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MOBE Timesheet Quick Start

MOBE4U Help Documentation 1

MOBE Timesheet

Help Documentation

V 1.3

MOBE4U



MAIN FEATURES OF MOBE TIMESHEET

• Web based for convenient and easy access.

• Intuitive and familiar spreadsheet style time entry.

• Role based security and permissions.

• Practical and powerful reporting.

• Informative enquiries with drill‐down capabilities.

HIGHLIGHTED IN THIS RELEASE OF MOBE TIMESHEET

Highlighted in this release of MOBE Timesheet is a simple yet powerful tool for managing flexitime. This industry leading and innovative feature is called “Flexitime Tracker”.

Flexitime Tracker allows management and employees of a company to effectively control and track flexitime usage. A manager will setup flexitime rules which are defined according to the companies’ flexitime policy. Once a rule is established, it is assigned to roles that users are associated with.

Flexitime Tracker is extremely powerful, allowing for multiple rules that govern flexitime, to overlap and run simultaneously. Employees will benefit greatly from having a structured and organized approach to managing their own time. This has been tried and tested and the results are a remarkable increase in workflow, productivity, and employer/employee satisfaction.

Flexitime Tracker has an invaluable feature built in that enables users of the system to accumulate credit and debit hours as per their company policy. Credit hours are hours worked over and above the employees normal work hours (this is different to overtime) defined as per their flexitime rule. Debit hours are hours accumulated when the employee does not work a full day e.g. Joe Boggs needs to leave early for personal reasons, so he only works and records 7 of his 8 hours, this will leave him with 1 hour debit. Credit and Debit hours are referred to as flexitime accounting and are governed by a company’s flexitime policy.

Flexitime Tracker includes powerful enquiry functionality which enables management to make effective decisions and to monitor flexitime trends and usage.



QUICK START GUIDE Step 1 Create A Project After successfully logging in, you will be presented with the default landing page. The default landing page will be the Timesheet screen. Alternatively if you do not have permission “00008 User can access Timesheets”, it will be the MOBE Timesheet splash screen. From the “Maintenance” menu, under “Administration”, select “Project Maintenance”.

You will see a screen with a list of all the projects created in MOBE. Click the Add button (reference point 1) to add a new project.

On the “Project Add/Edit” screen, enter a name for your project and give it a description. Un‐checking the “Public” checkbox enables you to control which users are allowed to log time against the specific project. Click the “OK” button and notice that your project has been added to the list of projects on the “Project Maintenance” screen.

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Step 2 Create A Task Type Select “Task Type Maintenance” from the “Maintenance” ‐> “Administration” menu. Click the “Add” button (reference point 1) to add a new task type.

On the “Task Type Add/Edit” screen, give your task type a name and a description. Click the “OK” button and note that your newly created task type has been added to the list of available task types on the “Task Type Maintenance” screen.

Step 3 Create A Role Select “Role Maintenance” from the “Maintenance” ‐> “Administration” menu. After clicking the “Search” button, a list of available roles will be displayed. Click the “Add” button (reference point 1) to add a new role.

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On the “Role Add/Edit” screen specify a name and enter a description. Check the checkboxes for the following permissions: “00009 User can access Timesheet Reports”, “00011 User can access Timesheet Enquiries” and “00008 User can access Timesheets”. Click the “OK” button to save the new role.

Step 4 Create A Person Select “Person Maintenance” from the “Maintenance” ‐> “Administration” menu. After clicking the “Search” button, a list of people added to the system will be displayed. Click the “Add” button (reference point 1) to add a new person.

On the “Person” tab of the “Person Add/Edit” screen, fill in all the fields.

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On the “Roles” tab, click the “Add” button and check the box for the role you created. Then click the “OK” button.

On the “Roles” tab, click the “Apply” button then navigate to the “Permissions” tab. The permissions for all the roles assigned to this person will be displayed.



On the “Projects” tab, check the checkbox next to the project you created.



On the “Task Types” tab, verify that your public task type is displayed in the grid.

On the “Projects and Task Types” tab, verify that your created project has access to the public task you created earlier.



Step 5 Entering Time As A User Login as the person you created earlier, using the username and password you specified on the “Person” tab of the “Person Add/Edit” screen.

Note that the “Maintenance” menu isn’t available to this user.

We are now going to add entries into your timesheet. Click the first row under the “Project” column (reference point 1). This will add a new row to the timesheet. Click on the “Project” dropdown and select the project you created earlier. Tab to or click on the next column, “Task Type”, and select the task type you created earlier. Now tab to or click on the “Description” column and enter a meaningful task description. Tab to or click on the day you want to enter time against and enter the time, using a full‐stop, comma or colon to separate hours from minutes. Using a “,” or “.” enters time in fractions and using “:” enters actual time. Click on or tab to the next row and note that the row’s project and task type are set to the selected project and task type of the previous row. This is done for your convenience. Enter at least three rows of timesheet data and then click the “Save” button at reference point 2.

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Step 6 View A Detail Report Click on “Reports” ‐> “Timesheet Detail”. Note the parameters that can be set to refine your report. For now, only click on the “Status” dropdown and select “Open”. Click the “Print PDF” button to view your report.

Once your report has been generated you will be prompted to either open the file or save it to a location on your computer. Your report will look similar to the following:



Step 7 View A Summary Report Click on “Reports” ‐> “Timesheet Summary”. Note the parameters that can be set to refine your report. For now, only click on the “Status” dropdown and select “Open” as well as checking the “Person(s)” checkbox. Click the “Print PDF” button to view your report.

Once your report has been generated you will be prompted to either open the file or save it to a location on your computer. Your report will look similar to the following:

MOBE Timesheet Detailed Information


A DETAILED LOOK AT MOBE License Details

Your license details can be accessed from within MOBE by navigating to “Help” ‐> “License Details”. The “License Details” screen will inform you about your current quantity of Concurrent Access Licenses (reference point 1).

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Setting Your Company Preferences When you log into MOBE you are able to setup your company preferences provided you have access to permission “00007 User can access Company Preferences”. Navigate to “Maintenance” ‐> “Company Preferences”. Set the “Date Format” to your preferred date format, this will change all the dates within the application to your specified format. Set the “Session Timeout” to your preferred value. This value represents the number of minutes that the system will allow a user to continue without any database activity before the user is forcefully logged out of the system. If this value is left blank, user sessions never time out. Any changes take affect the next time the user logs into MOBE.

Session Continuation

If your session expires you may log back into MOBE Timesheet by entering a valid password. The “Username” will be pre‐populated and represents the user that was logged into the system before the session timeout occurred. The action you attempted to perform before the session timeout occurred will be carried out once you are logged back into the system.



Session Maintenance

The “Session Maintenance” screen allows a user to forcefully log another user(s) out of the system (we refer to this as kicking a user from the system), provided they have access to permission “00006 User can access Session Maintenance”. Navigate to “Maintenance” ‐> “Session Maintenance” to open the “Session Maintenance” screen. You can search for existing sessions based on “First Name”, “Last Name” and “Username”. A user cannot kick their own session. Backup and Restore

The “Backup & Restore” screen allows you to backup your MOBE data to your local machine, provided you have access to permission “00005 User can access Backup and Restore”. Navigate to “Maintenance” ‐> “Backup & Restore” to open the “Backup & Restore” screen. The restore functionality restores the MOBE data to the state of the selected backup. Once you have restored a previous backup, the system will log you out. Log back in to see the affects of your restore. You can restore backups from previous versions of MOBE.

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Backup Click the “Backup” button at reference point 1. This will back up all the current data within MOBE. Once the backup is finished, click the “Download” button (reference point 2).

Download Clicking the “Download” button at reference point 2 will open the following screen. The downloaded file will contain the backup which was created in the previous step. Give your download file a meaningful name and save it to a desired location.

Restore Clicking the “Restore” button at reference point 3 opens the following screen.

Navigate to where you saved your backup. Select the backup file, and click “Open”. Once the backup has been successfully restored, log back into the application using valid login credentials.



Person Maintenance

The “Person Maintenance” screen allows you to add or edit users of the system provided you have the “00002 User can maintain Persons” permission. Navigate to “Maintenance” ‐> “Administration” ‐> “Person Maintenance” to open the “Person Maintenance” screen. You can search for an existing person(s) based on their “First Name”, “Last Name” and/or “Status”. Adding or editing a person opens the “Person Add/Edit” screen. The active state of multiple users may be changed by checking or un‐checking the “Active” checkboxes and then clicking “Save”.



Person Add/Edit

The “Person Add/Edit” screen allows you to add or edit all details that pertain to a specific user of MOBE Timesheet. The username and password set here are the credentials the user will use to log into the system. If a user is made inactive, they will not be able to log into the system.

When a user is saved without any role(s); that specific user will automatically be made inactive. The “Roles” tab allows you to add or remove roles from the user. Roles control what a user can access and do within the system.

The “Permissions" tab displays a list of all permissions, with a user’s active permissions flagged/checked. Permissions are Role specific. If two roles have been selected for a user, the user will be assigned all the permissions associated with the two roles. If any changes are made to a user’s role(s), the “Apply” button has to be clicked to refresh the list of permissions that pertain to the user.

The “Task Types” tab displays a list of all the task types assigned to the user. All public task types are automatically assigned to the user. Private task types may be assigned or removed from the user using the “Add” and “Remove” buttons. Clicking the “Add” button opens the “Task Type Search” screen. Only private Task Types are displayed here.

The “Projects” tab displays a list of projects the user has been given access to as well as any public projects. Here you can set which projects and sub projects the user can log time against. Access to public projects cannot be revoked from “Person Add/Edit”.

The “Projects and Task Types” tab displays all public and private projects associated with the user. When a project is selected from the “Projects” grid, only the task types that have been explicitly assigned to both the project and user are displayed in the “Task Types” grid. This is a consolidated view of what the user will see on the timesheet capture screen in terms of projects and task types.



Task Type Maintenance

The “Task Type Maintenance” screen allows you to add or edit task types if you have the "00003 User can maintain Task Types” permission. Navigate to “Maintenance” ‐> “Administration” ‐> "Task Type Maintenance” to open the "Task Type Maintenance” screen. You can make a task type active or inactive by checking the checkbox in the appropriate row. Inactive task types will not show up in the task type’s dropdown on the timesheet capture screen. Task types can also be made public or private. Public task types are automatically assigned to all users (anyone can log time against them). Private task types need to explicitly be assigned to users and projects, who are required to log time against those task types. If “Public” and/or “Active” checkbox’s have been changed for different task types on this screen, the “Save” button must be clicked to save the changes. This provides a quick way for users to change the state of a number of task types. Task types that have not yet had any time logged against them can physically be deleted. Clicking the “Add” or “Edit” buttons will open the “Task Type Add/Edit” screen.



Task Type Add/Edit

The “Task Type Add/Edit” screen allows you to create a task type or edit an existing one. The name and description of the task type can be changed and the task type can be set to active or inactive. If a task type is set to inactive; any occurrences of it within a user’s timesheet will still be valid. Any new timesheet entries made cannot be logged against this task type.

The “Persons” tab displays a list of all the people who have access to the task type, users can be added and removed from this list by clicking the “Add” and “Remove” buttons.



The “Projects” tab displays a list of all the projects the task type is associated with. If the projects checkbox is ticked it means the task type is associated with that project.



Project Maintenance

The “Project Maintenance” screen allows you to add or edit projects if you have the “00004 User can maintain Projects” permission. Navigate to “Maintenance” ‐> “Administration” ‐> “Project Maintenance” to open the “Project Maintenance” screen. You can make a project active or inactive by clicking the checkbox in the appropriate row. Inactive projects will not show up in the projects dropdown on the timesheet capture screen, but will still be valid for previous timesheet entries. Projects can also be made public or private. Public projects are automatically assigned to all users (anyone can log time against them). Private projects need to explicitly be assigned to users who are required to log time against those projects. If a parent project is private and its children are public the user will not have access to the public children unless he/she has access to the private parent project. If “Public” and/or “Active” checkbox’s have been changed for different projects on this screen, the “Save” button must be clicked to save the changes. This provides a quick way for users to change the state of a number of projects. Projects that have not yet had any time logged against them can physically be deleted.

Creating or editing a project or sub‐project opens the “Project Add/Edit” screen.



Project Add/Edit

The “Project Add/Edit” screen allows you to create or edit a project. Projects must have a name and can be given a description. If a project is not active it can’t be selected from the timesheet capture screen to have time logged against it. Public projects are assigned to all users whereas private projects (those with the “Public” checkbox unchecked) must be assigned to users individually from the “Persons” tab. A project is a sub‐project when the “Parent Project” dropdown is not blank. This means that the sub‐project is a child of the selected parent project. The newly created sub‐project will be displayed as a child of the parent project on all project lists. The “Task Types” tab contains a list of all public task types and any private task types that have been associated with this project. You may add and remove private task types from this list.



Role Maintenance

The “Role Maintenance” screen allows you to add or edit roles if you have the “00001 User can maintain Roles” permission. Navigate to “Maintenance” ‐> “Administration” ‐> “Role Maintenance” to open the “Role Maintenance” screen. You can search for existing roles based on their “Name”, “Description” and “Status".

Creating or editing a role opens the “Role Add/Edit” screen.



Role Add/Edit

The “Role Add/Edit” screen allows you to create or edit roles. A role must have a name and can be given a description. The role can be set to active or inactive. You must select the role permissions applicable to a role by clicking the “Yes” column’s checkbox next to each permission. Multiple users can be associated with a role by adding or removing users from within the “Persons” tab. The “Flexitime Rules” tab allows you to associate or remove flexitime rule(s) for the role being edited/added.



Timesheet

The “Timesheet” screen is where users will log time against projects that have been assigned to them and all projects flagged as public. The user currently logged into MOBE Timesheet is displayed at (reference point 1). This is the default page that is displayed after logging into MOBE Timesheet. If the user doesn’t have the “00008 User can access Timesheets” permission, a splash screen containing the text “MOBE Timesheet” will be displayed.

The “Status” label (reference point 2) displays the status of the timesheet. This will tell the user whether the timesheet is open, submitted for approval, approved, or rejected.

The period navigator (reference point 3) displays the period (week) that is currently selected. The arrow images on either side of the period navigator can be used to change the selected period. The selected period can also be changed by clicking a specific week on the calendar.

To add a row to the timesheet, click the first empty row in the timesheet. If there are existing rows in the timesheet, the new row will duplicate the “Project” and “Task Type” based on their values from the previous row, except if those projects or task types are now inactive or have been unassigned from the user. The user can then add a meaningful description for the current timesheet entry and log the amount of time spent on the task against the applicable day (reference point 4). Time can be captured as 1, representing one hour. And 1.5 or 1:30, representing one and a half hours.

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The “Revert” button (reference point 5) will undo all changes made since the last time the timesheet was saved. The “Delete” button will remove all rows that have the checkbox in the first column checked. The “Submit” button will lock the timesheet for the current period and submit the timesheet for approval. Users, who have the “00013 User can Approve and Reject Timesheets” permission, are able to approve or reject timesheets. If the timesheet you have submitted was rejected, a “Rejected” button will appear (reference point 6). Clicking this button will open the “Rejected Timesheets” screen.

The “Rejected Timesheets” screen displays all the user’s rejected timesheets. The user may view the rejected timesheet (reference point 2). This will display the currently selected timesheet. The timesheet that is displayed can be edited by the user and then resubmitted for approval. The reason for rejection as well as any rejection history can be viewed by clicking the “Reason” button (reference point 1).

Merging Duplicate Timesheet Entries If your timesheet contains any duplicate entries e.g. the project , task type and description are exactly the same (this functionality is case sensitive), the merge button (reference point 7 of the Timesheet image) will merge these timesheet entries into a single entry adding the times of the merged entries together, and removing the duplicate entries.

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Enquiry

The “Enquiry” screen can be accessed if the user has the “00011 User can access Timesheet Enquiries” permission. The “Enquiry” screen allows a user to search for their timesheets or for timesheets of other users, provided they have the “00010 User can select Person in Timesheet Enquiries” permission. The user may search for timesheets for a single person, a group of people, or all people, by making the appropriate selection after clicking the “Person” ellipse button. Similarly, the user may also select a single project, a group of projects, or all projects, by making the appropriate selection after clicking the “Project” ellipse button. The only projects visible will be projects that the user has access to as well as all public projects. The user may also search for timesheets for a single task type, a group of task types, or all task types. The only task types visible will be task types that the user has access to as well as all public task types. The user can refine the search to a specific period by entering values in the “Date From” and “Date To” fields. If text was entered into the “Description” field, the system will only return timesheets that contain a description that matches or partially matches the text entered in the description field. The “Status” value will refine the search to only return timesheets that have the selected status.

The “Clear” button will reset all fields to their default values. The “Search” button will execute the search for the selected search criteria.

The “View” button will open the selected timesheet in a tab with functionality similar to the “Timesheet” screen. If the user selected one of their own timesheets that hadn’t at that point been submitted, they will be allowed to make changes to the timesheet from this window. If the user has the “00013 User can Approve and Reject Timesheets” permission set, they will be able to approve or reject any person’s timesheets. If the



timesheet was rejected and the user has the “00013 User can Approve and Reject Timesheets” permission, they will be able to make changes to the timesheet before approving or rejecting it.

Reports

Timesheet Detail The “Timesheet Detail” screen can be accessed if the user has the “00009 User can access Timesheet Reports” permission. This screen allows the user to generate reports based on timesheets filled in by themselves, and/or for other users (if they have the “00010 User can select Person in Timesheet Reports” permission).

The fields on this screen can be used to customise the generated report.

“Report Header” ‐ This is the heading that will be displayed on the generated report.

“Client” ‐ If filled in, the report will display a “For Client” label as part of the header on the report.

“Date Created” ‐ This is the date that will be displayed on the report as the date the report was created.

“Person(s)” ‐ All persons’ timesheets that will be included in this report. The user can select a single person to report on, or multiple.

“Date From” ‐ Only timesheet entries made on or after this date will be taken into account.

“Date To” ‐ Only timesheet entries made on or before this date will be taken into account.

“Project(s)” ‐ The user can specify to only see timesheet entries for specific projects. The default is “All”.

“Task Type(s)” ‐ The user can specify to only see timesheet entries for specific task types. The default is “All”. Only task types that the users have access to are displayed.

“Description Contains” ‐ The user can specify to only see timesheet entries that contain the specified text in their description.

“Status” ‐ The user can specify to only report on timesheets that have the selected status.

“Hide Resources” ‐ If checked, this will hide the name of the person who made the timesheet entry. In this case, only a reference will be displayed, e.g. “Resource 2”.



“Group By Resource” ‐ If unchecked, this will disable the grouping of timesheet entries by resource (person).

“Group By Week” ‐ If the “Group By Week” option is checked, the detailed information for each person will have a weekly total below the detail entries for each week.

“Export CSV” ‐ Clicking this button will export your data to a CSV file. Please note, time will be represented in minutes and totals will not be exported.

Timesheet Summary The “Timesheet Summary Report” screen can be accessed if the user has the “00009 User can access Timesheet Reports” permission. This screen allows the user to generate reports based on timesheets filled in by themselves, and/or for other users (if they have the “00010 User can select Person in Timesheet Reports” permission).

The fields on this screen can be used to customise the generated report.

“Report Header” ‐ This is the heading that will be displayed on the generated report.

“Client” ‐ If filled in, the report will display a “For Client” label as part of the header on the report.

“Date Created” ‐ This is the date that will be displayed on the report as the date the report was created.

“Person(s)” ‐ All persons’ timesheets that will be included in this report. The user can select a single person to report on, or multiple.

“Date From” ‐ Only timesheet entries made on or after this date will be taken into account.

“Date To” ‐ Only timesheet entries made on or before this date will be taken into account.

“Project(s)” ‐ All the projects to be included in this report. The user can select a single project to report on, or multiple. The default is “All”.

“Task Type(s)” ‐ All the task types that will be included in this report. The user can select a single Task Type to report on, or multiple. The default is “All”. Only task types that the users have access to are displayed.

“Group By” ‐ The user may group his/her report according to whether or not he/she has clicked the checkbox next to “Person(s)”, “Project(s)” and "Task Type(s)”. Depending on which options are selected the “Group By” will be represented differently.



“Status” ‐ The user can specify to only report on timesheets that have the selected status.

“Hide Resources” ‐ If checked, this will hide the name of the person who made the timesheet entry. Only a reference will be displayed, e.g. “Resource 2”.

“Group By Week” ‐ If “Group By Week” is checked, the information for each person, project or task will have a total row for each week below the person, project or task(s) representing the total time for each week.

“Export CSV” ‐ Clicking this button will export your data to a CSV file. Please note, time will be represented in minutes and totals will not be exported.

Please Note If you are using an Internet Explorer browser, and would like to use the export to CSV functionality, please ensure that your browser’s security settings are set appropriately.

Required browser settings:

1. Open an Internet Explorer browser and navigate to MOBE Timesheet. 2. Click on the “Tools” menu option and select “Internet Options”. 3. You will be presented with the “Internet Options” window. 4. Navigate to the “Security” tab. 5. Select the “Trusted sites” icon in the “Select a zone to view or change security settings.” panel and

notice the “Sites” button being enabled. 6. Click the “Sites” button. You will be presented with the “Trusted Sites” window. 7. Uncheck the “Require server verification (https:)” checkbox. 8. If the MOBE URL is already entered in the “Add this website to the zone:” field, click on the “Add”

button. 9. If the MOBE URL is not entered, enter your MOBE URL in the “Add this website to the zone:” field and

click the “Add” button. 10. The MOBE URL should now be added your trusted sites. 11. Close the “Trusted Sites” window to return to the “Internet Options” window. 12. Make sure the “Security level for this zone” slider bar is set to “Low”. 13. Click the ”Apply” or “OK” button for the changes to take effect. 14. Close and reopen your Internet Explorer. 15. The configuration is now complete and you will be able to export your MOBE Timesheet reports to

CSV format.



FLEXITIME TRACKER Flexitime Tracker is a unique feature within MOBE Timesheet that enables management to have a handle on the use of flexitime in their business, and employees to keep track of their time in an efficient manner.

Flexitime Rule Maintenance The “Flexitime Rule Maintenance” screen allows you to add or edit Flexitime rules if you have the “00020 User can maintain Flexitime Rules” permission. Navigate to “Maintenance” ‐> “Administration” ‐> “Flexitime Rule Maintenance” to open the “Flexitime Rule Maintenance” screen. You can search for existing rules based on their “Name”, “Description”, and “Status”. Creating or editing a rule opens the “Flexitime Rule Add/Edit” screen.



Flexitime Rule Add/Edit

The “Flexitime Rule Add/Edit” screen enables you to add or edit Flexitime rules. Flexitime rules must have a name and can be given a description. A rule can be made active or inactive. Once a rule is created, it must be associated with a role(s), from within the “Roles” tab. The rule will then apply to all users that are assigned to the specific role(s). Enter the number of “Expected Hours” per day for a “Working Week” (reference point 1). Any amount of hours worked over the expected number of hours will be classified as Credit Hours, as long as the user has the “00015 User can accumulate Flexitime Credit/Debit hours” permission. If the number of hours worked is below the expected hours, then the difference is classified as Debit Hours. At times, employees may work on tasks that should not be taken into account in terms of Credit and Debit hour calculations. This can be achieved by selecting the appropriate Project(s), Task Type(s), and/or “Description Contains” text string(s) (reference point 2), under the “Exclude the following from the Credit/Debit Calculations” header label. Any timesheet entries recorded against these Project(s), Task Type(s), and/or “Description Contains” text string(s), will be excluded from the calculation of Flexitime Credit and/or Debit calculations. Only projects and task types the user has access to will be displayed in the search when clicking on the individual ellipse buttons. The Flexitime rule will only apply to employees as of their employment date within an active Flexitime rule.

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Timesheet Flexitime Tracker Panel

The panel above is displayed on the “Timesheet” screen. You may reorder the “Calendar”, “Status” and “Flexitime Tracker” components by clicking on the header bar of a component and dragging the component up or down. An orange line will appear indicating the new position that the component will have once dropped after the mouse button is released. You can expand and collapse each component by clicking on its header bar. The state and location of all components are saved for your convenience. If the “Calendar”, “Status” and “Flexitime Tracker” components are not all visible when all three components are expanded, the buttons at reference point 1 will enable you to scroll the panel up or down in order to view the rest of the components in the panel.

The “Status” component is visible if the user has access to permission “00013 User can Approve and Rejected Timesheets”. It displays the total number of “Submitted” and “Rejected” timesheets. If there is at least 1 submitted or rejected timesheet, you can click on the number next to either the “Submitted” or “Rejected” labels. This will open the “Timesheet Enquiry” screen listing all the rejected or submitted timesheets.

The Flexitime Tracker component is visible if the user has access to permission “00014 User can access Flexitime”. The “Date” displayed will be the current date. Clicking the button at reference point 4, “Start Day”

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will disable the “Start Day” button and insert the current time next to the “Start Day” button.

None of the “Start Day”, “Start Break”, “End Break” or “End Day” buttons may be clicked within the same time period (i.e. if the “Start Day” button was clicked at 8:00am, you would need to wait until 8:01am, or later, before clicking the “Start Break” or “End Day” buttons).

Once the “Start Day” button has been clicked, “Total Time” (reference point 9) will reflect a running total of your time, excluding breaks, since the “Start Day” button was clicked.

Clicking the “Start Break” button (reference point 5) will start a break and change the “Start Break” label on the button to a red “End Break” label, and the “End Day” button will be disabled (reference point 6). “Total Time” (reference point 9) will pause and the time the “Start Break” button was clicked will be displayed next to the button.

Clicking the “End Break” button will end your current break, enabling the “End Day” button (reference point 6) and changing the “End Break” label back to “Start Break” with the button’s background colour changing back to grey. The time your break was ended will be shown next to the button and “Total Time” (reference point 9) will resume.

Clicking the “End Day” button (reference point 6) will end your day. The current time will be displayed next to the “End Day” button and the “Start Day”, “Start Break” and “End Day” buttons will all be disabled, and “Total Time” will stop.

The “CR/DB Hours” label is visible if the user has access to permission “00015 User can accumulate Flexitime Credit/Debit hours”. The time displayed will reflect the current Credit (hours owed by the company to the employee) or Debit (hours owed by the employee to the company) hours. If the employee is in credit, the label will change to a green “Credit Hours” label. If the employee is in debit, the label will change to a red “Debit Hours” label. The credit or debit time is calculated, based on an active Flexitime rule, and compared to the number of hours and minutes recorded for a given day. Credit or debit time is calculated up until the end of the previous day (i.e. if the current day is a Thursday, and if the active Flexitime rule requires that an employee records 8 hours a day, and the employee recorded 10 hours against various tasks on Wednesday, his/her Credit/Debit time will reflect as “Credit Hours 02:00”).

Clicking the “Edit Flexitime” button at reference point 8 will open the “Flexitime Maintenance” screen.



Flexitime Maintenance The “Flexitime Maintenance” screen allows a user to navigate between dates and view flexitime details on a selected date. It also allows for the adding, editing or deleting of flexitime entries.

Reference point 1 displays the “Date” navigator, navigating between different dates will display all the Flexitime entries for that day in the “Flexitime Maintenance” grid, as well as the “Total Time” for that day as long as an “End Day” was recorded for that day. A user may delete flexitime entries by selecting the desired entry and clicking the “Delete” button at reference point 5. The user may add a new Flexitime entry using the “Add” button at reference point 3. This will open the “Flexitime Add/Edit” screen.

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Flexitime Add/Edit

The “Type of Entry” available for selection at reference point 1 will be dependent on the other entries already created for that day. If there is already a “Start Day” entry for a specific day, the only options available under the “Type of Entry” dropdown will be “Break” and “End Day”. A reason must be given when editing a Flexitime entry (reference point 2).

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Flexitime vs. Timesheet Enquiry If a user has the “00016 User can access Flexitime vs. Timesheet Enquiry” permission, he/she can use the “Flexitime vs. Timesheet Enquiry” screen to search for timesheets for a specific person(s) where the “Timesheet Total” is different to the “Flexitime Total”. Navigate to “Enquiry” ‐> “Flexitime” ‐> “Flexitime vs. Timesheet” to open the “Flexitime vs. Timesheet Enquiry” screen.

The “link”, “previous day” and “next day” buttons (reference point 1) enable a user to navigate using linked dates instead of a date range. If the “link” button displays a solid chain linked icon, the dates are linked together, and changing either the “Date From”, or “Date To”, will cause the other date to change to the same day. Using the arrows on either side of the “link” button enables a user to move both dates either one day forward, or one day back, provided the link button displays a solid chain linked icon. If the “link” button is unlinked and displays a broken chain icon, the date fields can be configured independently. If the “Discrepancies only” checkbox is checked, only timesheets containing a discrepancy between the “Flexitime Total” and “Timesheet Total” will be shown. If the timesheet contains a discrepancy, the “Timesheet Total” cell will be highlighted in red. If any flexitime entries were edited for a specific day, the “Edited” column will be checked. Clicking the “View Flexitime” button (reference point 2) or double clicking the selected item in the grid will open the “Flexitime Detail View” screen for the selected item. This screen provides a view of all the Flexitime entries for the day as well as the total time for that day. The “View Timesheet” button will open the selected timesheet in a tab with functionality similar to the “Timesheet” screen. If the user selected one of their own timesheets that hadn’t at that point been submitted, they will be allowed to make changes to the timesheet from this window. If the user has the “00013 User can Approve and Reject Timesheets” permission, they will be able to approve or reject any person’s timesheets. If the timesheet was rejected and the user has the “00013 User can Approve and Reject Timesheets” permission, they will be able to make changes to the timesheet before approving or rejecting it.

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Credit/Debit Enquiry

The “Credit/Debit Enquiry” screen can be accessed if the user has the “00018 User can access Flexitime Credit/Debit Enquiry” permission. The “Credit/Debit enquiry” screen allows a user to search for accumulated credit/debit hours by selecting a person(s), provided they have the “00019 User can select Person in Flexitime Credit/Debit Enquiry” permission. The user may search for credit/debit hours for a single person, a group of people, or all people, by making the appropriate selection after clicking the “Person” ellipse button. The user can refine the search to a specific period by entering values in the “From” and “To” fields. The “Status” value will refine the search to return only credit/debit hours matching the selected status. The “Clear” button will reset all fields to their default values. The “Search” button will execute the search for the selected search criteria.

The “View” button will open the selected timesheet in a tab with functionality similar to the “Timesheet” screen. If the user selected one of their own timesheets that hadn’t at that point been submitted, they will be allowed to make changes to the timesheet from this window. If the user has the “00013 User can Approve and Reject Timesheets” permission, they will be able to approve or reject any person’s timesheets. If the timesheet was rejected and the user has the “00013 User can Approve and Reject Timesheets” permission, they will be able to make changes to the timesheet before approving or rejecting it.

The time displayed at reference point 1 shows the users credit/debit history for the selected time period. If the entry is displayed in red, the employee owes that amount of hours to the company. If the entry is displayed in green it is the amount of hours owed by the company to the employee. These are running totals.

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Use Case The following Use Case provides you with an example of the simple, yet powerful use of Flexitime Tracker.

Company ‘xyz’ has three staff members employed, namely Bob, Samantha and Ricky. Out of the three, only Bob and Samantha are entitled to work flexi hours. Bob must work at least 8 hours a day and can accumulate credit/debit hours. Samantha must work at least 6 hours a day and can accumulate credit/debit hours. Ricky is not entitled to work flexi hours and may not accumulate credit/debit hours. Ricky therefore is expected to work according to a rigid schedule. Company ‘xyz’ has a company policy stating that flexitime users can accumulate credit and debit hours. Credit hours will be hours accumulated by the employee any time they work over and above their expected hours (this is treated differently to overtime). Debit hours are hours owed to the company by the employee when he/she does not work their full day as defined in the Flexitime rule associated with them.

Creating The Rules We will create two rules, one of these rules will be assigned to Bob that must work at least 8 hours a day, and the other rule will be assigned to Samantha who must work at least 6 hours a day.



Rule 1

Create the following rule “xyz Rule 1”. Set the “Start Date” to your current date and the end date to a year from the current date. Fill in the rest of the fields as per the screenshot above.



Rule 2

Create the following rule “xyz Rule 2”. Set the “Start Date” to your current date and the end date to a year from the current date. Fill in the rest of the fields as per the screenshot above.



Creating The Roles

Role 1

Create the following role “xyz Role 1”. The “Role Permissions” that are assigned to this role are as follows:

• 00008 – User can access timesheets

• 00009 – User can Access Timesheet Reports

• 00011 – User can access Timesheet Enquiries

• 00014 – User can access Flexitime

• 00015 – User can accumulate Flexitime Credit/Debit hours

• 00016 – User can access Flexitime vs. Timesheet Enquiry

• 00018 – User can access Flexitime Credit/Debit Enquiry

Click on the “Flexitime Rules” tab and associate this role with the Flexitime rule “xyz Rule 1”.



Role 2

Create the following role “xyz Role 2”. The “Role Permissions” that are assigned to this role are as follows:

• 00008 – User can access timesheets

• 00009 – User can Access Timesheet Reports

• 00010 ‐ User can select Person in Timesheet Reports

• 00011 – User can access Timesheet Enquiries

• 00012 – User can select Person in Timesheet Enquiries

• 00013 – User can Approve and Reject Timesheets

• 00014 – User can access Flexitime

• 00015 – User can accumulate Flexitime Credit/Debit hours

• 00016 – User can access Flexitime vs. Timesheet Enquiry

• 00017 – User can select Person in Flexitime vs. Timesheet Enquiry

• 00018 – User can access Flexitime Credit/Debit Enquiry

• 00019 – User can select Person in Flexitime Credit/Debit Enquiry

• 00020 – User can maintain Flexitime Rules

Click on the “Flexitime Rules” tab and associate this role with the Flexitime rule “xyz Rule 2”.



Creating the Employees

Employee 1

Create person “Bob Jones” with the following details:

• Date Employed – The current date • Username – bj • Password – a password of your choice • Active – Checked • Roles – assign the role “xyz Role 1” to Bob and verify that all the appropriate permissions have been

assigned.

Click “OK” to save the new user.

Employee 2 Create person “Samantha Smith” with the following details:

• Date Employed – The current date • Username – ss • Password – a password of your choice • Active – Checked • Roles – Assign the role “xyz Role 2” to Samantha and check that all the appropriate permissions have

been assigned.

Click “OK” to save the new user.



Scenario 1 The following scenario will focus on user Bob who is entitled to use flexitime and can accumulate credit/debit hours. Bob is assigned to the “xyz Role 1” role which in turn is associated with the “xyz Rule 1” Flexitime rule. This rule states that the employee must work at least 8 hours during the week and that any timesheet entries containing a description “#OT” will be excluded from Flexitime Credit/Debit calculations. In this scenario, “#OT” denotes overtime and timesheet entries that contain “#OT” in their description will be excluded from credit/debit calculations because overtime is treated differently to flexitime. Bob arrives at work on Monday and opens up MOBE Timesheet. Upon logging in, he notices that his “CR/DB Hours” reflects “0:00”. He clicks the “Start Day” button and notices that the current time is displayed next to the “Start Day” button. Bob continues working and decides to take lunch at “12:00pm”. He clicks the “Start Break” button. The button’s background colour changes to red, and its label immediately changes to “End Break”. Bob also notices that the “Total Time” counter has paused. When Bob comes back from his lunch break, he clicks the “End Break” button. The button’s background colour changes to grey again, and its label immediately changes back to “Start Break”. Bob also notices that the “Total Time” counter resumes. At the end of his work day, Bob clicks the “End Day” button and notices that the “Start Day”, “Start Break” and “End Day” buttons are disabled. He also notices that the current time is displayed next to the “End Day” button and that the “Total Time” counter has stopped. Bob checks his “Total Time” and notices that it amounts to 8 hours. He then proceeds to fill in his timesheet for Monday, ensuring that the total time for the day amounts to the 8 hours as recorded in the Flexitime Tracker, and then clicks the “Save” button. Bob comes in for the rest of the week and repeats the same cycle except for Thursday and Friday. On Thursday Bob decides to put in one extra hour for the day. When Bob comes in on Friday morning he notices his Timesheet now reflects “Credit Hours 01:00”. This means that the company owes Bob one hour. Bob needs to leave work early on Friday due to personal family commitments so he only works 7 hours for the day. When Bob arrives at work the following Monday morning, he opens up the “Credit/Debit Enquiry” screen and reviews his previous week’s hours. He observes his credit/debit history. It displays a balance of “0:00” hours for all the days up until Thursday where it then displays a green “1:00” meaning Bob is owed an hour by the company. On the Friday the balance is “0:00” and for the current day it reflects “0:00” as well.



Scenario 2 The following scenario will focus on user Samantha who is entitled to use flexitime and can accumulate credit/debit hours. Samantha is assigned to the “xyz Role 2” role which in turn is associated with the “xyz Rule 2” Flexitime rule. This rule states that the employee must work at least 6 hours during the week and that any timesheet entries containing a description of #OT will be excluded from Flexitime Credit/Debit calculations. In this scenario, “#OT” denotes overtime and timesheet entries that contain “#OT” in their description will be excluded from credit/debit calculations because overtime is treated differently to flexitime. Samantha comes into work on Monday and works for 6 hours on a new website design, logging the time into her timesheet. On Tuesday she only works 4 hours, needing to leave early to pickup relatives from the airport. On Wednesday she works 9 hours, booking the extra 3 hours using a separate timesheet entry and “#OT” at the start of her timesheet entry’s description. For the rest of the week she works 6 hours on development work. On the following Monday, Samantha checks her Credit/Debit history for the previous week by opening up the “Credit/Debit Enquiry” screen. Samantha observes the following; on Monday her time reflects “0:00” on Tuesday her time reflects “‐2:00” in red meaning she owes the company 2 hours. On Wednesday her time reflects “‐2:00” in red indicating that she still owes the company 2 hour, her additional 3 hours worked on Wednesday were not taken into account because of the “#OT” in the description of the timesheet entry. On Thursday and Friday the time still reflects “‐2:00”.

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