Changes for page Zeiterfassung V3

Last modified by YellowFox_RD on 2025/03/05 13:09
From version 1.1
edited by YellowFox_RD
on 2025/01/16 12:51
Change comment: Imported from XAR
To version 3.1
edited by Dominic Lippmann
on 2025/03/05 13:09
Change comment: There is no comment for this version

Summary

Details

Page properties
Author
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1 -XWiki.YellowFox_RD
1 +XWiki.yf-dominic
Content
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1 1  (% class="box" %)
2 -(((Table of Contents)))
2 +(((
3 +Table of Contents
4 +)))
5 +
3 3  {{toc/}}
4 4  
5 5  The time recording allows the control, evaluation and management of working time bookings of your personnel.
9 +
6 6  (% class="box" %)
7 7  (((
8 8  This module is only available if time recording has been activated!
9 9  )))
14 +
10 10  = Summary =
16 +
11 11  == What do I use the time recording for? ==
18 +
12 12  The time recording module gives you access to your personnels working time bookings and evaluates them based on various criteria. Furthermore, you have the opportunity to view the history of existing bookings, can add, correct and delete time bookings. Under the tab cost centers you have an overview of all current active cost centers of your company as well as the totals of the booked times, grouped by activities.
13 13  Users who have enabled the time recording on their displays can make time bookings. In addition, the user also has the option to assign a new booking to an existing cost center or, if desired, to create a new cost center.
21 +
14 14  == General basics of the module ==
23 +
15 15  To any time booking belongs always an activity that on the one hand fundamentally describes whether a time booking is part of working hours and on the other hand, a way to group time bookings. A time booking can also be assigned to a cost center. The duration of an activity is the time between this and another activity. In other words, each activity ends the previous activity. The standard activity "Go" or "End of work" ends the current activity and automatically starts a break or rest period.
25 +
16 16  == Requirements ==
27 +
17 17  Access to the time recording module can be booked as an option. From this point of time on you can grant access to time recording to each of your users.
29 +
18 18  = Functions of time recording =
31 +
19 19  == Bookings ==
33 +
20 20  The booking overview allows a check or evaluation of the working hours of all persons with time bookings. After selecting a person, evaluation of the last month is displayed.
21 -Using the button for switching the type of data presentation [[image:button_kalender_schicht_en.png]] , you can switch between the calendar view and shift-based processing of the data.
35 +Using the button for switching the type of data presentation [[image:button_kalender_schicht_en.png]] , you can switch between the calendar view and shift-based processing of the data.
22 22  From the views, it is also possible to display the detailed bookings of a period. Such a period can be either a single day, a week or even the entire selected period in the calendar view. In the evaluation by shift days, the possible periods are either a single shift or the entire period.
23 23  The detail view is again subdivided into 3 ways of representation. First, a purely tabular edition with the exactly booked times. This table can also be displayed in a graphic evaluation. Here, the individual time bookings are entered on a bar per day. The colors in the graphical representation correspond to the color of the activity assigned to each time booking. The third possible view is the editor, in which it is possible to change, delete or create new bookings. In the Editor view, a change history is displayed for each booking day, if any.
24 24  From every view a export to PDF, Excel or CSV file is possible. The content of the files depends on the data currently displayed.
39 +
25 25  |=(% colspan="3" %)Schaltflächen:
26 26  |[[image:reload.png]]|//Reload//|Reloads the current view
27 27  
28 28  === Bulk actions ===
44 +
29 29  You can use the selection boxes in the 1st column of the calendar evaluations to select several entries for a bulk action.
30 30  The addition of bookings is currently available as a bulk action.If at least one entry has been selected, an action menu appears on the right above the table, which you can use to add one or more bookings for all selected days.
31 31  If there are already bookings on the selected days, you can choose from 3 options in the subsequent dialog:
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35 35  * Overwrite: All existing bookings will be deleted on these days.
36 36  * Insert: The new bookings are saved in addition to the existing bookings
37 37  )))
54 +
38 38  == Cost centers ==
56 +
39 39  The cost center overview allows a quick evaluation of all active cost centers of the company. Each cost center is displayed in the overview with its own tile.
40 40  The basic structure of each cost center tile is the same, however, depending on the set parameters, there are different representations of this structure. If a planned duration has been defined for a cost center, a progress bar is displayed next to the account name in the tile. The same behavior exists for the individual activities that were booked to a cost center. If a planned duration defined for an activity within a cost center, a progress bar is displayed for this in the overview in the appropriate tile. These progress bars fill up with each successful time booking made to a cost center.
41 -Via the action menu [[image:3dots.png]] you have the possibility to view the detail view of the booked activities for this cost center (more about this point under the item "display cost center bookings). You can also change the settings of a cost center that have already been made here. Among other things, you can set to allow only certain activities or persons for a cost center.
59 +Via the action menu [[image:3dots.png]] you have the possibility to view the detail view of the booked activities for this cost center (more about this point under the item "display cost center bookings). You can also change the settings of a cost center that have already been made here. Among other things, you can set to allow only certain activities or persons for a cost center.
42 42  If you want to close a cost center so that no new bookings can be made, then you will find the corresponding function in the same action menu.
61 +
43 43  |=(% colspan="3" %)Schaltflächen:
44 44  |[[image:reload.png]]|//Reload//|Reload cost center overview
45 45  |[[image:new_costcenter.png]]|//create new cost center//|Opens the wizard. This takes you through all necessary steps to create a new cost center
46 46  
47 47  === Create new cost center ===
67 +
48 48  You will be guided through all necessary steps by an assistent to create a new cost center.
69 +
49 49  ==== cost center basic data ====
71 +
50 50  In first step of the assistent you can set common data for your new cost center. Choose a description, an identification, the valid time range and a planned duration. //Valid to// and //planned duration// are optional and can be left empty. The planned duration can also be filled automatically during next step.
51 51  It is possible to finish the assistent after this step. All further data is optional.
74 +
52 52  ==== activities ====
76 +
53 53  In next step you define activities which should be booked to this cost center. It is optional to set a duration for these activities. If you have chosen at least two activities, the total duration will be displayed. Select 'set planned duration to total duration' to adjust the planned duration from step 1 to the value of total duration. By clicking 'allow other activities' it is also possible to define wether only the set activities or also other activities should be able to book to your cost center.
54 54  If you have set a planned duration manually in step 1 and now assigned activities which total duration is longer than the planned duration, you will get a hint about that. Again you can decide if you want to adjust planned duration automatically.
55 -To delete an activity click on [[image:image2020-10-20_10-4-35.png]] symbol behind the corresponding activity. You are also able to sort your activities. Click and hold the [[image:image2020-10-20_10-4-24.png]]symbol and drag the actvity to the desired position to do so. This influences the order in which the activities will be shown in portal and on the displays of your personnel.
79 +To delete an activity click on [[image:image2020-10-20_10-4-35.png]] symbol behind the corresponding activity. You are also able to sort your activities. Click and hold the [[image:image2020-10-20_10-4-24.png]]symbol and drag the actvity to the desired position to do so. This influences the order in which the activities will be shown in portal and on the displays of your personnel.
80 +
56 56  ==== personnel ====
82 +
57 57  In third step you can assign personnel to your cost center. If you do not assign any persons, be default all personnel can book to this cost center. To choose a personnel, select an optional group first and afterwards the desired person. Choose 'all persons' if you want to add all persons of currently selected group.
58 -To delete personnel, click on  [[image:image2020-10-20_10-4-35.png]] symbol behind the person. If you have chosen at least two persons, you can also reset the entire assignment by clicking 'deselect all'.
84 +To delete personnel, click on  [[image:image2020-10-20_10-4-35.png]] symbol behind the person. If you have chosen at least two persons, you can also reset the entire assignment by clicking 'deselect all'.
85 +
59 59  ==== done ====
87 +
60 60  With following step you finish creating the cost center. All your set data will be summarized.
61 61  
62 62  === Edit basic data ===
91 +
63 63  Change here the global data of a cost center. See //cost center basic data//.
93 +
64 64  === Edit activities ===
95 +
65 65  Define here which activities can be booked within this cost center. See //activities//.
97 +
66 66  === Edit personnel ===
99 +
67 67  If you only have certain people in your company who are allowed to book into a cost center, then here you have the option to define them. See //personnel//.
68 68  If this cost center was created or edited by another user, there might be personnel assigned on whom you do not have the necessary rights. These persons will be displayed as a number of anonymized persons. It is not possible to edit these assignments. Even if you click 'deselect all', these assignments will still remain.
102 +
69 69  === Close cost center ===
104 +
70 70  Close a cost center by setting a new "valid to" date. This always corresponds to the current date and time.
106 +
71 71  === Display cost center bookings ===
108 +
72 72  Gives you a tabular overview of all time bookings of a selected cost center. The default view automatically displays all postings of all persons involved over the entire period of the cost center.
73 73  The time entries of a cost center are displayed grouped according to activities and booking days. This structure of the overview table is the same for every cost center.
111 +
74 74  |=(% colspan="3" %)Schaltflächen:
75 75  |[[image:costcenters_overview.png]]|//Back to cost center overview//|Opens the cost center overview with all active cost centers
76 76  |[[image:reload.png]]|//Reload//|Reload the cost center bookings overview
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77 77  |[[image:new_booking.png]]|//Create new time booking//|Opens a dialog to quickly create a booking for this cost center
78 78  
79 79  = Settings =
118 +
80 80  == Work time profiles ==
120 +
81 81  Every person in your organization is automatically linked to a default profile once time recording has been activated.
82 82  A working time profile specifies for a person e.g., how overtime is calculated, when a working time is considered night work or from when to when the core working time applies.
83 83  Each profile that you create or has been created always has a validity. For active, still valid profiles, the end date is either free (meaning infinitely valid) or it is in the future. Inactive profiles always have an end date that is in the past.
124 +
84 84  === **Overview** ===
126 +
85 85  At the work time profile section, you will find an overview of all available profiles. You may display deleted profiles on your demand as well. At each profile you can see which personnel is currently assigned and which personnel might miss a valid assignment.
86 86  Via the action menu you can interact with the profiles. The following actions are available:
129 +
87 87  (((
88 88  * Edit: Opens a dialog to change a specific working time profile
89 89  * Person assignment: Provides a direct way to assign a profile to multiple people at once
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90 90  * Delete: Deactivates a profile by setting a new end date for validity
91 91  * Create new profile: Opens an editor mask to create a new work time profile
92 92  )))
136 +
93 93  === **Edit profile** ===
138 +
94 94  Work time profiles are a mighty tool with various settings. Many of these are optional. Decide by yourself which are relevant to you and your company.
95 95  **Working times**
96 96  First decide on the target working time on each day. By using compensated overtime, you can state that a small set overtime of the target time must not be counted as overtime.
97 97  In the export formats of time recording, you can add the value of the average working time by working rule, meaning over a legal time span, if you want to. Here you can change the value which is used as calculation base.
143 +
98 98  ==== Rounding rule ====
145 +
99 99  You can use the rounding setting to specify the minute value to which the bookings should be rounded. If rounding is active, all report columns are calculated taking the set rounding into account. The detail view of the booking view remains unaffected by this rounding rule.
100 100  Below are some examples of bookings and their behavior with the different rounding settings:
148 +
101 101  |=Booking time|=no rounding|=15 minutes
102 102  |07:03|07:03|07:00
103 103  |08:12|08:12|08:15
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104 104  |15:22|15:22|15:15
105 105  |15:23|15:23|15:30
106 106  
107 -==== **average working time
108 -** ====
155 +==== **average working time** ====
156 +
109 109  With the setting **calculation basis** defines the calculation base for calculating the average working time according to working time regulation.
110 110  The **Calculation of absence entries** determines how entries such as "holiday" or "sick" are to be taken into account when calculating the average working time. With the option "Take account of absence entries neutrally", the absence times are included in the average according to the proportion and the daily TARGET working time. The other option "Ignore absence entries" ignores both the days and the credited working time of the absence entries when calculating the average values. This means that the underlying compensation period is reduced by the number of days of absence.
111 111  **Break time rules**
112 112  Each work time profile can have its own, self-defined, pause control record. This break rule is based on the German Working Hours Act for each new working time profile by default. You can deposit up to 3 different break levels.
113 113  By default, the breaks are according to ArbZG:
162 +
114 114  (((
115 115  * from 6 hours working = 30 minutes break
116 116  * from 9 hours = 45 minutes break
117 -)))
118 -Only breaks that are at least 15 minutes long are considered. You can change this value by adjusting the setting "break threshold" in the working time profile.
166 +)))Only breaks that are at least 15 minutes long are considered. You can change this value by adjusting the setting "break threshold" in the working time profile.
119 119  Changes to the break regulation always influence the following 2 evaluation columns: Working time according to work time profile (formerly shift working time according to ArbZG) and break time according to work time profile (earlier break in shift according to ArbZG).
120 120  **Custom columns**
121 121  Time recording offers a lot of different calculated values. Sometimes it still might be needed to define a custom calculation formula to represent your internal processes as good as possible. To do so you can use custom columns. These can be displayed in all export formats if you activated them at the table configuration.
122 122  Click on “create new column” to start the configuration. Choose a name first – it will be used as the column identifier at the export tables. Now you can create the formula for your new column. You must decide on a base value which should be used. Click on the grey circle to do so and choose first if your new value shall be added or subtracted. Afterwards choose the value itself. There are multiple types of values available:
171 +
123 123  (((
124 124  * time recording data: These are the values of columns which were already defined by YellowFox.
125 125  * custom column: If this is not your first custom column, you can reference another custom column.
126 126  * extra time span: You can use your self-defined time spans as well. The shift duration in respect of the time span will be used.
127 127  * fixed value: You might also add a fixed minute value. Might be useful to add preparation times by default.
128 -)))
129 -After choosing a value you can now add conditions if needed:
177 +)))After choosing a value you can now add conditions if needed:
178 +
130 130  (((
131 131  * minimum: If the value of this part of the formula will fall below the set value, it can be adjusted automatically. Might be useful to avoid negative values.
132 132  * Maximum: If the value of this part of the formula will rise above the set value, it can be adjusted automatically. Might be useful to restrict the maximum day value to 24 hours.
133 133  * Does not apply to absences: Absences are handled as an own shift at YellowFox. If you have activated this option, you could e.g. avoid adding preparation times to absence shifts.
134 -)))
135 -Finish adjusting the value by clicking on accept. The editor mask will close. To delete or re-edit a value, click on it at your formula. You can add as many parts to your formula as you want to.
183 +)))Finish adjusting the value by clicking on accept. The editor mask will close. To delete or re-edit a value, click on it at your formula. You can add as many parts to your formula as you want to.
136 136  **flex time**
137 137  Flex time account states how much more or less in comparison to the target working time has been worked. To calculate this difference, you can decide on a value to use as calculation base.
138 138  By default, the flex time account will be reset at the turn of the year. Set if and at which day of the year to apply this rule.
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140 140  **Extra time spans**
141 141  You can store up to 10 separate time spans in each work time profile. These are then offered as an extension to the columns "shift time" and "booked work". If you are creating a time span for the first time, then you must adjust the desired table configuration in the "Bookings" area to show the new column. The newly created time periods are not visible in reports by default.
142 142  You can also define conditions under which the time span is activated. These can be:
191 +
143 143  (((
144 144  * Shift start before XX: XX o'clock: This span is only used if the corresponding shift started before the selected time.
145 145  * Minimum working time within more than XXX minutes: This time span is only used if the working duration of the person is equal or higher than the specified value.
146 146  * only active on the following days: This span is only shown on the specified days of the week. It is also possible to specify whether this span is valid on a holiday.
147 147  * subtract the following time span: It is possible to subtract another time span. If both were active on a day, the value will calculated by subtracting the value of the selected other time span.
197 +)))It is possible to activate multiple conditions at the same time. Please note, that all conditions must be met to take the time span into calculation (AND operation).
148 148  )))
149 -It is possible to activate multiple conditions at the same time. Please note, that all conditions must be met to take the time span into calculation (AND operation).
199 +
150 150  == Activities ==
201 +
151 151  All usable activities of a company are presented in an overview table.
152 152  Here you have the possibility to change existing activities, to delete or to create new activities. 
153 153  You can also use the action menu in the list to specify the personnel assignment for each individual activity.
... ... @@ -154,18 +154,25 @@
154 154  Each activity always consists of a name and the setting whether it counts as working time or on-call time or not.
155 155  By default, there is no personnel restriction for activities, so all persons can use any activity. The standard activity "Walk" is always available for all persons. Personnel restrictions are not possible for this activity.
156 156  In addition, it is optionally possible to specify a color for an activity. This is used in various reports and graphical overviews.
208 +
157 157  == Persons ==
210 +
158 158  For the overview of the personnel, you can specify which table columns should be displayed in which order.
212 +
159 159  == Labels ==
214 +
160 160  Certain labels of time recording can be adapted globally for a company to its own requirements.
161 161  Each label will be replaced immediately after a change in all places. Already created reports are not changed.
162 162  
163 163  == Absence management ==
219 +
164 164  In absence management you can create user-defined absence reasons and manage them.
165 165  To create a new absence reason, please select //add another absence reason//. You are now able to define your new absence reason by a description, a shortcut and a color. To change these settings for an existing absence reason, open the action menu in the action column and click on //edit//. Please notice that this also effects absence bookings that were done in the past. To delete an absence reason, click on //delete// in the action menu.
166 166  
167 167  == Wage export ==
224 +
168 168  The portal offers you the possibility to export your time recording bookings in different formats, so you can import them later on to a suitable payroll accounting program. YellowFox supports the following formats:
226 +
169 169  (((
170 170  * DATEV LuG (Lohn und Gehalt)
171 171  * DATEV LODAS
... ... @@ -174,6 +174,7 @@
174 174  * BRZ
175 175  * BauSU
176 176  )))
235 +
177 177  To be able to export data, first you have to create a configuration for the desired format. This is done at this part of settings.
178 178  First you have to choose the desired format at //format//. Next you have to enter the needed numbers. Depending on which format you picked, different fields are mandatory. For Lexware you do not have to enter either a mandate ID nor a consultant ID. Sage and BRZ needs a mandate ID. DATEV LuG and DATEV LODAS both need both numbers.
179 179  For the BauSU format, you can store a wage type number for each time recording activity.
... ... @@ -181,8 +181,10 @@
181 181  At least one wage type number must be specified for the working time in order to create the configuration.
182 182  Entering a wage type number for any absence is optional. Please notice though, that only bookings which have a valid wage type number will be exported later on. Furthermore you can only export persons, who have a personnel number registered in the personnel management.
183 183  Wage type IDs for deleted absences are still stored. Nevertheless you are not able to edit them after deleting the respective absence reason.
184 -To delete a configuration click on// reset configuration//. Alternatively you can also empty all fields by yourself and click on //save//. To dismiss all changes in the current session, click on //cancel//. You will return to the last save state.
243 +To delete a configuration click on// reset configuration//. Alternatively you can also empty all fields by yourself and click on //save//. To dismiss all changes in the current session, click on //cancel//. You will return to the last save state.
244 +
185 185  === Required fields ===
246 +
186 186  |=Format|=Consultant|=Mandate|=personnel number (personnel)|=wage type number
187 187  |DATEV LuG|yes|yes|yes|yes (at least for the field "working time")
188 188  |DATEV LODAS|yes|yes|yes|yes (at least for the field "working hours")
... ... @@ -192,12 +192,15 @@
192 192  |BauSU|no|no|yes|optional, activities without wage type number are not exported
193 193  
194 194  Note: The employee/personnel number can be set separately for each person via the personnel management page.
256 +
195 195  == Time export ==
258 +
196 196  It is possible to export the time recording bookings in various formats for third-party programs.
197 197  For this, however, it is necessary that a correct configuration of the respective export format is available. Depending on the format, there are certain mandatory (required) fields that must be available, otherwise no or incorrect data will be exported.
261 +
198 198  === Required fields ===
263 +
199 199  |=Format|=Mandate|=Terminal-Nr.|=Card number (personnel)
200 200  |GFOS (RTI)|no|no|yes
201 201  
202 202  Note: The card number can be set separately for each person via the personnel management page.
203 -