In professional design practice we are typically required to track and bill our time to the different projects on which we are working. Different types of activities are often billed at different rates, so the type of activity is also recorded.
We are using an online timesheet tool to make the process as convenient as possible. The categories of the timesheet are fairly detailed, so please make entries into your timesheet on a regular, daily basis when you are working on 2.009 project... when your memory is fresh.
Use in 2.009
From a learning viewpoint, the structure of the timesheets provide a reminder of the types of things one is likely to be doing in a product development process, and reflecting upon your effort will help to improve skills estimating how long different types of tasks take, and what they would cost in practice. Additionally, the aggregate time data and labor cost estimates will be useful for your team in developing your product's business model.
Your timesheets are private. Your lab instructors, who are responsible for grading, will not see the timesheets. The course instructors and the TAs will also not see your timesheet. A 3rd party will check your submissions, which are due the day after each project milestone, and provide feedback on recording. Aggregate time data (not individual) will be provided to your team for the purpose of labor cost estimation. Also, the course instructor will use the aggregate information in the timesheets (after the class is over) to improve the 2.009 product development process through a detailed understanding of the resources needed during different phases of the project. Please bill your time as correctly as possible since the goal is to obtain accurate information.
There will be five timesheets due throughout the semester, one for each of the major milestones starting with the sketch model review.
Descriptions of the activities are available for reference and includes examples of how to categorize your time based on frequently asked questions from students in the past. Please review the examples before you start working on your timesheet.
Your project timesheet entries should be made daily when you work on your project. Entries are then to be submitted/committed the day after each key milestone, as noted in the deliverables (roughly every 2 weeks throughout the term). Once timesheet entries for a given period have been submitted, they will no longer be editable. When it is time for you to submit the entries for a particular milestone, a submit button will be present when you login to the system.
It is a good idea to review the sheet right away so that you know what categories to think about when you are working. Timesheets are completed on a daily basis, with one entry per day. You do not need to make an entry on a day when you do not work on your project. Please try to back-complete your time entries for the first week, before the forms were available.
You can enter your time data online directly, or you can download an excel spreadsheet. However, if you use the spreadsheet you will still need to enter the data online before each submission period. You may want to look at descriptions of the different categories when completing your timesheets (there is also mouse-over explanations).
To get started, go to https://2009.mit.edu/apps/timesheets (opens in new window). You may get a security warning saying that the script.mit.edu server (run by SIPB) is identifying itself as 2009.mit.edu. This is fine, click to go on.
The login screen also includes a link to reset your password if you have forgotten it or do not know it. The first time you use the system, please follow the instructions for resetting your password so that you can set your own password (hit reset password and you will be emailed a link to set it).
After successfully logging in, the application shows you a table of the timesheet entries you have saved so far on the system. If you get the server home page instead,
click on the "2.009 Timesheets" link to reach the timesheet portion of the website.
The home page of the timesheet system displays the current timesheet period and when you will be allowed to submit your timesheet entries for the current timesheet period.
During most of the timesheet period, you add entries that are saved in the system, but those entries may still be modified/updated by you. At the end of each timesheet period (when you have reached a class milestone), the timesheet for that milestone becomes "due". At that time, a big orange button will appear on the timesheet home page.
Be sure to enter all of your entries for the timesheet period before you hit the big orange COMMIT button. One you hit the COMMIT button, you will no longer be able to edit or add entries to that timesheet.
The timesheet system home page also displays a table of all of your currently saved entries. When you log in to the timesheet system for the first time, you will not have any entries, so the table of saved entries will not have any rows.
Click on the "Add new entry" link to add a new entry.
The timesheet entry form is used to input information about your 2.009 activities. Entries are made on a daily basis. You can add an entry for a new day, or go back and edit the form for an existing day.
The add new entry and edit entry forms are nearly identical except for the following differences:
- Each form states whether you are adding a new entry or editing an existing entry.
- When editing an entry, the date cannot be changed.
- When editing an entry, the information currently saved for the entry will be loaded into the form.
An example new entry form:
An example edit entry form:
The timesheet entry form is used to input information about your 2.009 activities. The activities are grouped into six main categories: Designing activities, Researching activities, Prototyping activities, Testing/Debugging activities, Planning activities, and a catchall Other category. Record how much time you spend on each type of activity each day. In addition, distinguish between activities that you perform on your own (i.e., an individual effort, even if there are people around you) and those that you perform with others.
Keep in mind the following:
- One timesheet entry (one form) should be used for each day you perform 2.009 activities.
- A "day" may end at midnight or whenever you go to sleep, whichever is later.
- When a block of time involves a mix of many activities, use your best effort to allocate the time spent among the various activities.
- Time may be entered in hours and minutes, or in total minutes.
- No entry is needed for days in which no time is spent on 2.009.
- Do not over bill (e.g., record class or lab time if you did not attend class or lab). Your grade is not based on how much time you record in the timesheet. The timesheet is not used to check attendance.
The timesheet entry form includes additional details about each activity that can be obtained by mousing over the activity name. You may also refer to the table of timesheet categories/activities for the same details.
At the bottom of the form are three buttons:
- the discard button on the right will bring you back to the table of your saved timesheet entries without saving information that you have entered into the form. A prompt will appear to make sure that you intend to leave the form without changing anything.
- the save and continue button will save the information entered and keep you on the form so that you can add more to it, and
- the save and exit button will save the information entered and bring you back to the table of your saved timesheet entries.
If there are any problems with trying to save the information in the form, error messages will appear on the form. If applicable, the error message will include the name of the activity and the name of the column in the form with which there is a problem.
When you return to the timesheet system home page, the table of timesheet entries displays the current milestone you are working toward based on the date of the entry. It also displays the total time recorded for each entry. Using the timesheet entries table, you can:
- Edit an existing entry by clicking on the date of the entry.
- Delete an existing entry by checking off the checkbox in the "Delete?" column for the entry to be deleted and then clicking the "Delete checked entries" link.
- You will stay logged into the system until your browser is closed.
- Be careful if you keep a timesheet page open on multiple computers. When you save an entry, it will not automatically refresh on other computers. You will need to reload the page to see the information saved from another computer.
- You may keep the timesheet page open all day on your computer and save regularly, or you may record the information elsewhere (such as the spreadsheet) and enter the information into the system later.
- Your timesheet will be more accurate if you record your activities promptly
If you have suggestions, questions, or comments about the system, let us know. You can talk to the course instructor or send email to the 2009sysadmin mailing list.