Time Reporting System

1. Time Reporting System

2. TRS Categories • IA • Design: Graphic Interface Design • Image Processing • Technical Architecture • Site building • Special Features • Fulfillment Integration • Customer Service Integration • Etracking • QA • Hosting • Project Management

3. TRS • Designed to provide a central repository of information about consultants weekly billed. • The systems will allow for the user to keep track of their time and for the administrator to view that time in different report formats to help facilitate the payroll and invoicing processes.

4. TRS • Users are able to enter and edit time information for the current week. • The application is browser based. • Audience • Consultants (Keep track of their time) • Administrators (Payroll or invoicing clients)

5. TRS • Users are able to • Log into the system and set up their list of current projects. There will be detailed information available for each project to help the consultant to find the right project • Timesheets are dynamically created and the user is able to add, edit or delete their time for the current week. • By clicking on the total button the user can view the total hours/client • Once a timesheet is submitted it becomes locked cannot be edited.

6. TRS, Administrative Functions • Add new user to the system, as well as edit existing user data. • Add, edit or delete current list of client projects as well as comments related to the project, the targeted completion date, and whether the project is billable or not. • Check to see what time sheets for the previous week have been submitted and what time sheets are outstanding. • System emails all consultants on Sunday nights who have not submitted their timesheets yet.

7. TRS, Administrative Functions • Review the administrative action flags which will alert the administrator when a project has gone over the scheduled budget.

8. Reports • Only available to administrators. • Filtering and sorting criteria available through drop down menus. • A list of all hours billed to each project • A list of consultants with outstanding time sheets. (TS not submitted) • A list of hours per consultant for the week, for all employees

9. Staying on the Same Page … using the project site

10. Communicating Using the Project Site • project site makes all documents readily available • client-contractor communication center • extranet • password protected • groupware • showcase for new clients

11. A Tool for the Producer • producer – benevolent dictator; manages the project site • needs quick and accurate access to project information • brings new team members up to speed • take time to implement and maintain, but worth the effort • for asynchronous communication

12. Project Site Access • key members • client and contractor decision-makers • access to contract, financial updates, etc. • team • includes client, contractor and sub personnel • access to all but financial, legal info • testers • answer questionnaires, review site • subcontractors • same access as team

13. Content of a Project Site • project site design should be simple, easy to navigate • site mission • calendar • high-level view of project • phases, milestones, progress • schedule • focus on team deadlines • highlights next couple of weeks

14. Content of a Project Site • chronology • shows daily, hourly progress, developments to share with client; as needed • reverse chronological list of major events • content (*distributed by e-mail also) • *meeting agenda • compare to minutes; prepare for meeting • *meeting minutes • clear record of all decisions; avoids misunderstanding

15. Content of a Project Site • chronology • content • site maps • different types • should use software tool • other diagrams, illustrations • visual explorations • client presentations • beta tests • give each test different version number

16. Content of a Project Site • contact page • first item in reference section of site • comprehensive • all key personnel, roles, responsibilities • include name, phone, live e-mail link • resources page • contracts • change by adding addendum

17. Content of a Project Site • resources page • progress reports • links to weekly reports • invoices • record of time, money spend on site • access to upper management only • running total helpful • pre-existing content • brochures, logos, etc.; if pertain to project

18. Content of a Project Site • resources page • other content • site reviews, diagrams, correspondences, etc. • link to production site • help page • can’t predict who will visit site, what his or her surfing skill is • provide assistance for what might not be clear

19. Running a Project Site • use site frequently • only producer should update site • never revise chronology • can add items or change deadlines • writing should be concise, consistent • edit, edit, edit

20. Running a Project Site • Put up only what client should see • not internal discussions, temp versions • Archive internal communication off-line • Update schedule as necessary • archive old schedules • separate long- and short-term objectives • Key personnel should bookmark site

21. File Formats • Raster (bitmap) formats • large files; production version compressed • may load too slowly for project site • consider client modem speed, memory • HTML • PDF format • Thumbnails • Image maps

22. Controlling the Project Site • FTP (file transfer protocol) • transfers files to/from server • NFS (network file system) • transfers files to/from server • personal web server software • web access from own computer

23. Improving the Project Site • subcontractors • set up “private” area for roughs, comps • interactive groupware • video conferencing • bandwidth hog • whiteboards • graphic collaboration • virtual tourguides • take over control of remote computer

24. Improving the Project Site • Project management software • becoming web-based • Thinking out-of-the-box • sometimes old methods better • printer copy • face-to-face meeting • telephone calls key is communication between client and development teams

25. Communicating is the Key • Proper communication avoids misunderstanding • Causes of poor communication • people from different disciplines • mutual understanding of terminology • personalities • hidden agendas

26. Communicating is the Key • Causes of poor communication • ineffective meetings • proximity of team members • assumptions • poor infrastructure and support • taking advice of an “expert” • fear and irresponsibility • lack of good communications structure

27. Effective Communication Systems • global nature of business may require translators (http://world.altavista.com) • typical communication chain

28. Tools, Standards and Methods • Symbology • use symbols to communicate meaning http://www.threedollarbill.com/web98 • Style guides • consistent guide to word, acronym usage • Production guides • overview of project process naming, directory structure, testing, etc.

29. Tools, Standards and Methods • Infrastructure • consistency in document exchange • project site helps • Automating communication • scheduling, task management software • MS Project, Project KickStart • Documenting all communication • save and/or print e-mails

30. Setting Up development Environment • Create categories In TRS • Break them down as specifically as possible • The four primary categories are usually • Project Management • Design • Site Building • Programming • Create a folder on the server to store project management documents such as proposals, meeting overviews and work plans.

31. Project Files • Create a folder on the Server to store project files. The following are standard directory names that you must set up. • /art (Photoshop files) • /content(FAQs, about us, welcome messages, company history, etc.) • /documents (Internal meeting agendas, functional specs, technical specs, internal letters and memos) • /mmedia (Multimedia presentations) • /reports • /sitebuild (Current site version) • /sitebuild/graphics(site images) • /QA (Quality Assurance folder, test planning, sitesweeper results) • Set the client up on project site.

32. Prepare and Execute an Internal Kick-off meeting • Meet with your team to review the project objectives and establish team player roles. • Motivate the team and let them know how challenging this project is • Goal setting

33. Internal Kick off meeting • Distribute the work plan and discuss the site features to be implemented • Goal setting for the team members • Review the number of hours allocated to each task • Discuss schedules and deadlines for main deliverables • Notify team members about the TRS system categories • Indicate the folders that you created for development • Notify the team about the project site.

34. Working with the Client • Set up the PM Kit The PM kit provides you and your client with both a PM tool and and information resource. • Create two folders. One for you and one for your client

35. The Folders Include • Working with “Your Company” • Covers some practical matters –project team, contact info, project site username and password • Preliminary site planning, • Baseline for the project • Outline of the site development • Project calendar that shows dependencies • Site flow chart • Content Inventory

36. The Folders Include • Legal and Financial • Is primarily used to help you and your client keep track of the multitude of forms and aggreements required to launch the site • Internic registration • Verisign ID • Merchant account information • Privacy statement etc. • Work with the client to make sure all forms are completed in time for the site’s launch.

37. The Folders Include • Back-end issues • Covers any documents pertaining to hosting and technology platforms used, software package licenses and/or contracts, as well as any contracts and agreements signed in arranging for warehousing and fulfillment services.

38. The Folders Include • Online Marketing and PR • Initial marketing plan and related contracts

39. Prepare and Execute Client Kick off Meeting • Before meeting • Prepare a meeting agenda • Identify team members that should participate in the meeting • Have the PM kit binder ready • Schedule the conference room • Have business cards available • Arrange meal service if necessary. At the very minimum water and coffee should be provided.

40. Prepare and Execute Client Kick off Meeting • During this meeting you should • Distribute the meeting agenda • Introduce yourself and any team members participating in the meeting. Exchange business cards • Hand the PM kit to your primary contact • Introduce the material • Introduce your Project Methodology • Review project requirements and specifications • Discuss milestones deliverables and preliminary schedule • Make your client aware of the materials that you are expecting from them and the corresponding schedules.These materials may include content for site sections, images and business rules definitions.

41. After the meeting • Review your notes • Update your address-book.

42. Technical Specifications • According to your functional requirements do a research what hardware and software requirements are. • Do you need any licensing? • Do you need to buy the software. • I am working on it. I will probably request a map of the hardware and software requirements.

43. Full Time Estimates • To see who is available • Who is not available • 1=full time • 0.5=half time