Help - Timesheet Management

We strongly recommend that an administrator in your account sets the "Week Management" parameter in accordance with your needs, before anyone starts filling out timesheets, as this parameter cannot be changed if timesheets exist. This parameter actually defines a typical work week, that is, on which day it begins and ends. This prevents time management conflicts between AceProject's time tracking and your organization's internal procedures at this level. The "Week Management" parameter can be set under "Admin -> Account Info -> Edit Account -> Preferences".

The options available are the following:

Sunday to Saturday
Monday to Sunday
Saturday to Friday

Users can be granted the privilege to fill out timesheets either manually, automatically or both ways.

Manually - In Standard Timesheets

The most used time entry mode is manual, using a standard timesheet. Basically, a user creates a week (i.e. a timesheet) and creates time entries as work items. A timesheet can contain an unlimited number of work items, to accommodate every organization's needs. Some prefer entering a work item for every job done daily or weekly while some prefer entering one work item per day, for all work done during that day.

Only users with the proper access rights can fill timesheets manually.

Here is the procedure to do so:

Edit Timesheet

Add a New Week

Go to "My Office -> Time Sheets -> My Weekly Time Sheets.
If you wish to enter time on an existing week, click its "Global Approval Status" to open it (jump to step 4). Otherwise, click "Add a New Week" to create a new one.
The "Add a New Week" page enables you to either create a blank week or copy an existing one. Click "Save" when you are done.
Select a project from the "Add time..." drop-down.
To associate your time with a specific task in the selected project, select a task from the "Task Number" drop-down. Otherwise, leave the drop-down blank to enter your time on the project itself.
If needed, select another time type. For your information, time types are work hour classifications (e.g. "Regular", "Training", "Overtime" or "Sick Time").
Enter your hours for each day of the week. You may also type in comments if you need to describe the work done or provide any relevant information.
Click Save when you are done.
Repeat steps 4 to 9 to add new work items. A week may include work items that belong to several projects.
Once filled out, a timesheet can be submitted for approval. To do so, select an approver in the "Request approval for checked items" drop-down, type in a custom message is necessary and click "Send Approval Request".

Automatically - Using the Time Clock Module

The Time Clock module is an alternative time entry mode in AceProject. This time entry mode is a time saver as it enables users to have their timesheets filled out automatically.

Only users with the proper access rights can use the Time Clock module. Here is the procedure to do so:

Here is the procedure to do so:

Open Time Clock

Close Time Clock

Go to "My Office -> Time Sheets -> My Time Clock", (alternative procedure: open a task from any task list by clicking its summary and click "Start Time Clock" link on the right sidebar).
Select the project and task you are working on, a time type, and enter comments if necessary. Click the "Start" button to start the time clock.
When you are done, go back to "My Office -> Time Sheets -> My Time Clock" to stop the time clock (alternative procedure: go to "My Office -> My Tasks" Stop Time Clock" on the right sidebar).
Apply any changes necessary and click the "Stop" button when you are done. The elapsed hours have just been recorded in your timesheet.

Once filled out, a time sheet can be submitted for approval to a project manager.

Here is the procedure to do so:

Approval Area

From the "Approval Area", select an approver from the "Request Approval for Checked Items" section.
- For your information, the users who are allowed to approve time sheets are the following: Administrators, and normal users who are granted the "Project Manager" or the "Time Approval" access rights in projects that are included in the week you are actually sending for approval.
Type in a custom message in the corresponding text box, if needed.
Click "Send Approval Request" to submit your time sheet for approval to the selected approver.

Timesheets submitted for approval can be viewed at both the project and portfolio levels, under "Time Approval". Only users with the "Time Approval" access right can view these timesheets. Two views are available in the "Time Approval" section: Weekly View and Work Items View.

Here is the procedure to do so:

Time Approval

Depending on your access rights and your needs, go to the "Time Approval" section, either under the open project or "Portfolio" tab. As an administrator, you can approve all timesheets from all projects at once under the "Portfolio" tab.
In the Weekly View, an whole week can be approved, in one step. If you wish to approve work items individually, you may either click the week's "Global Approval Status" or switch to the Work Items View.
Check the weeks or work items to approve or reject.
Select an approval status from the "Change checked work items status" drop-down.
Type in comments in the text box if needed.
Leave the "Notify" box checked if you wish to notify the user by email about the approval.
Click "Apply" to proceed.

Once a timesheet is approved, it cannot be edited by the user thereafter.

Time reports enable users to track work hours. Depending on their access rights, users can generate time reports from three perspectives: a user can generate a personal time report in the "My Office" section, a user with the "Time Approval" access right can generate a time report at the project level and an administrator can generate a time report for all projects in the "Portfolio" section. Time reports can be exported to Excel or CSV.

Producing a time report is rather simple. You may apply filters and a date range in accordance with your needs and click the "Generate" button. If you wish to export the report instead, click the "Export" button.

At the "My Office" level, time reports can be generated under "Time -> Time Report".
At the project level, time reports can be generated under "Time -> Time Report".
At the "Portfolio" level, time reports can be generated under "Portfolio > Time -> Time Report".

How are statistics affected by rejected timesheets?

Rejected time is not included in the actual hours computation.

Can I make changes to another user's timesheet?

Timesheets can only be edited or deleted by their creator. Other users can only approve or reject time, and generate time reports.