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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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capacity-planning Specification

Purpose

TBD - created by archiving change headroom-foundation. Update Purpose after archive.

Requirements

Requirement: Calculate individual capacity

The system SHALL calculate individual team member capacity for a given month based on availability, holidays, PTO, and weekends.

Scenario: Calculate capacity for full month

WHEN calculating capacity for a team member with full availability (1.0) for all working days in February 2026
AND February has 20 working days (28 days - 8 weekend days)
AND the team member has no PTO or holidays
THEN the system calculates individual capacity as 20 person-days

Scenario: Calculate capacity with half-day availability

WHEN a team member has availability of 0.5 for 10 working days in a month
THEN the system calculates capacity as 5 person-days (10 days × 0.5)

Scenario: Calculate capacity with PTO

WHEN a team member has PTO for 3 working days in a month
AND the month has 22 working days
AND the team member has full availability (1.0) for all other days
THEN the system calculates capacity as 19 person-days (22 - 3 days PTO)

Scenario: Calculate capacity with holidays

WHEN a month has 2 company holidays
AND a team member has 22 working days after removing weekends
AND the team member has full availability (1.0)
THEN the system calculates capacity as 20 person-days (22 - 2 holidays)

Scenario: Calculate capacity with mixed availability

WHEN a team member has 10 days at 1.0 availability, 5 days at 0.5 availability, and 3 days at 0 availability in a month
THEN the system calculates capacity as 12.5 person-days (10×1.0 + 5×0.5 + 3×0)

Requirement: Calculate team capacity

The system SHALL calculate total team capacity by summing individual capacities for all active team members.

Scenario: Calculate team capacity for month

WHEN Team Member A has 20 person-days capacity
AND Team Member B has 18 person-days capacity
AND Team Member C has 15 person-days capacity
THEN the system calculates team capacity as 53 person-days

Scenario: Exclude inactive team members from team capacity

WHEN calculating team capacity
AND one team member has active status set to false
THEN the system excludes the inactive team member from the team capacity calculation

Requirement: Calculate possible revenue

The system SHALL calculate possible revenue based on team capacity and hourly rates.

Scenario: Calculate possible revenue for team

WHEN Team Member A has 160 hours capacity at $150/hour
AND Team Member B has 144 hours capacity at $125/hour
AND Team Member C has 120 hours capacity at $175/hour
THEN the system calculates possible revenue as $63,000 (160×$150 + 144×$125 + 120×$175)

Requirement: Track availability per day

The system SHALL allow setting daily availability as 0 (unavailable), 0.5 (half day), or 1.0 (full day).

Scenario: Set full day availability

WHEN setting availability for a specific date to 1.0
THEN the system records the team member as fully available for that day

Scenario: Set half day availability

WHEN setting availability for a specific date to 0.5
THEN the system records the team member as half-day available for that day

Scenario: Set unavailable

WHEN setting availability for a specific date to 0
THEN the system records the team member as unavailable for that day

Scenario: Reject invalid availability values

WHEN attempting to set availability to a value other than 0, 0.5, or 1.0
THEN the system rejects the input with validation error "Availability must be 0, 0.5, or 1.0"

Requirement: Manage holidays

The system SHALL allow defining company-wide holidays that reduce available working days for all team members.

Scenario: Add company holiday

WHEN an admin defines December 25, 2026 as a company holiday "Christmas Day"
THEN the system marks that date as a non-working day for all team members

Scenario: Holidays affect capacity calculation

WHEN calculating capacity for a month with 2 company holidays
THEN the system automatically excludes those days from all team members' capacity calculations

Requirement: Manage PTO requests

The system SHALL allow team members to request PTO which reduces their individual capacity.

Scenario: Submit PTO request

WHEN a team member submits PTO for February 10-12, 2026
THEN the system creates a PTO record with start date, end date, and status "approved"

Scenario: Approve PTO request

WHEN a manager approves a PTO request
THEN the system updates the PTO status to "approved"
AND the system automatically reduces the team member's capacity for those dates to 0

Scenario: Delete PTO request

WHEN a manager deletes an existing PTO request
THEN the PTO record is removed
AND individual, team, and revenue capacity caches for affected months are refreshed

Scenario: PTO affects capacity calculation

WHEN calculating capacity for a team member with approved PTO for 3 days
THEN the system excludes those 3 days from the capacity calculation

Scenario: Override PTO day availability

WHEN a PTO day is manually set to half day availability (0.5)
THEN the system keeps the PTO marker for that date
AND the capacity calculation uses the explicit availability override instead of forcing 0

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