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# Time Sheet Demo

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A timesheet done in excel - allows allocating across cost centers. Provides lots of visual cues to user.

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### Time Sheet Demo

2. 2. COMMUNITY AND FAMILY RESOURCE CENTER W 3/5/08 0.00 3/6/08 0.00 3/7/08 0.00 3/8/08 0.00 3/9/08 0.00 Hol V PH O worked: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Memo Only: 0.00 0.00 0.00 0.00 leave: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 TOTAL: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Percentages: #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! ** EXPLAIN ANY TIME PLACED IN THE "OTHER" COLUMN HERE EMPLOYEE SIGNATURE SUPERVISOR SIGNATURE
3. 3. Start Date 1 December 21, 2007 2 January 6, 2008 3 January 20, 2008 4 February 6, 2008 5 February 20, 2008 6 March 6, 2008 7 March 20, 2008 8 April 6, 2008 9 April 20, 2008 10 May 6, 2008 11 May 20, 2008 12 June 6, 2008 13 June 20, 2008 14 July 6, 2008 15 July 20, 2008 16 August 6, 2008 17 August 20, 2008 18 September 6, 2008 19 September 20, 2008 20 October 6, 2008
4. 4. 21 October 20, 2008 22 November 6, 2008 23 November 20, 2008 24 December 6, 2008
5. 5. End Date Pay Date # Days January 5, 2008 January 15 11 January 19, 2008 January 30 10 February 5, 2008 February 15 12 February 19, 2008 February 29 10 March 5, 2008 March 14 11 March 19, 2008 March 28 10 April 5, 2008 April 15 12 April 19, 2008 April 30 10 May 5, 2008 May 15 11 May 19, 2008 May 30 10 June 5, 2008 June 13 13 June 19, 2008 June 30 10 July 5, 2008 July 15 11 July 19, 2008 July 30 10 August 5, 2008 August 15 12 August 19, 2008 August 29 10 September 5, 2008 September 15 13 September 19, 2008 Septemer 30 10 October 5, 2008 October 15 10 October 19, 2008 October 30 10
6. 6. November 5, 2008 November 14 13 November 19, 2008 November 26 10 December 5, 2008 December 15 12 December 19, 2008 December 30 10
7. 7. Days of Week Look Up Table Due 1 January 8 2 January 23 3 February 8 4 February 22 5 March 7 6 March 20 7 April 8 April 23 May 8 May 22 June 6 June 23 July 8 July 23 August 8 August 22 September 8 September 23 October 8 October 23
8. 8. November 6 November 19 Dec 8 Dec 19
9. 9. Week Look Up Table Department Su Admin M Early Care T Emergency & Counseling Programs W Youth Th F Sa
10. 10. Cost Centers 1 2 gency & Counseling Programs 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21
11. 11. 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 Events
12. 12. st Centers Program 1 001 Program 2 002 Program 3 003 Program 4 004 Program 5 005 Program 6 006 Program 7 007 Program 8 008 Program 9 009 Program 10 010 Program 11 011 Program 12 012 Program 13 013 Program 14 014 Program 15 015 Program 16 016 Program 17 017 Program 18 018 Program 19 019 Program 20 020 Program 21 021
13. 13. Program 22 022 Program 23 023 Program 24 024 Program 25 025 Program 26 026 Program 27 027 Program 28 028 Program 29 029 Program 30 030 Program 31 031 Program 32 032 Program 33 033 Program 34 034 Program 35 035 Program 36 036 Program 37 037 Program 38 038 Program 39 039 Event 1 040 Event 2 041
14. 14. Formula Explanations UNPROTECT CFRC USE THIS CAREFULLY! PASSWORD: 1 Formula for looking up end date VLOOKUP(\$B\$10,\$AU\$9:\$AV\$32,2,FALSE) from the start date: You must fill in the look up table(AU9:AV32) with the year's pay period dates for the look up function to work 2 Formula for looking up the day of IF(AND(\$B19>=\$B\$10,\$B19<=\$F\$10),VLOOKUP(WEEKDAY(\$B19), the week: \$AX\$9:\$AY\$15,2,FALSE),"") Essentially this says that if the date in the row falls within the pay period, look up the day of the week from the day of the week look-up table, otherwise leave the cell blank. 3 Other Look-up formulas include: The formula to look up the account number for the cost center in each column VLOOKUP(N\$13,Cost_Centers,2,FALSE) 4 Formulas for incrementing dates in Set date in first row to equal value in start date cell. Set subsequent cells to equal previous pay period: cell plus one 5 Formula for knowing day of week IF(AND(\$B19>=\$B\$10,\$B19<=\$F\$10),VLOOKUP(WEEKDAY(\$B19), abbreviation: \$AX\$9:\$AY\$15,2,FALSE),"") Essentially this says, if the adjacent date falls within the pay period, go to the day of week Look Up Table and look up the correct abbreviation for the day of the week, otherwise leave the cell blank 6 Formula for summing columns to IF(ISBLANK(N\$13),0,SUM(OFFSET(N37,-TwentyRowsAboveMe,SameColumn,End_Date-Start_Date+1,1))) only include cells within the Essentially this says always starting 20 cells above the current cell, subtract the start date current period and to only include from the end date and add 1 to get your active range, and sum just that range. And only do columns that have a designated that if the Cost Center Name Cell is not blank. cost center: 7 Formula for carrying over benefit IF(ISBLANK(N13),0,N\$16*SUM(LeaveHours)) hours to appropriate home center Essentially this says, to multiply the total benefit hours by the column percentile to allocate your benefit hours to your home center. This works because only your home centers should have a percentile greater than 0. Also, if the column lacks a cost center designation, don't do the calculation. 8 The formula for the Little MEMO SUM(OFFSET(C43,-24,0,\$F\$10-\$B\$10+1,1)) Only Table is on the same principle as in 6 above: 9 Formula for summing the rows: {=IF(AND(B33>=Start_Date,B33<=End_Date),SUM(IF(ISBLANK(Cost_Center_Name),0,J33:AZ33),C33:F33),0)} Essentially this says that if the date in the row falls within the pay period, sum the benefit hours and the cost center allocations (but only for columns that have the Cost Center designated) across the row. The curly brackets indicate that this must be entered as an array formula with the control shift enter keys. Excel will then enter the curly brackets - we don't type them in. 10 Formula for looking up the Cost VLOOKUP(J\$12,Cost_Centers,2,FALSE) and VLOOKUP(J\$12,Cost_Centers,3,FALSE) Centers The logic behind these formulas is to maintain a table of Cost Centers in numberical order and also to sequentially number them. as well You also sequentially number each Cost center oclumn across the time sheet. I use row 11 which is hidden tor that purpose These lookup formulas use the sequential oolumn number to look up the sequential row number of the Cost Center Look-up Table and then plug in the associated Cost Center Account number and name. 11 Formula for looking up Department In order to keep from hiding the Department Name when the user hides columns, I have the for Time Sheet Header: user set the Department name in the nonprint area of the timesheet. Then I merge the entire top line of the time sheet and set it equal to the cell where the user has set the Department name.
15. 15. Formula Explanations Conditional Formatting Formulas: The conditional formulas turn things "off" and "on" in the spreadsheet so that just the days in the current pay period "show" for all applicable cost centers 1 Default speadsheet format Usually Cell is white and font is regular, auto, but this may vary for different areas of the spreadsheet 2 formula for days of week and dates columns (applies dot pattern to weekends) falls within date range and is a weekend date Condition 1: AND(\$B19>=\$B\$10,\$B19<=\$F\$10, OR(\$A19="Sa", Format 1: Apply dot pattern for weekend and \$A19="Su")) make font black falls within date range Condition 2: AND(\$B19>=\$B\$10,\$B19<=\$F\$10) Format 2: make font black Default Default Format: font remains gray Condition 3 formula for "turning on" all ""Hours Worked" and "Leave Hours" data entry cells for applicable cost centers in the current Pay Period, also applies dot pattern to cells that fall within weekends start date is blank or cost center header is blank Condition 1: OR(ISBLANK(Start_Date),ISBLANK(N\$13)) Format 1: Set font gray and background to white, to queue the user that they haven't entered a start date. cell falls on a weekend (this formatting formula works Condition 2: OR(\$A21="Sa",\$A21="Su") Format 2: Color the background, apply dot because the weekday lookup formula only fills in the day of the week if a row falls within the pay period. pattern for weekend, set font auto, bold date for cell falls within current pay period Condition 3: AND(\$B20>=\$B\$10,\$B20<=\$F\$10) Format 3: Color the background. Set font auto, bold Default Default Format: Font auto, regular, back ground white 4 formula for "turning on" totals start date is blank Condition 1: ISBLANK(StartDate) Format 1: Set font to gray cell = 0 Condition 2: cell=0 Format 2: Set font to gray neither of the above is true Default Default Format: Set cells to black and bold 5 formulat for "turning on" percents cell is greater than 0 Condition 1: cell >0 Format 1: set font to black the above is not true Default Default Format: font remains gray More comments: We are keeping a master card with all the cost centers and in the order in which Staci keys them into APS.