Time Management - Best Practices

Introduction

For most using timesheets, it’s crucial that this data is provided as accurately and timely as possible so you can have accurate progress, utilization and cost metrics. That means, we need end users to have an easy experience getting data into the system instead of fighting it to do what they need. It needs to be painless.

As an admin, it’s suggested to encourage the use of the mobile application for time entry as users find it convenient and easy to use. They can also update conversations and get task information.  Visit the Mobile best practice article for more information.

The following are recommendations on how to setup timesheets to make it more engaging for your end users.

Admin Steps:
  1. Turn on Timesheets: Settings → Profiles → Master → Timesheet → Toggle On
  2. System Settings for TimeSheet: https://app2.clarizen.com/Clarizen/Pages/Admin/SystemSettings.aspx?pid=2
  3. Setting 13.8: Enable auto-submit and approve
  4. Setting 7.6  : Enable actual effort updated from timesheet to enforce timesheet usage
  5. Setting 12.1: Set Progress reporting to “Send Reminder”

 

NOTE:

For existing customers, or those that have active project templates, it’s best to check where your reportable flags are and whether or not you want to enforce “Actual Effort Updated from Timesheets”

Team & Manager Setup

 

Team Member

When thinking about our team and those providing timesheet information, we want to properly set up the their timesheet views and take into consider the level at which they report.

First level of reporting. When creating project templates and setting up your project plans, there’s a field called “Reportable” that dictates the level in which your end users report time against. When considering which level to use, think about how many work items you’ll assign to your resources, it’s generally best to keep your timesheet to no more than 15-20 items.

When creating and setting your views for timesheets, keep in mind the level you’re reporting at and the fields of data your end user needs to submit their time. It’s usually best to have the following:

  • Project
  • Name
  • Work
  • Remaining Effort

 

Managers

When it comes to managing your team’s timesheets, it’s mainly about visibility to keep up to date on your team’s activities via timesheet views and reports.

Timesheet View:

Use the timesheet view when need to see what your team is working on that week and see what hours they are adding. When setting up your timesheet view, it’s best to first enable the team panel in the view settings (upper right) and to start, use the following fields:

  • Project
  • Name
  • Work
  • Actual Effort
  • Remaining Effort

 

Reports:

Once a week is completed, it’s recommended that you create a report on your users that aggregates the timesheet data for that previous week. It’s also best to configure the scheduler in the report editor so you receive this data dynamically when you need it.

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