The status of a timesheet for a given month changes:

• together with the action that has been performed on it. We can distinguish three different actions (hence the timesheet status is represented by three oval boxes):
  • creation - the timesheet is considered created, when the user edits&saves/uploads it for the very first time; before this the timesheet is simply not created. As long as the timesheet is only created the user can always update it.
  • submission - when the user presses the Submit button. By this action the user gives the green light to the supervisor to validate it. The timesheet enters the submitted phase and can be modified by the user only until it is validated by the supervisor.
  • validation - this action is restricted to the supervisors only. When the timesheet gets validated the supervisor can continue to access it in the Edit mode providing that the deadline for validation has not yet expired. Once this deadline is passed the timesheet is locked automatically by the system for any further user actions.
    In some exceptional cases, however, the the Registration Office proper for your project can grant the supervisor the right to modify the validated timesheet even if the deadline for validation has already expired. The status of the timesheet changes then to reopened by PO and the supervisor can edit it as long as the Registration Office does not revoke this particular right. When the right is revoked the status of the timesheet becomes again validated and no further user actions are allowed.

• as the time passes by:
• the gray color means no action has been performed so far, and the deadline has not yet expired.
• the green color describes a situation when a specific action was performed
• the red color warns the user that no action has been performed so far, and the deadline is already over.

The deadline for submission and the deadline for validation are specific for your project. After the deadline has been passed, the timesheet is automatically locked by the system for further processing. In some exceptional cases, however, the Project Office can grant the user additional time to submit the timesheet and the supervisor to validate it.

The typical life cycle of a timesheet can be summarized as follow:

timesheet was not created, and the deadline for submission has not yet expired

timesheet was not created, however the deadline for submission is already over

timesheet was created, but not submitted yet, and deadline for submission has not yet expired

timesheet was created, but not submitted yet, and the deadline for submission is already over

timesheet was submitted, and the deadline for supervisor validation has not yet expired

timesheet was submitted, however the deadline for supervisor validation is already over

timesheet was validated

timesheet was validated, and the Project Office granted the supervisor the right to modify it.