Configuring a Timmi Regulation

Background information

This page explains how to create a new Timmi regulation or change the settings for an existing regulation.

Contents:

If you want to manage a new population of Timmi declarants operating differently from other declarants, you will have to create a new work cycle and a new regulation.

Creating a new work cycle

To differentiate the new population of declarants, you must create a work cycle for them from the cogwheel at the top right > work cycles.

If you have users who must submit their time in schedules and others in hours or some who submit in Attendance mode and others in Activities mode, you must create separate work cycles. To more easily tell them apart, we recommend you give them clear names (for example: ‘Full-time - hours’, ‘Full time - schedules’ or ‘Fixed working days - attendance’, ‘Fixed working days - activities’).

For more information on work cycles, visit the Creating and Managing Work Cycles page.

After creating this cycle, go to the user files for the people in question (from Co-workers > User files) and assign this new work cycle to them as of the date you want them to submit their time according to the new regulation.

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Creating a new regulation

New regulation

To add a regulation, go to ‘New regulation’ at the top:

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If the new regulation should resemble another existing regulation (same submission mode, same workcycles unit, similar controls and time accounting), choose the Duplicate existing regulation option.

Otherwise, create a blank regulation and indicate:

  • its name,
  • the submission mode: Attendance or Activities,
  • the workcycles unit: days, hours or schedules (only in Attendance mode),
  • the start date for the timesheets.

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Your new regulation is created.

If you copied an existing regulation, rename it by clicking on ‘Rename’:

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Configuring the regulation

Defining concerned employees

Link work cycles to the regulation by clicking on the ‘Work cycles’ line and then save.

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The work cycles appearing here are not linked to other regulations yet and are in the regulation’s unit (days, hours or schedules).

An employee cannot be associated with two regulations over the same period. However, they can go from one regulation to another if they change work cycles.

Defining submission methods

In Declaration modalities, choose the frequency for submissions: week, whole week month or month (calendar).

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If you report overtime by the week, you must select a week or whole week month frequency.

If you select the calendar month frequency but configure time accounting rules by the week, when a week starts and ends in two different months, the overtime hours from the start of the week will not be reported until the following month. So next month, there is a good chance you will not understand the overtime calculations.

With the ‘whole week month’ frequency, if a month ends in the middle of a week, the last days of the month will be linked to the following month.

Configuring controls and warnings

Go step-by-step through the navigation menu at the left to configure warnings in the Legislation section.

This section contains all the settings related to rules governing working time:

  • imperative rules, which restrict entry:

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  • workflow: does the manager need to receive an email notification when an employee submits their timesheet? Does approval of your own timesheets need to be prevented? Should timesheets without variable elements (overtime) or warnings be automatically approved?
  • controls, which are checks on hours entered and which trigger warnings, so that unusual situations can be escalated to attract the manager’s attention during approval:

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  • declarative controls. These are custom checks that appear as a checkbox, a description and an error message if left unticked. These controls allow you to implement rules that Timmi cannot calculate on its own, for example, the duration of the daily rest time for executives in fixed working days who do not submit their hours.

Configuring time accounting

The following page will walk you through creating time accounts and time accounting rules: Configuring Time Accounting Rules & VRIs.

Configuring time exports

From the Export module, configure the export of overtime hours to payroll or Figgo and/or the export of activities by following the steps described here: Setting Up Timmi Exports.

Enabling axis application settings

If you chose Activities mode, the last tab, Axis application settings, shows the analytical axes available on your base.

Important: axis application settings are common to all regulations: if you enable an analytical axis in a regulation, it will be enabled for all regulations in Activities mode.

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Tick the axes that your employees have to post time on. For each axis, select whether it is mandatory, has a default value, is editable or is hidden. An editable axis cannot be hidden.

The ‘Mandatory’ setting offers 3 choices:

  • ‘Never’: selecting a value for this analytical axis is optional
  • ‘Always’: selecting a value for this analytical axis is required
  • ‘When available’: selecting a value is not required for this axis unless it contains values. For example, if you have a Projects - Tasks tree structure and you choose the ‘When available’ setting for the Tasks axis, the user does not have to select a task unless the selected project has one.
If a child axis is mandatory, the parent axis’ values will only appear in the Timmi Timesheet search if the user has access to the child values. For example, with a Client > Project > Task tree structure, where the Client and Project are always mandatory, a user will not see Client A unless they have access to at least one of Client A’s projects.

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