Using Time Tracking and Management R1.0 or newer in 7 Steps

Note: This article applies to Time Tracking and Management (TTM) R1.0 or newer.

After you have installed Time Tracking and Management R1.0 and created a TTM site, follow these steps to configure your site settings and get started.

1. Configure the Time Entry Web Part
   • In the Time Tracking and Management site, click on Timesheet Entry in the Quick Launch Menu.
   • Edit the Timesheet Entry Web Part and click the Time Entry Web Part Settings button.

     

   • In the Time Entry Web Part Settings window, click the Timesheet Tasks Data Source menu and choose whether you want to use a Bamboo List Rollup or another SharePoint list as your timesheet tasks list source.
   • After you have selected your data source, click the appropriate settings menu on the left side (Bamboo List Rollup or SharePoint List). Enter the url of the site where your data source is located and use the drop-down lists to map columns from your data source to populate the fields of your timesheets.
   • Once you have configured your data source settings, click the Timesheet Resources Data Source setting. In this menu, select whether to use the default Timesheet Resources list included with TTM, or to adopt a resource list from PM Central by clicking the Resource List from Project Management Central radio button. After you have selected a resource list, use the drop-down lists to map your list data to the appropriate fields in TTM. Note: In R1.5 or newer the fields will automatically map for you.

     

     • For more information on how to integrate PM Central Tasks into Time Tracking and Management, see the online documentation.
   • To configure more advanced settings, such as administrative time and cost codes, please refer to the appropriate online documentation.
2. Configuring Alerts
   • Time Tracking and Management is preconfigured with the following email notification alerts using Bamboo Alert Plus:
     • Notify timesheet managers when a resource submits a timesheet for approval.
     • Notify resources when their timesheet manager approves a timesheet.
     • Notify resources when their timesheet manager rejects a timesheet.
   • These alerts are disabled by default. To enable them, click Site Actions > Time Tracking and Management Control Panel. Under the General Settings section, click Configure Alerts. Click on the Title of the alert you wish to enable, then click the Enable radio button in the Alert Plus settings window, then click Save and Close.

     

   • You can also add custom alerts to TTM. For detailed instructions, please refer to the Alert Plus online documentation
3. Add Resources and Timesheet Managers
   • Navigate to the list which you have designated as your timesheet resources list.
     • If you are using the default resources list, it can be found by clicking Site Actions > All Site Content > Timesheet Resources.
   • Click Add new item. In the settings window that pops up, choose a Department from the drop-down list, then enter a Timesheet User and a Timesheet Manager in the appropriate field.
     • In the Timesheet User field, you can specify individual SharePoint users, or you can use SharePoint groups. If you choose a group as your Timesheet User, all members of that group will have the same Timesheet Manager.
   • To customize the list of Departments, see Customizing Departments in the online documentation.
4. Create Time Reporting Periods
   • Click Site Actions > Time Tracking and Management Control Panel, then click Manage Reporting Periods under the General Settingssection.
   • Define your Reporting Period Parameters by entering the number of reporting periods you wish to create (the default value is 52), the date you want your reporting periods to start, and the length of each reporting period in days.
   • Configure your Reporting Period Naming Convention by typing in the Next Sequence Number and optional Prefix and Suffix. 
     Note: Reporting period names cannot be reused. You can avoid reusing names by using prefixes and suffixes, instead of only the Next Sequence Number field.
   • Once you have configured these settings, click the Preview button to make sure the correct number of reporting periods will be created and that they will be named properly, then click the Create Periods button.
5. Entering and Submitting Timesheets
   • Once you have finished the configuration process, you can begin using the timesheet entry function of Time Tracking and Management. To enter time, click on Timesheet Entry in the Quick Launch Menu.
   • On the Timesheet Entry page, browse to the time period that you want to enter time for. You can do this by using the Select Period button or the arrow buttons next to it.

     

   • To begin entering time, click the text box underneath the appropriate date. Remember that if you have multiple tasks assigned to you during this reporting period, they will be represented by rows; make sure to enter time spent on a specific task in the appropriate row.
   • If cost codes were configured, you can select them clicking the box in the appropriate task row in the Cost Code column and selecting the appropriate cost code from the list.
   • As you enter time, you will notice that the timesheet keeps track of the time entered per-task on the right side of the timesheet, as well as time entered per-day on the bottom. Total time entered for the reporting period is recorded in the lower lower-right corner of the timesheet.
   • Remember that timesheets are not automatically saved. Use the Save button often while filling out your timesheet, so that information is not lost. Once you are finished entering your time, click the Submit button to submit your timesheet to your timesheet manager for review. 
     Note: Once you have submitted your timesheet, you cannot make changes to it. If you need to modify a submitted timesheet, your timesheet manager must reject it back to you.
6. Approving and Rejecting Timesheets
   • If you are configured as a timesheet manager for one or more resources, you have the ability to approve and reject timesheets for those resources. To approve or reject timesheets for your TTM resources, click Pending My Approval in the Quick Launch Menu.
   • On the Pending My Approval page, you will see timesheets grouped by reporting period and by resource name. Locate the timesheet you want to review. When you have decided whether to approve or reject the timesheet, check the Select All box for that timesheet, then click the Approve button or the Reject button. You will be prompted to enter an optional comment to the resource that submitted the timesheet. 
     Note: TTM does not currently support line-item approval; you must approve all timesheet tasks or reject them all.
   • You can also approve or reject multiple timesheets at once. To do this, simply review all of the timesheets you want, then check the Select Allbox for all of the timesheets you want. Click the Approve or the Reject button. You will not be prompted to enter a comment if you approve or reject multiple timesheets at once.
7. Viewing Reports
   • Time Tracking and Management includes a reporting feature to help you organize and represent your timesheet resource data. To access the Report Center, click Site Actions > Time Tracking and Management Control Panel. In the Report Center section, click View Reports.
   • On the Report Center page, use the Select Report: drop-down list to select which type of report you want to see. For a full description of the types of reports available, click the Help link next to the drop-down list or see the online documentation.
   • Select a view for your report using the Select View: drop-down list. A view must be selected to view reports.
   • Once you have selected your report and view, you can change the Date Range by using the arrow buttons in the upper-right corner of the report.

     

   • Some types of reports have specific features, such as charts that represent the report data or specific time period views. For a full list of these features, see the Viewing Reports section of the online documentation.