Time Tracking at MAK
Matt Davies
Created on November 28, 2023
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Transcript
MAK SYSTEM and TIME TRACKING
Intended Audience
Introduction
This guide is intended as a learning aid to supplement the training course, Time-Tracking at MAK-System.It will explain the importance of tracking time at MAK-System, how to track your time and requirements and responsibilities for everyone.
Anyone who has to track their time at MAK-System.Departments: Technology, Customer Success, QARAC, Product, Client Experience
Intended Audience
Introduction
This guide is intended as a learning aid to supplement the training course, Time-Tracking at MAK-System.It will explain the importance of tracking time at MAK-System, how to track your time and requirements and responsibilities for everyone.
Anyone who has to track their time at MAK-System.Departments: Technology, Customer Success, QARAC, Product, Client Experience
logos symbols & trademarks
What is time tracking
Review
Responsibilities
Triskell
JIRA
best practice
How at MAK
Requirements
activities
WHAT IS TIME TRACKING
wHAT IS TIME TRACKING
Employee time tracking is the process of recording the amount of time employees spend on various tasks and activities during their workday. The methods of collection and what can be done with the data have evolved significantly over the years. This practice is essential for several reasons :
Personal Development
Employee time tracking is crucial for personal development for several reasons:
- Self-awareness and Productivity
- Skill Development
- Goal Setting and Achievement
- Work-life Balance
- Accountability and Motivation
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Accountability & Transparency
It promotes accountability by making it clear how time is spent. This transparency helps in building trust within the organization and ensures that everyone is working towards common goals
wHAT IS TIME TRACKING
Accurate time tracking ensures that labour costs are correctly allocated to specific projects or assets. This is essential for determining the true cost of capitalized projects, which affects the balance sheet and overall financial health of the company
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Cost Allocation
Billing & Invoicing
For businesses that bill clients based on hours worked, accurate time tracking is crucial for correct invoicing.
Resource Optimization
Assists in making informed decisions about resource allocation and project management at organisational and departmental level.
Data-driven decisions
Financial Reporting
Time tracking generates valuable data that can be used to make informed decisions. This data helps in adjusting strategies based on real-time insights and trends.
Accurate time tracking contributes to the overall accuracy of financial statements as well as helping maintain compliance with accounting standards and regulations .
ACTIVITIES
actvities
To effectively manage your time, it is essential to understand the structure of MAK's project activities. Each activity is consistent across all project codes and buckets, providing a clear view of where time is allocated within MAK-System's projects and internal work.
actvities
To effectively manage your time, it is essential to understand the structure of MAK's project activities. Each activity is consistent across all project codes and buckets, providing a clear view of where time is allocated within MAK-System's projects and internal work.
HOW AT MAK
REQUIREMENTS
HOW AT MAK - rEQUIREMENTS
WORKLOG ENTRY
- Mandatory Logging: All employees/contractors must log their work hours at the end of each working day, ensuring no gaps or missing days in their logs.
- Descriptions: Include a concise description of the task performed, highlighting key activities, milestones achieved, and any issues encountered.
- Time Allocation: Break down the time spent on each task, especially if multiple tasks are handled within the same day. This helps in better understanding workload distribution.
TASK / PROJECT ASSOCIATION
- Correct Coding: Each worklog entry must be associated with the correct task and project code to ensure accurate tracking of time against specific deliverables.
- Sub-tasks: If a larger task is broken down into sub-tasks, ensure each sub-task is logged individually to provide a detailed breakdown of time spent.
HOW AT MAK - rEQUIREMENTS
TIME TRACKING TOOLS
- Approved Tools: Use the organization’s approved time tracking software (i.e., Jira and/or Triskell) to enter worklogs. Ensure familiarity with the tool's features and functionalities.
- Real-time Logging: Log time as work is completed, or at least within 24 hours, to maintain accuracy and prevent retroactive guesswork.
HOW AT MAK
REVIEW
HOW AT MAK - rEVIEW
MANAGER REVIEW
- Weekly Reviews: Line Manager/Team Leads must review the worklogs of their team members weekly to ensure accuracy, completeness, and alignment with project timelines.
- Inconsistencies: Identify and flag any inconsistencies, such as unusually short or long task durations, missing logs, or incorrect project codes.
corrections
- Notification: If errors are found, the supervisor should immediately notify the employee, specifying the nature of the error and the required correction.
- Correction Timeline: Employees should correct and resubmit their worklogs within 48 hours of receiving feedback. Delays in corrections may impact project reporting and payroll.
- Notification: If errors are found, the supervisor should immediately notify the employee, specifying the nature of the error and the required correction.
- Correction Timeline: Employees should correct and resubmit their worklogs within 48 hours of receiving feedback. Delays in corrections may impact project reporting and payroll.
APPROVAL PROCESS
HOW AT MAK
REsponsibilities
HOW AT MAK - rEsponsibilities
EMPLOYEES / CONTRACTORS
- Accuracy: Ensure that all work hours logged reflect the actual time spent on tasks. Misreporting or inflating work hours is strictly prohibited.
- Daily Updates: Worklogs should be updated daily to maintain accuracy. Delays in updating logs can lead to inaccuracies and potential issues with billing or payroll.
- Detailed Descriptions: Each entry should include a brief but clear description of the work performed, including any notable outcomes, issues, or challenges faced.
- Worklog Review: Regularly review worklogs for accuracy and completeness, ensure worklog entries adhere to these guidelines. Address any issues of non-compliance promptly.
- Follow-up: Communicate with team members about any issues identified in their worklogs and guide them on how to correct and improve their entries.
- Feedback and Support: Provide ongoing feedback to team members on their worklog practices and offer support or training if needed to improve accuracy and efficiency.
MANAGERS
HOW AT MAK
entering time in triskell
HOW AT MAK - triskell
How to book time in TRISKELL In this short video we look at how to book time next to activities in Triskell. (click on the image)
How to create a task in TRISKELLIn this short video we look at how to create a task on a project in Triskell. (click on the image)
HOW AT MAK
entering time in jira
HOW AT MAK - jira
How to navigate the project structure in JIRAIn this short video we look at how this is essential for effective project management.(click on the image)
How to create Epics & Issues in JIRAIn this short video we look at how this helps streamline project workflow. (click on the image)
How to book time in JIRAIn this short video we gain insights into booking time in JIRA. (click on the image)
HOW AT MAK
best practice
best practice
By following these procedures, we establish a routine that promotes accuracy, transparency, and eficiency in time tracking. This, in turn, facilitates the timely approval of timesheets, contributing to the overall success of our projects.
Always input your time daily
Stick to deadlines
Always Comment
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Timesheets should be filled in daily to maintain timeliness and accuracy, reducing the risk of overlooking details, forgetting what you did or making mistakes when completing them retroactively.
Submission of timesheets must be completed no later than the end of the day on Friday. If a user works during the weekend, the deadline extends to Sunday. This ensures a consistent and organized process. All inputs for the current month should be completed and submitted by the end of the last Friday of the month.
Every entry of hours must be accompanied by a brief comment providing a concise explanation of the corresponding activity. This practice enhances transparency and clarity in tracking work.
Time Off (Part 1)
We usually know well in advance, when our leave is coming up whether personal, public holiday or other, so remember to book it well in advance as well.
best practice
Time Off (Part 2)
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Request Codes and Task
Remember Activity vs Tasks
Request time off via Bamboo, and also book it in JIRA and Triskell. It's essential to capture this daily or weekly. If employees log their time at the end of the month, it may appear they worked while on holiday, creating confusion about their actual absence.
Always request which project a particular activity is assigned to. This ensures we are booking our time to the correct client or product development codes - avoid "dumping" your time in internal codes.If you need a task added, have a conversation with the project owner.
Activity is something you did (a verb) and you must select from a list of activity types such as:
- Coordination
- Documentation
- Execution
- Client Meeting...etc
FAQ
FAQ
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