Minimum & Maximum Tracking

Why do this?

Minimum and maximum tracking allows users to track activities on timesheets by Unit Type and/or Activity Type for an individual location or all locations. In addition to setting a minimum and/or maximum, Admins can configuring other settings, such as allowing or denying the Reporter to exceed the maximum.

Who can do this?

Only Admins can manage minimum and maximum configurations.
Timesheet participants can view the minimum and maximum.

Where can you do this?

Minimum and maximum settings can be added on the Contract Summary Page under Timesheets > Add New Timesheets > Minimum/Maximum Settings.
Minimum and maximum settings can be edited or deleted on the timesheet under Timesheets > Manage Scheduled Timesheets > (click the timesheet you’d like to edit) > Minimum/Maximum Settings.
If a timesheet has minimum and maximum settings, they will be displayed under the Timesheet Min/Max Limits panel in the workflow accordion.
If a timesheet does not have minimum and maximum settings, the following message will display under the Timesheet Min/Max Limits panel: No activity minimum or maximum settings have been added to this timesheet.
To allow Admins to review minimum and maximum settings for several timesheet configs, the Minimum/Maximum Settings column can be added to the timesheet config report.
- By default, the Minimum/Maximum Settings column is not displayed. The column can be added via the Manage Columns widget.

When can you do this?

Minimum and maximum settings can be configured anytime on an Active timesheet config.
- Timesheet configs with Cancelled or Completed status are read only.
- Changes are applied to all timesheets generated after the changes are saved.
Minimum and maximum settings can be viewed at any point during the workflow.

Additional Considerations

Minimum/Maximum Settings apply per reporting period.

How to Set Up Minimum & Maximum Configurations

Hover the cursor over Explore, then select Contracts.
Select the contract associated with the timesheets for which you’d like to add a tracking record.
Under the Timesheets tab, click the Add New Timesheets tab.
Under the Minimum/Maximum Settings tab, click (+) Add Min/Max Tracking Record.
Complete the form.

REQUIRED: Select location preference.

If All Locations is selected, the minimum and maximum checks will be for the cumulative total across all locations.
If Locations is selected, the minimum and maximum checks will be for the cumulative total for each location.
By default, Location is selected.
If the timesheet has only one location, All Locations is disabled.

REQUIRED: Select tracking type.

If Total by Unit Type is selected:
- The Unit Type dropdown will display on the tracking record
- The minimum and maximum checks will be for the cumulative total for the Unit Type
If Total by Activity is selected:
- The Activity Group and Activity dropdowns will display on the tracking record.
- The minimum and maximum checks will be for the cumulative total for each activity.

REQUIRED: Select location(s).

The Location dropdown is only displayed if Location was selected for the location preference. This field will not display if All Locations was selected.
The dropdown is populated with all locations for the timesheet, though only one location can be selected.
To account for duplicate department names, the departments in the dropdown are displayed with the parent nodes so users can distinguish departments with the same name.

REQUIRED: Select Unit Type OR Activity and Activity Group.

The tracking type selection determines which field (Unit Type OR Activity and Activity Group) displays.

If Unit Type was selected for tracking type, the Unit Type dropdown will display.
If Activity was selected for tracking type, the Activity and the Activity Group dropdowns will display.

Activity and Activity Group Dropdowns

The Activity Group dropdown is populated based on the location preference. If Location was selected, the dropdown will populate with the Activities for that location. If All Locations was selected, the dropdown will populate with all Activities on the timesheet.
The Activity Group selection affects the Activity dropdown.
- If None is selected for the Activity Group dropdown, the Activity dropdown will populate with the individual Activities not linked to an Activity Group.
- If an Activity Group is selected for the Activity Group dropdown, the Activity dropdown will populate with the Activities linked to that Activity Group in the selected location(s).
Each Activity added to the timesheet is a separate entity and is therefore tracked individually.
For example, an Activity added as part of an Activity Group and as an individual activity is tracked separately.
Each Activity can have only one min/max record on a timesheet.
Users cannot add duplicate individual Activities or Activity Groups to a department on a timesheet.
- If a user adds an individual Activity or Activity Group to a timesheet, it will no longer be available for selection.
- If a user deletes the individual Activity or Activity Group from the timesheet, it will become available for selection.

Unit Type Dropdown

The Unit Type dropdown is populated based on the location preference. If Location was selected, the dropdown will populate with the Unit Types for that location. If All Locations was selected, the dropdown will populate with all Unit Types on the timesheet.
Each Unit Type can have only one min/max record on a timesheet.
Users cannot add duplicate Unit Types.
- If a user adds a Unit Type, it will no longer be available for selection.
- If a user delete the Unit Type, it will become available for selection.

Enter the minimum and maximum.

The values for the minimum and maximum fields must be numeric and greater than 0.

Answer Can Exceed Maximum?

Selecting Yes for the Can Exceed Maximum? field will allow the Reporter to enter a time entry greater than the set maximum.

This field is only enabled if the Unit Maximum has a value.
By default, Yes is selected.
If the user selects to track min/max by activity across all departments the Can Exceed Maximum? setting added for an activity is applied to all instance of that activity.

When finished, click Create Timesheets.
OR
To clear the form and restart, click Clear Form.
OR
To close the form without saving your changes, click .

How to Edit Minimum & Maximum Configurations

Hover the cursor over Explore, then select Contracts.
Select the contract associated with the timesheet you’d like to edit.
Under the Timesheets tab, click the Manage Scheduled Timesheets tab.
Open a timesheet config.
Under the Minimum/Maximum Settings tab, edit as needed.

The following fields are disabled and cannot be edited:

Track Minimum and Maximum dropdown
Maximum by Location radio button
The location preference radio button (i.e., All Locations or Locations)
Unit Type OR Activity and Activity Group dropdowns.

The following fields can be edited:

Unit Min and Unit Max numeric fields
Can Exceed Maximum? field (Note: This field is only enabled if the Unit Max field has a value.)

The Can Exceed Maximum? Field

On occasion, a Provider (i.e., Timesheet Reporter) may need to enter time that exceeds the set maximum. The Can Exceed Maximum? field allows Admins to enable or disable the hard stop on the set maximum.

If the minimum and maximum tracking is by activity across all departments, the Can Exceed Maximum? added for an activity will be applied to all instances of that activity.
A on a timesheet indicates that the Reporter is not allowed to exceed the maximum, and Time cannot exceed maximum text will appear when hovering over the icon.
If the Admin selected Yes for the Can Exceed Maximum? field, and the time entries either do not meet the minimum or the time entries exceed the maximum, a dismissible alert banner will display when a timesheet participant opens the timesheet.
- A summary of each time entry that violated the minimum and maximum threshold will be displayed on the alert banner.
- The alert banner will display on all phases, and the Approvers and Financial Reviewers will see the banner.