Time & Expense FormsTime & Expense Forms

MRC Consulting

Project GoalsProject Goals

Provide an automated web based Time & Expense reporting system for MRC Consulting and its clients.

Reduce the amount of time spent manually processing paper based forms.

Improve timeliness and reduce errors.Improve client satisfaction.

DescriptionDescription

A Time & Expense web portal will be created for processing weekly reports.

There will be two main data entry pages, one for Time and a second for Expenses.

The web portal will be linked to a database back end. The database will automatically record information and

calculate witholdings. There will be both intranet and internet portals

Competitive AnalysisCompetitive Analysis

Competitors – It is hoped that reducing the man hours

required for payroll and billing will provide MRC Consulting with a competitive advantage.

Strengths – MRC Consulting has always prided itself

on its good client relations and the value it provides to its clients.

Competitive AnalysisCompetitive Analysis

Strengths cont.– MRC’s consultants average more industry

experience and certerfications than any other consulting firm.

Weaknesses– Our current paper based billing system

leads to longer billing cycles than our competitors due to our smaller HR department.

Competitive Analysis, cont.Competitive Analysis, cont.

Competitors– DRC Consulting– SRC Consulting

Strengths– Each of our competitors are able to service a larger client

base due to their larger clerical and HR staff. Weaknesses

– Our competitors account executives are overworked which leaves them out of touch with their clients needs.

TechnologyTechnology

The consultant billing application is going to be a Web application running Microsoft software using IIS, SQL Server as the database engine, and ASP .Net using VB or C# as the application language. The hardware used can be underutilized existing hardware that the consulting company is already using, or new hardware need to will be purchased.

The client’s preference is to have the site hosted by an independent service provider.

Team/ResourcesTeam/Resources

Assumptions about resources allocated to this project– MRC’s staff of consultants will be

employed for this project.– The solution will be hosted offsite.– Developmental and operational support will

be provided by MRC consultants.

Project TeamsProject Teams

Project team 3 will be tasked with developing the new web based Time & Expense reporting system. Other project teams are already occupied with other internal projects.

Project Team 3 MembersProject Team 3 MembersRoles and Responsibilities

Role Name Organization/

Position

Contact Information

Project Sponsor

Barnes, David

MRC Consulting Managing Partner

(605) 232-2000 ext 33022 david.barnes@earthlink.net

System Analyst

Harback, Jason

Group 3 Member

(507) 763-3823 jharback@pluto.dsu.edu

System Analyst

Hatlestad, Peter

Group 3 Member

(605) 359-5701 hatlestadp@pluto.dsu.edu

Web Master / Testing Analyst

Higgs, Dewayne

Group 3 Member

(806) 676-1128 djhiggs1@buffs.wtamu.edu

Project Manager

Jackman, Trevor

Group 3 Member

(712) 389-2211 jackmtre@gmail.com

Database Administrator

Johnson, Eric

Group 3 Member

712-240-9086 emjohnson10499@pluto.dsu.edu

ProceduresProcedures

Since this project is an internal project MRC consultants will need to bill their hours to MRC directly.

Planning will need to accommodate consultants client work schedule and the work performed will need to be segregated from clients billable hours.

All documents will need to be reviewed by the project manager and subject to project sponsors approval.

Regular status meetings will be held to review progess.

Milestones pt.1Milestones pt.1

Determine the Project manager

Draft Schedule Maintain Project

Notebook Write Team Contract Create a Web sit Detailed Scope

Statement (Functional Specifications)

Maintain Project Web Site

Write the Project Charter

A detailed Gantt Chart Create Work

Breakdown Structure Preliminary Scope

Document Feasibility Study

Milestones pt.2Milestones pt.2

Break Even Analysis Create Issues / Risk Log

Maintain Risk Log Week 1 Status Report Technical Requirements:

– Network Infrastructure, Server Hardware and Software

– Database Structure– Acceptance of

Functional Requirements

– Project sponsor acceptance of Technical Requirements

Build: – Create Database

Objects

Milestones pt.3Milestones pt.3

Build: – Create Programming

Code

Build: – Test Database Objects

Build: – Test Programming Code

Week 2 Status Repot Week 3 Status Report Week 4 Status Report

Week 5 Status Report User Acceptance

Testing Week 6 Status Report Implementation Post Implementation

Support Week 7 Status Report Week 8 Status Report

Sneak Peak at the Time & Expense ReportsSneak Peak at the Time & Expense Reports

Timesheet column featuresTimesheet column features

– Day of the week. Dates are automatically populated from calendar.

– Regular hours– Overtime hours– Sick leave hours– Vacation hours

– Holiday hours– Unpaid leave hours– Other– Total hours are

automatically calculated for row and column

– Expense report field (Yes/No) linked to expense report.

Timesheet row featuresTimesheet row features

– Company contact information

– Employee name– Employee ID. Used

to populate pay rate and calculate withholdings.

– Supervisor name

– Week field. Dates are automatically populated from calendar.

– Total hours field that is automatically calculated from input.

Timesheet row features cont.Timesheet row features cont.

– Rate/Hour field populated from employee login minus withholdings

– Total pay calculated from rate and hours

– Total hours reported calculated from hours

– Total pay calculated from hours and rate minus withholdings

– Employee signature and date

– Supervisor signature and date

– Submit button for completed timesheet

Expense report column featuresExpense report column features

– Day of the week. Dates are automatically populated from a calendar.

– Description of expenses

– Air and transport expenses

– Lodging expenses

– Calculated Fuel/Mileage expenses.

– Phone expenses– Meals and tips– Entertainment

expenses– Other– Total is automatically

calculated by row and column

Expense report row featuresExpense report row features

– Company information

– Employee name– Employee ID. – Supervisor name– Week field. – Subtotal– Advances

– Fuel/Mileage reimbursement rate

– Total Reimbursement– Employee signature

and date– Supervisor signature

and date– Submit button for

completed expense report

Related DocumentsRelated Documents

Group 3 would like to thank www.vertex42.com for providing the Time and Expense templates– http://www.vertex42.com/ExcelTemplates/excel-expense-

report.html– http://www.vertex42.com/ExcelTemplates/excel-

timesheet.html

Our WebsiteOur Website

http://www.ama3d.com/infs724/