Daily Time Sheet

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1. Daily Time Sheet:

1. Contract hire management is mandated for all assets as equipment used on a project. Equipment includes plant and tools.

2. A project does not own any equipment and so all assets needed on a project must be hired.

3. Equipment must be inspected daily by each operative as part of their Daily Prestart Checklist.

3. Equipment must be inspected weekly by the Site Manager and an inspection report recorded.

7. Daily Time Sheet Register:

1. The project plan and project RAMS define the list of assets used by a project.

2. The project plan includes that asset register of equipment including cost schyedule.

3. The project plan is dynamic with planned and acctual delivery, off-hore and collected dates.

3. The project plan show the daily cost to the contractor and the daily cost to the project that may be cost plus a percentage.

1. Time Personal Assistant:

1. TIME is the primary resource to be managed by people as staff, employees, employers and contractors.

2. The most productive people have good time management skills and are worth more.

3. Time management skills can be augmented with an effective online assistant that never forgets and never misses a scheduled event.

Glossary:

1. TIME is a way to represent personal information in a diary - time implies person.

2. Each persons diary records tasks as private events in time - time management means task management.

Daily Register:

1. The daily register has two purposes as:

(1) Legal requirement to has a list of all people on-site for use by the fire warden and client security.

(1) Financial requirment to capture the weekly and total manpower costs of the project.

2. The daily register is a view of time sheets where people have signed-in and clocked-in or have been clocked-in by their supervisor.

3. The supervisor may clone one days time sheets as a set of time sheets for a different date.

4. In this context, a time sheet is a type of task shown in a diary for a person selected from a list.

5. A person must self-register or be added to the application before their name can be selected from a list.

6. It should be noted that HAV duration recording is an optional part of a persons daily time sheet.

7. Time sheet information may be viewed by the week and by the project to manage manpower costs.

Temporary:

1. Register was a different record to a time sheet - this difference has been eliminated.

2. Register could type in a persons name - now a persons name must be selected from a list of known people.

3. Where a person is paid by a company, that company must be added so the company name can be selected from a list.

2. My Personal Assistant:

1. Each person has their own personal assistant with private information that is not shared with any other person.

2. A persons may request that their time sheet, invoice and billable expensed is shared with the company addressed on the invoice.

3. Personal assistant services include:

(1) Sign in authentication with personal identification numbers.

(2) Clock in and clock out with billable hours.

(3) Expenses: billable and personal.

(4) Leave, holidays, absences.

(5) Anniversaries, birthdays, public holidays.

(6) Skills, qualifications, training, courses, clearances (ASSETS).

3. My Diary:

1. Each person has their own personal diary with private information that is not shared with any other person.

2. The diary shows tasks and events.

3. Personal assistant services include:

(1) Sign in authentication with personal identification numbers.

(2) Clock in and clock out with billable hours.

(3) Expenses: billable and personal.

(4) Leave, holidays, absences.

(5) Anniversaries, birthdays, public holidays.

(6) Skills, qualifications, training, courses, clearances.

4. Leave Management:

1. Each person has a holiday entitlement, holiday days taken and holiday days left to be taken. Holiday entitlement has a period while the holiday days are valid and unused days may or may not be carried forward. Holiday requests may need to be coordinated and approved with other requests for the benefit of the project and company.

2. Each person has the right to take leave for personal reasons and may have to take take time off for medical (health and sickness) reasons. Leave and medical days off must be managed. Sickness benefits may be payable.

3. Each person may have ternity rights for days off work when they have a child. Such leave may pay benefits for the duration of the absence.

5. Skill Management:

1. Each person has skills created by experience, education and training. Some certificated skills have to be renewed periodically and may have an annual subscription.

2. Experience evolved each year and experience that was valid many years ago may need to be replaced with experience of more modern methods of working. Experience is not static and must be reviewed and revised with the annual appraisal.

3. Training and courses lead to skills that must be managed with applicable dates. Qualifications may survive for a life time, but refresher training may be needed for things like first aid, fire warden and driving.

4. Clearances such as DBS are recorded like a skill with the renewal date scheduled in the persons diary.

6. Health and Safety Induction:

1. An Health and Safety induction briefing is mandated for each person when they first arrive at a new site. The briefing has a cost and is recorded as a billable job in the persons diary and is recorded as a task in the site diary.

2. The persons skill record is updated with the induction registration number so the person has evidence that they attended the induction and will not beed to attend the induction again. Induction briefings are assigned a unique registration number that cannot be faked and can be cross referenced to the site task that scheduled the briefing.

7. Anniversary Reminders:

1. Each person has a diary where regular anniversaries and one-off events may be scheduled as a reminder. Birthdates of friends and family may be recorded once and automatically refreshed each year into the future.

2. Car insurance reminder dates may be scheduled, companies house annual return dates may be scheduled and annual holidays may be recorded to avoid a clash with scheduled work.

3. A persons memory can be augmented by recording things that matter as a task with reminder that will not be forgotten. The reason you remember your mother-in-laws wedding anniversary is not because you have a fantastic memory, but because once its recorded in your diary, it cannot be forgotten or overlooked.

4. Medical appointments must be recorded and scheduled because at a future date, it may be a requirement to remember the dates when prior medical events happened. Human memory cannot be trusted to remember when a medical event happened 5 or 10 years ago, but your personal diary will be able to search and retrieve the exact details.

8. Personal Computing Device:

1. Much of the application service is optimised to be used by any kind of smart mobile phone. However any kind of tablet, laptop or desktop computer may also be used with any operating system.

2. A significant factor is that no software has to be downloaded and no maintenance patches are applicable - every person is always using the very latest edition.

3. Simplified navigation between web pages is by touching a fingertip sized button. The role of drop down menu options has been minimised.

4. Data entry is optimised towards selection from a list, but where text entry is needed, then voice may be used.

1. Labour:

1. Labour is a persons time that is managed with time sheets.

2. A time sheet will record the primary location that a person worked at each day or was on leave, holiday, sick, etc...

3. A time sheet will record the time-of-day that a person clocked-in and clocked-out.

4. A time sheet will show the decimal hours that a person worked in a day; typically 8 or 9 hours.

5. A time sheet will record a persons Daily Prestart Checklist (DPC) with a confirmation registration number.

6. A time sheet will record a persons attending the Daily Activity Briefing (DAB) with a registration number.

7. A time sheet will record a persons attending a Toolbox Talk (TBT) with a registration number.

8. A time sheet will record a persons Hand and Arm Vibration (HAV) minutes for any day that such equipment is in use.

2. Costs:

1. Personal costs are the decimal hours worked times the persons hourly rate. Where the number of hours in a day exceed 9, then overtime rate may be applied to the extra hours. Where the day is a Sunday, then Sunday rate may be applied to the hours.

2. Personal costs are treated as a labour cost to the company employing the person, even if the person is payrolled with an annual salary.

3. Project costs are the decimal hours worked times the project hourly rate for that person. To cover overheads, expenses (travel) and consumables, the project rate may be the persons rate plus 12.5%.

4. Project costs are client costs that can be shared with the client as intellectual property generated by the project.

3. Personal Information:

1. Time sheets are personal information that is owned by the company that pays to the person.

2. A person has a person hourly rate with optional overtime rate and Sunday rate that is used to calculate labour cost to the company.

3. A person may have an annual salary and be monthly paid with no concern for the hours worked - time sheets still exist.

4. Project Information:

1. Time sheets become project and client information as the client indirectly pays for the time sheet

2. A person has a project hourly rate with optional overtime and Sunday (Bank Holiday) rate that is used to calculate labour cost to the project and to the client.

3. A project may operate an alternative method as labour cost plus a percentage where the project hourly rate is zero.

5. Time Sheet Factors:

1. A time sheet is for one person for one day and is optional. Any number of time sheets may exist for the same person on the same day.

2. Primary location that the person worked during that day and time slot - normally a project name.

3. Clock-in and clock-out time-of-day with total duration.

4. Billable decimal hours for the day for each project.

5. Daily Prestart Checklist (DPC) registration.

6. Daily Activity Briefing (DAB) registration.

7. Toolbox Talk (TBT) registration.

8. Hand and Arm Vibration (HAV) duration and equipment.

9. Travel miles based on locations visited and approved private mileage allowance.

10. Subsistence (food and drink) based on time of day and approved allowances.

6. Diary Register:

1. The project diary records a daily register of people on-site.

2. The daily register lists the time sheets for the people who are on-site.

3. The project manager may generate a time sheet for a person who has not been able to clock-in.

9. Intellectual Property (IP):

1. Daily Time Sheet Register and the Inspection Reports become valuable Intellectual property that is transferred to the client upon payment.

Time Management:

1. The most striking difference between people who are or will become financially free and all other people is time management - as time managment improves, financial freedom improves.

2. Most people do not manage their time - time just happens to them. Most people never become financially free.

3. Time management begins with the massive switch from being paid by the hour to being paid by the job - nobody who is paid by the hour ever became financially free.

4. Treat other people as your would like them to treat you - if you with to become financially free by being paid by the job, then make sure you treat other people in the same way.

5. Some jobs pay a lot more than other jobs. Some people with advanced tools have higher levels of productivity and earn more than people with obsolete tools and low levels of productivity.

6. Some service jobs are paid by the month - the job is done once and income is earned every month as a service fee. Every job with residual income is worth a lot more than any job with one fixed price - that is why retail is evolving to be a service industry.

Choice:

1. People may choose to work for themselves and be paid by the job or to work for a boss and be paid by the hour.

2. People may choose to do more jobs and earn more or may choose to take time off and earn less.

3. People may choose the level of productivity they wish to achieve. A job is to dig a trench for 1000 pounds. One person with a pick and shovel may take 5 days. Another person with a JCB may take 5 hours.

4. People who embrace the very best tools have the very best productivity and earn more than people who make do with obsolete tools.

Wrong Motivation:

1. The amature employer pays people by the hour and then wonders why people are motivated to maximise the time it takes to do any job.

2. If a person is paid 10 pounds per hour, then a 10 hour job can easilly be extended to take 16 hours so the person is paid 160 pounds. If the same person is paid 100 pounds to do the job, the job will be finished in one day so the person can do another job the next day.

3. Being paid by the job means the quality of management must be improved so the price of each job is fair and reasonable. The worst case scenario is where profitable jobs are squandered with people paid by the job and tight projects earn a loss with people paid by the hour. It will never be sustainable to mix paid by the job and paid by the hour work at the same time.

4. The only businesses that deserve to survive is those that have very high levels of productivity - automation is what drives financial freedom. Automation is a never ending race where only those that achieve a reasonable level of automation can survive. People do not like change, but where automation is delayed by some people, it will be embraced by other people who will win market share. To delay automation is to advance the day when the business is no longer viable - the cost of trying to catch up will be significant.

Project Profitability:

1. A critical success factor is that the business must be able to view the profitability of each project (or contract). The primary role of the daily time sheet to record where people are each day does not impact on project profitability.

2. It is easy to view the revenue and purchases assigned to each project, but employee time must also be accounted for.

3. Every person MUST complete a Daily Time Sheet to show one or more projects that the person assigned their time to each day. A person may add any number of Daily Time sheet records and each will have an assigned project with start time and end time. The total hours assigned to each project is accoumulated for a given skill rate.

4. Each person has a skill rating and that skill rating has a hourly rate to a project - a rate that exceeds the hourly rate the person is paid.

5. Where a person is paid by the job, then that purchased cost is assigned to the project.

6. A key factor is that all time that is to be paid must be assigned to a project that will eventually be paid by a client. It is not logical to have time assigned to an internal "administrative" project that is not paid for by a client.

7. Mileage and subsistence are costs to be assigned to projects so profitability is complete and correct. The profitability of a project that is 100 miles away will be much less than a project that is 10 miles away - this must be factored in.

Time Recording:

1. Legal, insurance, health and accountancy firms tend to measure time in 15 and 20 minute units where each unit is assigned to a client or project. Brokers and care workers tend to measure time in 30 minute units that are assigned to client contracts. Designers, architects and consultants tend to assign their time to clients in 4 and 8 hour units.

2. The Dialy Time Sheet supports any time duration with a start and end time of day. The minimum time sheet will assign a full days work to one client project. A busy doctors day may have up to 32 assignments to different client projects in 15 minute slots.

3. Deployment is the the Daily Time Sheet is actually a list of any number of Daily Time Sheets where each Daily Time Sheet has one assigned project, start time of day and end time of day. The Daily Time Sheet also has the ability to record some travel and subsistence allowance expenses. The Daily Time Sheet also has the ability to record hand and arm vibration (HAV) tool durations.

4. It is a legal obligation on a company to record all leave and sickness because this can impact on taxation and benefits. The abstence of a Daily Time Sheet is a poor way to record leave or sickness. The persons manager should create a Daily Time Sheet for the person of the date and record the project as leave, holiday, sickness or any other assignment.

Employee PAYE:

1. It is suggested that it will never be cost effective to employ any person. Every Director is called an employee, but PAYE, pension and time directives do NOT apply to Directors. Every employee can be a Director and every Director must be an employee.

2. Before a person (other than a Director) is taken on as an employee, the following is mandated:

(1) Agree an hourly rate that is at least as much as the national minimum wage.

(2) Agree on a fixed number of hours per month so a monthly salary can be calculated.

(3) Agree holiday entitlement on top of all public holidays - at least 20 days per year.

(4) Check that the person has the legal right to work in the UK.

(5) Check if the person has a DBS criminal record.

(6) Check if the person has a student loan to be repaid via payroll.

(7) Check if the person has payroll giving deductions or child maintenance deductions.

(8) Enrole the person in a workplace pension scheme.

(9) Pay for at least 5 million pounds of employers liability insurance.

(10) Provide the person with a written service contract or a statement of employment.

3. All HMRC reporting must be done monthly, all benefits are paid monthly and it would be illogical to pay people by the week. Holiday entitlement may be 1.5 days per month, plus an annual bonus. Pension contributions may be 5% of the monthly salary. A company MUST register as an employer before they take on their first employee - this may take some weeks.

4. Formal documented procedures must be used to terminate a persons employment - this is an overhead with a cost. Experience shows that on average, it costs 2.2 times what a person is paid each month. Experience shows that a person may choose to be subcontracted at 1.6 times what their monthly salary may have been.

5. To take on a new employee. the following data is mandated:

(1) Name, date of birth and gender. Date of birth may be used to discriminate based on age. Gender may be used to discriminate based on gender.

(2) Postal address and employment start date.

(3) Last employment end date.

(4) Total pay and tax paid in the current financial year.

(5) Student loan deduction status.

(5) National insurance number and tax code.

6. Payroll overheads to be paid include:

(1) Statutory Sick pay.

(1) Statutory pay for Parents: maternity, paternity, adoption.

(1) Deduct: student loan, payroll giving, child maintenance, pension.

(1) P60 annual tax summary on 5 April each year.

(1) P11D expense summary for company car, child care, health insurance and entertainment.

Director Pay:

1. Treat every person as you would like to be treated. Help every person to run their own company. Every person can be a Director of their own company.

2. A Director is an employee of their own company but normal employment law does not apply.

(1) Directors do not have to be paid the national minimum wage - Directors have earned the right to choose whatever salary they want and can afford.

(2) Directors do not have to work a fixed number of hours per month - Directors have earned the right to choose when they work and when they do not work.

(3) Directors do not have to have any holiday entitlement - Directors have earned the right to take leave as and when they choose.

(4) Directors do not have to pay into a pension scheme - Directors have earned the right to arrange their own financial future.

(5) Directors do not have to buy employers liability insurance - Directors have earned the right to be liable for their own actions.

(6) Directors do not have to check if they have a legal right to work in the UK - Directors have earned the right to work where they choose.

(7) Directors cannot be fired - Directors have earned the right to be responsible for their own actions, the right to be wrong and the right to continue without threats.

3. HMRC reports are annual in arrears - Company Annual Return and a personal Self-Assessment - 9 months after the financial year end.

4. A company can reduce their many of their costs by 20% by registering for VAT. A quarterly VAT return requires only four numbers - this is very cost effective and will become mandatory as the company revenue increases.

5. A Director may choose to take a modest salary that minimises income tax and national insurance. Where the company makes a profit, the Director may take that profit as a dividend without paying any national insurance on that extra income. A dividend may be assigned by the quarter or at the end of the financial year - income tax is paid when a divident is paid.

Document Control.

1. Document Title: Daily Time Sheet.

2. Description: Daily Time Sheet, policies and guidelines.

3. Keywords: Daily Time Sheet, policies and guidelines.

4. Privacy: Shared with approved people for the benefit of humanity.

5. Edition: 1.1.

6. Issued: 2 Jan 2018.