Timesheet Compliance

Microsoft Project Server; Project Online; Timesheet Compliance; Reporting

Background

We wanted to share some thoughts and strategies about timesheet compliance.  Microsoft Project Server and Project Online have a terrible timesheet/task tracking ability that comes out of the box.  With the addition of a Timesheet Compliance report, you can have a highly visible, easy to read Timesheet Compliance report.  Contact us to see sample Timesheet Compliance Reports.

Are you finding it difficult to get your organization to enter timesheets on a ‘timely’ manner? 

We have found the 1st step towards success is for the organization to clearly communicate the Timesheet process and get organizational buy-in.

Communicate the:

  • Process: What do they need to do and when?
  • Why: Help them understand the importance of their participation in completing their timesheet on daily/weekly basis. More efficient projects, reduced status meetings/calls, better estimates, payroll, etc.
  • Support: Let them know that your organization is a transparent one, and provide them with an avenue to ask question and seek assistance if they need.
  • Reward: Often organizations implement a fun recognition award for those that complete their timesheets on time. This may seem trivial however you will be amazed at how your organization responds positively to the ‘incentive’. See below for more ideas on rewards.

Additionally, we have seen organizations successfully implement a fun and helpful Award or Recognition system:

  1. Star/Smiley Award: Weekly there is an email from the PMO that shows all the departments and weather they received the Smiley Award. The thresholds can be set – however we recommend that you set high standards (i.e. 100% compliance). Each department that submits their timesheets in the given period would receive a Smiley Award (a simple Smiley face next to their department’s name). This is an easy motivation tool that can come with or without a reward. Some organizations have a monthly lunch or afternoon snack/refreshments for all members of the department(s) that received the Smiley Awards. The department would need to receive 3 out of 4 Smiley Awards for the month to be eligible.
  2. Drawing: Anyone that completes their timesheet on-time will be entered into a drawing for … (a free lunch, CMC schwag, etc). If you do this, you can run a report of all those that completed their timesheets and then go to a random number generator (on the web) to select the number of the winner. Keep it simple. Make sure to public recognize the individual winner and the metrics (Samantha Jones was selected for entering her timesheet on time. We had 80% compliance this week. Make sure to complete your timesheet for your chance to win).

We have found that implementing both the Award and the Drawing seem to work well in organizations that have been unable to get the desired level of Timesheet Compliance.

Interesting Articles

· This is a fun article and an interesting take on Timesheet Compliance. http://www.sidewaysthoughts.com/blog/2012/08/read-this-if-you-do-timesheets-seven-strategies-to-get-the-blue-bar-under-the-orange-line/

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