Projects


On this page you'll be inroduced to "Projects" tab and it's features. The tab enables you to create new projects and customize their settings. This tutorial will also show you how to add new tasks, employees, customers and prices to projects.

There is an instruction video about the topic here: Creating a new project - Tuntinetti




Creating a new project


After opening "Projects" tab you can search for already existing projects and examine their information, or create entirely new projects. Here are the search settings found on top of the page:


There are three ways to create a new project. The links to each of these can be found next to the search tools:

Let's create a new project by selecting "Create new". This brings up a notification indicating that a new project has been created. After this you can fill in the basic information.

Basic information


"Cost center's states" selector allows you to choose if the project uses timecards or work time buttons. You can press "Reactivate" -button to activate the setting. The printer icon opens up a window, that contains all of the project's work hour control IDs.


Save the new project by clicking "Save changes" button. After doing this the program might give you a notification indicating that there are no employees attached to the project.



Work time settings


Next we'll go through the work time settings which affect the way work hours are logged for the project. These are found under the "Work time settings" -title. You can open up more settings by pressing "Additional settings" -link. 


After opening additional settings you can see the following:

You can get more information about some of these by moving the mouse over the titles.



(Select which compensations are determined by the labour contract)

 More information about overtime settings in Overtime assignments guide.


(Select which of the compensations selected in previous setting are compensated as free time. This affects only the actual part of the over time)


(Select which of the compensations selected in previous setting are compensated as free time. This affects the base hours as well)

(Employee can select overtime by him- or herselves on the simple view)


(If set "Yes", overtime only accumulates if worktime exceeds planned worktime)


(If using a timecard, this is the earliest work start time)


(Supervisors are able to receive a warning, if employees are late from their shift)


(If using a timecard, this is the minimum leght for a work shift. You can set this setting for each task separately from the task's settings. Company's settings allow you to make this setting affect both work time and billing, or just the billing)


(Select a method for cutting lunch shift hours)


(A deviant length for lunch breaks can be set, if the work shift ends during the defined time range)


(Put here the shift that is affected by the deviant lunch break)


(You can define an automatic lunch break to the work shifts that exceed the defined length)


(Deterines the way overtime hours are clipped by the time attendance devise)


(This allows the project to have overlapping loggings with other projects. This is useful in case you want to treat the project as a resource, for example a conference room)


(You can keep multiple settings selected simultaniously)

After adjusting the settings, save the changes by pressing "Save changes".

Customer call instructions

You can activate customer address / customer call instructions from Company settings > Other settings > “Show customer details to employees in hour reporting and work shift confirmation messages”:

Any input entered in this field will be displayed to employees instead of the customer's address and notes:

This setting is necessary in situations where work is carried out at a location different from the paying customer's address.

NOTICE! If this project involves multiple customers, any input entered here will replace the address instructions for all of them in relation to this project.

Notes


Notes are found under the work time settings. Here you can write down your own notes about the project. The notes are not visible to the employees. You can print the notes by pressing the printer icon. Note that the notes have to be saved in order to for them be visible on the print.



Reporting settings


Next we'll go through the reporting settings which affect the project's behaviour in work time reports. The following settings are found under "Reporting settings" -title.

 After adjusting the settings, save the changes by pressing "Save changes".






Basis for billing

Next we'll go through the billing settings which affect the project's behaviour in work time reports and billing reports. You can open up more settings by pressing "Additional options" link.

You can get more information about some of these by taking your mouse over the question mark icon.


The following options are visible after opening additional settings:


Billable absences

 

The next three settings affect billable absences and only the main user can modify them.


How to calculate monthly salary including midweek holidays?

Let's go through how the settings Midweek holidays are billable and Bill employees with a monthly salary according to hourly prices in the Creating new projects#Basis for billing section affect on an employee's monthly salary.



In this example John's monthly salary is 1000 euros and there are 20 work days in the month. If midweek holidays are removed from the compensated holidays in the labour agreement settings, the month can have for example 23 work days, but the monthly salary is still 1000 euros. If the employee has been absent for two of those (midweek holi)days, the salary will decrease by 2/23. If the midweek holidays are compensated in the labour agreement, the salary will increase, because there are fewer unpaid absences. So John will get the full salary.


The difference between billing and payment is that if midweek holidays are not marked as billable for a project, payment will not take into account any midweek holidays. Then the amount of work days in a month would be 21 in this example (March 2016). On the other hand if the midweek holidays aren't defined in the labour agreement, the amount of billable work days is 23 regardless if the midweek holidays are billed or not.


A new employee Jane has a one month waiting time for the midweek holidays. If the holidays are activated, they are in any case unpaid. So the amount of billable work days is decreased by two. If the activated midweek holidays are not billed, they will not affect on Jane's billable amount (the whole month will be billed). If the midweek holidays are not activated in the labour agreement, the amount of billable work days will drop down to 21.


Let's examine another employee, Jack. If the midweek holidays are set to be paid and billed for Jack, the divider will be 21. If the midweek holidays are paid but not billed, the divider is still 21. So his salary doesn't change wether they are billed or not, because the holidays are paid in both cases. If the midweek holidays are set to be unpaid in the labour agreement settings, the divider will change to 23 and his salary will decrease.



The settings that are right for you, will largely depend on do you bill a full salary for a month that has midweek holidays.


Adding customers to a project


Next we'll go through customer setting and how to add customers to a project. Adding customers to a project enables you to differentiate work hours on billing reports and use the information for billing the customers.

You can find customers and their settings under the "Projects organization and billable clients" -title. Pressing "Customers" -link under the title brings up all the customers that are already attached to the project. If there are no customers added to the project, the link states "Add customers for project".



You can view all of the customers by activating the "Show all, also customers not in use any more." check-box. This updates the project's customer list to have also the customers which have markes as not in use with the "In use" column in the customer list.



Here you can also find details concerning customers. Customer details, like Main office or Payer, can be changed in the basic data windows that opens up by clicking the "Customer details" link. Payer is used besides Main office when the customer is a private customer.


Customer and organization settings


You can add customers to a project from the gray box under the client list.


There are two ways to add customers:

  1. Select customers that are already created. Do this by selecting the names from the list and pressing the button below. You can search for customers by using keyword search or filtering options above the list. Note that you can select several customers to be added simultaniously.
  2. Create an entirely new customer. Do this by pressing the "Add a new customer" -button.

After selecting the customer(s) or creating a new one they appear listed on the project's customer list above. Now you can fill in their information.


Customer information

You can get more information about some of these by moving the mouse over the titles.

Customer details are explaned below.


Customer details

This window contains the customer's basic information, which are explained with more detail at the Customers -page. Here are some of the settings that you can find in the window:


Below these settings you can find the customer file attachments.


Adding details or attachments to a customer

You can add details or attachments to customers in the Customer details window.

The detail can be selected to be visible to an employee and it can also be a detail that needs to be confirmed separately. This way you can make sure that the employee has seen the detail.


Adding an office for a customer

If you want to add a new office for a customer, you can create a new customer and name it as the new office. After that, You can fill in the information for the new office just like any other customer. Finally, set the original customer as the main office from "Main office" -menu or as the payer from the "Payer" -menu. Payer is used besides Main office when the customer is a private customer.



To change a customer to another one, create a new customer and fill in it's information. Then remove the old customer from the customer list.


After filling the customer information, save the changes by pressing the "Save changes" -button.


How can I change a customer to a project?

You can access a project's customers in the Projects tab and opening the customers list by clicking the Customers-button.

There can be two different situations when changing a customer:

  1. A customer can be selected not to be in use temporarily and use a different customer for that time period. This can be done by adding a new customer and deactivating the In use check-box from the old customer in the customer list.
  2. A project's customer can changed retroactively to another customer. This can be done by adding the project a new customer that must be saved. Then the old customer is removed and Tuntinetti asks which customer should take its place.



Archiving customers


Old customers which have been in use can't be removed, bet they can be archived. Archiving saves all of the customers' history information, but the customers are no longer visible in customer lists.

Old customers can be archived in the Projects organization and billable clients section. First you should open up the project's customer list by clicking the Customers button. Customers can be archived by unchecking the In use check-box and then saving the made changes with the Save changes button. Archived customers can be viewed by checking the Show all, also customers not in use any more check-box above the customer list.




Creating a Main Office

Adding a new customer

If a Main office is missing, you can create a new Main office the same way as creating a new customer to a project. You are also able to remove it from a project after saving, if you don't want it to have direct hour reports. Information about adding a new customer can be found in the Adding a customer -guide.


Creating a new branch for a customer

After a customer is added a new branch can be created directly in the project's information with the Add a new customer -button. If the needed branch is already created, it can be selected with the Select chosen customers from the list -function.



Linking branches

Linking a branch to the Main Office or Payer can be done in the Projects tab in the Customers -section. You must activate the Main Office -check-box in the customer list. After this you are able to select each customer a Main office or a Payer. Payer is used when the customer is a private customer.


Alternatively a Main office can be selected in the Customer details -window by clicking the Customer details -button and selecting the wanted Main office there.


Viewing the Main Office's branches

You can view a Main office's branches in the Customers tab.


Adding tasks to a project


Next we'll go through task settings and how to add tasks to a project. This is useful when logging hours for the project. Tasks can be found by pressing the "Tasks" -link. If there are no tasks on the project, the link states "Add tasks for project". After pressing the link you can find the tasks that are already attached to the project listed below the "Tasks available for project's work time entries" -title.


There are three ways to add tasks to a projects.The first two are found in the gray box below the listed tasks.

  1. Add a new task  (Creates an entire new task)
  2. Create new tasks by copying from other projects  (Opens up a window where you can choose a task from another project)
  3. Copy new  (If the project already has tasks you can copy their information to a new one. To do this, press the link on the task you want to be copied)

In the gray box under the task list you can also find "Make an order" -button. Pressing the button takes you to "Work shifts" -tab, where you can create a shift for the project. Click here to learn more about making an order.


After creating a new task using either of these methods it appears on the list along with all the other tasks. Now you can fill in the task's information.



Task information

The next three cover task specific increasements:


The details that open after selecting the cartwheel icon are explained below.

Details

You can get more information about some of these by moving the mouse over the titles.


After filling the task information, save the changes by pressing "Save changes".

Compensation behaviour during overtime hours, time based compensations, etc.

You can control the behaviour of compensations during extras by creating a new task and naming it as the compensation of your choosing. Then enter the desired price to "Other compensation" -field and choose it's behaviour from the "Effect of extras" -menu. This way you're able to raise the compensation according to over time hours. Picture below shows you this in practice.

 


Standby price

You can set a specific price for standby by creating a new task and naming it "Standby". After this, set "Compensation type" as "Replaces salary type (%)", and put the price to "Other compensation" -field. Picture below shows you this in practice.




Sample workshifts


You can add sample workshifts to a project by selecting "Project sample workshifts".

Sample workshifts will have affect to the Work shift planner and you can view saldo statistics based on them. Sample work shifts aren't the same as recurring work shifts. Recurring work shifts are work shifts that are repeated for a certain time period with certain settings. Recurring work shift guide.
  1. Press "Add new sample workshift" -button.
  2. Write the time of the shift to "Work shift" field (for example, 6-14).
  3. Select a customer and a task from "Cost center". These are represented as: customer/project/task.
  4. Press "Save changes and close".
  5. New sample shift can now be found from the list above. You can modify or remove it with respective buttons next to the shift.

Note that the "Cost center" -menu is affected by the customers and tasks attached to the project.


Sample workshifts will be visible in the Work shift planner tab when you create a new single shift. The shift's "Work shift" field will have a drop-down menu where are listed the most common work shifts and the sample workshifts that has been created.



You are also able to get daily saldo statistics based on the sample workshifts. These are explained in the Work shift planner guide's Additional options' Saldo section.



Compensation items


You can find compensation items for the project by pressing "Compensation items" -link. Employees can use the items listed here when reporting their hours for the project. Note that you can only customize compensation items by using Project wizard.


Compensation item information

You can get more information about some of these by moving the mouse over the titles.


Modifying compensation items

In order to modify compensations, open the Project wizard.



Creating new organization costs



Adding employees to a project


Next we'll go through the emloyee settings and how to add employees to a project. This can be done under the "Project employees" title where you'll also find all the employees that are already attached to the project. If there are no employees added to the project, the field is empty.


To add new employees, simply select them from the list in the gray box below the project's employees. You can filter employees by their unit and use keywords to find the employees faster. You can select multiple employees simultaniously by dragging them with the left mouse button pressed down or clicking them with shift or ctrl button pressed down.

After selecting the employee(s) press the button below to confirm and add them to the project. After doing this the employees will show up on the list above. Now you can fill in their information.


Note that you can only add already existing employees to a project. You can create new users from the Users tab.


Employee information

You can get more information about some of these by moving the mouse over the titles.

The settings that appear after pressing the overtime assignment link are explained below.



Overtime assignment settings


After filling the employee information, save the changes by pressing the "Save changes" -button. 

More information about overtime settings in Overtime assignments guide.


Work time varieties


In this section we'll go through separately how to utilize different work time varieties. Settings allow you to set the work time for a project as training, standby, travel time ect. Sometimes, however, it's necessary to set different prices for different types of training and there could be the need to follow the training attendace as well. The next example wil show you how to achieve this.


Example


There's a need for different types of training: paid, non-paid, and apprenticeship training. The duration of these wary as well, and it's also necessary to know how many people attend each session.


  1. As a solution, you can create a entire project dedicated for training. Create a new project according to this page's intructions ("Creating a new project").
  2. After creating a new project, find "Work time settings" and open "Additional options".
  3. Set "Project's work time type" to "Training". This setting can also be used to determine other work time types besides training. The setting can also be determined individually for each task, as shown later in this example.
  4. Next, find "Tasks" and open the link.
  5. Press "Create a new task" and enter the name of the training. By using tasks as different trainings you're able to affect their settings individually.
  6. Open the details window by pressing the cartwheel icon. Here you can find "Project's work time type". Set it to "Training". This setting sets the work time type for the individual task(training).


Next, you need to set the prices for each tasks:

  1. Pick the task(training) you want and set "Compensation type" as "Replaces the hourly wages". This makes the training compensation to be determined by the amount you enter in next.
  2. Fill the amount you want into the "Other compensation" -field. If you want no compensation for the training, enter 0.
  3. You can utilize other settings as well. For example, "Effect of extras" enables you to specify the training compensation even further and task details allow you to set both minimum and maximum duration for the training.


Don't forget to take into account the pricing levels when setting prices for the tasks.


When you're done, press "Save changes".