Projects, tasks and timesheets
Projects and tasks inside the HRMS, with a timer, a weekly grid and weekly timesheets approved through your approval chains. Each week is checked day by day against the employee's attendance, and each hour is costed from their salary.
PLANSFrom Growth
Why it matters
A timesheet is only as good as the hours on it. Someone logs nine hours on a day the attendance shows four, or logs time on a day of leave. Then you pay, bill or cost work that did not happen. When timesheets and attendance live in different tools, nobody compares them. In SmartMy HRMS the week is checked against the real attendance, after HR corrections, before the approver sees it. Each hour is also costed from the person's own salary, so the cost of a project is known without a separate rate list.
The problem it solves
- People fill in their hours at the end of the month from memory, and nobody can say which project they went to.
- A timesheet shows a full day on a date the person was on leave or left at noon.
- Managers approve hours line by line, or not at all.
- You cannot tell what a project costs in salaries, because hours and pay sit in different places.
How it works
- Managers make projects and tasks under Projects and Time, on a board by stage, a list or a calendar. They add subtasks, checklists, repeating tasks and templates.
- Employees keep time during the week: a timer on the task, the weekly grid (projects down, days across) or a line in My Time. Each entry lands on their sheet for the week.
- At the end of the week each person presses Submit Week. The week is checked day by day against their attendance. It flags more time than worked, time on a day of leave, a holiday or a week-off, or a day with no attendance.
- With Warn (the default) the week goes through and shows the days that do not match; with Block it cannot be sent until they match.
- The approver opens Timesheets to Approve and presses Approve, or Send Back with a reason. Approved weeks are locked.
- Each entry is costed from the person's salary in force on that day, so managers see the cost of each project's time.
Everything it does
Projects and tasks
- Tasks with assignees, priority (Low, Normal, High, Urgent), start, deadline, planned hours, tags, comments and files
- Five shared stages come ready: To Do, In Progress, In Review, Done, Cancelled; a project can have its own
- Board by stage, list, calendar by deadline and pivot; My Tasks for each person
- Subtasks and checklists; a task moves to Done only when its required checklist items are ticked and its subtasks closed (both on to start with)
- Repeating tasks: daily, weekly, monthly or yearly, the next one made when the current one is done
- Task templates with lines that start some days after the project start and take some days, given to a role
Keeping time
- Three ways: a timer on a task, the weekly grid, or a line in My Time (date, project, task, what was done, hours, billable)
- One timer runs at a time per person; it rounds up to 15 minutes to start with, and never goes past 24 hours
- Each entry records how it was made: by hand, timer, weekly grid or app
- Each entry carries the employee and the department, for reports
Weekly timesheets and approval
- One sheet per person and week, made by itself with the first entry
- Submit Week stops a running timer and runs the checks; an empty week cannot be sent
- Approve or Send Back with a reason, from Timesheets to Approve or the approvals inbox
- Nobody approves their own week
- Locks: Time Locked Until a date, and Lock Time Older Than n days; submitted and approved weeks are locked
Checked against attendance
- Off, Warn (the default) or Block, per entity
- Tolerance: 30 minutes to start with
- Worked time is the attendance result after HR corrections; punches are never changed
- Flags: more time than worked plus the tolerance. Time on a day marked Absent, Leave, Holiday, Weekly Off or Not Joined / Left. Time on a day with no attendance
- A person with no employee record in the entity is flagged; with Block they cannot submit
- The week's Checks list the days, and Weekly Timesheets has a Matches Attendance column
Cost per hour from the salary
- The salary in force on the entry's date: annual CTC divided by 12, or the monthly gross
- Divided by Hours a Month for Cost: 176 to start with
- Without a salary, the cost per hour typed on the user is used
- Costs show to project managers only
Reminders
- Remind Missing Time: on, on Mondays
- People who kept time in the last five weeks and whose last week is short or not submitted are reminded
- Usual hours: 8 a day, 5 days a week, also per person
Who uses it
EmployeeWorks on their tasks, keeps time and submits the week, on the web or in the app.
Project ManagerMakes projects and tasks, approves weeks, sees everyone's time and its cost.
Project UserWorks on every task of the projects they are on.
HR administratorSets the attendance check, the tolerance and the hours a month for cost.
Where you use it
- Web: HRMS > Projects and Time (Projects, My Tasks, Tasks, My Time, Weekly Grid, Weekly Timesheets, Timesheets to Approve, All Time). Configuration: Task Stages, Task Tags, Task Templates
- Web: Settings > Timesheets for the attendance check, locks and reminders
- The SmartMy HRMS app: Menu > Projects and time (My time with the timer and the week to send, My tasks), also without signal. Weeks to approve come in My approvals (built and in testing, not in the app stores yet)
- Not in HRMS: client portal, billing from hours, budgets and profitability; those come with SmartMy Projects on the same projects
What you control
Settings
- Check time against attendance: Off, Warn or Block; Warn to start with
- Tolerance (minutes): 30
- Hours a month for cost: 176
- Timer rounds to: 15 minutes
- Week starts on Monday; 5 working days; 8 usual hours a day
- Time Locked Until and Lock Time Older Than: off to start with
- Remind missing time: on, on Mondays
- Checklist and subtasks before done: on
Approvals
- Weekly Timesheet: one chain per entity; the managers of the projects on the week to start with, with levels you add. Nobody approves their own week.
Notifications
- Timesheet Missing: to people whose last week is short or not submitted, on the reminder day, in the app and by email
- Timesheet Sent Back: to the person, with who sent it back and why, in the app and by email
- Task Given to You and Task Due or Late: to the people on a task, in the app and by email
- Each person can switch off a channel, such as email, for themselves; in-app notices always arrive
Works with
SmartMy ProjectsThe same projects, tasks and time gain the client portal, billing from approved hours, expenses, budgets, profitability and the Gantt chart.
Questions
Do we need SmartMy Projects for timesheets?
No. Projects, tasks and weekly timesheets with approval come with SmartMy HRMS from Growth. SmartMy Projects adds client billing, budgets and profitability on the same records.What does the attendance check do when hours do not match?
With Warn, the week is sent and the approver sees the days that do not match and why. With Block, the person cannot send the week until they fix it. You can also switch the check off.How is the cost of an hour worked out?
From the person's salary in force on that day: annual CTC divided by 12, or the monthly gross. That is divided by 176 hours a month by default. Only project managers see costs.Can people keep time on the phone?
Yes. The SmartMy HRMS app has the timer, time added and the week to send. It keeps work done without signal until the phone is back online. It is built and in testing, not in the app stores yet.Can managers approve their own week?
No. A week is approved by someone else: a manager of a project on the week or a level of your approval chain.Related features
ATTENDANCEDaily attendance, regularisation and the registerEvery employee gets one attendance record a day with the status, paid days, loss of pay and late, early and overtime minutes. It says in plain words which rules gave the result. Employees correct missed punches by request, only authorised HR can change a day, and the monthly register exports to CSV.PAYROLLSalary components, structures and revisionsBuild every salary component on a form and group them into templates. Give each employee a salary by annual CTC or monthly gross with the breakup worked out, and keep every revision with its date.ACROSS SMARTMY HRMSApproval chains and one approvals inboxEvery HR request, from a day's leave to the full and final, goes through its approval chain and waits in one Approvals inbox. Levels, approvers, reminders, escalation and stand-ins are settings you control, per Entity and kind of request.SELF-SERVICE AND APPPhone app for employees, managers and HROne SmartMy HRMS app for everyone: employees check in, apply for leave and see payslips. Managers approve and see their team, and HR and payroll do their daily work. The server decides what each person sees, by the same access as the web.VIEWS AND REPORTSHR reports and the custom report builderHeadcount, attrition, salary cost, leave liability and more than 20 payroll and statutory reports, most of them on screen, in Excel and as PDF. In Scale, HR builds its own reports without code and shares them; each person sees only what their access allows.
See your own month run in it.
Tell us how many people you have, how you take attendance and how your salary is structured. We will show you SmartMy HRMS set up that way.