1. Training tool Admin Time & Activities

2. Training objective
At the end of the training session, admin will be able to
Configure the work shift
Configure and manage overtime hours
Manage report criteria
Manage employee’s timesheets
Creation
Modification
Management of overtime hours

3. Training program Module area Create timesheets for the employees
Manage overtime hours
Admin area
Manage work shifts
Manage report criteria

4. Module area

5. Timesheet management Create timesheets
Access : Admin area > General settings > Employee and users > Open
To open the wizard, click on « Actions » and chose « Create initial timesheet ».
The wizard allows you to create timesheets for all the employees you selected. You can create weekly or monthly timesheets from the date you want.

6. Timesheet management Reset to new a timesheet
Access: Time & Activities > Manager view
A validated timesheet can no longer be modified and its overtime hours are taken into account.
It is possible to intervene again on the timesheet by clicking on "Reset to new" . The impacts will be as follows:
Change the status of the timesheet from "Released" to "New".
Modification authorized on the timesheet.
Resetting the validation circuit
Overtime hours cancelled.

7. Overtime management Consultation and export
Access: Time & Activities > Manager view
In the case of an "automatic" transfer, overtime hours have the status "transferred" as soon as the timesheet is validated. The recap is then displayed at the bottom of the timesheet.
Access: Time & Activities > Transfer of overtime
All overtime hours (regardless of their status) are available in order to be able to do a complete export to Excel

8. Overtime management
Consultation and export with Variable payroll elements option
Access : Payroll > Variable payroll settings input
The overtime hours entered automatically go up in the Variable payroll elements grid for the desired period.
The grid can then be exported in Excel format or in the format expected by the pay software (e. g. SILAE).

9. Admin Area

10. Workshift management Create or duplicate a work shift
Access : Admin area > Time & activities > Work shift calendars > Open
Work shift calendars allow to manage the calendar for each person. Work shifts have an impact on the input of times but also on the calculation of leave.

11. Workshift management Create or duplicate a work shift
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want)
Use « normal day » to save time.
Enter on the first line the times for a "normal" day.
In the "normal-day" column, select the days concerned by these times.

12. Workshift management Create or duplicate a work shift
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want)
When only half a day is worked = slide to the right
When half a day is not worked = slide to the left.

13. Workshift management Configuration of workshifts – Business days
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want)
Example for a workshift from Monday to Friday inlcuded
Modify the column «  Leave management »
On Saturday put « business day »
On Sunday put « rest »
And, on every other day put « working »

14. Workshift management Configuration of workshifts – Working days
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want)
Example for a workshift from Monday to Friday inlcuded
Modify the column «  Leave management »
Put « rest » on Saturday and Sunday
On every other day put « working »

15. Workshift management Configure a workshift – to go further
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > More options
Equivalent in days: Used for leave accounting
Hours counted in the case of public holidays: Valuation of public holidays for overtime management.
Minimum hours : Maximum number of hours to be completed per day.
Maximum hours :Maximum number of hours to be completed per day.
Display in timesheets: Allows you to show or hide the day on timesheets.
Hide in staff leave calendar: Allows you to hide th day the staff leave calendar.

16. Workshift management Configure a workshift – Cyclical work schedule
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) >
Example for a Monday to Friday schedule with one Monday out of 2 not worked:
Check « Cyclical work schedule ».
Chose the start of the cycle.
Enter the number of days in the cycle. This creates the necessary number of lines.
Enter the number of days not worked during the week (important for working days).

17. Workshift management Configure overtime hours – Weekly overtime hours
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Weekly overtime management
Example for a 35 hours workshift with weekly overtime management:
Jusqu’à 4h supplémentaires les heures sont payées avec une majoration de 125%.
Au-delà de 4h supplémentaires les heures sont payées avec une majoration de 150%.
Résultat : Si une personne a effectué une heure supplémentaire, 1 heure et 15 minutes seront transférées en paye.

18. Workshift management Setting up overtime hours – Night shift hours
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Weekly overtime management
Example for a 35 hours workshift with night shifts calendars management:
Night shift calendars are configurated as follows: start time 9:00pm and end time à 07:00am.
Night shifts hours are paid with an extra 125%.

19. Overtime hours management
Setting up overtime hours - Days not worked
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Weekly overtime management
Example for a workshift worked from Monday to Friday with rest on Saturday and Sunday:
Hours worked on Sundays are sent for recuperation with an extra of 200%.

20. Overtime hours management
Setting up overtime – Public Holidays
Access : Admin Area > Time & activities > Work shift calendars > Open (the workshift you want) > Weekly overtime management
In this example, the hours worked on public holidays are sent for recovery with a 200% surcharge.
Public holidays are configurated in the Calendar of public holidays (Admin Area > General settings > Public holiday calendar)

21. Report criteria management
Create or copy a report criteria
Access : Admin Area > Time & activities > Report criteria > Open
Report criteria allows to assign time spent on one or more activities for statistical purposes or as part of intermediate validation.

22. Report criteria management
Create or copy a report criteria
Access : Admin Area > Time & activities > Report criteria > Open
In « GENERAL » Tab :
Give a name to the criterion in « Description ».
Check ‘Display in Time & Activities’ to be able to use this criterion in the time sheets.
Check ‘Make input mandatory’ if you want this criterion to be mandatory when employees enter their time.

23. Report criteria management
Create or copy a report criteria
Access : Admin Area > Time & activities > Report criteria > Open > Open the criterion you want > ‘Accounts’
In « Accounts » Tab:
Click on the 3 little points, then choose ‘Insert a new line’ to create an account.
In the new line created, enter the name of the account in the "Account" column, as well as the desired information in the other columns.
Click on « Save ».

24. Report criteria management
Configure an analytical account
Access : Admin Area > Time & activities > Report criteria > Open > Open the criterion you want > ‘Accounts’
In « Accounts » Tab:
Click on the ‘pencil’ icon to modify the account.
The first tab, with the name of the selected criterion and account, is used to manage budget tracking.
The « Accounts managers» tab is used in the case of time validation by project manager.
The « visible for » allows you to limit the visibility of an analytical account to certain users.
The « Special rates » tab is used to manage specific costs and sales prices per account and per user.
The last tab, is named after the next criterion and is used to make the connection between the criteria.

25. Report criteria management
Deactivate an analytical account
Access : Admin Area > Time & activities > Report criteria > Open > Open the criterion you want > ‘Accounts’
In « Accounts » Tab
Uncheck the box in ‘Active’ column to deactivate an account.
Click on « Save».