Testing the Setup - Registering Time

You have now modified the timesheet settings and time allocations to allow the Widget Europe, IT specialists to start tracking their time. Let’s test this configuration.

Exercise 1 – Assignment Time Tracking

• Log in as Jan King (jan.king@widget.com) to Widget Europe – IT.
  
• Switch to the Service Desk console. This is the second icon from the left in the toolbar.
• Select Arizona Bachus in the Requester field and select the service Personal Computing. Next click on the ‘None of the Above’ link.
• Fill in the subject ‘Issue with my PC’ and set the impact to ‘Low’. You should see the Time spent field at the bottom of the form.
• When you enter your cursor in the field the 4me platform will give you some time spent suggestions.
• Ignore the suggestions and enter the value ‘10’. The select box with the effort class should now be visible to the right of the Time spent field. The default effort class for requests ‘Normal Business Hours’ should be the default. Check that you can eventually select the effort classes ‘Overtime on Weekdays and Saturday’ or ‘Overtime on Sunday and Holidays’.
• Save the request.
• When Jan King has saves the request, the section ‘Time Entries’ becomes visible in the request. Click on the section header ‘Time Entries’ to open this section. As expected, you will find the time entries of all the specialists that have spent some time on the request. At the bottom you can find the ‘Add Time Entry…’ link. Click on this link and add 2 hours with the effort class ‘Sunday and Holidays’ to the request.

Exercise 2 – Time Allocation Time Tracking

• Log in as Jan King (jan.king@widget.com) to Widget Europe – IT.
  
• In the top right corner you will find the ‘Time spent today’ indicator. The icon displays the time that Jan has already spent today. Jan’s timesheet pops up when you click on his ‘Time spent today’ indicator. It offers a large ‘plus’ icon in the upper right corner.
• Pressing the ‘plus’ icon starts the registration of a new time entry. Because this time is not registered in an assignment like a request or task, you are asked to select a time allocation.
• After selecting one of the time allocations, the time spent is automatically set to the remaining time for the selected day. You can adjust this by clicking on the time. This opens a simple interface that allows you to adjust the time spent value as needed. This interface provides the increments selected in the organization’s timesheet settings.
  Add a time entry of 2 hours for the time allocation you defined earlier.
• A nice time-saving feature is the functionality that allows you to quickly fill out time entries for an entire week. This can be done by simply moving your mouse cursor towards one of the weekly totals. As you do so, a blue ‘plus’ icon will appear next to the total. Click on this ‘plus’ icon to open the ‘Add Time Entries for Week’ form. By default, the form will already have the time allocations you used last week pre-selected. However, you can easily add more time allocations as needed. For example, you can add 8 hours to each day of the previous week for the time allocation you defined earlier. This feature streamlines the process of entering time entries, saving you valuable time and ensuring accurate record-keeping. It’s a powerful tool that enhances efficiency in managing your workweek.

Exercise 3 – Time Tracking for End Users

Time tracking is made available for all people of an organization for which time tracking has been activated, even for end users. End users can manage their time in 4me Self Service and in the 4me App. Let’s use 4me Self Service view to correct a time entry.

• Log in to the Widget International account as Jan King (jan.king@widget.com). Jan (and all other people for which timesheet settings have been linked to their organization) will find the ‘Time spent today’ indicator in the top right corner.
• Click on the ‘Time spent today’indicator. By default it displays a calendar view.
• Select the List view in the top bar. With this view you get the list of all Jan’s time entries. For each time entry you will see the time spent presented as a blue link.
• Modify the number of hours you spent on the request earlier today. Click on the time spent (2:00) to open the time entry. Update the time spent to 1 hour and save the time entry.

In the next exercise you will see how a manager of an organization (or his substitute) is also able to use this interface to review and correct the time entries of all the members of their organization.

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