University of Minnesota
University Technology Training Center
http://uttc.umn.edu

Working With Time Sheets

Create Your First Time Sheet

  1. From the Main Menu bar select: Create > Time Sheet
  2. In the Create Time Sheet page, select the Time Period from the drop-down menu.
  3. Click Create.

    4. Create timesheet

Create New Time Sheets from the My Tasks Portlet

Once you have created at least one time sheet in ITG Center, you will be able to quickly create additional time sheets from the My Task portlet.

  1. Make sure you have the My Tasks portlet added to your dashboard.
  2. From the My Tasks portlet, select the week for the new time sheet from the Use Time Sheet drop-down menu.

    Use timesheet drop down menu
  3. Click the Go To Time Sheet 1 button located in the upper right corner of the My Tasks portlet.
  4. In the Create Time Sheet page, confirm the correct time period, resource name, and description.
  5. Optional: Check the box for Include Items from My Last Time Sheet. Note: this option will not be available the first time you create a time sheet.
  6. Click Create.

ITG Center Timesheet

(A) – Add Items

(B) – Time Sheet Details

(C) – Save & Submit buttons

(D) – Line Actions

(E) – Other Actuals tab

Add Items to Your Time Sheet

    In the time sheet, click the Add Items drop-down menu to:

    1. Add from My Items/ Suggested Items. This option allows you to select from an auto-generated list of tasks (Suggested Items) that have been assigned to you in ITG Center. The My Items list is a personal list of items that you build and maintain for items you add frequently to your time sheet.

      Add items to the timesheet
    2. Add Miscellaneous for holidays, vacation, sick, professional development and break time.

      add miscellaneous items 
    3. Select the desired items and click Add or Ok.
    4. To save your progress, click the Save button in the upper right corner of the time sheet.

    Enter Time Sheet Details

    1. In the Time Sheet Details area, enter the number of hours you worked on each item.
      Note:       Be as accurate as possible when entering time sheet details.
    2. Click on the Other Actuals tab to adjust the Est.Rem Effort (Estimated Remaining Effort ) as needed.
      Note:       It is very important that your remaining effort on a task is updated to accurately reflect the amount of work you have remaining. See the section on Estimated Remaining Effort for more information.
    3. If necessary, click on the Time Breakdown tab to return to the Time Sheet Details.
    4. Optional: To add notes for individual items on the time sheet, check the box next to the item and click Line Details (not recommended).
    5. Optional: To add notes to a time sheet, click Add Notes at the bottom of the time sheet (recommended, as needed).
    6. To save your progress, click the Save button in the upper right corner of the time sheet.

    Submit a Completed Time Sheet

    1. To submit a completed time sheet, check all of the boxes next to the time sheet items.

      check all of the boxes next to the time sheet items
    1. Click Save & Submit.

    Estimated Remaining Effort

    As was previously mentioned, it is very important that your effort on a task in ITG Center is updated to accurately reflect the amount of work you have remaining.

    This applies only to tasks assigned to you, not to the miscellaneous items you may add to your time sheet.

    For example, you are assigned a Design task in ITG Center and it is estimated that the task will take you 40 hours to complete. If you enter 20 hours on your time sheet, the Estimated Remaining Effort will automatically calculate that you 50% complete on the task and that you have 20 hours remaining effort. However, if you estimate that you are only 20% complete and that you have approximately 30 hours of work remaining, then you need to adjust the value for Est.Rem Effort in your time sheet.

    In the time sheet, click on the Other Actuals tab to adjust the Est.Rem Effort (Estimated Remaining Effort ) as needed.

    Estimated remaining effort

    Finding Your Time Sheets

    Use the Time Sheet Portlet

    The easiest way to find your time sheets in ITG Center is to add the My Time Sheets portlet to your dashboard. The My Time Sheets portlet will display timesheets for the last 10 time periods.

    My Timesheets portlet

    Search for Time Sheets

    1. From the Main Menu bar at the top select: Search > Time Sheets.

    Search timesheets

    1. Enter the desired search criteria.
    2. Click Search.

    Time Sheet Status

    View the Status of a Time Sheet

    The My Time Sheets portlet displays the status of your time sheets.

    My timesheets portlet

    Time Sheet Statuses

    • Unsubmitted – The time sheet has not yet been submitted.
    • Pending Approval – The time sheet has been submitted and is awaiting approval.
    • Approved – All items in the time sheet have been approved.
    • In Rework – Either one or more lines have been rejected by the approver, or you added additional items or initiated a re-work of one or more lines in the time sheet.

    Re-Working a Time Sheet

    1. Open the time sheet.
    2. Click in the checkbox next to the item that needs re-working.
    3. Click the Rework button.

            Rework a timesheet

    1. Click Continue. The item status is set to unsubmitted and the item is editable.
    2. Optional: If you would like to check to see if the approval left a note on why the line was rejected, click in the checkbox next to the item and click on the Line Details button and then the Notes tab.
    3. Make changes as needed to the item.
    4. To submit, check the box next to the item.
    5. Click Save & Submit.