Headroom - Foundation

openspec/changes/headroom-foundation/specs/actuals-tracking/spec.md

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+## ADDED Requirements
+
+### Requirement: Log hours worked
+The system SHALL allow team members to log actual hours worked per project per month.
+
+#### Scenario: Log hours for current month
+- **WHEN** a team member logs 35 hours worked on "Project X" for February 2026
+- **THEN** the system creates an actuals record
+- **AND** the system associates the hours with the team member, project, and month
+
+#### Scenario: Cannot log negative hours
+- **WHEN** attempting to log -5 hours
+- **THEN** the system rejects the request with validation error "Hours logged must be greater than or equal to 0"
+
+#### Scenario: Cannot log hours for future months
+- **WHEN** attempting to log hours for a month that hasn't started yet
+- **THEN** the system rejects the request with validation error "Cannot log hours for future months"
+
+### Requirement: Update logged hours
+The system SHALL allow team members to update previously logged hours for the current month.
+
+#### Scenario: Incremental weekly updates
+- **WHEN** a team member logs 10 hours in week 1 of February
+- **AND** logs an additional 8 hours in week 2 of February
+- **AND** the system updates the total to 18 hours for February
+- **THEN** the system accumulates the hours for the monthly aggregate
+
+#### Scenario: Replace monthly total
+- **WHEN** a team member updates February actuals from 35 hours to 40 hours
+- **THEN** the system replaces the previous value with the new total
+
+### Requirement: View actuals summary
+The system SHALL display actual hours worked in a summary view similar to allocation matrix.
+
+#### Scenario: View monthly actuals matrix
+- **WHEN** a manager views actuals for February 2026
+- **THEN** the system displays projects as rows and team members as columns
+- **AND** each cell shows actual hours logged for that project-person combination
+
+#### Scenario: Show actuals vs allocations
+- **WHEN** viewing the actuals summary
+- **THEN** the system displays allocated hours and actual hours side by side
+- **AND** the system highlights variances (over or under)
+
+### Requirement: Cannot log hours to inactive projects
+The system SHALL prevent logging hours to projects in "Done" or "Cancelled" status (configurable).
+
+#### Scenario: Attempt to log hours to done project
+- **WHEN** attempting to log hours for a project with status "Done"
+- **AND** the system configuration prevents logging to completed projects
+- **THEN** the system rejects the request with error "Cannot log hours to completed projects"
+
+#### Scenario: Allow logging to done project if configured
+- **WHEN** the system is configured to allow logging to completed projects
+- **AND** a team member logs hours to a "Done" project
+- **THEN** the system accepts the hours (for edge cases where work continues after project closure)
+
+### Requirement: Actuals data entry is manual
+The system SHALL support manual entry of actual hours without integration to time-tracking tools (MVP).
+
+#### Scenario: Manual monthly entry
+- **WHEN** a team member enters actual hours worked via the web interface
+- **THEN** the system accepts the input without requiring integration with external time-tracking systems
+
+#### Scenario: No automated time import
+- **WHEN** viewing actuals entry interface
+- **THEN** the system does not provide options to import from Jira, Harvest, Toggl, or other time-tracking tools (deferred to Phase 2)
+
+### Requirement: Track actuals notes
+The system SHALL allow optional notes when logging hours.
+
+#### Scenario: Log hours with notes
+- **WHEN** a team member logs 40 hours with notes "Focused on API development and bug fixes"
+- **THEN** the system stores the notes alongside the hours logged
+
+#### Scenario: Update notes
+- **WHEN** a team member updates the notes for a logged actuals record
+- **THEN** the system updates the notes field without affecting the hours value