Time report approval

General

Approval of time reports is useful when a head of department shall approve their group's time reports. The system can be set such, that only approved time reports can be updated.

Get started

Set the authorisations such that the approvers have access to Approval of time reports. That is done in the authorisation matrix in System/Authorisation under Project accounting/Registration/Approval of time reports and Watch list time reports. Set the following parameters in Base registers/PRO/Parameters:

Approval of time report per	Select whether the approving shall be per Group or per Working team. Days reported but not approved
Approval sort out job codes	Here you can sort out single fee codes, to be shown in separate columns in the Watch list
Approval Update only approved days	If you update time reports manually, you can make a setting that only approved time reports can be updated.

Authorisation

Select the groups/working teams that the user shall be authorised to approve in System: Base registers/General/Users, tab Approval. In the example below, Group is selected in the parameters. It is also possible to give authorisation for approving during a certain period.

If the box All is checked, all employees regardless of group or working team are selectable.

In the program Approval of time reports the approver can then select group/working team. Only the groups that the approver is authorised to are shown. Approval of a user's time report can also be delegated to the approver's immediate superior. The immediate superior is selected in the User register, in the tab Other.

Project/Approval of time reports

The program for approving time reports is in Projects. To see an employee in the list, enter year and month in the field Month. If an employee has a calendar that starts later than the selected month, the employee will not appear in the list, even if there is time reported without reporting requirements.

Description of the columns:

Not handled days	Days that are reported but not approved
Not reported days	Number of days that doesn't fill the time requirements or are marked as ready
Approved days	Days that are approved and OK
Not approved days	Days that are approved as Not OK
Changed day exists	Shows if a day has been changed after its approval. It will have to be reapproved in that case.
Immediate superior	Shows immediate superior who can approve

Other functions:

Remind time reporters	An e-mail is sent to time reporters who have Not OK days
Remind approvers	An e-mail is sent to the approvers
Printout	You can print out time reports. A special print template is required, contact Kalin Setterberg for further information.
Reconciliation	An overview of all employees' calendars. This list is the same as in Project accounting/Reconciliation Time.

To look at a time report

Select an employee and see their time report by clicking Open. The following view is shown:

The above columns fetch information from:

External projects	Projects with project type E (external), G (group) and J (speculation)
Internal projects	Projects with project type I (internal)
Internal time	Cost category 90 (not project related)
Illness	Cost category 96
Vacation	Cost category 93
Other absence	Cost category 91, 92, 94, 95, 97 and 98
Total	Shows reported hours in total
Calendar	Shows the reporting requirement of the employee
Approval	Shows days that are handled, i.e. OK or not OK. The field is labelled with user and time of approval.
Comment	Field for optional approval comment.

You can open a single day in order to see what projects and codes the hours have been reported on:

Approve

You can approve single days by marking them and then pressing Approve days, or a complete month by pressing Approve month. In both cases the box shown below opens, where you can approve or disapprove a day and write a comment:

You can also open a time report for one specific day and approve it. A day that is not OK is shown in Marathon Time, crossed:

Notification to employee

You can send an e-mail to an employee with days that are not OK. Click on Remind time reporters in the list of employees, the following confirmation is shown:

Print

You can print a list of all time reports for the selected month with the Print function. Note, that you need a print template for that, contact Kalin Setterberg to order one.

Changes

If an employee changes her/his time report on a day that already is approved, it is shown in two ways: With a red cross in the column Changed:

In the employee's time report in the approval, the text in the Approval column turns red:

Backoffice watch list

In the watch list for time reports, the accounting staff can monitor the time report approvals. Additionally to functions described in Approval of time reports in Projects here is a function fo reminding approvers:

Remind approvers	Sends a reminder mail to approvers with not handled days during a period. Select approvers with checking the box on a row. All approvers are selected by default.