Unlocking an Approved Timesheet in OnePlan and Why It Gets Locked

Overview In OnePlan, once a timesheet row is submitted and approved, it becomes locked to maintain data integrity and prevent unauthorized modifications. However, if changes are necessary after approval, the row must be unlocked. This article explains why timesheets are locked, how to request an unlock, and the process followed by the Timesheet Administrator.

Why Approved Timesheets Get Locked

1. Data Integrity: Locking prevents accidental or unauthorized changes after approval.

2. Audit and Compliance: Ensures accuracy in financial reporting and project tracking.

3. Workflow Control: Maintains a clear approval structure and prevents continuous modifications.

Differences Between Timesheet Administrator and Timesheet Manager

1. Timesheet Administrator

   • Has system-wide access to all timesheets.

   • Can unlock approved timesheet rows upon request.

   • Ensures compliance with company policies when modifying timesheets.

   • Due to the high level of access, the number of Timesheet Administrators is limited.

2. Timesheet Manager

   • Typically a user’s direct supervisor or department lead.

   • Responsible for reviewing and approving submitted timesheets.

   • Cannot unlock approved timesheet rows.

It is important to contact the correct role based on your request. If you need an approved row unlocked, you must contact a Timesheet Administrator.

How to Request Timesheet Unlocking

If you need to recall and edit an approved timesheet row, follow these steps:

1. Identify the Correct Contact
   Only Timesheet Administrators can unlock an approved timesheet row. Your Timesheet Manager cannot unlock a row for you. Ensure you reach out to the correct administrator within your Business Unit.

2. Submit a Request to the Timesheet Administrator
   When reaching out, provide the following details:

   • Your full name and department.

   • The timesheet period for the affected row.

   • The specific row(s) that require unlocking.

   • A brief explanation of why the row needs to be unlocked.

3. Await Confirmation
   The Timesheet Administrator will review your request and determine if unlocking is appropriate. They may request additional information if needed.

4. Edit and Resubmit the Timesheet
   Once the row is unlocked, you can make the necessary changes and resubmit the timesheet for approval.

5. Row Becomes Locked Again
   After your Timesheet Manager approves the resubmitted timesheet, the row will automatically lock again to maintain data integrity.

How the Timesheet Administrator Unlocks a Row Once a user submits a request, the Timesheet Administrator follows these steps:

1. Verify the request details and ensure compliance with company policies.

2. Access the timesheet, Administer Timesheets and locate the approved row.

3. Unlock the requested row to allow the user to make modifications.

4. Notify the user that the row has been unlocked and they may proceed with their edits.

For further assistance, please contact PPMWorks support team.