[Summer 2020] New reporting feature in Timmi Timesheet

Introduction

Timmi Timesheet has a brand new reporting feature that enables you to create custom reports and to view a dashboard on workload and warnings. The new reporting feature can be accessed through the application main navigation.

The big new shiny thing is that you will be able to pick and choose the exact data you want to include in your report through what we call report templates. 

Six datasets are available:

  • "Times", which is a mix of the good old "standard report" and the "daily break report" ;
  • "Activities"
  • "Timesheets"
  • "Comments"
  • "Warnings"
  • "Accounts", which is a mix of the old "accounts report" and "rules report"

In October, this new reporting feature will permanently replace the old one. 

Dashboard "Workload monitoring"

With this dashboard, you can see at a glance if unusual situations require your attention: a high workload or too many warnings on timesheets.

The graph displays the evolution of the actual working rate and the number of warnings (critical or non-critical) in the last six months.

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If you'd rather see the last six weeks, click on the Per week button on the top right corner.

Several filters are available, so that you can focus on a specific population (department, manager) or a subset of timesheets (only those that have been approved, or at least submitted). Click on More filters to see them all.

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N.B.: if it is the first time you visit the dashboard, or if the dataset has not been updated in one week, Timmi will automatically recalculate the dataset.

Below the graph, you will see the top ten submitters with the highest actual working rate on the selected period.

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To change period, click on a month or week in the graph.

You can change the table sorting to see the top ten of critical or non-critical warnings.

Group by manager to see the average actual working rate and the number of warnings in each team.

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Soon, the corresponding reports on actual working load and warnings will be available below the table.

How to create a new custom report template

Create your first report template by clicking on the Create a new template button, in the Custom reports tab.

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First, pick your dataset.

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1. Filters

The first step is to filter the results of your report. For instance, a single department, or all employees below a given manager.

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Once filters have been set, you can click on the Next button.

2. Content

Here is where it becomes exciting. In this step, you will be able to choose freely the data, that is the columns, you want to include in your reports. You also have control over their order by dragging and droping columns.

A few select columns are already included by default, but you can add new ones by clicking on the Add columns button in the upper-right corner.

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Once the modal window is open, select the columns you want to include. They are grouped up in categories to make it easier, but you can find one even faster through the search box. Once done, please click the Add button to include the selected columns.

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You may have noticed that columns are divided into two sets:

  • static columns have values that do not change depending on the report period, eg the employee's name. These columns will always come first in the report.
  • dynamic columns, which come next, have values that do change depending on the report period. Besides, they may be duplicated based on the "periodicity" value.  For instance, a report spanning over a month with a "weekly" periodicity will result in as many dynamic columns as there are weeks in this month, eg "attendance time on the first / second / ... / last week".

Last but not least, subtotal rows can be included.

Once done, you can go back one step by clicking Back or advance to the last step by clicking Next.

3. Default period

In this last step, you can pick a default period which will automatically be applied when opening up the report template. Say your goal is to have a weekly report on last week, you can then choose "Last week" as default period.

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Now would be a good time to give a proper name to the report template you've been setting up, which will make finding it easier later. You can do so by clicking on the "Untitled report" title up top.

You can now click on the Save template and generate a report button in the bottom-right corner.

Running your freshly created report template

If you're coming from the report template creation / edition form, then Timmi Timesheet will already be running this template for you, thus generating a report spanning over the default period you set up.

Otherwise, please first click on one of your templates.

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Once the data has been crunched, it is displayed in a table. You can browse through it, or download it as an Excel or CSV formatted file.

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You can also run the same template over a different period by clicking on the period button, or further refine your template by clicking on the Edit template button.

Details on available columns

Times blueprint

Here is a description of some of the available columns in the "Times" blueprint:

  • theoretical time: this is the number of hours / days the employee is expected to work over the period. It's the result from his/her contractual working hours (workcycle) minus holidays and planning customizations made in Figgo.
  • attendance time: working hours entered in Timmi Timesheet ; falls back on theoretical time whenever nothing has been entered in Timmi Timesheet for a given day.
  • leaves: time off entered in Figgo
  • difference: attendance time + leaves - theoretical time
  • leaves considered actual working time: time off entered in Figgo that matches a leave account set up as "assimilated to actual working time".
  • other leaves: time off not considered actual working time.
  • actual working time: attendance time + leaves considered actual working time.
  • actual working rate: actual working time / (theoretical time - other leaves). In layman's terms, it's the actual-working-time-to-capacity ratio.
  • breaks duration (only applies for "schedule" regulations): sum of all breaks taken.
  • longest break (only applies for "schedule" regulations as well): duration of the longest break taken.

Timesheets blueprint

If the approval workflow has several steps, a timesheet will have the "approved" status only when all steps are approved. The columns "Last approved on" and "Last approved by" relates to the last approval step.

 

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