Understanding BigChange Timesheet Reporting (Timesheet Report Version 2)

  • Updated

This article provides a guide to using the new Open BETA Timesheet Report (Version 2) in BigChange. It covers the key functionalities, parameters, and how to interpret the data.

What is Open BETA

Open Beta means that these features are still in the testing phase, and we've made them available to you for early use. While we believe they are functional and exciting, they might not be completely polished yet.

By using these features, you can help us make them even better! You might encounter some quirks or unexpected behaviour. Your input is incredibly valuable, and we welcome any feedback and suggestions you may have during this phase.

 

 

 

 

 

 

 

 

 

To access the Timesheet Reports, select "Analytics & Reporting" from the main navigation menu bar, scroll down to "Timesheets" and select  "Timesheet report Version 2".

The quality of the report depends on your system setup; the more comprehensive the information within BigChange, the better the data the report will present.

Purpose of the Timesheet report version 2.

This report is designed to assist with tracking resource working hours; resource allocation; cost management and payroll processing.  The data contained within this report can give important business information to assist with efficient operations, and help with overall company performance.

What data does the Timesheet Report Version 2 Use?

The data displayed within the timesheet report version 2 is mainly drawn from your Resource Settings.

The data covers:

  1. Working hours
  2. Default hourly rate
  3. Special hourly rates
  4. Absenses
  5. Timesheet Activities

Timesheet report 3.png

The report also considers resource absences.

Timesheet report 4.png

Timesheet Reporting Overview

Report date and time

The report is broken down by Resource, and then by the timeframe, typically per week (Monday to Sunday).

  • Shift Details: Each row represents either a day with no work, or multiple shifts. E.g. for a day with more than one shift, there will be multiple rows.

timesheet 2-3.png

  • Start and Finish Times: These are the Timesheet start and finish times.

timesheet 2-2.png

  • Timesheet Approval Status & Approved By:These two optional columns, when filtered, provide a quick overview of timesheet statuses such as approved, rejected, paid, etc and appved by who. Additionally, these columns are filterable for easy navigation.

Timesheet 2 - 4.png

Working Columns (grey columns)

timesheet 2-4.png

  • Standard: Shows the duration of the shift within standard working hours. This is calculated based on the "Working Hours" setup within Resource administration.
  • Special Rates: If the Resource works during special rate times, these are shown as multipliers (e.g., x1.5, x2). This is custom to each Resource, and is setup on the "Special hourly rate" in Resource administration. For the example below - x1.50 (1.50 x hourly rate), x2.00 (2 x hourly rate). 

timesheet 2-7.png

  • Unrated: Time that falls outside of specified working hours or special rates.

Handling Holidays and Absences (white columns)

Absence Columns: These columns are customised based on how your absences have been configured in the system. Any recorded absences will appear in separate columns with the corresponding header names.

timesheet 2-9.png

 

Timesheet report 4.png

  • Holiday Statuses: Approved, rejected, and other statuses are available and the data is drawn from the resources absence record.
  • Unspecified Absences: Ensure holidays etc. are specified correctly to avoid them appearing an Unspecified column.
  • Maximum Working Hours: Holidays are shown as the maximum number of standard working hours for that day.

If the absence type is not specified correctly it will result in them appearing in an Unspecified column. (see images below)

timesheet 2-8.png

Timesheet-worksheet-8.png

Handling Timesheet Activities (grey columns)

Timesheet Activity Columns:These columns are customised based on how your timesheet activities have been configured in the system. Any recorded timesheet activity will appear in separate columns with the corresponding header names.

Timesheet 2 - 2.png

 

Handling Job Data (blue cells)

Job data is now included in the Timesheet Report (Version 2) and is displayed in the blue cells between the timesheet shift data.

Timesheet v2 1.png

The job data columns includes the following job data:

  • Parent Contact (if applicable): Displays the name of the parent company, if there is one.
  • Job Reference: Shows the job reference number.
  • Job Contact (Site): Indicates the contact site where the job took place.
  • Job Start Time (Actual): Displays the actual start time of the job.
  • Job Stop Time (Actual): Displays the actual stop time of the job.
  • Standard: Shows the actual duration of time spent on site.
  • Unrated: Displays any time spent on site outside of the standard working hours.

 

Timesheet v2 2.png

 

Handling errors (red cell)

Red Cell: This red cell indicate an issue when a resource has not completed their timesheet shift. This will be flagged with a red cell for easy identification.

Timesheet 2 - 3.png

 

 

Running & Reviewing Timesheet version 2

To access and run the Timesheet Reports, select "Analytics & Reporting" from the main navigation menu bar , scroll down to "Timesheets" and select  "Timesheet report Version 2".

Timesheet report 1.png

Timesheet report 2.png

Filtering

You can filter the data by using the filters in the left side-menu. These include:

  1. Date Range: Select the from and to dates for the report. (Max 62 day)
  2. Resource: Optional; Choose from the list of available resources.
  3. Group: Optional; Select from the list of resource groups.
  4. Show Totals: Optional; 
    1. All - show a total column on the right hand side that totals working hours and absences.
    2. Resource - shows a total row after every resource.
    3. Weekly - shows a total row after every week.
    4. None - (default) 
  5. Absence Statuses: Optional;
    1. All - (default) Will show all absences regardless of status. 
    2. Exclude Rejected only
    3. Approved only
  6. Show non - active resources: Optional;
    1. Yes -Will show all resources.
    2. No - (default) Will exclude all non active resources.
  7. Show Duration: Optional;
      1. Time - Duration will be displayed as time (02:11).
      2. Decimal - (default) Duration will be displayed as a decimal (2:18).
  8. Timesheet Status: Optional;
        1. All (default).
        2. Unassigned.
        3. Signed.
        4. Queried.
        5. Rejected.
        6. Approved.
        7. Paid.
  9. Show timesheet approval status: Optional;
    1. Yes: This is show the status and approved by who.
    2. No: (default).

Timesheet report 5.png

An example of a single resources complete weekly timesheet report version 2.

Timesheet 2 - 5.png

 

An example of a weekly timesheet report version 2, for multiple resources.

Timesheet 2 - 6.png

 

Exporting & Scheduling

The Timesheet Report Version 2 offers additional functionalities to enhance your reporting experience.

Exporting the Report

  • Select the export option to download the report in your preferred format.
    • Formats include PDF, Excel, Word, image and email.
    • This allows for easy sharing and further analysis.
 Timesheet-worksheet-5.png

 

Scheduling the Report

  • Set up a schedule for the report to be emailed at a specific date and time.
    • This ensures you receive regular updates without manual intervention.
    • You can set daily, weekly, or monthly schedules based on your requirements.
 Timesheet-worksheet-6.png

 

Below is an example of a scheduled timesheet report (based on your current filetrs) for delivery every Monday morning by email at 8am for the previous 7 days.

Timesheet-worksheet-7.png

FAQ's

  • Q: Why would I need to display 'non-active' resources?
  • A: If you have staff members who are no longer active or employed, they might still require a timesheet check or performance review. Displaying non-active resources allows you to manage their visibility based on the circumstances.

 

  • Q: Is it possible to hide timesheet activities?
  • A: At present, timesheet activities cannot be hidden from the timesheet report. However, this is a feature we may consider developing in the future as part of the open BETA feedback.

 

  • Q: Why is there a number in the "Unrated" column?
  • A: This number represents time that falls outside of specified working hours or special rates.

 

  • Q: Why is there a number in the 'Unspecified' column?
  • A: If the absence type, such as 'Annual Leave' or 'Medical Appointment', is not specified correctly, it will appear in the 'Unspecified' column. To correct this, please navigate to [Top menu] Fleet & Resources > [Side menu] Resources > Select a resource > Absence tab > Select an absence > Edit > (dropdown list) Type > select the correct type of absence, and then re-run the report.

Conclusion

This guide provides an overview of the timesheet reporting version 2 feature in BigChange. By understanding the parameters and how to interpret the data, users can effectively manage and analyse their timesheets. 

 

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