How to Use AceProject's Time Sheet Module


This page aims to help you learn to use AceProject's Time Sheet module. In AceProject, time sheets follow a simple process:

  1. The user enter his or her time in a time sheet.

  2. The user requests approval for his or her time sheet from a project manager.

  3. A project manager approves or reject the user's time sheet.

  4. The user is notified of the approval or rejection of his or her time sheet.

  5. Project managers and administrators can produce reports from the time sheet data, for one project or for all projects at once.

Important parameters to set before using the time sheet module :
Administrators must first select how their weeks are processed, that is, on which day the week begins and ends. The Week Management field, located under Administration -> Company Info, offers you the possibility of managing your time sheets according to your preferences: whether your week starts on Saturday, Sunday or Monday. This way, you will avoid time management conflicts with your company's internal time-tracking procedures. You cannot change the Week Management field if you have existing time sheets. To change your Week Management, delete your time sheets first.

 

  1. Creating a Time Sheet
    This is the first thing a user must do.

    1. Once you are logged in to AceProject, click on the "My Office" tab.
    2. On the left panel, click on "My Time Sheets".
    3. Click on "Add a New Week" on top right.
    4. Click the links to get to the correct dates, then click "Save" to create your week.
    5. You are now in an actual time sheet. You need to fill it with your work hours.
    6. To add a line in the Work Items table, select the project and click on the "Add a New Work Item" button.
    7. Choose the task number on which you worked.
    8. Choose your time type.
    9. Enter your hours for each day of the week.
    10. Click Save.
    11. Repeat steps 6 to 10 for each work item you need to add. You can add work items from more than one project in the same week.
    12. Once you have finished filling out your time sheet click the Update button. You are ready to request its approval.

      You can use the IN/OUT module to log your time automatically.
      An IN/OUT item is used to log your time automatically for a task. To use the IN/OUT module, open a task that is not closed, click the Open IN/OUT link, choose the time type and click the IN button. When you close the IN/OUT, the hours elapsed are added to your time sheet for that task. Click here for more information about the IN/OUT module.
       
  2. Requesting Time Sheet Approval
    1. Once you are logged in to AceProject, click on the My Office tab.
    2. On the left panel, click on My Time Sheets.
    3. In the My Weekly Time Sheets table, click on the week for which you want to request approval.
    4. In the Approval Request section, select the project manager from which to request approval.
    5. If you need to, write a short message to the project manager. He or she will receive this custom message as part of the email notification.
    6. Click the Update button to send the approval request.
    7. The project manager will receive an email containing the user who requested approval, the week for which he or she requested approval, and the custom message (if there is one).
       
  3. Approving Time Sheets
    Only administrators, project managers and users with time approval status can approve time sheets.
    1. Once you are logged in to AceProject, open the project from which you will approve time sheets. You can also go directly to the Administration tab to approve time sheets from all projects at once.
    2. On the left panel, click on Time Approval.
    3. By default, only time sheets for which approval has been requested are displayed in the Weekly View table.
    4. Check the week(s) you want to approve or reject.
      • You can also approve or reject individual work items within a week. Click on the week to see all the work items it contains and check those you wish to approve or reject.
    5. From the "Change checked work items status" in the drop-down list, choose whether to approve or reject the selected time sheets.
    6. Write a short message if necessary.
    7. Check the "Send email notification" checkbox if you would like to send an email to the user(s) who is about to process your time sheets.
    8. Click the Apply button.

      ***Rejected time will not be computed in the task and project statistics.***
       
  4. Receiving a Time Sheet Approval Notification
    1. The user(s) will receive and email containing the week for which time has been approved or rejected, the hours entered in that week and the custom message (if there is one).
    2. Once a time sheet is approved, it is locked and cannot be modified by the user.
  5. Producing Time Reports
    Reports can be produced from three perspectives: a user can make a time report on his or her own time sheets, a project manager can make a time report on his or her project, an administrator can make a time report on all projects at once.
    1. Once you are logged in to AceProject:
      • To produce a time report about your own time sheets, click on the My Office tab, click on My Time Sheets, then on the My Time Report tab.
      • To produce a time report about the whole project, open a project and click on Time Reports.
      • To produce a time report about all projects, click on the Administration tab and click on Time Reports.
    2. Regardless of the section in which you are, you will see the same filter options.
    3. Choose the user, project, status and time types for which your would like to see a report.
    4. Choose the date range for the report. Leave the date fields blank to produce a report on all existing time sheets.
    5. Choose your report view or format: Weekly means that your work items will be sorted by week, with time totals for each week. To get totals for each month, choose Monthly view.
    6. Once the report is generated, you can print it.

How are statistics affected by a time sheet being approved or rejected?
When a work item is rejected, its associated time is removed from the task and project statistics. This means a task's Actual Hours field and the project's Total Actual Hours field will be computed without this rejected time. 

Can I make changes to another user's time sheet?
Time sheets can only be edited or deleted by their owner, the user who has created it. Other users can only approve or reject the time, or generate reports on the time. 

Is there another way to log my time?
You can use the IN/OUT module to log your time automatically. An IN/OUT item is used to log your time automatically for a task. When you close the IN/OUT, the hours elapsed are added to your time sheet for that task. Click here for more information about the IN/OUT module.


Copyright 2001-2006 Websystems, Inc. All Rights Reserved.