Hours accepted for a project task that the user is no longer a member of in Gen3 custom timesheet

  • 1
  • Problem
  • Updated 3 months ago
  • Acknowledged
We recently moved to Gen3 and the custom template for timesheets and we have encountered an issue that would not be allowed in Gen2 and the standard template.

If a user has been assigned to the wrong Project Task and has assigned hours to this task, the system doesn't generate an error when the user is moved to the correct task i.e.

Current Timesheet:
  1. Add the user to a Project Task A
  2. Logon as the user and assign hours to Task A (make sure the timesheet is saved)
  3. Return to administrator account and remove the user from Project Task A
  4. Re-logon as the user and assign more time to Task A - BUT THE USER IS NOT A MEMBER OF THIS TASK TEAM.  The system accepts further hours assigned to this task
If this was Gen2, the system would have greyed out the days and the user would not have been allowed to add time to this task.
But with Gen3, no checking is done and this timesheet can be submitted without raising an error.

Raised this with support and initially it was regarded as "working as expected".

The issue was first raised on the previous timesheet and because its was an already approved timesheet, it was stated by support that it is correct behaviour because you cannot change billable data. But it is the same issue with a current timesheet that hasn't been submitted!!
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Ann McWhirter

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Posted 3 months ago

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Vinodh.V, Community Moderator

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Hello Ann,

Thank you for posting in Replicon Community.

We understand that the system allows a user, continue to enter time on the project, even if the user is removed from the project team, on the current timesheet.

This is already raised internally, based on the conversation that you had with our support team member, and our Product Management team is looking into this.

Currently, we do not have an ETA, as when this functionality will be made available.

We appreciate your efforts and time to post this in Community.

Regards,

Vinodh.V
(Edited)
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Ann McWhirter

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I related issue (I think) is that if a task has an expiry date, the user can still enter data passed the expiry date. Although the system displays an error the user (for some reason) has not adjusted his timesheet. This has caused us issues on project totals as the hours are still included in the "live" data even though the timesheet is invalid.  If the task is expired, can we force any entry past the expiry date to zero hours? We have encountered this issue with a number of our engineers who are quickly filling in their timesheet at the end of the day and miss the error displayed.

Also, if a task is CLOSED during the timesheet period, there is no error displayed and the user can still book time to it.  This is a bigger issue I think.

In summary, as soon as a task is listed in a timesheet, there seems to be little control on what days the user can book time to it. OK an error message may or may not be displayed but it doesn't prevent a user from booking time to it and hence obscuring the "live" data. In the old gen2 standard timesheet template, the cells would be greyed out to prevent the user from booking time to it, which is how the system should work. Now its proving to be problematic in that a user is confused on what days is available for booking his time to and when to look for another task as his PO budget has run out!!   And these issues are being raised by our more senior engineers who know how the system should work.
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Vinodh.V, Community Moderator

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Hello Ann,

Thank you for the detailed information about the problem.

To answer your first question, users able to enter time before and after the project/Task start, and end date can be restricted using "Timesheet validation rule".

Validation rule name: "Project/Task Start & End Dates".

This validation with the workflow added to the timesheet template will take care of the inconvenience.

Sample:



The second issue reported is related to the primary problem.

Suggestion:

If you can set up the estimated hours for the task, the system can ensure, none of the users can go beyond the defined hours, and this is again achievable via "Timesheet validation rule".

Validation rule name: Project/Task Estimates

Sample: 



Thank you for your time and patience.

Regards,

Vinodh.V
(Edited)
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Ann McWhirter

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This reply was created from a merged topic originally titled Gen3 custom timesheet template - user can book hours past task expiry dates and c....

This issue is related to anther post that I raised regarding a user being able to book time to a task that he was but no longer a member of. In this instance no error was displayed at all!!

The related issue (I think) is that if a task has an expiry date, the user can still enter data passed the expiry date. Although the system displays an error the user (for some reason) has not adjusted his timesheet. This has caused us issues on project totals as the hours are still included in the "live" data even though the timesheet is invalid.  If the task is expired, can we force any entry past the expiry date to zero hours? We have encountered this issue with a number of our engineers who are quickly filling in their timesheet at the end of the day and miss the error displayed.

Also, if a task is CLOSED during the timesheet period, there is no error displayed and the user can still book time to it.  This is a bigger issue I think.

In summary, as soon as a task is listed in a timesheet, there seems to be little control on what days the user can book time to it. OK an error message may or may not be displayed but it doesn't prevent a user from booking time to it and hence obscuring the "live" data. In the old gen2 standard timesheet template, the cells would be greyed out to prevent the user from booking time to it, which is how we expect the system to work. Now its proving to be problematic in that a user is confused on what days is available for booking his time to a particular task and when to look for another task as his PO budget has run out!!   And these issues are being raised by our more senior engineers who know how the system should work.