User Timecards

Users have several methods to create and modify timecards.

Timecard Entry

For all users, the nim_toolbar_timecards button in the NIM toolbar opens a dropdown for quick entry of timecards at all times.

_images/nim_timecards_entry.png

To create a new timecard select the date for the timecard by clicking on the date in the calendar. By default the current date is selected.

_images/nim_timecards_mini_cal.png

The selected date is denoted by a blue box around the date. Dates that contain existing timecards are marked in light grey.

Click on the nim_add_button button at the top right of the timecard entry form.

_images/nim_timecards_new.png

If Enter Time In / Time Out is enabled in Admin/Timecards - Options the input will look like this:

_images/nim_timecards_new_ti-to.png

Fields available include:

  • Job - The job to assign the time to.
  • Task - The task that was completed during this time.
  • Time In - The start time of the timecard. Displayed when the Enter Time In / Time Out option in Admin/Timecards - Options is selected.
  • Time Out - The end time of the timecard. Displayed when the Enter Time In / Time Out option in Admin/Timecards - Options is selected.
  • Hours - The number of hours to allocate for the current day. Displayed when the Enter Time In / Time Out option in Admin/Timecards - Options is not selected.
  • Break Hours - The total number of hours to deduct for break hours.
  • Total Hours - The total number of working hours calculated as Hours - Break Hours.
  • RT - The number of total hours to be billed as regular time.
  • OT - The number of total hours to be billed as overtime.
  • DT - The number of total hours to be billed as double time.
  • Location - The location the work was done.
  • Description - A brief description of the work done.
  • Approved By - Displays the user who approved the timecard.
  • Approval Time - Displays when the timecard was approved.
  • Approved - Displays the approval status of the timecard.
  • Assigned Task - At the bottom of the timecard panel is a grid of all tasks assigned to the user. The tasks available will be filtered by the selected job and task type.
_images/nim_timecards_users_tasks.png

After entering the information click the nim_accept_button to accept your changes.

A new timecard entry will be made.

_images/nim_timecards_entry_added.png

To edit an existing timecard click the nim_edit_button button at the right of the timecard entry.

To delete an existing timecard click the nim_delete_button button at the right of the timecard entry.

Multiple timecards can be entered on a single day spanning multiple tasks on the same job or across different jobs.

_images/nim_timecards_entry_multi.png

Regular Time, OverTime, and DoubleTime

When inputting values for OT and DT, an equivalent amount of hours will be subtracted from RT in order to keep your Total Hours consistent. If RT is at 0, add more Total Hours before increasing OT or DT.

As OT and DT values are modified, the bar above them will change to visually reflect the breakdown of total hours. RT hours are represented by the green portion of the bar, while OT and DT are represented by the yellow and red portions, respectively.

_images/nim_timecards_entry_rtotdt.png

User Views

Users can view all of their timecards by going to the Main Menu / Users / Timecards panel. Timecards a viewable through two types of views:

  • Calendar View
  • List View

Calendar View

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

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

_images/nim_calendar_toolbar.png

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_user_calendar.png

Week View

_images/nim_timecards_user_calendar_week.png

Day View

_images/nim_timecards_user_calendar_day.png

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.

_images/nim_timecards_user_calendar_edit.png

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.

List View

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.

_images/nim_timecards_user_list.png

Export to Excel

Using the nim_excel_button button a user 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.

_images/nim_timecards_user_submit_range_selected.png

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.

_images/nim_timecards_user_list_add.png

The standard timecard entries are available.

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

_images/nim_timecards_user_list_manual_rt.png

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.

_images/nim_timecards_user_list_assignedTask.png

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_users_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 shot to select all timecards in-between, 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_user_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 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.

_images/nim_timecards_status_filter.png

Approve Timecards

If a user has permission to approve timecards, an additional Approvals option will appear in the User menu. Clicking on the Approvals option will load the Timecard Approvals view.

_images/nim_timecard_approvals.png

Timecards that have been submitted for approval will be displayed in this view grouped by user. Next to the users name will be the start and end date range of all currently submitted timecards, the total number of timecards, and the total number of hours submitted.

_images/nim_timecard_approvals_row.png

All submitted timecards can be approved or disputed at once by clicking the Approve All or Dispute All buttons on the user’s row.

When approval all is selected a dialog box will appear stating that further changes to the timecard can not be made once the timecard is approved. Click OK to approve the timecard.

If disputing a timecard a dialog box will appear requesting a reason for the dispute. Enter the reason for the dispute in the textbox and click OK to dispute the timecard.

Note

This information will be shared with the user who’s timecard is being disputed.

_images/nim_timecards_dispute_note.png

To expand the row and see all of the submitted timecards click the nim_timecards_approval_row_expand button. All of the submitted timecards for the user will be displayed.

Timecards may be selected individually or multi-selected to approve or dispute as needed.

Selecting a timecard will load the timecard details.

_images/nim_timecards_approval_details.png

Click the Approve checkbox to approve the timecard. A notification will appear stating that further changes to the timecard can not be made once the timecard is approved. Click OK to approve the timecard.

Click the Dispute checkbox to dispute the timecard. The dispute dialog will appear requesting a reason for the dispute. Enter the reason for the dispute in the textbox and click OK to dispute the timecard.

Note

This information will be shared with the user who’s timecard is being disputed.

Email Notification

Email notifications will be sent for all Submission, Approval, and Disputed status changes if enabled in Admin/Timecard - Options.
  • For more information on the timecard approval notification options please refer to the Timecards administration section of the documentation.
  • Submitting Timecards - An email will be sent to the person who the timecards were submitted to along with any CC and BCC defined email addresses in the Admin/Timecard - Options. Timecards will be grouped into a single email for each actual submission.
  • Approving Timecards - An email will be sent to the person whose timecard was approved along with any CC and BCC defined email addresses in the Admin/Timecard - Options. Timecards will be grouped into a single email for each actual submission.
  • Disputing Timecards - An email will be sent to the person whose timecard was disputed with the dispute note along with any CC and BCC defined email addresses in the Admin/Timecard - Options. Timecards will be grouped into a single email for each actual submission.

Example email received when timecards have been submitted for approval:

_images/nim_timecards_submission_email.png