Timesheet Question

[TimS]

I have a question regarding tracking time using Project Web Access in
conjunction with Project Server 2007. I have created an Enterprise Project,
built my resources using the Build Team From Enterprise function, generated a
years worth of timesheet periods, assigned detailed tasks to the resources,
published my assignments.

The problem is that if the resources use the "My Timesheets" capability to
enter and submit their time, this time is not reflected in the project
schedule. But, if they use the "My Tasks" function and charge time and
submit it, it is reflected in the project schedule. My preference would be
to use the Timesheet function and not the "My Tasks" function for charging
and submitting time against assigned project tasks.

Can anybody tell me what I am doing wrong, and how to correct it?

Thanks in advance!

Tim

 

[Dale Howard [MVP]]

Tim --

The My Timesheet page and the My Tasks page are used for two entirely
different processes, as you have already surmised. The My Timesheet page is
for organizations that need to track and approve all time spent by
employees, regardless of whether the time is spent on project work or
non-project work. For example, some companies mandate that you must account
for at least 40 hours of work per week on the My Timesheet page.

The My Tasks page is used exclusively for tracking project work. Since you
are already using the My Timesheet page to capture all types of actual work,
you can use a feature on the My Tasks page to import the project actuals
from the My Timesheet page. On the My Tasks page, click the Import
Timesheet button. On the Import Timesheet page, click the Timesheet pick
list and select the correct timesheet from the list. Click the Import button
to import the timesheet actuals into the proper tasks on the My Tasks page.
From there you can submit the task update to the project manager.

Hope this helps.

 

[TimS]

Thanks Dale, makes perfect sense.

Tim

Tim --

The My Timesheet page and the My Tasks page are used for two entirely
different processes, as you have already surmised. The My Timesheet page is
for organizations that need to track and approve all time spent by
employees, regardless of whether the time is spent on project work or
non-project work. For example, some companies mandate that you must account
for at least 40 hours of work per week on the My Timesheet page.

The My Tasks page is used exclusively for tracking project work. Since you
are already using the My Timesheet page to capture all types of actual work,
you can use a feature on the My Tasks page to import the project actuals
from the My Timesheet page. On the My Tasks page, click the Import
Timesheet button. On the Import Timesheet page, click the Timesheet pick
list and select the correct timesheet from the list. Click the Import button
to import the timesheet actuals into the proper tasks on the My Tasks page.
From there you can submit the task update to the project manager.

Hope this helps.

 

[Dale Howard [MVP]]

Tim --

You are more than welcome, my friend!

 

[Mocha]

Dear Mr Dale,
My name is Yogi.
I have situation tha little bit the same as Mr Tim.
I tried to add lines from My Timesheet, than the popup window shown...
Select from existing assignement or type a name for the new time sheet line
I choose type a name for the new time sheet.
My question : When i want to import time sheet from My task. The new item i
had been added in time sheet, didn't shown.
Am i missing something ?
Thank You for helping....

 

[Dale Howard [MVP]]

Mocha --

I haven't run into this problem personally, but it would appear to be one
more instance of how the My Timesheet and My Tasks functionality does not
work well together. If the timesheet line you added is an assignment in a
new enterprise project, a better way to handle this situation is to delete
the timesheet and then recreate it. It will keep the actuals you entered
and will automatically add the new task from the new project. Hope this
helps.

 

[Mocha]

Hello Dale,
Thank you for your advice about recreating timesheet. Pardon me, maybe there
was a little bit diffrence preception about my last question. May be example
is better to explain my question. In PWA :
1. I go to my timesheet menu, i create my timesheet
2. add lines
3. Pop up shown and there is 2 option :
a. Select from existing assignement (this assignments come from the task in
project that assigned to me, right?)
b. type a name for the new time sheet line
4. I choose 3b (type a name for the new time sheet line(s))
5. I save and submit the timesheet.
6. The timesheet is approved by the timesheet manager
7. I go to my task and import the timesheet but there is no item from
timesheet shown.
8. Is there something missed?

Cause the issue is :
Pretend that my Manager want to monitor the resource availability for Mr X.
Example in Monday MrX have work in 8 hours, actual work 3 hours. There is
still 5 hours left right? But actually in that 5 hours Mr X doing something
like attend meeting that doesnt show in task of the project. Mr X add lines
in timesheet (he creates the timesheet like step that i explained above).
So my manager doesn't realize that in Monday Mr X already use all 8 hours
working time. My manager only knows that Mr X works for 3 hours in Monday.
Is there any suggestion for this case?

thank you so much.

 

[Dale Howard [MVP]]

Mocha --

I don't have much of an answer for you. No matter how you explain it, which
you did quite well in fact, your situation continues to show the disconnnect
between the My Timesheet page and the My Tasks page. At best, this whole
time tracking system is clumsy to use and manage. I trust that the business
value your organization gains from Project Server 2007 outweighs the
problems and the bugs in the system. Hope this helps.

 

[Mocha]

Oke Dale,
Hope ms project can better in the next release...
May be my last solution is, ask the manager to pretend this non task as a
dummy project (like meeting, etc). So the manager will make others project
which task is meeting, training that actually not correlated to the project.
Eventhough it will make more effort to do.. May be i can reduce that effort
by make some trick like.. export the timesheet in Ms Excell than i parsing
the timesheet in Ms Project profesional 2007 using macro... so the manager
haven't not to input manually that non task project. Or may be you have other
trick?
Its nice to discuss with you Dale.
Dont get bored with my question, Okay...
Thank you.

 

[Dale Howard [MVP]]

Mocha --

I am more than happy to read your questions and spend time with you trying
to deal with the craziness of Project Server 2007. Wouldn't you agree with
me that those who are using Project Server 2007 right now to manage real
production projects are living on the "bleeding edge?" You are more
than welcome for the help!

 

[Sunanda]

I want to share my understanding of the scenario you are talking about Mocha..

The task you typed by selecting 'b option' is very much unplanned and is not
part of any of the enterprise projects. Hence when you import this timesheet,
no enterprise project can be updated. So it doesn't affect any of the
projects.

If you want to add a new task to the project, use My tasks page. It allows
you to add a task by select the project and a summary task.

To report unplanned, non project work, we can use the second option.

Hope this helps!!

 

[Mocha]

Sunanda, thx for your information. Could you help me to give an idea for my
issue below.
here is the issue :
Pretend that my Manager want to monitor the resource availability for Mr X.
Example in Monday MrX have work in 8 hours, actual work 3 hours. There is
still 5 hours left right? But actually in that 5 hours Mr X doing
something
like attend meeting that doesnt show in task of the project. Mr X add
lines in timesheet (he creates the timesheet like step that i explained
above).
So my manager doesn't realize that in Monday Mr X already use all 8 hours
working time. My manager only knows that Mr X works for 3 hours in
Monday.
Thank you.

 

[Sunanda]

Mocha, Your Manager will know about the 5 hours Mr X spent on other tasks
when he looks at the timesheet. It comes as part of unverified / unplanned
effort.

As a manager, If I want to track the other time spent by my resources, I
would create few administrative tasks like communication, Training, Leave,
etc. Those tasks would be available for all the resources enterprise wide.
Any resource can report their time against those tasks and can be tracked.

Administrative tasks are used to capture effort that goes in to Non project
and administrative time. Project tasks capture time spent against project.
Unverified tasks / Unplanned tasks created in the timesheet talks about the
adhoc tasks done by resources. Manager needs to analyze and plan accordingly.

Hope this helps!

 

[Mocha]

Hmmm good idea Sunanda,
thank you.
But could the manager look at the timesheet that his employee made?From where?
I haven't seen the menu to see all timesheet that have already created.
Is there any user setting that i must set in PWA?
Sunanda...
I think if my manager must to fill administrative task like your suggestion,
it will make a lot of task that my manager should create. Imagine if my
manager have 100 employee...
Thank you....

 

[Sunanda]

Manager can see the timesheet of his resources if he is designated as
timesheet manager for the resource.
In resource center in PWA, Select the resource, click edit details, Under
Assignment Attributes section select the timesheet manager

Administrative tasks are setup once and they are common to all the resources
across enterprise. They need not be setup for individual resources.

Thanks,

 

[Mocha]

Okey.. i have set the timesheet manager for each resource but i haven't found
the menu to see my resources's timesheet.
Example i have set myself as timesheet manager for resource A.
then, where i can see the timesheet of A.
i tried to the menu Approvals-> timesheet then i choose approved by me but
no timesheet of A shown (no timesheet shown at all).
Could you help me?
Thank you...

 

[Mocha]

Im so sorry Sunanda. I've already found the menu to see timesheet.
I must drag the scroll bar litlle bit to the right so i can find the apply
button. He3... i didn' t realized at all.
Thank you..

 

[ST]

Dale,

Is it possible for a person who is set up to approve users' Timesheets to
also perform an "Import Timesheet" to the respective users' "My Tasks" and
submit it as a project update?

/Spiro Theopoulos

 

[Dale Howard [MVP]]

ST --

No, this is not possible. Sorry.

Dale,

Is it possible for a person who is set up to approve users' Timesheets to
also perform an "Import Timesheet" to the respective users' "My Tasks" and
submit it as a project update?

/Spiro Theopoulos