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Weekly Timelog Review Meeting

Background Info

As a service company, charging time to our clients is our bread and butter. If we do not charge enough, we are doomed. If we charge too much, we are doomed.

This process ensures that the monthly project invoicing will be smooth (see monthly-project-invoicing-overview).

Process Details

Prerequisite

  • All team members have filled in their time logs for the previous week. See work-time-tracking
  • The time log report has been refreshed (happens automatically every Monday morning at 8:45 am)

Preparation

Each relationship-manager:

  1. reviews the times logged against his clients

  2. checks that the ticket descriptions are detailed enough and suitable for clients

  3. checks that the time logs are detailed enough and suitable for clients

Meeting

  1. The scrum-master opens the time log report in Power BI service: Time Reporting

  2. Selects the previous week (KW)

  3. Checks hours by employee

    1. Check that the total number of hours charged by employee is reasonable
    2. Check that sick days and holidays have no time reports

  4. For each relationship-manager

    1. For each client
      1. check that the overall hours are reasonable
      2. check that the hours charged per issue is reasonable
      3. if necessary, check that the times logged and the log notes are reasonable

  5. check that the non-billable hours are reasonable

  6. If in doubt, discuss with the team member and/or the client

  7. In case of corrections

    1. ask the team member to correct the time log, or correct it yourself in planio
    2. once corrected, refresh the timelogs by calling https://pwrp-af.azurewebsites.net/api/refresh_data_http?code=LDBJkqpPtxzNZA7z2ApePGBTqGtOuCQvg4yIup-HfwleAzFu-YyHgw==

weekly-timelog-check-powerbi-report.png

Checklist

  • The total number of hours charged by employee is reasonable
  • The total number of hours charged to each client is reasonable
  • The hours are assigned to the right project
  • The ticket names and time logs are detailed enough and suitable for clients invoicing