actiTIME User Guide

Overtime/Undertime Report

Overtime/undertime report provides you with information about overtime/undertime, time off, and sick leave reported by actiTIME users within the selected date range.

Overtime/undertime information includes:

• overtime/undertime automatically calculated for the system users
• overtime/undertime manually reported by the system users

Report results can be grouped by users and by dates:

• First group results by users, then by dates
• First group results by dates, then by users
• Group report results by users only
• Group report results by dates only

For each user and/or date the Overtime/undertime report provides you with the following information:

• Hours worked reported by the user/for the specified date

• Time off and sick leave reported by the user/for the specified date

• Overtime/undertime manually entered by the users who are allowed to do that (see section System Administration: User management: Add new user for the detailed description of overtime/undertime tracking settings that can be configured for a user).
  If user is allowed to enter overtime/undertime manually, the system informs this user when specified overtime differs from an automatically calculated value, but the final decision how much time to report as overtime/undertime user does by him/herself.

  Thus overtime submitted by a user may differ from the overtime automatically calculated by the system.

  If overtime/undertime calculation mode configured for a user is 'Automatic', this column will show '-' instead of entered overtime/undertime.

• Overtime/undertime automatically calculated by the system

  Auto-calculated overtime/undertime

  = ∑(

  Hours worked for nonworking days

  ) + ∑(

  Overtime/undertime for working days

  )

  Overtime/undertime for working days

  = ∑((

  Hours worked for working day

  ) + (

  Sick Leave

  ) + (

  Time Off

  ) - (

  Workday duration

  ))

  The system applies the following rules when calculating overtime/undertime automatically:

  • When undertime tracking is turned ON:
    • All hours worked submitted for nonworking days is considered as overtime

    • If sum (time-track + sick leave + time off) reported by a user for a working day exceeds workday duration set for this user, time exceeding workday duration is considered as overtime (but no more than hours worked for this day).

    • If sum (time-track + sick leave + time off) reported by a user for a working day is less than workday duration set for this user, time difference between workday duration and this sum is considered as undertime.

    Note that overtime values are positive and undertime values are negative.

  • When undertime tracking is turned OFF:
    • All hours worked submitted for nonworking days is considered as overtime

    • If sum (time-track + sick leave + time off) reported by a user for a working day exceeds workday duration set for this user, time exceeding workday duration is considered as overtime (but no more than hours worked for this day).

    • If sum (time-track + sick leave + time off) reported by a user for a working day is less than workday duration set for this user, overtime is considered to be 0:00.

  For information on how to specify workday duration for a user see section System Administration: User management: Edit user information and access rights.

The following filters are available for the Overtime reports:

• System users - you can create a report for all or only for the selected system users.
  Note: Only users with enabled overtime tracking are available for overtime report (for information on how to enable and disable overtime tracking for a user see section System Administration: User management: Edit user information and access rights).

• Date range

To access the Overtime report interfaces use sub-menu 'Overtime/undertime Report' of the top-level menu 'Reports'.

To generate and view an Overtime report in HTML format follow the instructions below:

1. Select option 'Overtime/undertime Report' in the top-level menu 'Reports' to get to the report interface.
   
   Overtime/Undertime Report form
   When undertime tracking is turned OFF in the general system settings, the sub-menu option is named 'Overtime Report'.

2. Specify parameters for the report to be generated.

   The report parameters include:

   • Users to generate report for - all or selected actiTIME users who have overtime/undertime tracking enabled.
     To show users with disabled access in the 'Selected Staff' list set the 'Show users with disabled access' checkbox under the list.

   • Report format - two grouping levels
   • Date range

   Initially, just after your login to actiTIME, the report parameters are pre-set to the following options:

   • Users: All staff with enabled overtime tracking
   • Report format: Days by Users
   • Date range: Current month

   After you have generated a report, the interface 'memorizes' its parameters and will pre-set them when you open the report page next time.

3. When you are ready, submit the page by clicking 'Generate HTML Report' button at the bottom of the interface. The system will generate and show the report according to the specified parameters.

If you want to modify parameters of the generated report, click the link 'Change report parameters' above the table. This will return you to the page with report parameters. Modify them and generate the report again.

Export report data in CSV format

To export data of the Overtime/undertime report in CSV format follow the instructions below:

1. Specify report parameters in the same way as for generating an HTML report (for more information see section Generate overtime/undertime report).

2. When you are ready, submit the page by clicking 'Generate CSV Report' button at the bottom of the interface. The system will generate and return a file with report data in CSV format.
   Report records will be delimited by the field separator configured in the general system settings (for more information see section Adjust general system settings).

   Save the generated file. For examining exported data open the saved file in Microsoft Excel or any other spreadsheet software.

You can also export the report data to CSV format just after generating a report in the HTML format.

To do that click on the 'Export to CSV format' link under the report.

The system will generate and show you a new report in the CSV format using the same report parameters as in the previosly generated HTML report.