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Help Employees & Supervisors

Completing and submitting a SmartBeat

If you’re a task owner using Polaris, you’ll need to complete SmartBeats and submit them to your project manager.

A SmartBeat is a daily update of work you performed on a single task that you own. You’ll need to submit a beat for each active task you own.

When you submit a SmartBeat, any work hours you included in the beat will be added to your timesheet automatically. So, if you complete a SmartBeat for all work you complete, you shouldn’t have to fill out your timesheet.

Refer to All about SmartBeats for more information on SmartBeats.

Depending on your permissions, you may also be able to record beat data directly in your timesheet.

Where can I record a SmartBeat?

To make filling out SmartBeats as easy as possible, Polaris offers multiple locations where you can access the beat fields:

  • From the My Work > Overview > Tasks page.

  • Using the SmartBeat desktop app, that you can download from My Work > Overview.

You can set the app to launch when you start your machine, and you can also set reminders to enter your beats. The app is available for Windows only.

  • From your timesheet

Depending on your permissions, you may be able to record beat data directly in your timesheet. However, if you have the required permission, you will still only be able to record estimates for a day on that day.

Completing a SmartBeat from My Work > Overview > Tasks:

  1. Select My Work > Overview.

Any tasks you haven’t started recording data for are listed under Not Started Tasks.

  1. Click the task you want to record a beat for, from either Active or Not Started list.
  2. Complete all applicable SmartBeat fields in the form that displays.

  1. Click Submit.
    The beat will be recorded on your timesheet. You can make changes to the beat any time on the current day, and can update hours worked in your timesheet any time prior to submission, if you have access to your timesheet.
    Any hours you recorded under Work will be added to your timesheet as soon as you submit the beat.

    SmartBeat fields

    Field name

    Description

    Previous Work

    Work you completed on this task prior to this date

    Work

    Number of hours you worked on the task that day

    Work Remaining

    Number of additional hours you estimate will be required to complete the task

    By default, this displays the work remaining value from the latest beat you submitted, by date. Or initially, it shows the estimate your project manager entered for the task. But, you should update the value with your current estimate.

    Estimated Completion Date

    The date when you estimate you will complete the task.

    By default, this displays the estimate from the last beat you submitted.

    Comment

    Your comments on the status or progress of the project. For example, you could include an explanation of why the amount of work completed or your estimates differ from what the project manager might be expecting, if applicable.

    You can select a color-coded symbol to represent your current feelings about the task’s status.

    FAQs

    If I update hours in my timesheet, will my SmartBeat match my change?

    Yes. SmartBeat hours are copied to timesheets.

    What should I be basing my estimates on?

    A SmartBeat should be quick and easy to make. The estimate portion should be an intuitive assessment of how your work is going, and shouldn’t require calculations.

    Do I have to submit a beat every day? What if I didn’t work on that task?

    Typically, you should submit a beat each work day, for each task you own. But, you can talk to your project manager about their specific requirements. If you didn’t complete any work on a task, you wouldn’t typically submit a beat for that day.

    What happens if I miss a day?

    If you miss submitting a beat, you can't add it retroactively, since beats are most accurate and most useful if they apply only to that day’s work.

    But, be sure to add hours worked for days you missed to your timesheet manually.

    Do I have to complete all fields in a SmartBeat?

    No, no fields are required. But, your project manager may require you to complete some or all of the fields each day.

    Can I modify past SmartBeats?

    No. If you’ve entered the wrong number of hours worked, you may be able to fix that in your timesheet.  If you've made an error that you can't correct, contact your project manager or correct the issue in your current day's beat, if possible. 

    Can I save data in the SmartBeat form without submitting?

    No, SmartBeats should be a quick update, and shouldn’t require saving.

    Why are SmartBeats available on my days off?

    SmartBeats are available every day, even on days you aren’t scheduled to work. This keeps things flexible, and ensures they’re available on days when you weren’t scheduled, but still work. You should only complete beats for days you worked.

    Related links

    All about SmartBeats