Integrating Audit Management with Time Card management

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Integrating Audit Management with Time Card Management

    ServiceNow's Audit Management now integrates with the Time Card Management feature, allowing audit users and managers to log, submit, and track hours worked on audit engagements and related tasks. This integration streamlines time tracking for audit activities, enhancing visibility and accuracy in resource and expense reporting.

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    Key Features

    • Time Logging and Submission: Users can record hours worked on audit tasks, issues, milestones, and engagements using time cards and timesheets.
    • Approval Workflow: Time cards are routed for approval based on the user’s timesheet policy, specifically the Non-project time approver field. If no approver is set, users with the Time Card approver role can approve time cards.
    • Manager Capabilities: Managers with the appropriate role can log time and submit timesheets on behalf of their team members.
    • Direct Submission: Users can submit time cards directly through the timesheet portal without navigating through the audit engagement interface.
    • Rollup of Resources and Expenses: When an engagement is linked to a project, approved time cards and processed expenses roll up to the engagement, providing accurate aggregated reporting.

    Practical Considerations for Customers

    • Plugin Activation: To enable this integration, activate the Project Portfolio Management and GRC: Advanced Audit plugins.
    • Advanced Planning: Ensure advanced planning is enabled on the engagement for time card functionality to work properly.
    • Project Creation Order: Although time cards can be created before a project is set up for an engagement, it is recommended to create the project first to ensure accurate expense and resource reporting.
    • Roles and Approvals: Confirm users have the required roles for time card approval as defined in the Advanced Planning and Project Portfolio Management integration documentation.

    Expected Outcomes

    By integrating Audit Management with Time Card Management, customers can expect streamlined time tracking and approval processes for audit-related work. This integration provides enhanced accuracy in reporting actual resources and expenses against audit engagements, improving project oversight and resource allocation.

    Audit users and audit managers can now use the Time Card Management feature to log and capture hours for engagements and other tasks on an engagement.

    The Time Card management feature enables users to submit and track their time for the assigned tasks. With the Time Card Management feature:
    • The time card users can record the time worked on a task using time cards and time sheets. They can then submit their time cards and time sheets for approval.
    • Time cards and time sheets are routed for approval based on the Non-project time approver field in the user time sheet policy. Managers with the time card approver role can also log time and submit the time sheet of their resources.
    When you integrate Audit Management with Time Card management, you can report a time card for:
    • an engagement
    • audit tasks
    • issues
    • milestones
    To use the Time Card management feature integration with GRC Advanced Audit, you must activate the following plugins:
    • Project Portfolio Management
    • GRC: Advanced Audit
    Note:
    You must enable advanced planning for the engagement.
    When an audit user logs time using time cards, the time cards are sent for approval based on the approvers defined in the time sheets policy. To learn more about time sheets policy, see Time sheet policy
    Note:
    If there's no approver identified or None is selected in the Non-project time approver field on the time sheet policy assigned to the user, then the users in the Time card approver field are able to approve the time cards associated to that engagement. If User Manager or Auto is selected in the Non-project time approver field, then the approvers are not overridden and remain as is. For details on the roles required to approve time cards, see Roles required for Advanced planning capability and Project Portfolio Management integration

    To create a time card, see Create a time card.

    A user can submit the time cards through the time sheet portal directly without coming to the engagement. To submit a time card, see Submit a time card. To submit a time card from the time sheet portal, see Submit time card from the time sheet portal

    Time cards and rollup of expenses and resources

    In the version 12.0.1, release of Audit Management, when an engagement has a project associated with it, after a time card is approved and expense lines are processed, both the Actual resources and the Actual expenses values roll up on the engagement. Although you can create a time card and log hours before you create a project for an engagement, it is recommended to create a time card after a project is created. This task ensures accurate reporting of the expenses and resources. The Time Cards related list appears on an engagement only after a project is created.