VA Primavera P6: Project Management - Timesheet Approval and Apply Actuals Department of Veterans Affairs Office of Information and Technology IT Workforce Development (ITWD) in collaboration with Product Development Notes: Welcome to the VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals training offered by the Department of Veterans Affairs, Office of Information and Technology, IT Workforce Development in collaboration with Product Development.

Welcome and Introduction Primavera Team: Charlene Murray IT Specialist / OIT PD/Open Source, Configuration & Tools Management Division Mairye Bates Notes: Primavera team Charlene Murray & Mairye Bates and your presenter today is Charlene. Charlene Murray has worked for the Department of Veterans Affairs for 25 years. For the last 17 years she has been involved with project management activities and project management applications including VA Primavera and PMAS. Charlene was a member of the project management application selection committee in the mid-1990s when Primavera was chosen. She has remained as Primavera System Administrator, technical and software support and liaison to Primavera and now to Oracle. Mairye Bates has worked with the VA for 22 years, and has been involved with VA project management for more than a dozen years.  Mairye was a member of the original VA Primavera implementation team, and has continued to support project management tools across all of VA.  Among other responsibilities, she provides customer support for PM tools and processes, is a system administrator, and is a VA trainer for Primavera. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals

Training Objective How to review and approve timesheets How to apply actuals to progress projects Notes: When we are done here today, you will have an understanding of how to review and approve timesheets and apply actuals to progress projects VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 4 of 66

Training Overview Audience - Project Managers (PM), Resource Managers (RM), and their designees Prerequisites – Licensed for VA Primavera P6 Project Management with appropriate privileges Notes: This training is targeted to Project Managers (PM), Resource Managers (RM), and their designees and you should be licensed for VA Primavera P6 Project Management with appropriate privileges So, let’s get started…Charlene? VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 5 of 66

PROJECT MANAGEMENT: TIMESHEET APPROVAL LOGIN Section 1: PROJECT MANAGEMENT: TIMESHEET APPROVAL LOGIN Hello and thank you for joining today’s VA Primavera Timesheet Approval and Apply Actuals Training. We will begin by showing you how to connect. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 6 of 66

Timesheet Approval & Apply Actuals – Connecting with Remote Desktop Connection 1. Enter vaishtms or vaishtms.vha.med.va.gov 2. Select Connect Notes: To connect to VA Primavera P6, you must first use Remote Desktop Connection(RDC). RDC is a standard desktop application available in Windows. Enter the server name: vaishtms in the Computer field and select Connect. If you receive the message, “server not found”, use the full server name provided on this capture. Using the short or full server name is dependent on the network routers used during your connection on the WAN. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 7 of 66

Timesheet Approval & Apply Actuals – Server Authentication Required Enter your Windows network User name & Password Select Network User Domain Notes: Users must enter their network credentials to be authenticated for access to the Primavera Project Management terminal servers. Enter your Windows network User name and Password, select your Network User Domain from the Log on to: drop down menu, and then select OK. 3. Select OK VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 8 of 66

Timesheet Approval & Apply Actuals – Launch P6 Project Management Client Application Select Project Management Notes: Locate the Project Management icon on the Primavera terminal server desktop. Use the right mouse button to select the desktop icon, then select Open from the menu or select the desktop icon. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 9 of 66

Timesheet Approval & Apply Actuals – Project Management (PM) Login Enter Login Name Enter Primavera Password Select PMDB Select OK Notes: To log into Project Management (PM), enter your Login Name, which is set to your network username. The username is case sensitive and is usually in lowercase. Next enter your password, which has been provided to you by the Primavera Administrators. If you have not received your password please contact the support mail group that will be provided at the end of this training. The Database field should remain PMDB and should not be changed. Select OK to complete login. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 10 of 66

PROJECT MANAGEMENT: TIMESHEET APPROVAL PROCESS OVERVIEW Section 2: PROJECT MANAGEMENT: TIMESHEET APPROVAL PROCESS OVERVIEW In the Section 2 you will see how to navigate to the Time Approval option and we will review the actions that are available. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 11 of 66

Timesheet Approval & Apply Actuals – Welcome Screen Open Existing… Open Last Notes: From the Welcome screen select Open Existing…, the second button highlighted here, to open an existing project. If you are a returning user, a Project value will be displayed with the Last project: selection and you can choose to go to that project by using the third button labeled Open Last. Select Open Global Data, the fourth button highlighted here, to go directly into the application without opening a project. Open Global Data VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 12 of 66

Timesheet Approval & Apply Actuals – Open Project Window 1. Select Project 3. Select Open Notes: Audio: Using the option Open an Existing project, all projects in the database are displayed. Highlight to select the project you have privileges to maintain and to approve timesheets. Every licensed user of VA Primavera P6 Project Management has the ability to view all projects. However changes, such as approving timesheets, can only be made to projects where the user has been given privileges. For Access Mode we recommend leaving the default value of Shared. 2. Select Shared VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 13 of 66

Timesheet Approval & Apply Actuals – PM Home Screen with Project Open Primavera P6: 01-02-01-98-26-00013 (Benefits Legacy (NWT/NPT) FY13) Notes: Audio: The selected project or projects is displayed along the top of the window. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 14 of 66

Timesheet Approval & Apply Actuals – Time Approval 1. Select Tools 2. Select Time Approval… Notes: Audio: To navigate to timesheet approval, select Time Approval… from the Tools menu. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 15 of 66

Timesheet Approval & Apply Actuals – Java Application Notes: Audio: After selecting the Time Approval option, Java is launched and a new window for Timesheet Approval will open. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 16 of 66

Timesheet Approval & Apply Actuals – Approving Timesheets as PM Approving as Project Manager Action Required Timesheets for 10-Feb-13 - - 16-Feb-13 There are no timesheets to be reviewed for the selected settings Notes: Audio: The VA Primavera database requires two levels of timesheet approvals, Project Manager(PM) approval and Resource Manager(RM) approval. We will discuss the Project Manager level approval first, then we will review the Resource Manager approval later in this session. All functionality described during PM approval applies to the RM approval process, too. The Timesheet Approval date defaults to the current timesheet week. In this capture, the Action Required Timesheet time period is: February 10th through the 16th 2013. Note, there are no timesheets to be reviewed for the selected week in the view below.  VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 17 of 66

Select week to be reviewed Timesheet Approval & Apply Actuals – Selecting Timesheet Week to Review Select week to be reviewed Notes: Audio: To select the timesheet week you want to review, select week to be reviewed from the Action Required Timesheets for drop down menu. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 18 of 66

Timesheet Approval & Apply Actuals – Details Resource Timesheet details Notes: Audio: After changing the timesheet period to be reviewed, timesheets requiring action are displayed. By highlighting a Resource in the top pane, the timesheet details are displayed in the bottom pane. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 19 of 66

PROJECT MANAGEMENT: TIMESHEET APPROVAL CUSTOMIZE TIMESHEET DISPLAY Section 3: PROJECT MANAGEMENT: TIMESHEET APPROVAL CUSTOMIZE TIMESHEET DISPLAY In Section 3 we will now show you how to customize the information displayed in the Timesheet Approval window. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 20 of 66

Timesheet Approval & Apply Actuals – Customizing Overall Timesheet Display 1. Select Customize Columns 3. Select right arrow Notes: Audio: The columns displayed in the overall timesheet in the top pane, can be changed by selecting Customize Columns using the fifth icon on the toolbar, which is highlighted here. To add columns, highlight a field listed in the Available Columns. Select the right arrow, to add the field to the Selected Columns. To remove columns select a field listed in the Selected Columns. Select left arrow, to remove from the overall timesheet display. The column order can be changed by using the up and down arrows to the right. Select OK when finished. 4. Select OK 2. Select Total Hours VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 21 of 66

Timesheet Approval & Apply Actuals – Customizing Activities Details Window Remove: Activity Status Actual Regular Units Actual Overtime Units Remaining Units WBS Name 3. Select right arrow 1. Select Columns Notes: Audio: In the bottom pane, the Timesheet Details view, we recommend adding the Status column. To add the Status column, select Columns using the third icon from the left, which is highlighted here; then select Status; and select the right arrow. We also recommend removing a few fields: Activity Status, Actual Regular Units, Actual Overtime Units, Remaining Units, and WBS Name. You can follow the same steps as the previous slide to add and remove the desired columns. Select OK when finished. 2. Select Status VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 22 of 66

Timesheet Approval & Apply Actuals – Updating Column Display Column order can be changed by dragging column to desired location Notes: Audio: The column order can also be changed in both the top and bottom panes by dragging the column to the desired location. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 23 of 66

Timesheet Approval & Apply Actuals – Grouping Select Grouping Notes: Audio: You can change the display with the Grouping functionality in both the top and bottom panes of Timesheet Approval by either selecting Grouping using the fourth icon in the top pane toolbar or using the second icon on the lower pane toolbar, both are highlighted here. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 24 of 66

Timesheet Approval & Apply Actuals – Sorting Select Column Header Notes: Audio: The Sort order can be changed easily by selecting on the Column Header, the triangle icon, highlighted here or on any of the column headers displayed. This function is available in both the top and bottom panes. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 25 of 66

Timesheet Approval & Apply Actuals – Changing Filter to Action Required Action Required Timesheets Notes: Audio: When the Filter is set to Action Required, only timesheets requiring your attention are displayed. The filter is changed by selecting Filter, the third icon on the toolbar that looks like a funnel, which is highlighted here. Select Filter Select Action Required (Ctrl+Alt+C) VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 26 of 66

Timesheet Approval & Apply Actuals – Changing Filter to Approved Approved Timesheets Notes: Audio: By changing the Filter to Approved, the list of Timesheets changes to reflect only timesheets that are partially or fully approved. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 27 of 66

Timesheet Approval & Apply Actuals – Changing Filter to All Timesheets Approve and Reject are unavailable Notes: Audio: Note, when the filter is set to All Timesheets, the Approve and Reject icons are grayed out and unavailable.  You must change to another filter status to be able to complete an approval or rejection action. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 28 of 66

PROJECT MANAGEMENT: TIMESHEET APPROVAL PROCESS Section 4: PROJECT MANAGEMENT: TIMESHEET APPROVAL PROCESS Section 4 presents the Timesheet Approval Process VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 29 of 66

Timesheet Approval & Apply Actuals – Approve or Reject? Approve (F6) Reject (F7) Timesheet Details window Notes: Audio: For each submitted timesheet, you need to review the data in the Timesheet Details bottom pane. You, as the approver, have the decision and the ability to Approve or Reject the timesheet, based on the workload submitted. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 30 of 66

Timesheet Approval & Apply Actuals – Decision Time Checklist: Does this resource work on your project? Has the user submitted the correct number of hours this week? If hours were worked beyond the resource’s scheduled tour of duty, is the correct format used (scheduled/extra time)? Should Holiday hours be included during this timesheet period? Notes: Timesheets will be available for project manager approval only if a resource has submitted workload to an activity in your project(s). Here is a checklist of items to consider as a project manager The checklist includes: Does this resource work on your project? Has the user submitted the correct number of hours this week? If hours were worked beyond the resource’s scheduled tour of duty, is the correct format used (scheduled/extra time)? Should Holiday hours be included during this timesheet period? VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 31 of 66

Timesheet Approval & Apply Actuals – Approving a Timesheet Approve Total Hours 10.0/1.0 Notes: Audio: The Timesheet can be approved by selecting Approve Selected Timesheets (using the first icon on the Toolbar), which is highlighted here, or by using F6, or with the right mouse button and choosing Approve from the pop-up menu. Through use, you will find the method that works best for you. This Timesheet is also a good example of reporting hours worked beyond a scheduled tour of duty. The workload is entered to each activity as it was worked; (time worked during the scheduled tour) / (time worked after the scheduled tour) On Wednesday this user worked 2 hours beyond their scheduled tour of duty. The column total for Wednesday shows correctly as 8/2. The row total for Acquisition & Vendor Management Oversight also shows correctly as 10/1. The full timesheet total displays as 40/2 in the bottom right corner. When all Timesheet approvals have been completed, select Close to exit Timesheet Approval. Do not use the “x” in the upper right hand corner to close the Timesheet Approval window. Wed 10/17 8.0/2.0 Total 40.0/2.0 Close VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 32 of 66

Timesheet Approval & Apply Actuals – Rejecting a Timesheet 1. Select Reject 2. Select Send rejection email to timesheet resource Notes: Audio: If you determine the Timesheet should be corrected, the Timesheet is rejected by selecting Reject Selected Timesheets, the second icon on the Toolbar, which is highlighted here, or by using F7, or with the right mouse select and choosing Reject from the pop-up menu. An e-mail message should also be sent to the Timesheet user by checking Send rejection email to timesheet resource, then Select OK. 3. Select OK VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 33 of 66

Timesheet Approval & Apply Actuals – Rejecting a Timesheet Modify e-mail message: Reason timesheet is being rejected Corrections required Notes: Audio: The default message is displayed in the E-mail window. However, the message should be modified to include the reason the timesheet is being rejected and the corrections required. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 34 of 66

Timesheet Approval & Apply Actuals – Rejecting a Timesheet Modify e-mail message email addresses: Cut and paste e-mail address from Bcc: to To: Enter your e-mail address in Cc: (optional) Notes: Audio: This message has been updated to include the modifications indicated on the previous slide. The user’s e-mail information has been cut and paste from the Bcc: to the To: line. You should include your e-mail address in the Cc: line if you want to receive a copy of the message. When all changes have been made, Select Send e-mail. Select Send e-mail VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 35 of 66

Timesheet Approval & Apply Actuals – Outlook Rejection Message Notes: Audio: Here is a view of the Outlook message received by the recipient whose timesheet has been rejected. Recipient Outlook message view VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 36 of 66

Timesheet Approval & Apply Actuals – Resubmitted Timesheet You have resubmitted timesheets Action Required Timesheet period Resubmitted Timesheet Resubmitted Timesheet period Notes: Audio: Let’s return to the Timesheet that was rejected. The user has corrected and resubmitted the timesheet which is indicated by the timesheet Status now displaying Resubmitted. Additionally, the You have resubmitted timesheets message appears at the top right of Timesheet Approval to notify you that resubmitted timesheets require your attention. All resubmitted timesheets will show regardless of the timesheet period selected. In this example, the timesheet period displayed is October 21st though the 27th, 2012, but the resubmitted timesheet is for the week of 10/14/12. Primavera has made it easy to locate resubmitted timesheets, as they will always display in any timesheet period you are reviewing. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 37 of 66

Timesheet Approval & Apply Actuals - Timesheet Notes Select Notes Add Note Notes: Audio: Selecting Notes, the icon that appears as a piece of yellow paper with a paper clip, highlighted here, will display the content of the e-mail that was sent to the user, along with their rejected timesheet data. If needed, additional Notes can be entered and saved to the timesheet. To close the Notes window, select Close. Timesheet Notes History Select Close VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 38 of 66

Timesheet Approval & Apply Actuals – Approve Prior Timesheet Periods Select a different Action Required Timesheet period Add Note Notes: Audio: Each timesheet period must be selected individually, using the Action Required Timesheet for: drop down menu. Because you need to review each timesheet, the ability to approve multiple weeks concurrently is not available. You should plan to review the fiscal year on a regular basis. The frequency of reviewing past timesheets will be dependent on the users reporting workload to your projects. Select Close VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 39 of 66

Timesheet Approval & Apply Actuals - Approval Process The VA requires two levels of approval: The Project Manager (PM) approves the activities of one or more projects The Resource Manager (RM) approves the work of one or more resources Approvals are cumulative and can be done in either order Notes: For the timesheet approval process, the VA requires two levels of approval: The Project Manager approves the activities of one or more projects The Resource Manager approves the work of one or more resources Approvals are cumulative and can be done in either order VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 40 of 66

Timesheet Approval & Apply Actuals – PM vs. RM Distinctions Project Manager (PM) Resource Manager (RM) PM approval requires the user to have a project open and to have privileges to modify that Primavera project RM approval does not require the user to have a project open or to own a Primavera project The user listed in the project’s Responsible Manager field will have privileges to modify the project RM approval requires the user to be listed in the resource’s Timesheet Approval Manager field In approving as a PM you will see timesheets and hours for all the projects you manage In approving as RM you will see all the timesheets and hours for all the resources you manage Notes: The user listed in the project’s Responsible Manager field determines who can PM approve activities in the resource’s timesheet. The data displayed for RM Approval is based on the user named in the resource’s Timesheet Approval Manager field. We will have screen captures of this information later in the Supplemental Slides. Project Manager(PM) approval requires the user to have a project open and to have privileges to modify that Primavera project. The user listed in the project’s Responsible Manager field will have privileges to modify the project. In approving as a PM you will see timesheets and hours for all the projects you manage. Resource Manager(RM) approval does not require the user to have a project open or to own a Primavera project. RM approval requires the user to be listed in the resource’s Timesheet Approval Manager field. In approving as RM you will see all the timesheets and hours for all the resources you manage. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 41 of 66

Timesheet Approval & Apply Actuals – RM Approval Approving as Resource Manager Notes: Resource Manager approvers are usually Competency Managers or Supervisors. The RM approval process has the same responsibility and uses the same functionality as PM approval. When all approvals have been completed, select Close to exit Timesheet Approval. Select Close VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 42 of 66

Timesheet Approval & Apply Actuals – RM Approval Updates Timesheet Status Filter = Approved Timesheet Status = RM Approved Updated Status = Approved Notes: RM approval updates the overall Timesheet status as well as the status of each activity on the timesheet. In this example, the Filter is set to Approved, to show the updated status after RM approval. The overall timesheet status has changed from Submitted to RM Approved. Reviewing the activities in the bottom pane, the activities status of the first project, ending in 00013, has changed from PM Approved to Approved. The status for activities in the remaining two projects ending in 001 and 002, has changed from Submitted to RM Approved. Updated Status = RM Approved VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 43 of 66

Timesheet Approval & Apply Actuals – When to Apply Actuals Select Tools Select Apply Actuals… Apply Actuals on Tuesday If Monday is a holiday, Apply Actuals on Wednesday Notes: Each Tuesday afternoon, after approvals are complete, you must progress the project by Applying Actuals. With the project or projects Open, select Apply Actuals… from the Tools menu. *If the week has a Monday holiday, this action will take place on Wednesday afternoon. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 44 of 66

Timesheet Approval & Apply Actuals – Apply Actuals 3. Select Apply 1. Select Current time period Notes: Audio: The Apply Actuals window will display open projects in the Apply Actuals projects to be updated: list. The default settings should be used. Select The same new data date radio button to allow the data date or project progress to reflect up to the most current timesheet period. Do not change the Data Date. Select the Always recalculate radio button to ensure the remaining duration is calculated based on the fully approved timesheet data. If you manage multiple projects, you can have all of your projects open when you use the Apply Actuals option. Select Apply to confirm your selections. 2. Select Always recalculate VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 45 of 66

Timesheet Approval & Apply Actuals – Review Unapproved Timesheets Select Yes Select Display: Timesheets Notes: Audio: After selecting Apply, you will be prompted to review timesheets that are not fully approved. When prompted, select Yes. A list of Unapproved Timesheets is displayed. The list can be printed by selecting Display: Timesheets, so that you can contact the other approvers to make their approvals in order to change the timesheet status to Approved. This list is important, because actuals will not be posted from unapproved timesheets. In other words, only timesheets that are fully approved will apply workload to any projects. Select Yes to Apply Actuals for the fully Approved timesheets. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 46 of 66

Timesheet Approval & Apply Actuals – Apply Actuals Notes: Audio: The example on the left displays the Progress bar with Actuals being applied. The example on the right displays the message, “Project actuals have been successfully applied.”  Select OK to complete the action, which closes the window. Apply Project Actuals progress bar Select OK VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 47 of 66

Timesheet Approval & Apply Actuals – Updated Data Date Notes: Audio: After Actuals have been applied to the project successfully, the new Data Date: February 10th 2013 displays in the toolbar of the Project Management screen. When a project is open the Data Date in the status bar indicates the date up to which Actuals have been applied to the project. The Data Date should always be the end of the most recently completed timesheet period. Data Date: 10-Feb-13 VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 48 of 66

Timesheet Approval & Apply Actuals – When to Approve Timesheets Project manager or designee will review/approve all timesheets for their projects by Tuesday noon* Resource manager will approve all timesheets for their resources by Tuesday noon* Both approvals are independent; order does not matter Notes: When to Approve Timesheets The Project manager or designee will review and approve all timesheets for their projects by Tuesday noon*. Resource managers will also approve all timesheets for their resources by Tuesday noon*. Both approvals are independent; order does not matter. * If Monday is a federal holiday, the schedule slides one day. * If Monday is a federal holiday, the schedule slides one day VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 49 of 66

Timesheet Approval & Apply Actuals – When to Apply Actuals Project manager or designee will apply actuals to all of their projects Tuesday after noon* Notes: When to Apply Actuals The Project manager or designee will apply actuals to all of their projects Tuesday after noon*. * If Monday is a federal holiday, the schedule slides one day. * If Monday is a federal holiday, the schedule slides one day VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 50 of 66

Timesheet Approval & Apply Actuals – Ghosting and Delegates Multiple users may approve timesheets Ghosting allows a person to have the same privileges as another user, for all PM functions in the tool Delegate allows a user to approve timesheets for another user for a specified period Ghosting must be set by an Administrator Delegates can be set by the PM or RM Notes: VA Primavera allows multiple users to approve timesheets. The first and most common method is referred to as Ghosting. Ghosting allows a person to have the same privileges as another user, for all functions in the tool. Ghosting must be set by an Administrator. The second is called Delegate. Delegate allows a user to approve timesheets for another user. Delegates can be set by the PM or RM. This could be a temporary change to ensure coverage is maintained during scheduled leave or unavailability. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 51 of 66

Timesheet Approval & Apply Actuals – Delegate Timesheet Approval Select a delegate Notes: Audio: Whether you are a resource manager or project manager, you can assign a delegate user to process your timesheets when you are not able to process them yourself. After selecting a delegate for your resources or projects, you can activate and disable the delegate's approval rights at any time. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 52 of 66

Timesheet Approval & Apply Actuals – Delegate PM Timesheet Approval The beginning or all of the project name can be entered in the Search field for managers with a long list of projects. 1. Select Browse (…) 2. Enter username or scroll 3. Highlight username 4. Select OK Notes: Audio: First, locate and highlight the Project to be assigned a timesheet delegate. If the manager has a long list of projects, begin typing the project name in the Search field. The Search function will return project names matching your entry. Next, to select the delegate choose the Browse (…) button highlighted here. It has a small square with three dots centered on the bottom. Then you can either begin typing the user name or scroll down through the list. Once you have located the desired user name, select to highlight. Finally, select OK to confirm your selection. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 53 of 66

Timesheet Approval & Apply Actuals – Delegate PM Timesheet Approval Delegates have been assigned Select OK Notes: Audio: A Project Manager can delegate approval rights to different users for each project. To view, approve, or reject timesheets, you must be assigned appropriate application access and security privileges by the Primavera Administrators. To activate a delegate’s approval rights for project managers, select the checkbox or boxes that correspond to the delegate’s name,  then select OK to confirm. Select a checkbox to activate a delegate’s approval rights VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 54 of 66

Timesheet Approval & Apply Actuals – Delegate RM Approval Select the checkbox to activate a delegate’s approval rights Notes: Audio: To activate a delegate’s approval rights for resource managers select the checkbox or boxes that corresponds to the resource delegate’s name,  then select OK to confirm. Select OK VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 55 of 66

EXITING PROJECT MANAGEMENT & REMOTE DESKTOP CONNECTION Section 5: PROJECT MANAGEMENT: EXITING PROJECT MANAGEMENT & REMOTE DESKTOP CONNECTION Section 5 presents information for Exiting Project Management and the Remote Desktop Connection VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 56 of 66

Timesheet Approval & Apply Actuals – Exiting Project Management Select File Select Close All (Ctrl+W) Notes: Audio: When you have completed Timesheet Approvals and Applying Actuals to your projects it is important to complete the following steps to save project work and user attributes. From the File menu, choose the Close All option to close any open projects. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 57 of 66

Timesheet Approval & Apply Actuals – Exiting Project Management Select Yes Notes: Audio: When the Primavera P6 window appears with the message Are you sure you want to close this project? Select Yes to close the project. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 58 of 66

Timesheet Approval & Apply Actuals – Exiting Project Management Select File Select Exit Notes: Audio: Notice, the Project name and ProjectID no longer display in the top border of Primavera Project Management. Next return to the File menu, and select Exit to leave Project Management. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 59 of 66

Timesheet Approval & Apply Actuals – Exiting Project Management Select Yes to exit Project Management Notes: Audio: When prompted to exit Project Management, select Yes. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 60 of 66

Timesheet Approval & Apply Actuals – Exiting Project Management Select Start Select Shut Down Notes: Audio: To leave the Terminal Server, select Start, then Shut Down. When the Shut Down Windows pop up window displays, select OK. Select OK VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 61 of 66

PROJECT MANAGEMENT: TIMESHEET APPROVAL & APPLY ACTUALS Section 6: PROJECT MANAGEMENT: TIMESHEET APPROVAL & APPLY ACTUALS SUPPLEMENTAL SLIDES Section 6 includes Timesheet Approval & Apply Actuals Supplemental Slides VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 62 of 66

Timesheet Approval & Apply Actuals – Supplemental Slides – PM and RM Approval PM approval requires the user to be listed in the project’s Responsible Manager field Notes: Audio: We will now review a few additional slides related to this training topic. Project manager approval of a resource’s timesheet, will only update the status of the activities included, in the project(s) listing the user in the Responsible Manager field.  If you are not listed as the project Responsible Manager and should be, please e-mail the support mail group provided at the end of this training. For PMAS (Project Management Accountability System) managed projects, this request must come from the federal VA PMAS PM of record or the Program Manager and include the Responsible Manager currently listed in VA Primavera. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 63 of 66

Timesheet Approval & Apply Actuals – Supplemental Slides – PM and RM Approval RM approval requires the user to be listed in the resource’s Timesheet Approval Manager field Notes: Audio: The Timesheet Approval Manager determines who can RM approve the resource’s timesheet. Resource Manager (RM) approval is usually given to Competency Managers or Supervisors. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals Slide 64 of 66

Timesheet Approval & Apply Actuals – User Support Contact mail group for Support & Connectivity issues OIT PD PAC PRIMAVERA TOOLS TEAM E-mail Primavera2@va.gov Notes: Please contact the Primavera Tools e-mail group if you experience issues launching or using Project Management: Timesheet Approval. The mail group is: OIT PD PAC PRIMAVERA TOOLS TEAM  or send an email to Primavera2@va.gov This concludes the training for VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals. Thank you. VA Primavera P6 Project Management: Timesheet Approval and Apply Actuals