Category Archives: timecontrol

Free Timesheet Buyer’s Guide on the TimeControl website

The TimeControl team hosts a section of our website that could be of value to anyone choosing a new timesheet system.  The TimeControl Buyer’s Guide is a free collections of resources that are the culmination of experience from our TimeControl timesheet deployment experts.

This area of the website provides information that both helps prospective timesheet buyers determine what kind of timesheet they might require and then shows how TimeControl can respond to those requirements. The information isn’t specific to just TimeControl so no matter what kind of timesheet you’re looking for, these resources may be of use to you.

The Timesheet Buyer’s Guide includes a number of tools that may be of interest to those considering a new timesheet system including:

  • Webcasts of how to determine what type of timesheet might be required,
  • A white paper analyzing the choice of buying a commercial off the shelf timesheet system vs. subscribing to a timesheet in the cloud vs. writing your own customized timesheet
  • A downloadable evaluation checklist spreadsheet of the most commonly requested timesheet features with options for weighting features and scoring multiple timesheet systems,
  • A Return on Investment Calculator spreadsheet which shows the financial impact of automating your timesheet system and;
  • Numerous links to other resources.

The Timesheet Buyer’s Guide is available at: TimeControl.com/why-timecontrol/buyers-guide.  Access to the Buyer’s Guide is free.

 

The TimeControl team continues to add free Online Training

The TimeControl printed documentation can be intimidating at first glance.  It runs over 1,000 pages.  But our User and Reference Guides are only one of the many tools available to Administrators and end-users on how to use TimeControl.

We’ve done added some lessons to our Online Video Training Library. There are many lessons for TimeControl 8 and even older versions.

The video lessons are only 3-7 minutes each and are designed as “how-to” so users can work at your own pace. Each mini-lesson shows a single feature or function of TimeControl. Some are designed for end-users, others for TimeControl Administrators.

There are many other resources as well on the website including webcasts, white papers, slide presentations and factsheets.   You can browse through all of these resources at no charge at the Resources Area TimeControl.com.

How TimeControl notifies users

TimeControl can communicate on its own automatically or on demand to users in a variety of methods and for a range of different circumstances.   Here are some of the methods TimeControl uses to talk to users directly.

The TimeControl Notification Bell

You may have noticed the Alarm bell at the top right of the TimeControl screen.  In most cases, the bell is white and motionless.  But, if there is a message from TimeControl notifications, the bell will start to ring back and forth silently, letting you know that TimeControl has something of importance for you t9 know.  Most notifications in this area are from the timesheet approval process but as time goes on, you can expect the notification area to include notices for different kinds of events.  In some cases, clicking on the message can bring you right to the document required.  Clicking on a “Timesheet Rejected” notice for example, should bring you right to that timesheet in the Timesheet Entry screen.

Emails

TimeControl can be configured to send emails for numerous different events.  It’s often not enough to count on people going into TimeControl and noticing the Notification Bell.  So, an email can direct users to go to the system to attend to a variety of events.  Emails can be sent for missing timesheets or rejected timesheets but also to let you know that a job has been processed, a report is waiting for you or that the Workflow Engine has detected a condition that you wanted to be notified about.

Dashboards

TimeControl dashboards can do so many different things but it’s one method TimeControl can use to notify you of your timesheet status, the status of other’s timesheets, vacation status for you or your team, budget vs. actual reports or so much more.  Dashboard are usually presented as soon as you log in so they can be a key place to get important information at a summary level.

Condition Reports and Scheduled Reports

TimeControl’s Report Interface can create reports that are delivered automatically on a schedule.  Scheduled reports will send an email with the report attached in PDF or Excel (or other) formats.  Or, if the report is too large to attach, it will include a link to an encrypted copy of the report on the TimeControl server.

Scheduled reports won’t send anything if there is no data to select so this is a great method of creating exception reports that will only appear if there is some exception to report.

Whether TimeControl is sending information to different users on demand or automatically, it’s capabilities of communicating directly with users with the information they need to know helps make the entire organization more effective.

 

 

 

 

 

Beyond the TimeControl menu and the mighty ellipsis

We all know that TimeControl has a tremendous level of functionality and the degree to which TimeControl is configurable and flexible makes the possible options of functionality even more vast.  The challenge for our TimeControl designers is that most TimeControl users will only access the system for a few minutes a week or perhaps a few minutes a day.  Once it’s properly configured, the interest of 95% of users who only enter their timesheet of how flexible or how many clever features are in TimeControl are of no interest.

The User Profile area of TimeControl allows some functionality to be masked completely from different user profiles.  That’s a great start.  Whole menu items can be hidden from view from users who will never need to access that function.  The User Profiles configuration can also condition data so only the data that’s appropriate to a user is displayed.  That carries through down to the field level as well as in reporting and numerous other areas.  The goal is to present users with an easy path to getting their timesheet done.

There are other ways TimeControl displays key functionality and makes secondary functionality less obvious so it’s only available if users want access to it.

In the timesheet itself, a click on the Ellipsis “…” on the grid can show a whole separate level of functionality below the line item level.  This includes adding expense report details, adding notes, seeing information about the Activity or Charge Tables or viewing and progress Primavera P6 progress “Steps”.  This is also where a line item can be copied or deleted.  There are quite a lot of options there but they’re all activated only when someone clicks the ellipsis on that line.

In TimeControl Tables, you might see the gear icon to view options.  This too can carry all kinds of functionality.  When it’s part of a list such as a Charge Code Table list, the option can change the sort, change the hierarchy view and even select what fields to put into the list for search or selection.

In different places in TimeControl, the gear icon will similarly present configuration options that affect the view.  But if the view looks just fine to the user, they’ll never have an interest in clicking on the icon and they don’t need to.  They don’t need to be confronted by all those options.

In a variety of screens in TimeControl, the More menu option will present context appropriate options for manipulating data or changing the data view.  This might include expanding or contracting a hierarchy view, filtering or deleting the data or, in the case of TimeControl Tables, creating or editing Table Validation rules.  The More selection will be different depending on where you are in TimeControl when you click it.

TimeControl’s focus on user experience always guides us in the design of the system so keeping functionality layered in a way that the vast majority of users only have to see what they need from the system is critical to the system’s success.  Yet, having a robust selection of functionality for those users who need access to it is also key.  It’s just one of the many ways TimeControl adjusts to the needs of the user.

Perspective is so important

Depending on your point of view, how you look at your timesheet system can result in very different requests.  Over time we’ve gotten used to that.  We virtually always ask for a person’s role in their organization and their involvement in the business processes that may be a part of a TimeControl deployment.

One of TimeControl’s greatest advantages is to serve many parts of the organization directly.  Perhaps you are part of a group that focuses on Invoicing.  TimeControl’s ability to create the data for the invoice, adjust the data as need be to make sure the invoice is acceptable or approved and then getting the data into the invoicing system will be critical.  Perhaps you are part of the Payroll department.  Making sure that you know the hours for each person’s pay is correctly authorized, approved and calculated is critical so your focus may be on making sure that rates for overtime, part-time employees, sick leave and such are properly accounted for.  If you are part of the HR department, then it wouldn’t be surprising to see a focus only on time off that is earned and taken and making sure that TimeControl’s Accruals are properly accounted for.  If you are in the project management department then making sure the time that was accounted for is on tasks that are already planned and that projected progress is entered and transferred.

When one person on a team has only one of those perspectives in mind, we can end up with odd requests and it is up to our technical deployment team to help point out the impact.  It’s not uncommon for example to hear from a project manager than only the line-by-line project approvals are important and to forget about any other aspects to approvals in TimeControl.  “Let’s bring in someone from Finance to make sure they’re going to get what they need,” we’ll suggest.  Or “Let’s talk about what happens if the project managers reject lines resulting in a timesheet that doesn’t add up to a full week of work.”  It’s also common for us to hear from payroll that “The timesheet period should be bi-monthly just like the payroll is.”  We’re likely to reply with “Project Management reports that they will need more timely data.”

Someone’s perspective can skew an entire configuration if left unchecked.  When someone says “Perhaps we should just do our own thing.” We might ask how much they’ll like doing two timesheets or three each week to accommodate the different perspectives.

TimeControl’s remarkable flexibility is what makes it capable of serving multiple business process needs at the same time.  For some that may mean extending their perspective to include other points of view.   Let us know at TimeControl.com/contact if one of our TimeControl deployment specialists can help guide your organization through a multi-use deployment of TimeControl.

Create Exception Reporting with TimeControl Scheduled Reports

TimeControl’s reporting capabilities has always been a powerful aspect to the system and this continues to improve.  One area of TimeControl reporting that is remarkably powerful is the ability to create scheduled reports.

Just as with all of TimeControl’s automatic scheduled processes, Scheduled Reports allows the process to be set for a regular schedule such as hourly, daily, weekly or really any schedule you choose.  The resulting reports will be send to one or to multiple recipients.  The reports will be generated at the planned time by the TimeControl server in the background and then sent in PDF, Excel, Word or CSV format as you choose.  If the resulting file is too large to send via email, a link to the file will be sent instead and an encrypted copy of the report file will be kept on the server to be viewed when selected.

The use of TimeControl filters allows reports by exception to be created.  The impact of this can be significant.  A report showing only information that exceeds the exception parameters can be sent on the schedule.  If no data exceeds those parameters, then no report gets sent.  This could significantly impact how managers and more senior executives consume TimeControl information.  The full system is always there of course, but the ability of TimeControl to wake up regularly and send a report to an executive that asks for immediate attention is pretty powerful.

The TimeControl report designer is powerful allowing for simple column text reports or a mix of charts and text or just charts.  You can choose from existing report templates and adapt them to your needs or create a report from scratch.

For more information on reporting, consult the TimeControl Reference and the TimeControl Report Designer Guides or contact info@hms.ca if we can be of any further help.

HMS Software makes Latka top 250 SaaS companies

We’re very proud to announce that HMS Software has made the Latka 250 list of fastest growing SaaS companies.  Nathan Latka runs a very popular podcast at Getlatka.com and maintains a massive SaaS database that is updated annually.

Our President, Chris Vandersluis, was featured on a Latka Podcast.  The show has passed 13m downloads and our profile has been viewed over 30,000 times. You can listen to the last podcast on YouTube at: https://youtube.com/watch?v=HA_DL0l0MCs.

Of the 5,091 companies that Nathan Latka surveyed, only the top 250 made the list and our growth of 26% in 2020 was enough to put us onto the list.  We’re delighted to have made it to the list.  Thanks to all our clients and team members for the successful 2020 under trying conditions.

We’re hopeful that we’ll be on the list next year too as we add more clients to our TimeControl Online services and work on releasing updated and new products later in the year.

You can find out more about the rankings at: https://getlatka.com/saas-companies/fastest-growing/revenue/2020 and for HMS Software’s profile visit: https://getlatka.com/companies/hms.

OnPrem, Cloud or Private Cloud – how demands for TimeControl are shifting

Over the last year we’ve seen an acceleration of a trend that started about a decade ago.  When we first released TimeControl Online, our TimeControl Software as a Service in the Cloud, we were an early adopter.  Internally we debated over what kinds of companies might be tempted to subscribe to a corporate system like our enterprise timesheet as opposed to installing it internally in the cloud.

That debate is over.

It’s quite clear that virtually all kinds of organizations are prepared to shift from managing large internal data centers towards cloud-based services.  In the past year, the pandemic has made it even more challenging for companies to manage the logistics of their own data centers and internal servers.  Not all work on such servers can be done remotely and that has pushed even more organizations to see how their corporate systems could be delivered.

There are three main avenues that our clients ask us for to support TimeControl and TimeControl supports them all.  Those are on-premise (often shortened to On-prem), SaaS (which we often refer to as either Cloud or Online) and Private Cloud.  Let’s take a look at the licensing implications and logistics of each.

On-premise

TimeControl started back in 1994 as an on-premise solution and we are committed to continue to support this method of delivery for as long as clients request it.  There are still a number of industries including defense and high-tech R&D that want to manage their data internally for security purposes.  We’re fine with that.

Licensing

From a licensing standpoint, HMS will sell a license of TimeControl with pricing per active user and that includes access to our helpdesk and any updates, upgrades and new versions for the first year. Each year thereafter, we offer an annual support contract that continues to give access to the helpdesk, updates, upgrades and new versions.  For any client whose support contract lapses, they can renew it but it must be renewed to the date the contract lapses.

Logistics

From a logistics standpoint, HMS provides either an installable file or a complete DVD image file for download from our TimeControl client support area.  The client is responsible for installation and installation of any updates and upgrades.  The client is also responsible of course, for their internal environment including the server TimeControl will be installed on, the database server, malware protection and backups.

Private Cloud

This describes an environment where the client has decided to shift their internal servers to subscribed servers with an Infrastructure as a Service provider.  Popular providers include Amazon, Oracle and IBM as well as many, many others.  These virtual servers are maintained by the Infrastructure company and this is a more and more popular solution.

Licensing

From a licensing standpoint, this is just the same as an on-premise purchase of TimeControl.  HMS will sell a license of TimeControl with pricing per active user and that includes access to our helpdesk and any updates, upgrades and new versions for the first year. Each year thereafter, we offer an annual support contract that continues to give access to the helpdesk, updates, upgrades and new versions.  For any client whose support contract lapses, they can renew it but it must be renewed to the date the contract lapses.

Logistics

From a logistics standpoint, HMS provides either an installable file or a complete DVD image file for download from our TimeControl client support area.  This file will then be uploaded by the client to their virtual server and installed there.  The client is responsible for installation and installation of any updates and upgrades.  The client is also responsible of course, for their internal environment including management of the virtual server TimeControl will be installed on, the database server, malware protection and backups.

TimeControlOnline, our subscription Software as a Service in the Cloud

TimeControlOnline is our subscription service that has been in continuous service since 2011.  The service is used by TimeControl clients of all sizes and has enjoyed a 99.9% uptime since its first release.

Licensing

From a licensing standpoint, clients can subscribe for an annual license to TimeControlOnline for each active user.  Cost varies by volume but ranges between $2.50 and $9.00 per month per user.  All subscriptions are annual.

Logistics

From a logistics standpoint, HMS provides access to a fully functional TimeControl that is ready to use on the first day.  Clients are able to configure, load data, add reports, link to external systems such as a project management tool and use the free TimeControl Mobile App right away.  TimeControl Online and TimeControl on-premise are the same code-base so there is no functionality difference between having on-premise, private cloud or TimeControl Online.  HMS takes care of the server management, malware protection, 24×7 monitoring, database management, all hotfixes, updates, upgrades and new versions in the background so that is never something that has to be managed by the client.   While help-desk calls are rarely needed in this environment, TimeControlOnline subscriptions include access to the help desk.

TimeControl Industrial is supported in all three of these environments as well so clients who need Crew Timesheets, Field Data Collection for Material consumption, Equipment usage and production accomplished can choose the environment that works for them.

TimeControl Mobile is designed to work in all three of these environments as well but for on-premise, and private cloud installations, security configuration to ensure the Mobile App can reach the TimeControl server is the responsibility of the client.

Adjusting to how our clients need to function is the keystone of how HMS has operated since we founded the company.  Making sure TimeControl can support a client’s environment is just one of the ways we do that.

Contact HMS if you have questions about shifting from one environment to another or need help on configuration.

Changing how TimeControl searches for things

We don’t think a lot about basic functionality like searches in TimeControl but the way the search function appears to users at different times can be dramatically affected by administrator options.

The Searchable Interface is located in the Maintenance section and typically only visible to Administrators.  Adding fields changes what fields will appear in the search dialog

Let’s say that we have decided to have users be able to see if a Charge Code is Billable or not or if it is an eligible R&D charge or not.  If we go to the Charge table options we can add those fields to the default Charge Code and Charge Description:

Now when any user goes to the timesheet, they will see those additional fields and be able to sort by them just by clicking on the header of that field:

The changes will affect changes will affect all users and adding many, many fields could make the search dialog too cluttered and harder to navigate so make your choices carefully.

The Searchable Interface is just one more way that TimeControl flexibility help TimeControl adapt to each client’s needs.

 

 

 

 

TimeControl’s ability to be multi-national is unparalleled

Many products have the ability to be localized.  What this usually means is that the user installing or accessing the product can see the interface in their local language and other factors like how currency or dates are displayed is aligned to their country selection.

Different Languages

TimeControl’s abilities go well beyond this.  First of all, yes, we have multiple languages.  TimeControl ships with a number of different languages built in and a language editor to adapt those language definitions or to create your own.  Do you call a “cheque” a “check”? Fine.  TimeControl let’s you adapt that definition.  Does you organization call “Charge Codes” “Task Codes”?  No problem.  Use the TimeControl Manage Languages function to change that.  When TimeControl is upgraded to the next version, it will check any changes you’ve made and not erase them so your changes will be supported.

But, TimeControl can do more.  It will adapt to the user’s browser for some items such as the welcome message or how the calendar is displayed and other selections in TimeControl’s System Preferences and User Profile preferences can define how certain terms or fields are displayed but what might we do about something like different currencies?

Different Currencies

TimeControl’s rate system is extensive and you can use fields to define what currency is used for a particular rate type.  So, “US Labor” for Engineer might be $80 USD and “Canada Labour” for Engineer might be $110 CAD.  The field for currency can define whether the amount entered and then used for calculations is in US dollars or Canadian dollars.  The amounts can be reported on and kept distinct for reporting or exporting but you could do more with a bit of work.  You could use a daily API feed for currency exchange such as www.oanda.com to calculate the rate values right into TimeControl and use one of the extra cost fields to normalize all those costs into one currency for reporting.  Not everyone is going to need this sort of functionality.  Most of the multi-national organizations we’ve seen try to push everyone into one currency but not all.  When you get to a person-by-person data entry system like a timesheet, you may have some needs for reporting that are more local and other needs that are more global.

Different weekends.

TimeControl has the flexibility to have different timesheet periods for different users.  So, a group in the US might have a 7-day calendar with Saturdays and Sundays scheduled as weekend time off.  Within the same TimeControl, another in the Mediterranean might have a weekend that is Thursdays and Fridays.  Still a third group might have a bi-monthly timesheet that is submitted for the first 15 days of the month and a second timesheet for the balance of the month.  Once any of those timesheets are approved and posted, TimeControl is storing the results day-by-day so reporting and exporting aren’t really affected.

Not every multi-national organization has this kind of requirement but it’s nice to know that TimeControl’s flexibility can adapt to include all the users in the organization wherever they are and whatever their work structure is.