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Time Report Sheet (for Desktop Application Users)

Prerequisites
The Time Report Sheet (also referred to as TR Sheet) was created for the Task Users who work on several different Bookings every day. The standard way of time reporting in farmerswife requires a lot of mouse clickings. The Time Report Sheet was created to avoid this. It’s designed to be like a big table, with full keyboard navigation and have everything in one place. It is possible to create “Ad-Hoc” Time Reports, e.g. work that was not planned and not booked in advance. 

*The Time Report Sheet does not commit any changes to the database until OK is pressed in the Time Report Sheet window. If the client application is shut down or killed before pressing the OK button, any unsaved changes will be lost. 

The Time Report Sheet is a feature only available to Advanced Users. Any User who can time report Class Bookings the standard way can also do the same inside the Time Report Sheet. However, there is one new permission flag that applies when using the “Ad-hoc Time Reports” feature. It’s located under the Permission Profile > Advanced Module “Can Create Ad-Hoc Time Reports”. 

Here are the main permission flags that apply to the Time Report Sheet: 

  • “Can Book Self”: For a Task User to be able to create Ad-Hoc Time Reports, he must be able to book himself. So the “Can Create Ad-Hoc Time Reports” flag is only available if “Can Book Self” is set to Yes. 
  • “Can Punch Clock” and “Can Free Edit Punch Clock”: To have the Punch Clock feature accessible from inside the TR Sheet, both of these permissions need to be set to Yes. This is because having “Can Free Edit Punch Clock” set to No means the User is not allowed to write any in or out times manually, which makes it pointless to have it inside the TR Sheet. 
  • “Can Create Ad-Hoc Time Reports”: If set to No, the User can only time report on existing Bookings and not create new ad-hoc ones.

Time Reporting
Enter the Time Report Sheet by clicking the icon next to the “Timereports” icon in the Toolbox >Todo tab:

See below a picture of the Time Report Sheet window, along with some explanations:

A. “Week”/”Day”: Toggle between day or week view. When the week view is active, pressing the “forward” and “backward” arrows (next to the calendar) jumps one week forward or backward. When the day view is active it jumps one day.  If you´re in week view and click on the date label (“Fri 20 Mar”) of a day, that day is put into day view.

B. A Booking:  Everything inside the black rectangle is one single Booking on one single day. So if the Booking spans multiple days, it will have one of these grids on each of those days. Inside the Booking, there is a header with the Project Name and Booking Name, the Booked times on the left and the Used times on the right.  There are three sections: “Involved”, “Extras” and “Breaks”.

C. In the Used In/Out/Units columns booked Objects are timereported. If the server setting “Timereport By Actual Time” is set to No, then there are only two columns: “Time” and “Units”. Typing in the “In” and “Out” columns in the Booking header has the effect of time reporting the same time for all involved Objects.

The “Note” column is the “Object Timereport Note”, also available in the time dropdown menu in the standard Edit Timereport window.

D.Add a new Extra: Typing in this empty line adds a new Extras to the Time Report.

E. Edit Break: clicking the grey square next to the Break brings up the Edit Break dialog, with additional settings that are not available in the main TR Sheet window. E.g.: Apply the Break only to a specific User and control whether the Break is considered Booked or not Booked (which affects financial reporting).

F. Add a new Break: Typing in this empty line adds a new Break to the Time Report.

G.Add a new event: Typing in this empty line adds a new Ad-Hoc Time Report, a Task or a Personnel Management Event, depending on the permissions of the User.

H.Delete line: Lines with a trash can icon can be deleted. The lines that don’t have a “trash can” icon are not supposed to be deleted. This is made so on purpose, to facilitate accurate reporting. For example, Objects that are in the “Involved” section should not be deleted.  They should instead have their “Used” duration reported as zero, so that the “Booked vs Used” financial reporting works as expected.

Creating Ad-hoc Time Reports
An Ad-Hoc Time Report is a Class Booking that is not considered to be booked in advance. Typically, this occurs when the day is interrupted by some unforeseen, urgent work.  The reason for differentiating between “Ad-Hoc” and normal Bookings is to get accurate financial reporting. If a normal Booking is booked from 09:00 11:00 and time reported the same, then the Financial Report will show “Booked: 2 hours” and “Used: 2 hours”. But on the same Ad-Hoc Booking, it will show “Booked: 0 hours” and “Used: 2 hours”. This is an important detail for example when trying to improve estimates by learning from past projects. To create an Ad Hoc Time Report, start typing the name of the Project in the empty line at the bottom of the day. This will bring up the “finder” window under the cursor, filtering by the string you type. When the Project is selected, press OK to create the Time Report. Ad-Hoc Time Reports can be created for both Project Bookings and Media Order Bookings. To create a Media Order Booking, type the name of the Media Order instead. The Ad-Hoc Time Report looks almost identical to normal Bookings, except for some details:

There is no in or out time in the “Booked” columns (on the left side). This is because it’s not considered to be booked at all. Another detail is that there is a “trash can” icon for the whole Booking. The reason is that it’s OK to delete Ad-Hoc Time Reports, while it’s not OK to delete normal Booking because it would make financial reporting inaccurate.

Punch Clock Support
If the Punch Clock is activated on the server (Server Setup > Users > Use Punch Clock) and the corresponding permission flags are set to Yes for the User, there is an additional section at the top of each day in the Time Report Sheet:

The Punch Clock is where the Users time report when they came in to work and when they left work. This may or may not cover the same time span as the Bookings on that day – this depends on the individual workflow. In any case, the User is considered to have worked between the times input through the Punch Clock. If a User did not come into work on a day, the “Skip” button can be pressed. This removes the warning “No In/Out Time Reported Yet” and sets the number of worked hours to zero. See above for a Punch Clock section with some times reported. The User has reported that he came in at 08:00 and worked until 19:00, but had lunch between 12:30 and 13:00. So the total hours worked are 10.30.

A. Add a new in/out pair: Typing a in this empty line creates a new in/out pair. IT is possible to have multiple in/out pairs as wanted during a day, for example if the User came in a bit in the morning, then went home and then came back to work in the evening.

*It is also possible to leave the out time blank and only specify an in time. This means that the User came in at some time and then stayed at work until the next day – for example when doing a night shift. On the next day, the User omits the in time and just add one out time.

B. Add a new Punch Clock break: Typing in this empty line reports a break in the “Punch Clocked” time. The duration of the break subtracts from the total worked hours.

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