Timecards

Users with the appropriate permissions can view, create and manage timecards through the studio and job timecard panels. In addition to the Calendar and List view, these panels provide dashboards to filter and analyze timecards over a range of data.

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Studio Timecards

Studio timecards are an overview of all logged timecards for all users in NIM.

To load the Studio Timecards select Studio / Timecards from the Main Menu.

Five timecard views are available:

  • Overview
  • Timelines
  • Calendar View
  • List View
  • Day View

Timecard Filters

Common to all views are the filters at the top right of the panel.

_images/nim_timecards_production_filters.png

Multiple filters may be applied to focus the data to only the information needed.

By default the time filters are applied showing only timecards of the last 30 days.

There are four filtering options:

  • Job
  • Location
  • Crew
  • Time

Job Filter

Studio Timecards may be filtered by a single job.

Click on the Filters / Job button from the filter list.

The Filter panel will expand from the right allowing the user to select a job.

Clicking on a job in the list will immediately apply the filter.

_images/nim_timecards_production_filter_jobs.png

When filtering by job, the start and end date filters are disabled so all timecards on the job will be displayed. The time filters can be applied by clicking on the checkbox next to Start Date and End Date to re-enable the filter.

Location Filter

Studio Timecards may be filtered by a single location.

Click on the Filters / Location button from the filter list.

The Filter panel will expand from the right allowing the user to select a location.

Clicking on a location in the list will immediately apply the filter.

_images/nim_timecards_production_filter_location.png

Crew Filter

Studio Timecards may be filtered by a single crew member.

Click on the Filters / Crew button from the filter list.

The Filter panel will expand from the right allowing the user to select a crew member.

Clicking on a crew member in the list will immediately apply the filter.

_images/nim_timecards_production_filter_crew.png

Time Filter

Studio Timecards may be filtered by time.

Click on the Filters / Start Date or End Date button from the filter list.

The Filter panel will expand from the right allowing the user to select a date.

Clicking on a date in the mini calendar will immediately apply the filter.

_images/nim_timecards_production_filter_time.png

Clearing Filters

Filters may be individually enabled and disabled by clicking the checkmark box to the left of each filter.

  • nim_checkmark_on - enables the filter
  • nim_checkmark_off - disables the filter

To reset all filters click the Reset All button at the right of the Filter panel

Timecard Overview

The Timecard Overview displays a breakdown of time logged by user type and location.

Charts display a breakdown of:

  • Hours Per Location
  • Hours Per User
_images/nim_timecards_production_overview.png

Timecard Timelines

Click the Timelines tab to load the Timecards Timelines view.

Timelines displays color coded charts displaying:

  • Hours Per Location - displays an overlaid view of each locations time during the selected time period.
  • RT / OT / DT (Regular Time / Overtime / Double Time) - a stacked view of time logged based on each users RT/OT/DT settings
_images/nim_timecards_production_timelines.png

Rolling the cursor over the chart will reveal detailed information about that particular area of data.

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The chart may also be filtered by clicking on items in the chart legend.

This will add or remove items from the chart.

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Timecard Calendar

The Calendar View displays the all users timecards in a standard calendar.

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Navigation in the calendar view is done through the tools at the top left of the calendar.

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Click the Today button to immediately jump to today’s date.

The left and right arrows move forward and back in time for the given view.

Clicking the Date at the right of the toolbar opens a mini calendar to quickly navigate to any day.

_images/nim_calendar_toolbar_miniCal.png
Inside the mini calendar, click the title bar to adjust the zoom level of the date range to select.
  • Clicking on March 2015 will zoom out the mini calendar to show a list of months.
  • Clicking on 2015 when viewing months will zoom out to show a list of years.
_images/nim_calendar_miniCal_views.png

The calendar can be viewed by Day, Week, or Month depending on the selected view type.

To change the calendar view click on the corresponding view type at the top right of the calendar.

Month View

_images/nim_timecards_production_calendar_month.png

Week View

_images/nim_timecards_production_calendar_week.png

Day View

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New timecards can be added from the Calendar View by double clicking on the date for the desired timecard in either the Week or Month view.

A dialog box will appear to enter the timecard information.

Click the SAVE button when done to save your changes.

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To edit an existing timecard, double click the timecard item in any of the calendar view. The same timecard dialog box will appear. Click the SAVE button when done to save your changes.

Timecard List

The list view displays all of the user’s timecards in a paginated list.

This view provides advanced functionality to add and edit a range of timecards simultaneously.

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Export to Excel

Using the nim_excel_button button you can export the timecard grid to Excel. Any filters that have been applied to the grid will be respected in the export.

Submit For Approval

Using the nim_mail_button button a user can submit selected timecards to a user for approval.

_images/nim_timecards_user_submit.png
Submit Selection

Click on the timecard to submit for approval from the timecard grid. To select multiple timecards, click on the first timecard desired, then Shift-click a second shot to select all timecards in-between, or Ctrl-click / Command-click to add non-consecutive timecards.

Once the timecards have been selected click on the nim_mail_button button to load the submission panel.

Select a user to submit the timecards to for approval from the Submit To dropdown and click the submit button.

When the timecards are successfully submitted you will receive the following notification: Timecards successfully submitted for review.

Submit Range

As an alternative to timecard selection, a range of timecards can be chosen from the date range dropdown.

_images/nim_timecards_user_submit_range.png

Select a user to submit the timecards to for approval from the Submit To dropdown.

Click on the Date Range dropdown and choose a time period to submit timecards for. Each range constitutes one week and can be valued as Monday-Sunday or Sunday-Saturday as defined in the Admin/Timecards - Options settings.

After a range is selected the timecards within the range will be displayed below the dropdown.

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If the selected timecards are correct, click the submit button.

When the timecards are successfully submitted you will receive the following notification: Timecards successfully submitted for review.

Add Timecards

To add a new timecard click the nim_add_button_blue button at the top right of the List View.

The Timecard Details panel will expand from the right.

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The standard timecard entries are available.

By default, the RT / OT / DT breakdown will be determined by the rules set for the selected crew member on the selected job. To manually modify these values, check the “Manually Set OT / DT” checkbox.

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Click the Select Assigned Task button to expand a grid of tasks assigned to the user. Selecting a task will close the panel and set the corresponding fields. The grid will be filtered by any selected made in the timecard dropdowns.

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Multi-day Entry

Adding a timecard using the User / List View includes an advanced entry that allows a range of timecards to be generated at once.

Click the checkbox labeled: Copy this timecard once per day in range

An additional set of fields will appear allowing the user to select a start and end date to generate timecards for.

Additionally there are checkboxes to exclude certain weekdays within the range.
  • By default Exclude Saturdays and Exclude Sundays is selected

Identical timecards will be created for every date in the date range, excluding the excluded weekdays.

_images/nim_timecards_production_list_add_range.png

Multi-day Edit

To edit multiple timecards simultaneously, click on the first timecard to be edited. Then Shift-click a second timecard to select all timecards inbetween, or Ctrl-click / Command-click to add non-consecutive timecards.

The Timecards Details panel will appear from the right.

Click the nim_edit_button button in the Timecard Details panel to edit the timecard information.

_images/nim_timecards_production_list_multi_edit.png
At the top of the panel a reminder is included stating:
Only modified fields will be updated for all selected timecards.
  • Fields with matching values will be displayed as normal.
  • Fields with dissimilar values will be denoted as ---

Any value may be changed in the timecards, however there are some things to keep in mind while editing multiple timecards.

  • Changing the value of dissimilar fields will over-write all of the timecards with the new value.
  • Modifying the date will change all timecards to exist on the same day.

Timecard Day View

The day view offers a quick way to see how many hours per day each user has logged across all jobs and to change the allocation of overtime or double time hours on individual timecards.

Day View Grid

In the day view grid, one month at a time is displayed, and there is one row per user and one column per date. Each cell shows the number of hours worked on a specific day by a specific user.

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If the following conditions are met for any individual cell, it will be highlighted orange:

  • User has timecards for two or more different jobs on this day
  • The total number of hours on this day is enough to trigger overtime or double time for this user (based on crew settings) on at least one of these jobs

Cells are color coded depending on the type of timecard information contained. The options include:

  • Dark Gray - No timecard hours on this day
  • Light Gray - Some timecard hours on this day, but no overtime or double time
  • Yellow - Some overtime on this day, but no double time
  • Red - Some double time on this day
  • Orange Corner - Denotes a day that has two or more timecards on different jobs with at least one meeting the current filter parameters. On these days, attention should be paid to the allocation of overtime or double time, and adjusted as needed.

OT and DT values for individual timecards can be manually changed in this view by clicking any cell. An info panel will open that lists all timecards for the selected user on the selected date. Any of these timecards can be edited by clicking the edit button, entering new values, and clicking the check mark button to save the new values. Only OT and DT values can be changed in this view.

_images/nim_timecards_production_dayview_edit.png

Note

The timecard filters in the top right do not apply to the day view grid. Instead, a month selector can be found on the top left of the grid.

Day View List

In the day view list, each row represents a single day for a single user.

_images/nim_timecards_production_dayview_list.png

(IMAGE OF DAY VIEW LIST)

Clicking any row in this list will open the same info panel that opens when you click a cell in the day view grid. Like in that view, you can modify OT or DT on any individual timecard from this info panel.

Timecard Approvals

Timecards have a 4 stage, color-coded, approval process which updates the status of the timecard as:

  • Not Approved
  • Submitted
  • Approved
  • Disputed

In the NIM approval workflow, artists will enter timecards as they work. At the end of the billing period, the arists submits their timecards to a supervisor or producer for approval. The person that received the timecards can then dispute or approve the timecards as needed. Once a timecard is approved, it is locked and no further changes can be made. This can additionally notify an accounting or payroll department that the timecards have been approved and to proceed with payment. If a timecard is disputed, it is sent back to the submitting artist for changes. With additional user permissions a timecard can be disputed after approval by a higher authority. This process is fully accompanied by email notification to alert all users in the process of any required action needed to be made.

Approval Status

The four color-coded stages of approval are:

Color Status Description
nim_approval_status_grey Not Submitted Timecards that have not been submitted can be edited and/or deleted at any time.
nim_approval_status_orange Submitted for Approval
Timecards that have been submitted for approval are locked and can not be modified or deleted.
  • An optional Delete Submitted Timecards flag is available in Admin/Timecards/Options to allow the deletion of submitted but not approved timecards.*
nim_approval_status_green Approved
Timecards that have been approved are locked and can not be modified.
  • An optional permission allows for a user to Dispute Approved Timecards providing an overriding approval.
nim_approval_status_red Disputed Timecards that have been disputed are available for modification and deletion, as well as re-submission.

Status Filter

In both the Calendar and List View, timecards can be filtered by their status using the dropdown at the top right of the view.

Note

This status filter setting will be remembered across views and sessions.

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Job Timecards

Job timecards are an overview of all timecards associated with the selected job. The Job Timecards panel works identically to Studio Timecards panel. The only difference is that Job Timecards panel is loaded from within the selected job and are limited to displaying and creating timecards for the selected job.

To load the Job Timecards select Production / Timecards from the Job Menu.

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