guidelines for entering time sheets for gcp associates

Guide for entering time sheets for GCP Associates V1.0 ________________________________________________________________________

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Guide for entering Time sheets for GCP Associates

Version 1.0

August 25, 2006

Biju Appukuttan


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Table of Contents

1 Introduction......................................................................................................................................... 3

2 Modules for GCP ................................................................................................................................ 3

3 Task structure to be used ................................................................................................................... 3

4 Steps for entering time sheets ............................................................................................................ 3

5 Appendix A – List of Tasks to be used .............................................................................................. 6


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Guide for entering Time Sheets for GCP Associates

1 Introduction This document gives the guidelines for entering timesheets in IPMS for GCP associates. It is mandatory to enter timesheets in IPMS w.e.f. 1st August 2006. Please follow these guidelines until further notice. Note: ALL billable time has to be entered on respective WONS only and NOT on the GCP SWON. Please check with the PL of the respective WONs for the details.

2 Modules for GCP Figure 1 indicates the setup of modules within IPMS. These modules are based on the current organisation of GCP within UK. It is important that the time is entered in IPMS in the most appropriate module. This will help the management get more accurate reports from IPMS (expenditure, allocation, billability, idle time reports etc., per module).

3 Task structure to be used Appendix A at the end of this document lists the Tasks and their corresponding Task Categories which are to be used to enter time sheets within GCP Note: The entry has to be made in the Unassigned Tasks section ONLY.

4 Steps for entering time sheets

1. Log into Ultimatix. 2. Click on the link Integrated Project Management Systems on the right hand side

(within Ultimatix Applications Frame). A new window with IPMS main screen will open.

3. Click the Go button next to your project (i.e. Business/ IT Consulting UK) 4. Click on Timesheet - > Timesheet Entry 5. Select the Week start date from the calendar via the ellipsis button. The start date

has to be a Monday. Click on Proceed to display the time sheet details for the selected week.

6. Repeat the following steps for each task to be recorded: a. Click on Add New Row button located towards the bottom half of the

screen in the Unassigned Tasks section. A new row will be added.


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b. Click on the ellipsis button in the WON field. A window will open up. Enter the SWON number (1007294) in the WON field and click the Search button. A row with the GCP SWON details will be displayed. Click on the row to highlight it and then click the Select button below. The SWON number is displayed in the blank timesheet entry row.

c. Enter the appropriate name of the task in Task Name field (refer Appendix A for details).

d. Select the module code of the task from the Module Code field. Please use the module which you belong to, or if doing some not directly connected with your module, the most appropriate module.

e. Select the charge type from the Charge Type field. At present it is NB. f. Enter the day-wise hours worked for that task. g. Select SDLC Phase (Project Startup) and the appropriate Task Category

(refer Appendix A). h. Select the particular task cost driver from the Task Cost Driver field.

(Select - Normal Activity, except for the task/ task category IDLE time. For idle time select the most appropriate cost driver from the drop down list of drivers.

i. Enter remarks to elaborate the task, if required, in Remarks field. Templates for simplifying time sheet entry The details of this row except the effort, can be marked for save into the template by checking the check box Add to Template towards the right end of the row. Once the template has been created, the template will be displayed automatically and the number of hours can be directly entered bypassing the above mentioned steps.

7. Once all the tasks have been entered (or at intermediate periods in case the session times out) click on Save All Efforts button.

8. Logout of the system. (Top right corner of the window) Note: Holiday time is automatically updated in IPMS when you get the holiday request

approved through ESS. The total time entered per 5 day week is minimum 40 hrs (includes WON entry,

SWON entry and any leave time)


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5 Appendix A – List of Tasks to be used Sno Task Name Task category Remarks

1 Team Meetings Proj Management GCP group/sub group meetings

2 Reporting Proj Management

Reporting to leadership at various levels

3 Other Proj Management

Other misc management activities

4 Induction Training and Development Induction into GCP team

5 CBTs/ Self Study SS

Training and Development

Only soft skills. All tech. stuff to be entered in Knowledge/ Skill building

6 Class Room Training SS

Training and Development

Only Soft Skills training ex. Lateral thinking, Six Hats etc. (Including preparation time for training)

7 CBTs/ Self Study Tech

Knowledge/ Skill Building

Only the technical training/ self study.

8 Class Room Training Tech

Knowledge/ Skill Building

Formal Class Room training - attending and conducting (Including preparation time for training.)

9 Branch Activities Branch Activities Local branch activities outsite GCP (you will be notified if you need to enter in this category)

10 Corporate Activities

Corporate Activities

TCS Corporate Activities (you will be notified if you need to enter in this category)

11 Travel Travel Any travel not billable to a client

12 Planning Activities Planning Planning for GCP activities

13 Sales Support Business Development

Supporting BRMs for Sales and Marketing/ Client Liasoning

14 Proposal Creation Business Development -


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Sno Task Name Task category Remarks

15 Offerings Development Construction Creating GCP artifacts

16 White Papers Construction -

17 Self Appraisal Performance Management

Includes goal setting and the appraisal

18 Appraising team Performance Management

Goal setting, appraising and reviewing the team member appraisals

19 Time sheet entry Metrics Analysis For all Associates

20 Time sheets collation Metrics Analysis For periodic collation for

reporting

21 Interviews Recruitment -

22 Idle time Idle time -

23 Group Facilitation Facilitation Facilitation/ Admin activities (excluding IPMS/ time sheets related work)

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