Start with the allocation rules
The October training programme published by Fundación Laboral de la Construcción includes digital skills and planning for site supervisors. This guide develops one practical application: sending site hours to management with a useful classification. Before choosing a screen, agree which activity receives the time and who validates the information. A digital form with ambiguous fields preserves the paper process’s problems.
Request the data needed for decisions
As a starting point, record work date, person or team, project, activity, hours and reviewer. Distinguish the work date from the submission date. Use active project codes and a short activity list that the team understands. Add a reason when an activity cannot be assigned; do not force people to choose an arbitrary option just to save. Comments explain exceptions but should not replace the fields needed by the ERP.
Make timesheet states visible
Distinguish draft, submitted, returned, approved and integrated. A correction should preserve what changed and who accepted it. If data is captured offline, clearly show that it has not yet synchronised. Use a stable timesheet identifier when reconnecting to prevent duplicates. The supervisor needs a queue of pending items and return reasons rather than checking every record from scratch each morning.
Fictional example: eight hours on two projects
One person spends five hours on project A and three on project B. If the timesheet assigns all eight to A, the total hours reconcile but the project analysis is wrong. At an illustrative internal cost of 25 euros per hour, the allocations would be 125 euros and 75 euros respectively. The rate is fictional and does not represent a wage. The company must define the components included in its internal cost and who maintains that rule.
Integrate approved entries and reconcile differences
Link the timesheet identifier to the record created in the ERP. Reconcile approved, integrated and rejected hours for the same period. A connection failure must not mark an entry as integrated. If a correction arrives after closing, prepare a traceable adjustment under the team’s procedure instead of silently rewriting history. Analytical allocation and other employment records may serve different purposes; explicitly define the scope of this integration.
Test a complete reporting cycle before expanding
Choose one project and check incomplete entries, late submissions, corrections and split work. Review how long approval takes and which data is missing to close the period. CADT can help design mobile capture, approval states and the ERP connection. Bring an anonymised real timesheet and the cost report you need to produce so the workflow can be defined.