Your resources (employees, contractors, or partners) charge their time to projects. It is up to you if you direct them to only charge time against billable projects, or if you want to set up overhead projects or budgets and capture all of their time. Only time that is charged to a project can be billed, or counted against the metrics for that project. Similarly, when they make a purchase for the benefit of a client, they enter an expense record against the relevant project. By doing so, a reimbursement record is created that will allow them to be reimbursed for any cost not covered by the company directly. And just as with time, expenses will not be billed to a client, or counted as costs against a project for metrics unless entered.
Time and expenses are core to ProFusion℠, and as such, time and expense records appear built into many different features. The menu shown to the left collects the commonly used entry points for time and expense, of course including your time sheet (where you enter time), expense sheet (for entering expenses), time and expense approvals, and more.
Because these entries are so critical to the functioning of the system, we have made it as easy as possible for resources to enter time and expenses, and we have allowed managers or other reviewers to see how timely the entries are (time submitted vs working date). This is because, as we all know, if we wait until Friday to enter all our time, it is very hard to recall and substantiate records.Finally, both time and expense go through an approval workflow, to ensure that project managers and resource supervisors are checking and validating entries. Time and expense do not become billable or reimbursable until they are appropriately approved
Enter as you work
In Profusion℠, Resources charge labor hours against tasks under projects or opportunities. A timesheet screen allows the user to select a week, client, project, sub-project, and task, and enter a number of hours and description of the work performed. They can also indicate if the time was overtime, which can be billed at a higher rate, depending on the selected project rate card.
Resources that are assigned to a task will receive a daily email reminding them of the assignment. This email will contain the task description and budgetary status, which also allows submission of time by replying to the email. Resources can enter time into the approval process by simply replying to the daily email reminder, and putting the hours worked on the first line of the reply and the description on the second line. The system will process that email, analyze and validate the entry. If valid in format, it will be entered as a time card. If not, the user will be informed of the failure by email so that they can try again by the same or other means.
Time verification from project leader
The Submittal of time puts that record into the time approval workflow. By default this workflow allows the sub-project leader (if not the submitting resource themselves) to approve, reject or question the time. Rejecting time allows the sub-project leader to enter a reason why they rejected, and an email notice of the rejection and the reason is sent to the submitting resource. Rejected time is set back to draft for the submitting resource. They can correct and resubmit, or delete the record. Questioning time also allows entry of a reason that is sent to the resource, but the time is simply left as unapproved, allowing an exchange that will result in the approver either approving the time or fully rejecting it. Approving time sends the time to the Project Leader for approval.
The Project Leader is offered the same information and options for approval, questioning, or rejection, as described above. If the Project Leader rejects time, it is sent back to the draft, which would require re-approval by the sub-project leader, if the resource does resubmit the time.
Time reviewers see full detail on the time, the client, project, description, hours if overtime was selected, project type, the budgetary status of the project, and the distribution of time charged to date. Reviewers will also see the delay in days between the work date and the date the time was submitted. This metric is tracked and trended per resource, so that managers can encourage their employees to submit time as close to live as possible, to reduce errors and vague descriptions.
Expenses are handled in much the same way, but they are charged against sub-projects, and the user is entering dollars expended. They also indicate if the expense was paid with their own funds (cash) or company funds (like a company paid credit card). The user can select the type expense such as personal auto mileage, lodging, meals or entertainment from the drop down list which is user changeable.
The expense workflow includes a separate approval step, which requires receipt approvers to review and confirm that a proper receipt has been supplied. Project approvers do not see the expense for review until the receipt has been approved. Mileage type entries skip the receipt approval process by default.
Filterable exports and reports provide HR, supervisory, and other users with access to time and expense records, including their approval stage, for troubleshooting or management.