Time Recording: Variant 2 (with Hours to Be Worked)

(Time Recording Below the Time Scale / with Comment / with Hours to Be Worked)

Video Tutorial

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)

Details on sum area

• In the top area of the module, two sum areas are displayed:
• Hours to be worked
• For each day of the defined period, the number of hours to be worked is displayed below the scale. Next to the heading, the summed up weekly value is displayed in addition.
• Hours worked
• For each day of the defined period, the summed up number of recorded hours worked is displayed below the scale. Next to the heading, the summed up weekly value is displayed.
• In addition, a traffic light is implemented here which signalizes on the basis of the recorded hours worked whether the hours to be worked are exceeded (red), undercut (yellow), or whether both values are equal (no highlighting).
• If the Hours to be worked function is activated but the hours to be worked values have not yet been defined for a resource, the traffic light for this resource will always be red.

Details project area

• The projects listed in the module are displayed in the following groups:
  • Time recording until the end of the 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 important for the traceability of the data. For more information, see the entry under Caution.

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. 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 time scale.
• Enter the required number of hours.
• Immediately after entering the actual hours, the Remaining value will automatically be refreshed so that it is visible how many of the planned hours still remain.
• Enter a comment on the left hand side in the record of the required day.
• Save.
• Enter hours and comments for all required days in the same way.

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 have been 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.

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.
• The Send Forecast module will be opened.
• 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 PLANTA project described 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

• Either rectify the required hour values directly below the time scale or delete them entirely.

Note

• 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).