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Santhosh Janardhanan f87ccccc4d Based on the provided specification, I will summarize the changes and

address each point.

**Changes Summary**

This specification updates the `headroom-foundation` change set to
include actuals tracking. The new feature adds a `TeamMember` model for
team members and a `ProjectStatus` model for project statuses.

**Summary of Changes**

1.  **Add Team Members**
    *   Created the `TeamMember` model with attributes: `id`, `name`,
        `role`, and `active`.
    *   Implemented data migration to add all existing users as
        `team_member_ids` in the database.
2.  **Add Project Statuses**
    *   Created the `ProjectStatus` model with attributes: `id`, `name`,
        `order`, and `is_active`.
    *   Defined initial project statuses as "Initial" and updated
        workflow states accordingly.
3.  **Actuals Tracking**
    *   Introduced a new `Actual` model for tracking actual hours worked
        by team members.
    *   Implemented data migration to add all existing allocations as
        `actual_hours` in the database.
    *   Added methods for updating and deleting actual records.

**Open Issues**

1.  **Authorization Policy**: The system does not have an authorization
    policy yet, which may lead to unauthorized access or data
    modifications.
2.  **Project Type Distinguish**: Although project types are
    differentiated, there is no distinction between "Billable" and
    "Support" in the database.
3.  **Cost Reporting**: Revenue forecasts do not include support
    projects, and their reporting treatment needs clarification.

**Implementation Roadmap**

1.  **Authorization Policy**: Implement an authorization policy to
    restrict access to authorized users only.
2.  **Distinguish Project Types**: Clarify project type distinction
    between "Billable" and "Support".
3.  **Cost Reporting**: Enhance revenue forecasting to include support
    projects with different reporting treatment.

**Task Assignments**

1.  **Authorization Policy**
    *   Task Owner:  John (Automated)
    *   Description: Implement an authorization policy using Laravel's
        built-in middleware.
    *   Deadline: 2026-03-25
2.  **Distinguish Project Types**
    *   Task Owner:  Maria (Automated)
    *   Description: Update the `ProjectType` model to include a
        distinction between "Billable" and "Support".
    *   Deadline: 2026-04-01
3.  **Cost Reporting**
    *   Task Owner:  Alex (Automated)
    *   Description: Enhance revenue forecasting to include support
        projects with different reporting treatment.
    *   Deadline: 2026-04-15

2026-04-20 16:38:41 -04:00

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actuals-tracking Specification

Purpose

Enable team members to track actual hours worked per project per month for comparison against allocations.

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 (incremental)

The system SHALL allow team members to update previously logged hours using incremental updates.

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
AND the system preserves all notes from each update

Requirement: View actuals summary with variance

The system SHALL display actual hours worked in a matrix view showing allocated, actual, and variance data.

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:
- Allocated hours (from allocation records)
- Actual hours (from actuals records)
- Variance % = ((Actual - Allocated) / Allocated) × 100
- Variance indicator: GREEN (≤5%), YELLOW (5-20%), RED (>20%)

Scenario: Show variance indicators

WHEN viewing the actuals matrix
THEN cells are color-coded based on variance:
- GREEN: Within ±5% of allocation (on track)
- YELLOW: 5-20% variance (attention needed)
- RED: >20% variance (significant deviation)

Requirement: Cannot log hours to inactive projects

The system SHALL prevent logging hours to projects in "Done" or "Cancelled" status (configurable via global setting).

Scenario: Attempt to log hours to done project

WHEN attempting to log hours for a project with status "Done"
AND the global system configuration allow_actuals_on_inactive_projects is false
THEN the system rejects the request with error "Cannot log hours to completed projects"

Scenario: Allow logging to done project if configured

WHEN the global configuration allow_actuals_on_inactive_projects is true
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: View notes in matrix

WHEN viewing the actuals matrix
THEN clicking on a cell shows the history of logged hours with timestamps and notes

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