Overview of administrative time approvals
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Topic Last Modified: 2016-11-14
In Microsoft Office Project Server 2003, Project Managers follow the same process to review and approve administrative tasks as they do for regular assignments via Task Updates. The hours that are entered for an administrative task are updated into a project plan. For example, a resource enters 8 hours for an administrative task called Vacation, which the Project Manager accepts.
In Project Professional, the actual work field displays 8 hours and 8 hours of scheduled work for the day that the resource is on vacation. The process captures the non-project work and affects the resource's availability. This affects the schedule of all plans that the resource is assigned to.
Administrative Time in Project Server 2003 appeared the same as a regular project; however, the time was calculated differently. If Administrative projects are used incorrectly, they can affect a resource’s availability far into the future. This issue is very difficult for Project Managers to notice until the problem becomes difficult to reverse or correct.
Microsoft Office Project Server 2007 replaces Administrative Time projects with Administrative Time categories. Administrative Time categories consist of two types: Non-Working, such as Vacation, Sick Time, and Jury Duty; and Working, such as Training and Conference. Together with new line items and scheduled tasks from a project plan, activity plan, or proposal, Administrative Time categories count toward utilization for a specified period.
When the hours for Non-Working types of administrative time categories are processed, they are added as Calendar Exceptions to the resource’s calendar. A Calendar Exception represents the hours that the resource is not available to work. When they are processed, Working type categories such as training, self-study, or administrative time generate a Summary Resource Assignment in Project Professional.
Administrative Time is recorded as part of the Timesheet in Office Project Server 2007, not as a project plan. Timesheets are submitted to the Timesheet Manager for approval according to the deadlines that are defined by an organization.
Approving Timesheets can encompass the following components:
Reviewing Administrative Time categories that first require a Timesheet Manager’s approval.
Approving the entire Timesheet (such as added line items) that require a Timesheet Manager’s approval.
The following must be configured to approve Administrative Time requests:
The Administrative Time category marked to require approval. Those that require approval are sent to the Timesheet Manager.
A Timesheet Manager designated for each resource.
The security permission Approve Admin Time Requests. The permission is granted to the Timesheet Manager.
Administrative Time categories are reviewed and approved separately from other items that are recorded in a Timesheet. Timesheet Managers click Administrative Time in the Project Web Access Approval section to approve or reject requests. This action contributes to the resource’s overall utilization.
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