19.5. Reports and Processes

Time Sheet Reports

SocrateCloud offers a number of predefined reports that can be used to display attendance information. All reports can be edited in order to comply with the organization's requirements. To edit a the print format or contents for a report:

select the report print format in the Print Format field located in the report toolbar;
press the button to open the Print Format window;
the report columns can be managed in the Display Order tab;
the display order for report lines can be defined in the Sort Order tab;
details in Reporting.

The reports can be found in the Hours Management menu.

All the attendance records entered in SocrateCloud (daily time, monthly attendance, tasks, requests, etc.) are centralised in the Time Sheet window, located in the Hours Management menu. The information can be viewed as a list or detailed.

The Employees Report lists all active employees from selected period (month), department and organization. The report will only display employees with their employment date within the period and the end date not included in the period.

The Monthly Time Sheet Report displays the hours registered for each day for each employee during a month. The data source for the report is the list of records in the Time Sheet window . The report uses the following parameters:

Year, Month - the month for which the hours are displayed;
Activity, Organization, Project, Time Type- selection filters for the hours added up in the report;
Exclude - if you want to exclude or include the selected Time Type in the result of the report;
Consolidate Other:
- If a Time Type is selected:
  - Checked - the report will return two lines for each employee: one containing the selected time type and one with all the other existing time types summed up;
  - Not Checked - the report will return one line containing the selected Time Type;
- If no Time Type is selected:
  - Checked - the report will return one line with all the other existing time types summed up;
  - Not Checked - the report will return one line for each time type.

The Time Sheet Check report compares the number of hours entered in the time sheet with the work norm and deviation. The verification is only applied to the time sheet records. The report uses the following parameters:

Time Type - the time type you run the report for, if left empty, all the time types will be selected;
Exclude - exclude or include the selected Time Type in the result of the report.

The Internal Hours Matrix report represents the situation of the clocked hours in the time sheet and of the approved hours enter on Projects and Organizations or Activities, in a matrix format, as described below:

on the lines it will present the projects;
on the columns it will present either the organizations or the activities, depending on the option selected prior to running the report:
- Trx Organization - this is relevant if the organizations are departments or profit/cost centres and the hours are entered by indicating this.
- Activity - this is relevant if the information is entered broken down on activities, which are, furthermore, individually supervised.
the values are made up as such:
- the hours entered, approved and processed in the time sheet, grouped on the reporting dimensions indicated above.
  - the dimensions (organization, activity) are taken with priority from the definition of the project, project phase or project task (after the ownership).
- the hourly value is given by the Hour Rate in the Payroll tab of the Employees window.

Note: if there are employees that do not have any Hour Rate information (it is null!), the report will NOT display information on the columns with the activities used by the respective employees to register hours. This is a control mechanism that helps the project supervisor track and correct the nonconformities.

Monthly Time Attendance Report - this report presents the monthly time attendance records as they have been completed. The information that has been modified after having been completed will not be displayed. The following selection filters can be specified: Period, Timekeeper and Trx Organization.

The source of information for this report is the data entered in the Monthly Time Attendance window.

Monthly Time Attendance Report Revisited - this report presents the monthly time attendance records including the current corrections.The following selection filters can be specified: Period, Timekeeper, Department.The source of information for this report is the data entered in the Monthly Time Attendance window.

Monthly Time Attendance Report Corrections - this report presents the corrections done to a monthly time attendance report, for a certain period, timekeeper and department (starting with version 13.12). The source of information for this report is the data entered in the Monthly Time Attendance window.

Monthly Time Attendance Report Snapshot - this report presents the snapshot generated from monthly time attendance form. The source of information for this report is the data entered in the Monthly Time Attendance window.

Timesheet vs Attendance Check - available starting with version 13.08. The report summarizes and compares the hours entered in the Time Sheet with those in the Monthly Time Attendance. The data in the monthly time attendance are brought in a corrected form so as to verify the final, corrected data. The following selection filters can be specified: Date (interval - mandatory), Employee, Timekeeper.

Time Attendance Status Report (v17.03) - this report displays a list of active timekeepers, detailed by period and department. The report contains the Advance and Fortnight columns which contain information about the timesheet status relative to each timekeeper: not initialized, not completed, completed.

aduce lista pontatorilor activi, detaliat pe pontaj in perioada și societate pontaj. Sunt disponibile coloanele Avans și Lichidare care conțin informații despre status-ul pontajelor, per pontator: neinițializat, nefinalizat, finalizat.

Time Sheet Processes

The Move timekeeper process, available starting with version 13.12, makes it possible to move employees from a timekeeper to another, starting with the date specified in the parameters.

The Synchronize Time Sheet process is used to update time sheet based on their corresponding request records. The process is run after modifying a time sheet record which was generated based on a request and updates the request accordingly. The following selection filters can be specified: Organization, Employee, Document Date (interval), Project. The Calendar must be opened for this period.

The Reactivate Time Attendance process, available starting 14.07 can be used to reactivate completed monthly attendance time records. The available parameters are: Period (month) and Timekeeper.

The Process/Approve Time Sheet is used after entering all the time sheets, when they need to be approved by a supervisor, in order for them to generate their effects within the system. Before running the process you can specify the following parameters:

Organization - select the organization whose time sheets you wish to approve;
Activity - optional, you may select a profit centre (business line);
Project - optional, you may select a certain project (if you want the time sheet approval to be at project level);
Transaction Date - the period corresponding to the time sheets that need to be approved;
User/Contact - select to approve the time sheets corresponding to a certain employee.

After having run the process, the system will display a window containing the number of processed time sheets. The lines will be marked as Approved and Processed.

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The process Update Phase / Subphase According to Activity - is used for situations where the timekeeping comes from external applications / data sources and the project information is incomplete. It starts from the premise that the minimum necessary information is given by the Project, Activity and Employee, and the missing information such as phase and sub-phase of the project can be determined from the structure / configuration of the project. The premise is that of the existence of the unique project / phase / sub-phase / activity branches, the activity being uniquely assigned to a single project / phase / sub-phase branch of the project construction. The process will thus update the data from the timelines with the phase and sub-phase information, only if the mentioned conditions are met. Available parameters are those in the image below, the project and the period being mandatory when running the process.

The process Update Title / Job - is used for situations where the timesheet comes from external applications / data sources and the employee information is incomplete. The process will thus update the data from the timesheets with the job and function information, taking them from the definition of the Employee (Users window). Available parameters are those in the image below, the project and the period being mandatory when running the process.

Import Employee Costs

The Employee Cost Import window is used to view the import data (from SocrateSalarii), and based on the respective data, the following processes an be run:

Import Employee Cost process - generates cost records in the Employee Cost window, based on the import data;
- Update TC/HB of Employee process - updates the amounts in the Hour Rate and Brut Orar fields from the Payroll tab, Employee window. If the Payroll tab does not contain any records with the Valid from date corresponding to the current month, the process will add a new record with the updated Hour Rate and Brut Orar amounts.
- project labor capitalization can then be obtained based on the information in the Payroll tab, Employee window. Details in Labor Capitalization.
Import GL Journal - Payroll process - generates Gl journal notes for payroll, based on the import data from SocrateSalarii. Details in Accounting.

Details in SocrateSalarii Integration.

Update TCA/StandardCost (for Employee/Timesheet)

The process updates data for existing timesheet records and for which cost information may not have been available at the time of the timesheet operation. Most of the time this information appears after the salary calculation and so it must be updated back on time. The TCA data are taken from the Employee Cost window, from the valid registration for the timekeeping date. Standard cost data is taken from the Employees window, Salaries tab, on the valid record for the timekeeping date.

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