Time Sheet Portal
Summarize
Summary of Time Sheet Portal
The Time Sheet Portal in the Xanadu release provides ServiceNow users with a centralized interface to manage and record time spent on assigned tasks within a given week. It integrates with the Task table, supporting various task types such as projects, incidents, problems, and change requests. The portal facilitates efficient time tracking, time card creation, and time sheet submission, enhancing visibility and control over work hours.
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Key Features
- Unified Task View: Displays all assigned tasks as cards categorized by type, including projects, incidents, problems, change requests, and, if enabled, customer service cases and work orders.
- Time Entry and Management: Enables users to create, edit, delete, and add notes to time cards for tasks, with options to copy time cards from previous weeks.
- Resource Assignments Support: Starting with Xanadu, users can associate resource assignments with time cards to track and calculate actual efforts against projects, configurable via administrator settings.
- Time Sheet Navigation and Controls: The portal header shows the current week’s date range, allows navigation between weeks, and provides calendar selection. Managers have options to view and edit time sheets of their resources.
- Notifications: Displays alerts for submitted, rejected, or recalled time sheets and time cards with direct access to the relevant entries.
- Grouping and Categorization: Tasks can be viewed by categories or assignment groups. The Other tab covers operational work time logging like administration or meetings, controlled by active categories.
- Time Sheet Breakdown: Summarizes total hours entered per day and across the week, broken down by work categories such as project tasks, meetings, or change requests, aligned with user time sheet policy settings.
- Approvals: Time sheets can be submitted, approved, rejected, or recalled within the portal, supporting workflow for both users and approvers.
- Customizable Logged Time Cards View: Additional columns can be added to the logged time cards list to display relevant details like rate types and resource plans when enabled.
Practical Use and Benefits for ServiceNow Customers
ServiceNow customers can leverage the Time Sheet Portal to streamline and standardize time tracking across various task types, ensuring accurate time reporting and resource effort allocation. Managers benefit from the ability to oversee and manage their teams’ time sheets directly, while users enjoy an intuitive interface to log and submit their time efficiently. The support for resource assignments enhances project cost and effort tracking, aligning with organizational reporting needs.
By using the portal, customers can expect improved time management accuracy, simplified approval processes, and enhanced visibility into time spent on different work categories. This leads to better project tracking, resource planning, and operational efficiency.
Time Sheet Portal categorizes and displays all your assigned tasks in a single view for a given week. The portal enables you to record time spent on tasks on a day-to-day basis and submit the time sheet in a single action.
- Generate time cards for assigned projects or project tasks.
- Copy time cards from a previous time sheet.
- Search and create a time card for a task that is not displayed in the assigned tasks list.
- Edit, delete, or add notes to a time card.
- Submit, approve, reject, and recall a time sheet.
- View notifications for the submitted, rejected, and recalled time sheets or time cards.
Starting Xanadu release, users can select a resource assignment to associate it with time cards to calculate the actual efforts and tag them to the respective projects. For more information on how to enable resource assignments column on time sheet portal, see KB1649389 in the Now Support Knowledge Base.
Time Sheet Portal comprises of the following sections:
Header
- Displays a date range of the time sheet for the selected week and provides options to navigate to the time sheet of previous or next week.
- Provides a calendar along with the date range. Clicking a date in the calendar displays the time sheet for the week of the selected date.
- Provides a link to navigate to the time sheet for the current week when a different time sheet is being viewed.
- Provides an option under My Time Sheet that enables you to open and edit the time sheets of your resources. The option is available only for a user manager.
- Provides an option to view the time sheet in the Form view using time sheet form view
icon (
). - Displays the notifications for the submitted, rejected, and recalled time sheets under the show notifications icon (
). Each entry displays the number of time cards and their state. Click on a notification item to open the time sheet.
Tasks
- All your assigned incidents, problems, or change requests that are active.
- All your assigned incidents, problems, or change requests that are closed in the selected week.
- All tasks for which you are hard-allocated during the selected week.
- All your assigned projects or project tasks that are active during the selected week.
Project or project tasks are derived from the following conditions:
- A project or project task that has started and its actual start date is before the end of the selected week.
- A project or project task has closed and its actual end date is after the week has begun.
- When there are no actual dates for a project, planned dates of the project must occur within the selected week.
- All active stories assigned to you.
- All active scrum tasks assigned to you or closed in the selected week.
- All active test plans assigned to you.
- All active defect and enhancements assigned to you or closed in the selected week.
- Case [sn_customerservice_case]
- Work Order [wm_order]
- Work Order Task [wm_task]
On the Tasks tab, you can perform the following operations:
- Type a keyword in the search field to view only cards with details that match the keyword.
- Sort cards in ascending or descending order based on priority, irrespective of the task type.
- View cards based on a category, such as projects, project tasks, incident, problem, change, defect, enhancement, test plans, and scrum tasks.
- Create time cards for assigned tasks. See Create time cards and log time through Time Sheet Portal.Note:Time sheet policies apply when you create or edit a time card.
Group Tasks
The Group Tasks tab displays the tasks assigned to your Assignment group. The group tasks are displayed as cards in the tab. A card provides information about the task, such as short description, state, last updated date and time, and priority.
Other
Time Sheet
Starting Xanadu release, time cards and time sheet portal supports resource assignments. Users can select a specific resource assignment while creating time cards and submitting a time card via time sheet portal. Your system administrator can enable the resource assignment column in time sheet portal. For more information on how to add resource assignment column to time sheet, see the Knowledge Base for KB1649389.
- Displays the date range of the time sheet for the selected week.
- Indicates the state of the time sheet being viewed.
- Displays the total number of tasks and hours that you have entered for each day in a week. When you click a day in the time sheet, the column for that day is highlighted in both the Time Sheet and Logged Time Cards sections. The first day displayed in the Time Sheet section is based on the value specified in the Week starts on field in the users Time Sheet Policy. For example, if the Week starts on field is set to Friday, the Time Sheet section starts with Friday.
- Indicates the total number of hours that you entered in the time sheet. Time Sheet breakdown also displays a breakdown of user-entered hours in different work categories, such as project tasks, admin, meeting, follow on tasks, or change requests.
- Provides options that enable you to submit a time sheet and copy time cards from a previous time sheet. For an approver, options to approve or reject a submitted time sheet and recall a processed time sheet are available.
Logged Time Cards
- The Rate type column is visible only when the Allow multiple rate types option in the time sheet policy of the user is selected.
- The Resource plan column is visible only when the Update actual hours and cost in resource plan/reports option in the time sheet policy of the user is selected.
The icon beside the short description of a row indicates a time card state. The merge icon (
) in a time card row indicates that a duplicate time card for the same task exists in the time sheet and provides option to merge them into a single time card.