Support & Documentation

User Guide

Overtime Report

Section Contents

• • Report Description
  • Generate Overtime Report (HTML Format)
  • Export Report Data in CSV Format

Report Description

This report provides you with information about overtime/undertime and overall leave time 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 report provides you with the following information:

• Overtime/undertime manually entered by the users who are allowed to do that (see section User Management: Create New User for the detailed description of overtime/undertime tracking settings that can be configured for a user).

  If a user is allowed to enter overtime/undertime manually, the system will inform this user when the specified overtime differs from an automatically calculated value, but the final decision how much time to report as overtime/undertime the user makes 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 shows '-' instead of the entered overtime/undertime.

• Overtime/undertime automatically calculated by the system

  Auto-calculated overtime/undertime

  = ∑(

  Hours worked for nonworking days

  ) + ∑((

  Hours worked for working day

  ) + (

  Leave Time

  ) - (

  Workday duration

  ))

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

  1. All working hours submitted for nonworking days are considered as overtime

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

  3. If a sum (time-track + leave time) reported by a user for a working day is less than workday duration set up for this user, then

     • when undertime tracking is turned on - time difference between workday duration and this sum is considered as undertime

     • when undertime tracking is turned off - overtime is considered to be 0:00

  4. If leave time tracking is turned off in the system settings, all leave time is ignored (even if users had reported some leave time before its tracking was turned off).

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

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

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

• Total leave time reported by the user/for the specified date (if leave time tracking is not turned off in the system settings)

The following filters are available for the Overtime report:

• System users - you can create a report for all staff with enabled overtime/undertime tracking or only for the selected system users.
• Date range

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

Generate Overtime Report (HTML Format)

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

1. Select 'Overtime' option in the top-level menu 'Reports' to open the report interface.

   
   Overtime/Undertime Report form

2. Specify parameters for the report to be generated.

   You can load a report configuration with pre-configured report parameters. See section Working With Report Configurations for more information.

   The report parameters include:

   • Users to generate report for - all staff with enabled overtime/undertime tracking or selected actiTIME users.

     To show users with disabled access in the 'Selected Staff' list select 'Show users with disabled access' checkbox under the list.

   • Data grouping options

   • Time format to be used in the HTML report - either decimal format (##.##) or hours/minutes format (HH:MM).

     This option is not applicable to the reports in CSV format. Reports in the CSV format always use decimal format for time-track data.

   • Date range - you can use one of pre-defined date ranges or configure a custom 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/undertime tracking
   • Data grouping: Days by Users
   • Time format: As configured in the general system settings
   • Date range: Current month

   After you have generated a report, the interface saves 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 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 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 Report).

2. When you are ready, submit the page by clicking 'Export Report to CSV Format' button at the bottom of the interface. The system will generate and return a file with report data in CSV format.

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

   Report records will be delimited by the field separator configured in the general system settings You may need to change the default field separator if your spreadsheet software does not automatically split the report data in columns (for more information see section Adjust General System Settings).

   Numbers shown in the report will be formatted using decimal symbol configured in the general system settings.

   In contrast to HTML reports, CSV reports always convert time to the decimal format. This means that if HTML report shows spent time as "1:15", CSV report will contain value "1.25".

You can also export the report data to CSV format just after generating a report in the HTML format. The system will generate and show you a new report in the CSV format using the same report parameters as in the previously generated HTML report.