Automatically Populating Timesheets with Resource Planning Data

If you are using Resource Planning in Vision, you can automatically populate timesheets in iAccess with data from resource assignments in your project plans. The project, phase, task, and labor code, if specified in the plan, are entered on the timesheet for each assignment.

Each time that an employee opens a new or in-progress timesheet, iAccess automatically adds a row to the timesheet for each assignment for which the employee has planned hours in the timesheet period, and populates it with the project, phase, task, and labor code from the resource assignment. (If a row already exists for the project information in the assignment, a row is not added.)

To enable this feature, your Vision system administrator must select Autopopulate timesheet with resource planning assignments on the Setup tab of Company Timesheet Configuration.

Project information from Resource Planning is added to an employee's timesheet only if the following conditions are met:

• Include in Utilization and Project Planning must be selected for the plan on the General tab of Project Planning, and the plan's Status must be set to Active orInactive. If Treat inactive projects/plans as dormant is selected on the Setup tab of Company Timesheet Configuration, iAccess uses data only from Active plans.

• Approved for use in accounting applications must be selected for the project on the General tab of Project Info Center, and the project's Status must be set to Active orInactive. If Treat inactive projects/plans as dormant is selected on the Setup tab of Company Timesheet Configuration, iAccess uses data only from Active projects.

• The employee must have planned hours that fall within the timesheet period. If a timesheet period includes at least one day for which planned hours exist for the employee, the project information is added to the timesheet.

• If assignments are made for an iAccess plan, that plan must be published to Vision. Project information from unpublished plans is not automatically added to timesheets.

Special Considerations

• If an employee is removed as a resource from a plan after the timesheet was updated with project information, iAccess does not automatically remove the timesheet rows from the employee's in-progress timesheet. If you delete those empty rows, however, they will not be added again to the timesheet the next time you open it.

• Timesheets are autopopulated with Resource Planning data only when an employee opens his/her own timesheet. Timesheets are not autopopulated when an administrator opens an employee's timesheet.

• If a timesheet row is created for a plan assignment but the assignment does not include all required fields (for example, if a phase is required but the plan assignment is at the project level only), the employee is not forced to make entries in the blank required fields unless they actually enter time on that row.