Timesheets

The timesheet module is used for management of the time allocation and accumulation by a staff member of the organization.

A staff member is expected to submit their timesheets twice a month (2 periods). The 1st period runs from the 1st - 15th of the month and the 2nd period runs from the 16th - end of the month

Adding Projects

Before a staff member fills in a timesheet , their projects must be in the system.

Adding projects is done by staff members (HR/Finance) with administrative rights. Projects are linked to staff departments. Each staff member will find projects attached to their departments when they are filling in their timesheets.

To add projects go to Settings-> Projects

When you click on projects, you will be presented with a screen showing available projects. The page that loads will show available projects name, project code , department project belongs to, project description and action buttons to either add, edit or delete a particular project.

As illustrated above there is a button to add a new project. When you click on it, a form will be opened where a staff member can add a project.

Enter the project name , select the department, accounting string, description (can be left blank) and save. After saving, a staff member that belongs to the departments will be able to report on those projects.

Adding a Timesheet

A staff member will be able to log in and submit a timesheet as described below.

Click on Modules -> Project Timesheets -> Add Timesheets

When the page opens, a staff member will be presented a form with filters and a drop down to select projects. These filters include year, month and period of reporting as shown below.

After choosing a period, click the arrow to select projects. The staff will see available projects that they report on in their department and any general projects that are available to all. The staff members will be required to select projects they worked on in the period they are reporting for.

After selecting the projects, click on the filter button. The entire timesheet with days of the particular period and the projects selected will be displayed for the staffer to fill in.

This timesheet enables the staff member to fill in hours worked per project on a daily basis for the selected period. Weekends and public holidays are grayed out (i.e. they cannot be filled in ). Below is a sample timesheet.

All that the staff member needs to do is fill in the timesheet based on hours worked on the different projects. If satisfied, click on save to submit the timesheet to the supervisor.

After saving the timesheet, the staff member will be redirected to a table with the filled in timesheets.

Alternatively an employee can click on Modules -> Project Timesheets -> View my timesheets to preview what was done before submitting for approval as shown below.

View timesheets

This section shows the staff member a preview of all timesheets that have been saved and submitted for approval previously.

Note

After the timesheet has been submitted for approval, the staff member cannot edit it unless it is rejected and sent back for resubmission.
A timesheet can only be captured once for a reporting period. In case a staff member attempts to duplicate a timesheet, the system will return the error “Timesheet already exists”.

Timesheet Approval

When a timesheet is submitted for approval, the immediate supervisor will receive an email notification.

To approve, the supervisor will click Modules -> Project Timesheets -> Approve Timesheets

This page has timesheets that have been submitted or pending approval.

Click view details. This section illustrates all details of submitted timesheets. Once a supervisor clicks on view details, two buttons that show reject/approve will be displayed as illustrated below

A supervisor is then able to approve or reject with comments attached depending on the action taken.

Staff Timesheet Reports

The staff members with administrative rights will be able to view the timesheet history of all the members of staff.

To access the reports, click on Modules -> Project Timesheets -> Staff Timesheets Reports

This will show a summary of total logged hours, total leave hours and total overtime hours worked by each of the staff with filters able to filter out information based on month, year and a particular per

Timesheet Management

This is handled in two ways on the system . It’s either automatic or manual. They are described in detail below

Automatic (Biometric Integration)

The automatic process involves integration with the biometric software that controls the access machines at the doors. The data from biometric machines is then relayed in real time to the HRMIS database. This process requires no staff human intervention.

Note: Employees must be registered in both HRMIS and the Biometric machines. The Employee IDs in both software must correspond so that the right biometric data is recorded against the right employee.

Reports from Biometric Integration

a) Timesheet History

The report below shows the data as received directly from the biometric machines across the different stations in the country into the HRMIS system.

To access this section go to Modules>Timesheets

This type of timesheets is where they use bio metric integration to determine the number of hours worked.

Check In

To add a timesheet go to modules>timesheets>check in as illustrated below.