This guide describes the new Time Adjustment feature included in Kimble Release 1.24. We have also attached a .pdf version for your convenience.
In Kimble Release 1.24, we have introduced the ability to perform Time Adjustments in a closed Tracking Period.
This allows any user with the ability to enter time to add, remove or transfer time in a Tracking Period that has already been closed. These Time Adjustments will follow the same approval workflow as Time Entries made during an open Tracking Period.
This means that you can retroactively add time to an Activity if a Resource did not submit time against that Activity and needed to. The opposite is also true – if time has been incorrectly booked against an Activity, you can remove that approved time. You may also use Time Adjustments when time has been booked to an Activity but now needs to be reduced and split between two assignments.
- Important Note: If a user adjusts a Time Entry in a closed Tracking Period, adjustments to Usage, Revenue, and Cost are made in the next open Forecasting Period.
Prior to Kimble release 1.24, it was not possible to adjust time in a closed Tracking Period.
A Timesheet could be reverted to draft status to enable Time Entries to be edited or deleted, but only if it met certain criteria. It could only be reverted if:
· Its time entries had not been included on an Invoice or Credit Note.
· Its time entries were not in a closed Tracking Period.
· Its time entries had not been included on a Revenue or Cost Adjustment.
· The user attempting to revert the Timesheet had the Revert Approved Timesheet permission granted.
If a Timesheet did not meet the criteria for reversion, a Revenue / Cost Item Adjustment would have to be created to write off the entire Revenue / Cost for a Time Entry.
Setting Adjustment Offset Period
Before using the new Time Adjustment feature, be sure to set the Adjustment Period Offset for each Business Unit Group. This setting controls how many closed Forecasting Periods are still open for adjustments, starting with the latest closed period. This field is set to 3 for any existing Business Unit Groups, meaning that Resources within this Business Unit Group can make Time Adjustments on the three most recent closed Forecasting Periods.
This field can be set to:
- 0 (meaning no Time Adjustments can be made to any closed Forecasting Periods)
- 1 (allowing Time Adjustments to be made to only the most recent closed Forecasting Period)
- 2 (the two most recent closed Forecasting Periods)
- or 3 (the three most recent closed Forecasting Periods)
Adjustment Offset Period should not exceed 3.
To define Adjustment Period Offset on an existing Business Unit Group, you will need to Edit the Layout of the page to include the Adjustment field, and drag and drop the Adjustment Period Offset onto the page.
If you have more than one Business Unit Group, set the same Adjustment Offset Period for all Business Unit Groups.
Adding Time Adjustments Page to Menu
If you have set Adjustment Offset Period to at least 1, users with the ability to perform Time Entry will be able to adjust Time Entries in closed Tracking Periods that are within your Adjustment Offset Period. Considering this, you may want to add the Time Adjustments page to the Engagement Management menu. This page allows a user with the correct permission to view the status of all Time Adjustments made on an Engagement.
This page does not appear in the Engagement Management menu by default. Follow these steps to add it.
- To add an element to the Menu, click in the menu bar, and select
- You may not have permission to add elements to the Menu. If you do not see , contact your System Administrator so they can follow this process
A user must be granted the necessary permissions to see the information provided on the Time Adjustments page. A user without sufficient permission will see the navigation element, but navigating to the page, they will see a message informing them they have insufficient permissions to view the data.
- Keep in mind that any user with the ability to enter time will be able to adjust time if the time entry is within their Business Unit Group’s Adjustment Period Offset. The Time Adjustments page grants a view of all Time Adjustments that have already been made on an Engagement, including each Time Adjustment’s approval status.
There are two permissions that correspond to the data available on the Time Adjustments page.
Activity – View Time Adjustment
o This permission allows a user to see data on the Time Adjustments page if they own/share the relevant Engagement.
· View All Time Adjustment
o This permission allows a user to see data on the Time Adjustments page for all Engagements.
Please ignore the following permissions:
· Activity – Edit Time Adjustment
· Edit All Time Adjustment
Adjusting Time Entries
If you have the ability to enter time (and the Tracking Period is within your Business Unit Group’s Adjustment Offset Period), you will see from the Timesheet Calendar or Grid view.
Adjusting a Time Entry automatically:
- Creates an object called a Time Adjustment, which encapsulates the Adjustment Time Entries on different Activities.
- Adjustment Time Entries are approved via a Timesheet on each Activity.
- Engagement Managers see two Insights on the Engagement Dashboard; one representing the Time Adjustments that are pending completion, and another showing the Timesheets pending approval.
- Once all Timesheets involved in the Time Adjustment are actioned, the Time Adjustment is completed.
- The Time Adjustments made for an Engagement, as well as their status, can be viewed by a user with the appropriate permission on that Engagement’s Time Adjustments page.
- Create a negative or positive Time Entry in the closed Tracking Period.
- Applies the resultant revenue / cost / usage changes in the next open Forecasting Period.
Timesheet Grid View
Clicking takes you to the Timesheet Grid view, from which adjustments are made.
- Click to edit a Time Entry, within the bounds of the Resource’s Time Pattern Variant.
- Click to cancel a Time Entry.
- It is also possible to enter new time which may have been cancelled from other entries on the same day.
- The Resource must be already assigned to the Activity in the closed Tracking Period.
- Click to submit the new Time Entries for Approval.
If an Activity has been Closed (see guide here for more details on that process), Time Adjustments are possible if:
The Time Adjustments do not push the effort for the Period higher than what was originally submitted. While it is possible to create and submit additional time, this cannot be Approved, as the remaining forecast effort for the Activity must have been set to zero, in order for the Activity to be Closed.
Use Case 1
In the following scenario, you will use Time Adjustments to Add time after the Tracking Period has closed.
Paul Jones did not submit time against the Audi Upgrade Activity on Monday 6th March. 4 hours should have been booked.
Note that there is no edit option for Monday because no time was submitted against it.
- To add hours to Monday, click next to Audi Upgrade Total Hours. In the new row that appears beneath the Audi Upgrade Activity, enter 4 hours on Monday 6th March.
- Note: Total Hours increases from 16 to 20 hours.
- Click to submit the new Time Entry for approval.
Use Case 2
In the following scenario, you will use Time Adjustments to Remove time from activity, and Add time to another.
Paul Jones submitted 4 hours against the BBC Salesforce Implementation Activity on Monday 6th March. Instead, he should have submitted 0 hours to the BBC Salesforce Implementation Activity, and 8 hours to the Audi Upgrade Activity.
- Click to cancel the 4 hour Time Entry for the BBC Salesforce Implementation Activity on Monday 6th March.
- Note: Time Entry has been struck out.
- Click next to the Audi Upgrade Total Hours.
- In the new row that appears beneath the Audi Upgrade Activity, enter 8 hours on Monday 6th March.
- Note: Total hours increases from 16 to 24 hours.
- Click to submit the new Time Entry for approval.
It is important to be aware of the following implications when using Time Adjustments in a Closed Period.
Time Adjustments Pending Completion Insight
Once the new Time Entries are submitted, an Insight on the Engagement Dashboard alerts the Engagement Owner to the Time Adjustment.
Clicking on the Insight guides the Engagement Owner to Timesheets Pending Approval.
- The black square indicates that the Timesheet is submitted, pending approval.
Activity Assignment Gantt Chart
Time Adjustments are visible from the Activity Assignment Gantt chart.
Hovering on the orange triangle presents the Time Adjustment details.
If there are multiple Time Adjustments on the same day, you can click on a Time Adjustment, and scroll the pop-up to see all Time Adjustment details.
The Timesheet Calendar view displays the original, and Adjusted Time Entries.
If the Adjusted Time Entry was not already included on an Invoice, you will see the original Time Entry, and the Adjustment Time Entry in the invoicing wizard.
If the original Time Entry was already included on an Invoice, you will only see the Adjustment Time Entry in the invoicing wizard.
The Time Entries will be grouped in accordance with the Invoice Format.
- Each positive / negative Adjustment Time Entry will increase / decrease the units and amount on the Invoice.
- Time Entries can be re-formatted using Edit Lines.