Time Card overview

Time tracking overview:

Time cards are used to record the time worked on a task by a task assignee. The time card
management feature works with the Task table to record time worked on projects, incidents,
problems, change requests, and more.

To account for actual work done against a project or a resource plan, a user needs to submit a time
card. Time cards are added to a time sheet either using related links and related lists or using the
Time Sheet Portal. A time sheet groups a user's time cards for a given week. The time sheet portal
summarizes the time sheet with individual time cards. Time cards submitted for/by resource plan
members are linked automatically to the respective resource plan. Hours reported on the time card
update the resource plan’s actual hours and the respective actual costs. Resource plan actual
costs roll up to the portfolio the project belongs to.

The Time Sheet dashboard is included in the Performance Analytics - Content Pack - PPM Standard
(com.snc.pa.pmo_dashboards) plugin. To enable the Performance Analytics solution, see Out-of-
the-box Performance Analytics Solutions for Time Card Management.

On a project level, the approved time cards generate expense lines. The expense lines need to
be processed (manually or by a scheduled job), so the expense totals get reported as the
project’s actual cost.

Generate a time card:

Manually generate time cards

Create a time card for each task and enter the time manually. There are three di erent ways to
generate time cards manually.

From a time sheet related list

1. Open the time sheet for which you want to create the time card.

2. Click New in the Time Cards related list

From a time sheet related link

1. Open the time sheet where you want to create the time card.

2. Click any of the following related links. These options are also available on the time sheet
portal:

o Generate Time Cards: This option generates the time cards for all project tasks
assigned to the user for the time sheet week. With this option, time cards are
generated only for the project tasks that are in progress or planned for that week.

o Copy from previous time sheet: This option copies all the time cards (for the
project and non-project tasks) from a selected time sheet.
 o From the Time Sheet Portal
Navigate to Time Sheets > Time Sheet Portal. The portal uses native service
portal capabilities. As the implementer, you can also add columns in the
logged time card list on the Time Sheet Portal to show additional information
that might be required to log time cards. Navigate to Service
Portal > Widget Instances.

Auto generate time cards

Auto generated

A scheduled job can be run to automatically generate the time cards for project
tasks. A job can be scheduled to run every week, for example, every Sunday, to
generate time sheets for all users for the next week. Configure when to run the
scheduled job based on the business process of the organization. By default, the
scheduled job is turned o . Non-conditional and conditional scripts can be
scheduled via script execution.

 Navigate to System Definition > Scheduled Jobs.

 In the Scheduled Jobs list, select Auto Generate Time Cards.

 Configure the following parameters in the script as per the business requirements:

o Run for (CURRENT_WEEK, NEXT_WEEK, LAST_WEEK)

o Group Name (includeGroups, excludeGroups)

The scheduled job auto-generates time cards only for those users who have
the 'auto create time cards every week' option set to true in their assigned time
sheet policy. “Scheduled Job-Auto Generate Time Cards”

Note: If a time card exists for a project task for the time card week, a duplicate time
card is not created.

Time cards are generated only for those project tasks that are in progress or planned
in that week.

The Allow time card reporting on the field of the project form determines the level
that the time cards for the project tasks are created at.

Categories and policies:

Project Time Categories:

 A time card admin or a project manager can create subcategories to define specific
activities in the projects. The time card users can use these project subcategories to
report time for a specific activity in a project.

As a timecard_admin or it_project_manager:

1. Navigate to Time Sheets > Administration > Project Time Categories.

2. Click New.

3. Fill in the fields:

1. Name: Unique name for the project time category (i.e. Meeting).

2. Description: A description of the type of project activity.

4. Click Submit.

Time sheet policies:

Time sheet policies contain the policies to which a time sheet or a time card must
adhere.

By default, the Default time sheet policy is available with the base system. A
customer may have multiple time sheet policies based on di erent requirements
and workflows in their organization. For example, each department or team may
want to specify its own set of time sheet policies and assign users to them. Navigate
to Project Administration > Settings > Policies - Time Sheet to access time sheet
policies.

The recall option is available only if the Allow recall option is selected on the policy.
This will allow either a timecard_approver or timecard_admin to recall an incorrect
time sheet in the Approved or Processed state to return it to the submitter.

Scenario:

The theme park is expanding into Europe and needs to di erentiate between
Europe, Middle East, and Africa (EMEA) work hours and U.S. work hours. In EMEA,
users’ time sheets should default to a maximum of 7 hours per day and 35
maximum hours per week, and in the U.S., it should default to 8 hours per day and
40 hours per week.

Rate types:

As a Time Card administrator, you can create rate types using the Rate Types
module in the Time Sheet application. A Project Portfolio Suite (PPS) admin can also
create rate types in the Project Administration application. The rate type
functionality is used to categorize di erent types of work. For example, Standard
 versus Overtime. It can also instruct downstream, third-party products about the
nature of the work performed.

 A user works extra time during the day and must di erentiate standard time
from overtime.
 A technician may be paid at a higher rate based on di erent types of work
involved in the execution of a task.
 An appliance repair task may be billed at one rate for the first hour and a
di erent rate for the remaining hours.
 A service call may last four hours during which specialized equipment is
used for one hour. The company must capture the use of the specialized
equipment for purposes ranging from additional billing to legal compliance
or warranty tracking.

Create rate types

To create rate types, you need to:

1. Navigate to Time Sheets > Administration > Rate Types.

2. Click New and fill out the form.

3. Once you save, the rate type is displayed in the Rate Types list.

4. The rate type if active is also displayed in the Rate Type field in the Labor Rate Cards form,
Time Worked form, Time Card form, and Time Sheet Portal.