Pilot - QuoteX Timesheet

1. System Architecture & Components

The solution comprises several custom objects and metadata components integrated to provide a seamless experience from time entry to financial reporting:

• Core Custom Objects:
  • Timesheet: The weekly header record representing a specific pay period for an employee.
  • Timesheet Entry: Individual daily logs containing hours, notes, and specific time categories (PTO, Holiday, etc.).
  • Resource Assignment: Links employees to projects, defining their role, rates, and valid date ranges.
  • Expense Report & Expense Item: Captures project-related costs linked to resource assignments for integrated billing.
• Key Interface Components:
  • timesheetDailyView: A Lightning Web Component (LWC) for end-users to log weekly hours.
  • timesheetDailyViewForManager: A specialized LWC for managers to review and selectively approve team time.
  • projectGanttChart: A visual tool to monitor resource allocation across project timelines.

2. Configuration & Deployment

Security and Access Control

• Permission Sets: Assign the QuoteXTimesheet permission set to grant users the necessary access to objects, fields, and Apex controllers.
• Object Permissions: Ensure "Read" access is granted for PSC Projects and Resource Assignments, and "Create/Edit" for Timesheets and Timesheet Entries.

UI Customization

Assign the following page layouts to ensure a consistent administrative experience:

• Resource Assignment Layout: Manage employee billing rates and assignment dates.
• Timesheet & Timesheet Entry Layouts: Standardize the view for weekly and daily time records.
• Expense Report & Expense Item Layouts: Facilitate the management of project expenses.

3. Project & Resource Management

Before time can be logged, projects must be correctly initialized:

1. Project Creation: Define a PSC Project and establish the Total Resource Budget and Total Expense Budget.
2. Assigning Resources: Create Resource Assignment records. You must define:

• Employee/External Resource: The person performing the work.
• Role: The specific function (e.g., Developer, Architect).
• Date Range: The valid Start Date and End Date for logging time.
• Financials: The Cost Rate and Bill Rate used for margin calculations.

4. User Operations Guide

End-User: Logging Weekly Time

• Entry: Users access the timesheetDailyView to see all active assignments for the selected week.
• Validation: The system automatically checks that entries fall within the Resource Assignment dates.
• Notes: Click the Edit Notes icon next to any hour input to provide justifications for the work performed (up to 255 characters).
• Saving: Users can save drafts or "Save & Submit" for manager review.

Manager: Selective Review and Approval

The timesheetDailyViewForManager provides a flexible approval workflow:

• Selective Selection: Managers use checkboxes to select specific rows (individual assignments) for processing.
• Bulk Actions: Use the "Select All" feature to quickly handle multiple rows at once.
• Approval: Click Approve Selected to finalize time. Once approved, the status changes to "Approved," and the record becomes read-only (Disabled) to prevent further modifications.
• Save Selected: Allows managers to save minor adjustments to selected rows without finalizing the approval.

5. Automated Financial Tracking

As time and expenses are logged and approved, the system automatically updates key project metrics:

• Total Consumed Budget: Reflects the cost of hours logged.
• Total Billed Hours: Tracks hours to be invoiced to the client.
• As Delivered Margin: Calculates real-time project profitability based on Bill Rates vs. Cost Rates.
• Total Expenses: Aggregates approved Expense Items for the project.