Discover how the ServiceNow Timesheet Management Portal transforms time tracking and approvals. First, employees can easily log their work hours. Then, managers can swiftly approve timesheets. Additionally, administrators can quickly generate insightful reports.

This portal enhances accuracy and efficiency by providing a central hub for all your time management needs. Moreover, it streamlines processes, improving project tracking and resource utilization.

Basic & Plus features: Getting Started with ServiceNow Timesheet Management:

Start your journey with ServiceNow Timesheet Management by understanding its Basic and Plus features. First, explore the Basic features for simple time tracking and approvals. Next, delve into the Plus features for advanced tracking and custom workflows.

Feature/Capability	Basic Licensed Version	Plus Licensed Version
Time Entry and Approval	Simple time entry and basic approval processes	Advanced time entry with detailed tracking and custom approval workflows
Project Association	Link timesheets to specific projects or tasks	Link timesheets with granular task-level details
Reporting	Basic reporting on time spent per project/task	Advanced reporting with customizable reports and dashboards
User Management	Basic user roles and permissions	Granular user roles and permissions with enhanced security
Integration Capabilities	Limited integration options	Extensive integration with project management, HR, and financial tools
Advanced Time Tracking	Not available	Detailed tracking including billable/non-billable hours and overtime
Mobile Access	Limited or basic mobile features	Full-featured mobile application for time entry and approvals
Notifications and Alerts	Basic notifications	Configurable notifications and alerts for critical actions
Support and Training	Standard support	Premium support and training resources

Prerequisites to Use Basic & Plus Features

To use the Basic and Plus features of ServiceNow Timesheet Management, certain prerequisites are essential. These ensure a smooth setup and optimal use. The table outlines requirements for both versions. This includes platform activation, user account setup, and time entry configuration. It also covers project/task definition and reporting setup. Additionally, it details integration settings, mobile access configuration, and notification settings. By meeting these prerequisites, users can manage timesheets and timecards efficiently.

Feature/Capability	Basic Licensed Version	Plus Licensed Version
ServiceNow Platform	Active ServiceNow instance	Active ServiceNow instance
User Accounts	Basic user accounts setup	Advanced user accounts with role assignments
Time Entry Setup	Configure basic time entry templates	Configure advanced time entry templates with custom fields
Project/Task Setup	Define projects and tasks in the system	Define detailed tasks and sub-tasks
Reporting Configuration	Set up basic report templates	Configure advanced reporting dashboards
Integration Configuration	Basic integration settings (if needed)	Configure integrations with external systems (HR, Finance, etc.)
Mobile Access Configuration	Install and configure basic mobile app settings	Install and configure full-featured mobile app
Notification Settings	Enable basic notifications	Configure advanced notification rules and alerts
Support and Training	Review standard support materials	Access premium support and training resources

Recommendations to Avoid Impediments:

To avoid impediments in timesheet management, follow these common recommendations. First, simplify approval workflows. Then, limit custom fields. Next, follow standard integration practices. After that, maintain UI consistency. Additionally, minimize custom scripts. Furthermore, configure notifications wisely. Regularly review role changes. Also, enforce data entry policies. Moreover, optimize reporting. Finally, ensure mobile compatibility. By following these steps, you will improve efficiency and avoid common pitfalls.

• Simplify Approval Workflows: Keep approval processes straightforward with minimal stages.
• Limit Custom Fields: Only add essential custom fields to maintain a user-friendly interface.
• Follow Standard Integration Practices: Ensure integrations adhere to best practices for smooth data flow.
• Maintain UI Consistency: Align custom UI changes with the overall design for better usability.
• Minimize Custom Scripts: Use standard functionalities whenever possible to avoid unintended issues.
• Configure Notifications Wisely: Set up necessary alerts without overwhelming users.
• Review Role Changes: Regularly audit custom roles to ensure they align with required permissions.
• Enforce Data Entry Policies: Establish clear and consistent data entry guidelines.
• Optimize Reporting: Use standard reporting tools and minimize complex custom reports.
• Ensure Mobile Compatibility: Test custom features on mobile devices to ensure a seamless experience.

Administrative Set up and Configuration:

Required Table List for Timesheet ServiceNow Preferences

Component	Description	System Permissions Required
Timesheet Preferences	Settings that control user options and default values for timesheet entries.	admin, timecard_admin
Business Rules	Rules that automate processes and enforce policies for timesheet management.	admin, business_rule_admin
System Permissions	Permissions that grant users the ability to add or change tasks, rules, and definitions.	admin, timecard_manager, timecard_editor

Details of Each Component

Timesheet Preferences

• Settings:
  • Default project/task assignment.
  • Default work hours.
  • Approval workflows.
• System Permissions Required:
  • admin: Full access to all settings.
  • timecard_admin: Access to configure and manage timesheet preferences.

Business Rules

• Rules:
  • Automated time entry validations.
  • Conditional task assignments.
  • Notification triggers for approvals and rejections.
• System Permissions Required:
  • admin: Create, edit, and delete business rules.
  • business_rule_admin: Manage and customize business rules.

Category & System Permissions Required	Details

Administrative Permissions

Admin (admin):

Full control over all timesheet settings, rules, configurations, and policies.

Timecard Admin (timecard_admin):

Manage and configure timesheet preferences and user settings.

Timecard Manager (timecard_manager):

Oversee task assignments, approvals, and timesheet updates.

Timecard Editor (timecard_editor):

Edit and update timesheet entries and task details.

Functions

Set Up Users (admin, timecard_admin):

Create and assign roles to users, ensuring appropriate access levels.

Configure Preferences (admin, timecard_admin):

Set default values for time entry, project/task assignments, and approval workflows.

Manage Business Rules (admin, business_rule_admin):

Create and modify rules that automate processes and enforce policies.

Approve/Reject Timesheets (admin, timecard_manager):

Oversee the approval process to ensure accurate and timely submissions.

Generate Reports (admin, timecard_manager, timecard_editor):

Create and customize reports to track time entries, project progress, and resource utilization.

Typical Rules

Time Entry Validation (admin, business_rule_admin):

Ensure all required fields are completed before submission.

Approval Workflow (admin, business_rule_admin):

Define the steps and users involved in the approval process.

Notification Triggers (admin, business_rule_admin):

Set up alerts for timecard submissions, approvals, and rejections.

Overtime Tracking (admin, business_rule_admin):

Automatically calculate and record overtime hours.

Leave Integration (admin, business_rule_admin):

Incorporate leave and absence data into timesheet entries.

Configurations

Default Work Hours (admin, timecard_admin):

Set standard work hours for employees.

Project/Task Templates (admin, timecard_admin, timecard_manager):

Create templates for common projects and tasks to streamline entry.

Custom Fields (admin, timecard_admin):

Add user-defined fields to capture additional data.

Mobile Access (admin, timecard_admin):

Configure permissions and features for mobile timesheet entry.

Integration Settings (admin, integration_admin):

Connect timesheet data with HR, project management, and financial systems.

Policies

Submission Deadlines (admin, timecard_admin):

Establish deadlines for timesheet submissions.

Approval Timeframes (admin, timecard_admin):

Define the expected timeframe for timesheet approvals.

Data Accuracy (admin, timecard_admin, timecard_manager):

Ensure all timesheet entries are accurate and verifiable.

Compliance (admin, compliance_officer):

Adhere to company policies and regulatory requirements.

Security (admin, security_admin):

Implement security measures to protect timesheet data and user access.

User Instructions for Timecard Management

Meet Abel Tutor, a dedicated user of the timesheets system. First, Abel logs his work hours daily. Then, he assigns each entry to specific tasks. Additionally, he adds notes for clarity. Moreover, Abel ensures accuracy by reviewing his entries regularly. Consequently, his timecards are always precise. Furthermore, Abel’s attention to detail helps managers approve his timesheets quickly. Lastly, his consistent use of the system enhances project tracking and efficiency.

Creating a Timecard

1. Log In: Access the timesheet portal. Log in with your credentials.
2. Navigate: Go to the “Timecards” section.
3. Create: Click “Create New Timecard.”
4. Enter Details: Fill in the date and total hours worked.
5. Save: Click “Save” to create the timecard.

Adding a Project Task to a Timecard

1. Open: Navigate to your timecard list. Open the desired timecard.
2. Add Task: Click “Add Task.”
3. Select Task: Choose the project and specific task from the dropdown menu.
4. Enter Hours: Input the hours worked on the task.
5. Save: Click “Save” to update the timecard.

Deleting a Zero Hours Timecard

1. Access: Go to the “Timecards” section.
2. Select: Find and open the zero hours timecard.
3. Delete: Click “Delete.”
4. Confirm: Confirm the deletion to remove the timecard.

Adding Notes to a Timecard

1. Open: Navigate to the desired timecard.
2. Add Note: Click “Add Note.”
3. Enter Note: Type your note in the text box.
4. Save: Click “Save” to attach the note.

Submitting an End of the Month Timecard

1. Open: Access the timecard for the end of the month.
2. Review: Check entries for the last two weeks.
3. Split Weeks: Ensure entries for each week are accurate.
4. Add Notes: Add notes if needed to explain split weeks.
5. Submit: Click “Submit.”
6. Confirm: Confirm the submission to finalize the timecard.

Manager Instructions for Timecard Management

As a manager, overseeing and managing your team’s timecards is crucial. In this example, Abel Tutor reports to Beth Anglin. Here is how Beth views and manages her employees’ timecards. By following these steps, you will efficiently handle timecard tasks, ensuring accurate and timely records.

Beth can seamlessly view, approve, reject, update, or recall timesheets by utilizing the timesheet portal’s features. Let’s walk through the process to help you manage your team’s timecards effectively.

Viewing a Timesheet

1. Log In: Access the portal. Log in with your manager credentials.
2. Navigate: Go to the “Timesheets” section.
3. Select: Choose the timesheet you want to view. Use filters to find specific ones.

Approving a Timesheet

1. Open: Select the timesheet to approve.
2. Review: Check all entries and notes.
3. Approve: Click “Approve.”
4. Confirm: Confirm the approval when prompted.

Rejecting a Timesheet

1. Open: Select the timesheet to reject.
2. Review: Check all entries and notes.
3. Reject: Click “Reject.”
4. Comment: Add a reason for rejection.
5. Confirm: Confirm the rejection when prompted.

Updating a Timesheet

1. Open: Select the timesheet to update.
2. Edit: Click on the entries to change. Make necessary updates.
3. Save: Click “Save” to update the timesheet.

Recalling a Timesheet

1. Open: Go to “Approved Timesheets.” Select the timesheet to recall.
2. Recall: Click “Recall.”
3. Confirm: Confirm the recall when prompted. The timesheet will return to pending.

Mobile Time Sheets

Discover how to enable mobile timesheets. First, confirm your system supports mobile access. Then, download and install the mobile app. Next, configure user permissions. Additionally, train employees on the mobile interface. Consequently, they can log hours on the go. Furthermore, set up real-time notifications for submissions and approvals. Lastly, regularly update the app to maintain security and functionality. By following these steps, you’ll enhance flexibility and efficiency in time tracking.

Other Resources Getting-Started ServiceNow Timesheet Management

• Agile Scrum Master Guide – Dawn C Simmons
• Agile Sprint Dashboard
• Basics of Agile Development
• DevOps & Change Velocity
• Downloadable Resources – ScrumMastered
• Guide to Having an Engaged Stakeholder Group (scrumalliance.org)
• ServiceNow Timesheets Documentation
• ServiceNow product documentation
• ServiceNow Training and Certification
• Strategic Portfolio Management Glossary
• Strategy Delivered eBook

A-Z Glossary of Timesheet Components, Fields, and Functions

A

• Approval Functions: Processes and actions required for approving timesheets, including custom approval workflows and stages. Moreover, they ensure timesheet accuracy.

B

• Billable/Non-billable Hours: Categories of time tracking used to differentiate between billable and non-billable work hours. Consequently, this aids in financial reporting.

C

• Custom Fields: User-defined fields added to timesheet entries for additional data capture. Therefore, they provide flexibility.
• Configuration Settings: Options available for setting up timesheets, including user roles, permissions, and templates. These are essential for customization.

D

• Dashboards: Visual displays of timesheet data, often customizable, providing quick insights and metrics. Thus, they enhance data visibility.

E

• Employee Timesheet: Individual time entry form filled by employees to log work hours. This is fundamental for tracking purposes.
• End of Business Week Reporting: Reports generated at the end of each business week, summarizing hours worked, project status, and other relevant metrics. Consequently, they provide weekly insights.
• End of Month Reporting: Reports generated at the end of each month, providing a comprehensive overview of timesheet data, project progress, and resource utilization. Therefore, they assist in monthly evaluations.

F

• Fields: Standard and custom input areas in timesheets for entering data such as date, hours worked, project code, and task description. These are critical for data entry.

G

• Granular Task-level Details: Detailed information about specific tasks within a project, used for precise time tracking. This ensures detailed monitoring.

H

• Historical Data: Past timesheet entries and approvals stored for reference and reporting. Consequently, they provide historical insights.

I

• Integration Capabilities: Options to connect timesheet data with other systems like HR, project management, and financial tools. Thus, they enhance system connectivity.

J

• Job Codes: Specific identifiers for different tasks or projects, used in time entries. These facilitate task tracking.

K

• Key Performance Indicators (KPIs): Metrics used to measure the effectiveness and efficiency of timesheet management. Therefore, they are essential for performance tracking.

L

• Leave Management: Tracking and integration of employee leave into timesheet entries. This ensures accurate leave recording.

M

• Mobile Access: Features allowing timesheet entry and approvals via mobile devices. Consequently, they offer flexibility.

N

• Notifications: Alerts sent to users for actions such as timesheet submission, approval, or rejection. Thus, they keep users informed.

O

• Overtime Tracking: Recording of hours worked beyond regular work schedules. Therefore, they capture additional work hours.

P

• Project Association: Linking timesheets to specific projects or tasks. This ensures proper project tracking.

Q

• Quick Entry: Simplified timesheet entry for recurring tasks or projects. Consequently, they save time.

R

• Recall Capabilities: Options for users to recall submitted timesheets for corrections or updates. Thus, they offer flexibility.
• Reporting Filter Views: Customizable views in reporting tools allowing users to filter timesheet data by various criteria, such as daily or work week views. Therefore, they provide tailored insights.
• Reports:
  • Summary Reports: Provide an overview of hours worked, approvals, and rejections. Consequently, they give a quick snapshot.
  • Detailed Reports: Offer in-depth insights into time entries, including task-level details. Therefore, they provide comprehensive data.
  • Compliance Reports: Ensure adherence to company policies and regulations. Thus, they help in regulatory compliance.
  • Productivity Reports: Measure employee productivity and time allocation. Consequently, they enhance performance tracking.
  • Custom Reports: User-defined reports tailored to specific needs. Therefore, they offer personalized insights.
  • End of Business Week Reporting: Summarizes hours worked, project status, and metrics at the end of each business week. Consequently, they provide weekly performance data.
  • End of Month Reporting: Comprehensive overview of timesheet data, project progress, and resource utilization at the end of each month. Thus, they assist in monthly planning.
• Rejections: Processes and actions taken when a timesheet is not approved, including reasons for rejection and steps for resubmission. Therefore, they ensure accurate timesheets.

S

• Standard Reports: Predefined reports available out-of-the-box for common timesheet metrics. Thus, they provide basic insights.
• Support and Training: Resources provided to help users understand and effectively use the timesheet portal. Consequently, they enhance user proficiency.

T

• Time Card: A physical or digital card used by employees to record the times and hours worked. Therefore, it tracks work hours.
• Time Entry: The act of logging hours worked on a timesheet. Consequently, it captures work details.
• Time Keeping: The process of tracking and managing employees’ work hours. Thus, it ensures accurate records.
• Timesheet: A digital or physical document used to record the amount of time an employee has worked. Therefore, it is essential for time tracking.
• Timesheet Approvals: Steps and processes involved in approving submitted timesheets. Consequently, they validate time entries.
• Timesheet Portal: The central platform where users enter, submit, approve, and manage timesheets. Thus, it facilitates time management.
• Timesheet Rejections: Actions taken when a submitted timesheet is not approved, including notifications and feedback. Therefore, they ensure correctness.
• Timesheet Setup: Initial configuration of timesheet templates, user roles, and permissions. Consequently, it sets the foundation for timesheet use.

U

• User Management: Administration of user roles, permissions, and access rights within the timesheet system. Thus, it controls access.

V

• Validation Rules: Criteria set to ensure accuracy and completeness of timesheet entries. Therefore, they maintain data integrity.

W

• Work Hours: Standard hours worked, as well as overtime and billable/non-billable hours. Consequently, they track all work.

X

• XML Data Integration: Using XML format for integrating timesheet data with other systems. Thus, it enables data exchange.

Y

• Yearly Summary Reports: Annual overview of timesheet data, including total hours worked and project allocations. Consequently, they provide annual insights.

Z

• Zero-hour Entries: Timesheet entries indicating no hours worked for a particular period, often used for leave or absence tracking. Therefore, they record non-working periods.