Guide to creating weekly time reports - Steersman Internal Guides

Weekly time reports are used to bill clients. This article will instruct you on how to review and send out time reports.

Reviewing employees’ time reports

In the Jira app, under the Apps tab, select the app “Time Tracker.”

Set time report template

Once in the app, adjust the following filters in the menu on the left.

• Filter or Project: Remove the auto-populated “Steersman Service Desk” filter. Leave this field empty.
• Users: This filter will be populated with your username. Remove your name and type, then select the employee you would like to view.
• Additional Fields: Type and select “Client for Task” and “Client Work Category.”

Review time reports for each employee

After you type and select an employee’s name in the “Users” field, you will see the time they added for each ticket that week. Since time reports are created for the week before, please review the previous week’s data. You can scroll through weeks with the arrows at the top of the report.

Generally, each day should total at least 375 minutes. If an employee’s day falls below that amount, ask them to review their time.

Review missing “Client” fields

After reviewing everyone’s time, you must ensure both “Client” fields (Client for Task and Client Work Category) are filled in.

You can view all the tickets for the week by removing all names from the “Users” field in the menu. If a ticket is missing one or both fields, update the ticket or send it to Andrey for an update.

Once all the tickets have been set and all employees’ times have been reviewed, you can start creating the time reports.

Creating the weekly time report file

While viewing all the tickets for the week in Jira, select the Export/Import button at the top right of the app. Select “exportView.xls (html)”.

Open the downloaded file. There will be a warning message, click “Yes”.

Update the week’s template

In the shared folder, “SBS Support Time,” select the “_template” folder. Open the file time report export converter file.

You currently have two Excel files open. Select and copy all the lines/tickets from the exported Jira file. Do not select the header and total rows.

On the template file, be sure you are on the “paste place” tab, and paste the copied content under the header text. Once all the tickets have been pasted, “Save As” with the date range for the week.

Your file is now ready to use to populate the client time reports. You no longer need the exported Jira file.

Creating time reports for clients

Click the “copy place” tab of the file. From here, you will filter by the client and create the time reports. Click the drop-down arrow in the “client for organization” column. The shared “SBS Support Time” folder contains a folder for each client. Select the first client and open the most recent Excel file, which is last week’s time report.

Steps to fill out this week’s report

1. Adjust the total for the “Support time at beginning of period” with the “Support time balance at end of period” from last week.
   • Delete any support time added to last week’s report (“Base subscription support added this period” & “Support hours packs added this period”).
2. If applicable, adjust the customizations as you did with the support time.
3. Remove all tickets and time from the report. * Leave the Total fields in place.
4. Adjust the date on the “From” date to the bolded date under the company name.
5. “Save as” with the new date that is bolded.

Adding this week’s tickets to the time report

Once your file is saved with the new date, you can add this week’s tickets to the report.

In the week’s Excel file, filter the clients and select the one needed for the report you are working on.

• If the company has no tickets for this past week, enter the text “no support time used this period” under the time report’s “Ticket Title.”

Before pasting tickets into the report file, ensure the number of rows is correct. You may need to add more rows.

• To add rows, right-click on the row number above “maintenance – removing from support” and select “Insert.” Repeat this until you have the correct number of rows.

Copy the tickets on your weekly template, starting from the second column under “Client Work Category.”

On your company’s time report, right-click under the “Billing Type” header. Select the paste option “Values.”

*You may have to delete any extra rows.

If you added extra rows, some fields under the “Total” column may be blank. Simply copy one of the populated fields and paste it into an empty one. You are only copying and pasting the formula.

You can save, close, and continue with the rest of the clients.

Send out reports

Once you have completed all the time reports, please let Andrey know they are ready for review. Andrey needs to review time reports to make any adjustments before sending them out to clients.

Once they have been reviewed, export each report to a PDF. Email the PDF report to the email addresses listed in the report.

What to include in your email

• Subject: “Steersman Support Weekly Reports” – Date range from Monday to Sunday for the week
  • ex. Steersman Support Weekly Reports - 1/1/24 to 1/7/24
• CC Andrey on all emails
• Attach Time Report PDF

• Body text:

  • If you are sending one report at a time (no late ones), include the text below:

    Hello,

    Please see the attached support time reports for the last week. Let me know if you have questions or see discrepancies.

    Best regards,

  • If you are sending multiple reports together (there are some late ones), include the text below:

    Hello,

    Please see the attached support time reports for the last few weeks. Let me know if you have questions or see discrepancies.

    Best regards,

    • *If multiple reports are in one email, adjust the date range to include all dates in the email subject line.
      • ex. of a date range for two reports: Steersman Support Weekly Reports - 1/1/24 to 1/14/24

Send the email, and you’re done!