Weekly timesheet

Use this function to enter labor time across a working week.

You can use this function either independently or with the Time entry function (PJMTE).

If you’re entering your own time, you can enter labor time against your projects, against specific task operations and budget codes, and against non-project activities such as training or annual leave across a whole week.

If you're authorized as a time entry administrator, you can enter labor time for any employee assigned to a project.

Time management stages

Entry, approval, and posting labor time against projects occurs in separate individual stages. An optional stage is available to your organization if they require it. This additional stage is called a "control" phase. It’s essentially the opportunity for one time entry record administrator to review a validated time entry record before a different time entry record administrator approves it. With a control phase in place, a time entry record is processed as follows:

  • Entry: Labor time is entered, then validated.
    Entry and validation take place in this function (PJMTEW) or in the Time entry function (PJMTE). Time can be entered in both functions. This function simply provides a quicker way to enter and validate time across a working week.
    Entry and validation that the time entered is correct is usually made by the employee themselves, by the user that entered the time entry record, or by a time entry administrator.
    Each new time entry record is created at Validated status if the PJMTIMAUTO—Time entry auto. validation parameter (TC chapter, PJM group) is set to Yes.
  • Control: All validated time entry records need to 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 takes place in the Time approval function (PTEVAL).
    Time entry record control is usually carried out by a project manager or a project administrator. Whatever the role of the manager or administrator they need to be authorized as such in their function profile, as defined in their user record.
  • Approval: Validated and controlled (optional phase) time entry records are approved or rejected.
    Approval or rejection of a validated and controlled time entry record takes place in the Time approval function (PTEVAL), again usually by a project manager or a project administrator.

    • Time entry records need to be approved before they can be posted.
    • A time entry record cannot be changed after it has been controlled.
    • Rejected time entry records are redisplayed in this function and in the Time entry function for correction.
  • Posting: When a time entry record is posted, it’s included as a cost against a project in the accounting module.
    Approved time entry records are posted in the Time posting function (PTELABPOS).

All time entry records need to be validated first, then controlled if the PJMTIMENT parameter is set, before they can be approved, then posted.

Prerequisites

See also Refer to documentation Implementation

Screen management

The Weekly timesheet function contains a home section for you to enter your selection criteria, a section for you to enter labor time, and a reference section.

Use this section to filter or select your employee time records for a specific week of the year.

Tab Time summary

This section lists projects and tasks assigned to you or the defined employee for each working day of the nominated week. Use this section to enter, edit, and validate labor time for a project, a task operation, for a specific budget code, and for non-project activities such as training or annual leave across the whole week. Each time entry line for a project provides expense information which is used to calculate the rate to be charged to the project.

You can use the PJMTIMBUD—Allow time entries on budgets and PJMTIMTAS—Allow time entries on tasks parameters (TC chapter, PJM group) to control mandatory or optional entry of time against task operations and budget codes.

"Rejected" time entry lines are displayed for correction. Controlled, approved, and posted time entry lines also display.

A "control phase" for approving validated time entry lines applies if the PJMTIMENT—Time entry control phase parameter (TC chapter, PJM group) is set to Mandatory. A time entry needs to be at Controlled status before it can be advanced to Approved status and posted against a project.

You enter time for each day for each project or non-project task. You can add a project or non-project task from the Activity template selection section if you need to enter time for a task that's not displayed or you can enter the additional task details manually. The table is color-coded so that you can quickly see the status of each time entry. Border colors change as you perform an action on a line, or for an individual time entry, or when a time entry administrator performs an action in a different function such as approving time entry records. Daily, weekly, and task totals are accumulated as you add then save your time.

The following default colors indicate the status of your entered time:

Gray border: Posted record. You cannot edit these figures. You’ve validated these time entries and a time entry administrator or project manager has approved and posted them.

Dark blue border: Approved record. You cannot edit these figures. You’ve validated these time entries and a time entry administrator or project manager has approved them.

Green border: Validated record. You can edit these figures. You’ve entered and validated these time entries. You can devalidate and edit these entries until a time entry administrator or project manager has approved them.

Light blue border: Controlled record. You cannot edit these figures. This status represents an optional phase. It’s only displayed if the PJMTIMENT—Time entry control phase parameter (TC chapter, PJM group) is set to Mandatory. Validated time entry records need to be "controlled" by a time entry administrator before a different time entry administrator approves them.

Orange border: Awaiting validation record. You can edit these figures. You’ve entered your time but you have not validated these entries. You need to validate your entries before a time entry administrator can approve them.

Red border: Rejected record. You can edit these figures. A time entry administrator has rejected your entry. You need to edit the time entry then revalidate it.

Blue cell: Total time. The system calculates the total hours for the day, the week, and each task as you enter then save your time.

You can use the Project field in the home section to filter the data that the Time summary grid displays. You need to select the Category tracking checkbox if you need to assign labor time to a specific time category.
The actions available from the Actions icon are controlled by the status of the individual time entry records. The color of the border of each individual cell is therefore significant.

Tab Activity template selection

You use this section to select predefined activities to add to your timesheet.

The template activities listed are filtered to those activities defined without dates and activities with dates that match the dates defined in the home section.

Each activity you select in this section is added as a new line in your timesheet. An activity template line can be for a specific date, for a specific working day, or generic. A generic line provides a quick reference for you to add common activities to your time entry record as and when required. A template line is just that, a basic outline of a timesheet activity. You can change most of the template fields when the line is displayed in the Time summary section.

You can add a single template activity to your timesheet multiple times. Simply select the activity, clear the Select checkbox, then reselect the activity. Each time you select a line, the template activity is added to your Time summary.

Specific actions

Error messages

The only error messages are the generic ones.

Tables used

See also Refer to documentation Implementation