Skip to content

Reporting

This document provides comprehensive guidance on the reporting capabilities within the Stratpoint Timesheet Application, including report types, generation processes, customization options, and analytics features.

Report Categories

Operational Reports

graph TB
    A[Operational Reports] --> B[Timesheet Reports]
    A --> C[Project Reports]
    A --> D[Team Performance]
    A --> E[Utilization Reports]

    B --> B1[Daily Time Entries]
    B --> B2[Weekly Summaries]
    B --> B3[Approval Status]

    C --> C1[Project Progress]
    C --> C2[Budget vs Actual]
    C --> C3[Resource Allocation]

    D --> D1[Individual Performance]
    D --> D2[Team Productivity]
    D --> D3[Goal Achievement]

    E --> E1[Employee Utilization]
    E --> E2[Project Utilization]
    E --> E3[Department Utilization]

Financial Reports

Report Type Description Frequency Access Level
Billing Summary Client billing overview Weekly/Monthly Finance, Management
Revenue Analysis Project profitability Monthly/Quarterly Finance, Executives
Cost Analysis Project cost breakdown Monthly Finance, Project Managers
Budget Variance Budget vs actual comparison Monthly Finance, Management
Invoice Details Detailed billing information As needed Finance, Accounting

HR and Compliance Reports

Report Type Description Frequency Access Level
Leave Summary Employee leave utilization Monthly HR, Management
Attendance Report Employee attendance patterns Weekly/Monthly HR, Managers
Overtime Analysis Overtime hours and costs Weekly/Monthly HR, Finance
Compliance Report Regulatory compliance status Quarterly HR, Legal
Performance Metrics Employee performance data Quarterly HR, Management

Report Generation

Standard Report Generation

Accessing Reports

  1. Navigate to Reports Section
  2. Main menu → Reports
  3. Dashboard → Quick Reports

  4. Project view → Project Reports

  5. Select Report Type

  6. Choose from available categories
  7. Filter by access permissions

  8. Select predefined templates

  9. Configure Parameters

  10. Date range selection
  11. Employee/team filters
  12. Project/client filters

  13. Department/division filters

  14. Generate and Export

  15. Preview report data
  16. Select export format (PDF, Excel, CSV)
  17. Schedule automated delivery

Report Configuration Example

{
    "report_config": {
        "report_type": "timesheet_summary",
        "date_range": {
            "start_date": "2024-01-01",
            "end_date": "2024-01-31"
        },
        "filters": {
            "departments": ["Development", "QA"],
            "projects": [123, 456, 789],
            "employees": [101, 102, 103],
            "approval_status": ["approved", "pending"]
        },
        "grouping": {
            "primary": "employee",
            "secondary": "project"
        },
        "metrics": [
            "total_hours",
            "billable_hours",
            "utilization_rate",
            "overtime_hours"
        ],
        "format": "excel",
        "include_charts": true
    }
}

Custom Report Builder

Building Custom Reports

  1. Data Source Selection
  2. Choose primary data tables
  3. Select related data sources

  4. Define data relationships

  5. Field Selection

  6. Available fields display
  7. Drag-and-drop interface
  8. Calculated field creation

  9. Aggregation options

  10. Filtering and Grouping

  11. Multiple filter criteria
  12. Hierarchical grouping
  13. Sorting preferences

  14. Conditional formatting

  15. Visualization Options

  16. Chart type selection
  17. Color scheme customization
  18. Layout preferences
  19. Branding elements

Custom Report Example

// Custom report definition
const customReport = {
    name: "Project Profitability Analysis",
    description: "Detailed analysis of project profitability metrics",
    dataSource: {
        primary: "projects",
        joins: [
            { table: "timelogs", on: "project_id" },
            { table: "users", on: "user_id" },
            { table: "clients", on: "client_id" }
        ]
    },
    fields: [
        { name: "project_name", label: "Project Name", type: "string" },
        { name: "client_name", label: "Client", type: "string" },
        { name: "total_hours", label: "Total Hours", type: "number", aggregation: "sum" },
        { name: "billable_hours", label: "Billable Hours", type: "number", aggregation: "sum" },
        { name: "revenue", label: "Revenue", type: "currency", calculation: "billable_hours * billing_rate" },
        { name: "cost", label: "Cost", type: "currency", calculation: "total_hours * employee_rate" },
        { name: "profit", label: "Profit", type: "currency", calculation: "revenue - cost" },
        { name: "margin", label: "Margin %", type: "percentage", calculation: "(profit / revenue) * 100" }
    ],
    filters: [
        { field: "project_status", operator: "in", values: ["active", "completed"] },
        { field: "start_date", operator: ">=", value: "2024-01-01" }
    ],
    groupBy: ["client_name", "project_name"],
    orderBy: [{ field: "revenue", direction: "desc" }]
};

Report Types and Templates

Timesheet Reports

Individual Timesheet Report

Purpose: Detailed view of individual employee time entries Contents: - Daily time entries with project breakdown - Approval status and history - Overtime calculations - Leave time integration - Performance metrics

Sample Output: 

Employee: John Doe (ID: 123)
Period: January 1-31, 2024

Daily Breakdown:
Date       | Project        | Hours | Status   | Description
-----------|----------------|-------|----------|------------------
2024-01-02 | Project Alpha  | 8.0   | Approved | Feature development
2024-01-02 | Project Beta   | 2.0   | Approved | Bug fixes
2024-01-03 | Project Alpha  | 7.5   | Pending  | Code review
...

Summary:
Total Hours: 168.0
Billable Hours: 152.0
Utilization Rate: 90.5%
Overtime Hours: 8.0

Team Timesheet Summary

Purpose: Aggregated view of team time allocation Contents: - Team member time distribution - Project allocation breakdown - Utilization comparisons - Approval workflow status - Productivity metrics

Project Reports

Project Progress Report

Purpose: Comprehensive project status and progress tracking Contents: - Timeline and milestone progress - Resource allocation and utilization - Budget vs actual analysis - Risk and issue tracking - Quality metrics

// Project progress calculation
function generateProjectProgress(projectId, reportDate) {
    const project = getProject(projectId);
    const timeLogs = getProjectTimeLogs(projectId, project.start_date, reportDate);

    return {
        project_info: {
            name: project.name,
            client: project.client.name,
            start_date: project.start_date,
            end_date: project.end_date,
            status: project.status
        },
        progress: {
            timeline_progress: calculateTimelineProgress(project, reportDate),
            budget_progress: calculateBudgetProgress(project, timeLogs),
            milestone_completion: getMilestoneCompletion(project, reportDate),
            team_utilization: calculateTeamUtilization(project, timeLogs)
        },
        metrics: {
            total_hours: timeLogs.sum('spent_hours'),
            billable_hours: timeLogs.where('is_billable', true).sum('spent_hours'),
            team_size: project.team_members.length,
            completion_percentage: calculateCompletionPercentage(project)
        }
    };
}

Resource Allocation Report

Purpose: Analysis of resource distribution across projects Contents: - Employee allocation percentages - Skill utilization analysis - Capacity planning insights - Workload distribution - Optimization recommendations

Financial Reports

Revenue Analysis Report

Purpose: Detailed financial performance analysis Contents: - Revenue by project/client/period - Profitability analysis - Billing rate effectiveness - Cost center performance - Trend analysis

-- Revenue analysis query example
SELECT 
    p.name AS project_name,
    c.name AS client_name,
    SUM(t.spent_hours * pr.billing_rate) AS total_revenue,
    SUM(t.spent_hours * u.cost_rate) AS total_cost,
    SUM(t.spent_hours * pr.billing_rate) - SUM(t.spent_hours * u.cost_rate) AS profit,
    ROUND(
        ((SUM(t.spent_hours * pr.billing_rate) - SUM(t.spent_hours * u.cost_rate)) / 
         SUM(t.spent_hours * pr.billing_rate)) * 100, 2
    ) AS profit_margin_percent
FROM timelogs t
JOIN projects p ON t.project_id = p.id
JOIN clients c ON p.client_id = c.id
JOIN users u ON t.user_id = u.id
JOIN project_rates pr ON t.project_id = pr.project_id AND t.user_id = pr.user_id
WHERE t.log_date BETWEEN '2024-01-01' AND '2024-01-31'
    AND t.approval_status = 'approved'
    AND t.is_billable = true
GROUP BY p.id, c.id
ORDER BY total_revenue DESC;

Analytics and Dashboards

Executive Dashboard

Key Performance Indicators

graph LR
    A[Executive KPIs] --> B[Revenue Growth]
    A --> C[Utilization Rate]
    A --> D[Client Satisfaction]
    A --> E[Project Delivery]

    B --> B1[Monthly: +15%]
    C --> C1[Team Avg: 82%]
    D --> D1[Score: 4.2/5.0]
    E --> E1[On-time: 94%]

Dashboard Components

  1. Financial Overview
  2. Revenue trends and forecasts
  3. Profitability by business unit
  4. Budget variance analysis

  5. Cash flow projections

  6. Operational Metrics

  7. Team utilization rates
  8. Project delivery performance
  9. Resource allocation efficiency

  10. Quality indicators

  11. Strategic Insights

  12. Market opportunity analysis
  13. Competitive positioning
  14. Growth trend identification
  15. Risk assessment summary

Manager Dashboard

Team Performance Metrics

// Manager dashboard data aggregation
function generateManagerDashboard(managerId, period) {
    const team = getTeamMembers(managerId);
    const projects = getManagedProjects(managerId);

    return {
        team_metrics: {
            total_members: team.length,
            average_utilization: calculateAverageUtilization(team, period),
            top_performers: getTopPerformers(team, period, 3),
            development_needs: identifyDevelopmentNeeds(team),
            satisfaction_score: getTeamSatisfactionScore(team)
        },
        project_metrics: {
            active_projects: projects.filter(p => p.status === 'active').length,
            on_track_projects: projects.filter(p => p.health_status === 'green').length,
            at_risk_projects: projects.filter(p => p.health_status === 'red').length,
            budget_variance: calculateBudgetVariance(projects),
            delivery_performance: calculateDeliveryPerformance(projects)
        },
        alerts: {
            overutilized_members: getOverutilizedMembers(team),
            underutilized_members: getUnderutilizedMembers(team),
            project_risks: getProjectRisks(projects),
            approval_backlog: getApprovalBacklog(managerId)
        }
    };
}

Individual Dashboard

Personal Performance Tracking

  1. Time Management
  2. Daily/weekly time summaries
  3. Project time distribution
  4. Utilization trends

  5. Goal progress tracking

  6. Performance Indicators

  7. Productivity metrics
  8. Quality scores
  9. Client feedback

  10. Skill development progress

  11. Career Development

  12. Learning objectives
  13. Certification progress
  14. Performance reviews
  15. Career path planning

Report Automation and Scheduling

Automated Report Delivery

Scheduling Options

{
    "scheduled_reports": [
        {
            "report_id": "weekly_timesheet_summary",
            "recipients": ["manager@stratpoint.com", "hr@stratpoint.com"],
            "schedule": {
                "frequency": "weekly",
                "day_of_week": "monday",
                "time": "09:00",
                "timezone": "Asia/Manila"
            },
            "format": "pdf",
            "delivery_method": "email"
        },
        {
            "report_id": "monthly_financial_summary",
            "recipients": ["finance@stratpoint.com", "executives@stratpoint.com"],
            "schedule": {
                "frequency": "monthly",
                "day_of_month": 1,
                "time": "08:00",
                "timezone": "Asia/Manila"
            },
            "format": "excel",
            "delivery_method": "email_and_portal"
        }
    ]
}

Notification and Alerts

  1. Report Generation Alerts
  2. Successful generation notifications
  3. Error and failure alerts
  4. Data quality warnings

  5. Performance threshold breaches

  6. Data-Driven Alerts

  7. Utilization threshold alerts
  8. Budget variance warnings
  9. Project deadline risks
  10. Compliance violations

Report Security and Access Control

Access Permissions

Role-Based Report Access

Role Timesheet Reports Project Reports Financial Reports HR Reports
Employee Own data only Assigned projects None Own data
Team Lead Team data Managed projects Project budgets Team data
Manager Department data Department projects Department financials Department HR
Admin All data All projects All financials All HR data

Data Sensitivity Levels

  1. Public: General operational metrics
  2. Internal: Department-specific data
  3. Confidential: Financial and strategic data
  4. Restricted: Personal and sensitive information

Audit and Compliance

Report Access Logging

// Report access audit logging
function logReportAccess(userId, reportId, accessType) {
    const auditLog = {
        timestamp: new Date(),
        user_id: userId,
        report_id: reportId,
        access_type: accessType, // 'view', 'export', 'schedule'
        ip_address: getClientIP(),
        user_agent: getUserAgent(),
        data_accessed: getReportDataSummary(reportId)
    };

    saveAuditLog(auditLog);

    // Check for unusual access patterns
    if (detectUnusualAccess(userId, reportId)) {
        triggerSecurityAlert(auditLog);
    }
}

This comprehensive reporting system provides stakeholders at all levels with the insights needed for effective decision-making, performance monitoring, and strategic planning while maintaining appropriate security and access controls.