Timesheets and Cost Analysis

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Summary

All users can enter Timesheets showing time spent on each project each week
and if required break this down to specific work items, tasks, activities etc.

The time spent is costed at standard or special personal or project rates
and can be analysed by project or across multiple projects

How to use this section

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All users are able to do the following on a daily or weekly basis:

Enter a weekly Timesheet
Use the Time Clock
Book personal Leave

Project Managers (or their delegates) would do this from time to time:

Set-up how each project will record its time
Analyse project time and cost

Senior Managers would use these occasionally

Analyse business-wide time and cost

The Administrator would set these up and rarely change them

Define how your business will use the Time recording facilities
Set-up charging rates (business, project & personal)

All licensed users may enter a weekly Timesheet, showing the projects they worked on each week

If required, time can be assigned to an Activity (representing the type of work) for wider analysis

Where necessary, the work done as overtime may be explicitly identified

If a Project Manager requires it, time may be allocated to 'Time Codes' within the project

These may be automatically generated to reflect Work Items, Tasks, Stages or Phases

If your company uses Flexitime, Silver-Owl will allocate excess hours to a Flexi-balance ...
... until a limit is reached, before allocating it to Overtime

Once the week's time is complete, it should be 'Fixed'

This calculates the week's charges, and assigns them to the relevant projects

It also updates the Flexitime balance (if used) and prevents further changes

A Time Clock allows all staff to record the time they start and stop work, up to 4 times each day

Boooked Leave is automatically allocated a standard day (or half-day)

The weekly totals are automatically passed to Silver-Owl's Timesheet facility

If Timesheets are used, the time is passed from the Time Clock and automatically cross-checked

Use of either Timesheets or the Time Clock is entirely at the company's discretion

All users can book leave through Silver-Owl

Leave can be approved by an appropriate manager

The time is automatically allocated to the Time Clock, and excluded from Project Plans

The Project Manager can allow all staff or just Team Members to book time to each project

He/she can also decide if and how time should be booked below Project level ...
... time can be booked by Phase, Stage, Work Item, Project Plan Task

Additionally, Time Codes can be specified manually for a project

Reports can be produced showing effort and cost expended to date on each Project

These can be sub-divided by up to 4 levels: Person, Activity, Time Code and Week ...
... and the divisions can be applied in any order

The report will only show financial information to the Project Manager and more senior staff ...
... in case the data is sensitive or confidential

Three charging rates are available, and all have been used in this example

Senior Managers can generate reports based upon the time and effort of all projects

This can be restricted to a range of weeks and/or levels of the project hierarchy

It can be sub-divided by up to four levels from: Activity, Project Hierarchy, Project, Person, Week ...
... which may be applied in any meaningful order

This report uses the same format as the Project Time and Charges report

The Administrator defines how time will be recorded within your company and which facilities are used

These include Timesheets, a Time Clock and Flexitime

He/she also defines whether overtime costs will be allocated to specific projects or shared by all ...
... and how overtime will be charged for Monday-Friday, Saturday, Sunday or Bank Holiday work

The Administrator can define 'Bands', for example relating to job roles or pay grades

Up to three charging rates may be used, for example 'Cost' (based on Salary) ...
... 'Price' (charge-out rate) and 'True' (including company overheads)

The titles of these bands can be defined, and the usage determined, by the Administrator

Each person is assigned to a Band, and each Band has default charging rates

The Administrator assigns each person a cost band and specifies their standard working week

Senior Managers can assign individual charging rates which override the default rates for their Band

Multipliers can be assigned for charged overtime, if applicable, or company defaults used

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