Analytics Time sheet

  • Release version: Xanadu
  • Updated August 1, 2024
  • 4 minutes to read
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    Summary of Analytics Time sheet

    The Analytics Time sheet, introduced in the Xanadu release, offers a comprehensive dashboard for monitoring time sheet activities and reports tailored for time card approvers and users. Leveraging Performance Analytics, it delivers historical trends and regular reporting on resource time sheet submissions, approval and rejection rates, and resource allocation status (over-allocated or under-allocated).

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    Previously known as the Time Sheet Dashboard, this renamed solution provides actionable insights to various roles within your organization involved in project and portfolio management.

    End Users and Roles

    • Portfolio Manager (itportfoliomanager): Requires visibility into resource time sheet activities to guide actions.
    • Program Manager (itprogrammanager): Needs similar visibility to manage program-level time sheet data.
    • Project Manager (itprojectmanager): Has dashboard access for project-specific time sheet oversight.
    • Time Card Approver (timecardapprover): Uses the dashboard to review and manage time card approvals.
    • Business Stakeholder for PPM (snppmread): Gains read-only insights into time sheet activities.

    Key Indicators and Metrics

    The dashboard’s Overview, Delinquent Activity, and Analysis tabs feature widgets that track important metrics sourced from the timesheet and users tables. These include:

    • Active Time Sheet Users: Count of users with the timecarduser role.
    • Late Time Sheets: Percentage and counts of time sheets submitted late, segmented by week, month, quarter, and year.
    • Time Sheets by Status: Counts of time sheets approved, pending, recalled, rejected, submitted, or missing per week.
    • Total Time Sheets: Aggregated counts for various time periods (week, month, quarter, year).

    These indicators enable stakeholders to monitor compliance, detect delinquency, and manage workload effectively.

    Data Breakdowns and Visualizations

    The dashboard provides multiple ways to analyze time sheet data, including breakdowns by user, manager, department, cost center, portfolio, program, and project. Visualization types include:

    • Single Score Metrics: Counts of rejected, late, and pending approvals.
    • Bar Charts: Time cards by state, total hours by category, and time sheets exceeding 40 hours (highlighting over-allocation).
    • Heat Maps: Time spent by resource across project categories.
    • Lists: Detailed time card submissions by resource.
    • Time Series Charts: Trends of total hours weekly and monthly comparisons of allocated versus actual hours.
    • Expense Type Grouping: Time cards categorized by capital (Capex) and operating expenses (Opex).

    Practical Benefits for ServiceNow Customers

    By utilizing the Analytics Time sheet, ServiceNow customers can achieve greater visibility into time sheet management, improve resource allocation decisions, and enhance compliance with time tracking policies. The dashboard's robust indicators and visualizations support timely interventions to address late submissions and approval backlogs, ultimately optimizing project and portfolio performance.

    The Analytics Time sheet provides comprehensive time sheet activities and reports to the time card approvers and time card users. The dashboard uses Performance Analytics to provide a trend of historical data and regular reports. It gives an overview of the time sheet activities of resources, time sheet approval and rejection rate, over-allocated and under-allocated resource counts.

    Important:
    Starting with Xanadu release, Time Sheet Dashboard is renamed to Analytics Time sheet for new customers.
    Figure 1. Overview tab
    Screenshot for Overview tab of Analytics Time sheet
    Figure 2. Delinquent Activity tab
    Screenshot for Delinquent Activity tab of Analytics Time sheet
    Figure 3. Analysis tab
    Screenshot for Analysis tab of Analytics Time sheet

    End user and roles

    End user and goal Required role
    Portfolio manager: Needs visibility into time sheet activities of resources and actions that should be taken. it_portfolio_manager
    Program manager: Needs visibility into time sheet activities of resources and actions that should be taken. it_program_manager
    Project manager: Has access to the dashboards. it_project_manager
    Time card approver: Needs visibility into time sheet activities of resources and actions that should be taken. timecard_approver
    Business stakeholder for PPM: Needs visibility into time sheet activities of resources and actions that should be taken. sn_ppm_read

    Indicators

    The Overview, Delinquent Activity, and Analysis tabs in the dashboard contain widgets with the following indicators. The data for time sheets and time cards is collected from the [time_sheet] table and the data for users is collected from the [users] table.

    PPM – Active Time Sheet Users
    Count of active users with the timecard_user role.
    PPM – % Late This Year
    Percentage of time sheets late this year.
    PPM – % Late This Week
    Percentage of time sheets late this week.
    PPM – % Late This Quarter
    Percentage of time sheets late this quarter.
    PPM – % Late This Month
    Percentage of time sheets late this month.
    PPM – Late Time Sheets This Month
    Count of late time sheets this month. The indicator includes time sheets of the current month until the past week that are not in the Approved or Processed state.
    PPM – Late Time Sheets This Quarter
    Count of late time sheets this quarter. The indicator includes time sheets of the current quarter until the past week that are not in the Approved or Processed state.
    PPM – Late Time Sheets This Week
    Count of late time sheets this week. The indicator includes time sheet of the past week that are not in the Approved or Processed state.
    PPM – Late Time Sheets This Year
    Count of late time sheets this year. The indicator includes time sheets of the current year until the past week that are not in the Approved or Processed state.
    PPM – Total Time Sheets Last Week
    Total number of time sheets for the past week.
    PPM – Total Time Sheets This Month
    Total number of time sheets for the weeks in the current month.
    PPM – Total Time Sheets This Quarter
    Total number of time sheets for the weeks in the current quarter.
    PPM – Total Time Sheets This Year
    Total number of time sheets for the weeks in the current year.
    PPM – Time Sheets Approved This Week
    Count of time sheets approved this week. The indicator includes time sheets in the Approved or Processed state.
    PPM – Time Sheets Missing This Week
    Count of users with the timecard_user role who did not submit time sheet for the current week.
    PPM – Time Sheets Pending This Week
    Count of time sheets pending this week. The indicator includes time sheets for the current week in the Pending state.
    PPM – Time Sheets Recalled This Week
    Count of time sheets recalled this week. The indicator includes time sheets for the current week in the Recalled state.
    PPM – Time Sheets Rejected This Week
    Count of time sheets rejected this week. The indicator includes time sheets for the current week in the Rejected state.
    PPM – Time Sheets Submitted This Week
    Count of time sheets submitted this week. The indicator includes time sheets for the current week in the Submitted state.

    Breakdowns

    • User
    • Manager
    • Department
    • Cost Center
    • Portfolio
    • Program
    • Project

    Data visualizations

    Title Type Description
    Rejected Single score Single-score chart Number of time cards that are in the Rejected state for the last 30 days.
    Late Single score Single-score chart Number of time cards that were submitted late in the last 30 days.
    Pending Approvals Single score Single-score chart Number of time cards that have approval pending in the last 30 days.
    By State Bar chart Bar chart Number of time cards in the last 30 days, grouped by their state.
    By Category Heat map Heat map chart Breakdown of time spent (hours) by a resource across different project time categories in the last 30 days.
    By Resource List List chart The list of time cards submitted by a resource in 30 days.
    Total Hours Bar chart Bar chart Total time (hours) spent on by different categories.
    Total Hours by Week Starts On Time series line time series line chart Weekly trend of the total time (hours) spent on different categories over a period of time.
    Time Sheets Over 40 Hours Bar chart Bar chart Count of time sheets over 40 hours indicating over-allocated resources.

    This report does not refresh when you select portfolio, program, or project.
    Allocated vs Actual Hours Time series step Time series step chart Monthly trend comparing the total allocated hours versus actual hours for all time card users.
    Time Cards By Expense Type Bar chart Bar chart Time cards grouped by expense types: Capital Expense (Capex) and Operating Expense (Opex).