Timesheet systemBy: Cédric Quenette

Overview of the systemThe timesheet system allows the employees or organize themselves better by having a list of all their projects and subprojects. This will allow them to monitor how much time they have left to work on each project and how much they are being paid for it. Furthermore, the system is web based, allowing the user to access the database online and from their smartphones. Finally, this system will allow the supervisors, manager and the general manager to view a report of each employees productivity and their cost.

The Employee Interface

- When the employee logs into the system, they will be presented a list of their projects in descending order of time left to complete the tasks.

- The employee may select a task they wish to work on now and they will be given a detailed list of each of the subtasks which must be done to complete the final project.

- When an employee begins working, the time they have to complete the project begins to count down.

Project name Description Time Left To Complete (Hours)

Powerpoint Create a PowerPoint to present the timesheet

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Timesheet Create the timesheet database 8

This is the first data sheet the employee will be presented with, they can click on one of the tasks and be taken to the subtasks of the project.

PowerPoint Project

Description Time Allocated (hours)

Time Spent (hours)

Time Left (hours)

Supervisor

Create a PowerPoint to present the timesheet project.

12 2 10 Amrish Bhisajee

The Supervisor Interface- The supervisors are able to create a project for the employees. - When they log in to their account, they can create a new project entry in

the database. - When a new entry is created in the database the supervisor must specify

the name of the employee, the employee type, the task they must complete, the time allocated to complete the task and who will be in charge of the supervision as shown in the example below:

Name Type Project Name Time Allocated (Hours)

Supervisor

Cédric Quenette

Consultant Timesheet interface

14 Amrish Bhisajee

1.1

- When the database entry is completed, the supervisor will create an account for the employee or select an existing account and link the task to the account.

- When the task is linked, the supervisor may fill in a second table with the subprojects and their descriptions with the respective times allocated for the completion of each subproject as shown below:

Timesheet System

Subproject Description Time Allocated (Hours)

PowerPoint Make a PowerPoint presentation outlining the features of the timesheet

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Presentation Present the PowerPoint to the supervisor

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1.2

The Supervisor Interface - The supervisor will be able to view the current progress of their employees by clicking

their names on table 1.1. - When their name is clicked they will be presented with all the tables of the projects the

employee is working on like table 1.2 with an added column for the time they have remaining on the project and their charge out rate as shown below:

Timesheet SystemSubproject Description Time Allocated

(Hours)Time remaining (Hours)

Charge Out Rate (MRU)

PowerPoint Make a PowerPoint presentation outlining the features of the timesheet

13 12 0

Presentation Present the PowerPoint to the supervisor

1 1 0

2.1

The Web InterfaceThe employee web interface:- The client will be web based,

allowing users to log in to their accounts using any terminal equipped with an internet connection.

- The employees may connect to their accounts using a standard web browser and notify the supervisor if they are working on the project outside work hours.

- The employee may contact the supervisor through the interface, allowing them to request a removal of a project or addition of a new one.

The web server distributes data to the local server and the local server sends data to the local computers. Otherwise, the data is sent to the online devices directly from the web server.

The Supervisor Web Interface Reporting - The supervisors may use the interface to view a list of weekly automatically generated reports.

- The reports contain a list of the completed projects and the number of hours worked on per project.

- They will also be abled to access reports of incomplete projects with a table which contains the number of hours remaining on the project as shown on the next slide.

The Account System- The administrator will have to

ability to create user accounts for employees based on their hierarchy. The hierarchy system will give higher level employees more access rights to the databses, namely, the ability to edit and access more information than the regular emplyee.

- The high level employees, such as manager will be able to access the list of employees and edit all the information within.

- Supervisors will be able to edit the database of the user’s in their department.

- Employees will only be able to edit the number of hours they have worked on a project/subproject.

CEO

Manager

Employee Employee

Supervisor

Employee

Highest access right

High access right

Low Access right

High access right

The Web Server

Cloud Server

Headquarters Employee

The cloud server connects directly to the firm headquarters, synchronizing their database with the firm server.

The Employee connects to the cloud server which then synchronizes their data with the firm HQ.

All information goes through the internet on an encrypted connection.

Smartphone compatibility

- The databases have a mobile version allowing the users to access and edit all the information from their smartphones.

- The system is compatible with all smartphone operating systems.

- Connection with the database is done through the web browser of the respective smartphone.

- The connection benefits from the same level of encryption as the desktop version.

- All the data stored locally on the smartphone is encrypted.

General Manager Report

Manager Name Wage Rate (MRU)/Month Branch Managing

Steven Affleck 120,000 Harel Mallac Outsourcing

Mohammed Fayaz 145,000 Harel Mallac Technologies

The manager may click on the the names of the branch managers to view the table of supervisors.

Supervisor Name Wage Rate (MRU)/Month Department Supervising

Allen Keen 63,793 Microsoft

The GM may select the supervisor name to bring up a table of the employees working under them. Furthermore, they may click on an employee’s name and bring up a list of projects then subprojects they are working on as shown on the next slide.

Report Types – Superviser Report Name of Employee Charge Out Rate Employee Type Cédric Quenette 0 Consultant

Project name Description Time Left To Complete (Hours)Powerpoint Create a PowerPoint to present the

timesheet8

Timesheet Create the timesheet database 8

Timesheet SystemSubproject Description Time Allocated

(Hours)Time remaining (Hours)

Charge Out Rate (MRU)

PowerPoint Make a PowerPoint presentation outlining the features of the timesheet

13 12 0

Presentation Present the PowerPoint to the supervisor

1 1 0

The supervisor may select the name of the employee to reveal their project table and click on the project table to reveal their subproject table.

Project Cost database System

Project Name Estimated Cost (MRU) Actual Cost (MRU)

Timesheet system 15,000 12,000

Presentation of Project 2,000 2,500

The manager and supervisors will have access to a table which will enable them to view the list of all ongoing projects, the predicted cost and the cost of the project so far.

The managers and supervisors will be alerted when the actual cost is greater than the estimated cost, giving them time to act accordingly. The managers will also be alerted when the actual cost is less than the predicted cost, allowing them to shift the funds to a project which exceeds its allowance.

Project Expenses

Timesheet System

Project Resource Estimated Cost (MRU) Actual Cost (MRU)

Materials 2,000 2,000

Labor 4,000 4,000

Equipment 1,000 1,000

Sub-contractor 3,000 1,000

Overhead 5,000 4,000

Total (MRU) 15,000 12,000

The supervisor/manager will be shown a list of all the cost of the project resources in the form of predicted cost and actual cost so far. They will be able to view if the actual cost is above or below the predicted cost.

Project Expenses – Detail View

Materials

Material Name Estimated Cost (MRU) Actual Cost (MRU)

Computer (Rented) 750 1,000

Projector (Rented) 1,000 750

Electricity 250 250

Total (MRU) 2,000 2,000

When a project resource is selected, a detailed list of the costs that are involved are shown. Once again, the supervisor/manager will be shown whether the cost exceeds what was allocated or if the cost is below what was allocated.

Reporting of Expense Sheet

The supervisers and managers are able to access different reports of costs in the company. They can choose to select an estimated cost report or actual cost report of the main project or a detailed report of the subcosts involved in the main project costs. All the information that can be viewed in the database is made into a weekly report allowing the employers to track and monitor project costs.