1.0 Title: Timesheet
2.0 Purpose: This is a formal record of the chargeable time a resource has been used against a particular work order or project task. It may or may not require additional detail at the personal log level depending upon the requirements of the project.
3.0 Usage: A timesheet should always be used for any project where accountability for time is required, and a permanent formal record needed.
4.0 Frequency: The most frequently used period is weekly. Other periods, especially bi-weekly and monthly are also common. More than that is too long and a daily timesheet is generally kept as a log.
5.0 References:
[5.1]
[5.2] Human Resources timesheet version hr12
6.0 Responsibility: The person responsible for the resource (usually that same person) should be held accountable for the accuracy and timeliness of the timesheet.
7.0 Ownership: The firm that employees the resource is typically the owner of the timesheet. Even to the point where persons who have left the firm typically do not have access to their own timesheets once they have been submitted.
8.0 Effort: A timesheet should not require more than 15 minutes per week – but often can take hours if poorly constructed or neglected.
9.0 Risks: There are two typical risks with timesheets:
- inaccuracy – the time recorded may sometime bear little or no resemblance to what was actually happening on the jobsite.
- tardiness – a timesheet delayed is useless for project management purposes, and only slightly better for billing purposes.
10.0 Contents: A timesheet typically contains the following information in a weekly tabular format (very often a spreadsheet) – but may have other forms as well. It may be electronic or hardcopy.
10.1 Company Name: <dd:leg kc:name>
This should be a short form of the companies legal name.
10.2.1 Resource name: <dd:hr kc:name>
This should be the full common name of the resource – without titles.
10.2.2 Resource Identification number: <dd:acc kc:empno>
This
10.2.3 Resource Type: <dd:pm kc:res> (optional)
This is the position for which the resource is charging. Since some resources may hold more than one job position on a work order (and in some cases different rates of pay, although rarely on the same contract) it may be required for project management purposes to distinguish between the skill sets being charged to different work orders – especially for job progress reporting.
(example: A Electrical Engineer might be the Quality Control Officer for a job, but also the Power Systems Design Engineer. For the Project Manager to know if the Power System is actually getting designed it is required that those two items be separated – and that the resource person not charge to one while doing the other.)
10.3.1 Start Date: <dd:pm kc:startts>
This is the first day of the reporting period - whether or not it has any actual hours entered.
10.3.2 End Date: <dd:pm kc:sendts>
This is the last day of the reporting period - whether or not it has any actual hours entered.
10.3.3 Day: <dd:pm kc:date>
This is a calendar day (working or not) to which the charges are being applied.
10.3.4.1 Reporting Period: <dd:pm kc:periodts>
This is the concatenation of the start-end dates for the timesheet
10.3.4.2 Reporting Period: <dd:pm kc:periodtsd>
This is the inclusive number of days for the reporting period.
10.4 Submission Date: <dd:pm kc:datets>
This is the day the timesheet was submitted by the resource manager in question (typically the resource herself) and should NEVER be a date on or before the end date.
10.5 Task List: <dd:pm kc:wo>
This is a list of all of the work orders in the period that the resource is being charged against. It may or may not include sub-tasks depending upon the requirements of the project manager for each work order. It is typically to the left of the daily hour records.
10.6 Chargeable Hours: <dd:pm kc:actual>
This is an entry for each task in the task list and each day in the reporting period for the timesheet – which totals all of the “chargeable” time against each work order in the Task List for that day. In many cases this is taken from a more detail personal log which the resource maintains (separately – for Intellectual Property purposes) for each task.
10.7 Weekly Summary: <dd:pm kc:stwkly>
This is the line item sub-total for that work order for the reporting period.
10.8 Daily Summary: <dd:pm kc:dailyhrs>
This is the total time worked in each day and may have contractual obligations associated with it such as overtime rates and time-off in lieu, or even work safety regulations.
10.9 Total Time worked: <dd:pm kc:reshrsw>
This is the total chargeable time for the reporting period.
10.10 filename: <dd:km kc:filename>
This is the information system filename for the timesheet.
11.0 MetaData
12.0 File Handling Policy