Time Card Management
Summarize
Summary of Time Card Management
Time Card Management enables users assigned to tasks to report and track time spent working on various task types such as projects, incidents, problems, and change requests. It integrates with the Task table and facilitates time entry, submission, approval, and reporting of time cards and time sheets. This feature requires activation of the Time Card Management plugin and may also involve the Project Management feature for automatic time card activation.
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Key Features
- Time Card and Time Sheet Submission: Users can record and submit their worked time via time cards and time sheets. Approvals are managed based on user time sheet policies.
- Approval Workflow: Time card approvers can review, approve, reject, or recall submitted time sheets and time cards. They have access to dashboards that show reports on exceptions and categorize reported time.
- Delegation: Approvers can delegate time sheet approval responsibilities, though delegation cannot be limited to individual resources and delegated approvers cannot re-delegate.
- Role Management: The roles projectmanager and resourcemanager include the timecardapprover role, but timecardapprover can also be assigned independently. Time card admins manage policies and can approve or reject time sheets by exception.
- User Access: Users with the timecarduser role can be assigned to projects or tasks to submit time, with read-only access to the assigned records. Business Stakeholders also have timecarduser privileges by default.
- Domain Separation Compliance: Time Card Management supports data isolation at the Data only level, controlling access for domain-specific users.
- Time Sheet Portal: Provides a consolidated view of assigned tasks for a week, allowing users to enter time daily and submit the entire time sheet in a single action.
- Cost Management Integration: When enabled, time cards support labor cost tracking within the Cost Management application.
- Rate Types and Policies: Administrators can create rate types and define time sheet policies to govern time card and sheet adherence.
Activation and Setup
Administrators activate the Time Card Management plugin (com.snc.timecard), which also activates Performance Analytics dashboards for project portfolio suite (requires a Performance Analytics license). Time sheet policies and rate types must be configured to tailor time tracking to organizational needs.
Practical Implications for ServiceNow Customers
By using Time Card Management, customers can efficiently track and manage labor time across various task types with structured approval workflows and visibility into time usage and exceptions. The feature supports compliance with organizational policies, enables delegation for workload distribution, and integrates with cost management for financial tracking. Domain separation ensures data security and appropriate access control in multi-domain environments. The Time Sheet Portal enhances user experience by simplifying time entry and submission processes.
The Time Card Management feature enables time card users such as task assignees to report and track their time for the assigned tasks.
Watch this three-minute video to learn about setup of the time tracking feature, entering time and approvals.
Time Card Management works with the Task table to record time worked on various task types, such as projects, incidents, problems, and change requests.
With the Time Card Management feature:
- The time card users can record the time worked on a task using time cards and time sheets. They can submit their time cards and time sheets for approval.
- Time cards and time sheets are routed for approval based on the Non-project time approver and Project time approver fields in the user time sheet policy. User managers with time card approver role can also log time and submit the time sheet of their resources
- The time card approvers can perform the following tasks:
- Review and approve or reject the time cards in a submitted time sheet.
- Recall the approved time sheets or time cards to return them to the users for corrections.
- Use dashboards to view reports of time card and time sheet exceptions, and categorize time reported by the users.
- Delegate another time card approver to process time sheets from your resources when you might not have time or will be unavailable. Note the following points for delegation:
- You cannot delegate approval only for an individual resource.
- The delegated time card approver cannot further delegate your time sheet approvals.
The project_manager and the resource_manager roles contain the timecard_approver role in the base system. However, the timecard_approver role can also be used independently without these roles.
- The time card admin can create and manage time sheet policies, and can also approve or reject by exception and process the time sheets. Time card admin can also create or edit time cards of any users if the time cards are in Pending or Rejected state.
Assign a time card user to a project or project task
A user who has only the timecard_user role, and no project role such as it_project_user, can be selected in the Assigned to field of a project or project task. This behavior is intentional and lets the user submit time against the assigned task from the Time Sheet Portal.
Being assigned to the record gives the time card user read-only access to it. The user can't edit, close, or reassign the project or project task unless they also have a project role such as it_project_user.
Domain separation in Time Card Management
Domain separation provides complete data isolation for domain-specific users. Time card Management is domain separation compliant at the Data only level.