PWA: My Tasks Administration &

Timekeeping

10/28/2010

Timekeeping and My Tasks Administration

Updating My Tasks....................................................................................2Updating Remaining Work.....................................................................3Submitting Tasks to the Project Plan.....................................................5

Timesheet Administration.........................................................................6Correcting Timesheets...........................................................................9

Updating My Tasks

My Tasks should be updated no later than Friday COB every week. It is recommended that you update your work daily, but time must be in by Friday.

My Tasks lists the tasks that are in the project plan directly assigned to you as a resource. These tasks are dated very specifically, with marked durations and dates. Keep in mind as you update these tasks that you are reporting directly to the project plan. Marking a task way over duration, outside the date range assigned, under duration, etc. may push the dates on the project plan. In the same way, accelerating a task and marking it with work early will also move the dates on the project schedule. Usually, this is ok, but please check with the Project Manager for any major changes you need to make to a task or set of tasks.

To update My Tasks click on the My Tasks link in PWA. You will likely have several pages of tasks assigned to you. Click on the drop-down at the bottom of the tasks area to navigate to the next page(s).

Click on the title bar of the task and you will be taken to the update area:

Note the Start/Finish dates and the date you’re updating the task. If the dates are different you will need to navigate to the correct time block. You may do so by clicking on the date arrows and click until you get to the correct week.

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Timekeeping and My Tasks Administration

Note: There is no easy way to navigate to previous weeks. It is necessary to click until you reach the correct week.

Enter time on the Actual Work line. Make sure you look at how much time is assigned for the task. If the task goes much over/under the allotted time it will push the project plan dates. See below section on how to address this with the Project Manager.

Click on Save once you have entered the correct time for the task. This will take you back to the main task page and you can move on to the next task.

Updating Remaining Work

Updating Remaining Work allows you to update the Project Manager when the task is complete, taking-out the remaining time. For example: If you have a task that has 40 hours as the duration and you really only need to work 10, enter 10 hours into the Actual Work tab, for the necessary day/date, within the date range that the tasks is due (Not changing the My Tasks date range will cause the date to be pushed in the project plan.) Remaining work will show 30 - just change it to 0. This holds true if you need MORE time.

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Timekeeping and My Tasks Administration

Always apply time under the date range where the task is due.

Note: If there is a major discrepancy:

In Duration, or Due Dates

Notify the Project Manager and the project plan can be corrected. Applying time to a date past the original due date will push the date in the project plan.

For example: Today is 15 October 2010. You have a task that was due on 30 September 2010. No work has yet been applied, it is at 0% complete. The first day you add work after 30 September 2010 will make that the new start date for the task. The duration will then work from that start date. If you have any dependencies on the finish of that task, all down line tasks will be pushed based on the new start and finish dates.

You can click the arrows on the date range to go backward and apply the time where it is due. If the durations are consistently incorrect, notify the Project Manager so the overall project template can be corrected.

Submitting Tasks to the Project Plan

Once you have completed all of the necessary tasks for the week you have to submit them to the plan.

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Timekeeping and My Tasks Administration

Find the line items on each page, Check the box next to it, and Click Submit Selected.

To send a comment with the task click on the Send Comment box in the bottom left corner.

The Project Manager will receive a notification that you have submitted time and it will be reviewed for approval to the plan. There may be instances where the time is rejected, especially if it is out of the date range or there is a problem with the amount of time you have posted. Please monitor the email for this type of notification.

Note: If you have alerts from PWA disabled you will not receive this notification. It is important that you leave these alerts enabled.

To recap:

Regular tasks are time reported in the My Tasks area.

If you use these steps, these tasks will be reported correctly and your individual task completion time and percentage will report to the project plans.

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Timekeeping and My Tasks Administration

Timesheet Administration

Timesheets should also be completed at the end of the week. To populate your timesheet go to My Timesheets in PWA -> Click to Create. Once the timesheet is populated for the week you can choose My Timesheets to edit.

The easiest way to manage the timesheet is to delete all lines (except Administrative tasks at the bottom) and start fresh.

To do this:

Select lines for deletion by checking the box to the leftClick Delete Lines

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Timekeeping and My Tasks Administration

Once you have a clean timesheet, use the Add Lines option and pull in the correct tasks. Use the Ctrl key to make multiple selections.

After you have imported the tasks you need to show up on your timesheet, select the task and click, “Import Task Progress.”

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Timekeeping and My Tasks Administration

Note: You may keep track of tasks during the week. Keep in mind that the My Tasks tasks will flow through to the time sheet. They will re-populate upon every Save.

Once your timesheet is finished click Save and Submit to send it to your manager for approval.

Note: To re-emphasize: If you hit Save before hitting Save and Submit, all of the deleted tasks will re-populate into your timesheet. The best way to make sure only the tasks you desire are in the timesheet is to follow the above procedure then Save & Submit.

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Timekeeping and My Tasks Administration

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Timekeeping and My Tasks Administration

Correcting Timesheets

If you need to correct an old timesheet:

Open the timesheetActions -> Recall TimesheetCorrect line itemsClick Save and Submit for re-approval.

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