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Approval Types: Timesheet vs. Status Update RRS feed

  • Question

  • Hi,

    What are the differences between  the two Approval Types in the same Approvals page:

    Timesheet : Name = My Timesheet

    Status Update : Name = Task name

    Thanks

    Monday, October 3, 2016 12:58 PM

Answers

  • Hi,

    The status update approval is task related: it approves actual work against a specific task on projects.

    The timesheet approval is period related: it approves an entire set of actual work againt projects AND administrative activities on a given time period (week).

    Assuming you're using PS2010/2013/Online, you can configure the task/time settings to use only task updates, or to combine it with the timesheet, using the SEM (single entry mode). Doing this, the team members will fill a unique form with actual work against project tasks and administrative activities and submit it. The actual work will go to the status manager (project manager) for status update approval only, and then the entire timesheet will go to the timesheet manager who will approve the admin+project activities for the period.

    This is the rough process, it can be twicked with some additionnal settings. Please tell us if it brings you some clarifications.


    Hope this helps,


    Guillaume Rouyre, MBA, MVP, P-Seller

    • Marked as answer by WLID1966 Monday, October 3, 2016 2:45 PM
    Monday, October 3, 2016 1:25 PM
    Moderator

All replies

  • Hi,

    The status update approval is task related: it approves actual work against a specific task on projects.

    The timesheet approval is period related: it approves an entire set of actual work againt projects AND administrative activities on a given time period (week).

    Assuming you're using PS2010/2013/Online, you can configure the task/time settings to use only task updates, or to combine it with the timesheet, using the SEM (single entry mode). Doing this, the team members will fill a unique form with actual work against project tasks and administrative activities and submit it. The actual work will go to the status manager (project manager) for status update approval only, and then the entire timesheet will go to the timesheet manager who will approve the admin+project activities for the period.

    This is the rough process, it can be twicked with some additionnal settings. Please tell us if it brings you some clarifications.


    Hope this helps,


    Guillaume Rouyre, MBA, MVP, P-Seller

    • Marked as answer by WLID1966 Monday, October 3, 2016 2:45 PM
    Monday, October 3, 2016 1:25 PM
    Moderator
  • Thanks Guillaume,

    Is it possible to use only the Timesheet  Approval Type and to remove the other one : Status Update?

    Thanks again

    Monday, October 3, 2016 2:45 PM
  • You can set autoapproval rules so the status updates are autoapproved AND published by the system on behalf of the project/status manager. Note that it means that the time submitted by the team members are automatically pushed and published in the project plan, which must be checked in.

    You can also set the timesheet manager autoapproved by setting the timesheet manager as the user itself, as it is by default. 

    You can combine both auto approvals above, or just one of them.


    Hope this helps,


    Guillaume Rouyre, MBA, MVP, P-Seller

    Monday, October 3, 2016 3:17 PM
    Moderator
  • I cannot use auto-approval because the administrator wants to check every timesheet before pushing the actual work into the project plan.

    Any idea ?

     
    Monday, October 3, 2016 3:35 PM
  • First clarification: this is not the approved timesheet which goes into the project plan, but the status update approval. The first is approved by the timesheet manager and the second by the project manager.

    I don't think this is the role of an administrator to check task updates. It should be the responsibility of the project manager (status manager in MS Project) who is accountable for the project status/tracking to approve the status update. 

    I'd suggest to let the project managers approve the task updates for their projects, then either set the timesheet approval automatic by setting users as their own timesheet managers (as it is by default) or set the administrator as timesheet manager for all users so he can approve all timesheets.


    Hope this helps,


    Guillaume Rouyre, MBA, MVP, P-Seller

    Tuesday, October 4, 2016 8:46 AM
    Moderator
  • Guillaume,

    The Administrator is also the hierarchical superior of the Projects Managers...

    PS: We are using SEM.
    • Edited by WLID1966 Tuesday, October 4, 2016 12:18 PM
    Tuesday, October 4, 2016 12:16 PM
  • Thus you should let the project managers approve status updates on tasks, and then set the administrator as the timesheet manager for all users, so he can approve all timesheets. Note that you can bulk update the timesheet manager for all users from the resource center.

    Hope this helps,


    Guillaume Rouyre, MBA, MVP, P-Seller

    Tuesday, October 4, 2016 12:31 PM
    Moderator