Time and attendance for project time recording – Part 2
14 Wednesday Jul 2021
14 Wednesday Jul 2021
06 Tuesday Jul 2021
06 Tuesday Dec 2016
≈ Comments Off on Timesheets & missing working time
Before invoicing project customers and/or preparing the month-end close, it is a common practice to verify that all employees have recorded their working time. Dynamics AX supports this verification process through the missing timesheet report shown in the next screen-print.
Note: The manager that can be identified in the last column of the missing timesheet report is the one that is specified in the ‘reports to’ field of the employee’s position assignment and can be found in the Human Resource (HR) module.
An alternative to generating the missing timesheet report is using the periodic missing timesheet email notification functionality. This periodic process sends automatic email reminders to those employees – not their superiors/managers (!) – that have not recorded their working time through timesheets. The content of the email is thereby defined in an email template, which needs to be linked to the Email Id field in the project parameters form shown in the next figure.
A major problem with the missing timesheet report (and the email notification process) is that it only verifies that some working time has been recorded. It does, however, not check whether and how much time is missing. The following screen-prints demonstrate the aforementioned by showing the content of the missing timesheet report for an employee (‘Julia’) that creates and saves her timesheet in a first step, submits it later on and finally gets it posted.
Step 1: Create & save timesheet
Step 2: Submit timesheet
Step 3: Post timesheet
As one can identify from the previous screen-prints, the missing timesheet report does not include the employee (‘Julia’) anymore once the timesheet has been posted. This outcome is quite astonishing because only a single hour of working time has been recorded, which is by far less than what has been contractually agreed upon with the employee (40 hours/week).
Against the background of this result, it can be summarized that the missing timesheet functionality and the periodic email notification process are per se not sufficient to ensure that employees recorded all of their working time.
If the missing timesheet functionalities are not sufficient to verify whether or not employees recorded all of their working time, the question arises what other additional instruments are available that can help ensuring that employees record at least their contractually determined working time.
The main instrument available for that purpose is the timesheet policy feature. Provided that the contractual working time of employees is setup in a calendar and given that the timesheet policy prevents employees from submitting their timesheets if less than the contractually determined working time has been recorded, one can ensure that employees record their complete working time. The following example demonstrates how this can be achieved based on the timesheet policy configuration shown in the next screen-print.
The timesheet policy illustrated in the screen-print above prevents users from submitting and posting timesheets with less than 40 hours working time recorded. Timesheets that include less hours – such as the one shown below – cannot be submitted and will consequently be picked up in the missing timesheet report. The following screen-prints exemplify this system behavior.
Please note that what has been said for timesheets that include less time than the one specified in the timesheet policy also applies for employees that have not even created a timesheet. It is thus the combined application of the timesheet policy and the missing timesheet report which help ensuring that employees recorded all of their working time.
Note: The illustrated timesheet policy and application of the missing timesheet report assume (a) that employees submit their working times only once a week in a single timesheet and (b) that employees record their full working time including absence times for holiday, illness, etc. Through a slightly different setup, the same result can also be achieved if employees are supposed to record their working time on a daily basis.