Project time and expenses management

  • Time approval (PTEVAL)
  • Time entry (PJMTE)
  • Time inquiry (CONSPTE)
  • Time posting (PTELABPOS)
  • Time verification (CONSVTE)
  • Users (GESAUS)

  • Weekly timesheet (PJMTEW)

TC chapter / PJM group

  • PCCCOD - Default labor cost type
  • PJMCST - Employee labor rate priority
  • PJMCSTLAB - Project labor rate priority
  • PJMDATCTRL - Control time entry
  • PJMENDPRD - Allowed end period
  • PJMSTRPRD - Allowed start period
  • PJMTIMAUTO - Time entry auto. validation
  • PJMTIMBUD - Allow time entries on budgets
  • PJMTIMENT - Time entry control phase
  • PJMTIMTAS - Allow time entries on tasks
  • UNITWORK - Default unit of labor

Employee time tracking

Open: Projects > Time management > Time entry

Open: Projects > Time management > Weekly timesheet

Open: Projects > Time management > Time approval

Open: Projects > Time management > Time posting

Open: Projects > Time management > Inquiries > Time verification

Open: Projects > Time management > Inquiries > Time inquiry

Important

Refer to the Time management function documentation which describes the employee time tracking and analysis functionality in detail:

Time entry (PJMTE)

Weekly timesheet (PJMTEW)

Time approval (PTEVAL)

Time posting (PTELABPOS)

Time verification (CONSVTE)

Time inquiry (CONSPTE)

The Time verification function (CONSVTE) is particularly useful for time entry administrators in ensuring all expected time entry records complete the time management process in a timely manner.

Life cycle of a time entry record

Time entry life cycle

Time spent on projects can be entered and tracked by employee.

Entry, approval and posting of 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 is 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 the processing cycle of a time entry record is as follows:

  1. Labor time is entered then validated.

    2. Entry and validation takes place in the Time entry function (PJMTE) or in the Weekly timesheet function (PJMTEW). Time can be entered in both functions against projects, against specific task operations and specific budget codes, as well as against non-project activities such as training or annual leave. The Weekly timesheet function simply provides a quicker way to enter and validate time across a working week. Activity templates can be defined from which common activities can be added quickly and easily to time entry records as, and when required. Planned load is consumed and updated to the time entry record in real time.

    All employees that are permitted to enter and track time must be authorized as such on their user record.

    Entry and 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. A new time entry line is created at Validated status if the PJMTIMAUTO - Time entry auto. validation parameter (TC chapter, PJM group) is set to Yes.

  2. If the PJMTIMENT - Time entry control phase parameter (TC chapter, PJM group) is set to Mandatory, all validated time entry records must be "controlled" before they can be approved.

    3. 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 must be authorized as a Time entry administrator and authorized as such in their function profile, as defined in their user record.

  3. Approval (or rejection) of a validated and controlled (optional phase) time entry line takes place in the Time approval function (PTEVAL), again usually by a project manager or a project administrator.

    4. A time entry line cannot be changed once it has been controlled.

    Rejected time entry lines are redisplayed in the Time entry function for correction.

    Only time entry records that have been approved using the Time approval function can be posted.

  4. The posting of an approved time entry record takes place in the Time posting function (PTELABPOS). Only when a time entry record is posted is it included as a cost against a project in the accounting module.
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.

Time consumed and remaining can be tracked directly from the project in the project operational structure, and in the Time inquiry function (CONSPTE).

Financial overviews

Open: Projects > Projects > Overview > Financial overview

The Financial overview function (PJMFINOV0), by default, considers all time entries regardless of their status when calculating actuals.

Should your organization need to exclude a specific status from the calculation of actuals you can customize the Financial overview function (PJMFINOV0) to do this. For example, if your organization only requires approved time entries to be included you can exclude those at status Validated and Controlled.

The Financial overview function (PJMFINOV0) uses the cost type defined in the Project cost type field to calculate actuals. The financial overviews use the rate defined in the Employee labor rate field to consolidate time entry expenses.

The Employee labor rate field in the Time entry (PJMTE) and Weekly timesheet (PJMTEW) function is only visible to those project managers or project administrators that are authorized as a Time entry administrator in their user record.
See also
Financial overviews
General parameters
Project cost types
Project operational structure
Users