Like all implementation projects, some initial planning can go a long way to ensuring a successful outcome. Here are our suggestions for planning for your TimeSite Pro implementation.
What timesheet information do you need to capture?
An essential element of any software project is to consider what information you want to get out of the system. With TimeSite Pro, this generally comes down to three questions:
- What information do I need to send to my payroll system?
- What information needs to appear on my invoice?
- What information do I need for management reporting and analysis?
TimeSite Pro will export either to a file or directly into your payroll system a timesheet record containing the hours worked together with the payroll category (or similar), date, client, project (or job) and task. TimeSite Pro will map the task specified in the timesheet record to the payroll category via Task Type.
We suggest you spend a moment to list the categories used in your payroll system and match them to the task types you will use in TimeSite Pro to categorize different tasks recorded in your timesheet.
If you are using TimeSite Pro's Accounting subscription plan, then you will be able to generate time & materials or fixed prices invoices based on timesheet records entered by your staff. Take a moment to decide what task descriptions you want to present as invoice line items. You may also want to provide other information on a time & material report that will accompany your invoice such as comments.
Timesheets are a rich source of management information that you can use to track what tasks are being worked on by your staff and the actual time taken to complete these tasks. This information can be analysed by client, project, staff member, location, and so on. You can also apply cost and bill rates to the duration to cost of the work being performed as well as the revenue value of this work. This will provide you with valuable information on the margin that each project or staff member is achieving.
How do you want your timesheet to work?
The next set of questions to consider relate to the way that you want your timesheet to work and how you want your staff to record timesheet information. This might include:
- Do you want staff to clock-on and clock-off from different tasks or do you want them to simply record the duration of a task?
- Do you want your staff to fully account for their complete workday or only those activities that relate to client billing requirements?
- Do you want your staff to record activities not related to clients and project such as staff meetings, training activities, leave taken and so on?
- Do you want to record the location of the staff member when they create a timesheet record, such as a job site?
- Do you want your staff to record meal breaks, etc.?
- Do timesheets need to be submitted and approved by managers or the payroll manager?
- Will timesheet records be created on mobile devices such as smartphones and tablets?
- Should your staff see all active projects or just those projects that they are involved in?
Many of these configuration settings can be found in the System Settings options. Take a moment to review these different configuration settings and determine which ones are relevant to your requirements.
How will you import or add Client, Project and User records?
TimeSite Pro is able to import data from your payroll, accounting, project management, and job tracking systems. Alternatively, you may wish to enter this information manually. We suggest you review our data import features and consider how many records you need to create and decide whether to create an initial data export and import activity.
Configure Payroll and Invoice mapping
If you are going to export timesheet records to your payroll system, you will need to set up and configure TimeSite Pro's payroll integration and the mapping between task types and payroll categories. Review our help article on configuring the Export Timesheet settings.
Similarly, if you are going to use TimeSite Pro to invoice for time and materials used on projects or jobs, then you will need to configure TimeSite Pro's integration with your accounting system. Review our help article on configuring the Export Invoices settings and the Accounting settings.
TimeSite Pro has a number of ways of categorizing information relating to companies, departments, users, projects, tasks and so on. You may want to refer to jobs rather than projects, and activities rather than tasks. You may want to define different categories of tasks. Take a moment to review TimeSite Pro's Personalisation settings as well as Lists and Types settings.
Notifications and messages
TimeSite Pro has a number of ways of notifying and reminding your staff of different activities associated with their timesheets including reminders to submit their timesheet, notifications that timesheets need to be approved, and so on. Take a moment to review Email & Messaging settings to determine what requirements you might have in this area.
Finally, we recommend that you use your trial period to consider how you might establish a pilot implementation of TimeSite Pro before you establish your subscription. You are welcome to start with just a few users to work out the answers to the implementation questions we have suggested in this article. Similarly, you may want to start with our Basic subscription to establish timesheets suitable for payroll integration before moving on to the Accounting subscription plan to produce invoices using TimeSite Pro.
Feel free to share your implementation plans with us for our comments and suggestions. We will be happy to offer any suggestions that we can to help with your implementation of TimeSite Pro. Our objective is to ensure that you are able to quickly and successfully implement a time tracking system that meets your requirements.