¶ Time Tracking
¶ Achievo & Zeiterfassungsblatt (ODS) - the big picture
Why do we need two different systems?
- Zeiterfassungsblatt (ODS) is for tracking working time (incl. vacations, sickness, etc.) which is based on legal requirements (Arbeitszeiterfassung / Arbeitsrecht).
- Achievo is for tracking project times and is therefore needed for project billing and evaluation (Projektzeiterfassung / Controlling).
¶ Time Tracking 101
Your time tracking should be ...
1. COMPLETE
Times tracked in Achievo should come close to the times tracked in your personal Zeiterfassungsblatt (internal tasks should be tracked as internal times)
2. REALISTIC
Do not track in a tactical way. Your project times should be tracked as such. Even if we have considerable overflow, the information about it is valuable (project controlling, future projects, etc.).
3. UP2DATE
Your Achievo time tracking must be updated at leastonce a week (Friday or Monday). We highly recommend time tracking on a daily base as it improves the quality and the controllability. Work time tracking (ODS) must be completed at the beginning of the upcoming month.
¶ Time-off HowTo
This applies to vacation, time-off (Zeitausgleich), sickness as well as work@home.
- If you are not in the office for one or more days, add a note in the Abwesenheitskalender. The sooner the better.
- If you are not in the office for more than one day, let your co-workers / project managers know in advance and align it with project milestones and other vacations in your team. The sooner the better.
- If you are not in the office for more than a week, write an e-mail to Sascha and Michael. The sooner the better.
¶ Frequently Asked Questions
- Q: What to do if you are unsure?
A: Just ask Sascha or Michael! - Q: Is the lunch break working time?
A: Nope. - Q: Do I have to make a break?
A: At least after 6 consecutive work hours you are obliged to make a break of 30 minutes. Please note the break within your ODS sheet. If you don't note a break we might have to add it for legal reasons. - Q: How do I have to track sickness time?
A:- See Work Time Tracking (ODS) HowTo
- If your sick leave exceeds three days we need a doctor's confirmation.
- You don't have to track those times in Achievo.
- Q: How do I have to track a doctor's visit?
- If your doctor's visit (as well as administrative tasks / "amtswege") has to be during general work time (e.g. acute issues, no appointments outside your standard worktime possible) it can be tracked as work time. Please add a explantory note in the comments column "Tätigkeiten", eg. "Extension of passport".
- You don't have to track those times in Achievo.
- Q: How do I track a company outing (Betriebsausflug)?
A: Track the time it takes up to a full average workday (weekly working time divided by five). (Achievo: INT -> Meetings & Events -> Events) - Q: How do I track a Xmas dinner, WIENFLUSS game nights or alike?
A: Usually this is not working time.
Exception: drinking Punch together in the office before the Xmas dinner (Achievo: INT -> Meetings & Events -> Events)
- Q: How do I track if I join a conference, meetup, fortbildung ...
A: Usually track the time it takes up to a full average workday (weekly working time divided by five). do not track work time for socializing, beer drinking, table dancing ... Überstunden do not apply. - Q: Does it count as "Fortbildung" if I research work related topics (even at home)?
A: Generally yes. - Q: Business trips (Dienstreisen)
A: see separate chapter Dienstreise / Business Trips - Q: How do I deal with Überstunden (overtime, nightshift) vs. Mehrstunden
A:- Generally:
- If you work more than the weekly work time according to your contract (Mehrstunden) it can be compensated by time-off (Zeitausgleich).
- If you intentionally shift your work time to the night or the weekend, Überstunden do not apply.
- If its necessary to have overtime hours in the night / at sundays or public holidays for rollouts, server maintenance, priority bugfixes or other urgent tasks that cannot be done during the working time, the rules according to our Kollektivvertrag apply:
- +100%
- for times between 20:00 and 06:00 and
- on Sundays or public holidays
- + 50%
- for times between 06:00 and 20:00 if your work time exceeds 10 hours on the same day and
- on Saturdays after 13:00
- Of course there is also the possibility to compensate the times (book the time twice) instead of getting overtime paid.
- You have to write an e-mail to Sascha and Michael in such cases (ideally in advance) to let them know about your overtime hours.
- You have to track Überstunden in ODS and Achievo. See Work Time Tracking (ODS) HowTo and Achievo / Project Time Tracking HowTo
- +100%
- Generally:
- Q: How do I track compensating off-time (Zeitausgleich)?
A: You don't have to track it. Just add it to the Abwesenheitskalender and leave a noteZeitausgleichin your ODS. - Q: How do I track vacation (Urlaub)
A: See Work Time Tracking (ODS) HowTo and Time-off HowTo - Q: How do I track compassionate leave (Sonderurlaub)
A: Mark the day as free (column "Frei") and leave a comment with the purpose of the compassionate leave (e.g. "SU: Umzug"). This usually applies to: moving, wedding, death of a relative, etc. - Q: How do I track care leave (Pflegefreistellung)
A: Mark the day as free (column "Frei") and leave a comment with the purpose of the care leave (e.g. "Pflegefreistellung"). If it exeeds three working days a we need a doctor's confirmation (Krankschreibung der gepflegten Person oder Pflegefreistellungsbestätigung). Without an extra agreement, care leave is limited to five working days a year.
¶ Work Time Tracking (ODS) HowTo
¶ Setup
On the Var sheet the following two values have to be set:
- Weekly hours (Wochenstunden)
- Contract start (Eintritts- / Anpassungsdatum)
If the contract changed (e.g. change of weekly hours) and a new sheet had to be started, the following field have to be supplied additionally:
- due date vacation entitlement (Stichtag Urlaubsanspruch)
- carryover hours balance (Übertrag Stundenkonto)
- carryover vacation balance (Übertrag UT)
.jpg)
¶ Time tracking
Actual time tracking happens on the Tage sheet.
¶ What has to be tracked?
| Column | Description |
|---|---|
Start |
When did you come / start working |
Ende |
When did you leave / stop working |
Pause |
Accumulated break time for the day (note: you need breaks according to the law, FAQ: Do I have to make a break) |
Tätigkeiten |
Optional documentation of main tasks for the day. Details must be documented within Achievo. |
¶ Overtime registration / Überstunden
- Usually overtime is handled within the flexible work time agreement (Zeitausgleich).
- Overtime that qualifies for an overtime premium have to be mandated and agreed with Sascha or Michael in advance.
¶ Tracking premium overtime
To track premium overtime hours, the following columns must be used:
| Column | Description |
|---|---|
Üh15 |
Premium overtime hours (+50%) |
Üh20 |
Premium overtime hours (+100%) |
Notes:
- Premium overtime hours are part of the registered times, not added to it (see
8.1.2021in the daytime registration example above). - Per default, premium overtime hours will be paid out. Therefore the overtime balance is reduced.
- If the premium overtime hours should not be paid out, the columns
Üh15 → €and/orÜh20 → €in the sheetMonatemust be adjusted accordingly, i.e. cols L / M have to be manually set to0. Those changes should be made in accordance with SN or MS (GF).
¶ Vacation
| Column | Description |
|---|---|
UT |
Set to "1" for a full vacation day or "0,5" for a half-day. |
Note: For (part-time) employment with defined working days (in your contract), vacation has to be consumed week-wise. That means that the whole week has to be set to UT=1.
¶ Sickness, special leave
In case of sickness or special leave (moving to a new place, birth of a child, death of relatives), set Frei = 1 and indicate the sickness in the comment field. The regulation regarding special leave can be found at the end of this page.
¶ Public holidays (and weekends) are already documented in the time sheets in the column labelled "Frei" (which is also used for sickness.
You can find also a complete overview of public holidays in the table „Feiertage AT“.
Public holidays as well as
¶ Frequently Asked Questions
- Q: Until when do I have to track my work time?
A: It's best to update the sheet on a daily basis. Work time tracking (ODS) must be completed at the beginning of the upcoming month. - Q: Where do I see my current vacation budget?
A: See columnUTistin theMonatesheet. - Q: Where do I see my actual time budget?
A: See the sheetMonatsblattfor the current month. - Q: What should I do if my time budget is out of bounds (e.g. +/-50h)?
A: Get in touch with Michael and/or Sascha. - Q: Can I use vacation days to cover a deficit on the time balance?
A: Yes, that's possible. Get in touch with Michael or Sascha. - Q: My contract changed (e.g. from full- to part-time), what should I do?
A: You have to start a new time-sheet and set the carryover values. Additionally the values have to be added in theMonateview. If you are unsure, contact Michael or Sascha.
¶ Project Time Tracking (Achievo) HowTo
¶ Best-Practices
- Book times on the relevant
Project,Phase&Activity.- Usually this information is indicated in the corresponding ticket.
- If you are not sure where to book your times, ask the project lead or internal product owner.
- Submit a comment:
- Indicate the ticket number, related to the tasks you worked on (e.g. #123). Note: If the Trac instance cannot be derived from the project, please also indicate the Trac instance.
- It should be clear what has been done and what the eventual results have been.
- If something did not work out, indicate why and what the problems have been.
- If a task took longer than anticipated, indicate the reasons for it.
- Use a language and formulations suitable for the customer reports.
- For support tasks without a project or contract, indicate who commissioned the task (e.g.
(Anfrage Hr. Gruber),(E-Mail Fr. Raab), etc.).
Tipps for good comments:
- Try to read your comment from the customer's point of view.
- For larger, continuous tasks, don't be repetitive. Eg. it is not enough to use the same description (e.g.
Looked into ticket [#123]) for a 20h task.
-- TBC --
¶ Booking internal hours
¶ Lump-sum support (Pauschalsupport)
- Should be tracked annually or the support period
¶ FAQ
- Q: How to record overtime hours?
A: Simply leave a note in the comment (e.g.2h overtime). - Q: How to track non-billable time
A: Simply add a note in the comment (e.g.[nicht verrechnen])
¶ Achievo for Project Managers
- If an acquisition takes more than the usual effort (e.g. writing an offer, initial meeting, etc.), consider to create a new project with a phase "acquisition".
### TODO ###new project vs new phase in an existing project### TODO ###don't forget to add and update (Ursprungsplanung and) Aktuelle Planung (exclude external times & costs)- For continuous support projects, create a new project or phase for every
- subsequent order or
- year
### TODO ###naming conventions for projects / phases
¶ Personal Time Tracking Tools (PT³)
There are different tools that help you track your work & project time:
¶ Wishlist
### TODO ###Add trac ticket numbers to ###welches projekt? WIENFLUSS-IT oder WIENFLUSS-intranet
¶ ARBEITSRECHTLICHE FRAGEN
¶ SONDERURLAUB (Stand 2022)
§ 10 Anspruch bei Dienstverhinderung (1) Gemäß § 8 Abs. 3 AngG behält der Arbeitnehmer den Anspruch auf das Entgelt, wenn er durch andere, wichtige, seine Person betreffende Gründe ohne sein Verschulden während einer verhältnismäßig kurzen Zeit an der Leistung seiner Dienste verhindert wird.
(2) Bei angezeigtem und nachträglich nachgewiesenem Eintritt nachstehender Familienangelegenheiten ist jedem Arbeitnehmer eine Freizeit ohne Schmälerung seines monatlichen Entgeltes in folgendem Ausmaße zu gewähren:
- beim Tode des Ehegatten (der Ehegattin), des eingetragenen Partners (der eingetragenen Partnerin 3 Arbeitstage
- beim Tode des Lebensgefährten (der Lebensgefährtin), wenn er (sie) mit dem Arbeitnehmer im gemeinsamen Haushalt lebte 3 Arbeitstage
- beim Tode eines Elternteiles 3 Arbeitstage
- beim Tode eines Kindes 3 Arbeitstage
- beim Tode von Geschwistern, Schwiegereltern und Großeltern 1 Arbeitstag
- bei eigener Eheschließung und Verpartnerung 3 Arbeitstage
- bei Wohnungswechsel im Falle eines bereits bestehenden eigenen Haushalts oder im Falle der Gründung eines eigenen Haushaltes 2 Arbeitstage
- bei Eheschließung oder Verpartnerung von Geschwistern, Kindern oder Elternteilen 1 Arbeitstag
- bei Niederkunft der Ehefrau bzw. der Lebensgefährtin, der eingetragenen Partnerin) 1 Arbeitstag
- die notwendige Zeit für das Aufsuchen des Arztes bzw. des Zahnarztes,
sofern eine kassenärztliche Bescheinigung vorgewiesen wird.