New supervisor change in middle of timesheet period

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  • Updated 2 years ago
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We have staff moving between offices which means supervisors change when they relocate.  However, if this move is done in the middle of a time period, only the new supervisor is able to approve the timesheet.  Shouldn't both the previous supervisor and the new supervisor both have to approve the timesheet. For example, we have month long timesheets and on Nov. 16 a staff moved offices. Her time through the 15th needs to be approved by her previous supervisor and from Nov. 16 on it needs to be approved by the new supervisor. When we enter the end date and start date for the supervisor the only change that occurs is the timesheet needs to be approved by the new supervisor. This is an error and both should have to approve.

-L
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Lisa Blankenship

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Posted 3 years ago

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Lingaraj Dharwad, Product Champion

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Hi Lisa,

Good to hear from you again. 

At the moment timesheets cannot be split between 2 supervisors. How often is that you are faced with such a situation? 

Regards,
Lingaraj
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Lisa Blankenship

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Right now we average around 5 to 10 a month...but in coming months this will increase as some project end and new ones begin.
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Charlene Eriksen, Product Manager

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Hi Lisa,

We were just reviewing this post and noticed you mentioned projects starting and ending. Have you considering using project manager approvals instead of or with supervisor approvals? If there are two projects on one timesheet, each of the project managers will need to approve.

Let me know your thoughts on this.

Thanks,
Charlene
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Lisa Blankenship

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This will not work for us. I think I might need to clarify some more though. The way we work is that each person has a supervisor who approves their timesheets for that office.  Sometimes we have multiple projects in one office but that staff only has one supervisor even if they report on multiple projects.  (This is why the project manager approvals do not work for us.  We actually use the project manager role to be what we call chief of party or country director as they would oversee the entire office/department). 

The scenario I give has more to do with staff moving between offices or departments. In these cases, the supervisor of record changes with the move.  So if a staff member moves physical office location or their roles within the current office changes, then their supervisors will also change.  This sometimes happens mid month and we need both supervisors to be able to approve the timesheet.  

For example, if I am a driver and John Doe is my supervisor he would normally approve my timesheet.  If on the 15th of the month I become an Administrative Assistant and my supervisor becomes Pam Smith, then for that month I need John and Pam to both approve my timesheet.

Another example, I work for our JSI/Dar Es Salaam office and John Doe is my supervisor and on the 15th I transfer to our CHSS/Dar Es Salaam office and Pam Smith becomes my new supervisor.  I would need both John and Pam to approve the timesheet.

I hope this helps :)
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Lingaraj Dharwad, Product Champion

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What is the workaround you are currently using in such situations? 
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Lisa Blankenship

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I have to create a new timesheet approval path with the old supervisor on it.  Then assign it to the user so that two supervisors show.  This is troublesome because I end up with multiple paths due to combinations of supervisors. I then have to remember to set this before the end of the timesheet period and put it back after they submit. (Our user import run nightly and will reset the path each night otherwise.)
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Lingaraj Dharwad, Product Champion

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Hi Lisa,

Thank you for sharing that work around. I will check with the PM team to see if they have plans around allowing a single timesheet to be approved by multiple supervisors. 

Thanks,
Lingaraj
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Nuno Ferreira, Champion

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We also have this problem and reported it in the past to Replicon.

The suggested workaround was to "get all timesheets approved before changing supervisors".

The same happens with project managers.

Regards,
Nuno
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John C Findley

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We have a similar issue.
Additionally, when an employee is promoted or relocated to a different department, all timesheet data associated with the employee is placed in the new department.
I believe that a table capturing historical data may be required for both instances.
If the table included effective and end dates and were linked to the respective dates within the time sheet, this may eliminate some issues.
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Charlene Eriksen, Product Manager

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Hi everyone,

Thanks for your input on this issue. Lisa, the workaround you are doing does sound a bit painful! Let me do some thinking on it and get back to you.

Thanks,
Charlene