Section Contents

Report Description

Cost of Work Report is available within actiTIME Pro and actiTIME Online editions only

Cost of Work report provides you with information on costs calculated for working and leave hours reported by the selected system users. Costs are calculated on the base of hourly user rates.

Example of Cost of Work Report, detailed form

Cost of Work Report is available in actiTIME interface only when 'User Rates & Cost of Work Report' feature is turned ON (see section Turn Features On / Off).

Only the users who have 'Generate Cost & Billing Reports' permission may generate Cost of Work reports. Note that the users who do not have this permission will not see the reporting interfaces at all.

Report Sections

The Cost of Work report consists of three sections:

  • Costs calculated for the selected customers and projects on the base of regular user rates

    Cost of Work report, Costs calculated for the selected customers and projects

    This section shows costs calculated for the working time reported by the selected system users for the selected customers and projects within the specified date range.

    Note that costs shown in this report section are:

    1. Always calculated on the base of regular user rates
    2. Always calculated for all working time reported by the users for the selected customers and projects

    In particular, this means that costs shown in this report section include cost of overtime hours calculated on the base of regular user rates. See also description of the Overtime Addition costs listed below in the description of the General costs report section.

    You can configure how to group information shown in this section. Up to two grouping levels are available.

    Grouping by projects and tasks joined by name is a useful option, if you need to generate reports on ‘generic’ projects or tasks, i.e. projects with same names associated with different customers and tasks with same names performed in different projects.

    actiTIME automatically calculates subtotals when grouping report records.

  • General costs

    Cost of Work report, 'General costs' section

    This section shows costs that do not depend on the selected customers and projects and depend only on the date range selected for the report.

    General costs include:

    • Leave Time costs - costs calculated on the base of leave time user rates.

    • Overtime Addition costs - additional costs calculated for users' overtime hours reported within the specified date range. Overtime Addition costs are calculated as specified below:

          Overtime Addition Cost = (Overtime Hours) * (Overtime Rate - Regular Rate)

      Where parameter 'Overtime Hours' means one of the following:

      • Overtime hours reported by the users who are allowed to enter overtime/undertime manually
      • Auto-calculated overtime hours for the users with overtime calculation mode set to 'Automatic calculation'

      Note that Overtime Addition does not depend on selected customers and projects. It shows additional overtime costs for the selected dates independently of the tasks users were working on at that time.

      This means that Overtime Addition does not change when you filter report records by customers and projects; thus in some cases report section with per-customer costs might not contain any spent time and costs (as they were filtered out), but the Overtime Addition Costs will be greater than zero.

  • Grand Total

    Cost of Work report, 'Grand Total' section

    This section presents sum of costs shown in the other two report sections.

    Note that when you filter report records by customers and/or projects, section with general costs does not change, but the section with per-customer costs may depend on your filters.

    In this case summation of general costs and per-customer costs may provide you with results that are hard for interpreting, especially when selected users were working on the projects that were filtered out.

When displaying of leave time and overtime costs is turned off in report parameters, corresponding report section is hidden.

Example of Cost of Work report,
displaying of leave time and overtime costs is turned off

Per-User Information Shown in the Report

Cost of Work report presents the following information for the selected users:

  • Spent time - working or leave time reported by the user.

    You can turn off displaying of spent time in the report parameters.

  • Rate - hourly user rate, one of the following:

    • Regular rate

      This rate is shown in the section presenting costs calculated for the selected customers and projects.

    • Leave Time rates

      These rates are shown in the General costs section, in the lines presenting leave time costs.

    • Overtime Addition rate

      This rate is shown in the General costs section, in the line presenting additional cost of overtime hours. Overtime addition rate is calculated as (Overtime Rate - Regular Rate).

    • Average rate

      Average rates are shown in the summary rows 'Total for Leave Time' and 'Grand Total'. Average rates are calculated as (Cost / Spent Time).

    You can turn off displaying of user rates in the report parameters.

  • Cost calculated on the base of hourly user rates

If hourly rates were changed for a user within the date range selected in the report parameters, the report will contain several sets of user-specific columns for each set of user rates.

Cost of Work report, columns for different user rates

For example, if rates for Billy Crown were changed on January 07, 2009, and report is generated for the date range from January 01, 2009 to January 08, 2009, the report will contain two column sets for Billy Crown:

  • One for date range January 01, 2008 - January 06, 2009
  • And another for date range January 07, 2009 - January 08, 2009

Compact and Detailed Report Formats

You can generate Cost of Work report in the compact or detailed form. Level of details to show in the report is configured in the report parameters.

You can choose which information to show in the report columns:

  • Users in alphabetical order
  • Departments only (without users)
  • Users grouped by departments

In addition, you can show or hide the following information:

  • Report columns:

    • Spent time
    • User rates
    • Average rates
    • Subtotals calculated for each department

  • Report rows:

    • Per-task costs

In the most detailed form Cost of Work report shows all available information on the calculated costs:

Example of Cost of Work report, detailed form

In the most compact form Cost of Work report shows only costs without any additional details.

Example of Cost of Work report, compact form

You can also hide report rows displaying leave time and overtime addition costs.

Cost of Work Report Parameters

Cost of Work Report form

Parameters of Cost of Work Report include:

  • Users to generate report for - all or selected actiTIME users, departments and time zone groups

    • If you select option 'All Staff', the report will show information for all users who entered time within the specified date range.

      Note that users who did not enter time within the date range will not be shown in the report.

    • If you select specific departments or time zone groups, the report will show information for all users from these departments or time zone groups who entered time within the specified date range.

      Note that users who did not enter time within the date range will not be shown in the report.

    • If you select specific users, all selected users will be shown in the report even if some of them did not enter time within the selected date.

    To view only selected users in the user selector click on icon.

    View selected user only in the user selector

    To search users by name click on icon and start typing user name.

    Searching users by name in the user selector

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

  • Data grouping options in the report section with customer- & project-specific costs.

  • 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 data.

  • Information to show in the 'General costs' report section:

    • Leave time costs
    • Overtime addition costs

  • Information to show in the report columns:

    • Users in alphabetical order
    • User groups only
    • Users by user groups

    and options defining whether to show additional columns with supplementary information:

    • Spent time
    • Average rates
    • User rates
    • Subtotals by user groups
  • Date range - you can use one of pre-defined date ranges or configure a custom date range.

  • Customers and projects to generate the report for

    To see archived customers and projects in the customers and projects selector, select 'Show archived customers and projects...' checkbox above the list of customers and projects.

    Customers and Projects Selector

    If you select a customer when option 'Show archived customers and projects...' is not selected, archived projects of this customer will not be shown in the report.