Projects:Time Sheet Review/Functional Specification

* This field will be mandatory. For existing projects, phases and tasks the value will be set equal to the project, phase and task organization respectively.

* This field will be a regular organization drop-down list.

In the expense (time) sheet lines, project drop-down list values will be filled with:

* Projects which delivery organization is equal to the expense sheet line organization.

* Plus projects which phases or tasks delivery organization is equal to the expense sheet line organization.

In the expense (time) sheet lines, phase drop-down list values will be filled with:

* Phases which delivery organization is equal to the expense sheet line organization.

* Plus phases which tasks delivery organization is equal to the expense sheet line organization.

* Phases have to be filtered by the project selected (current functionality).

* Tasks which delivery organization is equal to the expense sheet line organization.

* Tasks have to be filtered by the phase selected (current functionality).

* Project's delivery organization is A.

* Project Phase 1 delivery organization is A.

* Project task 1.1 delivery organization is B.

* Employee in B reports an expense (sheet) line for the project.

* It is mandatory that he selects phase 1 AND task 1.1 otherwise we will be reporting against a project stage which delivery organization does not match his organization.

Create a HHRR tab at a project level, at a phase level and at a task level so employees can be allocated at different levels.

* This tab should have employee as mandatory.

* Client,Organization and Project/Phase/Task are as read only fields.

Managers can able to allocate employees in all levels in Project.

Create mechanisms in Expense Sheet window in order that employees can only assign hours and expenses to the projects, project phases or project tasks they are working on.

* All the employees which are allocated to a certain project.

* All the projects that a certain employee is working on.

* Ability to filter by dates, employees, project, project phase, project task, project status, project category, project type.

Create a process window to quickly assign more than one employee to a certain project or project phase or project task.

Feature request 0004504: Associate human resources to projects https://issues.openbravo.com/view.php?id=4504

A new tab called "Expense and Time Products" should be added as a son of "Multiphase Project" and "Service Project" tabs with a drop-down field showing all the products with product type = Service or Expense Type (for expense lines).

This tab also should include the client,organization and project fields as read only.

In the time sheet line:

* If the project selector is left blank, all products with product type = Service should display (all products with product type = Expense Type for expense sheet lines).

* If the project selector has a value but there are no products in the "Expense and Time Products" tab, all products with product type = Services should display (all products with product type = Expense Type for expense sheet lines) in order to maintain the current functionality.

* If the project selector has a value and there are products in the "Expense and Time Products" tab, all products with product type = Services and recorded in this tab should display (all products with product type = Expense Type for expense sheet lines).

A new tab called "Expense and Time Products" should be added as a son of "Multiphase Project" and "Service Project" tabs with a drop-down field showing all the products with product type = Services or Expense Type (for expense lines) and a check box called Reinvoicing. This tab also should include the client,organization and project fields as read only.

In the time sheet line:

• If the project selector is left blank, no action is taken in the Reinvocing check-box (one can change it manually).
• If the project selector has a value but there are no lines in the "Expense and Time Products" tab, no action is taken in the Reinvocing check-box (one can change it manually).
• If the project selector has a value and the product is not in the "Expense and Time Products" tab, no action is taken in the Reinvocing check-box (one can change it manually).
• If the project selector has a value and the product is in the "Expense and Time Products" tab, the the Reinvocing check-box is changed to the value in the "Expense and Time Products" tab (BUT one can always change it manually).

A new tab in Organization window(In Master Data Setup) has to be added, to set max. hours to be entered in Time Sheet. A tab to setup the maximum hours per time slot for each organization. The fields would be:

* Maximum Hours: mandatory numeric field for recording the maximum number of hours.

* Per: mandatory drop-down list displaying the following time UOM (Day, Week, Month, Year).

* Organization affected: non-mandatory drop-down list to select the organization we want this restriction to be applied. If left blank, we assume that it affects all the organizations.

* Apply to Children: check-box field that indicates if we want this restriction to apply to all the children organizations selected or only to the selected one. This field only displays if any organization is selected in the drop-down.

When recording data in this tab, there should be a check for a valid conversion between hours and the selected time UOM, otherwise display an error message. When inserting or updating a new time sheet line, it has to be checked if the maximum hours per time UOM has been surpassed or not:

* If a conversion between hours and the UOM recorded is missing, display an error message.

* If the maximum hours are not surpassed, save the record.

* If the maximum hours are surpassed, do not save the record and display an error message.

A new tab called 'Expense & Time Sheet' has to be created in Project Type,this should have the following fields,

* Product - a drop-down list box as mandatory.

* Client,Organization,Project are as read only fields.

The process 'Set Project Type' while creating new multiphase project, the products in Project Type has to be defaulted in 'Multiphase Project'(as Project Phase/Project Task).So there is no need to set products, manually in Project levels.This is extension of Req:4.

Time sheet entry in a calendar matrix way will be a manual window with the following structure (first number is the line and second number the position in the line). Defaults -

1.1) Organization: mandatory drop-down list with the organization and sub-organizations that the user has access to.

1.2) Project: non-mandatory drop-down list with the projects.

Defaults -

2.1) Project Phase: non-mandatory drop-down list displaying the phases of the project selected.

2.2) Project Task: non-mandatory drop-down list displaying the tasks of the phase selected.

Defaults -

3.1) Concept - Non-mandatory drop-down list showing all the products with Product Type = Service and UOM = Hours (no other time UOM will be allowed)

Time Sheet Lines -

4.1) Time Sheet: mandatory drop-down list displaying all the non-processed expense sheets of the current user (if there are not, the user will have to create a new expense sheet header in the regular Expense Sheet window)

4.2) Week: mandatory drop-down list showing first and last day of each week. Values are:

• 21/09/2009 - 27/09/2009
• 28/09/2009 - 04/10/2009
• etc, respecting the date format defined in Openbravo.properties

Other Fields in Lines :

5.1) Project

5.2) Project Phase

5.3) Project Task

5.4) Concept

5.5) Monday

5.6) Tuesday

5.7) Wednesday

5.8) Thursday

5.9) Friday

5.10) Saturday

5.11) Sunday

5.12) Total Hours per Time Sheet Line

Line Field Details:

6.1) Project: drop-down list showing the same data as 1.2. If 1.2 has a value, this value is set in this drop-down list.

6.2) Project Phase: drop-down list showing the same data as 2.1. If 2.1 has a value, this value is set in this drop-down list.

6.3) Project Task: drop-down list showing the same data as 2.2. If 2.2 has a value, this value is set in this drop-down list.

6.4) Concept: mandatory drop-down list showing the same data as 3.1. If 3.1 has a value, this value is set in this drop-down list.

6.5) Number field for inserting the hours devoted on Monday

6.6) Number field for inserting the hours devoted on Tuesday

6.7) Number field for inserting the hours devoted on Wednesday

6.8) Number field for inserting the hours devoted on Thursday

6.9) Number field for inserting the hours devoted on Friday

6.10) Number field for inserting the hours devoted on Saturday

6.11) Number field for inserting the hours devoted on Sunday

6.12) Read-only number field displaying the sum of hours of the time sheet line

Other Details :

7.1) Add New Line: button to add a new time sheet line (will add a new row like 6)

7.2) Total Hours per Day

7.3) Read-only number field displaying the sum of hours for Monday

7.4) Read-only number field displaying the sum of hours for Tuesday

7.5) Read-only number field displaying the sum of hours for Wednesday

7.6) Read-only number field displaying the sum of hours for Thursday

7.7) Read-only number field displaying the sum of hours for Friday

7.8) Read-only number field displaying the sum of hours for Saturday

7.9) Read-only number field displaying the sum of hours for Sunday

Process :

8.1) OK: button to insert the data of the matrix into the expense sheet lines table.

8.2) Cancel

Simplified time sheet window -

Header tab

Read-only tab that will display all the non-processed expense sheet of the logged user. User will not be allowed to create new expense headers but only access its lines. For creating and processing expense headers he will have to access the regular expense sheet window.

Lines tab

Editable tab (can insert/update/delete records) showing only time sheet lines of the header expense sheet. Distribution of fields would be like:

0.1) Client (read-only)

0.2) Organization (read-only)

1.1) Reinvoicing

1.2) Business Partner

2.2) Project (first focus field)

3.1) Project Phase: only displaying if Project has value

3.2) Project Task: only displaying if Project Phase has value

4.1) Concept: drop-down displaying products with Product Type = Service

4.2) UOM (read-only)

5.1) Time

5.2) Date (today by default)

6.1) Description

7.1) Comments

A new Time sheet entry, Google calendar widget that should display a calendar in a day, week or month view. When clicking on a time range (in Day or Week view) or in a day (in Month view) a pop-up window will display asking for the following information:

1.1) Time Sheet: mandatory drop-down list displaying all the non-processed expense sheets of the current user (if there are not, a info message will be displayed and the user will have to create a new expense sheet header in the regular Expense Sheet window).

2.1) Organization: mandatory drop-down list with the organization and sub-organizations that the user has access to.

2.2) Project: non-mandatory drop-down list with the projects.

3.1) Project Phase: non-mandatory drop-down list displaying the phases of the project selected.

3.2) Project Task: non-mandatory drop-down list displaying the tasks of the phase selected.

4.1) Concept: mandatory drop-down list showing all the products with Product Type = Service and UOM = Hours (no other time UOM will be allowed).

5.1) Date: mandatory read-only date field auto-completed.

5.2) Hours: mandatory read-only number field auto-completed (Ending Time - Starting Time)

6.1) Starting Time: mandatory time field (read-only in Day and Week views).

6.2) Ending Time: mandatory time field (read-only in Day and Week views).

7.1) Description: non-mandatory text field.

Process Details

8.1) OK: button that saves the record in time sheet lines table.

8.2) Cancel

This would be build in a manual window. Two new columns should be added to S_TIMEEXPENSE_LINE table in order to save Starting Time and Ending Time fields values.

Nice to have: different projects would have different colors. If a time sheet line is processed, the color of the time range will become darker.

See mock-up example at http://spreadsheets.google.com/ccc?key=0AohY6-U9-FFVdFlrRWpSS2FTUkRCU1ZfMWdTaXg4eXc

Google calendar API http://code.google.com/apis/calendar/

Process, "Copy from expense Sheet Lines" should have a pop-up with the following structure: Filters,

* Time Sheet: non-mandatory drop-down list showing all the time sheets of this employee ordered descendant by report date (only expense sheet which have some time sheet line).

* Project: non-mandatory drop-down list showing all the distinct projects which appear in any of the time sheet lines of the employee.

A grid which values will change automatically based on the filters with the following columns,

* Editable check-box for selecting/un-selecting all the records

* Time: mandatory editable field only if the corresponding check-box is selected. Shows the quantity of the product.

* Concept/Product: non-editable field.

* If filters are blank, display all products present in any of the previous time sheet lines of this employee. If products are repeated, just display the information (quantity and UOM) for the one of the last time (expense) sheet (product type = service).

* If Time Sheet filter is selected, display its lines as they are (product type = service).

* If Project filter is selected, display all products present in any of the previous time sheet lines of this employee for this project. If products are repeated, just display the one of the last time sheet (product type = service).

* UOM: non-editable field that shows the UOM of the product.

* Project: non-mandatory selectable drop-down list only if the corresponding check-box is selected. Shows all the projects which delivery organization match expense sheet header organization.

Feature request 0004521: Create Lines from Expenses https://issues.openbravo.com/view.php?id=4521

A first review for a rapid data entry will consist in a change in the distribution of fields. This is the proposal (first number indicates the line and second number the position in the line):

1.1) Client

1.2) Organization

2.1) Time Sheet

2.2) Line No.

3.1) Active

In Project

4.1) Business Partner

4.2) Project (first focus field)

5.1) Project Phase

5.2) Project Task

In Details

6.1) Time Sheet

6.2) Reinvoicing

7.1) Product

7.2) UOM

8.1) Quantity

8.2) Expense Date

9.1) Invoice Price

9.2) Currency

10.1) Expense Amount

10.2) Converted Amount

11.1) Description

11.2) Comments

A Data Loader is required for Time sheet process(Import data from Excel Sheet to Openbrvo) to optimize time.

* Data can be imported rapidly when integrating with other applications.

* It will minimize the productivity by not doing entering data manually.

Reference -

On-going Two projects

1) Add entity Time Sheet to the Initial Data Load project: http://forge.openbravo.com/projects/xidl

2) Import Excel specific: http://forge.openbravo.com/projects/excelimport

A button called Copy from Expense Sheet should be added to Expense Sheet header. This button will only display the following artifacts:

* Expense Sheet: mandatory drop-down list with all the previous employee time sheets ordered descendantly by report date.

* OK: button to launch the copy process.

* Cancel: button to cancel the copy process.

The copy process would copy exactly the same information of the time (expense) sheet selected into the lines of the new time (expense) sheet.

Create a generic module in order to easily integrate time sheet process (at least time sheet hours recording) with different 3rd party tools.

* A simple UI or a third party tool is required to simplify time sheet process without accessing openbravo ERP, but it should be integrated with Openbravo indirectly.

* The third party tool should be more flexible,easy to manipulate.

* Integration in action http://www.youtube.com/watch?v=sgeX5c26lRY.

* Feature request 0005082: Use of external tools for Time Tracking https://issues.openbravo.com/view.php?id=5082

Add two tabs under Lines Tab:

'Project Details - Time Sheet' - displays all time sheet details relevant to corresponding project selected in the time sheet line.So Employee can easily come to know the total hours spent for the particular task. All are read only fields in grid format.

Order Details - displays sales order/Purchase Order details which is created against time sheet.All are read only fields.

An approval system for expenses would be useful in order that the responsible of a project supervises expenses that employees participating in it register in expense sheets.

1) Third status for process/unprocess:

* Implement a third state of the Expense Sheet line, apart from processed and unprocessed: Approved.

* The logical path for an expense line would be: Unprocessed > Processed > Approved.

* Processed column in S_TimeExpenseLine should be modified.

* This could interfere with current usages of this field.

2) Approved check-box:

* Create a new column in S_TimeExpenseLine called Approved with possible values Yes/No. This value should not be allowed to change if there are already order or invoice lines associated to this expense sheet lines.

* In Expense Sheet line show Approved check-box which will be read-only.

* Create an Approval window where the responsible could see all the processed expense lines done in the projects he is responsible for.

* In this window only processed time sheet lines will display. Expense sheet lines which have order or invoice lines associated will neither display.

* By default, the filter should only display non-approved expense sheet lines. If he filters, he can also see approved ones (in order to disapprove them).

* By default, the older expense sheet lines will display first.

Filter for this window:

* Employee

* Product

* Project

* Project Phase

* Project Task

* Expense Date

* Approved

This way, he would easily track and approve/disapprove the expense lines of its projects using a 'Approve/Disapprove expense line' button or changing the Approved check-box value (this check-box would be the only non-read-only field). This is the better approach.

In both cases:

* A check-box 'Process only approved expenses' should be included in 'Create AP Expenses Invoices' and 'Create Sales Orders from Expenses' processes.

* A column named 'Approved' with possible values 'Yes/No' should be added to the Expense Report.

Feature request 0004524: Expenses approval system https://issues.openbravo.com/view.php?id=4524

Expense sheet lines inside the same expense sheet header can be associated to order/invoice lines in different order/invoice headers. This is a great feature but the current mechanism to Process/Unprocess expenses has some problems. Process/Unprocess should only reflect a change from a draft/confirmed status for expense sheets.

Nowadays, there is a button in Expense Sheet header to Process/Unprocess all the expense sheet lines. If one made a mistake in a processed expense sheet line and want to fix it, one has to unprocess all the lines in the same expense sheet header. This is something that it is not always possible since some lines could have been already associated to an order/invoice line.

* Button in Expense Sheet header would be used for Process/Unprocess all the unprocessed/processed expense sheet lines, if they have no related items (i.e., order or invoice lines associated).

* In each expense sheet line, a button to process/unprocess each line, if it has no related items, should be created. If any of the expense sheet lines is unprocessed, the header button has to be set Process in order to process again the uprocessed lines.

Feature request 0004526: Process/Unprocess Expense Sheet lines individually https://issues.openbravo.com/view.php?id=4526

"Create Sales Order from Project Phase" in "Project Phase" tab: Orders created from phases and tasks have to respect phases and tasks delivery organization. If a task is delivered by organization A and another one by organization B, when clicking on "Create Sales Order from Project Phase" button two different orders have to be created.

"Create Sales Order from Project" in "Service Project" tab: Orders created from service projects have to be created with the delivery organization.

"Create Sales Orders from Expenses": if the project selector is left blank in the expense sheet line, the organization for the order created is the expense sheet line one. Otherwise, the organization for the order created is the delivery organization of the project selected.

"Create AP Expense Invoices": if the project selector is left blank in the expense sheet line, the organization for the invoice created is the expense sheet line one. Otherwise, the organization for the invoice created is the delivery organization of the project selected.

* A project filter should be included in 'Create AP Expenses Invoices' and 'Create Sales Orders from Expenses' processes.

* This is useful for getting project profitability.

* SERC has developed this capability and it needs to be reviewed and integrated into pi.

References

* Feature request 0000402: Project filter in 'Create AP Expenses Invoices' and 'Create Sales Orders from Expenses' processes https://issues.openbravo.com/view.php?id=402

* Documentation http://wiki.openbravo.com/wiki/Projects/Project_Filter_Project_Processes

* Code https://dev.openbravo.com/websvn/openbravo/branches/serc-project-filter/

Add a check-box called 'Group products in a single line' in 'Create Sales Orders from Expenses' in order to group products in time sheet.

* This is non-mandatory check box, but we can avail this feature if we want.

* This is used to group expence sheet lines in product wise, for removing/avoiding product duplicates(In Invoice).

Feature request 0010774: Grouping products when Create Sales Order from Expenses https://issues.openbravo.com/view.php?id=10774

Modify the existing project reports - A new field called 'Delivery Organization' has been introduced in project settings. This change should reflect in all expense reports.So the organization selected in each of these reports will filter by project delivery organization value, not by project organization value.The existing reports are,

1) Project Progress report.

2) Project Profitability report.

3) Service Project report.

4) Expense report.

1) Pending Time Sheet Report - A new report should be added to view pending time sheets.

* To Employees - Report should show pending time sheet entries.

* To Managers - Report should show pending time sheets for approval.

These will be generated and send to the employees/Managers in a weekly/Monthly basis.

2) Alert E-Mails - This E-mail will be triggered automatically when going some process.

* Manager should get the alert once employee got submitted his time sheet.

* Finance team should be alerted once manager approved the time sheet(If reinvoice is applicable)