Timesheets

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Overview

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Accessing Timesheets

• Main Navigation → Timesheets
• View time spent across all people and productions
• Filter by production, studio, year, and month

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Detail Levels

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Day View

• Select year and month to view
• Shows time spent each day of the month
• Ideal for daily standup reviews
• Verify time entries are being logged consistently

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Week View

• Select year to view all weeks
• Aggregates time by week number
• Good for weekly reviews and sprint planning
• Compare productivity across weeks

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Month View

• Select year to view all months
• Monthly time spent aggregates
• Useful for monthly reporting
• Track progress over production lifecycle

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Year View

• View entire year at a glance
• Yearly totals per person
• Compare year-over-year productivity
• High-level production analysis

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Time Units

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Hours

unitOptions: [
  { label: 'Hour', value: 'hour' },
  { label: 'Day', value: 'day' }
]

• Hours: Precise time tracking (e.g., 7.5 hours)
• Days: Man-day calculations based on organization hours per day (default: 8 hours = 1 day)

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Filtering Options

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By Production

• Select “All” to see studio-wide time
• Choose specific production for project analysis
• Compare time allocation across productions

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By Studio

• Filter by studio location
• Analyze distributed team productivity
• Compare efficiency across studios

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By Date Range

• Year: Select which year to analyze
• Month: Available in day view for specific month analysis
• Date ranges automatically adjust based on detail level

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Person Details

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Side Panel Information

1. Person Overview
   • Name and avatar
   • Total time for selected period
   • Day off count (if applicable)
2. Task Breakdown
   • List of all tasks worked on
   • Time spent per task
   • Production and entity information
   • Task type and department
3. Days Off
   • Number of days off in the period
   • Helps explain gaps in time tracking

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Task Details

{
  full_name: 'Asset / Character / Modeling',
  duration: 240, // minutes
  man_days: 0.5,
  production: productionObject,
  department: departmentObject,
  type_name: 'Modeling',
  type_color: '#3273DC'
}

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Time Aggregation

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How Time is Calculated

1. Time Logs: Artists log time when adding comments or using time tracking
2. Aggregation: System aggregates by:
   • Person
   • Production (optional)
   • Studio (optional)
   • Time period (day/week/month/year)
3. Display: Shows in selected unit (hours or days)

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Aggregated Time Spents

loadAggregatedPersonTimeSpents({
  personId: 'person-uuid',
  detailLevel: 'day', // or 'week', 'month', 'year'
  year: 2024,
  month: 3,
  productionId: 'production-uuid', // optional
  studioId: 'studio-uuid' // optional
})

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Export Options

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Export Timesheet

1. Click Export button
2. Downloads CSV file with:
   • Person names
   • Time spent per period
   • Totals and subtotals
   • Formatted based on current filters

Person,Day 1,Day 2,Day 3,...,Total
John Smith,8.0,7.5,8.0,...,160.0
Jane Doe,8.0,8.0,6.5,...,155.5

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Export All Time Spents

• Click Export Lines button
• Downloads time-spents.csv with all time entries
• Includes:
  • Person
  • Task
  • Date
  • Duration
  • Comments
  • Production details

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Timesheet Analysis

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Identifying Issues

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Missing Time Entries

• Look for blank entries in the timesheet grid
• Check for irregular patterns (e.g., only logging on Fridays)
• Cross-reference with task activity

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Overwork Detection

• Look for consistently high daily hours (>9-10 hours)
• Check for weekend time entries
• Monitor for sustained overtime

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Time Distribution

• Compare time across productions
• Check department utilization
• Identify bottlenecks and underutilized resources

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Comparing to Estimations

1. Export Timesheet for a completed period
2. Compare actual time vs. estimated time
3. Calculate variance:
   variance = (actual - estimated) / estimated * 100
   
4. Use variance to adjust future estimations

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Integration with Other Features

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Schedule

• Actual time validates estimation accuracy
• Historical data improves future schedule estimates
• Real mode schedule uses actual start/end dates

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Quotas

• Quotas measure output per unit time
• Timesheet data provides the time denominator
• Helps identify efficiency trends

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Budget

• Actual time converts to cost using daily rates
• Compare budgeted vs. actual costs
• Track burn rate and remaining budget

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Best Practices

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Consistent Time Logging

1. Daily Habit: Log time at end of each day
2. Task Comments: Add time when commenting on tasks
3. Accuracy: Round to nearest 15-30 minutes
4. Completeness: Account for all work time, including meetings

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Regular Reviews

• Daily: Check that team is logging time
• Weekly: Review team timesheet in week view
• Monthly: Analyze trends and compare to budgets
• Yearly: Long-term productivity and capacity planning

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Time Tracking Policies

1. What to Track
   • All task work
   • Meetings related to tasks
   • Reviews and feedback
2. What Not to Track
   • Personal breaks (already accounted in 8-hour day)
   • General overhead (unless specific overhead tasks exist)
3. Rounding
   • Round to nearest 15 or 30 minutes
   • Be consistent across the team

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Handling Missing Data

• Contact team member directly
• Check if work was done (e.g., task comments without time)
• Update retroactively if needed
• For long gaps, may need to estimate based on task completion

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Technical Details

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Data Model

// Time spent entries
{
  person_id: 'uuid',
  task_id: 'uuid',
  date: '2024-03-15',
  duration: 240, // minutes
  created_at: 'timestamp'
}

// Timesheet structure
{
  'person-id': {
    '2024-03-15': 480, // day view
    '2024-W11': 2400,  // week view
    '2024-03': 9600,   // month view
    '2024': 115200     // year view
  }
}

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Performance Optimization

• Database queries aggregate time spents efficiently
• Results cached based on filters
• Large datasets paginated in person detail view

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Time Conversion

function minutesToDays(organisation, minutes) {
  const hoursPerDay = organisation.hours_by_day || 8
  return minutes / 60 / hoursPerDay
}

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Reporting Workflows

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Weekly Team Report

1. Set detail level to Week
2. Select current year
3. Filter by production if needed
4. Export timesheet
5. Review in team meeting

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Monthly Billing

1. Set detail level to Month
2. Select specific production
3. Export timesheet in Hours
4. Calculate costs using person rates
5. Generate invoice

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Quarterly Review

1. Set detail level to Month
2. Select year and quarter months
3. Filter by department/studio
4. Compare to budgets and quotas
5. Identify trends and adjust plans

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Related Resources