Adjusting Time Entries

Continuous quality control is required to assure that timesheets are complete and accurate. This must be done on a regular basis by a person who has a good understanding of the activities performed within their organization. For this purpose you will define a manager and eventually a substitute for each organization.

Question:

Exercise 1 – Define a Substitute Manager

In this exercise we will define an end user, David Whitney, as the substitute manager of the Widget Europe, Information Technology organization.

• Log in as howard.tanner@widget.com to the Widget directory account.
• Go to the records console and select ‘Organizations’.
• Open the Widget Europe, Information Technology organization in Edit mode and add David Whitney as Ander Alkin’s substitute.

Exercise 2 – Review the Time Spent in the Xurrent Self Service

The manager and the manager’s substitute can be end users (i.e. they do not need to have the Specialist role in Xurrent). They can use the ‘Time spent today’ option in Xurrent Self Service to review the timesheets of the people who belong to their organization.

• Log in as david.whitney@widget.com to the Widget International directory account.
• Click on the icon ‘Time spent today’ icon in the top right corner. By default this causes a calendar to pop up with the user’s own time entries.
• Click on the ‘List’ option above the Calendar view to switch to List view. Above this view you can see that it shows the time entries of ‘David Whitney’.

• The manager of an organization is able to use the List view to switch to another user from his or her organization. Click on the hyperlinked name ‘David Whitney’ and select Jan King from the list of suggestions.

• Select the time entry that you registered today by clicking on the blue colored time spent field and modify the effort class.

Exercise 3 – Review the Time Spent in the Specialist Interface

The Timesheets in the Analytics console give a better overview and provides more functionality then the list of time entries in the self service portal. But the ‘Timesheets’ section is not available for endusers, you need the specialist role to get access to it. And only managers, their substitutes and account administrators can see the timesheets of other users. A manager or substitute will get the list of all members of their organization.

The 'Timesheets' section of the Analytics console gives account administrators access to the timesheets of all members of multiple organizations. A directory account administrator has access to the timesheets of all people of the organizations defined in the directory account. An administrator of a support domain account has access to the timesheets of all people of the organization to which the account belongs, the people who work for child organizations of this organization, and of all people of the organizations that are registered in the support domain account. An administrator who has access to multiple organizations will find an organization selector at the top of the screen.

To test this functionality

1. Log in as ander.alkin@widget.com to the support domain account Widget Europe, IT.
2. Go to the Analytics console (the 4th toolbar icon). Open the ‘Timesheets’ section from the left side of the screen.
3. Check that Ander Alkin as the manager of the Widget Europe, Information Technology organization can see the timesheets of all members of this organization.
4. Select the timesheets of Jan King. Check how you can easily switch to the timesheet of another month with the month and year selector at the top of the screen.
5. Add some time entries for Jan King for a day in the previous month (use the plus icon in the top right corner) or for a complete week (use the plus icon to the right of a given week).

Once you have added some time entries for Jan King, you will find a summary of the time spent by Jan King during the given month at the bottom right of the screen. When you click on a specific date in the calendar for which some time spent has been registered, the detailed list with all the time entries for that day is displayed below the timesheet.

Click on one of these time entries to open it. You can now modify the time spent. In fact, you can edit all blue colored fields by clicking on them, or even delete the entire time entry.

Each time entry has also a Start Time field. The start time is automatically calculated by substracting the time spent from the actual time. In most cases the start time of a time entry can be ignored. But for overtime and when part of the time spent was during normal business hours, the start time can be used to calculate the part that is to be considered as real overtime by the integration to the Payroll system. In such a setup it is required that the specialists carefully define the start time of their time spent for overtime.  

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