(Time Recording in the Load Record with Comment / with Presence)
Video Tutorial
Information
In the Time Recording module, the logged in employee can
record his/her hours worked
record and send forecasts of remaining effort
delete recorded hours worked (make reverse postings)
Details sum area
In the top area of the module, two sum areas will be displayed
Present
For each day for which presence is recorded, the summarized value per day is displayed below the time scale. Next to the heading, the summed up actual weekly or daily value is displayed (depending on the selected view).
Worked
For each day of the week, the summed up number of recorded hours worked is displayed below the time scale. Next to the heading, the summed up actual weekly or daily value is displayed (depending on the selected view).
An additional traffic light is implemented 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 up to the end of the current week
Here, projects are displayed for which hours worked must only be recorded up to the last day of the current week.
Time recording also for future hours worked
Here, projects are displayed for which the recording of future hours worked is permitted, e.g. overhead projects.
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.
Non-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 required for the data to be traceable. For more information, see the entry under Caution.
Caution
In the module, only projects or tasks are displayed which
are not locked against the recording of hours worked
are not finished
are active
Tasks in which you have completed your work by activating the Completed checkbox will no longer be displayed in the module.
Exception: Non-postable objects (selected week) group See above.
If the project on which you want to record hours is not displayed in the module or if you cannot add the project (see the following chapter), please contact your project management administrator.
Details on views
In the Time Recording module you can switch between a weekly view and adaily view.
To do so, click on the or button at the upper left-hand side.
The weekly view is displayed by default.
In the daily view, today is displayed by default. If you go to another calendar week, Monday of the respective week will be displayed.
Record Own Hours Worked 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. If hours worked have already been recorded on further projects/tasks (see the following chapter) these projects will also be displayed every time the Time Recording module is opened again.
Procedure
Extend the required project and task in the left window.
Click on the plus button in the line of the required task.
A new load record which is preset to today’s date by default will be inserted.
Enter the number of hours worked in the Actual field.
Immediately after entering the actual hours, the Remaining value will automatically be updated so that the number of remaining planned hours will become visible.
Enter a comment if required.
Save.
Enter hours and comments for all required days in the same way.
It is also possible to enter several records for the same day, e.g. if you want to post to different cost types.
Scroll in the calendar
Via the arrow buttons next to the Today button or by selecting the respective calendar week in the date listbox you can scroll to other weeks.
This enables you to post actual hours to tasks which are not planned for the current week but which were planned for previous weeks.
If an invoicing key date has been set, you can scroll back beyond this day. A recording of hours before the Invoicing key date, however, is not possible. If an employee attempts to record hours before the invoicing key date anyway, the Recording not possible: Date is earlier than key date. message will be displayed.
Record Hours Worked on Tasks for Which One is Not Planned But on Wwhich One has Worked
Information
If an employee has worked on a task that they were not originally scheduled for, the activity does not automatically appear in the Time Recording module. In order to be able to book hours to this activity, the employee must first add the activity to the Time Recording module.
If the task is inserted, time recording is done as described in the previous chapter.
Record Hours Worked on Further Projects/Tasks
Procedure
Click on the Add additional projects/tasks for time recording button.
Select the required project and the required task from the corresponding listboxes and click on the Adopt button,
The selected project and the selected task will be inserted in the respective group of the Time Recording module. The recording of hours worked can be done as described above.
Record Hours Worked on Additional Tasks of a Displayed Project
Procedure
Click on the context menu next to the required project ID.
Select the Add additional task option in the displayed context menu.
Select the required task by clicking on the corresponding checkbox.
Click on the Assign selected objects button.
The selected task is inserted in the corresponding project in 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 the recording of future hours worked is permitted (in practice, these are mostly overhead cost projects) and the existence of the respective tasks (e.g. vacation) are a prerequisite 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 for future hours worked 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 for future hours group, but it must first be inserted in the time recording module via the Add Projects and Tasks for Time Recording module. For more information, see the "Hours Worked on Further Projects/ Tasks" section.
Send Forecasts of Remaining Effort
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.
Enter the estimated remaining effort in the Forecast field in the line of the required task and save.
Click the Send forecast button in the project line.
The Send Info module is opened, containing 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.
Please take note of the requirements for e-mail dispatch in PLANTAprojectdescribed in the topic of the Send Info module.
Note
If in your system the "Adaptive Cards" function is activated and configured, the Send Info module is not opened after clicking on the button but instead, an Adaptive Card with your forecast will be sent to the project manager via e-mail.
Delete/Change Recorded Hours Worked (Reverse Postings)
Procedure
Extend the required project and task in the left window.
Either correct the required hour values directly in the load record or delete them completely.
Save.
Notes
If a particular entry cannot be deleted or changed, this may be because another posting has already been transmitted to another system for accounting or that it has been exported to another system, etc., and that in your system the automatic reverse postings function, which is active by default, is completely deactivated or deactivated for particular cases.
In such a case you have to cancel the concerned postings manually and make a new posting (reverse posting).
Mark Assigned Work as "Completed"
Information
You can mark tasks in which you are planned as "completed”.
To do so, activate the Completed checkbox in the line of the required task.
If the checkbox is activated, the actual end date will be set for the own planning in the task in question (the task itself does not have to be finished if other resources are still working on it) and
the task will either disappear from the display in the module after it has been refreshed
or it will be moved to the Non-postable objects (selected week)
Note
If you set the own planning for a particular task to Completed while there is still remaining effort, the remaining effort will be deleted in the next calculation of the schedule.
Record Presence (Clock in/Clock out)
Information
It is possible to record presence times (a type of attendance clock) as well as breaks, journeys, and overnight-stays in the Time Recording module if they are not imported from an external system.
The values recorded in the Presence module are subsequently summed up as a daily value in the Time Recording module directly below the time scale and as a week value next to the Present heading.
A traffic light is implemented on the values below the time 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 time scale.
If there already are complete and incomplete entries in the Presence module, the summarized value of the complete entries is displayed below the time 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 time scale and is not colored red.
Caution
If the No period records found message is displayed when attempting to record presence time, please contact your PLANTA administrator.
JavaScript errors detected
Please note, these errors can depend on your browser setup.
If this problem persists, please contact our support.
