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Timesheet Approval

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For users with the appropriate security privileges, Timesheet Approval enables you to process timesheets that have been submitted for a specified time period.

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Timesheet approval overview

As the timesheet approval manager, you can approve or reject timesheets, notify resources about timesheet status, add timesheet notes, and run timesheet reports. You can also determine if a resource has not started or not submitted a particular timesheet, and assign a delegate approval manager to process your timesheets when you cannot process them yourself (for example, while you are on vacation).

Administrative settings in the Project Management module specify whether Resource Managers or Project Managers (or both) must review and approve timesheets.

Note: To view, approve, or reject timesheets, you must be assigned appropriate module access and security privileges. To access Timesheet Approval in P6 Web Access, Timesheet Approval must be included in your assigned user interface view.

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What information does Timesheet Approval display?

Timesheet Approval displays a Timesheet table (top) and Activity table (bottom). The Timesheet table lists all timesheets you are responsible for processing during the selected timesheet period, based on filter criteria you select (Action Required, Submitted, Not Submitted, etc.).

The Activity table displays a breakdown of the number of regular, overhead, and total hours the resources associated with the selected timesheets have allocated to project activities.

In both the Timesheet table and Activity table, you can group and sort based on predefined criteria, customize the columns that display, search for timesheets or activities, and print the contents of the table.

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Specify the timesheet period date

The timesheet date selector lists the current timesheet period date. You can select a different timesheet period from the drop-down list.

The field label for the date selector dynamically changes based on your timesheet filter selection. For example, if you filter to display Submitted timesheets, this field is labeled 'Submitted Timesheets for'.

Each time you enter Timesheet Approval, the timesheet period containing the current date is displayed by default (if one exists).

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Filter timesheets by status

To filter the timesheets you are responsible for processing, click Filter above the Timesheet table, then select a timesheet filter option.

Choose Action Required to display timesheets that currently require your approval, or choose All to display all timesheets you are responsible for processing during the selected timesheet period. You can also choose to display Submitted, Resubmitted, Not Submitted, Approved, or Rejected timesheets.

Tip: Action Required is the default filter; however, the application saves your filter selection each time you exit Timesheet Approval.

For more detailed information on each of these filter options, refer to Customizing Timesheet Approval.

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Approve or reject timesheets

To approve or reject timesheets, filter timesheets by Action Required, Submitted or Resubmitted status. (The Action Required status displays all timesheets that currently require your approval.) Highlight the timesheet you want to approve or reject. To select multiple timesheets, use Ctrl-click or Shift-click. When you select a timesheet, activities associated with that timesheet are displayed in the Activity Table in the bottom half of the page.

To approve the selected timesheet(s), click Approve or right-click on the timesheet and choose Approve. To reject the selected timesheet, click Reject or right-click on the timesheet and choose Reject.

Tip: When the Timesheet Approval Level is set to Auto Approval or Auto Submission (as specified in Admin Preferences in the Project Management module), you cannot approve or reject timesheets.

For more detailed information, refer to Approve or reject timesheets.

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Send e-mail reminder to resources

To remind a resource about a not started, not submitted, or rejected timesheet, select the appropriate timesheet, then click E-mail. To select multiple timesheets, use Ctrl-click or Shift-click. In the e-mail dialog, all resources associated with the selected timesheets are listed in the Bcc: field. The subject area and body of the e-mail are automatically populated with text that corresponds to the timesheet filter selection; you can edit the text. When finished, click Send E-mail.

For more detailed information, refer to Send a timesheet e-mail notification.

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Add or view timesheet notes

To add or view notes for a timesheet, click Timesheet notes in the appropriate timesheet row. To add a note, type up to 20,000 characters in the Add Note text box, then click Add. The Timesheet Note History section of the Timesheet Notes dialog displays all notes added for the timesheet, beginning with the most recent. When finished adding or viewing notes, click Close.

Tip: To quickly view the last note added for a timesheet, hover over Timesheet notes in the appropriate timesheet row. If the note is longer than the provided space, or if additional notes exist, click More to open the Timesheet Notes dialog.

For more detailed information, refer to Add or view timesheet notes.

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Customize the Timesheet and Activity tables

In addition to filtering timesheets by status, you can filter the list of activities, group and sort the list of timesheets and activities, and choose the columns to display in each table.

To filter the list of activities, click Filter by above the Activity table, then choose to filter by All Activities, Regular Activities, or Overhead Activities.

To group the list of timesheets or activities, click Group by above the appropriate table, then select from the drop-down list of group by options.

To sort the list of timesheets or activities in ascending order, click in the heading row of the column you want to sort by. Click the column heading again to sort in descending order.

To choose the columns to display, click Columns above the appropriate table. Move columns between the lists of Available Columns and Selected Columns by selecting the desired columns, then using the left and right arrows. To select multiple columns, use Ctrl-click or Shift-click. Use the up and down arrows to move columns up and down in the list of selected columns. To revert to default settings, click Default. When finished making changes, click OK.

For more detailed information on customizing the Timesheet and Activity Tables, refer to Customize timesheet details.

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Run a timesheet report

To run a timesheet report, click Run Timesheet Report above the Timesheet table to open the Time Approval Reports dialog. The top section of the dialog lists standard, pre-defined timesheet reports, while the bottom section lists custom timesheet reports configured by an administrator.

To run a standard report, click the report name. When the report is completed, it automatically opens in PDF format. You have the option to save the report.

To run a custom report, select the custom report row, then click Run Timesheet Report; the report Status changes to Pending. While the report is running, the Status changes to Running; when finished, the Status changes to Completed. When the report is finished, click the report name to open the report in HTML format..

To refresh the report's Status after you choose to run the report, click Refresh. To cancel the report, select the custom report row, then click Cancel.

Note: By default, standard reports always display data for the timesheet period you select in Timesheet Approval. If you select the current timesheet reporting period, the report will be blank. Custom reports run based on the timesheet period dates specified when the report was created; if no timesheet date is specified, the report displays data for the current timesheet period only.

For more detailed information, refer to Run a timesheet report.

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Print the contents of the Timesheet or Activity Tables

You can print the contents of both tables in Timesheet Approval.

To set printing options such as orientation (portrait vs. landscape), scaling, margins, headers, and footers, click Page Setup above the appropriate table to open the Page Setup dialog.

To view a preview of the print output, click Print Preview above the appropriate table to open the Print Preview dialog.

To print the contents of either table, click Print above the appropriate table.

For more detailed information, refer to Print timesheet details.

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Select a delegate timesheet approval manager

Whether you are a resource manager or project manager, you can assign a delegate user to process your timesheets when you are not able to process them yourself. After selecting a delegate for your resources or projects, you can activate and disable the delegate's approval rights at any time.

To select, remove, activate, or disable a delegate, click Assign Delegate.

To select a delegate, click the Browse button. If you are a resource manager, you can select any user to serve as your timesheet delegate. If you are a project manager, you can assign a delegate to each project for which you are responsible.

To remove a delegate, highlight the user's name and press Delete.

To activate a delegate's approval rights, for resource managers, mark the checkbox next to the resource delegate's name, then click OK. For project managers, mark the checkbox next to the name of each delegate you want to activate, or mark the top-level checkbox to activate all delegates.

To disable a delegate's approval rights, clear the checkbox next to the delegate's name or, for project managers, clear the top-level checkbox to clear all delegate checkboxes.

When you activate or disable a delegate's approval rights, the delegate receives an e-mail notification.

Note: When you activate a delegate's approval rights, you continue to have approval rights as a resource manager or project manager. If you want your delegate(s) to always have approval rights, simply mark the activation checkbox when you assign the user as a delegate.

For more detailed information on assigning delegates, refer to Assign and activate a delegate timesheet approval manager.

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