Time Tracking System

Required Features Customer Management The portal must have an interface to add, update and delete customers. Once added, customers will be able to submit requests for work to be done through a secured form on the site. Each customer's organizational units will be editable in the form of a hierarchical tree. Project managers within each company will be assigned a level on the tree so that any manager may approve time sheets in the absence of their subordinates. Project Management Projects can be manually created or can come from the customer submission form. When submitted, projects will come in with a status of pending. The submission form will allow for customers to specify the quantity and type of service required, as well as a required completion date. The form will notify a list of people via email that projects have been added. Recipients of the form may be added or changed by the portal administrator. Contractor Management The portal must have an interface to add, update and deactivate contractors. Contractors will be able to submit internal time sheets (comp time, sick time, vacation, etc.) and project time sheets detailing their hours worked on assigned projects. Each contractor's organizational units will be editable in the form of a hierarchical tree. All RRTQ's contractors will be assigned a level on the tree so that any contractor may approve time sheets for their subordinates. Time Sheet Management Time sheet tasks are broken into 2 types, internal and project. Internal tasks consist of the following: ● Vacation (paid time off) ● Unpaid time off (locked at 0 hours for the day) ● Sick Day ● Personal Day ● Bereavement ● Maternity Leave Internal tasks are approved by the contractor's designated manager or by another contractor higher up on the OU chain. The status of a time sheet's internal tasks may be active, submitted, approved or rejected. For reporting purposes, hours from internal tasks will only show up when the status is approved. Certain internal tasks, like vacation, will have a default hours value that the submitting contractor may not edit. Internal tasks may also be date-exclusive, so that a vacation day can be the only entry across all sheets for a given date. The portal will have a section on the time sheet viewer to allow the reviewing manager to approve the sheet, ask a question, or to reject the sheet with corrective notes. Project time sheets' tasks are whatever project-related items that contractors perform on a project, such as: ● Package Installation ● Desktop OS Imaging ● Hardware Upgrade Project tasks are approved by the designated project manager from the requesting company or by another manager higher up on the company's OU chain. The status of a time sheet's project tasks may be active, submitted, approved or rejected. For reporting purposes, hours from project tasks will only show up when the status is approved. The portal will have a section on the time sheet viewer to allow the reviewing manager to approve the sheet, ask a question, or to reject the sheet with corrective notes. Time Sheet Rules Approval Contractors may only create time sheets for projects that are active status and are assigned to them. Except for someone at the root level, contractors may only approve time sheets' internal tasks for their subordinates on RRTQ's OU tree. Customers may only approve project tasks for projects that are in active status, assigned to their company, and only when the customer user is at or above the project's OU level within the customer's OU tree. Entry Limits Time sheet entries cannot add up to more than 24 hours for any one date. A time sheet's hours cannot add up to more than 168 hours. Project managers from a customer's company cannot see internal hours, but they will see project tasks and weekly totals for both billable and non-billable hours. Contractors evaluating time sheets for approval can see both project and internal hours. Customers evaluating time sheets for approval will see details for project tasks for their projects and a total of the non-billable hours for the week. Expenses Expenses can be entered by any contractor assigned to an active project. Entries for expense are not connected to any one time sheet week, but must be entered within the start and end date of the project. For reporting purposes, expenses show up as part of the total expense of the project, along with contractor hours. Document Management The portal needs a storage area for the documents that each project may have associated with it. RRTQ contractors can see all documents and add them to any project as needed. Customers may only view the documents associated with their projects. This functionality will be handled by the OpenDocument Repository, a third-party DNN component. Reports Customer Reports 1. Active Projects Report – shows weekly totals broken down by contractor with a grand total of hours worked and hours remaining 2. Project Submission Summary – shows what projects have been submitted and when, with hours allotted, hours worked and hours remaining. Dates may be used to narrow the results. 3. Detailed Contractor Time sheet Report – shows every entry for one contractor's time project time sheets. Dates may be used to narrow the results. 4. Time sheet Audit Report – shows when time sheets were created, submitted, or rejected and by what resource. Manager Reports 1. Project Budget Report – total hours allotted, total hours logged(broken down by project or internal tasks), total cost of hours logged to the project (broken down by project tasks, internal tasks, and expenses). 2. Project Hours Report – total hours (broken down by project or internal tasks), by contractor, for a project 3. Project Expense Report – total expenses, by contractor, for a project. 4. Detailed Contractor Time sheet Report – shows every entry for one contractor's time project time sheets. Dates may be used to narrow the results. Company Owner Reports 1. Company Cash Flow – total billable hours, total expenses for a given date range. Audit Trail & Logging An audit table is essential for reporting purposes. Audit entries should be produced whenever: 1. A customer is created or changed. 2. A customer resource is created or changed. 3. A project is created or changed. 4. A project's assigned resources change. 5. Vacation is added to the vacation hours bank. 6. Vacation is used in the vacation hours bank. 7. Contractors are created or marked as having left the company. 8. Contractors are added or removed as project resources. 9. Contractors create, submit, or delete time sheets. 10. Customers approve, reject, or ask a question about a sheet. Vacation Every employee earns X hours vacation time with every X hours worked. Vacation hours are added into a bank, to be used when vacation days are entered into future time sheets. Vacation hours in the bank are marked as used when the internal tasks for a week's time sheet are marked as approved. Days on a time sheet of the vacation category do not earn the employee more vacation hours.