Timesheet Management

How does Timesheet Management Software work?

An excellent Timesheet Management Software automates the end-to-end process of managing the time and effort spent by employees, thereby enabling to reviewing the overall efficiency and productivity of project teams.

1. Profiles of all employees.
   The employee profile information may include the names of employees, their reporting managers, job grade, skills, competencies, cost (per month, per day, or per hour).
2. Timesheet Categories
   Different categories of timesheets are configured including:
   • Effort: Standard hours, Overtime hours, Weekend hours, Others
   • Standard holidays
   • Costs: Standard rates, Overtime rates, Others.
3. Workflows
   The Timesheet Management Software supports configurable workflows (including approval nodes) for managing the employee time and effort.  Such workflows may relate to:
   • Attendance reporting and approval
   • Effort planning and reporting for activities.
   • Approving, sending back, or disapproving by reporting managers.
   • Leave request and approval.
4. Reporting actual effort on tasks and projects.
   Timesheet Management Software enables your team members to report their daily effort against the various deliverables and task.  The process of leave request and approval also gets digitized.  Further, team members can analyse any variances (positive or negative) of effort compared to planned effort.  Managers could review reasons behind negative variances and implement correction actions.
5. Billing clients for work delivered.
   With the help of Timesheet Management Software, it becomes quick and easy to raise client invoices based on the deliverables completed and the associated effort.  Managers can easily automate the process of mapping client invoices with specific project-related tasks.
6. Integrates with HR and Accounting Systems.
   Timesheet Management Software offers integration with HR systems and thereby contributes to the performance management processes.  By integrating with Accounting Systems, Timesheet Management Software streamlines and brings speed and efficiency in the accounting aspects of projects.

Why do we need Timesheet Management Software?

An excellent Timesheet Management Software automates the end-to-end process of managing the time and effort spent by employees, thereby enabling to reviewing the overall efficiency and productivity of project teams.  There are many reasons for organizations to deploy a Timesheet Management Software.

1. Replace physical registers for recording time spent by employees at work.
   With the help of Timesheet Management Software that are integrated with Attendance Recording devices, it is easy for organizations to know the number of hours employees are at work by verifying their clock-in and clock-out time.
2. Digitize the process of employees’ time management.
   As organizations grow, it is not feasible to track employees’ time using physical registers.  Further, managers would find it tedious to accurately know how their team members are spending their time on different projects and tasks.  Imagine the process of requesting leaves for an organization with even one thousand employees with multiple levels of organizational hierarchy.  Timesheet Management Software completely digitizes (including requests, approvals, escalations, etc.) the end-to-end process of managing the time and effort of team members.
3. Reporting actual effort on tasks and projects.
   Timesheet Management Software enables your team members to report their daily effort against the various deliverables and task.  The process of leave request and approval also gets digitized.  Further, team members can analyse any variances (positive or negative) of effort compared to planned effort.  Managers could review reasons behind negative variances and implement correction actions.
4. Billing clients for work delivered.
   With the help of Timesheet Management Software, it becomes quick and easy to raise client invoices based on the deliverables completed and the associated effort.  Managers can easily automate the process of mapping client invoices with specific project-related tasks.  A digitized Timesheet Management Software drives data integrity leading to clients’ trust.

How do you use a Timesheet?

The use of Timesheets depends on the software that you use.  Every Timesheet Management Software has its own unique design, features, and capabilities along with its User Interface.  It is important to note that the usage is based on the role of the user, either as a team member or a reporting manager.

In general, the process of using a Timesheet is captured below.

1. Logging into the Timesheet Management Software.
   Timesheets being confidential in nature, users generally login with their credentials (username and password).
2. My Workspace.
   When a user logs into a Timesheet Management Software, generally he enters a personalized workspace which is commonly called as ‘My Workspace.’  Depending on the features available, the My Workspace could reflect multiple aspects.
3. My Timesheet.
   Usually, there would be a section titled ‘My Timesheet’ that allows users to record their time spent.  By default, users would be taken to the ‘current’ week to report their time.  Based on the activities assigned, the My Timesheet would display relevant tasks from different projects.
4. Recording / Reporting time spent.
   The user can select the date for which s/he intends to record time.  Again, depending on the software capabilities, users can record Straight Time, Overtime, etc.  Further, it is recommended that users also provide textual description where necessary.
5. Manager Review.
   Depending on the software capabilities, reported timesheets show up in the respective Manager’s “My Workspace” for review and approval.  The manager could either approve, send back, reject, or overwrite – along with necessary comments.  Once approved, timesheets are locked based on organizational guidelines.