Timesheet Format Current Timesheet Management Procedure Project Codes Importance of Codes Consequences of wrong Entries Solutions

Timesheet Format
1 23456789
Days

10

11

12

..

..

..

..

Total hours spent

Job No.

Project Name Tadi Khola Hydropower(Design review) Tadi Construction Supervision

930001 930017 930003 932001 930004 930028 930029 931001

Nyadi Hydropower Project (L.S)

Nyadi IFC Lower Manang Marshyangdi HPP ESIA of LMMHEP LMMHEP Detail design and tender document Corporate Overheads Lunch Holidays

931008

931004

Current Timesheet Management Procedure

Record collection by Administrator

Record collection by Finance/A/c Dept for Man-hr entry in projects

Timesheet approval by PM/Supervisor Leave check by administrator

Team Members (fills up timesheet)

Project Codes

See the copy provided

Importance of Codes

Codes are provided to distinguish the jobs (Eg; Two different tasks with similar nature ,assigned within same project, can be clearly distinguished with code). Codes are to avoid long descriptions for the jobs

Easy to remember the jobs we are working on

Consequences of wrong Entry

The Project income & expenditure depends on the man-hour charged. Wrong Entry in the timesheet misleads the information on man- hours This misleads the project-wise financial statements. The man-hour estimation for the upcoming projects are based on the present projects man-hour information. So, wrong information on manhour record can have negative impact on the project contract pricing. Company may lose projects due to over estimation of the man-hours required for the projects. Company may suffer loss in the potential projects due to under estimation of the man- hour required for the projects. Since the overheads are apportioned on the man- hour basis, there is high chances of over absorption or under absorption of expenses which misleads the project managers as well as the HCPL Board. Eg: In the case of Adhikhola and Kabeli projects. There might have been similar impact on other projects too. In the worst case authentication of the financial statements of HCPL will be questionable.

Solutions

The project managers shall counsel the team members about the job numbers of the respective projects and the way the time sheet shall be filled in. Each individual shall pre inform the respective projects project manager before starting the work on that particular job irrespective of who assigns the job. While doing so, the tentative time shall be communicated so that the regular schedule can be monitored effectively. The timesheet shall be filled in on daily basis. The project managers shall review the time sheet of the team member or job holder and reassure the time allocated in their respective projects. Each individual shall be responsible to allocate the correct time for the hours spent in each job number they work for. In case of any confusion the team members shall get their doubts clarified with the project/ task managers. The project managers holding more than one job shall ensure they and their team members know the job numbers.

Any questions or suggestions

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