Administration Guide
3.12.1 - Report Examples

Examples of the reports you can create in your Senomix system are summarized in this section.

Timesheet Spreadsheet Report

Available under your Analysis category, your timesheet Spreadsheet Report provides a listing of timesheet records as they were entered by your staff.

As with your system screens, timesheet comments entered in spreadsheet reports will be displayed with a green tint on the associated hours entry, with comments included in Microsoft Excel displayed using that application's text notes. Comments in both options can be viewed through the report's tool tip text by hovering over the hours entry of interest, as with this example of a timesheet comment included in a Spreadsheet Report created in Microsoft Excel:

spreadsheet report with comment

You can also view timesheet comments directly by creating a Timesheet Comments report.

Overtime in Spreadsheet Reports

If an employee records more time than is expected for them in a week, an Overtime line will be displayed in the Spreadsheet Report to display the total number of hours that individual has exceeded their expected time. As described under the Incomplete Timesheets report, the time which is expected for an employee each week is determined from the Hours in Week value entered in either your Settings screen or the employee's user account. Unless an employee has an Hours in Week value listed in their user record (for example, for part-time employees), the office-wide Hours in Week value entered in your settings screen will be used to determine the number of effort hours an individual is expected to enter for their weekly timesheet. The number of hours expected for each working day is determined from the Hours in Day value entered in your Settings screen.

For example, if Tycho recorded 42 hours of effort during the week of September 20th, 2008 and had an expected working week of 37.5 hours (with the office having an expected working day of 7.5 hours), an Overtime row would be added to his timesheet listing in a Spreadsheet Report:

spreadsheet report with overtime

Looking at that Overtime row:

spreadsheet report overtime

We can see that Tycho's expected 37.5 hour working week was exceeded by 4.5 hours, with more than 7.5 hours booked in the days Tuesday through Friday.

The Overtime row will only be displayed if the expected hours for the week are exceeded by the employee's total for the week. For example, if Tycho worked 37.5 hours in the following week and booked 10 hours on one day and worked a shorter 5.0 hour day the next:

spreadsheet report with overtime next week

Then the Overtime row would not be displayed, since Tycho has still recorded 37.5 effort hours for his week of work.

If more than the expected number of hours are worked in a given week but no one day has its effort hours exceeded, then the Overtime row will be displayed but no individual day will have overtime hours listed beneath it. In those cases, only the Total value for overtime will be displayed. For example, if Tycho worked an extra 5.0 hours on a Saturday following his regular work week of 37.5 hours, his resulting 42.5 hour work week would be shown:

spreadsheet report with overtime extra days

So, while Tycho has recorded enough time to display a total 5.0 hours for overtime:

spreadsheet report with overtime extra days zoom

The working hours for the individual days of the week do not exceed the amount expected for a typical work day.

If you would prefer to have overtime hours identified as a specific activity or task for record-keeping and billing purposes, a distinct activity or task can be created for your work template as appropriate. The calculation of overtime can also be left to your office's accounting software or payroll system once the data has been transferred from Senomix, with the Overtime row of your spreadsheet report serving only to provide a summary of the extra effort recorded for a given week.

Timesheet Comments Report

Your Timesheet Comments report provides a listing of all comment text entered on your employee timesheets, along with the associated hours entry and billing code:

timesheet comments report
Billable Vs. Non-Billable Hours

Your Billable Vs. Non-Billable Hours report provides a side-by-side comparison of all time recorded for your chosen report filter. For example, a Billable vs. Non-Billable Hours report created for the "Widget Co. Project" for July 23rd, 2011 to July 29th, 2011 would appear as follows:

billable vs. non-billable report

Clearing the blank lines from that report by using the "Only Show Codes For Hours Billed" option provides a clearer overview:

billable vs. non-billable report, showing only hours billed

We can see the 44.5 hours of Analysis work has been recorded as non-billable, with 95.5 hours of the report remaining as billable work.

Work in Progress Report

Available under your Analysis category, your Work in Progress report provides an overview of all effort hours recorded to date compared with the estimated time listed for that work (with the estimated hours displayed being those entered in the Est. Hours fields of your project, activity and task administration screens). This overview can be used to quickly identify where project effort is being directed and spot points of concern for a project. For example, a Work in Progress report listing for the Widget Co. Project:

work in progress report

Shows that the estimated time for Design work is not sufficient, since the time recorded to date is now more than triple the time initially estimated for that work. Similarly, time recorded to Quality Assurance is relatively low compared to its original estimate.

By regularly running Work in Progress reports and similar guides (such as the various Estimates reports), potential issues can be identified early in a project to allow you to quickly address potential points of concern.

Project Effort Summary Report

A Project Effort Summary report contains the same information as that listed in the Project Effort report, but only displayed for a Project level of detail. For example, an office which only had work on the Widget Co. Project and Administration for the month of April, 2006 would show as follows:

project effort summary report

This provides you with a snapshot of work performed during a time period of interest for a high-level overview of effort allocation, without providing detail information about which tasks were performed by whom.

Project Effort Report

To list a summary of the time recorded to each project, broken down by employee, a Project Effort report can be created:

project effort report

In this report, the individual projects, activities and tasks are listed, along with the time which each individual employee has recorded under those items. Time for each week is listed in the displayed columns, with the total time for each of the projects, activities and tasks displayed above each set of employee effort detail rows. As with all reports, the order in which the week columns are displayed corresponds with the chronological or reverse-chronological order the user has chosen for their report formatting options.

This report can be set to show only the effort recorded for a particular project over a period of time (as shown) or can display all effort recorded for all projects. If more than one project is included in this report, the different projects will be separated with a page-break, with separate column headers displayed for each project.

Employee Effort Report

Your Employee Effort report lists out the time which each individual employee has recorded. The total time recorded for each of the projects, activities and tasks are displayed on the corresponding lines, with effort hours of each activity also including the recorded effort for any sub-tasks, and project effort including all effort hours recorded for the project's activities and tasks.

employee effort summary report
Incomplete Timesheets Report

Your Incomplete Timesheets report displays all timesheets which have recorded less than a full week of effort and have not yet been approved (you can declare a timesheet as 'complete', regardless of the time entered, by approving the record). This provides an easy way for you to identify any employees who may have forgotten to complete their timesheet for a given week. For example, looking at the month of April, the administrator can see that Tycho Brahe has only booked 30.0 hours for the week of April 7th, 2006:

incomplete timesheet

An Incomplete Timesheets report will only display timesheets as 'incomplete' if at least one employee has provided a timesheet for that week. If no employees have yet provided timesheets for a week, it is assumed that the week lies in the future and is not to be considered. If an employee has not yet saved a timesheet at all, the hours for that week will be shown as blank, as in this example subset for the week of May 20th, 2006:

incomplete timesheet report

An Incomplete Timesheets report will always consider the full week of timesheet entries for the date range you have chosen. For the above example, the same result would be provided if the date range was entered as May 15th, 2006 through to May 19th, 2006. The number of hours which determines a 'full week' of time for your office is entered in the Hours In Week field of your settings screen. Any users which are expected to record less than that number of hours each week (for example, part time staff) should have their expected hours entered in the Hours Per Week field of their user account.

Project Estimate Summary Report

Your Project Estimate Summary report provides a project-level overview of all "Effort to Date" (or over an indicated period of time), the total "Estimate to Complete" which all employees have indicated as required for their work, and the "Baseline Hours" which was entered at the project level for the work. The variance between these values is then displayed in a summarizing "Hours Difference" column.

For example, looking at the month of December, 2006, the following summary report is created for our simplified two-project example:

project estimate summary report

This indicates that all effort recorded on all timesheets for all employees for the month of December, 2006 has directed 435.0 hours to the Widget Co. Project, that all employees have a total estimate to complete of 774.0 hours for their remaining work, and that the administrative user has indicated that the baseline estimate for all work (that is, the Est. Hours values entered for the project) is a total of 2,234.5 hours.

The "Hours Difference" column indicates the difference of hours between the baseline hours provided by the administrator and the total of all time recorded to date and the estimate which employees believe will be required to complete their work. This variance indicates whether there is a surplus or deficit in the manager's estimated hours and may point to areas of concern (which can be seen in further detail through the Project Estimates report described later in this section).

For example, in the report shown above, the difference in hours between the manager's estimates and the total of time recorded to date and the estimate to complete is 1025.5 hours. This indicates that the manager may have provided too generous an estimate for the work to be completed, or employees may not have allocated sufficient estimates in their hours to complete the work planned ahead.

In cases such as the "Administration" project shown above, no estimates have been provided by employees and no baseline has been provided by the project manager. As a result, the 'difference' between estimated and actual effort is already a negative value (-45.0 hours) as no time has been set aside in project estimates for these administrative tasks -- a possible scheduling hole for effort which may not have been considered in project planning.

A note of suggestion for your Estimate vs. Actual report calculations:

The "Estimate to Complete" provided by your staff through their individual estimate entries will indicate the number of effort hours which they believe will be required to complete their work. However, any timesheet hours entered after that date may temporarily distort the "Hours Difference" variance value displayed in a manager's reports (since the estimate to complete remains unchanged, even though the employee has now entered a few timesheet hours towards that work for the current week).

To ensure your managers receive a true picture of a project's current estimates vs. actuals (and allow them to confirm their total estimates do match the estimated and actual effort sums of their staff), it is recommended that the "Date To" value entered for the report filter's date range only include the days up-to-and-including the last date on which staff were to have provided updated estimates (for example, the previous week's week ending day). This ensures that a manager's est. vs. actuals reports will not include any time recorded after the latest "estimates to complete" provided by their staff.

To ensure estimates remain consistent between all team members, it is also recommended that estimates be considered from a single baseline day (for example, instructing your team to provide values for their individual work "estimates to complete" for your office's current week ending day onwards).

Project Estimates Report

Your Project Estimates report provides a detail level of information for the Project Estimate Summary report described above. As with the summary report, this information is displayed in columns for the total of employee effort provided to date, the total of all estimates to complete that work, the baseline hours provided by the manager and the hours difference between the estimate provided by a manager and the estimates and actuals recorded by employees.

As shown in the earlier Project Estimate Summary, the hours difference between estimates and actuals is 1,025.5, but now we can see specifically which activities and tasks may require refinement in their estimates:

project estimates report

As shown, the manager has estimated significantly more effort for GUI Development than staff have allocated in their estimates (a discrepancy of 193.5 hours between the manager's estimate and employee estimates and actuals), and Quality Assurance is also showing a shortfall (of 102.5 hours). On the opposite end of the estimate spectrum, the employee estimate to complete for Database Development is significantly higher than the manager's own, indicating that there may be more of a technical challenge in that work than originally thought.

We can also see that the Design component of the project has not yet had any time allocated for estimates at all, although work is being recorded to that activity. Perhaps that work is being performed ad-hoc rather than as part of a formal project plan?

Further detail can be seen in this report by selecting the "Display Employee Info" option in the Report Settings and creating the report again:

project estimates report with additional employee info

Now we can see the specific hour total and estimate values provided by all employees in the project along with the activity and task-level summaries. This will allow the manager to identify directly which estimated and actual hours may be conflicting with the high-level managerial estimates entered in the project administration screens (as the Est. Hours for that planned work).

Project Estimates by Employee Report

Your Project Estimates by Employee report displays a summary of all time recorded to date by an employee, along with their "estimates to complete". This provides a summarized view of the Project Estimates Report described above, and lists out for each individual employee where their effort is being directed and where they plan to direct effort in the future.

For example, looking at the estimates and actuals for Tycho Brahe for the month of December, 2006, we see the following:

project estimates by employee report

A bit of un-planned administrative work (5.5 hours) appears to have been recorded for the month, with the bulk of Tycho's future work allocated to the Data Conversion task of the Database Development activity. It also appears as though all Design work has been completed for Tycho's planned work, since no further effort is estimated for that Activity.

Considering the Project Estimates report again (as described above), the lack of time recorded to the Quality Assurance task may point to a bit of trouble in the future. With a managerial baseline estimate of 270 hours for that work, is the 5.0 hours booked to date by Tycho (with no estimates listed for the future) sufficient for that activity?

Employee Estimate Listing Report

Your Employee Estimate Listing report displays the actual estimated hours and associated comments entered by employees and provides you with an overview of where future effort will be directed. For example, considering an Estimate Listing created for Tycho Brahe:

employee estimate listing report

We can see specifically why the effort for the "Data Conversion" task has been set higher than the manager's original estimate for the work, with Tycho's comments indicating that the estimate may grow higher still once initial analysis work has been completed for the project.

Billable vs. Non-Billable Amounts Report

Similar to the Billable vs. Non-Billable Hours report, the equivalent Amounts report shows side-by-side the amounts which would be calculated from recorded hours using your system's settings for project billing rates. The resulting totals will be the same as for a pair of billable and non-billable invoice reports which used the same report filter.

Using the values from the "Non-Billable Invoice" example used later in this section, a Billable vs. Non-Billable Amounts report created from that data would display the following:

billable vs. non-billable amounts report

As in the non-billable invoice example shown below, the total amounts for both billable and non-billable work are displayed, with the total of both amounts shown in the rightmost column.

Project Billing Summary Report

As with the Project Effort Summary report described earlier in this section, your Project Billing Summary displays all data contained in the Project Billing report, but only at a Project level of detail. This allows a manager to obtain a quick snapshot of the amounts billed to various projects during the time period of interest.

project billing summary report
Project Billing Report

Your Project Billing report provides output in the same format as used by your Project Effort report, but lists the amounts charged for the recorded time instead of the hours recorded by each employee. This provides a breakdown by employee of revenue generated for project effort.

project billing report

These billing values correspond to the sums calculated in a project Invoice, with the logic for the calculation of those amounts explained under Invoice Report shown later in this section. This report can be set to display only the revenue generated for a particular project over a period of time (as shown) or can display all revenue generated for all projects.

Employee Billing Report

Your Employee Billing report lists out the revenue which each individual employee has generated for their recorded effort hours. The report is displayed in the same format as that used for your Employee Effort report, with the billing amounts displayed in place of the recorded time:

employee billing report

These billing amounts correspond to the sums calculated in a project Invoice, with the logic for the calculation of those amounts explained Invoice Report listing shown later in this section. The report can be created to display only the revenue generated for a particular project over a period of time (as shown) or can display all revenue generated for all projects.

Work and Billing Report

Your Work and Billing report provides a consolidated listing of effort and amounts billed to date, with estimated time, actual effort hours and amount billed to date displayed for the chosen projects, activities and tasks. This report combines the details provided in the Work in Progress report with your billing report data.

work and billing report
Invoice Report

Your Invoice report calculates billing amounts based upon entered timesheet hours, the billing rates specified for your projects, specific billing rates assigned to billing codes and the rates noted as defaults for individual employees, with taxes applied as defined within your system's tax administration screen. A typical completed invoice would appear as follows:

invoice report

This example invoice has been created for all employees which have recorded time against the Widget Co. Project for the Week Ending Friday, July 29th, 2011, with the associated timesheet information for those employees being:

timesheets used by invoice report

The specific billing rates of the employees have been applied against the timesheet hours displayed within the Invoice report's body:

invoice resource listing

For this example, billing rates have been defined within the project and the billing rate administration screens as follows (for clarity, rates are considered to be in dollars per hour. These amounts can similarly be applied as euros, pounds, etc. as appropriate for your company):

- The Project has a default billing rate of $50.00 per hour;

- Tycho Brahe will be billed at a rate of $75.00 per hour for any Management tasks and will use the project's default rate for all other work;

- Ada Byron will be billed at a rate of $100.00 per hour, unless she is performing documentation review as part of quality assurance, in which case her billing rate will be $50.00 per hour;

- Geoff MacKay will be billed at a rate of $25.00 per hour for all work on all Projects, with his default User rate set to that amount;

- Johannes Kepler will be billed at the project's default rate for all work.

Within the invoice body, the individual line-item entries are ordered by the listed users' last names, with the billing rates displayed for each user in the order shown on the billing rate administration screen. After all user-specific billing rates have been listed on the invoice, the last billing line for the user will display any remaining hours which are charged against the Project's default rate.

For the example shown, Tycho Brahe worked a total of 37.5 hours for the week ending July 29th, 2011. Of that time, 5.0 hours were spend on non-billable administrative tasks, 5.0 hours were spent on management tasks and the remaining 27.5 hours were spent on other Widget Co. Project analysis and design efforts.

Since management work is billed for Mr. Brahe at a specific rate, that line item appears first for him on the invoice, with the 5.0 hours charged out at $75.00 per hour. The following line lists the remaining 27.5 hours billable at the project's default rate of $50.00 per hour.

As shown, the Invoice report will only include those hours specifically recorded to the identified project. All other hours will be disregarded and will not be listed on that project's invoice.

An invoice is created for a selected project. If you have selected an activity or task billing code for your report, your report will still be created for the full project selected.

If a specific employee's billing rate is set to 0 or if both the default billing rate for the user record and project are left blank, any time recorded against that rate will still be shown on the invoice, with a total resulting charge displayed as 0.00.

The taxes which are applied to the invoice are defined in your system's tax administration screen and applied to your project through your project administration screen. For the taxes applied to the example invoice:

invoice taxes

System taxes one and two have been defined as 'GST' and 'PST', with their rates set to 5.0% and 8.0% respectively. As their corresponding "Taxes" checkboxes have been set On in the project's record, these taxes have been applied to the final invoiced amount. All amounts calculated on the invoice are rounded up to the nearest penny. For example, a tax amount calculated as $127.654 would be truncated to $127.65 and an amount calculated as $127.655 would be rounded-up to display as $127.66.

The mailing addresses displayed for the company and project are set with the mailing address button found in your application settings and project administration screens. If more than five lines of text have been provided for your office or project mailing address, the sixth and subsequent lines of text will be appended to the fifth line displayed for the mailing address. Where the text reads "Your Company Name Inc.", the company name for which your Senomix account is registered will be displayed in this area.

When an invoice is created, the Invoice No. will be left blank and can be manually edited to suit your office's invoice numbering standard. In web page reports, this area is left as an editable text field (click your cursor in the area on your web browser screen after the text label "Invoice No.:" to enter text before typing). In Microsoft Excel, all text on the invoice can be changed once you have created your report, with space provided to include information specific to your office, such as corporate logo images, billing dates, invoice payment terms and conditions, warranties, etc. as you would like.

Non-Billable Invoices

When creating an invoice, options are available to include "Only Billable Items" or "Only Non-Billable Items". In the example above, the invoice was set to include billable items. If you would like to create an invoice to itemize work recorded to a project as being non-billable, select the "Only Non-Billable Items" option before creating your invoice. The resulting invoice would then display the non-billable sums based upon your entered billing rates.

Considering the example data above, if it was decided that all Analysis work would be recorded as non-billable:

timesheets used by invoice, with non-billable items

An invoice created for non-billable work on the Widget Co. Project for that week would result in the following:

non-billable invoice

With the invoice itemizing the amounts which would have been billed if those hours were recorded as being billable. To indicate that the invoice is an itemization of non-billable work, a text note "Non-Billable Work Only" is appended to the project name in the report.

Expense Claim Listing Report

Your Expense Claim Listing report allows you to view expense claims as they have been entered by your staff. Each expense claim item which matches the specified report filter is listed, with a total amount shown both for each expense claim and for the report itself, with a 'grand total' including all listed expense claim amounts.

Please note: Unlike other reports, the Expense Claim Listing report (along with all Expense Claim "Data Export" reports) uses the Claim Date attribute of the records to determine which expense claims to include in the report output. The date of the individual expense claim items is not considered for this report. So, all expense claim items will be output for a given expense claim date, regardless of the individual item dates.

For example, a listing of Expense Claims entered by Tycho Brahe for the month of January might appear as follows:

report expense listing

As with timesheet reports, an expense claim listing report can be filtered to only display those projects, activities and tasks of interest, or to restrict output to billable or non-billable items. For example, if the expense claim list shown above was re-created with a filter to only display billable items, the report output would be adjusted to remove the single $400 item for Meals per-diem shown above:

report expense listing only billable items
Expense Claim Item Listing Report

Your Expense Claim Item Listing report displays individual expense claim items entered in Senomix, allowing those items to be viewed outside the context of their parent expense claim records.

As with Timesheet reports (and unlike the Expense Claim Listing report described above), it is the date of the individual expense claim items which is used by this report's filter to determine whether or not an entry is to be included in the report output.

For example, an Expense Claim Item Listing report created for Tycho Brahe for the dates January 22nd, 2012 through to January 25th, 2012 would produce the following output:

report expense item listing

Using the Expense Claim Listing report shown in the previous example for reference, we can see that only the expense claim items which fall within the provided date range are included in this report, with all other claim items excluded.

Item Listing by Expense Type Report

Your Item Listing by Expense Type report includes the same item elements as output in the Expense Claim Item Listing report, but with each set of items grouped by the indicated expense type. A total for each group of items is provided under each expense type, with a grand total for the report summed at the end.

For example, an Item Listing by Expense Type created for Tycho Brahe for the month of January might appear as follows:

report expense item listing by expense type

As shown, the individual items are broken out into groups for their respective Expense Types. This would allow you to identify a breakdown of items for a given time period such as "supplies purchased for Project X", or "all Federal Tax billed to expenses for this year".

Item Listing by Vendor

As with your listing by Expense Type, the Item Listing by Vendor report includes the same item elements as output in the Expense Claim Item Listing report, but with each set of items grouped by the indicated vendor. A total for each group of items is provided under each vendor group, with a grand total for the report summed at the end.

Similar to the previous example, an Item Listing by Vendor report created for Tycho Brahe for the month of January might appear as follows:

report expense item listing by vendor

In this example, all items correspond with the single Vendor 'Widget Supplier', for which the off-site meeting was held.

Timesheet and Expense Claim Database Export Reports (CSV and TXT)

Your Database Export reports provide a CSV or fixed-format flat file of timesheet and expense claim data which can be used as an import file for an external database. These reports and their specific character-by-character format is described in detail in the Appendices of this document.

Please Note: The Database Export reports for Expense Claims use the Claim Date attribute of the records to determine which expense claims to include in the report output. The date of the individual expense claim items is not considered for expense claim database export reports. So, all expense claim items will be output for a given expense claim date, regardless of the individual item dates.

When created, your export reports will be automatically saved to your computer's Downloads folder with a name appropriate for their content. For example, a database text export report would be named senomix_db_export.txt, and a QuickBooks timesheet export would be named QBTimesheets.iif. Once created, you can rename, relocate or adjust your export report as you would like.

Billing Codes Report

Your Billing Codes report provides you with a reference spreadsheet of all project, activity and task billing codes in your system. The report itself displays the code, name and active / inactive state of all project, activity and task billing codes and can be used as a quick reference to assist your system management.

The report is created in your computer's Downloads directory with the filename senomix_billing_codes.xls and can be opened in Microsoft Excel.