Timesheet Consolidation

Timesheet Consolidation – A Summary of the Activity

This activity allows you to consolidate the timesheet entries of employees across company based on the entered project /SOW/Customer filter criteria. You can enter the customer for which you want to consolidate the entries. This activity can be accessed by users with internal role as project manager or consolidator or project management office or PM & Consolidator. The Timesheet Consolidation is mandatory for invoicing T&M projects such as Flat Fee Apportioned, Employee Specific T&M, Role based T&M and Output based T&M.

Getting familiar with the pages inside

Go to page…	To carry out the task…
Timesheet Consolidation	Selecting ‘Timesheet Consolidation’ activity to consolidate the timesheet entries of employees.

ØSelect the “Timesheet Consolidation” activity under “Time Sheet Billing and Administration” business component.

The “Timesheet Consolidation” page appears.

ØEnter the following field details in the header:

Organization Unit

From the drop-down list box, select the required option. The combo is defaulted with the login OU for you to choose. Mandatory.

ØThe system displays the following in the header:

Date Format

The date format that is applicable to the login user.

Note: All dates must be entered in the displayed format.

ØEnter the following field details in the “Consolidation Criteria” section:

Customer Code

From the drop-down list box, select the code identifying the customer. The system loads the list of customer codes along with the customer names which is applicable to the login OU and who has PO / SOW. Mandatory.

The system displays the following on selecting the customer code:

Customer Name

The name of the customer.

ØEnter the following field details in the “Consolidated Criteria” section:

Billing Rule	From the drop-down list box, select the billing rule to be followed. The combo is loaded with billing rules associated to the selected customer.
Project / Internal PO	From the drop-down list box, select the project or internal PO. The combo is loaded with projects and internal POs based on billing rule for the selected customer. Mandatory.
Consolidated Date Range	From the drop-down list box, select the consolidated date range for which you want to retrieve the time sheet details. Note: Already consolidated date range against this project is loaded in this combo if project is selected. This combo is loaded with “Blank” if customer or billing rule is selected.
New Date Range	Enter the new from date and to date. Mandatory. Defaulted with previous month calendar start date if it has not been consolidated.

ØEnter the following field details in the “Advanced Search” section:

Employee Code	From the drop-down list box, select the employee code and employee name. The combo is loaded with employee codes associated to the relevant project.
Site	From the drop-down list box, select the site of the employee for which you want to retrieve the time sheet details. The system loads “All”, “Onsite”, “Onshore” and “Offshore”.
Account Manager	From the drop-down list box, select the account manager code and name. The combo is loaded with account manager codes (employee codes) associated to the relevant project.
Role	From the drop-down list box, select the role of the employee. The combo is loaded with values as defined in “Maintain Quick Codes” activity of “HR General Information” component.
Activity/Process/Transaction	From the drop-down list box, select the name of the activity/process/transaction. For output based projects, process transaction is displayed. Activity is loaded for other projects.
Timesheet Consolidation Status	From the drop-list box, select the time sheet consolidation status. The combo is loaded with the values “Saved”, “Confirmed”, “Pending for Authorization” and “Confirmation Revoked”.

ØClick “Get Details” pushbutton to retrieve the time booking details in the multiline.

Tab – Time Booking Details

The system retrieves and displays the following in the multiline:

PO/SOW ID	The PO or statement of work identifier.
Source OU	The source organization unit of the timesheet.
Project Code	The code identifying the project.
Project Name	The name of the project.
Billing Rule	The billing rule of the project.
Date	The date of time booking.
Employee Code	The code identifying the employee.
Employee Name	The name of the employee.
Activity/Process/Transaction	The name of the activity/process/transaction. For output based projects, process transaction is displayed. Activity is loaded for other projects.
Task	The task for which the employee booked the time entries.
Units Booked	The number of hours/units booked against the project. When the project is output based then units booked from time booking is shown. For other projects, hours booked is loaded.
Billable	Indicates whether the shown time entry is billable or not.
Role	The role against which the time booking has been done is displayed.
Site	The site (Onsite/Offshore/Onshore) against which the time booking has been done.
Rate Card Location	The rate card location of the employee against which the time booking has been done.

ØEnter the following field details in the multiline:

Consider for Invoicing

From the drop-down list box, specify whether the time booking is considered for invoicing or not. The system loads with the options “Yes” and “No”. Mandatory. For billable lines this is defaulted to Yes and for non billable lines the same is defaulted to no. Note: You are allowed to change this.

Invoiced Units

The number of hours/units booked against the project. When the project is output based then units booked from time booking is defaulted. For other projects, hours booked is defaulted.

Note: You are allowed edit this field.

The system displays the following in the multiline:

UOM

The unit of measurement of invoiced unit.

Note: If the billing rule is “Flat Fee Apportioned”, then the UOM to be displayed as “Days”, else it is defaulted as “Hours”. For output based the units UOM is displayed.

ØEnter the following field details in the multiline:

Total No of Working Days	The total number of days worked by the employee.
Status	The status of timesheet consolidation entry is displayed. It shows whether the record is saved or pending for consolidation or confirmation or confirmation revoked.
Remarks	Any remarks or additional information regarding the time booking details.

Tab – Additional Resources

ØEnter the following field details in the multiline:

Source OU

From the drop-down list box, select the source organization unit. The combo is loaded with the self-interacting timesheet units. Mandatory.

Date

The date of time booking.

Employee Code

The code identifying the employee. Mandatory.

Help facility available

The system displays the following on entering the employee code:

Employee Name

The name of the employee.

ØEnter the following field details in the multiline:

Role	From the drop-down list box, select the role of the employee. The combo is loaded with the roles as defined in the relevant rate card of project if the project is of billing rule Role based type. This control is not mandatory for other billing rule projects.
Activity/Process/ Transaction	From the drop-down list edit box, select the name of the activity mapped to the project. The combo is loaded with Activity / Process / transaction associated to relevant project if project is selected in the header. Process and Transaction unit is loaded for output based project and for other projects Activity is loaded. Mandatory
Task	From the drop-down list edit box, select the task mapped to the project for which the employee booked the time entries. The combo is loaded with tasks associated to relevant if project is selected in the header. Mandatory.
Site	From the drop-down list box, select the work location of the employee. The combo is loaded with the options “Onsite”, “Offsite” and “Onshore”.
Rate Card Location	From the drop-down list box, select the rate card location of the employee. The combo is loaded with rate card location associated to the project if project is selected in the header. Mandatory.
Invoiced Units	The number of hours to be invoiced against the project. Mandatory. Note: For output based units to be invoiced is entered.

The system displays the following in the multiline:

UOM

The unit of measurement of invoiced unit.

Note: If the billing rule is “Flat Fee Apportioned”, then the UOM to be displayed as “Days”, else it is defaulted as “Hours”. For output based the units UOM is displayed.

ØEnter the following field details in the multiline:

Total Number of Working Days	The total number of days worked by the employee.
Status	The status of timesheet consolidation is displayed.
Remarks	Any remarks or additional information regarding the additional resource details.

The system displays the following in the multiline.

Project Code	The code identifying the project. Mandatory.
Project Name	The name of the project.
Billing Rule	The billing rule of the project.
PO/SOW ID	The PO/SOW ID of the project.

Note: At least one row must be selected in the multiline.

ØClick “Save” pushbutton to save the time sheet consolidation details of the employee.

The system saves the time sheet consolidation details.

ØClick “Confirm” pushbutton to confirm the time sheet consolidation details of the employee.

The system confirms the time sheet consolidation details and updates the status as “Confirmed” in the multiline. Once confirmed, you cannot modify the time sheet booking details.

ØClick “Revoke Confirmation” pushbutton to revoke the confirmation of time sheet consolidation details of the employee.

The system revokes the confirmation and updates the status as “Confirmation Revoked” in the multiline.

Note: Confirmation cannot be revoked if invoice has been generated already for the selected timesheet. The revoke confirm rights is given only to Project management office and PM & consolidator role and consolidator role.

The system displays the following in the “Summary” section:

Total Booked Hours / Units	The total booked hours of timesheet along with units is displayed.
Total Invoiced Hours / Units	The total invoiced hours of timesheet along with units is displayed.
Total Booked Days	The total number of days booked in timesheet. This field is left blank for output based projects.
Total Invoiced Days	The total number of days invoiced for timesheet. This field is left blank for output based projects.