Time Tracking at MAK

MAK SYSTEM and TIME TRACKING

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.

Intended Audience

Anyone who has to track their time at MAK-System. Departments: Technology, Customer Success, QARAC, Product, Client Experience

How at MAK

What is time tracking

Requirements

Review

activities

Responsibilities

Triskell

Project structure

JIRA

best practice

FAQ

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 :

Accountability & Transparency

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

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

Cost Allocation

Data-driven decisions

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

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.

Billing & Invoicing

Financial Reporting

For businesses that bill clients based on hours worked, accurate time tracking is crucial for correct invoicing.

Accurate time tracking contributes to the overall accuracy of financial statements as well as helping maintain compliance with accounting standards and regulations .

Resource Optimization

Assists in making informed decisions about resource allocation and project management at organisational and departmental level.

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.

PROJECT STRUCTURE

Customer

Project Structure by Project Type

Client

All of our customers have a four digit code such as NYBC or NZBS.

All of our projects for customers fall into 3 types:

• SOW (Statement of Work) - Projects where licenses or software upgrades are sold.
• PFS (Professional Services) Projects - Commercial activities for delivery where licenses or software upgrades are not included.
• SLA (Service Level Agreement) Projects - for customer maintenance contracts

Project

Both Statement of Work (SOW) and Professional Services (PFS) projects follow the same 6 phase steps as outlined . However occasional "smaller" PFS jobs may have a smaller amount of phases due to the nature of the work

Phase

Stream

The Stream on a customer project is determined by the project type.

Task

A task is where the activity time is assigned to. Activities are a controlled list, the same across all of our project types (see previous section for list of activities).

ProductDevelopment

Project Structure by Project Type

Client

As we have seen all of our projects begin with a client code. All of our product development work falls to MAK-SYSTEM as the client unless it actually is for a client.

These are the types of Product Development projects:

• EPR/AM/ETL/COS/MCA - this is where all our product development work sits that is non-client based. You can see the codes mirror our products.
• POC (Proof of Concept) - for our internal technology R&D projects
• MNTN - for maintenance on older versions of MAK software.

Project

Once again phases are determined by project ID. If this is typical development work it follows the stages of the SDLC:

• D1 - Planning
• D2 - Development
• D3 - Verification
• D4 - Validation
• D5 - Release

Phase

Stream

The Stream on product development is determined by the phase.

Task

NOTE Product Development projects possess an additional level of detail in our tool JIRA. See FAQ

Internal / Other

Project Structure by Project Type

Client

In these examples our client code is always "MAK-System [Internal Projects]"

Project

Phase

Most of our internal codes don't have phases or streams due to the nature, however granulation is provided for QARAC

Stream

The Stream on product development is determined by the phase.

Task

Remember this is where we assign a particular activity from the prescribed list

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.

APPROVAL PROCESS

• 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.

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.

MANAGERS

• 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.

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 book time in JIRAIn this short video we gain insights into booking time in JIRA. (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 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 Comment

Always input your time daily

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.

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.

Time Off (Part 1)

Stick to deadlines

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.

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

Remember Activity vs Tasks

Time Off (Part 2)

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

Tasks are the aim or purpose of the activity such as "data migration scripts" or "on-site training" and these should go in the comments for the activity selected in Triskell. In JIRA, tasks are created and the activity (Work Tag in JIRA) should be selected from the list.

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.

Request Codes and Task

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.

FAQ

frequently asked questions

Do I need to log exactly 8 hours?

Countries with a Mandatory 40-Hour Workweek (Lunch Included):

• Macedonia
• Serbia

In these countries, you are required to log 8 hours per day, which includes your lunch break. There's no need to record the lunch break separately. This typically translates to working 7:5hrs with 30 minutes mandatory lunch break. You should not log your lunch break as it is paid leave. Please refer to the overtime policy for Macedonia and Serbia that determines whether you are eligible for overtime payments. Countries with Flexible Working Hours:

• Germany
• Spain
• Australia
• United States

Here, you are expected to work 8 hours per day, with an additional 1 hour for lunch that is unpaid. You should record your working hours, excluding your lunch break.

• United Kingdom:

The UK follows a slightly different approach. The standard workday is 7.5 hours, with an additional 1 hour for lunch that is unpaid. Record your working hours, excluding your lunch break. Cont. next page

frequently asked questions

Do I need to log exactly 8 hours (cont.)?

Countries with Flexible Working Hours:

• France:

France operates with a system based on working days, not specific hours. There are two exceptions:

1. You might be required to work a standard 8-hour day with a 1-hour unpaid lunch break.
2. In specific situations, your contract might outline different working hours.

Important Note: Always refer to your individual employment contract for any specific details regarding working hours. If you have any questions or uncertainties, please don't hesitate to ask your manager or HR department for clarification. The key is that you must log your time accurately so that even overtime or undertime can be seen.

frequently asked questions

How do I log time for a recurring meeting?

If it is a recurring meeting with team or manager (such as weekly 1 to 1), then use one of the internal MAK Project codes (MAK-System [Internal Projects]). There are Internal Meeting and Team Coordination tickets in JIRA to put your time to with Execution as the activity. Section 3.1.2 "Managing Your Activities" of the training course details the "Internal Meeting " activity "

How do I report my time when I work on multiple clients ?

Always assign your time to all clients discussed. If you have an hour long call about three clients then please apportion your time to how long was spent on each client.

Always – the project codes are generated by NetSuite and then inputted into Jira and Triskell. If the project code is missing, please refer to your manager.

Is the project code already documented ?

Is Jira live already with all the changes ?

Yes and so is Triskell.

frequently asked questions

Do we have same structure for Jira and Triskell?

Yes - our project code structure is the same for both tools.

frequently asked questions

How does JIRA differ to Triskell

We often refer to "tickets" when creating and booking time in Jira. These are effectively the "child issues" below an EPIC in Jira such as User Story, Bug, Task and Spike.

You can see more on this in the videos on how to create issues and book time in JIRA in section 3.3 JIRA

frequently asked questions

It is specified that we work in block of 30min. Every time we start a new 30min period (e.g. even with only 15min is used), we log 30min. Is this correct?

Book your time accordingly. If you have spent 15mins on a particular task then book 15mins to it. There are no minimum limits on either Triskell or Jira

What controls are in place around who can access what data in Jira/Triskell?

Data extraction is limited to Finance, Agile and PM's. If you require a data extraction then speak with your manager.