Replicate an Excel based timesheet system using a web / online database technologies
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Description
Experience Level: Intermediate
General information for the website: A very straightforward browser based timesheet system: SQL/PostgreSQL/Other
Database management system (DBMS): PostgreSQL
Description of requirements/features: We are a small PR agency that uses timesheets to record our time.
Currently we have an Excel based timesheet system based on Office 2011 for Mac. This works fine at the moment but will not work, and is virtually impossible to make work as we would like it to, when we upgrade to Office 2016 for Mac. This is due to Microsoft's rewrite of all Office apps for Mac which has them Sandboxed and unable to read and write external files without user intervention.
We wish to recreate this system but make it browser / web based.
The system is in two parts:
1) a time recording UI, which writes the data to a database and allows users to look back at the previous 14 day's worth of data - this UI can be seen in the attachment: TimesheetUI.png
The timesheet UI allows the user to:
- select their name from a dropdown list
- select the date from a drop down list (opens on the current date but has previous 14 days in the dropdown menu so users can go in and check and update entries for the past 14 days)
- select a client from a drop down list
- enter details of taks completed in a text entry box
- select amount of time spent in units of 15 minutes up to a maximum of 9 hours
The timesheet automatically opens on user's desktops when they start their computers in the morning and remains open all day.
2) Reporting: a console for the administrator to check and analyse the data. This has five different views, which are shown in the attachments.
• Check entires: lists each member of staff and using red (no data) and green (data present) shows who has and has not filled in their timesheets over the past 14 days - or a specified date range.
• Customer Work List: Allows the admin to select a client (drop down list) and see the total amount of time spent on that client over the date range selected (start date & end date drop downs). The list shows the staff member's name, the task and the humber of hours minutes recorded for that task.
• Staff Work List: Allows the admin to select a member of Staff (drop down list) and see the total amount of time spent by that member of staff across all clients over the date range selected (start date & end date drop downs). The list shows the Client name, the task date, the task details and the humber of hours minutes recorded for that task.
• Customer Annual Chart: Allows Admin to see the amount of time spent on a client monthly across a 12 month period. Allows Admin to select a client (drop down), the year (drop down), the time units i.e. hours or days (hours divided by 7.5) and the target number of days that client should have received per month (drop down). Plus it shows the average number of days/hours worked across the time period.
• Staff Annual Chart: Allows Admin to see the amount of time spent by a member of staff monthly across a 12 month period. Allows Admin to select a member of staff (drop down), the year (drop down), the time units i.e. hours or days (hours divided by 7.5) and the target number of days that the member of staff should be spending on client work per month (drop down). Plus it shows the average number of days/hours worked across the time period.
The system has been designed to do exactly what we want it to do, no more and no less, thus we only need to replicate it rather than adding new features which we know we will not use. It is simple and elegant and meets our needs precisely.
The excel database and reporting files are currently stored on a networked drive in our office. Ideally we would like the new browser based system to do the same. This avoid problems of internal access and responsiveness. This internal drive can be upgraded with new software, however it may be more cost effective to use an online hosted service which offers the various software required. We would set this account up and retain ownership of the account.
If you feel you have the relevant experience to create this system then please get in touch. If required I can forward the relevant existing Excel files so you can very simply set up an operational system on your own computer.
Extra notes:
Database management system (DBMS): PostgreSQL
Description of requirements/features: We are a small PR agency that uses timesheets to record our time.
Currently we have an Excel based timesheet system based on Office 2011 for Mac. This works fine at the moment but will not work, and is virtually impossible to make work as we would like it to, when we upgrade to Office 2016 for Mac. This is due to Microsoft's rewrite of all Office apps for Mac which has them Sandboxed and unable to read and write external files without user intervention.
We wish to recreate this system but make it browser / web based.
The system is in two parts:
1) a time recording UI, which writes the data to a database and allows users to look back at the previous 14 day's worth of data - this UI can be seen in the attachment: TimesheetUI.png
The timesheet UI allows the user to:
- select their name from a dropdown list
- select the date from a drop down list (opens on the current date but has previous 14 days in the dropdown menu so users can go in and check and update entries for the past 14 days)
- select a client from a drop down list
- enter details of taks completed in a text entry box
- select amount of time spent in units of 15 minutes up to a maximum of 9 hours
The timesheet automatically opens on user's desktops when they start their computers in the morning and remains open all day.
2) Reporting: a console for the administrator to check and analyse the data. This has five different views, which are shown in the attachments.
• Check entires: lists each member of staff and using red (no data) and green (data present) shows who has and has not filled in their timesheets over the past 14 days - or a specified date range.
• Customer Work List: Allows the admin to select a client (drop down list) and see the total amount of time spent on that client over the date range selected (start date & end date drop downs). The list shows the staff member's name, the task and the humber of hours minutes recorded for that task.
• Staff Work List: Allows the admin to select a member of Staff (drop down list) and see the total amount of time spent by that member of staff across all clients over the date range selected (start date & end date drop downs). The list shows the Client name, the task date, the task details and the humber of hours minutes recorded for that task.
• Customer Annual Chart: Allows Admin to see the amount of time spent on a client monthly across a 12 month period. Allows Admin to select a client (drop down), the year (drop down), the time units i.e. hours or days (hours divided by 7.5) and the target number of days that client should have received per month (drop down). Plus it shows the average number of days/hours worked across the time period.
• Staff Annual Chart: Allows Admin to see the amount of time spent by a member of staff monthly across a 12 month period. Allows Admin to select a member of staff (drop down), the year (drop down), the time units i.e. hours or days (hours divided by 7.5) and the target number of days that the member of staff should be spending on client work per month (drop down). Plus it shows the average number of days/hours worked across the time period.
The system has been designed to do exactly what we want it to do, no more and no less, thus we only need to replicate it rather than adding new features which we know we will not use. It is simple and elegant and meets our needs precisely.
The excel database and reporting files are currently stored on a networked drive in our office. Ideally we would like the new browser based system to do the same. This avoid problems of internal access and responsiveness. This internal drive can be upgraded with new software, however it may be more cost effective to use an online hosted service which offers the various software required. We would set this account up and retain ownership of the account.
If you feel you have the relevant experience to create this system then please get in touch. If required I can forward the relevant existing Excel files so you can very simply set up an operational system on your own computer.
Extra notes:
Andrew K.
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