Private Sector

Time Tracking Solution

Custom time recording system for utility company with complex project allocation rules

Challenge

A leading utility company working with government contracts needed a sophisticated time tracking solution to manage:

  • 1000+ employees across permanent staff, contractors, and consultants
  • Complex project hierarchies (programs containing multiple projects)
  • Strict percentage-based time allocation requirements
  • Variable cut-off times for timesheet submission
  • Role-based visibility of projects
  • Compliance with government reporting requirements
  • No existing system that could handle these unique requirements

Our Solution

We developed a custom Power Platform solution with intelligent automation and strict business rules:

User-Centric Canvas App

  • Personalized Project Views: Employees only see projects they're assigned to
  • Percentage-Based Entry: Visual indicators prevent >100% time allocation
  • Draft Functionality: Save partial entries and submit when complete
  • Dynamic Cut-Offs: Automatic enforcement of submission deadlines

Admin Management Portal

  • Program/Project Hierarchy: Manage complex project structures
  • User Assignment: Assign employees to multiple projects
  • Cut-Off Configuration: Set weekly deadlines by role/department
  • Compliance Reporting: Export data for government audits

Data Architecture

  • SharePoint Backend: Cost-effective storage for active records
  • Azure SQL Archive: Automatic monthly data migration
  • Power BI Analytics: Project costing and utilization reports

Automated Notifications

  • Pre-Deadline Alerts: 8-hour reminders for pending timesheets
  • Missed Deadline: Notifications to employee and manager
  • System Updates: Alerts for new projects or deadline changes

Results Delivered

100% Compliance

All timesheets now meet government reporting standards

90% Faster

Time entry process compared to old system

95% On-Time

Submission rate after notification system

60% Savings

Compared to commercial time tracking solutions

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