In2Control - Instruction Manual - Writing Hours

Instruction manual
Writing hours
In2Control
Author Topicus
Date May 26, 2021
Contents
Writing hours ................................................................................................... 3
1. Thoughts behind the process..................................................................... 3

2. Design ....................................................................................................... 3
3. Important concepts ................................................................................... 4
3.1 AFAS ....................................................................................................... 4

3.1.1 Save written hours................................................................................... 4
3.1.2 Complete week ........................................................................................ 4
3.1.3 Release week .......................................................................................... 4
3.2 Topicus ................................................................................................... 4
3.2.1 Overtime ................................................................................................ 4
4. Method ...................................................................................................... 5
4.1 Login ....................................................................................................... 5

4.1.1 Logging in via Insite ................................................................................. 5
4.2 Book hours .............................................................................................. 5
4.2.1 Select week ............................................................................................ 7
4.2.2 Selecting projects .................................................................................... 8
4.2.3 Project Phase .......................................................................................... 8
4.2.4 Work type ............................................................................................... 9
4.2.5 Explanation of hours ................................................................................ 9
4.2.6 Recording hours ...................................................................................... 9
4.2.7 Complete week ...................................................................................... 10
Reading Guide
Helpful tips from colleagues
Pay attention!
2/10 Writing hours

Writing hours
1. Thoughts behind the process
• Hours worked and leave (hours not worked) are tracked in one system
• Organize the process of writing hours as efficiently as possible
• Insight into (over) hours (overtime)
2. Design
Writing hours goes through Insite or the AFAS Pocket App (end of 2021). In it you can:
• Look up timesheet(s) yourself
o Started a new project? Or participated in a project of colleagues? Simply

look up the corresponding timesheet yourself.
o Indirect hours? You can write these in standard available hours.
• Submit your own hours
o You wrote hours for the week? Submit it immediately for review.
• Write hours faster with favorites
o Have you worked on a project before? You will immediately see the project
in the new week.
• End of 2021: Choosing the form of writing hours
o Do you prefer to write the hours with the weekly matrix or does the
agenda layout work better for you?
3/10 Writing hours

3. Important concepts
3.1 AFAS
3.1.1 Save written hours
Do you want to save the written hours for yourself (in the meantime)? Then select the
option voltooien [finish].
To continue or to close the week, you must first select the worked period again.
Pay attention! Your hours are not yet submitted by completing the week.
3.1.2 Complete week
Done writing down your hours in the week and want to submit your hours? Then select
the option complete week.
Pay attention! After completing, the week is blocked for changes.
3.1.3 Release week
Do you want to reverse the closing of the week? Select the week release option.
If a rule is rejected, AFAS releases the week again, so that the rules can be
changed.
3.2 Topicus
3.2.1 Overtime
Topicus has two types of overtime
1. Overtime on own initiative
Do you work a little longer one day? No problem! You can write your hours [TvT –
tijd voor tijd gewerkt] and compensate these hours on another day(s) within a
month [TO – tijd voor tijd opname].
2. Overtime by appointment
Does a project require extra effort and do you
make agreements about overtime with your
manager? You can then use the time-for-time
function. This is done via the HR leave portal.
4/10 Writing hours

4. Method
4.1 Login
You can register hours in 2 ways:
• Via the website – Insite

• Via the pocket app – AFAS pocket [from the end of 2021/beginning of 2022]
4.1.1 Logging in via Insite
https://81635.afasinsite.nl/
Login with your email address and password.
4.2 Booking hours
Select booking hours to go to the project portal.
5/10 Writing hours

Make sure you select the correct week and press “Selecteren” to select the week.
Fill in the matrix by filling in the project, the work type and the project phase in
combination with the number of hours you have spent per working day. Your previously
written leave, in the AFAS leave portal, is already displayed during the week. As soon as
you have completely written the week you can “Complete the week”
At the bottom of your screen you can see how many hours you work in accordance with
your contract (become paid). If this is not correct, pass this on to your team lead. They
can adjust this.
To see the entire field, you can narrow the columns of the week matrix. Insite
will remember your setting for the following week.
If you click on leave and absence line, it grays out. By using F5 you refresh the
screen and you can continue writing hours.
Add a new project line by pressing tab at the end of the table.
6/10 Writing hours

4.2.1 Select week
By clicking on the … you come to the screen where you can select the week in which you can
enter hours.
Select the week for which you want to write hours.
AFAS automatically opens the first week that you have not yet closed.
In the search bar you can easily filter on the desired week by, for example, entering
the numbers of the month or the first day of the week.
7/10 Writing hours

4.2.2 Selecting projects
By clicking on the … you come to the screen with Projects to which you have rights to
write time. Select the project on which you want to account for your time.
Use or to add a new project line

Use to remove a project from your favorites
4.2.3 Project Phase

You also indicate which phase you want to write on.
A project phase always has phase 1. You can enter 1 to check whether this is
the correct phase. Is the phase incorrect or is the project called multiple phases?
You will then receive an error message that allows you to change the phase.
8/10 Writing hours

4.2.4 Work type
In the next field you indicate what you have done (Work type). This is filled in by default
with worked.
Overtime on assignment you write with time for time worked [tijd voor tijd
gewerkt]
Pay attention! The work type must be entered, otherwise you will receive an
error message
4.2.5 Explanation of hours
Add a description of the activity you took.
4.2.6 Recording hours

You enter the data in the weekly matrix per day.
9/10 Writing hours

When you have recorded your hours, press voltooien to save the data.
4.2.7 Complete week

After you have completely written your week, you can close the week so that the team
lead can approve the hours.
10/10 Writing hours

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Instruction manual

1. Thoughts behind the process..................................................................... 3

3.1 AFAS ....................................................................................................... 4

4.1 Login ....................................................................................................... 5

Helpful tips from colleagues

2/10 Writing hours

• Organize the process of writing hours as efficiently as possible

• Insight into (over) hours (overtime)

• Look up timesheet(s) yourself

o Started a new project? Or participated in a project of colleagues? Simply

o Indirect hours? You can write these in standard available hours.

• Submit your own hours

• Write hours faster with favorites

• End of 2021: Choosing the form of writing hours

3/10 Writing hours

3.1.2 Complete week

Pay attention! After completing, the week is blocked for changes.

3.1.3 Release week

Topicus has two types of overtime

1. Overtime on own initiative

4/10 Writing hours

You can register hours in 2 ways:

• Via the website – Insite

4.1.1 Logging in via Insite

Login with your email address and password.

4.2 Booking hours

Select booking hours to go to the project portal.

5/10 Writing hours

6/10 Writing hours

Select the week for which you want to write hours.

7/10 Writing hours

Use or to add a new project line

4.2.3 Project Phase

8/10 Writing hours

4.2.5 Explanation of hours

Add a description of the activity you took.

4.2.6 Recording hours

9/10 Writing hours

4.2.7 Complete week

10/10 Writing hours

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