Introduction

With the STAGIL User Time Accounts and Tempo Fields or SUTAJC app, it is easy to monitor any team's logged work hours and automate the calculation of their worktime balances.

The process is easy and essentially involves creating a custom field and establishing calculation parameters (via additional custom fields).

The field is the most effective within a certain set-up of the employee records. Below is an example of the use case that illustrates the optimal use of the field.

Use case: worked hours vs. contracted hours

Employee data is managed in Jira within the ‘Human Resources’ project. Each employee has an HR file (issue type = Employee), where they are mentioned as an assignee.

The SUTAJC field is used to reflect the difference between employee’s logged hours vs. required contracted hours within a certain period of time. In the screenshot below, we can see a SUTAJC field ‘Work hours balance’.

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SUTAJC field in issue view

Contract information that is used in the calculation by a SUTAJC field is stored in the same project in a ‘Contract’ issue type, which is (and must be) linked to the employee issue.

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Linked contract issue with contracted hours defined

The contract issue must contain a set of the following custom fields:

1. Text field for contracted hours, e.g. an 8-hour Mon-Fri work week will be defined as [0, 8, 8, 8, 8, 8, 0]
   _{Weekends must be included in the workload and given a null value. The first day in the expression is always a Sunday (can not altered).}

2. Date Time picker field for date values that mark the beginning of a processed time period, e.g. ‘Start Date' that marks the contract's start.

3. Date Time picker field for date values that mark the end of a processed time period, e.g. ‘End Date’, that marks the contract's end.

Once the contract details are set, the field configuration can be updated so the correct values are used during the calculation.

Results

Once the calculation is completed, the 'Work Hours Balance' field will display the difference between the logged hours and the required hours. For instance, suppose Mark was supposed to log 48 hours by February 9th based on his contract. 

If he logged exactly 48 hours, then the value of the 'SUTAJC' field would be '0'. 

If he logged 8 hours more than required, the value of the field would be '8' hours. 

If he logged 8 hours less than required, the field value would show '-8' hours. 

Use case: overtime payout

The setup below allows for the exclusion of certain hours from the general calculation.

For instance, if an employee's overtime hours are calculated at a different rate than their contracted hours, they should not be included in the time balance of the SUTAJC field. In this scenario, the employee can create an issue (e.g. type = Overtime) and update the default 'Original estimate' field with the number of extra hours. Meanwhile, the SUTAJC configuration can be changed to exclude logs from the 'Overtime' issue from the calculation.