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.

Figure 32: Editing Employee Pay Rates

To edit pay rates, select employee name. Under pay rate section, hit . Edit pay information and select Update.

2.5.2 Departments

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

Figure 33: Viewing Department Information

To view current or former departments, check Active or Terminated, respectively. To view all departments, check All. The page will then show a list of departments, their managers and offices from which they operate.

To input new departments, select Add Department

Figure 34: Add New Department

Enter department and description and select status (active or terminated), office and manager associated from drop-down menus. Hit Add at bottom of page.

Administrative details regarding projects and employees can be modified by administrators in the Add Administrative Information section below Add Department Information. To add or remove projects or employees, select specific projects or employees and hit Add or Remove, respectively.

To edit departments, select department. ITT will pull up the requested information. Hit Edit to modify details and then select Update or Cancel to keep or discard edits, respectively.

2.5.3 Offices

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

Figure 35: Viewing Office Information

To view only current or former offices, check Active or Terminated, respectively. To view all, check All. The page will then show a list of offices, locations and whether they are headquarters or not.

To input new departments (administrators only), select Add Office.

Figure 36: Add New Office

Enter office name, description, locations and select Active from drop-down menu next to Status to add a current office or select Terminated to add a former office. Hit Add. The message -- Successfully Added Office Data -- will appear. Under the Administrative Information section, administrators can designate the departments to be assigned to newly added offices.

To edit information added, hit Edit. To change office information from main Office menu, select desired office, which will pull up the details, and hit Update or Cancel to keep or discard edits.

2.5.4 Projects

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

Figure 37: Viewing Project Information

To view only current or former projects, check Active or Terminated, respectively. To view all, check All. The page will then show a list of projects, project codes and managers.

To input new departments, select Add Project.

Figure 38: Add New Project

Enter name, description, code and start date and select client and manager from drop-down menus. Hit Add. Administrators can assign activities and departments to projects in Administration Information section.

To view current project info from main project menu, select project name. To edit details, hit Edit. To keep edits, hit Update. Administrators can assign or reassign departments and activities to projects in the View Administrative Information section using the same procedure.

Figure 39: Viewing Project Details

To access or add project estimates, select Project Estimate from menu above View Project Information section. Enter resource role, department and estimated hours and hit Add. To edit project estimates, select and hit Update to keep changes otherwise hit Cancel.

Figure 40: Project Estimates

To enter or change project billing information, select Project Billing from menu.

Figure 41: Project Billing

To enter new pay rates, select Pay Rates. Choose Pay Rate Type and Currency from drop-down menu and enter Amount. Hit Add. This procedure is also used to adjust pay rates to be assigned toward future billing periods.

To edit a pay rate for an existing or past billing period, hit at right of project name. Make modifications and hit Add. Editing pay rates for past billing periods will change billing information already in the database.

Figure 42: Pay Rates

To assign expenses to projects as billable or non-billable, select Expenses. This allows administrators to assign certain expenses to be billed to clients.

Figure 43: Expenses

2.5.5 Clients

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

Figure 44: Viewing Client Information

To view only current or former projects, check Active or Terminated, respectively. To view all, check All. The page will then show a list of clients, contact names, phone numbers and e-mail addresses.

To enter new clients, select Add Client.

Figure 45: Add New Client

Fill Add Client Information section out. Hit Add.

Figure 46: Editing Client Information

To edit client information, select client from main Client menu and hit Edit. After making changes, hit Update.

2.5.6 Resource Roles

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

Figure 47: Viewing Resource Role Information

To view only current or former projects, check Active or Terminated, respectively. To view all, check All. The page will then show a list of resources roles and whether they are active or terminated.

To create new resource roles, select Add Resource Role.

Figure 48: Add New Resource Role

Enter requested information to Add Resource Role Information. Hit Add. Administrators can assign roles to employees in the Add Administrative Information section.

To edit resource roles, select name and then Edit. Change information and hit Update to retain edits.

Figure 49: Editing Resource Roles

2.5.7 Activities

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

Figure 50: Viewing Activities Information

To view only current or former activities, check Active or Terminated, respectively. To view all, check All. The page will then show a list of activities and their status..

To input new activities (for administrators only), select Add Activity.

Figure 51: Add New Activity

Enter name, description and status. Hit Add. The Add Administrative Information section allows administrators to assign projects with activities.

Figure 52: Editing Activity Information

To edit activity information, select desired activity and hit Edit. Under Edit Activity Information, make changes and select Update. The Edit Administrative Information section allows administrators to reassign projects to activities.

2.6 Settings

The SETTINGS section allows users and administrators to modify, create and delete a variety of settings that range from usernames and passwords to the design of reports, depending on permissions granted.

2.6.1 My Profile

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

Figure 53: Viewing My Profile

This section consists of three section: Basic, Home and Administrative Information. To edit, make modifications and hit Update.

2.6.2 My Settings

This section allows users to customize the appearance of the Homepage, Directory and E-mail Notifications. For example, My Settings controls the number of reminders and news items to appear on users’ HOME as well as number of projects, offices, departments, employees, clients and resource roles to appear on DIRECTORY.

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

Figure 54: My Settings

To edit, make modifications to Homepage and Directory Settings and hit Update. For E-mail Notifications, select or deselect desired settings and hit Update.

2.6.3 Company Settings

This section allows administrators to change expiration periods for reminders and news items that show up on users’ HOME, company’s overtime policy.

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

Figure 55: Company Settings

To adjust expiration period for reminders and news, make modifications under Homepage Settings and hit Update. To allow users to change their usernames and passwords, deselect appropriate options under Administrative Settings.

To enter new overtime setting, input effective date and hit Add.

Figure 56: Adding New Overtime Settings

Select next to the appropriate category -- full-time, part-time, contractor, intern or temp -- to pull up menu to enter new formula.

Figure 57: Entering Overtime Settings

Enter Base Hours and Rate for Base One and Base Two (if desired) formulas and hit Update.

Figure 58: Editing Existing Settings

To edit existing formulas, select at right of effective dates. Make changes and hit Update. To delete settings, select . Changes made to existing settings will be reflected throughout the database, including past invoices and productivity reports.

To change the day of the week when the payroll period starts in the program, enter an effective date and select Add. Administrators are advised to refrain from changing days as it will affect past reports and information.

2.6.4 Report Settings

This section allows administrators to customize the appearance of company reports.

To access, select Report Settings below Navigation at the left of the page.

Figure 59: Changing Report Settings

To upload a new logo, hit Browse and select desired image file and select Upload. To resort to default setting, hit Default. Administrators can choose whether to have a logo or company name on reports by selecting the appropriate boxes.

2.7 Reports

The REPORTS section allows for the generation of various reports, including employee, department and company productivity, depending on permissions set by administrators.

2.7.1 Personal

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

Figure 60: Personal Report Page

To run personal productivity report, select Employee Productivity in drop-down menu and hit New Report. ITT will then bring up an Employee Productivity Report form.

Enter Start Date and End Date to view personal productivity over a period of time or else select No Date Filter. Check By Project or By Activity to analyze productivity accordingly.

Figure 61: Generating Personal Productivity Report

Figure 62: Viewing Report

To save report, select Save Report. The saved report will then appear in a list on users’ personal report page. To edit or delete report, select or , respectively. The program allows for modifications to report titles only. Once change is made, hit Update.

Figure 63: Editing Personal Productivity Reports

2.7.2 Productivity

This section allows manager and administrators to generate productivity reports by department, employee, company, activity and project, depending on permissions.

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

Figure 64: Productivity Page

The program will then bring up a drop-down menu of productivity report options -- Project Productivity, Department Productivity, Company Productivity, Actual vs. Estimate and Employee Productivity.

Figure 65: Generating Project Productivity Reports

To analyze project productivity, select Project Productivity and hit New Report. To view saved reports, select View Saved Reports.

The Project Productivity Report will then appear. Select project from the drop-down menu and enter Start Date and End Date to view project productivity over a period of time or else select Entire Cycle to view it over the life of a project. Check By Department or By Activity to analyze productivity accordingly and hit Run Report.

Figure 66: Project Productivity Report

To analyze department productivity, select Department Productivity and hit New Report. To view saved reports, select View Saved Reports.

Figure 67: Generating Department Productivity Reports

The Department Productivity Report will then appear. Select department from the drop-down menu and enter Start Date and End Date to view department productivity over a period of time or else select No Date Filter. Check By Project or By Activity to analyze productivity accordingly and hit Run Report.

Figure 68: Department Productivity Report

To analyze productivity throughout the company, select Company Productivity and hit New Report. To view saved reports, select View Saved Reports.

Figure 69: Generating Company Productivity Reports

The Company Productivity Report will then appear. Enter Start Date and End Date to view department productivity over a period of time or else select No Date Filter. Check By Department, By Project or By Activity to analyze productivity accordingly and hit Run Report.

Figure 70: Company Productivity Report

To analyze actual versus estimate hours per activity or employee, select Actual vs. Estimate and hit New Report. To view saved reports, select View Saved Reports.

Figure 71: Generating Actual vs. Estimate Reports

Actual vs. Estimate Reports will then appear. Check By Employee or By Activity analyze accordingly and hit Run Report.

Figure 72: Actual vs. Estimate Report

To analyze employee productivity, select Employee Productivity and hit New Report. To view saved reports, select View Saved Reports.

Figure 73: Generating Employee Productivity Reports

Employee Productivity Report will then appear. Select employee and enter Start Date and End Date to view employee productivity over a period of time or else select No Date Filter. Check By Project or By Activity to analyze accordingly and hit Run Report.

Figure 74: Employee Productivity Report