Selecting the correct Timesheet Entry User Interface
It’s fair to say that there are a wide range of timesheet interfaces available through different solutions. Trying to compare and summarise the benefits of each would be a document in itself. The question is: if one timesheet interface works better for one user in one specific role and another for a user in a different role, why do most timesheet applications only provide one method of data entry?
To us, this is a huge limitation of some systems and can limit the benefits these systems deliver. Like most of the questions we have raised so far, this is not a case of selecting one correct interface; it is a question of selecting a solution with the flexibility to deliver the correct timesheet entry interface for each of your users.
Commonly, three forms of timesheet entry interface exist, these are: Direct entry, classic entry and timesheet management. In addition, more advanced solutions provide timesheet entry via compliance dashboards and via work schedules. In order for you to judge how effective your existing timesheet solution is, let’s explain the concept behind each timesheet entry option.
Direct Timesheet Entry
The Direct Timesheet Entry interface is probably the most common format provided by Timesheet Software providers. Similar in style to an excel spreadsheet the interface provides a weekly timesheet with project and activity combinations listed down the left hand side. Users simply select the day of the week and enter time directly into each cell, navigating between cells using their keyboard.
This type of interface is ideal for users that spend time working on similar project and activity combinations week in week out. However, this type of interface can become quite messy if the user in question has more complex time recording requirements, such as, recording time at a task level, specifying overtime or changing the chargeable status.
Key features include:
- Keyboard Navigation
- cick entry of hours directly into cells
- Copy Timesheets from previous weeks
- Clone existing timesheet entries
Classic Timesheet Entry
Classic Timesheet Entry is ideal for organisations where the time recording requirements are more complex or vary on a project by project basis. Classic entry views provide a weekly view of a user’s timesheet with a row representing each project that the user can record time against.
The key to the classic timesheet entry view is that when the user drills into a cell representing the day and project they wish to record time against, different data entry options are presented depending on the type of project accessed. For example, projects that require time to be tracked at the task level will provide a task option to the end user. Projects that require time to be tracked at the deliverable level will display a list of deliverables. Projects that require time to be recorded at assignment level will display a list of resource assignments. Projects requiring a progress update will display a percentage complete field. The advantage of this view is that different options are provided to the user depending on the project displayed.
In more advanced systems these options are limited further using restrictions, for example, only show resource assigned tasks across a 2 week window or restrict timesheet entry to project start and end dates. Referring back to our earlier point – these options ensure the system is extremely easy for the end user to operate and by limiting options ensures the data input into the system is highly accurate. Additional features available to help data input and cover complex requirements include:
- Create batch timesheet entries across a date range with the ability to exclude specific dates
- Optionally track time against departments and roles
- Provide the ability to change the chargeable status of time
- Input custom data, based on custom fields displayed dependent on the activity selected
- Optionally provide users with the ability to select the appropriate charge out rate
- Record time against projects and activities, and optionally drill down to task, assignment or deliverable level
Timesheet Management
The Timesheet Management view, as its name suggests is generally used by more advanced users of the system to analyse time, cost and revenue and approve time. This type of view is essential as it enables your users to filter data to analyse time, cost and revenue by key variables such as clients, projects, activities, resources, departments, roles, locations, cost rates and charge out rates. To ensure ease of use there are 2 key factors that should be available to the end user.
Firstly, each user should be able to define their own filter criteria with the ability to save filters for future usage. In more advanced systems these filters should be based on all standard fields but also optional custom fields added into the system specifically for the purpose of filtering and reporting. Based on your permissions you should also be able to share your filters with other users, to ensure each user has a common interface associated with their role in the organisation.
The second key factor in enabling ease of use is to provide dynamic links from dashboards. Today’s business solutions are now focused on the end user experience more than ever. One key aspect of this is dashboards, which provide users with key information. Dynamic links should be provided directly from dashboards into the timesheet management view, key examples of this include:
- Drill down into project specific timesheets to analyse time, cost & revenue
- Analyse time spent of projects by Activity, by Resource
- Drill in to approve specific employee timesheets
- Drill in to analyse disapproved time
Compliance Dashboard
For those systems that provide dashboard interfaces, it is important that not only does the system focus the user on timesheet compliance, it also provides a quick and efficient method for users to directly enter their time and expenses. This can be in the format of directly entering a timesheet, following a dynamic link to update or amend timesheets or providing a drill through mechanism to the appropriate timesheet entry view. The key focus here is that we are simplifying the system, improving ease of use, as well as providing a user with quick access to every option required to complete their day to day tasks.
Work Schedules
Many timesheet & expense management systems also include integrated project planning and resource scheduling. A good tip when implementing this type of system is to ensure it allows your users to update their timesheets directly from their work schedules. This way, a user is encouraged to use the system in order to indentify the tasks they should be delivering and then with a single click can easily update their timesheet and progress. With this type of solution, the tighter the integration, the greater the compliance and more accurate reporting you will gain from the back end.
- Select a timesheet solution which offers multiple entry formats targeted at specific user types
- Utilise Dashboards to promote compliance, ease of use and speed up data entry
- Integrate with Resource Schedules for automated timesheet updates
Let us know the importance of selecting the right Timesheet user interface by leaving a comment.
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Good point, thank you for explaining. Bookmarked your blog for future reference.