# Time Entries Analytics PRD

## Introduction/Overview

This feature adds Time Entries data synchronization from Autotask to PostgreSQL and provides advanced analytics capabilities for managers and executives to quickly understand what happened on tickets and tasks. The system will include a collapsible timeline view, AI-powered analysis of work performed, and scoring mechanisms for quality and timeliness of entries.

## Goals

1. Enable rapid analysis of ticket/task activity patterns and work progression
2. Provide AI-powered insights into work quality and productivity patterns  
3. Create scoring systems to measure entry quality and timeliness
4. Offer flexible timeline views (hourly, daily, weekly, monthly) with key moment highlighting
5. Support both granular single-ticket analysis and aggregate time period summaries
6. Integrate time entry data with existing entities (tickets, tasks, projects, resources) for enriched analysis

## User Stories

**As a manager, I want to** view a timeline of all activities on a specific ticket so that I can quickly understand the complete work progression and identify bottlenecks.

**As a manager, I want to** see AI-generated insights about work patterns so that I can identify productivity trends and areas for improvement.

**As an executive, I want to** view aggregate time entry summaries for weekly/monthly periods so that I can understand overall team productivity and resource allocation.

**As a manager, I want to** see quality and timeliness scores for time entries so that I can identify which team members need training on proper time tracking.

**As an executive, I want to** filter time entries by activity type (human vs. system) so that I can understand the balance between automated and manual work.

**As a manager, I want to** analyze historical time entry data so that I can compare current performance with past periods and identify trends.

## Functional Requirements

### Data Synchronization
1. The system must synchronize Time Entries data from Autotask API to PostgreSQL database
2. The system must import all historical time entry data for comprehensive analysis
3. The system must maintain real-time synchronization for new time entries
4. The system must store all relevant Time Entry fields including duration, entry date, notes, and associated entities

### Timeline View
5. The system must provide a collapsible timeline interface with multiple time range options (Hour, Day, Week, Month)
6. The system must display time entries chronologically with visual distinction between human and system activities
7. The system must highlight key moments in the timeline (e.g., ticket creation, status changes, resolution)
8. The system must allow users to expand/collapse time periods for detailed or summary views
9. The system must show the length of time worked for each entry with clear visual indicators

### Analysis & Scoring
10. The system must provide AI-powered analysis of work performed using LLM processing
11. The system must calculate and display an "Activity Score" based on entry quality, completeness, and work patterns
12. The system must calculate and display a "Content Score" based on the quality and detail of time entry descriptions
13. The system must calculate and display a "Timeliness Score" based on when entries were made relative to the work performed
14. The system must show individual scores alongside each time entry and aggregate scores for time periods
15. The system must provide analysis for both individual tickets/tasks and aggregate date ranges

### Data Integration & Enrichment
16. The system must integrate time entry data with related tickets, tasks, projects, and resources
17. The system must enrich time entry analysis with data from all existing synchronized tables
18. The system must provide filtering capabilities by resource, project, ticket, task, and activity type
19. The system must support both single-entity analysis and multi-entity comparative analysis

### User Interface
20. The system must provide a dedicated Time Entries Analytics page accessible from the admin dashboard
21. The system must offer both detailed single-ticket views and summary dashboard views
22. The system must include export capabilities for analysis results and reports
23. The system must provide responsive design for desktop and tablet viewing

## Non-Goals (Out of Scope)

1. Direct editing of time entries from the analytics interface (this is a read-only analysis tool)
2. Time entry approval workflows or management features
3. Billing or invoicing functionality based on time entries
4. Mobile application development (focus on web interface)
5. Real-time alerts or notifications based on time entry patterns
6. Integration with external time tracking systems beyond Autotask

## Design Considerations

### Timeline Interface
- Use collapsible accordion-style components for different time periods
- Implement color coding for different activity types (human vs. system)
- Use icons and visual indicators to highlight key moments and milestones
- Provide smooth animations for expanding/collapsing timeline sections

### Scoring Visualization
- Use progress bars or radial indicators for individual scores
- Implement trend charts for score changes over time
- Use heat maps for showing activity density across time periods
- Provide tooltips explaining how scores are calculated

### Analysis Display
- Use card-based layout for AI insights and recommendations
- Implement tabbed interface for different analysis views (timeline, scores, insights)
- Use consistent color scheme with existing admin dashboard
- Ensure accessibility with proper contrast ratios and keyboard navigation

## Technical Considerations

### Database Schema
- Add Time Entries table following existing entity patterns
- Include proper indexing for time-based queries and joins
- Implement foreign key relationships to tickets, tasks, projects, and resources
- Consider partitioning for large time entry datasets

### API Integration
- Extend existing Autotask client to support Time Entries entity
- Implement pagination handling for large historical datasets
- Add error handling for API rate limits and data inconsistencies
- Use existing sync service patterns for data synchronization

### LLM Integration
- Integrate with existing AI/LLM services for work analysis
- Implement caching for AI analysis results to improve performance
- Add queue processing for batch analysis of historical data
- Consider cost optimization for LLM API usage

### Performance
- Implement efficient database queries for timeline generation
- Use caching for frequently accessed aggregate data
- Consider background processing for AI analysis and score calculations
- Optimize for handling large datasets (thousands of time entries)

## Success Metrics

1. **Usage Metrics**: 80% of managers and executives access the Time Entries Analytics feature weekly
2. **Efficiency Metrics**: Reduce time spent analyzing ticket activity by 50% compared to current manual methods
3. **Data Quality**: 25% improvement in time entry quality scores within 3 months of implementation
4. **User Satisfaction**: Achieve 4.5/5 user satisfaction score from target users
5. **Performance**: Timeline views and analysis complete within 3 seconds for typical date ranges

## Open Questions

1. What specific LLM model should be used for work analysis, and what are the cost constraints?
2. Should the AI analysis be configurable by organization or role?
3. What retention period should be set for historical time entry data?
4. Should there be role-based access controls for different levels of analysis?
5. How should the system handle time entries from deleted/archived tickets or resources?
6. What export formats are required for analysis reports (PDF, Excel, CSV)?
7. Should the scoring algorithms be customizable or standardized across all organizations?
