Time Tracking

Time Tracking

SpiraPlan includes a powerful time tracking system that lets users submit their time spent against assigned tasks and incidents, with timesheet managers able to review and approve timesheets as needed. SpiraPlan includes a wide variety of timesheet reports that can be used for resource management and billing purposes.

Timesheet Overview Timesheet Submission Timesheet Review & Approvals Timesheet Reporting

Timesheet Overview

SpiraPlan’s timesheets functionality lets users track how much time they have spent on incidents and tasks across all their products. They can record time against each artifact for a given day in the current week. This time data is used to update the effort recorded against each artifact as well as being available to report on by specific date. Users can also easily see timesheets from the past and make changes as needed. Timesheet managers can review and either approve or reject timesheets as needed to ensure all organizational rules and processes are followed.

Timesheet Submission

The SpiraPlan timesheet functionality lets users create timesheets for the current and previous weeks, adding any of the tasks or incidents that have been assigned to them to the current timesheet. Users can enter in the time spent per task or incident per day. This information is stored as part of the timesheet so that managers and customers can see the time spent per day on a given task.

When the timesheet is submitted, SpiraPlan will automatically create artifact and daily totals for the time spent. The new submitted timesheet is now ready to be viewed by the timesheet manager.

The user can always choose the option to view all their timesheets in a sortable, filterable grid. The grid supports multiple queries and filters to make it easy for users to find the desired timesheet.

In addition to the time spent being recorded in the timesheet, SpiraPlan also updates the actual effort in the relevant product artifacts in real-time. That way the project managers can see the total time spent working on any given task or incident, and compare the projected effort with the original estimation.

SpiraPlan also lets you drill down one level further using the History tab and see the individual time entries on the task or incident, one entry per submitted timesheet.

This lets you see the impact of each timesheet on a particular task or incident.

Timesheet Review & Approvals

SpiraPlan includes full timesheet management functionality, with the ability for timesheet managers to view the submitted timesheets from members of the organization.

The timesheet managers can easily click on any of the rows in the grid, which will then display the details of the timesheet for them to review. From here they can either Approve or Reject the timesheet based on what the user submitted.

For example, the submitter may have accidentally submitted more hours per day than is allowed by company policies, or submitted time against a non-working day. The timesheet manager can reject the timesheet with a comment to explain it has been rejected:

Once the timesheet has been corrected, the end user can resubmit the timesheet for approval, and the timesheet manager can mark it as approved.

Once approved, the timesheet can no longer be edited and is now part of the audit trail of the system for a time management and billing standpoint.

Timesheet Reporting

SpiraPlan makes the timesheets available for reporting using a variety of different reports. For example, there is a timesheet submission report that will display the time submitted by date, per user:

For those customers that are looking to invoice customers based on a specific billing account, you can use the SpiraPlan custom properties to create custom billing accounts, and then generate a timesheet report based on these billing accounts and projects: