The Hours module keeps track of hour registration.
Hour registration is used to register the time you use in the company and is closely linked to tasks, projects and production schedule. Together, they constitute a powerful tool to manage and resolve tasks within the company, to the agreed time. At the same time hour registration can form the basis for wage calculation.
Registration of hours
Hours can be registered for tasks, companies and processes.
This can be done automatically by using Check in and Check out on tasks or companies, or by manually registering the hours for task, company, process or daily worksheet.
Check in/Check out: Can be used both in-web and in-app on tasks and companies
Check in from the web is via the small grey house on the right-hand side of the task.
Check in/check out from app
Check in from the app is performed by pressing the Check in ring at the top of the task.
Manual registration of time
Can be used on tasks, companies and processes.
It is also possible to register time on internal records on the daily worksheet.
Manual registration of time spent on task in web
The registration method can be C = Check in or M = Manual and A = Automatic from PLAN (e.g. sick day, holiday etc.).
Manual registration of time on the daily worksheet
To register time directly to the daily worksheet, select EDIT from the MY HOURS menu. Daily worksheet for the day is displayed to the user who is logged in. If a worksheet has not yet been created for the day, this will be shown and it will be possible to create a worksheet.
If there is already a worksheet for the day, this will be shown on the list.
From this view of the worksheet, it is possible either to register time or close the worksheet.
In addition to what you have already registered for the day, the day-sheet is pre-completed with different items, based on what you have previously registered and what you have in your production schedule and in PLAN.
For each record, you can potentially make a note or mark it with a special status by clicking on one of the up to four stars.
You can also complete an overall note for the day, at the top of the worksheet.
Registration of time in the daily worksheet overview
To register time directly to the new worksheet overview, select SEARCH from the My hours menu. Worksheet for the day is displayed to the user who is logged in. If a worksheet has not yet been created for the day, this will be shown and it will be possible to create a worksheet.
If there is already a worksheet for the day, this will be shown on the list.
If you wish to register something to a record that is not pre-completed on the hour sheet, you can simply add it by clicking on the time in the Total column. Fields for adding hours are displayed above the list. The system automatically suggests relevant records as you type.
Closing the daily work sheet
When a work sheet has been completed, close it. This can be done both from SEARCH and EDIT under the My hours menu.
Daily work sheets from other dates
Missing and non-closed work sheets from other dates can be brought up by selecting the LISTS from the MY HOURS menu. Lists displays the list of outstanding worksheets and can be edited by pressing on the list to edit.
In the same place you will also see a list of the latest months completed daily work sheets.
Authorisation of daily work sheets
If authorisation of daily work sheets has been configured, all work sheets will require authorisation by the team leader.
This is performed on the new work sheet overview. Select SEARCH from the My hours menu.
Click on Total time for a given day, so that the worksheet is displayed above the list.
If authorisation of individual lines has been configured, a checkbox will appear by each line.
All lines that require authorisation should be checked and SAVE should be selected.
If the entire work sheet requires authorisation, single lines should not be checked and APPROVE is to be selected.
If lines appear on the day sheet that are performed for another team, the system will draw attention to this by showing a warning.
If there are “foreign” lines, the system will ask if the entire worksheet requires authorisation or if only own lines should be authorised.
OTHERS’ DAILY WORKSHEETS
If you have permission to do so, you can search relevant worksheets within the system by selecting SEARCH from the menu OTHERS’ HOURS menu. Here you can specify a period and which employees or team you want to search for.
In the OTHERS’ HOURS menu you can select SEARCH to find daily worksheets that are relevant to your teams. If this is selected, you will see a list of all worksheets which satisfy your search criteria.
The simple list (Show details not checked):
Shows daily worksheets with hours summarised per day.
Detailed list (Show details selected):
Displays single lines per day.
CONFIGURATION OF DAILY WORKSHEETS
You can alter how worksheets must be completed and what can be registered by selecting GENERAL from the SETTINGS menu.
Under Registration you can select whether employees should only register their consumed hours or if you also want them to register the exact time that a task is performed.
As a starting point, employees can only register consumed hours on individual tasks, but you can give them extended permissions to register time directly to a project or directly to a company. This is done by checking the respective fields.
You can also edit whether it should be permitted to register time to closed tasks and projects and if so, under which circumstances.
If certain employees need to register their time, you can select these employees. If they do not register the estimated time, they will receive a message to that effect.
Requires authorisation indicates whether worksheets require authorisation by a team leader.
In Microbizz, it is possible to create up to four special markers that the employee can associate to a particular registration record, symbolised by four different coloured stars.
These markers have no built-in significance within the system, but it is possible to extract registration records and statistics, based on these markers. Their significance should however be defined by the company.
Example: A telephone support agency provides computer support, where certain support tasks are free of charge, while others are against payment. It has been agreed that a green star next to a registration record means that these hours are performed against payment. The manager can then bring up all hour records that are marked with a green star and charge customers on the basis of these hours.
Example: A cleaning company has agreed with their customers that the sites where they perform cleaning must be left tidy so that the cleaning staff can gain access. The manager agrees with his team that they should mark with a star next to the hour records where cleaning took longer due to untidiness. A yellow star indicates where it was a little too untidy whereas a red star indicates that it was extremely untidy. He can then see when speaking with the customer if they are repeatedly failing to comply with the agreed level of tidiness by extracting hours with yellow or red markers.
You name the markers at your own discretion and then press Save. Markers that are unnamed do not appear in the registration of hours.
INTERNAL HOUR RECORDS
If you have work tasks or similar like in a company which are constant and not necessarily linked to a task, a project or a company, you can create these as an internal record. Internal records become available on the worksheet in line with other registrations. Examples of ongoing records can be:
- Private time
- Telephone support
You can edit the internal records by selecting ONGOING RECORDS from the SETTINGS menu. Click on new internal record to create a new record and click on the pencil by an existing record to bring up a menu where you can choose either Edit or Remove.
Please note that if you delete an internal record, you also delete all registrations to this record, so that it is no longer possible to use the record for statistics.
POLICY – WARNINGS
As a part of simplifying the management of which worksheets an employee is able to access, the POLICY concept has been added to the HOURS MODULE.
- Team leader and team member can access all worksheets
- Team leader and team member can access all daily sheets from their own team
- Team leader has access to all worksheets from their own team
- Team member only has access to his or her own worksheets
Policy will therefore also determine which worksheets a team leader receives notification about in relation to overdue closures and pending authorisations.
New rights have been introduced to the HOURS MODULE:
View and approve others:
- This allows you to view other user’s worksheets
- This allows you to authorize other user’s worksheets
- This allows you to authorize your own day sheets as team leader