Using TimeControl to integrate Microsoft Office Project with your ERP/Finance System

1. Using TimeControl to integrate Microsoft Office Project with your ERP/Finance System Chris Vandersluis President HMS Software

2. HMS Software • Founded in 1984 • Experts in project management and timesheet systems • Products: • TimeControl • Services: • Enterprise project management implementation • Microsoft Project implementation consulting services • Microsoft Project Training • Milestones: • First custom timesheet system delivered in 1984 • Released first version of TimeControl in 1994 • Became a Microsoft Project Solution Partner in 1995 • Became a Premier Project Solutions Partner in 2004

3. Why link MSP and finance? • Irreconcilable differences between Finance and PM’s costs • Increase efficiency by eliminating redundancy • Provide variance reporting • Integrate project data into the management process • One family of data – one voice

4. Methods of Linking • One task in the ERP is one task in MSP • Use ERP timesheet • This is the rarest implementation • One task in the ERP is many tasks in MSP • Use ERP timesheet at summary level only • This results in loss of detail of actuals at the task level • One task in the ERP is many tasks in MSP • Use 3rd party timesheet such as TimeControl

5. 1 task in ERP = 1 task in MSP Use ERP timesheet ERP/Finance System Microsoft Project ERP Timesheet System

6. 1 task in ERP = many tasks in MSP Use ERP timesheet at summary level only ERP/Finance System Microsoft Project Summary Task data (Dates, ETC) Labour Actuals ERP Timesheet System

7. 1 task in ERP = many tasks in MSP Use 3rd party timesheet such as TimeControl ERP/Finance System Microsoft Project TimeControl Summary Task data Including Dates, ETC Labour Actuals for Finance

8. MS Project timesheet • Ideally suited for project updating • Fully integrated into the Office Project System • Updates tasks immediately • May be restrictive for Finance • Single labor rates • Single-level approvals • Entry of only hours and progress • No expense or non-labor data entry

9. A financial timesheet • Payroll controls • Actual vs. project rates • Validation rules • Overtime and multiple overtime • Multiple labor rates • Salary rates vs. hourly rates • Other controls • Flex time and banked time • Billable vs. non-billable time • Expenses, material costs

10. MS Project timesheet Should you deploy the MSP timesheet? • If you have standardized on Microsoft Project and virtually all users of the timesheet system are involved in the project process • If you do not require integration with payroll or other finance areas directly from the timesheet • If the primary purpose of the system is to update project data • When timesheet data does not need to be auditable • When all timesheet data is approved primarily by project managers

11. TimeControl Should you deploy TimeControl? • If you must support multiple project scheduling systems (e.g. Project Professional 2000 and Project Server 2003 or even P3e) • If you must support both project and non-project personnel • If you require automated validation rules • If you wish to support both Project Management and Finance (e.g. Payroll) from the same timesheet system • If you require Matrix Approvals (both Finance and Project Management) • If you must support multiple labor rates • If you must comply with government reporting standards such as the DCAA, the FMLA, EEC Work Rules, California Work Rules etc. • If you require auditable timesheet data or auditable timesheet approvals

12. 1. Use Microsoft Timesheet • Advantages: • Already integrated with Project • Updates as they happen • Disadvantages • No payroll controls • Link to ERP primarily for scheduling 2. Use ERP Timesheet • Advantages: • Already integrated with Finance • Payroll integration usually simple • Disadvantages • Usually used at a summary level • Limited link to Project 3. Use Payroll Timesheet or Service • Advantages: • Linked to payroll • Disadvantages • Limited link to Project 4. Use TimeControl • Advantages: • Linked to ERP, Project and Payroll • Audit trail for financial purposes • Tracks at the detail task level • Multiple labor rates • Disadvantages • Timesheets on a weekly basis Timesheet options 90% of Project Users

13. Output: Payroll Complete Organization Department Supervisor Output: Budget vs. Actual Employees Tasks Work to be accomplished by this employee Projects All company work All work for one project for this week. All work for one employee this week. Project Organization

14. What organizations try Project Management Systems Project Server Project System 3 Excel Others (in-house) Project Professional Timekeeping system Project Professional Project Server System 3 timesheet Internal System 5 Internal System 6 Financial Systems ERP Billing Payroll Payroll Timesheet

15. Matrix Approval Data Flow Project Scheduling System(s) Financial Systems ERP, Payroll, Billing etc Resource Actuals and Task Progress Transfer through automation TimeControl Project Manager Approval Transaction File Multiple Codes Transfer to TimeControl Drop Down Charge List Charge Code Timesheet Entry Dept. Approval Admin Approval Resource Code

17. Conclusion A project-oriented timekeeping system must deliver: • Timely results to the people who need them • A structure for approving the labor actuals in both directions: (Organizational and Project) • Ability for project managers to enter changes to the charge definitions without affecting the total number of hours worked by an employee. • An interface tailored to the right level of use • Ability to reconstruct or display data as originally entered by the employee • Ability to return the results to the systems that require them

18. TimeControl 4 An e-volution in time • TimeControl is an enterprise timesheet system whose design stretches back over 20 years • TimeControl was designed to support both project and financial requirements from the same timesheet system • TimeControl is highly scaleable (from 10 to 100,000 users) • TimeControl is highly flexible

19. 3 versions of TimeControl TimeControl Express—Designed for small business TimeControl Express is made for organizations from 10 to 100 users. TimeControl Professional—for the growing organization Professional is designed for the growing mid-sized organization from 50 to 1,000 users. TimeControl Enterprise Our premiere product, TimeControl Enterprise is designed to work across entire enterprises up to 100,000 users.

20. TimeControl 4 An e-volution in time • N-tier architecture • Database support: • Microsoft SQL Server • or: Oracle, Sybase, InterBase, Informix • Complete Web-based interface for all functions • Also includes a Windows interface with support for Windows '95 - XP (TCp and TCe only) • Multi-lingual interface supports numerous languages • Pre-load timesheet charges • Enter ETC on the timesheet • Enter multiple user-defined-fields on timesheet

21. TimeControl 4 An e-volution in time • User Defined fields on every table (TCp and TCe only) • User Profiles determine TimeControl access for menu, function, field, report and data • User defined reports through easy-to-use Wizards • Reports output to Excel or HTML format • Predefined links for: Microsoft Project and Project Server as well as other project management systems • Completely definable links for ERP systems such as SAP, Oracle, Baan and PeopleSoft

22. Senior Executives • Identify where labor is being spent • Focus resources more effectively • Get consolidated reports • Get metrics on project progress • Improve the bottom line • Chief Information Officer • Reduce maintenance costs • Integrates into MSP Server interface • Eliminate redundant systems • Integrate with corporate systems • Low deployment costs • Metrics and score-carding • Project Managers • Integrate with PM Tools • Use same data as Finance • Track project costs separately • Project Billing • Matrix approval • Chief Financial Officer • Track capitalizeable work • Manage R&D tax credits • Auditable labor results • Comply with government standards • Use a single source of data • for both Project • Management and Finance • Resource Managers • Link directly to HR systems • Comply with HR business rules • Track flex time, banked time, leave • time and holidays • Link directly to payroll • Track non-project time for • training, and time-off. • Team Members • Less work to enter data • Easy to access through the web • Pre-load timesheet with tasks • Eliminate dual entry of data • See vacation, sick leave • and personal time taken • and available TimeControl Value Proposition

23. HMS Offices and Dealers Norway Montreal Denmark Finland Korea Germany UK Toronto Netherlands Hungary Dallas Hong Kong Italy Houston Thailand Saudi Arabia Mexico Malaysia S. Africa Brazil Australia Argentina

24. Bombardier/Canadair General Motors CAE EDS Dofasco Steel Credit Suisse/First Boston Bank Ericsson Some TimeControl users

25. Mercury Marine Koch Industries Honda Canada Cable and Wireless WestCoast Energy Rolls Royce More TimeControl users

26. Some HMS clients • General Motors • Ericsson • Cognos • First Trust • Credit Suisse/First Boston Bank • Mercury Marine • US Navy • Standard Life • Koch Industries • Eaton Corporation • Panasonic • Standard Life • TechInt • Saab • Fiat • Weyerhaueser • Cable and Wireless • Dept of Health • CRI Advantage • Bombardier Canadair • Global Crossing • Philips • EDS • Positron • Atlanta Airport • ACR Systems • Agilis • Toronto Transit Commission • CAE • Nortel • Dofasco Steel • Hydro Quebec

27. Take action! Visit the TimeControl main website or Download a free TimeControl trial copy: www.timecontrol.com Contact HMS to get more information: Email: info@hmssoftware.ca Tel: 514-695-8122