Requirements by WIENFLUSS

Author:Michael Stenitzer <stenitzer@wienfluss.net>

Structures and Administration

Project-Assignment

• Clients
  • Projects
    • Phases
      • Tasks

A template-system for phases including the corresponding tasks would be great. These templates could be assigned to projects.

Project-time tracking

• User (required)
• Date (required)
• Duration (required)
• Project / phase / task (required in deepest available level [1])
• Text (optional / required [2])
• Working-time class (e.g. normal, overtime, business trip, assembling, ...)
• Accounting class (hourly rates)

Working-time tracking

There is maximum one working-time entry per day, interrupted by any number of breaks.

• Working-time: start, end (required)

  Attention

  the end time can fall to the next calendar day. Should the first break during the next day automatically end the working-time entry for the current day?

• Breaks: start, end

• Duration vacation times

• Duration illness, consultation, official tasks, special leaves, special holidays (by religion), ...

• Working-time calendar [3] (workday, weekend, holiday, ...)

Working-time classes

Defined by the administrator, optional.

• Types (normal, overtime, business trip, assembling, ...)
• Description
• ?

Accounting classes

Defined by the administrator, optional.

• Types (hourly rates or similar)
• Description
• ?

Working-time calendar

• Types defined on a daily basis: workday, weekend, holiday
• possibly in iCal or similar standard format
• possibly defined by rules
• export/import functionality
• manageable by the administrator

Clients

Defined by the administrator, optional.

• Name
• ?

Projects

Defined by the administrator, required.

• Short name
• Name
• Status: active, inactive
• Type: internal, external, ...
• Accounting: by effort, lump-sum
• Description required? (maybe inherited)
• User constraints
• Possible further properties:
  • flag: support billing on a regular basis
  • end-date
  • accounting period
  • target date for projects / phases / ...

Phases

Defined by the administrator, optional.

• Name
• Status: active, inactive
• Accounting: by effort, lump-sum
• Description required?
• User constraints

Tasks

Defined by the administrator (?), optional.

• Name
• Status: active, inactive
• Accounting: by effort, lump-sum
• Description required?
• User constraints

User Management

• ???

Optional features:

• Target working-times (per workday)

  Attention

  for some employment statuses this might depend on th weekday.

• Vacation quota

• Overtime budget

Interfaces

The entry interfaces should complement each other and be usable by personal likings or current needs.

General requirements:

• learning: current entry values (last used projects, ...) are automatically proposed by the system
• flexible: the system can be used on different interfaces (e.g. mobile)
• very good keyboard-, mouse- and touchscreen-support: shortcuts for keyboard-users, least possible keyboard usage for mobile users
• visual feedback for current status: current recording of working-time or break; project-times already assigned to the workday?
• the different interfaces (time-tracking, attendance-monitoring, ...) should be interweaved synergetically.

Time-tracking

The user captures his working-times and project-times (usually ex-post) via an online interface. The capturing is for the current day by default but optionally also for any past days.

Project-time tracking

• Select project, phase and task
• Assign time
  • possibly in different time units (quarters of an hour, ...)
  • via a spinbox (+/-)
• Textual description
• Set further optional properties

Working-time tracking

• Start- and end-time
• Breaks: start- and end-time
• Special times

Tracking of special times

User captures times of absence for longer periods solely for workdays (e.g. vacations or illnesses).

• Start- and end-date
• Hours per day

Time recording

During a workday a user records working-times, breaks and project-times directly. Implementation via an online interface or optionally with an app (desktop or mobile).

• Start / stop / break for working-times
• Start / stop for project-times
• Direct editing / correction of recorded times is possible

Attendence monitoring

Companies / departments can view the current attendance status of employees via an online interface.

• Static overview of all employees
  • where applicable with additional information: name, initials, phone, room
  • where applicable with optional information of the user
• Monitoring
  • not yet attendant
  • working
  • on break
  • closing time
  • absent (including optional message)
• Batch capturing of absence-messages

Reporting

Use-cases:

• Working-time controlling
  • evaluation of employees’ working-times for arbitrary periods
  • use by employees and administrators
• Working-time settlement
  • goal is the evaluation and settlement of employees’ working-times for one month for the payroll accounting
  • ideally working-time entries for an already evaluated period cannot be edited anymore
  • use by administrators
• Project-time controlling
  • evaluation of project-times for single projects for arbitrary periods and arbitrary employees
  • use by employees and administrators
• Project-time controlling overview
  • aggregation of captured project-times for all active projects (possibly grouped by phases)
  • use by administrators
• Project-time settlement
  • goal is the evaluation and settlement of project-times for arbitrary periods
  • ideally project-time entries for an already evaluated period cannot be edited anymore
  • it should be obvious which periods have already been evaluated
  • use by administrators

Questions & Considerations

• Do we need a possibility to save certain queries / reports?
• Do we need a possibility to set evaluation-points for certain queries / reports (reminder)?

Possible interfaces:

• Project-accounting, invoicing
• Reminder for project-settlements

[1]	if no phases and tasks are defined, assignment on project level is sufficient. if phases and tasks are defined, selecting them is mandatory.

[2]	depends on project settings

[3]	can be managed in a calendar