Provost Office Management Q1: How often are timesheets submitted? Is it a fixed schedule, such as monthly, weekly, or biweekly? A: Timesheets are generally submitted on a monthly basis, specifically around the 30th or 31st. However, the submission timing is inconsistent since not all instructors or assistants send them promptly. This variation causes delays in processing and payment. Q2: How are timesheets submitted currently? A: Most timesheets are submitted via email, which can result in tracking difficulties. Some professors still submit hard copies because they are unfamiliar with digital signatures, further complicating the process. Q3: But why do they say it is complicated? A: They usually put it by themselves through digital signing, or some of them might choose to print it out, sign it, and then scan it in again. Some of them actually don't sign the document at all, they just submit it to me directly and tell me it's approved (mostly because they don't know how to affix digital signatures). Q4: What are the most common mistakes people make when filling out timesheets? A: The most frequent errors include: Incorrect or missing date and time entries, particularly among new submitters Some professors submit hard copies instead of digital versions Omitting necessary details, such as signatures or approvals Q5: Are timesheets always submitted late? Do you why that happens? A: Late submissions are a common issue. The primary reasons include: Professors forgetting to submit timesheets on time Assistants failing to remind their supervisors Administrative overload email leads to delayed reviews and approvals since sometimes the emails just overlap with each other and Q6: Do you always remind people when it is nearly time to submit their timesheets? If so, how often? A: Yes, I send a mass reminder email to all concerned individuals. If necessary, I follow up with additional reminders, especially for those who have not yet submitted their timesheets. However, manual reminders are not always effective, and some emails are still overlooked. Q7: How many levels of approval are involved in the process? A: The approval process consists of multiple stages: TA or Supervisor submits the timesheet. The Dean reviews and approves it. Once approved, I will receive the timesheet. I forward it to the finance team for payment processing. Q8: How often are timesheets rejected? What are the main reasons for rejection? A: I do not typically reject timesheets, as professors are expected to ensure accuracy before submission. However, if a timesheet is incomplete or missing key details, I return it for corrections before forwarding it to finance. Q9: Do you have a problem with tracking submitted timesheets? What makes it hard? A: Yes, tracking is one of the biggest challenges. Since timesheets are submitted via email, it is difficult to keep track of who has submitted and who hasn’t. And besides, the timesheet that has been sent by the supervisor is not always on the same day. And I have to wait 3-4 timesheets per time to send to the finance team. So, I have to check manually on who has sent it and who has not submitted it. Q10: Do you keep track of old timesheet submissions? A: Yes, I maintain a record of previous submissions. However, this is done manually, requiring me to go back through emails when needed. A structured digital archive would be significantly more efficient. Q11: Would a system similar to Google Classroom where you manage and receive timesheets when a supervisor approves the TA timesheet be helpful? A: Because the Google Classroom is synchronized with our Paragon. U system. So every time someone confirms their schedule and the HOD approves it, I have to sync the Google Classroom and My Paragon. U systems in order to put them in their classes. If I have a "class" in the Google Classroom that is not formally listed as a class on our system, every time the system syncs with Classroom, all of the people that are in it will disappear because the class is not added to their schedule. So it is a hassle to create a "formal" class in our system, OR to have to add them in every time they're kicked out (I sync the system 2x a day during the add/drop period, so I'd have to add them 2x every day). Other than that, it's also the simple issue of the assistants and instructors who have assistants changing every year. Timesheet format: Supervisor The person asked: 6 peoples Question base Q1 Do you have any problem related to the current timesheet? A: From what we have gathered, most supervisors do not have an issue with the timesheet itself. However, they frequently face challenges related to receiving, overlooking, or forgetting about the timesheet. Q2 what type of problem do you have related to the current timesheet? 4 out of 6 supervisors mentioned that their biggest issue is overlooking or forgetting the approval of timesheets due to numerous email They are often too busy with their work and forget to collect or review the timesheets until they receive a reminder from Miss Anna via email. Sometimes, their Teaching Assistant (TA) or Admin Assistant sends them the timesheet, but they either overlook it or push it aside due to their busy schedules. When the timesheet is forgotten or misplaced, they have to manually search for it, which wastes time. Q3 How often do you get affected by that problem? Most supervisors stated that this issue happens frequently, especially during busy academic periods (e.g., midterms or final exams). Some mentioned that they only remember the timesheet when prompted by a follow-up email or when the deadline is near. A few supervisors said they rarely have this problem because they have a personal system to track timesheets. Q4: What is your current solution to address this problem? Most supervisors rely on email reminders from Miss Anna to remember the timesheet. Some have started using personal notes, reminders, or calendar alerts to keep track of the deadline. Some set specific dates for when their TA and AA should send so they get reminded Q5: How do you currently keep track of timesheets that need approval? Among the six supervisors interviewed, four mentioned that they primarily rely on email reminders from Miss Anna or their AA or TA to remember to review timesheets. Two supervisors stated that they try to set personal reminders, such as writing it on a to-do list or adding a note in their calendar, to remember to ask their AA or TA about the timesheet or set a specific time for them to send. Q6: Would you use a digital timesheet system if one were introduced? All six supervisors expressed openness to using a digital system, as long as it remains simple, and efficient, and does not add extra workload. However, two supervisors voiced concerns about potential technical issues and whether the system might be too complex to integrate into their workflow. One supervisor explained: "I would use it if it makes things easier. But if it's another system I have to learn and manage, I might just stick to my current way of doing things." Another supervisor was more skeptical: "If the system is reliable and doesn't require extra steps, I’d consider it. But if I still have to manually track or fix things, I might as well keep using emails." Q7: If a digital system were introduced, what features would you find most helpful? Supervisors highlighted the importance of a one-click approval function to streamline the process and reduce the time spent on manual approvals. They emphasized the need for a centralized dashboard where all pending timesheets can be viewed in one place, eliminating the hassle of searching through emails. Supervisors also highlighted the need for a better way to approve timesheets on the go, ideally through a mobile-friendly system that allows quick and convenient approvals from their phones. Course Assistant(CA) | Admin Assistant ( AA) The person asked: 13 peoples Questions Asked: What challenges do you face with the current timesheet/payment process? Participant Responses 1. Admin Assistant (Department: CS - ICT Lab) - Two People From previous and Recent Key Issue: Unreliable tracking of monthly reporting deadlines. The participant uses informal methods (e.g., memory) to submit activities, leading to inconsistency in meeting deadlines. Answers: "I rely on a Word doc, but I forget deadlines unless reminded. Sometimes the supervisor reminds me; sometimes I remind them. And besides, there’s no fixed schedule for reporting. Deadlines feel arbitrary and hard to prioritize." 2. Admin Assistant (Department: IR) Key Issue: No visibility into timesheet submission timelines, causing financial uncertainty. The participant lacks access to a clear schedule for submissions or payment processing. Answers: "I don’t track deadlines because I don’t know where to find them. I just waiting for payment. Delays happen without explanation. I can’t tell if it’s my error or someone else’s." 3. Past Admin Assistant (Department: CS) Key Issue: Since timesheet has to be collected if there are only enough timesheets for collection. For instance, to send it to the finance office the provost office management needs to wait for multiple timesheets first. Answers: "I submit my timesheet on time, but if someone else misses a step, my payment gets stuck. There’s no way to confirm if my submission was received or approved until payment is late." 4. Admin Assistant (Department: BUS) - From current and Previous Key Issue: Timesheet submissions via email get lost in supervisors’ crowded inboxes, requiring repeated follow-ups. Answers: "I email my timesheet, but my supervisor often misses it. I have to send reminders every month. Payments are delayed because my submission gets buried under other emails." Key Issue: Differently between full-time and part-time Answers: "Most of the time people who work full time would pay on the 30th or 31st at the end of the month and as for us working base on time like that we mostly only receive from after 3-6 days delay after the full-time payment and sometimes she even has to text "Updates to templates aren’t communicated proactively, leading to rejected submissions." 7. Admin Assistant (Department: ARC) Key Issue: Lack of tools to manage student complaints. The participant juggles requests manually, increasing the risk of overlooked tasks. Answers: "I track student issues in my head or random notes. It’s easy to lose track of what’s urgent." "A system to log and prioritize complaints would reduce stress and errors." 8. Admin Assistant (Department: IE) Key Issue: Ambiguity in role responsibilities. The participant and supervisor overlap in deadline tracking, creating redundancy or gaps. Answers: "Sometimes I remind my supervisor; sometimes they remind me. It’s unclear who’s responsible." "A defined workflow would eliminate this back-and-forth." 9. Admin Assistant (Department: BAF) Key Issue: Competing priorities between administrative tasks and student support. Rigid deadlines clash with unpredictable student needs. Answers: "I’m torn between helping students and meeting reporting deadlines. One always suffers." "Flexibility during busy periods would help me manage both responsibilities." 10. Course Assistant (Department: IE Alumni - ITL) Key Issue: Conflicting priorities from multiple professors. Answers: "I assist different courses, and each professor has different deadlines. It’s chaotic." "I need clear guidelines to prioritize tasks." 11. Course Assistant (Department: ITL (alumni) - ECON) Key Issue: Delays in grading approvals due to unresponsive professors. Answers: "I submit grades via email, but professors take weeks to approve them. I do get anxious." "There’s no way to escalate delays—I just wait." 12. Course Assistant (Department: ITL - ECON) Key Issue: Group task coordination via email leads to missed deadlines. Answers: "Team projects require endless emails. Someone always misses an update." "Approvals take longer when supervisors compile emails from everyone.