RESOURCES

From the menu RESOURCES it is possible for the employees and the independent contractors of the company to access the functionalities for accounting their worked hours, and for the members of the Human Resources Office and/or the managers of the business units the functionalities for the approval of the timesheets and of all permit requests.

Worked hours

Inserimento Ore

Each employee or independent contractor can, and has to, access this page to:

• fill in the daily worked hours report of all the activities carried out during the month
• insert expense reports, if any
• sign the timesheet to confirm that the month's report is filled in completely

In the form at the top it is recommended to flag both the checkbox "View list" and "Automatic Save", that by default are not enabled. The first one helps to select more quickly the project on which to load the worked hours, since the insert field for the project starts then working in list selection mode, so that projects can be easily searched by just typing their code or a part of the name. If the checkbox remains not ticked, to search a project click on the magnifying glass icon and a searching pop-up window will open. The Automatic Save checkbox, if set, will trigger an automatic save of the report any time the project or the activity selected in the search field change. Thus you can always be sure that no data will be lost. The states of these two checkboxes remain unchanged on subsequent accesses, therefore it is sufficient to enable them on the first access to this page.

Filling in the timesheet

To save or modify the worked hours in the report it is always necessary to select the project and the activity first, then it will be possible to input values in the field "HOURS" within the form below for all the appropriate days. The field "HOURS" automatically converts its content in HH:MM format. For example, to add a working day to one single project, just type "8" in the field "HOURS" of the desired day or days, and the system automatically will convert that to "08:00" (or the total amount of working hours per day, as specified in the employment contract of each employee, 8 in this example). If in one's employment contract the total amount of working hours per day is 7 hours and 30 minutes, type "730" in the field "HOURS". More examples:

• "010" will be converted to "00:10", that is 10 worked minutes
• "0010" will always be converted to "00:10"
• "001" will be converted to "00:01", that is 1 minute
• "0001" will always be converted to "00:01"

Upon changing the project or activity in the search fields, the hours that have been saved for them are displayed in the editing column of the form. Only the hours saved for the currently selected project and activity are displayed, all the others are just shown on the right side of the table, under the column "Monthly activities".

It is possible to fill in the report globally through the function "Autofill", either completely or partially. Complete autofill allows to automatically insert all the remaining hours (all the ones that have not been saved yet, depending on the employment contract of the current user) for the project and the activity currently selected. For example, if according to the employment contract 8 hours per day must be saved and 2 hours have already been saved for a specific project and activity, by changing project and/or activity and then clicking on the "Autofill" button the remaining 6 hours per day are added on the new project selected. The complete autofill is only available for employees that have a work contract based on a fixed number of hours per day (basically the employees and not the independent contractors). Partial autofill allows to specify a "day from" within the month, a "day to" and a number of hours to be saved daily for the project. For example, if the day from is set to "10" and the day to is set to "20", typing "3" in the field "Hours" and clicking on the button "Autofill" 3 hours per each working day will be saved between the 10th and the 20th days of the current month.

If the checkbox "Automatic save" is not ticked, remember to click the button "Save" to confirm the data loaded so far in the timesheet.

To modify worked hours saved previously, select in the same way in the form the project and activity where those worked hours have been saved. To remove them, either click on the trash bin icon or delete the value from the editing field under the column "HOURS", then click on "Save". To move the worked hours to a different project and/or activity click on the button with the arrows icon.

Under the column "Description" any note or comment concerning the work done so far may be added. All worked hours that have been saved directly from within an activity page will appear in the column "Monthly activities" on the right. It won't be possible to edit them from within the timesheet, but from the activity page only.

The first column, "H. SUM.", shows the total amount of the worked hours saved for each day. Depending on the employment contract of the current user and on the settings of the current project it might be possible to see and edit the following additional columns:

• "OFFSET": to insert overtime hours that the employee wants to get back later from her accumulated hours by adding a permit request of type "compensatory leave".
• "EXTRA": to insert overtime worked hours, if any
• "EXTRA OVER": for overtime hours worked at night
• "ON-CALL": hours of on-call service work shifts
• "ON-CALL W.": hours actually worked during an on-call work shift
• "ON-CALL W. N.": hours actually worked at night during an on-call work shift

Accumulated hours

If set out in the user's employment contract, worked hours can be accumulated. As seen earlier, employees can save overtime worked hours under the column "OFFSET", and make up for them later by submitting for approval a permit request of type "compensatory leave". In the form above the timesheet are shown the "hours left to get back".

Business trips

In the column "T" a checkbox is available to mark the hours worked during business trips. When ticked, Cometa will calculate the cost of the daily allowance for the trip, if a unit value for that is defined in the project settings, and in case the employment contract of the user sets out that the employee is eligible for the assignment of food stamps, the correct number of food stamps for the current month.

Expense report

In each row of the timesheet it is possible to add an expense report, to save the expenses in the correct project and activity for which they have actually incurred. First click on the "$" icon in the row of the desired day (the icon is displayed in every row of the timesheet). A pop-up window will appear with a list of all the expense reports saved so far and the functionalities to save new reports. At the click on the button "Insert" a form will be loaded with several fields to fill in:

• "Type of expense": when the user selects one type of expense some other fields below in the form might autofill (for example, the mileage allowance)
• "Quantity": this field can be used for example to save the amount of kilometers for the mileage allowance calculation, or the number of overnight stays, and so on.
• "Unit value": currency amount (it is also possible to select a foreign currency here, depending on the currency of the invoice or receipt thas is being loaded)
• "Total": this field is automatically calculated multiplying "Quantity" by "Unit value"
• Aziendale: tick if the payment has been made either with a credit card of the company or directly by the company. In such cases no reimbursement to the employee will follow.
• Document: a scan or a picture of the receipt. This functionality is especially useful when those documents are uploaded from the mobile app for smartphone of Cometa.
• Notes: free text.

Once the necessary fields are filled in, click on the buttons "Apply", "Save->New" or "Save->Exit" to save.

Sign the timesheet

To confirm that the timesheet of the current month can be closed, the user has to sign it by clicking on the provided button. To sign a timesheet is only possible if it is filled in correctly and coherently with respect to the employment contract. Otherwise, the system will cancel the sign request and will show alerts, for example, to notify if unexpected extra hours have been found (that must be changed to overtime hours) or if less worked hours than expected are found (and for the missing ones a permit request has to be submitted). An employee or independent contractor will be able to sign a timesheet anyway in case no constraints are set in their employment contract; for example, if for certain working days no worked hours are found the system will simply ask for confirmation, before proceeding to sign the timesheet. Once signed, the timesheet cannot any longer be modified, unless the Project leader or the Business unit manager unlock it.

Permit requests

In this section the employee can insert permits requests for all cases of absence from work (illness, vacations, permits, and so on). Depending on the kind of permit, the approval may be automatic (eg. for illnesses), otherwise it is expected to be done by a Project leader or Business unit manager. In this case a notification e-mail is sent to those users with the request details.

Insert a permit request

To insert a permit request click on the button "Insert". In the upper part of the form viene visualizzato lo stato delle presenze e assenze nel mese selezionato per dare evidenza di eventuali giustificativi già richiesti o ore lavorative già inserite nel time-sheet. I campi da compilare sono i seguenti:

• "Risorsa richiedente": il campo è precompilato, nel caso l'utente abbia un profilo di amministrazione potrebbe avere la possibilità di inserire il giustificativo per conto di un'altra risorsa e quindi in questo caso può modificare la risorsa richiedente.
• "Giustificativo": è la tipologia di giustificativo richiesta. La tabella delle tipologie è personalizzabile.
• "Richiedi approvazione a": viene proposto di default il responsabile indicato nel profilo della risorsa. In Cometa è possibile configurare più responsabili in questo caso la risorsa che inserisce il giustificativo può decidere a chi inviare la mail di notifica per l'approvazione del giustificativo. In ogni caso tutte le persone con che hanno il profilo di approvazione dei giustificativi possono procedere con l'approvazione indipendentemente dal responsabile indicato dalla risorsa.
• "Richiedi dal", "Al","Ore": si deve indicare la data di inizio dell'assenza e di fine e il numero di ore giornaliere di assenza previste (ad esempio se chiedo 2 ore al giorno di permesso per una settimana posso inserire 2 ore altrimenti se chiedo la giornata intera metterò le ore previste dal contratto di lavoro). Se nel periodo indicato ci sono giorni festivi Cometa non ne tiene conto e considera l'assenza solo per i giorni feriali.
• "Continuazione": indica se il giustificativo è un'estensione di un giustificativo inserito e approvato precedentemente.
• "N° Protocollo": per indicare il numero di protocollo presente sul certificato rilasciato dal medico in caso di malattia.
• "Stato": indica lo stato del giustificativo. Viene impostato automaticamente.

Una volta inserito il giustificativo è possibile visualizzare dalla lista dei giustificativi lo stato di ciascuno. Alcune tipologie di giustificativo potrebbero richiedere l'orario di inizio e fine nella mattinata e l'orario di inizio e fine nel pomeriggio. Nel caso si debba chiedere alla risorsa di specificare l'orario esatto di assenza. Questa impostazione va definita nella configurazione della tipologia di giustificativo (vedi Tabelle#Tipi_giustificativi)

Approvazione giustificativi

Il responsabile visualizzare la lista di giustificativi inserite da tutte le risorse di propria competenza con il relativo stato. Per approvare i giustificativi può accedere su ciascuno in modifica cliccando sull'icona della matita e cliccare sul pulsante:

• "Approva": per approvare
• "Nega": per non approvare
• "Annulla": per annullare un giustificativo inserito erroneamente

I giustificativi non possono essere cancellati, neanche da chi ha profili di amministratore di Cometa. Per approvare, negare o annullare massivamente i giustificativi inseriti è possibile selezionarli dalla lista dei giustificativi con la spunta del flag nella prima colonna e cliccare sul relativo pulsante presente in fondo alla tabella.