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Timesheets Time R eporting System

Timesheets Time R eporting System. About Timesheets. Web-based application supporting the process of time reporting . Offered in SaaS model (Software as a Service) or standard licensing. Developed to: Optimize and simplify the process of time registration by employees ;

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Timesheets Time R eporting System

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  1. TimesheetsTime Reporting System

  2. AboutTimesheets Web-based application supporting the process of time reporting. Offered in SaaS model (Software as a Service) or standard licensing. Developed to: • Optimize and simplify the process of time registration by employees; • Automate the information flow between:Employees Managers HR department • Eliminate uncontrolled manual actions outside the systems; • Reduce time spent on time registration and further analysis of reported time; • Deliver ad-hoc reporting to monitor the utilization of resources and realization of projects/activities.

  3. KeyFunctionalities:Time Registration Registration of time per individualemployeesspent on a given: • Task (activity, projectorprocess); • Subtask (subproject, subprocess, orcomments); • Region (Country orCustomer); • Shift.

  4. KeyFunctions:Approvals • On monthlybasistimesheetsaresubmitted by employees for manager’sapproval. • Managersapprove/rejectsubmittedtimesheets via approvalpanel. • Eachapproval/rejectioncan be commented. • Afteracceptancetimesheets can stillbe reverted for corrections by authoriseduser(i.e. in case of correctionsordifferences with HR department).

  5. KeyFunctions:Replacements System allows users to temporarily transfer his/her role to another user (i.e. in case of anabsence, vacation, etc.).

  6. KeyFunctions:Overtime Overtimehourscan be reportedseparately. System allows to limit the number of hours to be booked as overtime.

  7. KeyFunctions:Reporting • A number of ready to usereportsisavailablefor both the current period and historical data: • Monthly report by user • Monthly report by project /activity • Project/activity by period • Department report • Timesheet summary YTD • Reportscan be exported to Excel (ex. to be loaded to HR system)

  8. Administration (1) • Personal data – additionalinformationaboutemployees: • e-mail address, • department, • region, • shift, • role etc. Used to setup the approvalprocess and for reportingpurposes. • Preferences: defaultvalues for timereporting (ex. projectcode) • Employee status: active / inactive / maternity / paternity.

  9. Administration (2) • Projects / Activities and Department lists: to add, edit or deactivate projects and departments. • Manage users: to add new users, edit them, add additionalinformation, manageaccess, marking as inactive etc.  • Manage system roles:to set users roles such asemployee, supervisor, administrator and technical administrator. • Define events: by defaultPolishholidays areconsideredas non-working days. Nevertheless, it is possible to definenew events (such as the company holiday etc.).

  10. OtherFeatures (1) • Web Access – system is provided inSaaS (Software as a Service) model, or can be installed on client’s hardware. • Security – user logs into the system through individual login and password.

  11. OtherFeatures (2) • Comments –Approvers can add additional comments to decision on the acceptance or rejection of the registered time (i.e. reason for rejection). • E-mail notification – user is notified whenever his / her timesheet was rejected, accepted or reverted. • Configurable e-mail reminders automatically sent to all users who have not yet registered time (i.e. every week, on the last day of month). • Intuitive end-userinterfacethatdoes not requirecomplextraining. • Stability and Scalability  –developed using proven and reliable technologies. In case of your business and employment growth our system remains simple and scalable.

  12. ImplementationApproach • Gap analysis: • Workshops with key users to determine if standard functionality is applicable, • Inventory of gaps and required system modifications (ex. specific company overtime regulations); • Build of customizations (if required); • System installation (if not SaaS) – we recommend to install 2 environments (test and production); • System configuration in test (users setup, departments, projects, etc.); • Testing; • Rollout (production setup & communication to users); • If no major gaps are determined, the implementation can be done in 5-10 days.

  13. For moreinformation, pleasecontactus ARC Consulting Groupsp. z o.o. sp. k. Ul. Królewska 57, 30-081 Kraków Tel. +48 12 29 34 353Fax.+48 12 29 34 358 info@arc-consulting.pl

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