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Administrator Guide
Last Updated: 2024-03-22
Setup Considerations: Review Time and Project Time

Setup Considerations: Review Time and Project Time

You can use this topic to help make decisions when planning your configuration and use of the
Review Time
 and
Review Project Time
 reports. It explains:
  • Why to set them up.
  • How they fit into the rest of Workday.
  • Downstream impacts and cross-product interactions.
  • Security requirements and business process configurations.
  • Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What It Is

Workday delivers 2 configurable reports that you can set up to enable managers to review and approve time in a consolidated view:
  • The
    Review Time
     report is for managers or timekeepers who belong to the same supervisory organization as the workers on their project. Reviewers can use this report to review and approve project and nonproject time entries and time offs.
  • The
    Review Project Time
     report is for project managers who approve time for the workers on their project, but who aren't in their supervisory organization. Project managers can only use this report to review and approve project time.

Business Benefits

When you grant managers access to the
Review Time
 and
Review Project Time
 reports, they can:
  • Save time by approving multiple time entries at once rather than approving each entry one-by-one in 
    My Tasks
    .
  • View additional details about time entries that are eligible or ineligible for approval.
  • Gain context about a worker's time by viewing their daily and weekly time entry totals, time block details, and comments.
  • Approve workers' time entries by week or by period.

Use Cases

Review Time
  • Managers or timekeepers need to approve time entries or time offs for multiple workers at once.
  • Project managers are in the same supervisory organization as the workers on their projects.
Review Project Time
  • Project managers in your organization need to review and approve time for multiple workers at once.
  • Your organization includes project managers who only approve project time entries for the workers on their projects.
  • Project managers are in a different supervisory organization from the workers in their projects.

Questions to Consider

Which report should I grant workers access to?
Decide which report to enable based on the time approver's relationship to the workers.
Role
Reviewing and Approving
Report
  • Timekeeper
  • Manager
  • Project manager who belongs to the same supervisory organization as the workers they're approving time for.
  • Project time entries.
  • Nonproject time entries.
  • Time offs.
Review Time
  • Project Manager
  • Project manager who belongs to a different supervisory organization from the workers they're approving time for.
  • Project time entries.
Review Project Time

Recommendations

To reduce confusion, we recommend that you enable managers to use either the
Review Time
 report or the
Review Project Time
 report, but not both.
As you create training materials for managers about using the
Review Project Time
 report, we recommend that you include these considerations:
  • You can save filters on the
    Review Project Time
     filter page to quickly run the report with the same filters.
  • Saved filters continue to populate the same date that you entered the first time you ran the task. Update the
    Date
     field to the relevant date when you run the task again.

Requirements

The
Review Project Time
 report displays time entries based on time calculation tags. If you've never enabled time calculation tags before, you must create them to use the
Review Project Time
 report. Create a Project Time calculation tag that is applied to all project time entries. You don’t need to create calculations or calculation groups.
Enable
Create Independent Events
on relevant time entry templates so that Workday creates separate approval events for each project when workers enter time against multiple projects.

Limitations

No impact.

Tenant Setup

You can configure tenant-wide settings that control what the reports display using these tasks:
  • Edit Time Approval Template
  • Edit Project Time Approval Settings

Security

Review Time
Security Domain
Considerations
Manager: Time Tracking Manager Approval
Secures the
Review Time
 report. Grant managers access to this domain.
Set Up: Time Tracking
Secures the
Edit Time Approval Template
 task that you can use to configure the
Review Time
 report. Administrators should have access to this domain.
Review Project Time
Security Domain
Considerations
Project Manager: Time Tracking Project Manager Approval
Secures the
Review Project Time
 report. Grant project managers access to this domain.
Set Up: Time Tracking
Secures the
Edit Project Time Approval Settings
 task that you can use to configure the
Review Time
 report. Administrators should have access to this domain.

Business Processes

Configure the
Enter Time
 business process to route time entries to the project manager for approval.

Reporting

No impact.

Integrations

No impact.

Connections and Touchpoints

Features
Considerations
Workday Projects
Workers display in the
Review Project Time
 report when they're assigned as resources on the same resource plan as the project manager.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships across your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.