Time Recording MOD009ABV New from DB 39.5.14

(Time Recording below the Scale without Comments / with Presence)

Go to other time recording variants

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Information

• In the Time Recording module
  • the logged-on user can
    • record his/her hours worked
    • record and send forecasts of remaining effort
    • delete recorded hours worked (make reverse postings)

Stop

• Below the scale, the calendar preset in @G150 takes effect. It can but does not necessarily have to match with the project, proposal, or resource calendar.
  • If the calendar specified in the @G150 variable is too short, the Time Recording module is displayed completely empty. The corresponding calendar can be adjusted in the Calendar module.

Details sum area

• In the top area of the module, two sum areas are displayed
  • Presence
    • For each day for which presence is recorded, the summarized value per day is displayed below the scale. Next to the heading, the summarized weekly or daily value is displayed (depending on the view).
  • Hours worked
    • For each day of the defined period, the summed up number of recorded working hours is displayed below the scale. Next to the heading, the summarized weekly or daily value is displayed (depending on the view).
    • An additional traffic light function is inserted here which indicates whether the hours worked exceed the presence (red), undercuts it (yellow), or whether the values of presence and hours worked are equal (no highlighting).

Details project area

• The projects listed in the module are displayed in the following groups:
  • Time recording only up to the end of the current week:
    • Here, projects are displayed for which the Posting type parameter is set to "Actual postings until the end of the current week" in the Project Core Data module.
    • In this area you can record actual hours until the last day of the current week.
  • Time recording also in the future:
    • Here, projects are displayed for which the Posting type parameter is set to "Actual postings also in the future" in the Project Core Data module.
    • In this group, hours worked can be recorded in the future.
  • My time recording favorites:
    • Here, tasks are displayed with the respective projects which have previously been marked as favorites in one of the two groups mentioned above (favorite star activated).
    • If tasks are listed in the My time recording favorites group, they are no longer displayed in the two groups mentioned above.
    • In summary this means that the allocation to the two groups mentioned above is done in line with a fixed project criterion which is defined for each project while the third group is optional and is only displayed if the tasks have the "Favorite" property which only takes effect in this module.
  • Not Postable Objects (Selected Week)
    • In this group, tasks which have already been finished or locked or the projects of which have been set to "inactive" but have actual data in the selected week are displayed (with the respective projects). The display is important for the traceability of the data. For more information, see the entry under Attention.

Attention

• In the module, only projects or tasks are displayed,
  • which are not locked (e.g. via the Locked parameter in the Project Core Data or the Task locked parameter in the Schedule).
  • which are not finished (actual end for project and task are not filled)
  • which are not completed (the Completed checkbox in the Time Recording module is not deactivated)
  • for which the respective project is active
• Exceptions: locked, finished, completed tasks are displayed in the module if they already have postings in the selected week. For this purpose, see the Not postbale objects (selected week) group.

• If you force the display of locked projects or tasks and try to record hours worked, the Project/Task locked or Invalid work recording period message is displayed.

View details

• In the Time Recording module you can switch between a weekly view and a daily view.
  • Todo so, click on the button on the upper left hand side if you are in weekly view or on the button if you are in daily view.
  • Weekly view is displayed by default.
  • In daily view, today is displayed by default. If you go to another calendar week, Monday of the respective week will be displayed.

Record Working Hours on Projects/Tasks in which One is Planned

Information

• If no hours worked have been recorded yet, only projects in which the employee is planned directly are displayed initially in the Time Recording module.
• However, it is possible to add projects in which one is not directly planned to the Time Recording module via the Add other projects/tasks button. Once such projects have been added and hours have been recorded on them, these projects are displayed along with the other projects every time the Time Recording module is opened.

Procedure

• Extend the required project and task in the left window. There are empty load records for all days of the week by default.
• Click below the required date in the line of the required weekday in the right window below the scale.
• Enter the required number of hours.
• Save.
• Enter the hours for all required days in the same way.

Browse the calendar

• In the right window you can scroll to another week
  • via the arrow buttons or
  • by selecting the respective calendar week in the date listbox.
• This enables you to post actual hours to tasks which are not planned for the current week but have been planned for previous weeks.
• You can only scroll back beyond the invoicing date. However, it is not possible to record hours which lie before the invoicing date. If a user tries to report hours worked anyway, the Recording not possible: date is earlier than key date. notice is displayed.

Note

• The Browse calendar function uses the calendar predefined in the @G150 variable. It can but does not necessarily have to match with the project, proposal, or resource calendar.

Record Hours Worked to Further Projects/Tasks

Procedure

• Click on the Add other projects/tasks for time recording button.
  • The Projects and Tasks for Time Recording dialog module is opened.
  • Select the required project from the required listboxes and select the required task and click on the Adopt button.
    • The selected project and the selected task are inserted in the respective group of the Time Recording module. The recording of hours worked can be done as described above.

Record Future Hours Worked (Vacation, Sickness, etc.)

Information

• The existence of projects for which the Posting type parameter = 1 Actual postings also in the future (overhead costs, ...) is set (in practice, these are mostly overhead cost projects) and the existence of the respective tasks (e.g. vacation) are a requirement for the recording of future hours.

Procedure

• Move to the week for which you want to record overhead costs by clicking on the arrow buttons.
• In the Time recording also in the future group, overhead cost projects are displayed with the corresponding tasks in which the resource of the logged-on user is planned.
• The procedure for creating hours is equal to the procedure in the "Record Hours Worked to Projects/Tasks in which One is Planned" .

Note

• If the resource of the employee is not directly planned in an overhead project but has permission to record time in this overhead project, the project is not immediately listed in the Time recording also in the future group, but it must first be inserted in the time recording module via the Add Projects and Tasks for Time Recording module. For this purpose see the "Record Hours Worked to Further Projects/Tasks" section.

Send Remaining Effort Forecast

Information

• In case an employee notices upon completion of a task planned for him/her that the effort is higher than planned, he/she has the option to report them to the project manager responsible in the form of a remaining effort forecast.

Procedure

• Click on the Send forecast button in the header area of the Time Recording module.
• The Send Forecast module is opened.
• Enter the estimated remaining effort in the Forecast field and save.
• Click on the Send forecast button in the project line (button with envelope symbol).
• The Send Info module is opened including an automatically created message.
• The message contains the following data: sender, actual values of the current week, remaining and forecast values as well as the expected completion date, in case it is filled.
  • The project manager of the project is automatically entered as the recipient.
• Click on the Send button. The message is automatically sent to the recipient via e-mail.

Delete/Change Recorded Working Hours (Reverse Postings)

Procedure

• Either correct the required hour values directly below the scale or delete them completely.

Mark Assigned Work as "Completed"

Information

• You can mark tasks in which you are planned as "completed”.
• To do so, deactivate the checkbox in the Completed field in the line of the required task.
• If the checkbox is activated, an actual end date is set for the respective task-resource assignment and the task is moved to the Completed/locked tasks category in the Time Recording module.

Record Presence (Times of Arrival/Leaving)

Information

• It is possible to record the presence times in the Time Recording module (a type of attendance clock) in case they are not imported from an external system in the form of hours to be worked.

Procedure

• To do so, click on the Record presence button.
• The Presence module is opened. Record presence times as described in the module topic.

Details

• The values recorded in the Presence module are subsequently summed up as a daily value in the Time Recording module directly below the scale. In addition, the values are also represented as a week value next to the Presence heading.
• A traffic light is implemented on the values below the scale which indicates that there are still incomplete entries in the Presence module. Incomplete means that it has been saved in the Presence module while in one of the entries either the Start or End field is still empty. For example:
  • If there is no complete entry in the Presence module at all, the value from Unit/Period of the resource is copied and displayed in red below the scale.
  • If there already are complete and incomplete entries in the Presence module, the summarized value of the complete entries is displayed below the scale, however, it is colored red since there are other incomplete entries.
  • If all entries in the Presence module are complete, the summarized value of all entries is displayed below the scale and is not colored red.

Attention

• No presence can be recorded if the resource has no resources in the required period. A message indicates this as soon as you click on the Record presence times button.