ReadMe
Overview of TimeSheets
When tracking time, we need to do this for several reasons. One is to keep an accurate account of billable hours. The other is
to keep track of what work we do, for professional development reasons. And often for the usual weekly, bi-weekly and
monthly reports.
Time in Excel
It is best to use decimal-hours within Excel for calculation purposes. You can get unpredictable results performing arithmetic
operations on durations in hour/min formats. Also, most project managament software will accept only decimal hours.
But, there are 60mins in an hour, which means that minutes do not convert to nice round decimal numbers. Most people are
conditioned to nice, round numbers. However, unless you work with 15min blocks, your numbers will seem strange. Therefore,
when you get your timesheet signed, the first few times you will have questions, but after that people realize that it is a
"feature" of Excel, and sign your timesheet without complaint.
Here is how Excel converts minutes into decimals
5mins = 0.08 hrs
10mins = 0.17 hrs
15mins = 0.25 hrs
20mins = 0.33 hrs
25mins = 0.42 hrs
30mins = 0.50 hrs
35mins = 0.58 hrs
40mins = 0.67 hrs
45mins = 0.75 hrs
50mins = 0.83 hrs
55mins = 0.92 hrs
60mins = 1.00 Hour
Getting Started
Week One, and Day One, in the Wk01 spreadsheet controls all of the dates. Change this and every date in every spreadsheet
will change.
Use the CHANGE ALL command to change the Project_A, B, etc codes to the real ones that you will be using.
When entering START TIME, only need to do that on the FIRST entry for the day.
Entering a FINISH TIME for a task, automatically populates the START TIME for the next task:)
Enter times in 24hr format. Eg: 8am = 08:00, 8pm = 20:00, Quarter past 8pm = 20:15 This has benefits: easiest to enter
correctly (no AM&PM confusion); takes minimal space; can actually enter 25:00 for 1am, when you work those long shifts!
Need to add a few more tasks for the day? Then you need to add a row. Do so after the last row for that day. Simplest way is
to copy the last row, and insert the new one after the last row.
Too many rows for the day? Just delete, starting from the bottom up.
Best to leave at least one row for the day. Just set the START TIME to blank.
The week is deemed to start on a Saturday. If your week starts on a Sunday, or a Monday, then change the FIRST date in the
FIRST worksheet.
Adding Weeks
Just copy the last worksheet into a new worksheet.
Name the worksheet with "Wkxx" where xx=the number of the week.
Adding Projects
Simplest way is to add a new row into a Weekly worksheet, just above the Admin row.
RESULTS ORIENTED Confidential 11/23/2011 Page 1
Wk01
Project Description Hrs Code
Comments describing Project_A 24.25 Project_A
Comments describing Project_B 6.92 Project_B
Comments describing Project_C 10.50 Project_C
Comments describing Project_D 0.67 Project_D
Administrative Tasks 2.75 Admin
sub-Total 45.08 Billable
Time not to be Billed to the Client 15.08 non-Billable
60.17 Total Total Billable Non-Billable
60.17 45.08 15.08
Week# Date Start Finish Duration Duration Project ID Task
Time Time (Hrs:Min) (Hrs)
1 Saturday, December 29, 2007 7:00 12:00 5:00 5.00 non-Billable Breakfast 8.50 0.00 8.50
1 Saturday, December 29, 2007 12:00 15:30 3:30 3.50 non-Billable Lunch
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1 Sunday, December 30, 2007 13:00 16:30 3:30 3.50 non-Billable Drive to the C 4.75 1.25 3.50
1 Sunday, December 30, 2007 16:30 17:45 1:15 1.25 Project_C Prep for this week
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1 Monday, December 31, 2007 12:10 12:30 0:20 0.33 Admin Arrival, booking in, shown desk and figured out sign-on for the 12.83 12.83 0.00
desktop.
1 Monday, December 31, 2007 12:30 15:10 2:40 2.67 Project_A Review programmes with SnrVP
1 Monday, December 31, 2007 15:10 15:30 0:20 0.33 Project_A Meet Programme Managers
1 Monday, December 31, 2007 15:30 1:00 9:30 9.50 Project_A Read docs and make a budget template
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1 Tuesday, January 01, 2008 9:40 10:10 0:30 0.50 non-Billable Waiting sign-in 6.83 6.33 0.50
1 Tuesday, January 01, 2008 10:10 11:05 0:55 0.92 Project_A Review budget numbers. Update spreadsheet
1 Tuesday, January 01, 2008 11:05 11:30 0:25 0.42 Project_A Review numbers with first person, and update spreadsheet
1 Tuesday, January 01, 2008 11:30 11:45 0:15 0.25 Admin Follow-up on laptop.
1 Tuesday, January 01, 2008 11:45 15:00 3:15 3.25 Project_A Xref spreadsheet, and follow-up with PMs
1 Tuesday, January 01, 2008 15:00 16:30 1:30 1.50 Project_A Review numbers with PM007, and update spreadsheet
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1 Wednesday, January 02, 2008 10:15 10:40 0:25 0.42 non-Billable Arrive late due to snow. Found a business person to sign me in. 3.75 3.33 0.42
1 Wednesday, January 02, 2008 10:40 11:10 0:30 0.50 Admin Followup on ID-Card
1 Wednesday, January 02, 2008 11:10 12:20 1:10 1.17 Project_B LS had detailed figures. Updated spreadsheet, and revised
comments and which lines to highlight.
1 Wednesday, January 02, 2008 12:20 12:45 0:25 0.42 Admin Start time-tracking in this spreadsheet. Had to do setup & redo
some of the equations
1 Wednesday, January 02, 2008 12:45 13:30 0:45 0.75 Admin Followup on laptop & ID-Card
1 Wednesday, January 02, 2008 13:30 14:00 0:30 0.50 Project_A Checked with PM007 for numbers. Xref spreadsheet.
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1 Thursday, January 03, 2008 9:40 10:15 0:35 0.58 non-Billable Arrived & waiting for sign-in 10.50 9.92 0.58
1 Thursday, January 03, 2008 10:15 10:45 0:30 0.50 Project_C Director reviewed new requirements for establishing liability from
last year's implementations and change from 2wks to 90 days.
Also need to identify where January bookings are being made.
1 Thursday, January 03, 2008 10:45 18:30 7:45 7.75 Project_C Followup with BM and JG on Warranty & January billings. Design
and build an msAccess model.
1 Thursday, January 03, 2008 18:30 19:30 1:00 1.00 Project_C Review of support issues. Identify options and possible mode to
improve.
1 Thursday, January 03, 2008 19:30 20:10 0:40 0.67 Project_D Continue entering data into msAccess dB
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1 Friday, January 04, 2008 7:15 7:30 0:15 0.25 non-Billable Breakfast 13.00 11.42 1.58
1 Friday, January 04, 2008 7:30 11:10 3:40 3.67 Project_A Followup with Programme Managers and Management Report
System.
1 Friday, January 04, 2008 11:10 12:30 1:20 1.33 non-Billable Lunch with person, not project related.
1 Friday, January 04, 2008 12:30 12:45 0:15 0.25 Admin Get ID card
1 Friday, January 04, 2008 12:45 18:30 5:45 5.75 Project_B Finish the msAccess model and input the values from EPIC. Start
creating PPT with the results
1 Friday, January 04, 2008 18:30 20:00 1:30 1.50 Project_A Identify potential exposure to increase in warranty period from 14
to 90 days. Recommendation as to budget adjustment.
1 Friday, January 04, 2008 20:00 20:15 0:15 0.25 Admin Clean-up PC, and restate desk area, for owner's return on
Monday
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RESULTS ORIENTED Confidential 11/23/2011 Page 2