Privilege Needed: Administrator or Delegate for a Timesheet User
This is a powerful feature that provides for the ability to enter timesheet data for multiple people at one time. You have the option to simply pre-populate users timesheets, pre-populate and submit, or even pre-populate, submit (bypass the approval process) and set to the timesheets to complete.
This help page addresses:
Note: Timesheets having status as 'LOCKED' or 'EXTRACTED' will not be populated.
The following screen is the selection screen, it lets the user customize the list of people for whom they want to have timesheet data populated.
The Project/Task field allows the user to choose whether the timesheets they are about to create will use the Person's Default Project information from each selected person's profile, or, as an alternative, choosing a project directly on the time populate screen.
Use the Enter Date field to specify the time period you would like to pre-populate time for.
Note: If you are coming to
this screen as a Delegate (vs an Administrator) you will only see the Organization, Approval Group, and People that you are delegated
for. Click the 
to begin entering time.
The time entry screen displays the Time Period and Date Range that the user chose from the previous screen.
The user can choose the time entry mode from this screen. There are two different types of modes:
1) Up To (selected by default) - If the time for the specified date has already been entered, time populate process will try to bring the total number of hours reported for the date up to the specified number.
For example, 5 hours have been already entered for a given date and the Administrator has chosen Up To mode and entered 8 hours for that date. If project selected by the Administrator is the same as the existing project on the timesheet, then the total number of hours for that project will be set to 8. If the Administrator selected a new project to which no time was reported on the timesheet, the old 5 hour entry will remain unchanged and a new entry with 3 hours (8 hours minus the already reported 5 hours) will be added.
2) Replace - With this mode, any time reported for that date will be replaced with the hours entered on the time populate entry screen.
Note: if audit trail is turned on, the time populate process when in replace mode will log all the time for the original projects (copy from person_time_data table to person_time_data_history table), then set the time for the original projects (person_time_data table) to zero (0), and add the time for the new projects from the time populate entry screen.
For example, if the total entered by the user for that day is 6 hours (for project 1 and project 2) and the Administrator entered 8 hours (for project 3) through pre-populate, then pre-populate will remove project 1 and project 2 and insert 8 hours for project 3.
The project information is also displayed on that screen. However, the information is presented differently depending on the Project/Task mode selected.
1) If the Administrator chose to select the project information directly from the time entry screen, he/she will be presented with the list of projects, tasks, project types, and pay codes. The Administrator can then select any combination of the values available in the lists.
2) If the Administrator chose to use the persons' default projects and tasks, the list of project related information will not be available on the time entry screen. Instead a message notifying the Administrator of his/her choice will be displayed. In addition to the Default Project and Task values that were assigned to the person (see Assign Default Project/Task), Project Type and Pay Code need to be determined. The Project Type that was specified by the Project Manager (see Project) for the Default Project, will be used here. In order to determine the appropriate Pay Code, time populate process will examine the Project default Pay Code, the System default Pay Code, and the Person default Pay Code and choose the first Default Pay Code process.
A number of time cells will be displayed on the screen to allow the Administrator to enter hours for each date. The number of time cells displayed is controlled by the length of the selected time period.
A list of people that matched the selection criteria will be displayed. An Administrator can choose to populate a timesheet for all or a subset the people listed. The timesheets will be created for all people that have a check in the Save check box. To prevent a timesheet from being created, the Administrator has to uncheck the Save check box.
If the default project/task mode was selected, an additional list of people will be created. This list will contain the names of all people that matched the selection criteria but did not have a Default Project/Task selected. People that have a closed project or closed task specified as their default project/task will also be included in the second list.
Below are two examples depending on whether you have selected:
Project Specified on Time Populate Screen
The current user can select the project, task, project type, and pay code along with the hours to populate time for the people that have a check in the check box.
Note: there is no option to select the project, task, project type, and pay code -- this will be taken from the user's profile entry. You must still specify the hours to populate time for the people that have a check in the check box.
Once the data has been entered, you have several options depending on the button you select.
- To proceed with pre-populating time for all the selected people.
The saving pre-populated timesheet
section below illustrates the output you should expect to see upon selecting the
save option.
- To save the hours entered and submit the
timesheet for approval. The submitting
pre-populated timesheet section below illustrates the output you should
expect to see upon selecting the save option.
- To save the hours entered, submit and complete the timesheet (effectively
bypassing the approval process). Click here for more information.
The appearance of this button is controlled by unatime.time.populate.approve
Unanet property in unanet,properties file. If the property
is set to true, the button is displayed. If the property is
set to false, the button is hidden. The completing
pre-populated timesheet section below illustrates the output you should
expect to see upon selecting the save option.
- Go back to the selection (previous) screen.
Saving Pre-populated Timesheets
A screen similar to the one below will appear.
It displays all the people having their timesheets pre-populated along with their status.
Submitting Pre-populated Timesheets
A small screen similar to the one below will appear.
Enter any comments if you wish in the comment box and click the to
save and submit all the timesheets.
Completing Pre-populated Timesheets
A small screen similar to the one below will appear.
Enter any comments if you wish in the comment box and click the
to
save, submit, and approve all the timesheets.
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All Rights Reserved.
Last revised: September 13, 2002
.
