Time Entry and Milestones
How you enter time and what notes you need to add to the time entry will depend on the type of Project that you are working on.
- If you are working on a regular secondment-type project (regular days and hours) then you do not have to select a milestone, but you must add a note to your daily entry e.g. "Regular secondment day". You can also speed up your time entry by taking certain shortcuts (see below).
- If you are working on an advisory project, doing hourly or daily work on a consulting or commercial project, then you must select the Milestone that you want to log your hours against. Eg. you completed 5 hours of work on Milestone 1 Desktop Review. You select "Milestone 1 Desktop Review" from the drop down menu.
Top 5 Time Entry Tips
- Don't forget you need to fill out and save your timecard every day (this is different to submitting).
- Save yourself time! Only submit your timecard at the end of each week. This means you won't need to add the same project multiple times.
- Speed up time entry by simply copying selected schedules or copying from previous weeks.
- Not sure which internal project to allocate your time against? Check out the latest list of internal project codes and milestones.
- Download the Salesforce mobile app so you can enter your time whenever and wherever suits you. How to use the Apex Business mobile app : Apex Support (proximity.com.au)
How to Enter Time - Video Walkthrough
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How to Enter Time - Step by Step Walkthrough
- To access the time entry screen, click on the Time and Expense tab on your homepage and click on the Go To Time Entry option.
- To start entering time, click on the project/ assignment column and type the name of the project.
- Note: You can also click on the magnifying glass to bring up a list of projects you are assigned to. To enter time against an internal project, click the view all button at the top of the window to show a list of all the internal projects you can choose from. You can also use the search field.
- If you are working on an advisory project, select a milestone and then enter the time you worked on each project day. If you are working on a regular secondment, do not select a milestone, just enter the amount of time you worked on the project each day.
- Click on the Paper Icon in the 'Notes' column to enter notes for your time.
- If you are on a secondment with regular days and hours, you should enter "Regular secondment day", you can also add any other note that the client might find helpful, as they will see these notes on invoices.
- If you are on an advisory job, you should describe the work you have done for that particular milestone at a level of detail the client will understand and appreciate as they will see these notes on invoices e.g. "Completed five stakeholder meetings, summarised meeting notes, and worked on draft report."
- Once you have entered your time, click on the save button in the corner. This will save the time but will not submit it yet for approval. After you have saved your time the status column will change to saved.
- Once you have entered all your time for a particular week click submit. You will receive a warning message stating that once you have submitted this time entry, you are no longer able to change it. Click on continue and this will be submitted to the Job Manager for approval.
A note about mid-week end of month
When the last day of the month occurs before the end of the week, you will need to submit your timecard for all work completed up to and including the last day of the month (even if this is mid-week). When the last day of the month and the first day of the new month change over in the same working week, you will need to submit two separate timecards. One that covers your working days up to and including the last day of the month, and a separate timecard that covers the first day of the following month.