Previous: “Recording work time”
Time accounting
To evaluate the worked hours there are two relevant functions in oliwork. First, you’ll learn about Time Reports that show you the worked time within a selected month. The other method to analyze work time is the Time Account that calculates the running total of the employee since the first recorded entry.
Time Report
A time report displays the work time within one month for the current employee. When you click on then menu entry “Time Report” you can see the control to select the month at the top. The left drop-down determines the year, the right drop-down menu allows you to select the month. Below that you can find a table with all entries for the selected month. Each entry consists of a the date, the start and end time if it is a work token and the duration for the entry. The duration is either the difference between start and end or the value of the relevant workplan entry if the current entry is either a holiday, a sick or vacation day. The last column contains the type of the current entry. The possible types are: Work, Sick, Vacation and Holiday.
Hourplan
Hourplans consist of a start date and two values: “Work hours per month” and “Vacation hours per year”. The first value determines how many hours the current employee needs to work each month, the latter value determines the amount of vacation hours that the employee is allowed to take each year. Those values are used to balance the time account. Each month the number of work hours in the hourplan is subtracted from the total time worked within the time account. At the beginning of each year the vacation hours of the hourplan are added to the vacation hours in the time account.
Time Account
The time account provides a continuous total for the worked time and the vacation time available for every employee. At the section you can select the year for which you want to display the time account. The time account entries are shown in the table below the year selection. Each entry represents one month. The entry consists of four columns, in the first column you can see the date of the last date for the month.
The second column “Work Hours” show the time worked for the month next to the “+” which get added to the total value, the work time next to the “-” is the value for the work hours per month from the corresponding hourplan and gets subtracted from the current total. In the next line next to the “=” you can see the total value for work time after the month of this row. If the current total is negative, the employee hasn’t fulfilled his work hours yet, if it is positive the employee has worked overtime.
The third column “Vacation Hours” show the amount of vacation hours taken this month next to the “-” which gets subtracted from the total value, the vacation time next to the “+” is the value for the vacation hours per year from the corresponding hourplan and gets added to the total on the first month of the year. In the next line next to the “=” you can see the total value for vacation time after the month of this row. If the current total is positive, the employee still has the stated amount of vacation hours available, if it is negative the employee has taken more vacation hours than his hourplans allowed.
The last column provides a link to the corresponding time report for the given month to get a more detailed breakdown of the work and vacation time.
If you want to change the value of the account at any point in time by either setting it to an absolute value or changing it by a relative value, you can click on one of the links above the year picker. The three links give you the choice between changing work and vacation hours at once or either only the work hours or only the vacation hours. After you clicked on one of the links you see dialog that asks you for a start date, the type of the value (“Change or set account entry value”) and the value for work and/or vacation hours. The start date defines when the entry is applied. The type of the value determines if the amount you specify below is an absolute change, so the account value will equal the specified amount at the point in time, or a relative change, meaning the specified amount will be added to the current total. This gives you full control over the value of the time account which might be needed e.g. when you initially switch over from your previous tracking method to transfer over the current values for each employee.