Time Reports

A guide to Ruddr’s Time reports, including time entry detail, summaries by client, project, member, role, and task, and timesheet reports.

To gain insight into the time that is being logged in your workspace, access the Time reports section of Ruddr’s report library by clicking the Library item in the Reports section of the main nav bar (Figure 1) on the left of the screen. Once you have accessed the reports library, you will see the Time category of reports listed (Figure 2).

Figure 1 - Clicking on Library in the Reports Section of the Main Nav Bar to Access the Reports Library

Figure 2 - Time Reports in the Report Library

Hours Budgets in Time Summary Reports

Several Time Summary reports show an hours budget next to the hours logged: Time Summary by Project, by Project and Member, by Project and Role, by Project and Task, by Project and Task and Member, and by Project and Task and Role. In these reports:

• Budget Left counts all hours logged to date, not just the hours in the report’s date range, so it shows what is actually left of the budget.
• Filters such as member, role, or task also narrow the hours counted against the budget. The task line in the Time Summary by Project and Task and Member and by Project and Task and Role reports is the one exception, as described in those reports below.
• Budget columns are only shown to members whose security role allows them to view the project’s time and expenses.

The following reports present differing views of Time data in your workspace:

Project Time Statement

The Project Time Statement report provides a view of a project’s time entries for the reporting period, along with the total sum of project hours for the project prior to the reporting period and through the reporting period.

Time Approval Summary by Member

View a summary of hours by approval status for members in your workspace. The following time aggregations are included in this report:

• Not Submitted
• Pending Approval
• Approved
• Rejected

Time Attachments

For workspaces that leverage the Time Attachments feature in Ruddr, the Time Attachments report provides access to files that members have been uploaded to the Week view of the Time screen. The report includes:

• Member that uploaded the attachment
• Week of time entries to which the attachment applies
• The Client and Project to which the attachment applies
• A link to the file for viewing / download

Time Client Approval Summary by Member

For workspaces that leverage Client Approvals, this report presents a summary of hours by client approval status, grouped by member.

Time Entries

The most detailed source of time data in Ruddr, the Time Entries report is a listing of individual time entries in Ruddr, including:

• Date
• Member
• Client and Project
• Role
• Task
• Approval Status
• Hours
• Notes (available when clicking Show notes on the report)

Note that there is a “client-friendly” PDF export format in addition to the CSV and Excel formats for the Time Entries report. The PDF will contain your company logo and a Time Summary section in the report header.

In the Excel / CSV exports, a significant amount of additional data is available for the time entries. For those with the correct permissions, data such as Bill Rate, Revenue, and Labor Cost can be accessed in the export of this report.

Multicurrency and the Time Entries Report

For workspaces that leverage Ruddr’s Multicurrency feature, the Time Entries report provides the user with the ability to select the currency (Figure 3) that will be used for the CSV / Excel export.

Figure 3 - Currency Selector on the Time Entries report

The Time Entries report export (Figure 4) will include columns for both the project’s specified currency and the converted currency per the currency selector on the report. The example below shows CSV export columns for time entries on a project set for GBP with the currency selector set to USD. Both the GBP and USD values are shown in the report export.

Figure 4 - A CSV Export with Conversion from GBP to USD

Time Entries Pending Approval

This report offers a view of all time entries that are in a “Pending Approval” status. The report also lists the name of the member(s) who need to approve each time entry. Included in this report are the following columns:

• Date
• Member / Member Type
• Client and Project
• Role and Task (if applicable)
• Approver(s)
• Hours

Time Off by Member

View a summary of Time Off hours, grouped by Member and Time Off Type.

Time Summary by Client

This report provides access to a breakdown of hours by Time Type for clients in your workspace. Included in this report is a summary of the following:

• Client
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours
• Total Hours

Time Summary by Client and Member

A similar report to Time Summary by Client, with an additional grouping of hours by member. For any client and member in your workspace, view Client Billable, Client Non-Billable, and Internal Hours.

Time Summary by Client and Project

A similar report to Time Summary by Client, with an additional grouping of hours by project. For any project in your workspace, view Client Billable, Client Non-Billable, and Internal Hours.

Time Summary by Client by Time Unit

This report can be used to see the hours on a client broken down by time unit:

• Month
• Week
• Day

By default, the Time Summary by Client by Time Unit report is set to group and display by Month. To change this grouping, select the desired value from the Unit dropdown (Figure 5) in the Filters drawer.

Figure 5 - Change the Unit by which you Choose to View the Time Report

The report includes the following summary of hours by unit:

• Client
• Hours per Unit
• Total Hours

Time Summary by Member

When looking for a breakdown of hours for Members in your workspace, access this report, which includes:

• Member
• Member Type
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours
• Time Off Hours
• Total Hours
• Capacity for the Selected Period
• Missing Time

This report helps administrators track down Missing Time in the workspace. Missing Time is the difference between the member’s Capacity and the total number of hours entered into Ruddr for the period. Any members that are missing time will have a non-negative number of hours in this column.

Time Summary by Member and Client

A summary of hours for each member with an additional grouping by client. For each member and client in your workspace, see a summary of hours, including Client Billable, Client Non-Billable, and Internal hours. The following columns are included in this report:

• Member
• Client
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours
• Total Hours

Time Summary by Member and Project

A summary of hours for each member broken down by project. This report displays the following:

• Member
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours (for projects associated with the workspace’s internal client)
• Total Hours

Time Summary by Member and Project and Task

A next-level view of time by member and project broken down by task. The following columns are included in the report:

• Member
• Project / Task
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours (for projects associated with the workspace’s internal client)
• Total Hours

Time Summary by Member by Time Unit

This report can be used to see the hours for a member broken down by time unit:

• Month
• Week
• Day

By default, the Time Summary by Member by Time Unit report is set to group and display by Month. To change this grouping, select the desired value from the Unit dropdown (Figure 6) in the Filters drawer.

Figure 6 - Change the Unit by which you Choose to View the Time Report

The report includes the following summary of hours by unit:

• Member
• Hours per Unit
• Total Hours

Time Summary by Member Practice

Summary of hours by member practice, including the following:

• Member Practice
• Client Billable Hours
• Client Non-Billable Hours
• Internal Hours
• Time Off Hours
• Total Hours

If your workspaces uses practices, this report provides insight into the types of hours being entered by members belonging to a particular practice. Practices can be created / managed in the Custom Data section of Workspace Settings.

Time Summary by Project

View a breakdown of hours logged to projects in your workspace, along with each project’s Hours budget information. Hours are categorized by Time Type and budget information is included as such:

• Project (and Client)
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours
• Total Hours
• Project Budget Hours
• Project Budget Hours Left
• Percent Budget Hours Left

Time Summary by Project and Member

Similar to the Time Summary by Project report, with an additional grouping by member. This report also includes project hours budget information. For projects that have a Detailed project budget and are not using project roles, with hours budgets assigned to individual team members, the hours budget information will be displayed at a member level.

Time Summary by Project and Member and Task

A next-level look at time by project and member, with a grouping at a project task level.

Time Summary by Project and Role

For projects that use project roles, this report provides a summary hours for each project, grouped by project role. For projects that have either a Detailed project budget or a Detailed budget aggregated from tasks, this report provides hours budget insights at a role level:

• Project (and Client)
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours (for internal projects)
• Total Hours
• Role Budget Hours
• Role Budget Hours Left
• Percent Role Budget Hours Left

Time Summary by Project and Role and Task

A next-level look at time by project and role, with a grouping at a project task level.

Time Summary by Project and Task

A summary of hours for projects that have project tasks. For tasks that have an associated task hours budget, hour budget information is available.

• Project (and Client)
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours (for internal projects)
• Total Hours
• Task Budget Hours
• Task Budget Hours Left
• Percent Task Budget Hours Left

Time Summary by Project and Task and Member

A summary of hours grouped by project, task, and member. Projects and tasks are shown as group lines with subtotals, and each member who logged time to a task is listed beneath it. For tasks with an hours budget, the report shows how much of the budget has been used:

• Project (and Client), Task, and Member
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours (for internal projects)
• Total Hours
• Budget
• Budget Left
• Percent Used

A task’s hours budget always appears on the task line. When the task’s budget is split by member (on projects that don’t use project roles), each member’s share also appears on that member’s line, and the task line equals the sum of its member lines. Members with a budget but no time in the report period are still listed so the lines add up to the task’s budget, and members with time but no budget show ”—” in the budget columns. Otherwise, the budget appears on the task line only.

On the task line, Budget Left and Percent Used reflect all time on the task, even when the report is filtered by member, role, or other time entry filters. On a member line, they reflect only the filtered time. Percent Used is above 100% when a task or member is over budget. See Hours Budgets in Time Summary Reports for how budget columns work across these reports.

When exporting to CSV or Excel, each row is one task and one member. The export has two sets of budget columns: Task Budget Hours, Task Budget Hours Left, Task Percent Used, and Task Percent Left, repeated on every row of the task; and Member Budget Hours, Member Budget Hours Left, Member Percent Used, and Member Percent Left, filled in only when the task’s budget is split by member.

Time Summary by Project and Task and Role

A summary of hours grouped by project, task, and project role. Projects and tasks are shown as group lines with subtotals, and each role with time on a task is listed beneath it. It shows the same columns as the Time Summary by Project and Task and Member report: hours by type, plus Budget, Budget Left, and Percent Used.

A task’s hours budget always appears on the task line. When the task’s budget is split by role, each role’s share also appears on that role’s line, and the task line equals the sum of its role lines. Roles with a budget but no time in the report period are still listed so the lines add up to the task’s budget, and roles with time but no budget show ”—” in the budget columns. Otherwise, the budget appears on the task line only.

On the task line, Budget Left and Percent Used reflect all time on the task, even when the report is filtered by member, role, or other time entry filters. On a role line, they reflect only the filtered time. Percent Used is above 100% when a task or role is over budget. See Hours Budgets in Time Summary Reports for how budget columns work across these reports.

When exporting to CSV or Excel, each row is one task and one role. The export has two sets of budget columns: Task Budget Hours, Task Budget Hours Left, Task Percent Used, and Task Percent Left, repeated on every row of the task; and Role Budget Hours, Role Budget Hours Left, Role Percent Used, and Role Percent Left, filled in only when the task’s budget is split by role.

Time Summary by Project by Time Unit

This report can be used to see the hours on a project broken down by time unit:

• Month
• Week
• Day

By default, the Time Summary by Project by Time Unit report is set to group and display by Month. To change this grouping, select the desired value from the Unit dropdown (Figure 7) in the Filters drawer.

Figure 7 - Change the Unit by which you Choose to View the Time Report

The report includes the following summary of hours by unit:

• Project (and Client)
• Hours per Unit
• Percentage of Monthly Budgeted Hours*****
• Total Hours

* When viewing the report by Month, Fixed Monthly projects that have a monthly budget will have an additional Percentage of Monthly Budgeted Hours value listed under the Hours per Unit figure in each column of the report. Additionally, when the user hovers over these values, a pop-up modal will display with the following information:

• Billable Worked
• Non-Billable Worked
• Total Worked
• Billable Budget
• Non-Billable Budget
• Total Budget
• Total Budget Used

Time Summary by Project Type

Project Types in Ruddr are defined in the Custom Data area of Workspace Settings and can be leveraged to classify projects in your workspace, enabling you to analyze the performance of specific segments of your project portfolio. This report provides a summary of hours grouped by project type.

• Project Type
• Client Billable Hours
• Client Non-billable Hours
• Internal Hours
• Total Hours

Time Summary by Task and Role and Member by Time Unit

Ability to view project hours by task, role and member. You are able to switch the time unit between the below options:

• Month
• Week
• Day

Timesheets

A summary of the timesheets that have been submitted in your workspace, including:

• Period
• Submitted On
• Member
• Member Type
• Hours
• Capacity

Exports of this report include additional member fields, along with the member that submitted each timesheet. For workspaces that leverage the Timesheet Attestation feature, exports also indicate whether each timesheet was attested and include the attestation text and the member’s signature.

Unsubmitted Timesheets

For admins looking to track down timesheets that have not been submitted, this report provides a list members, per period, and the number of hours associated with unsubmitted timesheets.

• Period
• Member
• Member Type
• Hours
• Capacity