dear all, following the suggestions and interactions with several of you here is a new timesheet template that you can use from now on. here are the various novelties i'd like to share with you all: 1. it is implemented as google sheet, not any longer, ms excel, although you cal always download as such if you prefer so. 2. although it is stored in the usual folder (fiware foundation -> quality manual -> templates -> timesheets -> ff timesheet template v. 20201217) when you create a new timesheet better you follow this procedure: 2.1 go in your <.xls timesheets> folder 2.2 click on "new" (top left button) [image: image.png] 2.3 select "from a template" [image: image.png] 2.4 click on "create and share" 2.5 select the timesheet template and you are done, i.e. the new empty timesheet is created for you in your folder. 2.6. before to go on remember to change the name to the file, for example [image: image.png] 2.7 please follow the above procedure for each month, i.e. do not start from an existing timesheet as you might do with excel. this is due to the fact that there is a bug in google sheet that when you select a value for a cell (e.g. the project code) then the formula that automatically sets the weekend and end of the month get lost. 3. the template as a cleaner, i hope more readable, graphic 4. i added at the bottom of the template a "calculation support" table i meant to simplify the calculation of hours to be accounted to projects particular for those of all of us involved in more than a project and more than a task. it works as follows: 4.1. first select the month and the year the timesheet refers to on top as usual. you will notice that now not only weekend days are automatically set, but also the day(s in february) not existing for that month are set to n.a. (this is to say that still several of you account days such as 31st april ... ;-)). when that selection is done the maximum hours workable for the month is calculated. [image: image.png] 4.2 at this point take from the "sudoku" the planned work percentage for that month for each project and put in "calculations support" table in the column "planned %". say 10% in micro-ros [image: image.png] you'll see that the corresponding number of hours to be accounted is calculated (this case 16:48:00). please note that being in the sudoku a percentage, the number of hours depends on the corresponding maximum workable hours for the month of the timesheet to which is deduced the number of hours due to not worked days (this considers: vacation, bank holiday, sickness, not employed yed). the third cell will report the computation of actual hours you are accounting for in the timesheet for that project (it is calculated regardless of the wp and task), the fourth will tell you the difference with respect to the expected target set (e.g. 16:48:00). of course i do not want, nor i need you to become crazy with minutes although the timesheet allows that granularity, so what is important is that looking at the last row of the "calculations support" table [image: image.png] at the end of the a correct compilation of the timesheet you'll get: 4.2.1 the total planned percentage is 100.0, this must be before starting to account the work 4.2.2 the third cells is equal to the second cells which will be equal to the maximum workable hours 4.2.3 the fourth cell is 0:00:00 (this case it will be green). i hope the above helps you in filling in the timesheet. of course the use of the "calculations support" table is not mandatory as it is just an help if you need so. the other rules in filling in the timesheet apply. in the following they are summarised just in case. the timesheet is composed of three areas: 1. employee identification 2. project activity 3. expenditures 1. employee identification in this area you have to put your name, the month and year the timesheet refers to, your contractual location, the cost center you belong to. in addition your signature (physical) and that of the person in charge of the approval. - 4 drop down lists are implemented in this area to make selections easier: -- month -- year -- location -- cost center to make easier the work, in the version provided when you select the month of competence automatically it greys-out the weekend days and pre-fills start and end time (unless very special case those values can be left as they are). it is highly recommended that every time you want to fill-in a new monthly timesheet, you have to use a clean version as i t might happen that automatic features get lost. 2. project activity this area is used to identify the project to which to account the work performed during the month. there is a row for each day of the month. each day can be extended in case of need. for instance you on that day worked on two different projects or workpackages/tasks. than a new row can be added, splitting in fact the day in two or more slots. that case start and end time shall conveniently be corrected. please note that the initial formula foresees a lunch break of 45 min. honestly, i'd avoid the split as much as possible. so, in summary: - column 1: day of the month, - column 2: code of the project or activity. there is a drop down list for this field as well. the list is quite long as there may be several projects where you are involved. for your convenience the codes they start with eu for eu funded projects, de for german funded projects, & for internal projects/activities. at the end of the list you'll find also the special cases such as: -- $F010: vacation -- $F011: bank holiday -- $F020: illness selecting those cases the hours are set to 0 and the day is greyed-out. - column 3: project/activity name is automatically filled in according to the selection made for column 2 so do not change it. - column 4: the wp of the project - column 5: the task within the workpackage - column 6: the location if for that day you worked in a location different from the contractual one (reported in the first area of the timesheet) - column 7.x: hours worked for that day. the total for a day is normally 8. 3. expenditures this area aims at allocating expenditures to the proper project. here you have to report the totals, per travels/expenditures. if the expenditure for whatever reason cannot be accounted to any project, please add a new row for that specific day. for instance this is the case for internal travels. please note the ec will not approve travels when an employee shall reach the meeting place of the meeting if this is hosted by us. the last bottom area, "description of the activities carried out in the month", is to provide a textual description of what done including for instance the place and purpose of an accounted travel. please note that all the lists are in the "Support" sheet. it is protected just to avoid confusion. happy to provide more clarifications. let me take this opportunity to wish you all and your beloved a merry christmas and happy, healthy and prosperous new year! ciao, stefano -- Stefano De Panfilis Chief Operating Officer stefano.depanfilis at fiware.org <charlotte.kotterman at fiware.org> www.fiware.org Mob: +393357542567 Skype: depa01 twitter: depa01 <https://twitter.com/fiware> -------------- next part -------------- An HTML attachment was scrubbed... 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