Project Timesheets - Reuse

Background

This workflow allows customers, without Procore Project Financials, to upload budgeted labor hours and production quantities without using the Budget tool.

After your hours are budgeted and production quantities are established, your field teams can use Timesheets to record time against these budgeted tasks and submit and add quantities for the units installed daily in Timesheets. 

In reporting, your imported budget can be used in the Labor Budget to Actual Report, where users can compare timecard hours entered in Procore with the labor hours in your imported budget. The primary value of this report is to see the percentage of hours used for each cost code, and includes calculated values like remaining hours, and job to date hours.

For production quantities, your imported budget can be used in the Field Production Report, where users can compare production quantities entered in the Timesheets tool with the production quantities in your imported budget. The primary value of this report is to track the progress of products installed on site by seeing the percentage completed for each cost code. It also includes calculated values like budgeted, actual, and remaining quantities. This gives the teams real-time insight into the percentage of work completed for tasks on site.

Add tools to projects

1. Navigate to the project's Admin tool.
2. Under 'Project Settings', click Active Tools.
   
3. Mark the checkboxes for to add the following tools to your project:
   • Daily Log with the Timecard Log (optional)
   • Timesheets
4. Click Update.

Permissions

To take the steps in this guide, users need the following permissions:

Company Level

• 'Admin' level permissions in the company's Admin tool.

Project Level

• 'Admin' level permissions in the project's Admin tool.
• 'Admin' level permissions in the project's Directory tool.
• 'Standard' level permissions or higher in the project's Timesheets tool.

Some of these tasks can be performed with lower level or granular permissions. See the User Permissions Matrix for the full list of actions taken in all other tools.

Background with Budget

For customers with Resource Tracking and Project Financials, you can track and manage your production quantities in your budget.

You can leverage flexible Work Breakdown Structure (WBS) when budgeting the resource hours and associated cost, as well as a production plan based on units to install for production quantities. Flexible WBS allows your team to budget, track time and units installed in Timesheets, and report at the right level of granularity, for an enhanced real time labor productivity cost Budget View.

You can also set up a budget view named 'Procore Labor Productivity Cost' budget view. This is a pre-built view that you can quickly add to a project. It allows users to input production quantities to your project's budget.

This guide walks you through how to:

1. Configure your settings
2. Set up budget views
3. Set up your project
4. Set up your budget
5. Track time and production quantities
6. Manage changes

Considerations with Budget

• Your field team can enter timecard entry hours using the appropriate tutorials for these project tools:
  • My Time (Android)
  • My Time (iOS)
  • Timecard
  • Timesheets
• Your team can log changes to  hours using the Unit of Measure (UOM) or update quantities to install using  the 'Production Quantities' section  of the Change Events create and edit pages.
• Your team can log changes to budgeted production quantities that represent in-scope or internal changes using the Production Quantities section of the Budget Changes tool.
• Your team can log contract change orders for out of scope changes to production quantities using the UOM features in the 'Production Quantities' tab on a Prime Potential Change Order (Prime PCO), . and Prime Contract Change Orders (PCCOs).
  When PCCOs are placed in the 'Approved' status (see Approve or Reject Prime Contract Change Orders), it can automatically updates data in the Procore Labor Productivity Cost budget view and the Field Production Report. See Create a New Budget View for instructions on how to configure your view.
• If you are using this budget view on your Procore project:
  • For companies using the ERP Integrations tool, you will NOT be able to add the 'Actual Cost' or 'Actual Units' columns, without performing the additional configuration steps noted below.

Permissions with Budget

• 'Admin' level permissions on the Company Directory tool for actions taken in the Company level tools.
• 'Admin' level permissions for each Project level tool where actions are taken, including:
  • Admin tool
  • Budget

Assign Default Cost Types with Budget

Assign the Default Cost Type for timecard entries in the Company Timesheets tool.

1. Navigate to the company's Timesheets tool. 
2. Click the Configure Settings  icon.
3. Default Cost Type for Timecards. Select the cost type to assign to your project's timecard entries. If your company is using Procore's Project Financials, this action ensures that the labor costs from your project's timecards are reflected in the 'Procore Labor Productivity Cost' and 'Real-Time Labor Costing' budget views. 
   Note: By default, this option is set to 'Labor'. 
   • Click Update to apply the default cost type to any future timecard entries.
   • Click Apply to Existing Entries to apply the default cost type to all existing timecard entries.

      Important

     • Applying a new default cost type to existing timecards by clicking Apply to existing timecards is a one-time action and cannot be undone without contacting your Procore point of contact.
     • If your company is using Resource Tracking with Project Financials, you must assign a Default Cost Type to timecard entries before your project teams can work with the following budget views: 
       • Create a Real-Time Labor Costing view for the budget. See Add a Budget View for Real-Time Labor Costing.
       • Set Up the 'Procore Labor Productivity Cost' budget view. See Set Up the Procore Labor Productivity Cost Budget View.

To configure additional settings, see Configure Advanced Settings: Company Level Timesheets.

Add Tools to Project with Budget

1. Navigate to the project's Admin tool.
2. Under 'Project Settings', click Active Tools.
   
3. Mark the checkboxes for to add the following tools to your project:
   • Budget
   • Timecards (optional)
   • Timesheets
4. Click Update.