Manual Time registration

Transcription

1 Manual Time registration TimeTell version 8 TIMETELL BV Helpdesk +31 (0) helpdesk@timetell.com

2 Table of contents 1. Introduction Start TimeTell Main menu, icons and tiles Icons Tiles Open archive Login as another user Preferred settings Refresh internal tables Disconnection The timesheet Registration methods Subsequent time registration method Chronological time registration method Subsequent time registration in combination with clock times Chronological time registration in combination with clock times Editing timesheets Activities, projects and client selection Icons Column title menu Hours details screen Calendar Week planning Clock times Calculations Balances Submit for approval Week list Personal Employees Template timesheet Correction timesheet Chronological functions Time entry (bookings) Sign in Sign off Break Offsite visit Weeks backlog Schedules Edit schedules Week scheme schedule Day scheme schedule Flexible schedule Approve personal schedules Book activities Allow overtime Approval Approval of project bookings Approval of timesheets (organization) Approve timesheets (administration) Reporting TimeTell Manual Time Registration 2/74 21/04/2016

3 13.4. Report explorer Parameters Preview Print Planning reports TimeTell Web Client (attachment 1) Login via the web browser Change password Current week Week list Template timesheet Sign in/sign off Leave request Approve Reports TimeTell App (appendix 2) Configuration of the App App functionalities TimeTell Manual Time Registration 3/74 21/04/2016

4 1. Introduction This manual describes the functionalities of the TimeTell time registration module and is intended for the employee and manager who will use it to register and control working hours (and other work related expenses). The functionalities and features described in this manual can be found in the TimeTell program under the time registration menu. The manual is composed in a way that the functionalities of every menu option are described in a different section or a separate paragraph. For each chapter starts on a new page you can optionally print only those pages/sections to the authorization level of the user. The first chapter of the manual contains some general tips and information that applies to most of the features described in this guide. Tip: Every time this symbol is shown a handy skill is described which makes it easier to work with TimeTell. TimeTell Manual Time Registration 4/74 21/04/2016

5 2. Start TimeTell When TimeTell has started, depending on your configuration, the main menu of TimeTell will be shown. If the Windows verification is on TimeTell will start automatically without a login procedure. It is also possible to disable this Windows verification which ensures TimeTell to start with a login screen: Enter TimeTell login name and password. The TimeTell main screen is shown: At the top right (and the bottom right) of the screen is shown who is logged in. This button closes TimeTell. TimeTell Manual Time Registration 5/74 21/04/2016

6 Depending on the configuration TimeTell can provide a message on start-up, in situations where there is a lag in time registration. Missing weeks or timesheets lacking the submission status are then shown in a list on start up. TimeTell Manual Time Registration 6/74 21/04/2016

7 3. Main menu, icons and tiles Depending on your authorization different menu options and icons are displayed on the main screen. Through the menu Time registration and by using the icons under the menu bar, several functionalities can be started concerning your own data. These functionalities are described in the rest of this manual. In addition, up from this TimeTell version 8 there is this new feature of user defined tiles. These tiles will redirect the user quickly to the various menu options and enables the user to see certain information at a glance Icons At the top of the screen the following icons are available: Icon Shortcut Functionality Described in chapter F8 Open current week Fout! Verwijzingsbron niet gevonden. Fout! Verwijzingsbron niet gevonden.timesheet Shift+F8 Open the week list 5 Week list Ctrl+F8 Open the template timesheet Fout! Verwijzingsbron niet gevonden. Fout! Verwijzingsbron niet gevonden. F11 Sign in 8.2 F12 Sign off Fout! Verwijzingsbron niet gevonden. Fout! Verwijzingsbron niet gevonden. Shift+F12 Start/stop a break Fout! Verwijzingsbron niet gevonden. Fout! Verwijzingsbron niet gevonden. Shift+F11 Sign off for offsite visit 0 Ctrl+F11 Time entry 8.1 Time entry (bookingentry (bookings) Report explorer 13.4 Report explorer Dashboard Shut down the TimeTell program TimeTell Manual Time Registration 7/74 21/04/2016

8 3.2. Tiles As already mentioned in the previous paragraph; new in version 8 of TimeTell are the tiles in the start panel which provide quick access to different menu options. You can compose and customize these tiles yourself. Please refer to the manual TimeTell User Interface for more information on this topic. System Menu In the menu General a number of management and configuration features are included Open archive By clicking on the option 'Open archive' an archived database can be viewed. This data is readonly and cannot be edited. How an archive can be created is described in the manual Technical Setup. Using the option 'close archive you will return to the TimeTell production environment Login as another user If someone else's tasks are to be observed, then it is possible to log in as another user (deputy) in TimeTell. A list with employees will be shown, indicating the users you are authorized to replace. Here no passwords are asked. TimeTell Manual Time Registration 8/74 21/04/2016

9 Within this option, employees only show up in the list when authorization allows this (see manual Maintenance). If by means of this functionality someone else has already been logged in, through this option you can always return to your own TimeTell session Preferred settings This screen allows you to configure a number of preferred settings. Please refer to the manual TimeTell User Interface for further explanation on this topic Refresh internal tables When changes are made to e.g. lookup lists it may occur that they are not always immediately processed in the internal tables and therefore can sometimes be unavailable for direct use. The option refresh internal tables helps to overcome this problem and ensures changes to be processed directly. During this process all open screens are closed so that changes are preserved Disconnection For retrieving and storing data TimeTell must be connected to the server. TimeTell can be configured to allow the connection to automatically disconnect if for some time no data is retrieved. The connection will automatically be restored as soon as data is needed. With this option you can manually disconnect or restore the server connection. TimeTell Manual Time Registration 9/74 21/04/2016

10 4. The timesheet This chapter describes the operation of the timesheets Registration methods TimeTell contains 4 methods of time registration 1. These are briefly described in this section Subsequent time registration method With this kind of registration, hours on projects and activities are booked afterwards. This can be done by filling out the number of hours per day into the timesheet. This is the most common method of time registration. 1 The method of registration is independent from the input media. The different forms of time registration support input via the Personal Computer (PC), barcode readers or clocks. TimeTell Manual Time Registration 10/74 21/04/2016

11 Chronological time registration method With this form of registration, hours are booked by entering start and end times per project and activity. This is the most accurate form of registration and is usually applied in situations where much work is done behind the PC. Every time a new activity starts a new booking is made. The previous activity then will be terminated automatically. However, it is still possible to use subsequent time registration. Chronological bookings can also be registered through the time entry functionality (please refer to paragraph 8.1 Time entry (bookingentry ). Note. If the end time entered is earlier than (<) the given start time, TimeTell assumes that the end time is on the next day. TimeTell Manual Time Registration 11/74 21/04/2016

12 Subsequent time registration in combination with clock times This type of time registration works just as the normal subsequent time registration method (refer to paragraph 4.1.1) but in addition the arrival and departure times are clocked in order to be able to measure the presence of the personnel. Often the clock times are used for the determination of overtime and time registration purposes. Through these clock times it is easier to understand the time allocation to activities and projects. The clock time details can be viewed or edited by clicking the button. The access to the clock times as well as the possibility to edit them can be authorized separately within the authorization profiles. Tip: In the right-hand corner of the screen, the first check-in and last check-out times are visible. To save some screen space, you can collapse this clock time screen with the button on the left edge of the dividing line: TimeTell Manual Time Registration 12/74 21/04/2016

13 Chronological time registration in combination with clock times This type of time registration works just as the normal chronological time registration method (refer to paragraph 4.1.2) but in addition the arrival and departure times are clocked in order to be able to measure the presence of the personnel. Often the clock times are used for the determination of overtime and time registration purposes. Through these clock times it is easier to understand the time allocation to activities and projects. The clock time details can be viewed or edited by clicking the button. The access to the clock times as well as the possibility to edit them can be authorized separately within the authorization profiles. Tip: In the right-hand corner of the screen, the first check-in and last check-out times are visible. To save some screen space, you can collapse this clock time screen with the button on the left edge of the dividing line: TimeTell Manual Time Registration 13/74 21/04/2016

14 4.2. Editing timesheets Although the layout of the different timesheets as described before may vary, 90% of the functionalities is the same. Let us start by describing these common functionalities Activities, projects and client selection The (cell) values Book hours on of the columns (activity, project, etc.) are chosen from a dropdown list. To unfold the dropdown list there are two buttons available. The first button provides a dropdown (selection) list like displayed above. This dropdown list also appears automatically when you start typing in the column/cell. In the configuration can be set that this list only contains the most recently used items. The second button shows a new screen, in which the complete selection list is displayed: In this screen the desired column items can be selected. The selection list has a filter option at the top of this screen which allows you to quickly filter the list for matching text in the searched items. TimeTell Manual Time Registration 14/74 21/04/2016

15 As you can see in the previous screenshot the selection list shows the items in a tree structure with multiple layers. Within this tree structure only the selectable items are shown. If it is desired to see the whole tree please put a checkmark at the option complete tree. The whole tree structure is then displayed with the non-selectable data in grey. Note. Columns can be sorted by clicking on the column title. The column is then sorted, but only within the hierarchical structure; so first the data at level 1 are sorted, subsequently the data within level 2 and so on. Selected values are visible in the columns of your timesheet. In the configuration profile can be set how the selected item is displayed. For example with or without number (please refer to the manual Maintenance). add one line remove one line add multiple data at once from a selection list. Multiple lines are added automatically. Tip: When columns are grouped, the group value is automatically filled when adding lines. If you for example group by project, within the project group, multiple activities can be added at once by using the button. The project group is then automatically filled. Tip: It is possible to select multiple lines by placing your cursor in the margin on the left. You can then use Shift or Ctrl to select the other lines. If multiple lines are selected, they can be removed at once by using the button. If multiple lines have been added with the button, then the values from other book hours on columns are copied along. Multiple selected lines can also be copied by using the key combinations Shift-Ctrl-C and Shift-Ctrl-V Icons At the top of the week, you will encounter the following icons: Browse back one week (if the week does not exist it will be created). Browse forward one week (if the week does not exist it will be created). Save Timesheet Shows scheduled hours per day for the current week Allocations Budget Check/view leave balances (paragraph 4.2.9) TimeTell Manual Time Registration 15/74 21/04/2016

16 This allows you to calculate the numbers (this also happens automatically when saving a timesheet) View/edit clock times (paragraph 4.2.5) Print timesheet Export a timesheet to Excel Default window settings: if save window settings is activated in the preferred settings the window settings of the timesheets are saved. By means of this button the default window settings of the timesheets can easily be restored. Sub menu with the following extra options: Grouping: turns on the grouping bar. This is a grouping bar. Columns to which can/must be grouped are dragged to this bar. The Field Chooser: retrieves deleted or hidden fields/columns, so that they can be placed back in the screen by dragging them to the title bar above the columns. When placing them back, watch for the green arrows, these indicate where the column will be placed. The following columns are hidden by default and can be added to the timesheets: Activity (higher) shows the parent activity (the activity placed directly above the current activity). If desired, one can group by/sort on that column too. The same applies to the Project (higher) columns. Exports this weeks information to a file. Imports this weeks information from a file. TimeTell Manual Time Registration 16/74 21/04/2016

17 Collapse/Fold: With this button layered data can be collapsed in a way that a concise overview remains. This option is not available if the option "always unfold groups" is activated. Expand/unfold: This button unfolds all existing layers showing all details. This option is not available if the option always unfold groups" is activated. Refresh timesheet Column title menu When you right click on a column title, a title menu will appear with several options like sorting, grouping, column picking etc. The option best fit (all columns) automatically adjusts all columns to fit all data. Automatic Column Width ensures all columns to fit the screen at all times. Note. When grouping is on, all groups are always expanded. When this grouping option is disabled the expand and collapse functions become available. The print option at the bottom of the menu enables you to print the current timesheet. TimeTell Manual Time Registration 17/74 21/04/2016

18 Hours details screen When filling out hours in the timesheet you can use the button in the hour cells to open the hour details window (this button can be found in the last column of a chronological timesheet): the hours details screen may include additional information on a booking or declarable costs: At the top of the screen the booking information (hour details window is displayed. When set in your configuration profile, TimeTell can optionally register times here. This applies to subsequent time registration but can also apply to certain work related activities on the basis of overtime calculations. Note. When the hours cell is kept empty but the from/to times are filled in instead, the timesheet is filled on the basis of these times. By means of putting a checkmark at the option billable and filling out the number of billable hours can be indicated whether and how many of the booked hours must be characterized as billable. This can optionally be taken into account in the calculation rules of TimeTell. When set in the configuration profile one can also view and edit the balance line of a booked leave activity with balance line selection: TimeTell Manual Time Registration 18/74 21/04/2016

19 In the text box Info additional information can be entered regarding the booking. At the bottom of the screen you can enter several expenses (depending on your configuration). An expense type can be chosen and subsequently quantities and/or rates can be given in. If in the configuration a fixed rate is entered (e.g. mileage rate) this cannot be edited. However, there is also the situation of a default or empty tariff/rate that can be edited. If a lunch is declared, please fill out the number (1) and enter the costs in the tariff field. Default the option Pay is enabled. However the checkmark can be removed, when expenses are not to be declared. E.g. a ticket payed with the company credit card. Additional information can be entered for the declaration. If there is additional information displayed for the declaration, the declaration line in the timesheet will turn yellow. Per type of expense you can configure if the info field is obligatory. Note Note If you require more elaborate handling of expenses (with attachments, approval, distance calculations etc), use the Expenditures module. In the configuration profile another option can be enabled to show an extra tab which provides the calculations per time booking. If the info field in the details screen is filled in, the hour cell in the timesheet will get a light yellow color. TimeTell Manual Time Registration 19/74 21/04/2016

20 Calendar Calendar module When in the configuration profile under Show planning below timesheet the Calendar is checked, the calendar data (appointments/events) for the current week are visible at the bottom of the timesheet. These can be easily dragged into the timesheet to realize the hours. Tip: By right clicking somewhere in the calendar the calendar can be opened. Here you can view and/or edit all appointments (if authorized). TimeTell Manual Time Registration 20/74 21/04/2016

21 Week planning Planning module Several plan types can be made visible in the timesheet. You set these in the configuration profile (tab Timesheet) in Plan types: - Weekplanning - Dayplanning - Allocation without plan hours - Tentative allocation Please refer to the manual Planning for more information about these plan types. When the option Show column Planning is set in the configuration profile, at left the column Planning becomes visible (1). This makes it possible to link the different planning types to booked hours. When in the configuration profile under Show planning below timesheet the option Planning is checked, the planning is shown below the timesheet (2) In the configuration profile there is also an option to Fill timesheet from planning. Planned activities and projects are automatically copied from planning to the timesheet (3). Only the realized hours remain to be filled in. You can also drag a line from Planning to the timesheet to create a time registration there. Furthermore you can open the list in the Planning column to link one of the plans to the time registration: TimeTell Manual Time Registration 21/74 21/04/2016

22 When planning is enable in the timesheet, then the planindicator is shown on the left side. You can recognize it by the Dayplanning Weekplanning icon in the title and it indicates the type of planning for this line: Allocation without hours (in this week) When you hover your mouse over this, it will show a description of the planitem. The hours booked on these plan records are shown as realization in the planlist below after saving the timesheet (5). With the buttons in the rightmost column (6, set invisible/invisible in the configuration) you can view the resource allocation that the weekplanning belongs to: Here you see that the weekplanning is part of a 38 hour resource allocation over a two week period. TimeTell Manual Time Registration 22/74 21/04/2016

23 Clock times If chosen for a time registration method with clock times (or a combination of subsequent time registration with clock times) one can view the clock times by clicking the following button:. If your authorization allows you, you can also edit these clock times within this option. This screen shows all clock activities (like logging in or work visit). When an automatic lunchbreak allowance is configured in the calculation rules it is possible that the break allowance becomes visible in the column break. In the hours column in the previous screenshot you can see that the hours have already been corrected for this break and are thus coloured red. Note. If an end time (to) is entered that is earlier/less (<) than the start time (from) TimeTell assumes that the end time will be a day later. Tip: If you right click on a column title a menu appears with several options including a print option for the clock time overview. TimeTell Manual Time Registration 23/74 21/04/2016

24 Calculations If a timesheet shows the status submitted, you can use the button in the top right corner of the timesheet, next to Calculations, to view the calculations in more detail: This screen shows the result of all calculations made for this week by the calculation rules. This screen not only shows overtime calculations but also flex time. These data are calculated for every single day. In this overview you can find next to the type of overtime, the date, the number of calculated hours also an offset percentage and possibly a rate. The last column consists of the hours times the offset percentage. In the example above, every day flex time is calculated. The hours on Saturday are counted as overtime and are compensated against 150%. The pay column is normally determined automatically by the calculation rules. By enabling this option in the calculations you can determine if overtime can/must be paid. In this example the employee determines that his overtime does not have to be paid. Note. Calculations above are determined by the calculation rules in TimeTell and will be adapted to the business situation of the TimeTell user. Note. In the configuration profile another option can be enabled to show an extra tab with calculations per (hour) booking. TimeTell Manual Time Registration 24/74 21/04/2016

25 Balances Leave & Absence module With the check balances button, balances can be viewed: This screen contains all current and future valid balance lines. The balance screen contains the following columns: Type : Type of leave. Balance from date : Start balance period. Balance to date : End balance period. Expiration date : Expiration date of the balance line. Previous period : Remaining hours from the previous period. Hours added : Number of hours assigned this year. Hours used : Number of hours used via bookings. Accumulation of hours: Number of hours that one has built up through flex- or overtime. hours Tot. hours : Total number of hours. Limit on : When the period has expired the remaining hours will expire too (above max.). Remaining hours : The number of remaining hours (are taken to the next balance line provided that there is no checkmark at: expires after period). By default only the balance lines are displayed which are currently valid or will be valid in the future. The option all lines however shows us all available balance lines (historic, current as well as the future balance lines). If you choose for the option records with remaining hours all balance lines with remaining hours are displayed. When a selection is made via the dropdown menu and the employee balance screen and timesheet are closed, this setting will be saved in the preferences. Tip: Using this button provides you with the details of a column. So, for example, you can quickly consult your specified leave records: TimeTell Manual Time Registration 25/74 21/04/2016

26 Submit for approval A timesheet can be completed and saved at any time. When a timesheet is completed you can indicate this by putting a checkmark at The timesheet will be given the status submitted and is saved. A submitted timesheet cannot be edited anymore. When the checkmark at submitted gets removed, the timesheet is editable again provided that the timesheet has not been approved yet. The moment a timesheet is submitted a manager can approve it. In general timesheets are approved once a week by a manager. It is also possible that a project manager still has to approve certain project bookings before a timesheet gets its final approval. In situations like these the timesheet is assigned the status waiting for project approval. TimeTell Manual Time Registration 26/74 21/04/2016

27 5. Week list 5.1. Personal Via the menu Time registration / Personal / Weeklist or with the icon consulted. timesheets can be In the following screen all weeks of this employee can be selected. Most recent weeks are at the top of the list. In this list, next to the period, you will find the following data: Status : The (current) status of this week (rejected, submitted, approved, etc.) Hours : The number of accountable hours per week. Clock hours : The number of clocked hours per week Schedule hours : The number of schedule hours per week Calculations : The total of overtime, flex time and other calculations. Expenses : The total of the expenses for the week. Correction : Is this a correction timesheet (These are displayed in red).\ Entered till : The date until which a timesheet was submitted (Only when made available in the configuration pofile) The Edit options button provides you the following possibilities as shown in the next screenshot 2 : 2 The available options depend on your authorization TimeTell Manual Time Registration 27/74 21/04/2016

28 Next to the options open, add or delete a timesheet, a template timesheet of an employee can be opened (for this topic please refer to paragraph 6 Template timesheets ). In situations where an already processed timesheet somehow needs some adjustments a correction timesheet can be created (refer to paragraph 7 correction timesheet ). Further the menu gives you the option to make a copy of an already existing timesheet (week) and incorporate the hours into a newly selected timesheet. The option audit trail gives insight in the mutations in a timesheet. This option is only available when set in the configuration profile. By means of the option modify status, the status of a timesheet can be modified: Which statuses can be chosen depends on your authorization within TimeTell. A timesheet with the status editing can still be edited. When you have completed a timesheet you can set the status to submitted. For approval of submitted timesheets TimeTell has two layers. The first is organization approved. Optionally you can set a second (final) layer of approval called administration approved. If a timesheet is exported to a remote system, it will be assigned the status 'Processed'. Processed timesheets cannot be edited anymore. However it is still possible to create a correction timesheet if necessary. Note. The set week status functionality is usually used by employees to change a submitted timesheet back to editing mode. If a timesheet has already been approved, only the manager is allowed to change the status back to editing. TimeTell Manual Time Registration 28/74 21/04/2016

29 5.2. Employees Via the menu Time registration / Organization / Week list the timesheets of employees can be consulted. Select an employee, for whom the week list should be shown. Next, a screen appears with all the employee s weeks (timesheets). The most recent week is at the top of the list. Rejected weeks are coloured red. In the employees selection screen the organization and the validity period (org. to column) are shown. The week list then only displays the weeks within those organizational validity timespan. If the manager is authorized for all employees (and so all organizations) then still all weeks can be shown by using the period). option (so also the weeks that fall outside the organizational When one of the before mentioned options has led you to the timesheet of one of the employees it is still possible to switch to the timesheets of another employee. TimeTell Manual Time Registration 29/74 21/04/2016

30 Next to the name of the employee you will find this button the employee selection screen. that allows you to quickly return to It is also possible to quickly switch to another timesheet (week) of an employee. For this you can find a similar button next to the selection box with the week numbers. TimeTell Manual Time Registration 30/74 21/04/2016

31 6. Template timesheet Through the menu Time registration / Personal / Template Timesheet or by using the icon template timesheet can be created. a When a new timesheet is created, you normally start with an empty grid to which activities, projects or eventually clients are added. To prevent you from having to enter the same activities, projects or clients every week you can use the option of a so called template timesheet. These templates can be filled with frequently used projects, activities and clients (like a list of favourites). When creating a new timesheet (week) TimeTell will automatically fill the grid with data from the template. This way only hours need to be entered. However it is still possible to add new lines (projects, activities or clients) to a template timesheet. If regular and recurring work activities are considered, TimeTell has the possibility to fill out the hours in advance when a new timesheet is created. For instance think of regular team meetings on Mondays or days off granted to a reduction in working hours (ADV). If a meeting somehow gets cancelled the automatically filled hours can be emptied or the whole line can be deleted. It is also possible to enter regular declarations by using the following button in the hour cells. This option is commonly used for fixed home-work miles. By making good use of template timesheets completing a new timesheet does not necessarily have to take much time. Tip: By using the timesheet at once. The button multiple activities or projects can be added to a (template) button is used to empty a template timesheet. Note. Via the menu Time registration / Organization / Template timesheets the templates of the employees can be edited. Through the menu option Edit options the templates can also be copied to other employees. TimeTell Manual Time Registration 31/74 21/04/2016

32 7. Correction timesheet When a timesheet has been exported to an external system it can no longer be changed in TimeTell because otherwise the TimeTell data will no longer match the data in the external system. The data can then be corrected by using a correction timesheet. If an exported week (status ='Processed') is selected in the week list, you can choose to create a correction timesheet through the Edit options menu. In the correction timesheet only the corrections will have to be entered. These corrections can be negative hours in order to be able to recover incorrect bookings. In the screenshot above, 8 hours are deducted from project 'Subproject D3 phase 2'. These hours are booked again on project 'Subproject D3 phase 3'. After approval of this correction timesheet the data can eventually be exported again to the external (financial) system. TimeTell Manual Time Registration 32/74 21/04/2016

33 8. Chronological functions There are some extra functionalities for chronological time registration and the combination registration methods with clock times. These are discussed in this chapter Time entry (bookings) Through the menu Time registration / Personal / Time entry or by clicking the icon a chronological time booking can be made. It is also possible to immediately book this entry into a chronological timesheet but in most cases it is easier to make this entry through this functionality (as displayed next): Enter the project and/or the activity in this screen (using the button will provide a search box). Date and time are automatically filled with the current system date/time but, if necessary, can also be manually adjusted. Click the OK button and the booking will automatically be processed in the timesheets. Normally you will not have to enter an end time in this screen for the next booking will automatically close the previous one. Entering end times will only be necessary when bookings are not contiguous. In the field 'Info' additional information can be entered. TimeTell Manual Time Registration 33/74 21/04/2016

34 In the upper side of the screen the following icons are visible: Icon Hotkey Function PgUp Browse back to previous bookings (within the week) PgDn Browse forward in the bookings (within the week) F5 Update the start date and time 3 F6 Ctrl+S Update the end date and time Save the booking but stay in this screen (the filled out data remains saved). Tip: The browse buttons are used to quickly browse back and forward between the different time entries when you, for instance, want to continue with a previously booked activity. This way you do not have to re-enter all data again. In the submenu Expenses, expenses can be listed which are defined under the menu Maintenance / System data / Expense types. Further, you can give in extra information on the expenses like information on a trip (from/to) and other additional information. 3 If automatically update time is set in the configuration profile this will happen automatically. Otherwise the date/time will stay unchanged when editing the booking. TimeTell Manual Time Registration 34/74 21/04/2016

35 8.2. Sign in Through the menu Time registration / Personal / Sign in or with the icon an employee can be logged on. When a chronological registration or a registration with clock times is maintained, the previously mentioned function can registrate the logon times. This is actually the same principle as working with a time clock, only in this case you use a Personal Computer. When signing in a new line is added with the current time 4. This sign on will be booked on an activity that is defined at the system activities Sign in (please refer to the manual Functional setup ) Sign off Via the menu Time registration / Personal / Sign off or by using the icon an employee can be logged off. When a chronological registration or a registration with clock times is maintained, the previously mentioned function can registrate the log off times. This is actually the same principle as working with a time clock, only in this case you use a Personal Computer. With the sign off the last open booking is closed using the time of the sign off. In the situation where there is no open booking, a new line is added in which the start- and end time both are set to the current time. This line is then booked on the activity that is defined at the system activities Sign in (please refer to the manual Functional setup ). In the situation of a chronological combined registration, next to the final clock booking the final chronological booking is also closed (if it was still open) Break Through the menu Time registration / Personal / Break or by clicking the stop your break (if the break has already started). icon you can start and 8.5. Offsite visit Through the menu Time registration / Personal / Offsite visit or by clicking the book an offsite visit. icon you can 4 The on and logoff is registered according to the time on the server. TimeTell Manual Time Registration 35/74 21/04/2016

36 This functionality can be used in situations where an employee leaves for/returns from an offsite visit. In this screen one can indicate the (expected or actual) duration of the working visit. In the reception list/overview the working visit also becomes visible using this functionality. When in the previous screen the end time is left blank, TimeTell will automatically fill out the end time according to the employee s schedule of that day when booking the activity. The same applies for the start time of the visit. When this start time stays empty TimeTell will automatically fill out the start time according schedule. TimeTell Manual Time Registration 36/74 21/04/2016

37 9. Weeks backlog Through the menu Time registration / Personal / Weeks backlog an overview is shown of overdue weeks. This list shows all weeks (up to one year back), that are still missing in the employees week list or weeks that lack the status submitted. Only those weeks that apply to a calculation rule are shown in this overview. Rejected weeks are shown in red. Note. Depending on the configuration, this screen can also be shown when starting TimeTell. In that case the week s backlog screen will appear automatically after starting up. TimeTell Manual Time Registration 37/74 21/04/2016

38 10. Schedules Go to the menu Personnel / Personal / Personal schedules to consult or edit your own schedule data. Or go to the menu Personnel / Organization / Employee schedules and select an employee for which the schedule data must be edited. In this screen you can add, delete or edit the schedules using the button Edit options. When a new schedule is added, you can choose to use an already existing group schedule or to create a new personal schedule. Group schedules are schedules that can be used for multiple employees. For the creation of group schedules a separate menu option is available (please refer to the manual maintenance). With a new personal schedule, the edit schedule screen is shown. This screen will be discussed in the next paragraph. TimeTell Manual Time Registration 38/74 21/04/2016

39 10.1. Edit schedules When a schedule is created or opened the following screen appears: The schedule needs a name and a validity period (max. one year for day schedules). Further you can choose if a schedule has a fixed week scheme (e.g. 4x9 hours) or a day scheme, where the hours per day are filled in (day rhythm). Calendar module With the calendar option it is possible to capture a schedule through a calendar view. This allows you to work with flexible recurring patterns. When choosing for a week scheme, you can also indicate if there must be separate schedules for even and odd weeks (e.g. one week of 40 hours and the next 32 hours, average 36 hours). Besides all this, you can choose if only total working hours are used in the schedule or if the schedule must also contain schedule (working) times per day (with start- and end times). Using the option Plan leave in combination with a personal day scheme an extra column will be added to the schedule details screen in which the personal leave is planned before it is formally requested. When a schedule is assigned the status submitted it can be submitted for approval. This way an employee can make his or her own personal schedule and submit it for approval to the manager. TimeTell Manual Time Registration 39/74 21/04/2016

40 Approved schedules cannot be changed anymore unless the status on is put back to editing mode. Total hours shows the total of the completed schedule hours. Correction hours is used when an hour check is set in the configuration profile on the scheduled times versus the contractual hours (schedule hours = contract hours). With this option a permissible deviation can be specified. The button Open schedule details opens the schedule Week scheme schedule In the screenshot above you see a week scheme schedule with working times. If desired, the option exists to enter times for a morning and an afternoon part of the day. This is not mandatory. Tip: Using the arrow, the data from Monday can be copied to the other days of the week. TimeTell Manual Time Registration 40/74 21/04/2016

41 10.3. Day scheme schedule When opening a day scheme schedule, a screen like above appears in which you can see all days of the scheduled period. With personal day scheme schedules, next to the scheduled hours, the realized hours are also shown. Please note that the hours of a realized week cannot be changed afterwards because these weeks could possibly contain calculated flex hours. When the option Plan leave is selected an extra column is shown in the overview which shows you the planned leave. In this column the employee can plan their leave before formally requesting. A right click on the columns, opens a pop-up menu with several options for copying. The option To remaining weekdays copies the current lines hours and times to the other days of the current week. The option To period opens an extra menu in which can be chosen to only copy the specific day or the entire week to a designated period. TimeTell Manual Time Registration 41/74 21/04/2016

42 The option entire week copies all days from a selected week to other weeks in the designated period (public holidays are skipped). You can also choose for the even or odd weeks to copy to. At the bottom of the schedule the total amount of scheduled hours is shown. By adjusting the schedule on some days the schedule can be aligned to the contractual working hours. The button schedule totals shows all realized and scheduled hours and compares them to the contractual hours: At the top of this screen you can see the amount contract hours which should be accounted for. Next, you can see the amount of scheduled and realized hours. The already realized days are taken into account in this equation by counting these realized hours instead of the scheduled hours. At the bottom of the screen you can eventually see the difference between the contractual hours and the scheduled/realized hours. If the rest of the year the employee exactly works according his/her schedule the amount at the bottom of the screen should indicate 0 discrepancy. Through this functionality you can quickly see if any adjustments to the schedule are necessary/advisable. TimeTell Manual Time Registration 42/74 21/04/2016

43 If the option plan leave is enabled, an extra tab becomes available in which you can see if there is any margin in your leave balance, taking into account already booked leave and the optional leave that is included in your personal schedule. Note. These options are only available for personal day scheme schedules. TimeTell Manual Time Registration 43/74 21/04/2016

44 10.4. Flexible schedule By using the schedule option flexible an employee can fill his/her personal schedule via the Calendar view. Here one can work with recurring patterns and schedule shifts. Note. These images are only meant to show how a flexible (personal) schedule is set up. And are completely detached from the registrations that take place via the calendar. By using the menu option Calendar shifts it is possible to plan multiple employees at once on the scheduled shifts. That planning is recorded in the calendar and is not visible in this individual entry screen (refer to manual Calendar). TimeTell Manual Time Registration 44/74 21/04/2016

45 10.5. Approve personal schedules If a personal schedule gets assigned the status submitted by an employee, the schedules are ready for approval by a manager. This can be done through the following menu: Personnel / Organization / Approve schedules. Select one or more employees to consult or approve their schedules. Using the button Show schedules retrieves all schedules of the selected employees that are submitted but not yet approved. In this screen schedules can be selected and subsequently be approved or rejected by using the buttons at the bottom of this window. By selecting multiple schedules at once they can be jointly approved or rejected. TimeTell Manual Time Registration 45/74 21/04/2016

46 Note. In the configuration profiles a functionality can be enabled which compares the scheduled hours with the contract hours of an employee before a schedule can be submitted. Another option is that the discrepancy between scheduled hours and contract hours is settled by the use of flex time. Selected schedules can be consulted by double-clicking on it or by using the button Schedule details at the bottom of the screen. If configured, you can after rejecting a schedule, directly send an to the user. An automatic is generated with the required information. This can optionally be edited and complemented before sending it to the receiver. TimeTell Manual Time Registration 46/74 21/04/2016

47 11. Book activities Go to the menu Time registration / Organization / Book activities to make mass bookings. Mass bookings can be made for multiple employees at once. You can enter a project, activity and/or client to which the booking is affiliated. Next you can specify whether the bookings must be processed according to the employees schedule or that working hours/days must be registered manually. Normally hour bookings are processed directly into a timesheet unless it concerns an absence activity. By default this absence booking then appears in the Leave and absence list. Optionally however it can be configured to directly appear in the timesheets. Before the booking is processed, TimeTell first checks the planned absence for that day. This way employees that already have been granted leave can be excluded from the mass booking. Note. The above only applies for a 100% absence. In the previous example hours for the selected employees are booked on the activity Education/course according to schedule. The employees that are already granted leave are then excluded. TimeTell Manual Time Registration 47/74 21/04/2016

48 12. Allow overtime Go to the menu Time registration / Organization / Allow overtime and select an employee, to whom the allowance for overtime must apply: Per period you can indicate if an employee is allowed to work overtime at all or only for certain projects and/or activities. In the previous example overtime is allowed from January until December 2005 on project C. Note. In the calculation rules is indicated if overtime must be calculated only if specified in this screen. This still has to be processed in the calculations (please refer to manual Functional Design ). TimeTell Manual Time Registration 48/74 21/04/2016

49 13. Approval Approval of project bookings Per project you can indicate if project bookings need to be approved separately by a project manager. A timesheet, then, cannot get an organizational approval before these separate project bookings have been approved. A Project manager can approve project bookings via the menu: Time registration / Organization / Approve / Project bookings : In this list you can select the projects of which the projects bookings need approval and choose OK. After that the bookings that need approval will be shown. In this screen multiple bookings can be selected for approval or rejection. TimeTell Manual Time Registration 49/74 21/04/2016

50 If a timesheet is rejected it will be displayed in red in the employees week list. If the check on week s backlog is enabled rejected weeks will automatically appear when starting TimeTell. As soon as all project bookings are approved, the status of the timesheet will set to Project approved. The button can be used to consult or enter declaration details. The hours cell in the timesheet will turn yellow if any declaration data has been recorded Approval of timesheets (organization) If a timesheet is submitted by an employee, it can be approved by the manager. This can be done following the path: Time registration / Organization / Approve / Timesheets (organization). The employees for whom you are entitled to approve their timesheets are shown in a list (depending on your authorization). You can select the employees separately, jointly or you can use the selection box select all items to see, approve or reject the timesheets of all the employees in the list. If employees are selected, you can retrieve their submitted but not yet approved timesheets with the button show weeks. If an employee has booked on projects, for which project bookings have to be approved first, the timesheets are not shown in the list unless all the project bookings have been approved (refer to paragraph 13.1 Approval of project bookings ). In order to also include these wait for project approval timesheets in the week list you can use the checkbox Including project weeks at the bottom of the screen. This option is only available if enabled in your authorization profile and is usually applied when timesheets need to be approved, for the financial period is about to close and the data has to be exported to a financial system. The button Show weeks retrieves all timesheets of the selected employees that need approval: TimeTell Manual Time Registration 50/74 21/04/2016

51 Select the timesheets and approve or reject them using the buttons at the bottom of the screen. By selecting multiple timesheets they can be approved or rejected en masse. Rejected weeks appear in red in the employee s week list. If the week s backlog check is enabled, rejected timesheets will automatically be shown when starting TimeTell. Next to the employee data the list also shows the number of hours worked, the overtime or flex time hours. Billable expenses can also be displayed in this screen. A selected timesheet can be viewed by double-clicking it or by using the button Week details at the bottom of the screen: TimeTell Manual Time Registration 51/74 21/04/2016

52 The timesheet can directly be approved by placing a checkmark in the box approved organization on the bottom left of the screen. To go through the week list quickly it is possible to put a checkmark at the option box Details. You can find this option at the top of the list. The selected timesheet becomes visible directly in the right part of the screen. This way the timesheets do not need to be opened and closed every time but you can scroll through the week list: Please note: in this detail mode it is not possible to edit the timesheet or change its status. If you would like to change the status of a timesheet to editing mode you can adjust the status in the employee week list in the column status (please refer to chapter 5 Week list ). If the timesheets are not rejected en masse (jointly) but separately there is the possibility to enter a reason for the rejection: TimeTell Manual Time Registration 52/74 21/04/2016

53 This information is added at the top of the week info for that particular week, so that it is directly visible to the user. If this option is enabled in the configuration, then there is also the choice for the manager to send an to the user: Next an is created with the necessary information. If desired this can be adjusted or complemented before sending it to the employee Approve timesheets (administration) After approval by the project manager and/or executive it is possible to have the timesheets approved by the financial services/administrator (e.g. in relation to expenses). This is done by following the path: Time registration / Organization / Approve / Timesheets (administration). The functionality works similar to the approval of the timesheets by a manager. For more explanation on this topic please refer to the previous chapter (chapter 13.2) Approval of timesheets (organization). TimeTell Manual Time Registration 53/74 21/04/2016

54 Reporting Report explorer Through the menu Reporting / Report explorer the TimeTell report explorer will start: In the report explorer all reports can be viewed, if your authorization allows it. These can be standard reports as well as customized reports (please refer to the manual flexible reporting). A report can be printed, by double-clicking or through the menu option Print preview (by rightclicking on the report). TimeTell Manual Time Registration 54/74 21/04/2016

55 13.5. Parameters When you print a report to a number of report parameters are asked: Run a report on hours from date: Run a report on hours to date: Run a report on selected employees: Run a report on all hours (or for example only the approved hours): TimeTell Manual Time Registration 55/74 21/04/2016

56 13.6. Preview If all parameters are filled out a preview of the report is shown: Using the icons at the top of the preview screen the display can be adjusted in size and one can scroll through the pages of the report. Tip: Use Ctrl+PgUp and Ctrl+PgDn to scroll through the pages. Tip: Using the combination Ctrl+Home you will be redirected to the first page whilst the combination Ctrl+End will redirect you to the last page. TimeTell Manual Time Registration 56/74 21/04/2016

57 13.7. Print With the print button you can print a report. The Print menu: Choose the printer and then you can print the report by clicking the OK button. Tip: At the bottom of the print menu you see the option print to file : by using this function the report will be converted to a file format like PDF. TimeTell Manual Time Registration 57/74 21/04/2016

58 Flexible reporting module Tip: By means of the dynamic report icon it is possible to edit the presentation of the data in a dynamic way. Here, several views are availabe: List view: In this display mode data can be exported to Excel using the Excel icon in the top left corner. With the filter button at the top of the column title the data can be filtered even more. This filter also applies to the pivot table- and chart view. Besides the default list view it is also possible to use the data in a so called pivot table or chart. Tip: Using the field picker icon columns can be activated or deactivated. TimeTell Manual Time Registration 58/74 21/04/2016

59 Pivot table view: In this view the desired columns can be dragged to the row- and column areas. The button is used to provide a chart view under the pivot table that changes with the adjustments in the pivot table. Tip: By rightclicking on the date selection box another method of grouping can be chosen: TimeTell Manual Time Registration 59/74 21/04/2016

60 Tip: By rightclicking on the hours selection box (top left) a percentage distribution of the values on the columns and rows can be shown instead of the accumulated hours: Chart view: In this view you can click on the chart to zoom in on the underlying figures. In top right corner the type of chart can be selected: At the top right, you can also customize the chart settings: TimeTell Manual Time Registration 60/74 21/04/2016

61 Here one can indicate what should be shown in the chart Planning reports module A report can be planned by rightclicking on a report and then choose the option plan. A report is then planned, so it can automatically be sent as an attachment. TimeTell Manual Time Registration 61/74 21/04/2016

62 In this screen you can indicate the interval for running and sending the planned report. By default the report is sent to your own address. It is however possible to add extra addresses or to edit them. Via Add addresses employees can be selected and the addresses are retrieved from the TimeTell HRM data. The parameters that must be used for printing the report can be entered by clicking the button Report parameters. Tip: If a date must be specified in the report parameter screen, it is also possible to select some special date variables in the selection list, like <lastmonthstart> and <lastmonthend>. This way the report will run over the last month. TimeTell Manual Time Registration 62/74 21/04/2016

63 14. TimeTell Web Client (attachment 1) Web module It is possible to register times through a web browser using the TimeTell Web Client. Employees can log in to TimeTell independent of their location Login via the web browser When starting the TimeTell web client, the following login screen will appear in the browser: Here the login data of the employee must be entered after which the login button is pushed. After that the main screen of TimeTell is displayed, which is fairly similar to the regular version: TimeTell Manual Time Registration 63/74 21/04/2016

64 Through the tiles the most commonly used functionalities are available. By rightclicking on a tile a menu appears to customize the format of the tiles: TimeTell Manual Time Registration 64/74 21/04/2016

65 Through the main menu all functionalities are available. These are almost identical to the functioning in the regular (client) version of TimeTell. Listed below are some options explained in more detail Change password Via the menu option General / Change password the password can be changed (if authorized): This is useful when the TimeTell web client uses a login verification with username and password. If the login is verified through LDAP verification on the server this option is not applicable. TimeTell Manual Time Registration 65/74 21/04/2016

66 14.3. Current week Click on Timesheet and the most recent (not submitted) timesheet will be shown: The timesheet that appears is similar to that of the regular version of TimeTell. In the week grid the hours can be registered to the different projects or activities. When extra lines need to be added you can use the plus icon in the top left of the screen. With the planningcolumn a planitem can be selected on which hours can be booked. Below the timesheet the calendar is available. You can drag an appointment to the timesheet to book hours on it. When there is a need to enter additional information on a declaration, you can click on the little button with the dots in the respective cell. The Hour details screen will appear, in which the information can be added. By clicking the button several expense types can be selected and filled out. The total costs are calculated automatically and are directly adjusted. TimeTell Manual Time Registration 66/74 21/04/2016

67 At the bottom of the hour details screen information can be added per type of expense. When any info is entered the line colours yellow. TimeTell Manual Time Registration 67/74 21/04/2016

68 14.4. Week list The menu option Week list in the main screen provides you with a list of timesheets: In this list you can make a choice from already existing timesheets. When you double-click on a certain week the timesheet will open. Procedures like described here do not differ from the regular version of TimeTell (The Windows Client) Template timesheet By choosing the option Template timesheet the template for a particular user can be shown. TimeTell Manual Time Registration 68/74 21/04/2016

69 The procedures here do not differ from the regular version of TimeTell (The Windows Client) Sign in/sign off When in TimeTell, registration with clock times is used, the options Sign in and Sign out can be used to register the attendance. TimeTell Manual Time Registration 69/74 21/04/2016

70 14.7. Leave request Through the menu option Leave request a request for leave can be done. The procedure for the request is similar to that of the regular version of TimeTell. In this screen you can indicate what type of leave you want to use for your request. Next, you can also indicate the method by which will be booked. The available methods can be set in the configuration profile. Most of the time this will be according to schedule (if schedules are used). With the options % of schedule and % of contract an extra input field appears for the percentage. (Default this value is set to 100% but can be changed in e.g. 50% for half a day free). You can also choose for times or hours on days and specify these times and days. By putting a mark in the checkbox Option you can take an option on the requested time off. In that case the request for leave will not yet be submitted for managers approval but will already be visible in the holiday planning. In the request for leave you need to enter a start- and end date. At info additional information for the leave request can be entered. Further it is possible to retrieve the actual balance data through the button next to subtract from and see how much balance still remains: TimeTell Manual Time Registration 70/74 21/04/2016

71 When the request for leave is processed the manager can be informed through (if set in the configuration profile). TimeTell Manual Time Registration 71/74 21/04/2016

72 14.8. Approve Through the menu Approve it is possible to approve timesheets or project bookings: Procedures here are similar to those in the regular version of TimeTell (Windows Client) Reports Through the menu Report you can choose from the options: Dynamic hours report With the dynamic hours report specific filtering can be applied and data can be exported to Excel. Report explorer Contains the static TimeTell reports that are displayed as PDF. TimeTell Manual Time Registration 72/74 21/04/2016

73 15. TimeTell App (appendix 2) App module With the TimeTell App several time registration functionalities have come available for smartphones en tablets with ios (7.0 and higher) or Android (4.0 and higher). The images in the examples below are made with an iphone. However the App for ios is very similar to that of Android. Both Apps can be downloaded from the App store (Apple) and Play Store (Android). Next to the information in this appendix, there are 2 separate manuals. You can download these from the TimeTell Plaza via the menu Help/TimeTell Plaza or on the support/download section on our website ( Configuration of the App The first time you will start the App the settings screen will open immediately. The following information is required to connect to the TimeTell environment within your organization. o User name o Password o The server address of the TimeTell server in your organization. To obtain this information, you can contact your TimeTell administrator. Once you entered the previous login data you can save it and a connection is made to your TimeTell environment. The configuration of the App only needs to be done once, after which you can use the TimeTell App without signing in. TimeTell Manual Time Registration 73/74 21/04/2016

74 15.2. App functionalities After the login the main menu appears on the left of the screen. The available functionalities in the App are determined by the availability of the purchased modules and your TimeTell authorization; through the side menu one can easily swipe between the different functionalities. For instance you can book hours and add your expenses to it. TimeTell Manual Time Registration 74/74 21/04/2016