Turning off Timesheets for Active Resources

Suggest you use one/both of these features:

• Zero Hour Timesheets
• Automatic Timesheets based on Planned Allocations and Standard Activities

https://success.planview.com/Planview_Portfolios/Projects_and_Work/Execute_and_Track_Progress/300_Work_Progress_and_Status/003_Understanding_the_Progressing_Engine/Progressing_Engine_Timesheet_Entry_and_Generation_Options

​@JWilliams24 I have a challenge with this as well. I had a set of users who had previously reported time and no longer needed to and still show as active. What I ended up doing for the time being was create a new user role for this group, in role features under Track Billing + Expenses and unchecked Report Time features. This removed the timesheet option from the menu, the downside is these individuals still show up as having overdue timesheets until we submit this with zero hours. I also removed the association to the resource org structure in the user profile; however, this was because we were not accounting for capacity, and this removed them from reports when reporting by resource org structures. Given the section in user profile is called “Associated Resource to which this user reports time information” I thought this would stop these resources coming up in overdue timesheets, but it did not. I have not found a 100% solution for the overdue timesheet notifications to go away. 

​@LeannaM I found a improvement to vote on.  But yes this is a HUGE problem 

Portfolios Continuous Enhancement Campaign - View Idea

Timesheets will be “notified” as late/overdue when the RESOURCE (not the user) is active and a timesheet has not been submitted for the period. A Resource is active when they have an Employment Start date that is after today (or this field is blank) and they don’t have an Employment End date that is historical. Any changes to the USER, like user role, will not impact the overdue timesheet logic.

If a resource has left the organisation and/or you no longer want to consider a resource as available capacity then the employment End date should be entered.

If a resource is an “occasional” worked on projects and you want to collect the time they work on projects then you can either:

• Use Auto timesheets based n allocations to automatically collect hours worked based on allocations
• Or set the resource for auto generation of zero hours timesheets and manage the exceptions (collect occasional hours worked) with manual entry of timesheets
  
  ​@LeannaM and ​@JWilliams24 recommend you look these options as they will solve your challenges.

​@JWilliams24 ​@LeannaM - I agree with you both that it would be nice to be able to identify active time reporters with something other than employment dates or the need to autofill timesheets.  I have voted on the enhancement Leanna mentioned above but here is another enhancement request that takes a bit of a different approach to the situation: https://e1.spigit.com/e1prmcontinuous/Page/ViewIdea?ideaid=1222

Best regards

Pam Sargent

​@pamela.sargent Thank you! I just voted on that enhancement as well. A few years ago, one of the cloud operations folks from Planview created a report tile for me in Resources so that I could monitor for those resources who have not submitted a timesheet yet. This has been helpful to catch those with overdue timesheets before it gets too far down the line unnoticed. 

​@mlea If I am reading correctly, under Progressing Options: Create Timesheet with zero hours...if set to “Create timesheets that have zero hours for all resources without assignments within portfolio”, and only one portfolio is selected, can you confirm that no other timesheets will create zero-hour timesheets for any other resources when they do not have assignments. I’m going to run a test in sandbox as well but still wanted to check.

​@LeannaM & ​@pamela.sargent,

We use a custom attribute to identify active timesheet users. A simple Timesheet = Y/N flag could work in this case, as it would allow you to easily create a portfolio to generate 0-hour timesheets for users marked with this flag.

It’s a workaround, of course, but I honestly doubt that any native solution, such as using something different than the employment date will be rolled out anytime soon.

Bests, 

Michal