Timesheet tasks

Use timesheet tasks to create the tasks used for entering timesheets for <office> project task, and project tasks. Timesheets tasks are used when entering Timesheets, and within each Sub Project when using the Resource & Capacity Management module (Resource Management is available to Synergy Enterprise clients only).

Getting Started

Set up required before use	Who can use it?	Where is it?
Create Office Sub Projects	Administrator System Administrator	Default data > Timesheet Tasks

Project Tasks

Project tasks are available for entering timesheets to describe the project work completed.  The list defined in this function is available by default for all timesheet users. Timesheet entry requires that the user enter a Project, Sub Project, and a Task, where the task is the activity they were completing for the sub project. 

Examples

Office sub project	Timesheet task
PROJECT	Design; drafting; inspection; meeting; QA; report; research

Items to note about Project Tasks

• The tasks added in timesheet tasks list are available for all Projects for timesheet entry by default.
• The project tasks defined here are also the default task list within the sub project > tasks tab. The Sub Project Tasks are used in the Resource & Capacity Management module (available for Synergy enterprise clients only). NEW 4.8
• Custom project tasks can be added against each Sub Project, for unique or one-off tasks for that sub project. Learn more about adding custom Sub Project tasks. NEW 4.8
• The custom list of tasks can be configured to be shown for timesheet entry for that project. This setting will override this default task list defined in Default Data > Timesheet Tasks List.
• The Task description entered must be unique within each <office>, project, or sub project group. i.e. There cannot be two tasks linked to the 'PROJECT' option called Client Liaison. However Client Liaison can be entered linked to both the 'PROJECT' group and an <Office> Sub Project Group.

Non-Project Tasks

Time not associated with a project is entered against the <Office> project within Timesheets. The <Office> project is a default project created by Synergy, used to track time spent on internal company tasks, that are not linked to any project.  The time allocated to the <Office> project can be viewed in reports. Split the <Office> tasks into groups to be able to monitor the time spent on each type of internal task separately.

Example 1

The following is an example of grouping all non-project related time together into one office sub project group:

Office sub project	Timesheet task
Administration OR Non-project OR Non-billable	Staff meetings; training; general duties; accounts; IT; management

Example 2

The following is an example of grouping non-project time into individual sub projects, and linking the required tasks:

Office sub project	Timesheet task
Non-project	General duties; accounts; IT; management
Support staff	Accounts; month end; IT; clerical; filing
Professional Development	Uni; TAFE; seminar; workshop; internal course
Management	Meeting; planning; accounting
HR/Recruitment	Interviews; reviews;
Marketing	Web design; brochures; client meeting

Allocation of Leave time

There is a default <Office> sub project called Leave.  The following default tasks can be deleted (if unused), renamed or made inactive:

Office sub project	Timesheet task
Leave	Annual; Sick; Public; Time in Lieu; Bereavement; Long Service; Without pay; Parental

Create Tasks

1. Click into the white area under the description column heading.

   

2. Type a description for the task.
3. Select the Office sub project this task will belong to.
4. Save.

Delete Tasks

Timesheet tasks can be deleted if they have not already been used within any Project/Sub Project budgets.

To delete a project task

1. Select the task in the list.
2. Click the delete button in the toolbar.
3. The list will refresh to show the task has been removed.

Create Office Sub Projects

Where is it? Default data > Office sub projects

Create any additional Office sub projects.  By default Leave and the PROJECT sub projects are already in the system and cannot be made inactive.

1. Click into the white area under the Office sub project column heading.
2. Type a name for the Office sub project.
3. Save .

Utilised yes or no

As new tasks are created they will automatically pick up whether or not they are a utilised task based on the Office sub project chosen.

Project tasks

By default as new tasks are created, they are set as Utilised, which essentially means they are productive and count towards a persons productivity calculation in the Utilisation report, My Utilisation plugin and Utilised Hours Management Reports.  Therefore if there are specific tasks not oncharged to your client such as proposal time, then the task could be made not Utilised.

Non-Project tasks

Similarly, the new tasks created against any Office sub project other than PROJECT will be set to not utilised.  Therefore any time booked to these non utilised tasks will be excluded from the Utilisation reports.

Want to learn more?

Looking for more help? Try reviewing the following Default Data topics: View Topics

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