Before getting started
The Timmi Timesheet Reporting module enables you to analyze your data through dashboards and reports. It can be accessed in the menu by all users who have permission to generate reports.
View the "Workload monitoring" dashboard
This dashboard lets you see at a glance if there are any unusual situations, such as a load rate that is too high or timesheet warnings.
It can be accessed by any user with permission to generate reports, within the remit of the user’s access permissions.
The graph displays the evolution of the actual load rate and the number of warnings (critical or non-critical) in the last six months.
A few details about the calculations
- The actual load rate is the actual working time divided by (expected time – absences not considered as actual working time). Or, to put it more simply, it is the ratio between actual working time and employee availability. More information is available on this help page.
- The time reports assume that if an employee has not entered any data for a day, they worked their theoretical working time. Long absences are therefore counted at a load rate of 100%.
The dashboard is interactive, so you can:
- Filter to see a certain population (by establishment, by department, by manager, etc.) or certain timesheets (only those that have been approved, or those that have been submitted)
- Change period by clicking on the relevant week or month on the graph,
- Change periodicity between one view per month and one view per week
Click More filters to display all the available filters.
Note: if you are viewing the dashboard for the first time, or if the data has not been refreshed for more than a week, Timmi Timesheet automatically recalculates the data.
Below the graph, you will find the top ten submitters with the highest load rate over the selected period.
You can sort the table to view the top ten by number of critical or non-critical warnings.
Select "By manager" to view the average load rate and number of warnings for each team.
To view and download the data (and see more than just the top ten), click the View the full [X] report buttons at the bottom:
Viewing the "Late submission/approval reminders" dashboard
This dashboard displays all the late submitters in "Late submitters", starting with those with the largest number of unsubmitted and overdue timesheets. The same logic applies in the "Late approvers" tab: approvers with the most timesheets pending approval are at the top of the list.
A timesheet is deemed to be late when the last day of the timesheet has passed.
You can send a reminder to all late submitters (or approvers) by selecting all of them, or you can select only specific people.
You can apply filters to better target the late submitters (or approvers) you want to send a reminder to:
- By default, the "Degree of delay" filter is set to "all delays". Note that we display late timesheets for the past six months. You can filter by "less than one month" to see only submitters with late timesheets from the last few weeks (within the current month, for example), or by "more than one month" late.
- You can also refine the list of late submitters/approvers by filtering by department(s) or by establishment(s).
After selecting the late submitters or approvers to be reminded, click "Write a reminder message". You are free to write whatever text you want. If you are looking for inspiration, you can use the "Inspire me" button to view our suggestions, which you can then edit before sending.
Create your own analysis with custom report templates
Report templates let you create custom analyses that can be saved, shared, and reproduced on demand.
To create a new report template, go to the Custom reports tab and click Create a new report template:
This module contains a dashboard and six types of reports:
The data type you select depends on the analysis you wish to perform.
Are you looking to view the time entered in your timesheets? The Times or Activities report types should serve your purposes.
- Times: analysis of working time, time absent, deviations from theoretical figures, overtime, etc.
- Activities: analysis of time spent on different activities (for activities profiles only)
- Timesheets: analysis of timesheet status, progress in the approval workflow, etc.
- Warnings: analysis of warnings triggered by submitters in their timesheets
- Accounts: analysis of account transfers, with step-by-step balances
- Comments: analysis of comments entered on timesheets as well as transfer authorizations.
Once you have chosen the report type, it takes just three steps to set up your template.
1. Filters
Filters are available for narrowing the analysis to a specific population. For example, you can filter your results to see a single department, a single regulation, or approved timesheets only.
Click the Next step button at the bottom right to move on to the next page. You can go back if needed.
2. Columns
This is where you select the data you wish to retrieve, i.e. the report columns.
There are two types of report columns:
- Simple columns: these are located at the beginning of the report, on the left, and are used to classify, sort, and filter your analysis. For example: submitter's name, department, payroll number, manager's name, etc.
- Periodic columns: these are the columns that will retrieve data and perform calculations. You can choose to group this data by period (year, month, quarter, week, etc.). For example, if you choose a monthly periodicity, and generate a report for the last quarter, there will be three "Presence times" columns: one for each of the three months of the quarter. If you only wish to retrieve values without periodicity, choose the periodicity "None".
By default, each report template is pre-loaded with standard columns, and you can choose which columns to add according to your requirements by clicking the "Add columns" button in the top right corner.
Select the columns you need. They are listed by category for easier browsing. You can also use the search bar to find a column.
Finally, you can add subtotal rows.
- Subtotal groups are in alphabetical order by subtotal label
- Within a subtotal group, or in the absence of a subtotal, rows are listed in alphabetical order by submitter name.
More information about columns is available here.
3. Default period and sharing
Default period
The default period is used to generate a recurring report without the need to specify dates (e.g. weekly report on the previous week's data).
If required, you can select specific dates once the report has been generated.
If your template includes a periodicity, the report dates will be adapted to show whole periods.
Sharing a report template
If your report template is true masterpiece, you can share it with your colleagues. They can then use it to generate their own reports, with the data limited to only what they are entitled to access. This means there is no potential risk of data leaks to worry about.
This option allows you to:
- Share the template with a select list of users. This is known as "private" sharing. The list of available users depends on your permissions.
- If you have the appropriate permissions (administrator), you can share the template with all users in an establishment. This is known as "public" sharing.
Remember to give your report a name by clicking on the field at the top left. We advise you to name your template clearly, so that you can easily find it later.
Finally, click the Save template and generate a report button at the bottom right.
Generating a report from a template
If you have just created or edited a template, Timmi Timesheet will generate a report from this template for the default period right away.
Otherwise, click on a template from the list of templates available on the new module's home page.
You can view the template in Timmi Timesheet or download it in CSV or Excel format.
Note: in the report interface, times appear in minutes (8 minutes, for example), whereas in the Excel file, minutes are converted to hours (8/60 = 0.13 hours) to enable you to perform calculations using the times.
You can also change the period from within a report, which will cause the report to refresh, or edit the template.
Sharing report data by email
By clicking on Send:
You can email your report to another user by selecting them from the list, or to a third party by entering their email address. If you share it with a user, the report content will be translated into their language.
The list of users you can share a report with depends on your role permissions.
Beware of sharing confidential data!
How to access the reports module
The Timmi Timesheet reports module can be accessed by all users with the "generate reports" permission enabled in the role administration module. If some of your approvers do not have access to the reports module, you must activate the following permission within the remit of their role: