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Timesheet Workflows

This guide provides detailed workflows for common timesheet operations, helping users efficiently manage their time tracking, approvals, and related tasks within the Stratpoint Timesheet Application.

Daily Time Entry Workflow

Morning Routine

Step 1: Review Previous Day 1. Log into the timesheet application 2. Navigate to the Dashboard 3. Check for any missing entries from the previous day 4. Review pending approvals or rejections

Step 2: Plan Your Day 1. Check your project assignments 2. Review scheduled meetings and tasks 3. Identify billable vs. non-billable activities 4. Note any special circumstances (remote work, client site, etc.)

During the Day

Real-time Time Tracking:

flowchart TD
    A[Start Work Activity] --> B[Note Start Time]
    B --> C[Work on Task]
    C --> D[Task Complete?]
    D -->|No| C
    D -->|Yes| E[Note End Time]
    E --> F[Log Time Entry]
    F --> G[Next Activity?]
    G -->|Yes| A
    G -->|No| H[End of Day]

Quick Time Entry Process: 1. Access Time Entry - Click "Log Time" from dashboard - Or navigate to Timelogs > Add New

  1. Select Date and Time
  2. Choose the work date
  3. Enter start time (e.g., 9:00 AM)

  4. Enter end time (e.g., 12:00 PM)

  5. Choose Project and Task

  6. Select assigned project from dropdown
  7. Choose appropriate task type

  8. Verify project allocation

  9. Add Description

  10. Describe work performed (minimum 10 characters)
  11. Include specific deliverables

  12. Mention any blockers or achievements

  13. Set Additional Details

  14. Location: office, remote, client site
  15. Tags: for easy categorization

  16. Ticket number: if applicable

  17. Save Entry

  18. Click "Save" to store the entry
  19. Entry status will be "Pending"

End of Day Routine

Daily Review Process: 1. Verify All Time is Logged - Check total hours for the day - Ensure no gaps in time tracking - Verify all activities are captured

  1. Review Entry Quality
  2. Check descriptions are meaningful
  3. Verify correct project assignments

  4. Ensure proper categorization

  5. Submit for Approval

  6. Review all pending entries
  7. Submit completed day for approval
  8. Note any special circumstances

Weekly Timesheet Submission

Weekly Planning

Monday Morning Setup: 1. Review Previous Week - Check approval status of last week's entries - Address any rejections or requests for changes - Verify all time is accounted for

  1. Plan Current Week
  2. Review project assignments
  3. Check for any schedule changes
  4. Note holidays or planned time off

Mid-Week Management

Wednesday Check-in: 1. Progress Review - Verify time entries are up to date - Check project hour allocation - Identify any issues early

  1. Adjustment Planning
  2. Plan for any overtime or undertime
  3. Coordinate with project managers
  4. Adjust remaining week schedule

End of Week Submission

Friday Afternoon Process:

sequenceDiagram
    participant E as Employee
    participant S as System
    participant M as Manager

    E->>S: Review week's entries
    S->>E: Display time summary
    E->>S: Make final adjustments
    E->>S: Submit for approval
    S->>M: Send approval notification
    M->>S: Review and approve/reject
    S->>E: Send approval confirmation

Submission Checklist: - [ ] All 5 days have time entries - [ ] Total hours meet expectations (40 hours standard) - [ ] All descriptions are complete and professional - [ ] Project allocations are correct - [ ] Any overtime is properly documented - [ ] Special circumstances are noted

Approval Workflow (For Managers)

Daily Approval Routine

Morning Approval Process: 1. Check Pending Approvals - Review dashboard for pending items - Sort by priority or deadline - Check for urgent submissions

  1. Review Individual Entries
  2. Verify time allocation is reasonable
  3. Check description quality
  4. Confirm project assignments

  5. Look for any anomalies

  6. Approval Actions

  7. Approve: For satisfactory entries
  8. Request Changes: For entries needing clarification
  9. Reject: For entries with significant issues

Bulk Approval Process

Weekly Bulk Operations: 1. Filter and Sort - Filter by team members - Sort by submission date - Group by project or time period

  1. Batch Review
  2. Review multiple entries simultaneously
  3. Look for patterns or inconsistencies

  4. Verify team utilization

  5. Bulk Actions

  6. Select multiple entries
  7. Apply bulk approval for standard entries
  8. Handle exceptions individually

Handling Rejections

Rejection Process: 1. Identify Issues - Insufficient description - Incorrect project assignment - Time allocation concerns - Missing information

  1. Provide Clear Feedback
  2. Explain specific issues
  3. Suggest corrections

  4. Set expectations for resubmission

  5. Follow-up

  6. Monitor resubmissions
  7. Provide additional guidance if needed
  8. Escalate persistent issues

Leave Request Workflow

Planning Leave

Advance Planning Process: 1. Check Leave Balance - Review available leave days - Consider accrual schedule - Plan around project deadlines

  1. Coordinate with Team
  2. Discuss with project manager
  3. Arrange coverage if needed
  4. Consider team workload

Submitting Leave Request

Leave Request Steps:

flowchart TD
    A[Plan Leave Dates] --> B[Check Leave Balance]
    B --> C[Submit Leave Request]
    C --> D[Manager Review]
    D --> E{Approved?}
    E -->|Yes| F[Leave Confirmed]
    E -->|No| G[Revise Request]
    G --> C
    F --> H[Update Calendar]
    H --> I[Arrange Coverage]
  1. Access Leave Management
  2. Navigate to Leaves section

  3. Click "Request Leave"

  4. Fill Request Details

  5. Select leave type (VL, SL, Emergency)
  6. Choose start and end dates
  7. Add reason/comments

  8. Specify if partial days

  9. Submit for Approval

  10. Review request details
  11. Submit to supervisor
  12. Monitor approval status

Managing Approved Leave

Pre-Leave Preparation: 1. Work Handover - Complete urgent tasks - Brief team on ongoing work - Set up out-of-office messages

  1. System Updates
  2. Confirm leave in calendar
  3. Update project timelines
  4. Notify relevant stakeholders

CTO (Compensatory Time Off) Workflow

Earning CTO

Overtime Work Process: 1. Plan Overtime - Get approval for extended hours - Understand CTO eligibility rules - Document business justification

  1. Log Overtime Hours
  2. Record actual hours worked
  3. Mark as eligible for CTO

  4. Provide detailed description

  5. CTO Accrual

  6. System automatically calculates CTO
  7. Minimum 2 hours for eligibility
  8. 6-month expiry from accrual date

Using CTO

CTO Utilization Process:

flowchart TD
    A[Check CTO Balance] --> B[Plan CTO Usage]
    B --> C[Submit CTO Request]
    C --> D[Manager Approval]
    D --> E[CTO Approved]
    E --> F[System Deducts Hours]
    F --> G[Update Balance]
  1. Check Available Balance
  2. Review CTO dashboard
  3. Check expiry dates

  4. Plan usage before expiration

  5. Submit CTO Request

  6. Choose dates for CTO usage
  7. Specify hours to be used

  8. Add justification

  9. Approval and Usage

  10. Wait for manager approval
  11. System automatically deducts hours
  12. Monitor remaining balance

Project Transition Workflow

Starting New Project

Project Onboarding: 1. Receive Assignment - Get project assignment notification - Review project details - Understand role and responsibilities

  1. Setup Time Tracking
  2. Verify project appears in dropdown
  3. Understand project codes

  4. Learn specific requirements

  5. Initial Time Entry

  6. Log orientation/setup time
  7. Record training activities
  8. Document initial tasks

Ending Project Assignment

Project Closure: 1. Final Time Entries - Complete all pending time logs - Submit final week's timesheet - Document project completion

  1. Knowledge Transfer
  2. Document lessons learned
  3. Transfer project materials

  4. Brief replacement team member

  5. Administrative Cleanup

  6. Update project status
  7. Archive project documents
  8. Confirm final approvals

Troubleshooting Common Issues

Time Entry Problems

Issue: Cannot Find Project - Solution: Contact project manager to verify assignment - Prevention: Regularly review project assignments

Issue: Overlapping Time Entries - Solution: Edit conflicting entries to remove overlap - Prevention: Use calendar view to visualize time blocks

Issue: Missing Time Entries - Solution: Add missing entries as soon as possible - Prevention: Set daily reminders for time entry

Approval Issues

Issue: Timesheet Rejected - Solution: Review rejection comments and make corrections - Prevention: Follow description guidelines and verify accuracy

Issue: Approval Delays - Solution: Follow up with supervisor directly - Prevention: Submit timesheets early in the week

System Access Problems

Issue: Login Difficulties - Solution: Contact IT support for account issues - Prevention: Keep login credentials secure and updated

Issue: Performance Issues - Solution: Clear browser cache, try different browser - Prevention: Use supported browsers and keep them updated

Best Practices Summary

Daily Habits

  • Log time at the end of each work session
  • Use descriptive, professional language
  • Verify project assignments regularly
  • Keep descriptions specific and actionable

Weekly Practices

  • Review and submit timesheets by Friday
  • Check for missing or incomplete entries
  • Coordinate with team on project time allocation
  • Plan ahead for upcoming deadlines

Monthly Reviews

  • Analyze time allocation patterns
  • Review utilization against targets
  • Check CTO balance and expiry dates
  • Evaluate project efficiency

These workflows ensure efficient and accurate timesheet management while maintaining compliance with organizational policies and supporting effective project management.