recorded is correct is usually made by the employee or user that entered the time entry record, or by a time entry administrator.
    • Controlled, if the time entry is complete and has been validated and controlled.
      All time entry records must be "controlled" before they can be approved if the PJMTIMENT-Time entry control phase parameter (TC chapter, PJM group) is set to Mandatory. The "control" phase is usually carried out by a project manager, or a project administrator. Whatever the role of the time entry record administrator, they must be authorized as such in their user record. See Note below.
    • Approved, if the time entry is complete and has been validated and controlled (optional phase), and is approved for posting.
      Approval of a time entry is usually made by a project manager, or a project administrator.
    • Posted, if the time entry is complete, and has been validated and controlled, approved, and posted.
    • Rejected, if the time entry is complete and has been validated, and then rejected.
      Rejected time entries are redisplayed in the Time entry (PJMTE) and Weekly timesheet (PJMTEW) functions for correction.

     All time entry records must first be validated then controlled (mandatory if the PJMTIMENT-Time entry control phase parameter (TC chapter, PJM group) is set) before they can be approved then posted. Authorization for each stage of the processing cycle of a time entry record is controlled by the user record, as follows:

  • The Time entry checkbox must be selected to enter and validate your own labor time.
  • The Time entry checkbox and the Time entry administrator checkbox must be selected to enter labor time for a different user.
  • The assigned function profile must be authorized for function PTEVAL (Time approval) with option 4 to "validate" labor time for a different user.
  • The assigned function profile must be authorized for function PTEVAL (Time approval) with option 5 to "control", and option 6 to "approve" labor time.
  • To "reject" a time entry line, the assigned function profile must be authorized for function PTEVAL (Time approval) with option 7.
    • Validated (field PTESTA2)
    Controlled (field PTESTA3)
    Approved (field PTESTA4)
    Posted (field PTESTA5)
    Rejected (field PTESTA6)

    Selection

    Company (field CPY)

    Type in or select the company at which the projects are managed.
    Employee site (field FCY)

    This field displays the main site for this employee.

    An employee's main site is defined on their user record.
    Role (field PAUSROL)

    Type in or select a particular job role.

     Job roles are defined on individual user records.
    Employee (field PAUS)

    The user for which employee time records are to be selected.

     This user must be enabled for recording time against projects. That is, the Time entry checkbox on their user record is selected.
    Assigned project (field OPPNUM)

    Use this field to filter for employees assigned to a specific project code. The search results will list all employees assigned to this project.

     This field displays the code of the current project if you accessed this function directly from the project (using the Time verification action from the Task planning screen).
    Load for this project only (field OPPRESTRIC)

    Select this checkbox to display all workload for this project. To display workload across all projects, leave this checkbox clear.
    Group by (field AGGREGATE)
    Start date (field PTEDATDEB)

    Filter for results for a specific period of time. For a single day, enter the same date in the Start date and End date fields. The Start date and End date fields are both mandatory.
    End date (field PTEDATFIN)
    Time unit (field UOM)

    This field displays the time unit as specified on the task operation on the project, but can be amended.
    Period to control (field PERPTE)
    Display (field DISPLAY)
    Remaining load calculation (field ASSDAT)

    Display

    Screen code (field ECRAN)
    Memo code (field MEMO)

    Error messages

    The only error messages are the generic ones.

    Tables used

    SEEREFERTTO Refer to documentation Implementation