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00 Subsystem: Time Tracking And Proof

DraftSOP · Subsystem · 2025-05-14-r9§

Target System — Time-Tracking & Proof**

(adds “dual-channel” linking + Daily/Weekly evidence + Invoice hand-off)

Big-Picture Overview§

Block Content
Purpose & Scope Guarantee that every productive minute is backed by a Clockify entry and visual proof so Finance can approve pay-ready invoices without chasing data.
• Trello cards → timer name = CARD-ID · verb-object.
• Ops-Sheet rows → timer name = SOP-XX-Step · brief; Clockify URL pasted in TimeLog column.
Daily and weekly exports roll up into the KPI dashboards and feed the manual Invoice PDF workflow.
Map / Flow 09 : 00 start work → Clockify timer + Insightful auto-screenshots → switch tasks = pause/restart with new name → 17 : 00 Daily Hygiene: export CSV, screenshot Insightful %, paste in DailyReport row → Telegram Digest → Manager ✅/❌.
Friday 16 : 45 WeekMetrics formulas total hours/exceptions → 17 : 10 operator fills Invoice-Template → saves PDF → Trello “Invoice” card → manager approval → PayPal bulk payment.
\${DIAGRAM: Evidence & Payment Stream v2}
Roles Freelancer Operator · Ops Manager · Finance Admin · Systems-Ops Lead · GPT Assistant
RACI Snapshot R Operator · A Ops Manager · C Finance Admin & Sys-Ops Lead · I GPT
KPIs 100 % minutes linked & approved ≤ 24 h · Unlinked minutes < 3 % · Clockify naming errors < 5 % (spot-check) · WeekMetrics PDF sent every 2 weeks Fri 17 : 10
Tools Clockify · Insightful · Personal & Ops Trello boards · Ops Google-Sheet (DailyReport · WeekMetrics · TimeLog column) · Google Docs Invoice-Template · PayPal · Telegram /manager chat
Risks (ISO 31000) Mis-named timer ⇒ reconciliation pain · Insightful agent off ⇒ evidence gap · CSV not pasted ⇒ KPI sheet breaks · Row closed without Clockify link · GDPR/PII in screenshots · Manual Invoice math error
Open Questions Enforce a Sheet data-validation rule that TimeLog must contain a https:// Clockify URL before the row status can close?
Next Action Draft the two child SOPs below, then run a three-day audit with Finance Admin to measure unlinked minutes.

Detailed SOPs (owned here)§

ID Procedure Status / Notes
TT-SOP-1 Clockify & Insightful Capture (start/stop, naming convention, dual-channel link) to draft — include force-project setting & fallback when Insightful is down
TT-SOP-2 Daily / Weekly Evidence Export (CSV → Sheet, screenshots, Invoice PDF) to draft — mirrors v2 Payment/Reporting stream

ArchitectureSnapshot JSON§

{
  "version_id": "2025-05-14-r9",
  "system_level": "Subsystem",
  "lifecycle_state": "DraftSOP",
  "target_name": "Time Tracking & Proof",
  "parent_name": "Personal Management OS for Freelancers",
  "last_updated": "2025-05-14T21:25:00Z",
  "overview": {
    "purpose": "Capture auditable minutes and visual proof for every Trello card or Ops-Sheet row, feeding Daily Hygiene, WeekMetrics and Invoice PDF workflows.",
    "flow": [
      "Start Clockify timer named after Trello CARD-ID or SOP step code in Ops Sheet",
      "Insightful records 5-minute screenshots while timer runs",
      "Switch task: pause / restart timer with new name; paste timer link in Trello card OR Sheet TimeLog column",
      "17:00 export Clockify 'Today' CSV, paste link in DailyReport, attach Insightful % screenshot and Eisenhower grid, send Telegram Digest",
      "Friday 16:45 WeekMetrics formulas total hours & exceptions; 17:10 operator fills Invoice-Template PDF and attaches to Invoice card",
      "Manager approves ✅/❌ within 24 h; Finance pays via PayPal; TxID added to Invoice card/PDF footer"
    ],
    "roles": ["Freelancer Operator", "Ops Manager", "Finance Admin", "Systems-Ops Lead", "GPT Assistant"],
    "kpis": [
      "100% worked minutes linked & approved within 24 h",
      "Unlinked minutes < 3%",
      "Clockify timer naming errors < 5% (weekly spot-check)",
      "WeekMetrics PDF sent every second Friday 17:10"
    ],
    "tools": [
      "Clockify",
      "Insightful",
      "Personal Trello board",
      "Operations Trello board",
      "Ops Google Sheet (DailyReport, WeekMetrics, TimeLog column)",
      "Google Docs Invoice-Template",
      "PayPal",
      "Telegram /manager chat"
    ],
    "risks": [
      "Timer mis-named → reconciliation effort",
      "Insightful agent offline → evidence gap",
      "CSV not pasted → KPI formulas break",
      "Row closed without Clockify link",
      "GDPR / PII exposure in screenshots",
      "Manual Invoice totals wrong"
    ],
    "controls": [
      "Clockify workspace: force project & description fields",
      "Insightful uptime checked Mondays",
      "Sheet conditional formatting: TimeLog must contain 'https://'",
      "Operator chases manager approval via Telegram (no gate)",
      "Invoice PDF stored in Trello Archive with PayPal TxID"
    ],
    "doc_link": "Drive:/01-SYSTEMS/Personal-OS/SOP-02_Time-Tracking_v1.0.2.gdoc"
  },
  "children": [
    { "system_level": "Procedure", "target_name": "Clockify & Insightful Capture", "version_id": "TT-SOP-1-TBD" },
    { "system_level": "Procedure", "target_name": "Daily Evidence Export", "version_id": "TT-SOP-2-TBD" }
  ]
}

— End of Subsystem r9

Next step: draft SOP-2 (start/stop & naming) followed by SOP-3 (CSV → Sheet + Invoice PDF) so the Finance Admin has the full playbook for the upcoming audit.