How to set up widgets in TimeLog

Introduction

 

The widgets are designed to help organizations evolve and become more data-driven. They focus on enhancing the project controlling process and provide project managers with the tools they need to succeed.

By offering accurate and relevant widgets, the project managers are provided direct insight into the state of their projects. These widgets help answer questions such as: Are there any potential risks coming up that require immediate attention? Are there any tasks that are falling behind? 

Widgets can provide insights on:

• Average hourly rate: Monitor the average hourly rate for your projects.
• Invoiced per month: Keep track of monthly invoicing for your projects.
• Project tasks completion: Get an overview of task completion rates across your projects.
• Planned absence: Stay informed about planned absences for your team members.
• Vacation balance See how many vacation days you have available
• Time tracking delay: See how many days since you registered in your previous time.

Description

This feature is in preview, so for you to be able to turn it on, the System administrator must allow all users access to Preview features in the system. 

How the System administrator turns on Preview features for users:

1. Go into System administration

2. Go into Employees --> User roles and rights management

3. Edit the roles that you want to allow access to Preview features 

4. Add the area Preview Features, and click Save.

How to enable widgets in TimeLog

1. Log in to your TimeLog account
2. Click your profile icon on the top right corner of the navigation bar
3. Go to Preview features
4. Enable "New design", if it isn’t already enabled
5. Enable “New front page design”, if it isn’t already enabled
6. Enable ”“Widgets for project managers”

Note: You must have at least one project privilege in your user role rights turned on, and enable Preview features, to be able to access Widgets in your system.

Average hourly rate

With the Average hourly rate widget, you can see calculations, which take the sales value of your hours divided by the number of hours spent, and see the projects where you might be losing money.

Remarks:

• 0 means there are no billable hours or that you are not charging the customer by hours.
• Internal projects or nonbillable projects are not included

 

Invoiced per month

With this widget, you are able to see invoices from all projects where you have project manager rights (regardless of status open/closed) from current fiscal year, and previous fiscal year.

Remarks:

• Invoiced per month is showed in base currency.
• It only shows the project manager’s projects.
• The project data follows the user rights setup, which means that only invoices from relevant projects will be visible.
• If you haven’t configured a fiscal year yet, the default will be calendar year.

 

Project tasks completion

The graph in this widget shows you the completion rate of tasks according to budgeted hours, hours spent and remaining hours.

Remarks:

• If the value is equal to 0, then there is no budget tied to the task
• When the graph shows red, the budget is exceeded.

 

Planned absence:

This widget shows the planned absence of employees allocated to the project(s) of the given project manager. Planned absence is marked as blue, regardless of absence type.

Remarks:

• Weekends and national holidays are marked as grey.

 

Vacation Balance: 

Vacation Balance will show your accrued and planned vacation looking forward 12 months. This widget will show if you have enough vacation time to cover your future vacation plans. Considering the vacation you accrue, what you have spent and what you plan to take. 

The widget Vacation balance will be visible to all users with the right to vacation. 

The calculation of Vacation balance includes all salary codes linked to vacation, and the calculation of how much you accrue each month follow the salary code’s rules.  

“Expected balance end of month” is calculated by adding “Accrued vacation current month” to “Previous month’s balance” and subtracting “Vacation planned current month”. Vacation planned includes all registered vacation for the current month. A negative Vacation balance indicates you are taking more vacation than you have accrued. 

The purpose of the widget is to help the user to plan and adjust vacation plans, keeping track of the balance in the future. No need to ask the bookkeeper – you can see it for yourself. 

Time tracking delay:

Time Tracking Delay shows how many days you wait to log your hours after they’ve occurred.  The delay is measured per entry and per month, so you start fresh every month. An icon showing the trend from the previous month will tell you if you are improving or declining. You will see motivational messages nudging you towards the company's goal of logging time with minimal delay. The company target is fixed at 1 for now. Later, the system administrator will be able to change the target for their company. 

The widget encourages the time tracker to reduce time tracking delay, as low delay improves data quality and billability. 

This widget is a performance indicator for you, and it helps you to log your hours more frequently, ideally every day. The shorter the gap between working and logging your hours, the more accurate and detailed your entries will be, because you can recall more details and the exact number of hours. You also get the project allocation right the first time and make less of an effort logging your time correctly.  

The widget shows a single number that tells you if you are on track or behind. 

The formula is like “Time registration accuracy”, but the numbers are rounded. If you have no registrations in the current month the widget has no number and will show “--”. Future registrations will score as a 0. The widget also shows the date of the last registration to let you know if you are falling behind in tracking your hours. If you are 7 days behind the text will be red. 

You should aim for a decreasing number, ideally zero, because it enhances data quality and keeps your hours updated for others who use them