Tijdregistratie
Versie: 1.0 Eigenaar: Operations Manager Goedgekeurd door: Directie Harborn Datum laatste review: 2025 Reviewfrequentie: Jaarlijks
Time registration process
Introduction
The hour registration process should be used by all employees on a daily basis to keep track of
budgets, progress, planning and invoicing.
Document status Quality manager
Owner
Classification Internal
Status APPROVED APPROVED
Approved on Sep 16, 2025
Approved by @Guus Ekkelenkamp
Process steps
Step 1. Record All Hours
Record every hour you spend, including:
Project work
Meetings and ceremonies
Sick leave, public holidays, and vacation (holidays/vacation are automatically entered in Simplicate, but check they are
correct).
Example: A sick day is visible in Simplicate verify it is listed in your timesheet.
Step 2. Record Hours Daily
Enter your hours each day to keep registrations accurate.
Hours must be submitted no later than Friday at the end of each workweek.
Example: On Tuesday you work 4h on Project A and 4h on Project B record both on the
same day.
Step 3. Provide Clear Descriptions
Always add a short explanation of your activities.
Reference the user story number if available, but do not only write the ticket number.
Examples:
[VSF-16] - Finetune clientname prompt
Simplicate kick-off meeting
Harborrel
Stakeholder meeting & preparation
Step 4. Handle Interruptions Reasonably
Short breaks (coffee, restroom, chat with colleague) do not need to be subtracted.
If you are at the office for 8 hours, you record 8 hours of work.
276
Bijlage: Tijdregistratie in Simplicate
Process Description Time Registration - Simplicate
Process Description Time Registration - Simplicate - ISO9001
1. Purpose and Scope
The purpose of time registration is to systematically and uniformly record the amount of time employees spend on projects
and activities. The objectives of time registration are as follows:
Project Monitoring: To keep track of project progress and time spent per activity.
Invoicing: To ensure correct, transparent, and substantiated invoicing to clients.
Client Insight: To provide clients with insight into their used hours, enabling them to monitor progress and time spent.
Timely Identification of Deviations: The process enables timely detection when a task requires more time than initially
estimated. In such cases, discussions with the client will be initiated promptly regarding potential additional costs or changes
to the assignment.
Accountability: To provide internal and external accountability for hours worked, for purposes such as reporting, audits, and
evaluations.
Process Improvement: To identify bottlenecks, ambiguities, or inefficiencies in the workflow, allowing for improvement and
process optimization.
This process applies to all employees who register hours on projects within our organization.
2. Responsibilities
Employees: Responsible for accurately, timely, and completely registering their worked hours, including providing an
explanation of the activities performed.
Delivery Managers: Responsible for the weekly review of registered hours, ensuring compliance with this process, and
timely identification of deviations in hour usage.
3. Process Steps
a. Project and Service Setup
For each project, a service is created in Simplicate on which hours can be registered. If
projects are not yet fully set up, hours can always be booked on the default service entry,
ensuring that time registration is never hindered.
b. Time Registration by Employees
Employees register their hours per project/service in Simplicate on a weekly basis, no later
than the end of the workweek (Friday).
Each registered time entry must include:
Selected project and service
Date and number of hours
284