Real work allocation

Timesheet

This screen is dedicated to entering actual work.

The resource completes their work every day, for each assigned task.

Data entry for a resource is done on a weekly basis.

The corresponding cost to the real work is automatically updated to the assignment, activity and project.

Timesheet zone screen

Interface areas

Selection and filters

Switch display

Tools

Data entry validation

Task Zone

Entry field

Selection and filters

This filters allows to select a timesheet for a resource and for a period.

Resource selection

• By default, users can only select themselves as a resource.

• Access to other resources timesheet depending on Specific access.

Selection period

By default, the period is determined according to the current day.

Targeted periods are displayed in different places on the screen.

• You can select the number of the week and its year directly with the corresponding filters.

• The “first day” filter allows you to choose a specific date, day, month and year. The full week containing this date will be displayed.

• The button today targets the current week

• The D-day is highlighted.

Switch display

By default, the timesheet display is presented by week.

By clicking on the “switch the month view” button, the timesheet display switches to monthly view.

The start and end dates of an item are no longer displayed in this mode.

Tools

Timesheet options

• Click on to save timesheet datas.

• Click on to refresh datas.

• Click on to display options.

Display

The toggle buttons help you filter the information visible on your timesheet.

Switch the button to the right (green button) to activate the display.

Weekly meetings only

• Recurring meetings display all meetings with one meeting per line. Depending on the period and frequency of your recurring meetings, many lines may be displayed.

• With this option, you only display meetings for the week displayed on the screen.

Closed items

• Switch the button to show closed tasks. Archived tasks.

Done items

• Switch the button to show completed tasks. With left work to 0.

Items not started

• Switch the button to show unstarted tasks. The macro state in progress must be activated and saved for the tasks for this option.

Paused items

• Switch the button to show show tasks that have been paused. the pause macro state must be activated and saved for the tasks for this option.

ID

• Show ID to identify all single task.

Planned work

• Planned work is indicated on each input cell, in the upper left corner, in light blue.

• Allows you to display the planned working time per day for the resource assigned to the task.

Planned work

Resource selected for the project only

• You can limit the display of the resource selection drop-down list.

• If you have selected a project in your project selector then you will only see the resources assigned to that project.

Filter

Quick filters are used to define the list of tasks displayed by name and ID.

Export

• Click on to print timesheet.

• Click on to export timesheet in PDF format.

• Click on to export timesheet in CSV format.

Data entry validation

Enter real as planned

Planned work on an activity for a resource is carried forward for each day.

If there is no figure displayed then it means that the resource is not supposed to be informed of the actual work on this activity during this period.

Even if planned work is scheduled for a resource, there is nothing forcing it to complete its work as expected.

The option Show planned work must be activated.

Submit work

ProjeQtOr offers a system of validation of charges which makes it possible to follow the information of the real work of resources by a hierarchical manager.

After sending the actual work, you can no longer change the actual working time for the week.

You must cancel the validation request to make a change.

Validate work

Project managers can validate the work or any other personalized profile authorized to do so.

Only people with the necessary permissions can see this button

When the work is validated, then the resource can no longer modify its work on this week. Likewise, the cancellation of validation will no longer be available.

The validation system is optional and can therefore be hidden.

Task Zone

The list displays the tasks assigned to the resource selected in the list.

Click on the activity name to access the activity details screen.

Tasks assigned with actual work are always displayed, even when closed.

The function of the resource on this task is displayed at the end of the line.

Note

• A resource can have multiple functions.

• It is possible to assign the same resource several times but with different functions to monitor project costs.

• The icon allows you to add a comment.

• The icon indicates that there is a comment on the assigned task.

• Simply move the mouse over the icon to see the latest comment.

• Click to view all comments

• A global comment can be added on the weekly follow-up.

The Start and End columns display the planned dates for each activity.

Entry field

In order to see and know the assignments on a task, several columns indicate the periods assigned to a resource

Assigned

It is the work assigned to the resource that is calculated by the software.

Real work

This is the work actually performed and reported by the resource.

Left work

This is the work that the resource still has to provide for this task

Left work is automatically decreased on input of real work.

Resources can adjust this value to estimate the work needed to complete the task.

Reassessed

This is the work required to complete the task. It’s the actual work + the rest to do. See: “progress-section-date-duration”

• You cannot edit Assigned Work, Actual Work, and Reassessed directly in columns.

• This information is calculated directly by the software based on what you have entered

Real work entry

• Area to enter real work. It possible put real work in off days.

• Columns of days off is displayed in grey.

• Days off is determine in resource calendar definition.

Total of days

On the last row is the sum for all days of the week.

It is a synthesis displayed for each project and globally for the whole week.

The resource capacity is defined by the number of hours per day and the resource capacity (fte).

Total of the day Zone

• Total for the day is green if entries are completely within the resource’s ETP capacity

• The total for the day is light red if entries are greater than the resource’s FTE capacity.

• Total for the day is dark red if entries are greater than the maximum daily work allowed on the resource.

• A message A message warns you that you exceed the authorized fixed quota.

• You will not be able to save the timesheet with a higher quota

• Total for the day is uncolored if entries are less than the resource’s FTE capacity

See also

• Unit for work

  Allows to set the unit time for real work and workload and the number of days worked per week. The number of hours per day is defined here.

• Timesheet

  You can set many levers, alerts or display options

• Generation of alerts if real work is not entered

  You can trigger alerts on the entry of actual work for different collaborators. These messages can be sent at a frequency defined by email or displayed as an alert directly in the application.

• Automatic feeding of the real

  You can automatically fill in the actual work from the work scheduled up to a given date and then trigger the automatic calculation of the projects from the day after that date.

The status of tasks

The task status can be changed automatically according to data entries on real work and left work.

• Set to first in progress status: if the parameter value is set to “Yes”, when real work is entered on a task, its status will be changed automatically to the first status “In progress”.

• Set to first done status: if the parameter value is set to “Yes”, when left work is set to zero on a task, its status will be changed automatically to the first status “done”.

Change status validation

An icon will be displayed on the task if a status change is applicable.

• Due to real work is entered, the task status will be changed to the first ‘In progress’ status.

• The real work is entered, but the task status will not change because at issue is occurring.

• Due to no more left work, the task status will be changed to the first ‘done’ status.

• No more left work, but the task status will not change because at issue is occurring.

Warning

Common issue

• If a responsible or a result are set as mandatory in element type definition for the task. It’s impossible to set those values by real work allocation screen.

• The change status must be done in treatment section on the task definition screen.

Pool of ressource management

When the option display pools on Timesheet is activated, when a resource is assigned to an activity at the same time as a resource pool of which it is a part, then it will see the row for itself and the row for the resource pool.

When the option is disabled then the resource only sees its line.

Timesheet with resource and resource pool lines

When the option is set to no then you can choose to display at least the left work to be done on this one.

The following option show pool to update their left work allows you to display a row for the pool below the resource row to modify the left work.

an icon then appears at the end of the resource line for the pool.

icon pool of resources for the left work

Click on it and a line is available to modify the left work for the pool of resources.

pool of resource line

Timesheet Validation

Timesheet validation

The timesheet validation screen allows the project manager to receive, verify and validate the time allocated weekly by the resources to an activity for all the projects.

Selection and filters

You can filter the display of this screen by resource, by team and by period.

The visibility of resources in the list is defined according to your rights defined by your profile.

You can increase the display restriction with the possibility to show only some of the validation request.

Color code

According to the work completed by the resource, and according to the expected workload for this resource.

The project leader receives the timesheet with a precise color code.

• Green: The completed job is the same as the expected one.

• Red: The filled workload is shorter or longer. It does not match the expected work.

• Orange: the job is not the same as the expected job but the load is the same.

Example of completed charges which generate the orange color code

Validation

In the “Timesheet submitted” column you see the date and time when the resource to send the submission.

In the “Timesheet validation” column you have the possibility to validate the work or to cancel the submission so that the resource can correct his work.

Monthly consolidation

Monthly consolidation allows you to view, control and validate resource allocations to a particular project for an entire month. This screen will list all the projects on which the user has visibility.

Monthly consolidation screen

Filters will limit the list:

• Project to restrict the listed projects to this project and its sub-projects

• Project Type to restrict the listed projects to projects of this type

• Organization to restrict the listed projects to the projects of this organization

• Month and year to restrict to this date

Note

By default, this will be the last month for which projects are still blocked, or failing this it will be the current month.

This screen will display for each project not validated:

• The currently known CA

• The currently known validated load

• The total actual load currently known to the project

• The actual load consumed on the project for the selected month

• The remainder to be done currently known

• The currently known reassessed load

• The currently known margin (load) = load validated - load reassessed

For validated projects, the data displayed is that stored during validation.

Block a project over a month

The and buttons allow you to block or unblock charges beyond the month-end date. When the project is blocked for a given month, you cannot enter a charge for the following month, even if it has started. The block will be propagated recursively to sub-projects.

Validate a project over a month

The and buttons allow you to block or unblock charges beyond the month-end date. When the project is blocked for a given month, you cannot enter a charge for the following month, even if it has started. The block will be propagated recursively to sub-projects.

Warning

Access to the blocking / unlocking and the validation button will be configured by a specific right.

Absences

Absences must be reported as soon as possible so that the calculation of your project schedule takes into account the unavailability of resources.

projeqtor offers two types of non-productive work records:

• A simple system, that of absences, linked to an administrative project which will make it possible to record real work in the future.

• a complex system, that of human resources, linked to a system of contracts and rights acquired over time.

Absences are related to an administrative type project.

absences screen

Only one project is necessary for all the resources, without them being allocated to this project.

Resource Selector

Depending on your rights and profile, you can have access to the resources that you manage or only to yourself.

Select the resource whose non-productive days you want to add as well as the year on which these days will be retained.

Types of absences

Each type of absence is an activity related to the administrative project.

You can create as many activities as types of absences.

you must select an activity first to be able to click on calendar days.

Accelerator

After selecting the type of leave, click on the accelerators to enter the selected value directly in the date boxes in the calendar.

• 1: full day

• 0.5: half day on the type of leave selected

• 0: delete the days already entered

You can combine an absence recurrence for a given day.

• Select the day value (0.5, 1) and then select a day from the drop-down list.

• The corresponding days will be marked absent for the previously selected value from the current date until the end of the current year.

You can also select a period between two dates to apply the selected value.

calendar

Select the type of leave from the existing list.

Click on the boxes of the dates concerned by non-productive work or use accelerators.

The boxes are filled with the color of the leave type.

If you use the human resources absence system, then you will see the dedicated project appear.

list of projects and related activities on the absences screen

Absences recorded via the human resources system will still be displayed on the absences screen.

Others color

indicate non-working days.

indicate real work (timesheet).

indicates the week has been submited/validated.

indicate that real work recorded has been submitted/validated.