Ok, then we’ll go with “record time use at least one level of detail below the Work Package level” in the instructions. And “record at least daily aggregates at that level” (which is what FreeAgent collects; it does not collect start and end times). People could either use sub-tasks or notes, depending on their time tracker software. More or less any time tracker will be able to do this, so our process is tool-agnostic.
And then once per year before our reporting deadline, they’ll have to upload their full timekeeping records, in the original format and all useful export formats which their time tracker provides. If they keep their time tracking data inside FreeAgent, they are settled already and don’t have to do anything extra.
We’ll then spot-check that data while doing the yearly reporting tasks, to make sure it is detailed enough and aligns with the monthly signed time records. But due to the mess of formats and numbers, there is no economic way to do a full check. So to a degree, we will have to trust users that they simply took over the data from their time tracker into the signed time records, as they should. But at least we’ll have detailed data in store for an audit, and we avoid more admin and copy&paste tasks around this.
It’s not “proper IT” this way, but any real solution would quickly get out of hand: Kamai v2 + approval process + audit log + sync with a desktop time tracker like