{"id":11833,"date":"2020-03-26T17:25:10","date_gmt":"2020-03-26T22:25:10","guid":{"rendered":"https:\/\/blog.planview.com\/?p=11833"},"modified":"2020-03-27T13:33:29","modified_gmt":"2020-03-27T18:33:29","slug":"capturing-actuals-in-2020-who-said-timesheets-are-passe","status":"publish","type":"post","link":"https:\/\/blog.planview.com\/capturing-actuals-in-2020-who-said-timesheets-are-passe\/","title":{"rendered":"Capturing Actuals in 2020: Who Said Timesheets are Pass\u00e9?"},"content":{"rendered":"<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-13300\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Are-Timesheets-Passe\u0301.jpg\" alt=\"Are-Timesheets-pass\u00e9\" width=\"800\" height=\"450\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Are-Timesheets-Passe\u0301.jpg 800w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Are-Timesheets-Passe\u0301-300x169.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Are-Timesheets-Passe\u0301-768x432.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Are-Timesheets-Passe\u0301-750x422.jpg 750w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/p>\n<p><em>\u201cTimesheets are pass\u00e9.\u201d<\/em><\/p>\n<p><em>\u201cNobody wants to do a timesheet!\u201d<\/em><\/p>\n<p><em>\u201cAgile teams don\u2019t report time!\u201d<\/em><\/p>\n<p>But\u2026<\/p>\n<p><em>\u201cAll of this capitalization stuff is being pushed very hard by finance.\u201d<\/em><\/p>\n<p><em>\u201c[So we need] rigorous timekeeping against work.\u201d<\/em><\/p>\n<p>You may be thinking that I\u2019ve collected these quotes from a variety of Planview customers, but the reality is that these are quotes from within Planview!\u00a0 How can that be? Are timesheets a relic of our traditional past? Or, do they provide critical data to finance and accounting (and by that, I mean data that can increase profits and allow for increased investment funding)?<\/p>\n<p>Well, the answer is really both. There is no doubt that timesheets are a critical data point that impacts the bottom line; but at the same time tracking actuals must be easy and cannot impact productivity. That said, finding the balance between tracking time, minimizing the loss of productivity (not to mention team morale), and layering in the right level of governance can be a challenge.<\/p>\n<p>What is the right answer? And, is it the same for every organization or even the same for everyone within a single organization?<\/p>\n<p>Yes, you already know the answer \u2013 one size never fits all \u2013 so you really need a set of options that aligns to your specific usage and requirements \u2013 both of which can vary considerably within the company.<\/p>\n<p><a href=\"https:\/\/info.planview.com\/role-based-demo-ppm-pro-team-member-_demo-on-demand_prm_en_reg.html?_ga=2.140059315.1249951885.1580142032-1343202343.1565972569+%27%5bPRM%20CTA%20Inventory.xlsx%5dSheet1%27!$J$12:$R$107\" target=\"_blank\" rel=\"noopener noreferrer\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-13326 size-full\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_PPM-Pro-team-800x200.jpg\" alt=\"planview-team-member-demos-2020_PPM-Pro-team\" width=\"800\" height=\"200\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_PPM-Pro-team-800x200.jpg 800w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_PPM-Pro-team-800x200-300x75.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_PPM-Pro-team-800x200-768x192.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_PPM-Pro-team-800x200-750x188.jpg 750w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/a><\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/blog.planview.com\/capturing-actuals-in-2020-who-said-timesheets-are-passe\/#Capturing_actuals_in_a_changing_world\" >Capturing actuals in a changing world<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/blog.planview.com\/capturing-actuals-in-2020-who-said-timesheets-are-passe\/#Implementing_automatic_timesheets\" >Implementing automatic timesheets<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/blog.planview.com\/capturing-actuals-in-2020-who-said-timesheets-are-passe\/#How_can_the_effort_be_determined\" >How can the effort be determined?<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Capturing_actuals_in_a_changing_world\"><\/span>Capturing actuals in a changing world<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>You may be thinking that with more and more teams adopting Lean\/Agile principles, a traditional timesheet just won\u2019t cut it. The good news is that timesheets have also been evolving. Perhaps without as much fanfare and excitement as the adoption of new Lean\/Agile methodologies, but time reporting hasn\u2019t stood still \u2013 although I admit that innovations in time reporting don\u2019t always make the headlines.<\/p>\n<p>However, after reading this post, you may think time reporting should make the headlines!\u00a0 Well, maybe it\u2019s not that exciting, but before you stop reading let me provide a quick overview.\u00a0 I\u2019d guess you think you either have people enter timesheets or you don\u2019t. I assure you, that\u2019s no longer the whole story.<\/p>\n<p>There are time reporting options for you \u2013 whether you work in a traditional, Lean\/Agile, or hybrid world. And, don\u2019t worry if your organization requires more (or less) governance as you can adjust governance as needed. We certainly recognize those needs are often defined in conflicting ways by your various stakeholders, as finance &amp; accounting often have requirements that can differ from other areas.<\/p>\n<p>To accommodate these needs, time tracking can be done in a variety of ways ranging from the traditional timesheet to a fully automated process. The even better news is that you can pick and choose a combination of time reporting and governance options based on requirements within your organization. At a high-level, you have more options now than ever before. Specifically:<\/p>\n<ul>\n<li>Automatic timesheets with traditional project planning (i.e., actuals based on planned work)<\/li>\n<li>Automatic timesheets in Lean\/Agile organizations (i.e., actuals based on card movement on a Kanban board)<\/li>\n<li>Manager-level timesheets (i.e., summary time tracking by a team\u2019s manager)<\/li>\n<li>Individual timesheets<\/li>\n<\/ul>\n<p><a href=\"https:\/\/info.planview.com\/role-based-demo-e1-for-team-member-_demo-on-demand_prm_en_reg.html?_ga=2.177422373.1249951885.1580142032-1343202343.1565972569\" target=\"_blank\" rel=\"noopener noreferrer\"><img loading=\"lazy\" decoding=\"async\" class=\"alignnone wp-image-13327 size-full\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_E1-team-800x200.jpg\" alt=\"\" width=\"800\" height=\"200\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_E1-team-800x200.jpg 800w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_E1-team-800x200-300x75.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_E1-team-800x200-768x192.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/planview-team-member-demos-2020_E1-team-800x200-750x188.jpg 750w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"Implementing_automatic_timesheets\"><\/span>Implementing automatic timesheets<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Let\u2019s start with what you probably didn\u2019t expect: <strong>Automatic Timesheets<\/strong>.<\/p>\n<p>You may be thinking that this is just a trick to get you to read this section before the subsequent bait and switch, but it\u2019s true!<\/p>\n<p>On the traditional side of the house, where you\u2019re using resource management to plan upcoming project\/maintenance work, it\u2019s now possible to simply convert the planned assignments to timesheet actuals.\u00a0 While this relies on the accuracy of the planned work, individuals and managers can also submit time on an exception basis when the planned work differs from what actually happened. Further along the process, individuals and managers can go in and tweak any automatic entry if desired.<\/p>\n<p>And, if finance is worried about accuracy, a quick manager approval can be added to the process to ensure the actuals are correct \u2013 so there\u2019s nothing to worry about.<\/p>\n<p>On the <strong>Lean\/Agile<\/strong> side, we have a more innovative time reporting option \u2013 and I have to say I wish it had been my idea!<\/p>\n<p>What if we translate movement of cards on a Planview AgilePlace<sup>TM<\/sup> Kanban board into actual effort on timesheets? While that might sound like black-magic, it\u2019s actually a really great, intuitive process (with a little magic under the covers). You can find more information on the <a href=\"https:\/\/blog.planview.com\/costing-agile-and-capitalization-faq-part-i\/\">Costing Agile Blog<\/a>.<\/p>\n<p>How does this work?\u00a0 And what about Operational Expenses or Capital Expenditures?<\/p>\n<p>Accounting standards are complex, but at a high-level, lanes within the Kanban board can be categorized by type of work (e.g., plan, build, support, etc.). When the parent epic is in one of those lanes and the child cards are also in designated lanes allowing capitalization, then that effort will be put into the correct CapEx\/OpEx bucket for your finance department.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"How_can_the_effort_be_determined\"><\/span>How can the effort be determined?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>In short, as cards are worked, the movement between lanes on the Kanban board, along with the number of active cards for an individual, will drive actuals that are automatically loaded onto a traditional timesheet which includes CapEx\/OpEx categories.<\/p>\n<p>Of course, a few more things must come into play to get the accuracy required by finance\/accounting.\u00a0 In addition to the number of cards a person is working and the time each card spends in an active lane, the process also looks at the person\u2019s available time. That last part is a bit complex in that it must factor in holidays and planned time-off while also providing a way to handle unexpected time away (as it\u2019s critical to get OpEx\/CapEx splits correct). The good news is that those are all taken into account without your users ever touching an actual timesheet!<\/p>\n<h3>Working with manager-level timesheets<\/h3>\n<p>What if you\u2019re not ready for automated timesheets, but don\u2019t want team-members to submit individual timesheets?<\/p>\n<p>In this case, Planview Portfolios<sup>TM<\/sup> provides managers with the ability to submit high-level timesheets on behalf of their team members. They can simply start with a group of people, use the <strong>Portfolio Timesheet<\/strong> which shows planned work by period for everyone. Then, they can adjust to the planned time and submit one or more timesheets with the click of a button. This allows reporting time for the entire period by percentage (rather than typing hours into daily buckets) which can satisfy most governance needs with minimal effort.<\/p>\n<figure id=\"attachment_13301\" aria-describedby=\"caption-attachment-13301\" style=\"width: 1108px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" class=\"wp-image-13301 size-full\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Portfolio-Timesheet.jpg\" alt=\"Portfolio-Timesheets-for-manager-level-time-reporting\" width=\"1108\" height=\"499\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Portfolio-Timesheet.jpg 1108w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Portfolio-Timesheet-300x135.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Portfolio-Timesheet-768x346.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Portfolio-Timesheet-1024x461.jpg 1024w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Portfolio-Timesheet-750x338.jpg 750w\" sizes=\"auto, (max-width: 1108px) 100vw, 1108px\" \/><figcaption id=\"caption-attachment-13301\" class=\"wp-caption-text\">Portfolio Timesheets for Manager-level time reporting<\/figcaption><\/figure>\n<p>You can learn more about Portfolio Timesheets and reporting time for your team by viewing the <a title=\"\" href=\"https:\/\/youtu.be\/yjF7CxLjAu4\" target=\"_blank\" rel=\"noopener noreferrer\">Planview Portfolios r16 \u2013 Team based Time Reporting video<\/a>.<\/p>\n<h3>Using the traditional timesheet<\/h3>\n<p>Last but not least, we have <strong>traditional timesheets.<\/strong><\/p>\n<p>I know most people don\u2019t want to submit a timesheet, but it only takes a few minutes per week. If you work in an organization that\u2019s billing other departments or has a high level of governance then this may be the best option.\u00a0 But remember, you can combine any of the above methods in a single environment if you\u2019d like \u2013 to focus your effort where it needs to be \u2013 rather than on everyone (which no one appreciates).<\/p>\n<p>I should also mention that while much talk these days is around Lean\/Agile work, traditional time reporting by far is the most common use-case that I see.\u00a0 Basically, at the end of the week, you log into your timesheet either from your computer or mobile device.\u00a0 You then see your planned work, add anything that wasn\u2019t planned and plug in your time.<\/p>\n<p>It\u2019s not sexy, but at 5-10 minutes per week, it barely slows your exit to the weekend!<\/p>\n<figure id=\"attachment_13302\" aria-describedby=\"caption-attachment-13302\" style=\"width: 1342px\" class=\"wp-caption alignnone\"><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-13302\" src=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Traditional-Timesheet.jpg\" alt=\"traditional-timesheet-for-capturing-actuals\" width=\"1342\" height=\"356\" srcset=\"https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Traditional-Timesheet.jpg 1342w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Traditional-Timesheet-300x80.jpg 300w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Traditional-Timesheet-768x204.jpg 768w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Traditional-Timesheet-1024x272.jpg 1024w, https:\/\/blog.planview.com\/wp-content\/uploads\/2020\/03\/Traditional-Timesheet-750x199.jpg 750w\" sizes=\"auto, (max-width: 1342px) 100vw, 1342px\" \/><figcaption id=\"caption-attachment-13302\" class=\"wp-caption-text\">Traditional Timesheet for Capturing Actuals<\/figcaption><\/figure>\n<h3>Layering on governance<\/h3>\n<p>While I\u2019ve mentioned it above, I do want to highlight that all of these options can have a little extra governance layered into the process as required. You can ask managers to manually approve (or disapprove by exception for the fully automatic option) some or all of the timesheets. That process involves a quick look and an approval (or disapproval) with the click of a button, on either your desktop or mobile device.\u00a0 If something is not correct, you can adjust it or send it back to the person submitting it to make a correction.<\/p>\n<h3>So, are timesheets are pass\u00e9?<\/h3>\n<p>Not in the least!<\/p>\n<p>They may not be headline-grabbing, but timesheets continue to provide critical information about the work being done which can then be used to drive innovation and split costs into CapEx &amp; OpEx buckets, directly impacting the bottom line. Now, you have more options than ever, so think about what you need and choose the option (or combination of options) that makes life as easy as possible while providing the data and governance your various stakeholders need.<\/p>\n<p>Learn more about time reporting by viewing either the <a title=\"\" href=\"https:\/\/info.planview.com\/role-based-demo-ppm-pro-team-member-_demo-on-demand_prm_en_reg.html?_ga=2.140059315.1249951885.1580142032-1343202343.1565972569+%27%5bPRM%20CTA%20Inventory.xlsx%5dSheet1%27!$J$12:$R$107\" target=\"_blank\" rel=\"noopener noreferrer\">Planview PPM Pro Team Member Role Based Demo<\/a> or the <a title=\"\" href=\"https:\/\/info.planview.com\/role-based-demo-e1-for-team-member-_demo-on-demand_prm_en_reg.html?_ga=2.177422373.1249951885.1580142032-1343202343.1565972569\" target=\"_blank\" rel=\"noopener noreferrer\">Team Member Experience in Planview Portfolios Role Based Demo<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>\u201cTimesheets are pass\u00e9.\u201d \u201cNobody wants to do a timesheet!\u201d \u201cAgile teams don\u2019t report time!\u201d But\u2026 \u201cAll of this capitalization stuff is being pushed very hard by finance.\u201d \u201c[So we need] rigorous timekeeping against work.\u201d You may be thinking that I\u2019ve collected these quotes from a variety of Planview customers, but the reality is that these&#8230;<\/p>\n","protected":false},"author":63,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_editorskit_title_hidden":false,"_editorskit_reading_time":0,"_editorskit_is_block_options_detached":false,"_editorskit_block_options_position":"{}","footnotes":""},"categories":[35,477],"tags":[],"class_list":["post-11833","post","type-post","status-publish","format-standard","hentry","category-pmo-project-management-organizations","category-vision-trends"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Capturing Actuals in 2020: Who Said Timesheets are Pass\u00e9? - Blog | Planview<\/title>\n<meta name=\"description\" content=\"Are timesheets a relic of our traditional past? 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