Out of Scope Works

Article Contents

1. Introduction
2. Accruing Out of Scope Time
3. Raising an Invoice for Out of Scope Time

Introduction

To help you keep track of time spent on works outside the agreed scope, Hiro includes an "out of scope" feature that makes it easy to record extra time as soon as the work arises. In traditional systems, time spent on unexpected tasks often gets mixed in with regular job hours, making it difficult to identify and capture for variation requests. As a result, this valuable time is easily overlooked, and potential revenue from extra work performed at the client's request may be lost.

Hiro's out of scope system solves this problem by creating a dedicated way to log these additional hours. This ensures that your project teams can accurately capture and account for out of scope work in real time, without having to worry about where to allocate it within the job. By organising this time separately, you’ll have clear records to justify and charge for variations, ensuring you don’t miss opportunities to recover costs for extra work completed.

Accruing Out of Scope Time

Hiro automatically creates an “out of scope” bucket for each task you’ve set up in the project’s work schedule (learn more about what a work schedule is here). After defining a work schedule, anyone can log timesheets to an out of scope bucket for any of the project’s tasks. Here’s how:

1. Navigate to the Timesheets module.
   
   
2. Use the calendar at the top of the page to select the date for the time entry. By default, today’s timesheets will load.
   
   
3. Enter the project number (whether an enquiry or job) where you want to record out of scope time.
   
   
4. Use the dropdown next to the project number to specify the phase. Choose the phase from the project’s work schedule that the out of scope time relates to.
   
   
5. In the next dropdown, which appears to the right of the phase, you’ll see a list of tasks and subtasks for that phase. Subtasks are grouped under their parent task. At the end of each task group, an "Out of scope" option will be listed. Choose this "Out of scope" option in the task group that best represents the work you’ve done.
   
   Example: If the time relates to "Task 1: DA to-lodgement," select the corresponding "Out of scope" option:
   
   
   
   
6. Complete your timesheet entry by adding either the start/finish time or the total hours worked. In the description box below, provide a clear and detailed explanation of the work performed. This description will be helpful later when invoicing for out of scope time, as it ensures you have a clear record of the work done to justify the variation request.

Raise invoice for out of scope time

For detailed instructions on how to invoice for out of scope time logged to a job, refer to this article.