Intellect Time Tracking (ITT) is a web-based system that monitors all aspects of project development, including employee hours, salaries and expenses, from which a wide range of reports can be generated.

Employees can easily submit their hours and expenses directly to their supervisors, according to project, type of activity they are engaged in, or type of expense they incur. Managers can sign off on timesheets and monitor productivity of employees, projects and departments. Administrators can generate invoices and financial reports as well as track overall expenses of the company, managers and employees and productivity.

In addition, ITT serves as a basic intra-net to distribute company news and provide

company-wide information such as employee home phone numbers or department breakdowns. The system consists of six features -- all represented as tabs across the top of the HOME page -- TIMESHEETS, EXPENSES, INVOICES, DIRECTORY, SETTINGS and REPORTS.

Figure 2: ITT Member Login

Users can gain entry to the system by visiting the Intellect Consulting Web site at www.intellectconsulting.com and logging in ITT Member Login located at the right of the front page. Company Identification, Login or Username and Password are case-sensitive so they must be entered exactly as they are shown. Select Login and the HOME page will appear.

Figure 3: Employee Home Page

ITT offers multiple levels of access: Employee, Manager and Administrator are some examples of access groups. The system gives administrators the flexibility to set permissions denying certain users’ access to confidential company information. Employees and managers, for example, cannot use the INVOICES feature. Sections where users are denied access are not viewable to them.

1.2 Features Overview

The system features the following main sections:

HOME -- Serves as a communications hub for the system with two main categories -- Reminders and News. Reminders helps keep employees and managers up-to-date regarding the status of timesheets and expense reports. Managers are notified once employees have submitted these reports, which are then archived, according to whether they have been approved, not approved or not submitted. News serves as a convenient portal for company-wide news submitted by managers or administrators.

TIMESHEETS -- Allows employees to input their time according to project and their roles on these projects as well as comments regarding their work. After completion, employees are able to submit their timesheets immediately for approval or disapproval. Managers receive messages in Reminders alerting them that timesheets are awaiting their review. Once they’re approved or not approved, timesheets are then stored in managers’ TIMESHEETS for future reference, and notices are sent to employees in Reminders informing them of the outcome.

EXPENSES -- Tracks and manages company expenses by allowing employees to create Expense Envelopes to report this information for reimbursement purposes.

Expenses can be entered by activity -- transportation, food, hotel and miscellaneous -- and by project. Notices are sent to managers via Reminders alerting them of expense reports awaiting their review. Once action is taken, the results are transmitted to employees via Reminders, and reports are archived in managers’ EXPENSES section, according to outcome.

INVOICES -- Allows administrators to generate, track and print custom invoices per project based upon timesheet and expense information, pay rates and other criteria.

DIRECTORY -- Serves as a database of company-wide contacts, including employees, clients, departments and offices. This feature also provides information about projects, resource roles and activities. Administrators can restrict access to certain information, based upon users’ status in the company.

SETTINGS -- Permits employees, managers and administrators to set and alter personal profiles as well as personal, company and report settings, according to access level. Personal profiles include employees’ home contact info and computer passwords and usernames. Company settings control expiration dates for Reminders and News items and overtime policy. Report settings allow for customized report design.

REPORTS -- Allows for the generation of productivity reports by project, department, company and employee, using timesheet, expense and pay rate data entered in the system. Administrators and managers can also produce financial reports, including analysis of actual vs. estimate costs, with this feature. Employees can create their own personal reports based on their own timesheet and expense input.

2. Features

2.1 Home Page

The HOME page provides basic email and intra-net capabilities through two sections: Reminders and News. The time, date and employee name appear in the upper right-hand corner of the page, and the Navigation box on the left-hand side contains links to two areas that make up HOME.

2.1.1 Reminders

Figure 4: Employee Reminders Page

The Reminders section serves to inform employees of the status of timesheets and expense reports submitted to their managers. These messages appear automatically on the HOME page upon logging on. To access messages while accessing other information, select the Reminders link in the Navigation box.

Figure 5: Manager Reminders Page

Once timesheets are submitted, ITT sends messages via Reminders to managers alerting them that timesheets and/or expense reports are awaiting their review. Results are then reported back to employees via Reminders.

Figure 6: Deleting Reminders

ITT allows employees to delete approval messages -- but not disapproval or pending approval ones -- in Reminders -- by checking the box to the left of Comment and selecting Delete.

2.1.2 News

The News section serves as an informational portal for managers and administrators to post and edit company-wide news in one convenient place. Administrators are able to set permissions restricting employee and manager access to the posting and editing functions of this feature. To access, select News under the Navigation bar.

Figure 7: Employee News Page

The News section permits all employees to read postings but only gives managers and administrators the power to submit and edit, respectively. Although unable to edit others’ entries, managers can modify or delete their own entries by selecting the icon located in the right-hand corner of the News item.

Figure 8: Manager News Page

To add a new posting, select Add Entry.

Figure 9: Adding News Entry

To post News, fill out the Add News Entry form by entering a headline and text and selecting Active as it status. To delete entries, select the icon to the right of the News item and change its status to Terminated.

Figure 10: Deleting News Entry

Figure 11: Terminated News Entry

The terminated News item is then archived in the administrators’ News section where it can be viewed by checking the Terminated box. Once deleted, the listing cannot be viewed by employees and managers.

2.2 Timesheets

The TIMESHEETS section allows for the entry and tracking of employee hours by project and role as well as quick review of weekly timesheets.

To access, select TIMESHEETS from the menu across the top of the Home Page.

2.2.1 Entry

Figure 12: Entering Daily Hours

To create timesheets, select Entry under Navigation and the day for which time needs to be entered on the calendar at the left. The work week starts on Monday, unless otherwise specified in the administrator’s SETTINGS section.

Once a day is selected, a form will appear at the right with the days of the work week listed as tabs across the page. The employee name, week of and status of timesheet will appear above the form.

To input time, select Project and Activity from the drop-down menus provided and enter Hours worked and Notes, if necessary, then hit Add. The program will then list employee name, week of and status of timesheet in a separate box at the top of the page

To enter time for other days, simply select another day from the menu and repeat.

Entries will then appear at the bottom of the page. To edit or delete information, select or , respectively, at the right of each entry.

To save time, users can also copy one day’s activities to other days in the Copy Today’s Activities section located at the left. This function will require users to confirm their desire to copy activities before finalizing them.

Figure 13: Copying Daily Activities

After entering activities, select the Weekly tab to review the week and select Submit to deliver timesheets to supervisors for their review.

Figure 14: Submitting Timesheets

2.2.2 Approval

The Approval section allows managers and administrators to review employee timesheets and organize them according to whether they are pending approval, approved, not approved or not submitted. Messages will appear in Reminders alerting supervisors of timesheets awaiting review.

Figure 15: Approving Timesheets

To review timesheets, select Approval under Navigation to the left of the page. To retrieve information, select applicable tab at top of page: Pending Approval, Approved, Not Approved and Not Submitted.

To review timesheets, select Pending Approval and then to view details. Check the appropriate box at the right of each timesheets and select Approve or Not Approve at the bottom. The message -- Are You Sure? -- will appear. To confirm decisions, select OK. Otherwise, hit Cancel. Timesheets are archived according to action. Those not approved are returned to employees for modifications.

2.3 Expenses

The EXPENSES section enables users to easily submit expense reports to management for review and allows supervisors to track a department or company’s overall expenses.

To access EXPENSES, simply select the tab in the menu across the top of the Home Page.

2.3.1 Entry

Figure 16: Employee Expenses Section

To access this section, select Entry under Navigation on the left side of the page. Only administrators will have a choice between Entry and Approval, whereas employees and managers will not.

Figure 17: Creating Expense Reports

To report expenses, select Create Expense Envelope. Enter the name of the report, project and description and then hit Create. Once created, the page will list reports by name, project, date created and status. To edit or delete envelopes, select or , respectively. To view and add details, select .

Figure 18: Viewing Details of Expense Envelopes

Figure 19: Editing Expense Envelope Details

To add new details, enter date, amount and description and select type of expense -- airfare, transportation, hotel, food or miscellaneous and type of currency. Hit Add. Note: This is the only way to add and edit expense report entries. The function only allows for editing of name, project and description of expense envelopes, not actual details.

Figure 20: Submitting Expense Envelopes

To print or submit envelopes, select Print or Submit. The message -- Are you sure? You will not be able to make any changes after you submit -- will appear after submitting reports. To confirm submission, select OK. Otherwise, hit Cancel.

2.3.2 Approval

To access expense envelopes pending approval, approved and not approved, select Approval under Navigation. Note: This feature is only available to company administrators.

Figure 21: Expense Approval Section

To review reports, select Pending Approval tab at top of the page. Details of expense envelopes requiring approval will show. To approve, select Approve at the right of the page. Otherwise, hit Not Approve. The message -- Are you sure? -- will appear. Hit Yes to confirm decision to approve or disapprove envelopes.

Figure 22: Reviewing Expense Envelopes

Figure 23: Confirming Action on Expense Envelopes

2.4 Invoices

The INVOICES section allows company administrators to generate and organize invoices as well as track billing. This option is available only to administrators and will not appear for employees and managers.

2.4.1 Entry

To access, select Entry under Navigation at the left of the page.

Figure 24: Creating Invoices

Select Project from the drop-down menu and enter Invoice Period in the Create New Invoice form located at the right. Hit Create to generate new invoice. The message -- This action will create an invoice as pending. Proceed? -- will appear. Select OK to continue.

Figure 25: Updating Invoices

The newly created invoice will appear under the Information section toward the right of Navigation showing date, terms, number, amount due, invoice period, status and other details. Administrators can Re-create, Delete, Update or Preview invoices by selecting the appropriate options. To view more details, check the Details box. Update allows for edits of a current invoice, whereas Re-create allows for creation of new invoices for the same project for a different invoice period.

Toward the bottom of the page, administrators can customize invoices through Custom Invoice Entry. Enter more details and hit Add to update.

Figure 26: Custom Invoice Entry

Figure 27: Invoice Preview

2.4.2 Approval

To access pending, sent and paid invoices, select Archive under Navigation.

A list of invoices awaiting action will appear.

Figure 28: Invoice Archive

To process or delete, check the appropriate box to the right of the invoices. Select Send or Delete. The message -- This action is irreversible. Are you sure you want to send (delete) all marked invoices? -- will appear. Hit OK to proceed. Note: Send merely marks invoices as sent without actually sending them to clients.

To access sent and paid invoices, select the Sent or Paid tabs along menu on the right side of the page. A list of invoices marked as sent will appear. To view the details, select .

Figure 29: Updating Sent Invoices

To mark Sent invoices as Paid, select and enter amount, date and check number and hit Update.

2.5 Directory

The DIRECTORY section serves as a database of contacts for the company, including employee, department, project, client and other information. Users have varying degrees of access to information, depending on permissions set by administrators.

2.5.1 Employees

To access, select Employees under Navigation at the left of the page.

Figure 30: Viewing Employee Information

To view only current or former employees, check Active or Terminated, respectively. To view all, check All. The page will then show a list of employees, their titles, phone number and e-mail addresses.

To input new employees (administrators only), select Add Employee.

Figure 31: Add New Employee

Enter name, title, phone and e-mail, fax and select department and supervisor name in drop-down menus. Hit Add.

To view or edit employee information, select employee name. To edit, hit Edit and modify desired fields then select Update or Cancel, depending on whether you‘re happy with the modifications. This section allows administrators to enter or change employee pay rates.

To add pay rates, select employee name. Under the Employee Pay Rates section, input Effective Date and Amount, select Interval (daily, weekly, annually) and Currency from drop-down menus and then hit Add.