Concept: Project Time Entry
When you integrate Workday Time Tracking with Workday Projects, you can:
- Create and manage projects.
- Enable workers to enter time through Time Tracking for projects and tasks.
- Track project work.
- Analyze project workers' time.
- Evaluate the labor cost impact to projects.
- Analyze project costs.
- Use advanced resource management.
Configuration Considerations
A worker can select a project, role, or task when entering time when you:
- Add the worker to a resource plan for a project or a task.
- Configure the worker's time entry template to track project time entry.
Workday assigns the default time entry code of the time entry template to any time that you enter for projects and tasks. The default time entry code determines whether the worker enters hours or in/out times for their projects and tasks. Assign workers who enter project time to a template that uses a default time entry code dedicated to project time entry. You can enable workers to enter additional time entry codes by adjusting eligibility rules for time code groups.
If you track project time only and don't perform time calculations, you don't need to create time calculations, time calculation tags, or time calculation groups.
If you use the
Review Time
or Review Project Time
reports to review and approve project time blocks, create a time calculation tag for project time. These reports pull in time blocks based on their calculation tags.Billable Projects
Once you approve a worker's billable project time entries, Project Billing and Revenue processes them as billable transactions. If you edit an approved time block, you must submit and approve it again for it to become a billable transaction. You can use the
Review Billable Project Transactions
task to view, edit, and approve the transactions or to transfer the time to a different project. The status of the time block reflects the billing status of the associated transaction. When the billing status of the transaction is one of the following, you can no longer edit the time block:
- Billed: The billable transaction has been invoiced.
- Billing in Progress: The billable transaction is included in a customer invoice proposal.
If you need to make changes after this point, you can delete the time block and re-add the updated information in a new time block. Deleting a billed time block creates a negative billing transaction that reverses the original transaction.
You can prevent the deletion of time blocks by configuring which of these activities locks them:
- Billing.
- Revenue recognition.
- Project.
Set Up Project Billing Configuration
task to configure this. To allow specific users to bypass the time block deletion lockdown for periods that aren't closed, assign them to the Manage: Exemption from Deletion Lockdown for Project Billing
security domain.Time Tracking offers a
Do Not Bill
option when you enter time for billable projects and project plan tasks. Although you can select the option at both the project and task levels, the option only affects billing for tasks. If you select this option at the project plan task level, Workday Projects tracks the transaction but doesn't bill the time. Selecting this option at the project level has no effect in Workday Projects. You can still select this option for tracking and reporting purposes.Normalized Project Labor Costing
Workday enables you to evaluate the labor cost impact to projects, based on variances of a worker's daily reported time versus scheduled time. To allocate fully burdened costs across project time blocks in a day, use the normalization factor time block attribute. The normalization factor calculation divides the scheduled hours for a calculated day by the total reported hours for a day, including time off.
Once you approve the normalized project time block, if the worker has a reported project or project task, Workday immediately calculates and stores the approval on the worker time block.
When scheduled hours don't equal reported hours for a day, Workday stores the normalized factor needed to derive a normalized cost for project time blocks.
When you:
- Add a new reported time block to a day that contains project time blocks, Workday recalculates the normalization factor for all project time blocks or project tasks for the day.
- Change a project time block or project task to a time entry code, Workday removes the normalization factor.
Use the
Normalization Factor
report field on the Project Time Blocks
report data source to determine the normalized cost for each project time block.You can only access normalization factor values through custom reports.
Example: You create a matrix report to summarize the normalized labor costs grouped by Project, per period, when you multiply values for:
- Reported Quantity(on the project time block)
- Fully Burdened Cost
- Normalization Factor