Timesheet & Time Overrun Report

Timesheet

Quick overview of Timesheet

A timesheet is a report that provides information about all working hours of all users for a particular period (a week, a month, etc.) in VNCproject.

The timesheet report consists of three key components:

• Filters (1)

You can filter timesheets by project, user, activity, comment, hours, keywords, status, and so on. By default, the filters “Period” and “User” are selected.

Column	Description
Period	Filtering time logs by Date (exact, ranges, last week/month, etc.).
User	Filtering time logs by User.
Add filter	Filtering time logs by several criteria, using the same mechanisms as known from issue filtering: Project, Activity, Comment content, Logged hours, etc.
Group results by	Grouping of the results (including group sums): Date, Activity, Project, Member, Issue, Version.

• Summary Information (2)

The "Summary Information" block contains the following information:

Column	Description
Total ETA	It is the total actual estimated time of all tickets.
Total time overrun	It is the sum of all overbooking hours.
Total Paid Tickets	It is the number of all paid tickets.
Total approved tickets	It is the number of all approved tickets for payment.
Total "To be decided" tickets	It is the number of all tickets, which are still to be decided.
Total rejected tickets	It is the number of all rejected tickets.
Total invoiceable tickets	It is the sum of all paid/ approved/ rejected tickets.
Net invoiceable tickets in period	It is the sum of all approved/ rejected tickets.
Calculated hours for payment V1	It is the sum of the total spent hours on the ticket, which can be paid without overbooking hours.
Total spent time in period	It is the total spent time of all tickets for a selected user in the chosen period.
Total spent time in all tickets	It is the total time spent by a user on all selected tickets in a timesheet.
Total paid hours	It is the sum of all spent hours in the column "Hours to be paid" in the "Main timesheet" block, which is marked as paid.
Total approved hours	It is the sum of all spent hours in the column "Hours to be paid" in the "Main timesheet" block, which is marked as approved.
Total "To be decided" hours	It is the sum of all spent hours in the column "Hours to be paid" in the "Main timesheet" block, which is marked as "to be decided".
Total rejected hours	It is the sum of all hours in the column "Rejected hours" in the "Main timesheet" block, which are marked as rejected.
Total invoiceable hours	It is the sum of all spent hours in the column "Hours to be paid" in the "Main timesheet" block, which is marked as "Paid/Approved/Rejected".
Net invoiceable hours in period	It is the sum of all spent hours in the column "Hours to be paid" in the "Main timesheet" block, which is marked as "Approved/Rejected". These hours will be calculated for the payment.
Calculated hours for payment V2	It is the sum of the total spent hours on the ticket, which can be paid without all rejected hours.

• Main timesheet (3)

The "Main timesheet" block displays the detailed time log for each ticket in a comprehensive table with many criteria.

Column	Description
Project	Displays a project for which a ticket is created. The project name is linked directly to the respective project.
Owner	Displays a ticket's author. The ticket author is linked directly to the respective user.
Member	Displays all users who add time to a ticket.
Date	Displays the date of each entry. Tap Expand all to see details.
Activity	Displays activity of each entry, for example, Development, Testing, Meeting, etc. Tap Expand all to see details.
Issue	Displays a ticket type (Bug Report, Feature Request, Change Request, etc.), a ticket number, and a description. The ticket type and number are linked to the respective ticket and make it easily accessible.
Related issues	Displays related issue(s) for the issue in the column "Issue".
Version	Displays a roadmap/version a ticket belongs to.
Comment	Displays comments of each user per individual entry.
Hours	Displays the sum of each added entry. In case the timesheet results are grouped by tickets, the user can check more details.
Initial ETA, Current ETA, ETA Changes	3 different columns display the initial estimated time, current estimation, and the number of ETA adjustments.
Total hours spent in ticket	Displays the total spent time of a user in a selected ticket. You can separate the spent time of each user based on filters.
Difference (Time overrun)	If more hours are added to a ticket than the original planned ETA, this counts as time overrun and is reported in a separate column. (Difference = Total hours spent in ticket - current ETA).
Rejected Hours	If the ETA is changed or spent time is significantly higher than the current ETA (creating a time overrun), these overbooked hours can be rejected in a ticket. Rejected hours = ETA Change hours + Difference (Time overrun) hours. The "Rejected hours" will be changed to 0 if the "Hours to be paid" is the same as the "Total hours spent in ticket". The "Rejected hours" will be disabled if the "Approval/ Payment Status" of the ticket is "To be decided".
Approval/ Payment Status	Displays the approval and the payment status of all tickets. In each ticket row, you can check in the dropdown menu 4 different statuses: Approve, Reject, To be decided, Paid. If the status is set, a timestamp is generated next to it with quick text info about the approval and the payment (who approves/ rejects/ pays and when). This option is only editable if a user has the required permission (role: Controller).
Hours to be paid	Displays the amount of hours, which are suggested to be paid. By default or by checkbox "To be decided" the "Hours to be paid" in each ticket row will be calculated with this formula: if "Rejected hours" <= 0 then "Hours to be paid" = "Total hours spent in ticket" if "Rejected hours" > 0 then "Hours to be paid" = "initial ETA". The hours in this column can be editable before the approval (by Controller role only). After the spent time of a ticket is approved (checkbox "Approved"), the "Hours to be paid" will be changed equally to "Total hours spent in ticket". If a ticket is paid, the status in the checkbox will be changed from "approved" to "paid" and the paid hours will be equal to the approved hours in the column "Hours to be paid".
Comment (Controlling, Developer, Team lead)	3 columns display the Controller's, Developer's, and Team Lead's comments.
Medal	After a ticket is closed, you will be able to see the achieved medal for each ticket. These medals are synchronized with the medals on the “Achievement page”.

Configure time tracking permissions

Time tracking permissions can be configured by administrators, or in some cases by non-administrator users, depending on the permissions given.

You can separate permissions for approval timesheets.

1. In the upper left corner, tap the hamburger menu icon .
2. Naviaget to General > Admin.
3. Select Roles and permissions.
4. Select a required role.
5. Scroll down to the Time tracking section and customize the checkboxes there.
6. Tap Save.

Time tracking permissions	Description
View spent time	Allow a user to view the time logs on the project.
Log spent time	Allow a user to log time on the project.
Edit time logs	Allow a user to edit any time log.
Edit own time logs	Allow a user to edit their time logs only.
Manage project activities	Allow a user to add/edit/delete activities.
Log spent time for other users	Allow a user to time-track other users.
Import time entries	Allow a user to import time entries via CSV in VNCproject.
Log time in past	Allow a user to log hours for past dates.
Edit comment controlling	Allow a user to edit a comment controlling.
Edit comment developer	Allow a user to edit a comment made by a developer.
Edit comment team lead	Allow a user to edit a comment made by a team lead.
Edit approved hours	Allow a user to modify/delete log hours after approval.
Manage timesheet	Allow a user to monitor/ analyze/ record work hours and employee timesheets.
Enabled calculated hours for payment V1 and V2	Allow a user to enable calculated hours for payments V1 and V2.
View 'Invoiceable tickets/hours'	Allow a user to view 'Invoiceable tickets/ hours'.
View timesheet for invoice	Allow a user to view the timesheet for an invoice.

Generate a timesheet report

Using the filters, you can easily generate a timesheet report.

1. In the upper left corner, tap the hamburger menu icon .
2. Naviaget to General > Timesheet.
3. Tap the TIMESHEET FOR INVOICE button.
4. Under the Period section, select a required date period. By default, the timesheet of the current month will be selected.
5. Under the User section, tap the plus icon and select a required user. You can also select multiple users by using the plus icon. By default, the timesheet of the current user will be selected.
6. Tap + filter to filter results out by other attributes.
7. Tap Group results by to group results by a project, member, date, activity, issue, or version.
8. Tap APPLY.
9. Check all hours of a user in these tickets and add feedback in 3 columns: Comment controlling/Comment developer/Comment team lead(by the respective team member: Developer, Team Lead, Controller).
10. Tap the save icon to add the timesheet as a saved query.
11. The timesheet is also available as a download in .csv and .pdf.

Enable weekly and monthly timesheets

Payment period can be customized by administrators, or in some cases by non-administrator users, depending on the permissions given.

You can also customize the payment period: monthly or weekly. By default, the monthly payment is selected.

1. In the upper left corner, tap the hamburger menu icon .
2. Naviaget to General > Admin.
3. Select Users.
4. Select the user for whom you want to customize the payment period.
5. Navigate to General tab.
6. Under the Information section, select a required option from the Period of payment dropdown menu.
7. Tap Save.

Timesheet approval flow

Timesheet approval helps keep track of which employees’ timesheets have been checked for accuracy before creating an invoice.

• The Admin and users with Manager or Supervisor access privileges can approve timesheets.
• Approving timesheets is an optional step in preparing your pay period hours for processing.
• A timesheet becomes unapproved when an edit is made to it.

Approve a timesheet to communicate that the timesheet has been reviewed for accuracy.

1. Open a timesheet.
2. Tap the filter icon
3. Select a required date period and a user.

4. Check/ Review the Timesheet in detail.

   • If there are no rejected hours in the tickets, all tickets will be approved and processed for payment.
   • If there are any rejected hours in tickets, the status of these tickets will be changed to "Rejected" or "To be decided” by Controlling.

5. Feedback for rejected/ to be decided tickets have to be added in 3 columns: Comment controlling/ Comment developer/ Comment team lead by the respective team member: Developer, Team Lead, Controller. Clarifications and all reasons for the overbooking or the ETA Changes will be given in each ticket.

6. Review the tickets again.

   • If all questions or issues around the tickets have been clarified, these tickets will be approved and processed for payment.
   • If the issues can not be clarified, these tickets will be rejected and the "Hours to be paid" will be adjusted and recalculated.

   After the timesheet is approved for payment, the billing process can be completed.

7. At the bottom of the timesheet report, the user with admin rights can tap:

   • Pay All to approve hours of all selected tickets in a timesheet.
   • Approve All to mark all tickets' status as "paid" in a timesheet.

Time Overrun Report

Quick Overview of Time Overrun Report

A Time Overrun Report is a report that gets a fast overview of time overrun and the number of changes in logged time for any given ticket.

The timesheet report consists of two key components:

• Filters (1)

There are several attributes to filter the Time Overun Report:

• Time overrun updated = „this month“: The system will show a report only for those tickets where estimation/ spent time has been updated in the current month. The user may change this filter according to their needs. This filter is mandatory. If this filter is not selected, no record will be shown.
• Time overrun ≥ 21: As we just want to see the ticket with a time overrun of more than 20%, this is why this filter is applied by default. The user can change this filter according to their needs.

You can use + filter to add more filters as Author, Assignee, Updated, % Done etc. If no more filters were chosen, the system shows only two default filters.

• Main timesheet (2)

The "Main timesheet" block displays the detailed time log for each ticket in a comprehensive table with many criteria.

Column	Description
Name	Displays the name of the user.
Author	Displays a ticket's author. The ticket author is linked directly to the respective user.
Issue	Displays a ticket type (Bug Report, Feature Request, Change Request, etc.), a ticket number, and a description. The ticket type and number are linked to the respective ticket and make it easily accessible.
Estimated Time	Display the initial estimated time.
Spent Time	Displays the total spent time of a user in a selected ticket. You can separate the spent time of each user based on filters.
Due Date	Displays the date that a ticket should be completed.
Duration	Displays total duration of a ticket.
Duration adjustments	Displays the number of date changes within a ticket.
Time overrun	Displays the difference between actual completion period and approved time period.
Status	Displays the status of the ticket.
Reassignment	Displays whether the ticket was reaasigned.
Notes	Displays comments of each user per individual entry.
Feedback	Displays Controller's, Developer's, and Team Lead's comments.

Generate a report

Time overrun reports can be customized by administrators, or in some cases by non-administrator users, depending on the permissions given.

1. In the upper left corner, tap the hamburger menu icon .
2. Naviaget to General > Timesheet.
3. Tap the TIME OVERRUN REPORT button.
4. Tap the filter icon
5. Under the Time overrun updated section, select a required date period.
6. Under the Time overrun section, select a required value.
7. Tap + filter to filter results out by other attributes.
8. Tap Apply.
9. Tap the save icon to add the timesheet as a saved query.
10. The timesheet is also available as a download in .csv and .pdf.