Daily activity report software
My Intranet includes in its time tracking module a feature to manage in a paperless way the daily activity report.
Its features
Tracks the time spent by each employee on each client, project, activity or task.
Each timesheet goes through a customizable workflow to be checked by the person in charge (manager, project manager, etc…).
Allows you to track time and costs associated with each client, project or activity in a consolidated manner without manual processing.
Its advantages
For the employee
Very quick entry of hours on each project in the weekly activity report.
Risk of error is eliminated : the employee can only record time on the tasks they are working on.
For the manager
Save time during control : notification as soon as a new report is submitted, one click validation.
Activity monitoring : visibility over the activities of their entire team.
For the accounting department
Time saving : activity reports are consolidated and associated with applicable hourly rates, thus facilitating internal and external invoicing.
The accounting department can easily monitor the workload of each employee with the comprehensive report.
Functionality overview of the daily activity report module
Our activity report management module is built around 3 pillars :
- the input by the employee,
- control by the manager, project manager or any designated person in the organization,
- reporting with consolidated statements.
As with all the other modules of our HRIS, the priority has been placed on:
- Ergonomics: for a simple input and validation,
- the speed of implementation : the module is very simple to configure with advanced granularity,
- direct access to data : the report allows you to view data in a consolidated or more detailed way depending on the reports you need.
Daily activity report submission
You used to enter your hours into an Excel file or write them on a loose sheet of paper. Those days will soon be over. Now you’ll simply enter them each week in the web form available in your personal space that you can view below.
Connected to the leave management software, the daily activity report automatically detects the days when you are out of the office.
Once completed, you submit your activity report for review through a workflow. In parallel to the validation workflow, you have the possibility to print your monthly report to have it signed by a third party (customer, project supervisor, etc…).
Hours validation
The configuration allows you to define an activity report validation workflow of up to 5 levels. In practice, one or two levels are usually more than enough. At each validation level, the person in charge of the control can be : the team manager, the project manager or any other designated person in the organization.
The validator is notified by email each time a new report is submitted, pending validation. He has a table listing all his team members where he can see the status of submissions. This allows him to know at a glance if some people are behind in their activity report.
The activity report
3 levels of reporting are available to users in their personal space :
- the user report : allows everyone to see the consolidated report for their own activities.
- the team report : accessible to the person in charge of validating activity reports.
- the global report : includes all the company’s data. Its access is reserved for administrators (accountant, HR, project manager, business operations).
The report is available in two formats : directly online and as an Excel file. Thus, you can easily reprocess and reuse the data extracted from the database.
Tracking by hours or days
The information to be collected may vary from one organization to another. My Intranet allows you to track hours or days worked. The data entered is then associated with hourly or daily rates configured to calculate costs in a consolidated way for each employee and each activity.
Structure definition
The structure typically used for an activity report can be for instance :
- Customer
- Project
- Activity
- Task
But you are completely free to track the data you are interested in with the level of granularity you require. This part is fully configurable. You can even have multiple structures in parallel.
You can open up an allocation period for each item. This allows you to prevent hours from being charged before a project starts or after it ends. This is also useful if you want to have a reporting period set to a specific timeframe like the calendar year for example.
Cost tracking
For each employee, you can define an hourly rate or a daily rate. This rate can be defined globally for all activities or individually for each project. Thus, an employee can have a different hourly rate depending on the customer. This flexibility in configuration is essential to meet all needs.
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Each activity can be associated with one or more analytical codes (also called accounting types). These account codes are then used as receivers for the various costs. My Intranet also allows you to manage expense reports and purchase orders. Thus, all expenses related to a project can be associated to the same cost code within a single solution. This makes it much easier to analyze later on thanks to the reduction in time spent reconciling data.
A key element of business management
The in-depth study of the reporting will allow you to have a clear vision of the workload of your employees, but also of the profitability of your various activities. The information provided is valuable, as the profitability of a contract can quickly change in one direction or another, depending on the resources allocated. You thus benefit from all the tools you need to best pilot your activity.
At the level of each department, the reporting is used in meetings to implement an action plan to optimize costs and resources.
Why digitalize the activity report?
The implementation of software to dematerialize the activity report of each employee meets several targets :
- Provide employees with a quick and easy way to enter their time sheets.
- Reduce the risk of errors or missed hours.
- Benefit from comprehensive reporting on budgets and projects, available in real time.
- Be able to assess the workload of each employee.
- Measure the productive work time performed by each employee.
For employees, time entry is often experienced as a time-consuming task whose purpose is not always very clear. By offering them a quick and transparent way to accomplish this weekly reporting, you significantly reduce the burden of this constraint.
Your digitalized activity report template
You are looking for a free daily activity report template to download. You can find many of them on the internet. The limitation is that once completed, they need to be collected and consolidated. This is very time-consuming. With My Intranet, you will be able to digitalize this process and save precious time. You will no longer spend hours chasing after each employee to get his weekly report. All the information will be accessible in a personal online space.
Contact us now for a demonstration of our management solution.
Who uses activity reporting?
The use cases for such a system are numerous :
- the industrial sector company conducting research and development activities needing to track hours eligible for the research tax credit.
- the IT services company where consultants need to complete the daily report to then allow for rebilling to the customer.
- a technical department where engineers will document the time spent on each contract or customer.
- and more generally, any structure where human cost tracking is implemented to support budgetary control.
Daily activity report vs business reporting
The activity statement should not be confused with the activity report. The activity report s a collection of time spent on various projects. The business report has a broader scope within the company. This document is generally produced annually. It summarizes the actions taken, the objectives achieved, and the state of the company’s finances.
My Intranet is an IT tool that allows you to manage the activity report. The data collected contributes to your annual activity report in combination with other data from your financial system.
