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
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.
- Header
- Time summary. Use this section to enter time spent, by day, across a whole working week.
- Activity template selection. Use this section to select predefined activities to add to your timesheet.
Header
Use this section to filter or select your employee time records for a specific week of the year.
Block number 1
Employee (field CLB) |
Your user code is displayed. If you’re authorized to record time for all employees, enter or select the user code you want to record time for. If you’re recording your own time, your user record needs to be enabled to permit you to do this. The Time entry checkbox on your user record needs to be selected. |
Project (field OPPNUM) |
Filter the parent or source project codes you or the defined employee are assigned to. Enter or select a specific project code or to include all project codes, leave blank. |
Week (field PTEWEEK) |
The current week of the year is displayed. To filter for results for a specific week, enter a week number. Alternatively, enter a date in the Start date field and either tab to the End date field, or select the Search action. This field will display the associated week number of the year. |
Start date (field STRDAT) |
Filter for time entry records for a specific week of the year. The Start date displayed is the first working day of the displayed Week number. Alternatively, enter a date in the Start date field. The Start date and End date fields will automatically display the start and end date of the working week for the entered date. The Week field will display the associated week number of the year. These dates also filter lines in the Activity template selection section to template activities defined without dates and activities with dates that match the selected Week. |
Unit (field PTEUOM) |
The time unit as specified on the task operation on the project, but can be amended. |
Category tracking (field CATTRK) |
Select this checkbox if you need to assign labor time to a specific time category such as overtime, double time, travel time. An additional Time category column is displayed in the Time summary section for entry. |
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.
Grid
Destination object (field OBJDES) |
This section The structure, the hierarchy of this project. All elements of the project structure that meet the defined selection criteria are displayed as individual lines. You can expand each parent line to reveal child lines in the hierarchy. |
Time category (field PTETYP) |
Assigns this labor time to a specific time category such as overtime or double time. The time category code is displayed if this is a new time entry line and a time category is defined on the employee's user record or the project. You can change it if necessary. You can only assign a non-project category such as sick leave or annual leave when the Project field (OPPNUMSCR) is blank. Time categories for a project can be defined on budget codes, task codes, task operations, and on employee assignment lines. |
Project (field OPPNUMSCR) |
The code of a particular project or job that your company is working on that you want to record labor time against. |
Task (field TASCODSCR) |
The task code your or the defined employee's labor time will be recorded against. |
Operation (field OPENUM) |
The specific task operation sequence number to record labor time against. You need to enter this field if the Task code field (TASCOD) is populated and the PJMTIMTAS—Allow time entries on tasks parameter (TC chapter, PJM group) is set to No. |
Budget (field PBUCODSCR) |
The specific budget code your or the defined employee's labor time will be recorded against. Each budget code represents a financial phase of a project. |
Description (field PTEDESAXX) |
The description of the task, the operation, or the specific budget code defined on the project or the non-project activity. You can change this description to make this activity more meaningful to you. |
Validate (field PTEVALALL) |
These checkboxes are initially controlled by the PJMTIMAUTO—Time entry auto. validation parameter (TC chapter, PJM group):
You need to be an authorized time entry administrator to change a checkbox for an employee other than yourself. To do this, the Time entry administrator checkbox on your user record need to be selected and your assigned Function profile needs to be authorized for function PTEVAL (Time approval) with option 4. 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. |
Billable (field BILLABLEAL) |
Total (field PTETOT) |
The total cumulative labor time entered for this employee, according to the defined selection filters. If you change the filters, each of the summary figures is updated accordingly. |
field PTEQTY1 |
The amount of time, in the defined time unit, you or this employee spent working on the displayed project on this day of the week. You can enter labor time against a project, a task, a task operation, and against a specific budget code. The total hours entered for each day of the week, the week, and for each task accumulate as you enter the time. |
Billable from (field BILFROALL) |
Time entry split | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Select Time entry split from the Actions icon to make several time entries for the same activity for the same day. You might need to "split" your time on a task if the time you need to enter belongs to more than 1 time category such as standard time and additional time such as overtime. Daily totals accumulate as you add then save time for your subtasks. This action is only available from cells with multiple time entries. To add multiple time entries for the same day, select Time entry detail from the Actions icon then select New. |
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Remaining load update | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Field descriptions
Operation load
Select Remaining load update from the Actions icon to change the remaining workload figure for launched tasks for this project operational task. This ensures that the project can provide real time workload estimates on this individual operation. The cumulative planned and remaining load quantities, for all employees, need to match or be less than those defined for the operational task line. |
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Split all lines | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Select Split all lines from the Actions icon to make several time entries for every activity for the same day. You might need to "split" your time on a task if the time you need to enter belongs to more than 1 time category such as standard time and additional time such as overtime. Daily totals accumulate as you add then save time for your subtasks. This action is only available from cells with multiple time entries. To add multiple time entries for the same day, select Time entry detail from the Actions icon then select New. |
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Delete | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Select Delete from the Actions icon to delete a time entry record. You can only delete time entries at Awaiting validation and Rejected status. They need to have an orange or a red border. |
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Validate | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Select Validate / Unvalidate from the Actions icon to validate a time entry record. You need to validate your time entries before a time entry administrator can approve them. You can only validate time entries at Awaiting validation status. They need to have an orange border. To devalidate a time entry record, select Unvalidate. You can only devalidate time entries at Validated status. They need to have a green border. You cannot edit time entries at Controlled, Approved, or Posted status. These are time entries with a light blue, dark blue, or gray border respectively. |
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Comment | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Field descriptions
Description
Comment
Select Comment from the Actions icon to enter a detailed description and comments to support your time entry. |
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Time entry detail | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Field descriptions
Block number 1
Description
Comment
Block number 4
Select Time entry detail from the Actions icon to open a detailed time entry screen. The fields displayed and fields you can edit are controlled by your user permissions. The details can include time entered for the task, the task description, and comments that you’ve entered. You can use this screen to add a new time entry for the same day. |
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Currency rate | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Select Currency rate from the Actions icon to enter a currency rate for this time entry record. |
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.
Grid
Select (field PTESEL) |
Select this checkbox to add this template line to your timesheet. |
Date (field PTEDAT) |
The specific date that this activity applies to. The prerecorded labor time displays in your timesheet for this date. |
Day (field PTEDAY) |
The specific day of the week that this activity applies to. The prerecorded labor time displays in your timesheet for this day. |
Time category (field PTETYP) |
The specific time category such as overtime, double time, travel time that this activity applies to. |
Project (field OPPNUM) |
The code of a particular project or job your company is working on that your or this employee's labor time will be recorded against. |
Task (field TASCOD) |
Displays a specific task code from the operational (task) structure of the parent project. Each task code corresponds with an operational phase of a project. |
Operation (field OPENUM) |
The specific task operation sequence number that your labor time will be recorded against. You need to enter this field if the Task code field (TASCOD) is populated and the PJMTIMTAS—Allow time entries on tasks parameter (TC chapter, PJM group) is set to No. You can leave this field blank if the PJMTIMTAS—Allow time entries on tasks parameter is set to Yes. |
Budget (field PBUCOD) |
Displays a specific budget code from the budget (cost) structure of the parent project. Each budget code represents a financial phase of a project. |
Description (field PTEDESAXX) |
The description of the task, the operation, or the specific budget code defined on the project, the description of the non-project activity, or the description you added to your template to make this activity more meaningful to you. You can change this description. |
Time unit (field PTEUOM) |
The code that defines how your labor time for this activity is recorded. You need to enter this field if you’ve specified a Date or a Day for this line. |
Time spent (field PTEQTY) |
Displays your labor time for the defined date or day of the week. You need to enter this field if you’ve specified a Date or a Day for this line. |
Origin (field PTEORI) |
This field indicates if time entered against this activity is entered manually or imported using the PJMTIMACTI-Activity template import template. |
Specific actions
Select the Search action to load the Time summary table with project and non-project activities that meet the entered selection criteria. |
Select the Copy week action to duplicate all time entry records for the current week in a different week. The default destination week is the following week but you can copy the time entry records to any week in the future. A log file includes details of the projects, tasks, and operations that have been processed.
You can copy the source week to multiple weeks. If a weekly timesheet record has already been created for your selected destination week, this action only adds any new time entry lines to the existing weekly timesheet record. It will not overwrite existing time entry lines.
The validation status of each new time entry line is determined by the PJMTIMAUTO—Time entry auto. validation parameter (TC chapter, PJM group).
Source week (field WEEKSOC) |
This field matches the week number of the displayed weekly timesheet. To change it, you need to return to the weekly timesheet and select a different week number. |
Start date (field STRDATSOC) |
The Start date displayed is the first working day of the displayed Source week number. The End date is the last day of the working week. These fields match the week number of the displayed weekly timesheet. To change them, you need to return to the weekly timesheet and select a different week number. |
Destination week (field WEEKDES) |
Leave the default Destination week displayed. This is the week following the displayed Source week. Alternatively, to duplicate all time entry records for the displayed Source week in a different week, enter a week number, or enter a date in the Start date or End date field. This field will then automatically display the associated week number of the year. |
Start date (field STRDATDES) |
These fields reflect the first and last working day of the Destination week number. If you entered a Destination week, leave the dates displayed. Alternatively, to duplicate all time entry records for the displayed Source week in a different week, enter a date in the Start date or End date field. The opposite date field will automatically display the start or end date of the working week and the Destination week number of the year will be set accordingly. |
Select the Activity template action to define or modify your own personal time entry activity template. You can use the template activities with both daily time entry records and with weekly time entries.
Each line you define in your activity template 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.
Grid
Date (field PTEDAT) |
The date you want to enter labor time for. This field is optional. If you specify a Date, you need to leave the Day field blank. If you specify a Day, you need to leave the Date field blank. |
Day (field PTEDAY) |
The day of the week you want to enter labor time for. This field is optional. If you specify a Date, you need to leave the Day field blank. If you specify a Day, you need to leave the Date field blank. |
Time category (field PTETYP) |
Assigns your labor time to a specific time category such as overtime, double time, travel time. |
Project (field OPPNUM) |
The code of a particular project or job that your company is working on that you want to record labor time against. |
Task (field TASCOD) |
The specific task code to record labor time against. Each task code corresponds with an operational phase of a project. |
Operation (field OPENUM) |
The specific task operation sequence number to record labor time against. |
Budget (field PBUCOD) |
The specific budget code to record labor time against. Each budget code represents a financial phase of a project. |
Description (field PTEDESAXX) |
The description of the task, the operation, or the specific budget code defined on the project, the description of the non-project activity, or the description you added to your template to make this activity more meaningful to you. You can change this description. |
Time unit (field PTEUOM) |
The code that labor time you enter against this activity is measured in. You need to enter this field if you’ve specified a Date or a Day for this line. |
Time spent (field PTEQTY) |
Time worked on the defined date or day of the week. You need to enter this field if you’ve specified a Date or a Day for this line. |
Origin (field PTEORI) |
Indicates if time entered against this activity is entered manually or imported using the PJMTIMACTI—Activity template import template. |
Error messages
The only error messages are the generic ones.
Tables used
Refer to documentation Implementation