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Version: 5.2

Projects

Overview

The "Projects" page displays a list of all available projects.

Create new project​

A new project is created by clicking the "New" button on the "Projects" page. The dialog "Create new project" will open.

In the "Create new project" dialog, the project ID and a unique name for the project are important when creating it. In addition, the booking code and the default assigned customer can be selected as defaults.

Booking Code: The booking code is used to start the time recording on projects via external sources (e.g. barcode scanner or similar).

Tip: Using the "Copy from" selection box in the "Create new project" dialog, an existing project can be specified as a copy template for the new project.

Edit project​

An existing project can be opened for editing using the Edit inline navigation (that's the pencil icon) or by double-clicking on the project name. This will open another page with the settings of the project.

Project cycle​

Projects can go through four different project cycles. If a new project is set up, it is in the "in planning" cycle. In this project cycle, it is only set up by the project management. Employees can only post to the project in the "active" cycle. Once the project is completed, it switches to the "completed" cycle. From here on, the project can only be evaluated, but not posted.

Within a project, activities/tasks can be defined. These activities created in the project are only valid and unique within the project. Even if a task with the same name is created in another project, they cannot automatically be evaluated together.

Define tasks​

Tasks have an important core function in TimePunch. They define how the recorded working time is calculated internally in TimePunch.

  • Task ID : The task ID is an abbreviation for the activity, and can be taken from a ticket system or project planning tool, for example.

  • Description : The task must have a unique name, which can be defined in this field.

  • Posting code : The posting code is used for posting by means of a barcode reader or third-party systems. Unless such systems are in use, the field can be ignored.

  • Booked as : This field defines what the time is considered to be. Possible entries here are working time, on-call time, travel time, overtime reduction, vacation, sick leave, sick leave (unpaid), special leave, absence.

  • Cost factor : The cost factor defines the factor at which the working time is charged to a potential customer. A cost factor of 0 means that the working time will not be charged to the customer. A cost factor of 2 means that the customer will receive a 100% markup.

  • Work time wage type : In contrast to the cost factor, the wage type defines how the performed activity is remunerated to the employees. Payroll software such as DATEV and Lexware define wage types with an hourly rate or a percentage surcharge to the hourly wage. When exporting to these systems, such times can therefore be remunerated separately accordingly.

  • Working time limit (per day) : This field defines if the max. bookable time is limited to this activity, per day. This is often used by service providers, so that e.g. freelancers cannot overbook the projects assigned to them. However, this could also be used, for example, to set time limits for training measures or similar projects.

Deposit order data​

If a project is defined as a sales order in the basic data, then order-related data for the project can be stored in the "Order" tab on the "Edit project" page.

Important order related data are e.g. the preset customer, the order no., as well as the order type and the location of the service description. Customer-specific reports can also be created based on this data. Contact us, we will be happy to advise you.

Project accounting​

For order-related projects, TimePunch provides the "Billing" tab on the "Edit project" page with billing-relevant data.

The "Billing" tab on the "Edit Project" page is used to specify the hourly rate and currency, as well as the rounding used for billing. All project billing, such as "Detailed Project Billing" or the "Day Accurate Project Billing" will use the rounding settings defined in the project.

Note : In order for the project billing reports to display values, the project itself must be marked as "The project is job related", in the "Edit Project" dialog.

The "Other billing modalities" field in the project is a free text field which can be used for internal purposes or reporting.

Access rights​

In order to keep the project list clear for the individual employees, the access rights for projects can be restricted to employees.

Employees who are set as assistant in the project can evaluate project times for the project. The role of the employee determines whether further authorizations exist. For example, only employees with the role "Project Management" are allowed to make changes to the project.

Note : The assignment of a group/organizational unit (e.g. team) to the project serves only as a shortcut for the assignment of employees. If members are removed from or added to the group/organizational unit, this has no effect on project-related access rights. In case of doubt, these must be adjusted separately.

Adjustments per employee​

By double-clicking in the "Access rights" tab on the "Edit project" page, specific adjustments can be defined for an employee in the project.

Define project budgets​

In TimePunch, a separate project budget can be defined for each project. This defines the workload for the project pool and the individual employee.

Project pool​

The project pool includes all employees who are authorized for the project and do not have their own worklist. By default, these are all employees, unless access rights have been defined for the project.

The project budget consists of the worklist of the project pool and the worklist of the employees.

The worklist that is set directly in the project is the worklist for all employees of the project pool. I.e. all employees share the worklist of the project.

In the basic data on the "Edit project" page, it is also possible to define whether the defined project budget may be exceeded. If this is not the case, then employees can book a maximum of the hourly quota assigned to the project.

Worklist of employees​

The worklist for an individual employee can be set directly in the "Access rights" tab on the "Edit project" page in the "Specific adjustments" dialog.

Note: The worklist per employee is exclusively assigned to the employee and can only be used by the employee.