Category Archives: timecontrol

timecontrol

HMS and TimeControl welcome Idexia to our Partner Network

Idexia, TimeControl Partner, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisWe are delighted to add Idexia to our list of Partners this month.  Idexia is a Quebec-based consulting firm specialized in the Microsoft productivity, collaboration and development ecosystem. They have experience in project management systems such as Microsoft Project and BrightWork both of which are included as integrations in TimeControl.  We have worked with members of the Idexia team for many years so we are very excited that they are now part of our Alliance Partner Program.  This aspect of the TimeControl Partner system allows Idexia to recommend TimeControl when it’s the most appropriate and effective solution for their client but does not restrict them from recommending other time and project systems.

This relationship allows HMS to share additional TimeControl resources and access to TimeControl to better server our mutual clients.

You’ll find Idexia now listed on the HMS Software site on the Partner Page and on the TimeControl site on the Dealer Page.  You can find out more about Idexia and their services on their website at: idexia.com.

timecontrol

Best in Class or All in One

TimeControl Best In Category, Best in Breed, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisWe’ve been asked to talk about this topic numerous times since the mid 1990s when the first ERP (Enterprise Resource Planning) packages were expanding at a rapid rate.

“Is it better”, we were asked, “to select the best of each category of software or instead, to select one package that can do everything at once?”

The conversation would become known as All-in-One vs. Best-in-Class.

The answer from us is always the same.  We see the desire for both Technical management and Finance management to get one system that will do everything.  The advantages on paper are easy to display: The all-in-one product is *already* integrated.  It is only one package to maintain, not multiple.  So, it must be the best choice… Right?

Except it’s often not.

Our answer to people who ask about this is always the same.  It’s the best choice to go with an all-in-one solution so long as it does what you need.  If it doesn’t then very quickly you will end up where you started, with multiple timesheet systems.

And that is incredibly costly.

Over the years, it has happened from time to time that a client informs us that they won’t be using TimeControl anymore.  Their Finance Department has changed or a new CFO has arrived with experience of different tools at previous organizations.  The company will “change directions” we’re told and TimeControl, while working fine, will be retired.

Our response to this is always positive.  “If your new solution does everything you need, then we wish you good fortune,’ we say.

In situation after situation, we get a call 3, 6, 9 months later  “Um, we were a little hasty in moving off of TimeControl,” we’re told.  It turned out that the alternate solution doesn’t actually do everything we were already used to and the person who is noticing the gaps the most turns out to be our CFO.”

“No worries,” we explain.  “We’ll work at getting your system back up and running with whatever updates you might need.”

It’s not that people can’t figure this out in advance.  The problem with a timesheet system is that it’s often taken for granted.  After all, employees use their timesheet for 5 to 10 minutes a week.  It is in the background of their experience.  But TimeControl is an enterprise timesheet which often has many links with other tools and multiple processes in the organization.  The administrators appreciate the complexities of the overall system and, if they’re still involved, so do the people who deployed it.  But it’s an easy part of a corporate system to not pay much attention to as you’re making a sweeping systems change.

It’s not always the same thing with each client.  Often it’s the multiple layers of the approvals process that a new tool doesn’t support. Sometimes it’s a simultaneous link with Payroll on one side and a project management tool like Primavera on another.  Other times it’s the degree to which the flexibility of TimeControl has been employed to meet multiple internal needs at the same time.

And TimeControl can flex.

So we don’t stress too much when a client says they’re looking at alternates other that to be certain that it’s not because there is something in TimeControl the client isn’t happy with.  That we respond to in a very different way.

After all, happy clients are what has made HMS and TimeControl so successful for decades.

To find out more about TimeControl and how it links with ERP systems like SAP and Oracle, see the TimeControl.com/use-cases/links-to-erp page.

timecontrol

Business Talk Magazine Interviews President of HMS Software

We are delighted to share an article written about our President, Chris Vandersluis.  He was recently interviewed by Business Talk Magazine about his 40 years leading HMS Software, and making it into a leading publisher of project management and project timekeeping systems.  Mr. Vandersluis describes the evolution of TimeControl over 30 years from version 1.0 in 1994 to the soon-to-be released version 8.6.

You can read the article in its entirety at:  businesstalkmagazine.com/interviews/chris-vandersluis-helping-companies-in-raising-the-bar-for-project-management.

timecontrol

Line Item Approvals

TimeControl Line Item Approvals, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisIt’s almost never enough to just approve a timesheet based on the total hours in it. If you are in any kind of project or activity-based scenario, you will still need to approve the total time for the timesheet, but you will also want to do approvals for the projects.

We encountered this problem way back in 1983 as we wrote our first timesheet. There were two groups sponsoring the initiative. One was Finance. They needed total hours to be able to properly pay people and both Finance and HR needed to know when people were not working and why, again to determine the payroll properly as well as determine what entitlements like vacation and sick-leave have been taken by each employee. But that was what only the one group needed. Also sitting at the table was the Project Management department. They had a burning need to track not just how much time was being spent each week. They needed to know exactly what it was being spent on. They already had project plans, what they didn’t have was project actuals. They were being asked by management to describe budget vs. actual progress on each project and they simply didn’t have the data.

Easy, right?

It wasn’t actually. It took numerous design sessions where one side of the table or the other was unhappy before we finally realized the crux of the challenge was that we would need both approvals for the whole timesheet totals and separate approvals line by line.
TimeControl Matrix Approvals, Chris Vandersluis, Christopher Vandersluis, Christopher Peter Vandersluis

Ten years later we carried that philosophy into the first commercial release of TimeControl with both organizational approvals and project manager approvals. We also created a whole process to support those functions and called it the Matrix Approval Process for Labor Actuals™. Which is still a core element of TimeControl today. In that process, supervisors approve the whole timesheet and look at attendance and things like personal time off and sick leave. Project Managers get to approve or reject each project task when that task came from a project management system such as Microsoft Project or Primavera.

It was a big success.

As TimeControl matured we were faced with several new challenges. It wasn’t enough to do approvals of each line just for the project managers. Plus, not everyone was using a commercial project management system around which we’d designed the first pass of the Project Manager Validation function. Now we were asked could we also make independent line approvals for billable items, for contractor time vs. salary staff, for time to be exported into HR with approvals of entitlements.

That resulted in the Line Item Approval function. It works just like the Project Manager Validations but is based on an export interface. Let’s say your TimeControl environment has an export for Contractors. The idea is that individual contractors can review and approve the time their people spent on the project on a line-by-line basis. Then, once they get around to invoicing their client, both sides have already approved the time. Think that might not be a big deal? We’ve watched several clients do this and reduce the approval time of contractor invoices from between 90 and 120 days all the way down to 3-5 days. The impact on both the contractor and the client can be profound.

Line Item Approval basically lets us create an unlimited number of task-by-task approval processes all from the same timesheet line. We don’t delete that line (we never do in TimeControl anyway to ensure auditability) but the timesheet can get auditable adjustments if needed or the lines that are deemed unacceptable for that process can simply be put aside during the actual transfer of data for that purpose. Let’s say you’ve created a Line Item Approval for billing and a Billing Manager reviews all the lines that are about to get transferred into the billing system and made into a summary and then an invoice. By rejecting certain lines, perhaps for unbillable work, the Billing Manager effectively removes those hours from the billing transfer and thus the client’s invoice. The hours don’t evaporate from TimeControl, but they won’t ever be transferred to the invoicing system.

We can’t really make a graphic of this process because it’s three-dimensional. But, imagine the matrix grid and then imagine it has a third dimension with as many layers as you need approval processes. Often it’s just another one or two or three. But the effects on the company can be massive.

Think we’re done? Think again.

In the next version of TimeControl we’ll be introducing enhancements to the Line Item Approval (internally we call it LIA) Process and have even gone back to the original Project Manager Validation function to align the functionality of both features. Line Item Approval is already one of the most popular aspects of TimeControl and its flexibility ensures it can adapt to almost every approval requirement.

Auditability, Accountability and Flexibility. It’s a powerful combination.

Find out more about Approvals on the TimeControl.com website at: TimeControl.com/use-cases/matrix-approvals.

timecontrol, Timesheet Buyer's Guide

The Timesheet Buyer’s Guide is available to all

TimeControl Buyers Guide, TimeControl, TimeControl Industrial, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisOver the years here at HMS we’ve become used to questions about how TimeControl compares to other products.  Our answers are always the same.  We don’t publish those kinds of comparisons. Whatever we would say about another product would be unfair as we aren’t experts in whatever those other products are.  What we’ve done instead is to provide tools for prospective clients to find out what is great about TimeControl and make it easier to compare against other products.

Introduce: The Buyers Guide.

The Timesheet Buyers Guide is hosted on the TimeControl website and contains a wealth of information for anyone looking to buy a project-oriented timesheet system.  There are white papers, factsheets and even calculators that any prospective buyer or subscriber can use to evaluate their own possible choices.  The page is called the Timesheet Buyers Guide, not the TimeControl Buyers Guide deliberately.

For those who say, but what about TimeControl, there are even pre-prepared Excel comparison grids where we’ve already added in the answers for TimeControl or TimeControl Industrial and left a couple of columns blank for prospective clients to do their own research.

It’s better for HMS and for possible clients to get the bulk of their simplest answers quickly and opens the door for us to start talking about how we can use those features to solve real-world business problems once we start talking.

The Timesheet Buyers Guide is available to all without charge or need to register at: buyersguide.timecontrol.com.

timecontrol

A configurable search interface helps set TimeControl apart

Searchable Interface Configuration, TimeControl, TimeControl Industrial, Chris Vandersluis, Christopher Vandersluis, Christopher Peter Vandersluis Many versions of TimeControl ago, we were confronted with a dilemma.

How do we search the TimeControl tables?

TimeControl is architected around many interrelated tables and each of these tables can hold dozens or hundreds of fields.  Some of these fields may be designed for internal system use. Some may contain data.  Some may only contain data if that TimeControl instance has been configured to use those fields.

Presenting a search dialog that would search every single field in every single table was not a solution.  The possible returns for a search inquiry would deliver many, many more possible returns than was useful.  After all, if you’re searching for something, the point is to find it!

So we created the Search Interface Configuration.  It is located in the Maintenance menu of TimeControl and is often set up only during the initial configuration or perhaps from time to time when additional User Defined fields are created and configured.

The configuration is extremely simple.  The Administrator simply selects which fields on a particular table will be ones they want to use for searching.  All the main tables are there to be configured.

Searchable Interface Configuration, TimeControl, TimeControl Industrial, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisThe effects of the configuration are felt in the interface of each table.  On the top left of each screen above the list of table entries, is the “Search” bar.  Entering criteria for the search here will honor all the fields that have been selected in the Search Interface Configuration.  What could be easier?

This structure allows a TimeControl Administrator to have the best of both worlds: a simple interface that any user can take advantage of and at the same time, robust search functionality that can extend to whatever fields are relevant to them.

It’s just another way that TimeControl can be adapted to every client.

timecontrol

Table Templates and Table Validation Rules are huge benefits to TimeControl Administrators

TimeControl Default Template, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisThere are so many ways under the covers that TimeControl saves time and after a couple of versions, we start to think of them as always there and give them too little credit.

A great example is TimeControl Table Templates.

As everyone who has ever administered TimeControl knows, there are a number of tables that make the flexibility of the system so powerful and yet easy for end users.  They include tables for Users, Employees, Projects, Charge Codes, Resources, Rates, Extended Rates, WBS, Assignments, Hierarchies and Assignments as well as Resource Planning.

All the Table interface screens are based on the same navigation structure and look and feel but of course, all of them are different based on their content.  For every table however, you can define a Default Table Template.  The information saved in that template will automatically populate the table for any new record.  That can be a massive time saver for Administrators.

TimeControl Table Templates, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisIt’s a simple feature to use, create a new record, add only the data that you’d like to automatically appear and then under the More… Menu, click save as Default.  If you already have a Default Template you can edit it from that same menu.  So, let’s say as an Administrator you’ll be working on the North American Employee table all day today.   It would be handy to pre-populate the user defined fields for location and office and anything else specific to the North American employees so you don’t either forget it or mis-enter it.  That can come automatically out of the Default Template.  Perhaps tomorrow you’ll be working on the European Employee Table.  No problem, just edit the Default Template to change the user defined fields to the European standard values and save that.  Now, the default fields will be automatically populated in that way.

This isn’t the only time saving and quality checking method in Tables.  Table Validation Rules can also check for things you’ve set up.  For example, let’s say you have a User Defined field for Employee Type and when you select “Contractor” you want to be certain that the Contractor Name field is populate with one of the possible selections.  But, if the Employee Type field is “Salaried” then you want to be certain that the Contractor Name field is empty.  This is an easy Table Validation to create and will help ensure the quality of your table data.

These features are all explained in TimeControl’s Reference Manual.

timecontrol

Wait. TimeControl has GANTT Charts?

TimeControl GANTT, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisIt’s not really news.  TimeControl has had a GANTT / Barchart view as part of the product for many years.

In fact, there are a couple of places to see a barchart view in TimeControl.  The most available is often from each users MyAccount area where they can see their own tasks in either a Calendar or Barchart (GANTT) view.  For TimeControl users who have been given access to the Reports / GANTT view, they can view a barchart of their any charges they have been given access to.

For TimeControl Online users who have access to TimeControl Project, there are much more extensive methods of seeing a GANTT of either charge codes or Tasks.  In the case of tasks, there are easy to use drag and drop options to add, move, delete or edit tasks right in the barchart.  For charge codes, that’s a bit more restrictive as the charge code values for example the start and stop times might be critical to numerous other processes for both Project Management and Finance. The data is still viewable but changing the key data is controlled more stringently for Charge-Code lines than for Task lines.

There are numerous options for display including adjusting the visible fields, adjusting the scale and filtering of course but there’s even more.  The GANTT view includes an optional resource capacity heat map as displayed above.

A barchart view is only one way to look at data and, the more activities there are on the screen, the less productive this type of display is.  But that’s only one of the many ways TimeControl and TimeControl Project can display this kind of information and where the volume of data is appropriate, it can be the best graphical view possible.

If you’re interested in more project type views or in what TimeControl Project adds to TimeControl, see project.timecontrol.com.

timecontrol

The HMS and TimeControl website design philosophy

Website philosophy, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisThe TimeControl website follows an educational and information sharing philosophy.  That’s not an accident.  To talk about how and why we follow that model, we have to look back at HMS Software’s history of publishing our information on the World Wide Web.  HMS’s creation predates the Web which came along a good 6 years after our founding.  HMS Software’s original website is one of the oldest websites in the world, dating back to the early 1990s.  For those who keep track of such things, the HMS site was in the first 7,000 or so sites added (manually) to the old Yahoo website directory during its first year.  To put that in context, that’s before Google and at its peak, Yahoo was adding thousands of directory listings per day.

The Yahoo directory was shut down some 10 years ago from this writing.

All websites were educational or information sharing sites at the time.  And the HMS website along with the TimeControl website which followed closely behind, were no different.

With the web extending and the types of sites taking advantage of the capabilities of web development tools, a new type of philosophy became the go-to for people like ourselves in the software publishing industry: The Landing Page.

In this model, users were directed to a starting page where, in order to move forward, they would have to give up some identifying information such as a name, an email address, or a company name.  Some such sites were more intrusive than others where they would check to see if you were using a generic email account such as gmail.com or hotmail.com or outlook.com and would insist that if you wanted to get to the “good stuff”, you use a corporate email.

Here at HMS, we’ve never been comfortable with that whole concept.  I remember visiting a website of a vendor once and, before I had even entered my name, email or phone number, my phone rang right beside me on my desk.  “Hello?” I answered.  “Hi!” said a bright cheery salesperson.  “I see you’re browsing our website and I wanted to see how I could help!”  That was so unnerving that I told the cheery fellow to please never call me again and hung up.  Thinking on it later, I could see the technology the company used to get my name, and contact information from just visiting the site but the experience was so intrusive, that it felt creepy and stalkerish.  I never visited that vendor again but I also made a pledge that HMS would never, ever do the same.

So, the TimeControl and HMS websites are almost all completely open.  There are some exceptions.  There is a closed client-section where we ask for an email ID and to get access to the free trial site of TimeControl, we ask for an email ID.

All our white papers, brochures, solution pages, testimonials, most of our webcast videos and all client case studies and so, so much more are simply open.  How that impacts HMS is that people are welcome to come in and look around and read or watch whatever they want.  As a result, when prospective clients do contact us, they are often already very well informed and our sales cycle from that point moves quickly.  It also means that if TimeControl is not for a particular opportunity, the client can figure that out without having to run a gauntlet of eager salespeople.

I’ve often been asked if I’m worried about our competitors finding out too much about our products and capabilities and how we should make sure all that remains secret.  We’re not worried.  HMS advances its products and capabilities constantly.  If our competitors think they can catch up, they’re welcome to read along like everyone else.  What they’ll never have is the team of people who know the concepts behind project flow and multi-function timesheet systems that TimeControl has.

Interestingly, recent discussions on the future of the web have shown we’re not the only ones highly irritated by “Identification Walls” on a website.  The new philosophy of people in this industry seems to be to shift to what we’ve done since the early 1990s and making sites more informational and educational.  I wish them all good luck in catching up.

timecontrol

We’ve received an amazing Testimonial Letter from RECL

RECL, Chris Vandersluis, Christopher Vandersluis, Christopher Peter VandersluisWe’re always happy to hear from our clients but when one of them writes a testimonial letter explaining how TimeControl has made a difference in their organization, it makes everyone at HMS delighted.  This week we are proud to showcase the Ron Eastern Construction Ltd. (RECL) whose president, Bruce Thomas sent us a much-appreciated letter.  Bruce explains how pleased they are that they transitioned from an Excel-based timesheet to TimeControl.  You can read the letter in its entirety on the TimeControl website at: TimeControl.com/why-timecontrol/testimonials/recl.

We thank Bruce and his entire team at RECL for trusting TimeControl and making us their partners for this initiative.