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Quickstart to the Time Tracking module

This is a quick feature overview for the Time Tracking module. See the chapter Time Tracking in our Documentation part for a detailled description.

  

Contents

Project Time Tracking versus Working Time Account Management

You can use AgilePlan TimeTracking for two quite different purposes:

  • Either you can (just) measure time consumption for certain aspects of your work. These could be either a full blown Project Time Tracking or a simple measurement of certain aspects like the time consumption of portions of the work against some Cost Centers
  • Or you can decide to manage the complete time account of your employees with AgilePlan. We consider a lot of aspects like
    • Breaktimes (configurable), Overtime
    • Vacations, Holidays, Illness

Via configuration, AgilePlan offers the flexibility to hide or show the respective portions of the system i.e. to hide or show fields like Overtime or Time Account Value to its users.

When using AgilePlan to manage your employees time accounts, we can offer a complete overview of Overtime or Vacation Accounts and you can group this report to arbitrary criteria like type of contract, working time or also filter it on these criteria.

Time Entry

With the end user view on Time Tracking module, users will log working time against those timetracking categories, that are valid

  • for this user
  • on that particular day
  • and that will not exceed the respective budgets for the category.

At the same time, the user will see

  • his vacation and time accounts in case Time Tracking is used as a full working time account system
  • a calendar view on a monthly base with a quick overview of already reported days, holidays, weekends an so on.

The Time Tracking module offers to main modes for the entry of working time (this can be configured per user):

  • Time Tracking done on in day by day mode - together with timestamps and comments, this really needs the full place of a screen
  • Time Tracking done on a weekly base - this is much quicker for those users, that will not need comments or timestamps per time entry.

Time Entry Daily Mode

Time entries can be made in daily mode. This offers a full screen for the purpose of detailled entries.

  • Each entry has a timestamp (from/to)
  • can (or must) have a comment
  • (optionally) shows the meta-data of the time entries (like financial reference numbers or hourly rates).

The category to book time on can be selected in the Category Chooser. All active categories which are assigned to the employee are listed there.

Time Entry Weekly Mode

Time entries can be made in weekly mode. This offers a matrix of valid booking categories for the respective week and therefore a quick way to enter a full weeks time report with a single click. However with this mode, no timestamps for the exact time periods of the timestamps on no comments are recorded.

So again, you are able to choose on a single user base which of these modes really fits your needs.

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Managing Work Breakdown Structure (WBS)

Managing a forest (several trees) of booking categories

In category administration you administrate the booking categories for your users. They are organized in trees.

  • These trees could represent the topics of ongoing time consumption in your company like cost centers would be (i.e. Marketing, Finance Departement and so on).
  • At the same time, a tree could represent the Work Breakdown Structure of one of your commercial service projects (i.e. i-oio-agileplan: caring for Billable hours and Travel times).
  • With the usage of our Jira Plugin these categories will also represent your Jira Tickets (i.e. First JIRA Project / Version 1.0 / Improvement / Design UI mockups for the first feature where this is the Jira structure of Jira Project, Jira Version, Jira Issue and Jira SubTask).

Categories can be configured on a fine-grained base (and by inheritance) to fulfill your needs

  • Categories can be activated or deactivated on every level of the tree
  • Categories can hold a budget to ensure that only a certain amount of time can be booked against them
  • They carry a valid time period for time booking
  • Employees (or groups) can be assigned to the categories for even smaller or several distinct periods of time
  • Meta-data (like prices, references to ERP Systems) can be provided for the categories.

Still being some quick start here, we show only two examples to demonstrate the power of the concept:

Assigning Users or groups of users to the categories

Each category can configured to be available for one or more employees by providing a so called User Assignment. There could be multiple assignments per user or group (to represent breaks in the assignement). An assignment of a user can furthermore be declared as beeing "responsible" for the category, defining for instance the responsible for a project.

Category Metadata

Categories can be set up with specific metadata. These metadata can hold for everybody, or again, only for certain employees. This can be used to enable traceability of your project costs on the base of every user.

In the example below John Doe will cost the hourly rate (Stundensatz) "Project" when working on "Billable Hours" and every worklog will in addition carry the marker "HR_1" which can be interpreted by some foreign system.

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