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Project Monitor v7.7 Knowledge Center
Project Monitor v7.7 Knowledge Center
/Manage your Timesheet
Manage your Timesheet
/Submit, validate and reject activity entries
Submit, validate and reject activity entries
Submit, validate and reject activity entries

Submit, validate and reject activity entries

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Table of contents
  • Activity entry validation principles
  • What are the different statuses?
  • Set up activity entry validation
  • Setting up a team member role
  • Setting up aproject manager role
  • Setting up a resource manager role
  • Check resource structure link
  • Submit your activity report
  • Validate or reject an employee's activity entry
  • Validate timesheet
  • Modify timesheet
  • Refuse entry

Activity entry validation principles

The timesheet can enter a validation process.

Validation of activity entry is :

  • A way for resources to submit their completed activity entry
  • A way for the project manager to validate/refuse/correct the time spent on his project
  • A control point for the resource manager to validate/refuse resource entries

Validation involves two roles:

  • The team member who submits his or her activity for validation and adjusts it if necessary.
  • The validator who validates / modifies / rejects the timesheet
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The resource can submit an activity entry, the project manager validates it, and the resource manager checks it: the entry can then be validated or rejected (and thus adjusted).
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What are the different statuses?

The different statuses of an activity entry sheet are:

  • Draft : The resource or resource manager marks the activity entry as " completed"
  • Submitted : The user has finished filling out the form and submitted it to their manager orproject manager. The form is now read-only, but if the user has the permission Modifying a submitted timesheetModifying a submitted timesheet (supervisor) will still be able to edit it.
  • Validated : Theproject manager the right to Validate/refuse resource entryValidate/refuse resource entry and saved the sheet: it can no longer be edited.
  • Refused : the platform administrator who has the right Validate/refuse resource entryValidate/refuse resource entry rejected the sheet: it becomes editable again. If it is modified again, it reverts to the status Draft

Here are a few possible changes to the bylaws:

Draft ➡️ Submitted ➡️ Approved

Draft ➡️ Submitted ➡️ Rejected ➡️ Draft ➡️ Submitted ➡️ Approved

Draft ➡️ Submitted ➡️ Approved ➡️ Submitted (Reject) ➡️ Draft (Edit) ➡️ Submitted ➡️ Approved

Set up activity entry validation

Setting up a team member role

This role must be acquired at least at project level.

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Team member entitlement :

  • Submit your activity monitoringSubmit your activity monitoring

Setting up aproject manager role

This role must be acquired at least in project profile.

🚦

Rights required for a project manager :

  • Correct a project activity entry in submitted statusCorrect a project activity entry in submitted status
  • Validate the projectValidate the project (lock activation)

Setting up a resource manager role

This role must be acquired at least in a structure profile or general role .

🚦

Rights required for the resource manager :

  • Manage activity entriesManage activity entries
  • Submit activity entriesSubmit activity entries
  • Modifying a submitted timesheetModifying a submitted timesheet
  • Validate/refuse resource entryValidate/refuse resource entry
  • Invalidate a timesheetInvalidate a timesheet

Check resource structure link

Beware of resource partitioning: check whether your resources are partitioned.

Position the resource manager's validation, refusal and modification rights in line with resource consultation rights.

💡
Depending on the configuration of your platform, it is possible to enter, submit, validate and refuse an entry for a generic resource.

Submit your activity report

Submitting your activity action optional. Depending on your rights and your organization, this feature may or may not be available to you.

Submitting your activity is part of a validation process and represents the first step: the timesheet is registered and submitted for validation.

Once you have completed your entry, click on the Submit.

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Once the entry has been submitted, the entry sheet can no longer be modified and its status changes from Draft à Submitted.

Validate or reject an employee's activity entry

Validating or rejecting a timesheet is subject to rights. Depending on your role , this feature may or may not be available to you.

Validate timesheet

  1. Check input status : Submitted.
  2. If your input is correct, click on Confirm.
🚨
Once the entry has been validated, the entry sheet can no longer be modified and its status changes from Submitted à Validated. Only the validator can click on Disable if any changes need to be made, and the sheet's status will return to Submitted.
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Modify timesheet

  1. Check input status : Submitted.
  2. Click on EditEdit to modify your entry.
  3. Enter changes, including comments

    4. A pop-up window appears for modifications.

  4. Enter comments.
  5. Click on Apply.
  6. Click on RegisterRegister to apply changes.
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Please note that this entry will have to be resubmitted either by the user himself, or by you as the validator.
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Refuse entry

  1. Click on Refuse.

    2. A pop-up window appears.

  2. Enter an explanation in Message in mail headerMessage in mail header.
  3. Select the projects to point to in the mail.
  4. Click on Send.
✅
Input returns to status Refused and the cells become active again.
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