A question that is asked quite frequently is how to link TimeControl to external corporate systems. Some clients request links to move corporate data into TimeControl, some want to move data from TimeControl to another system.
One type of connection is a transfer of data into the TimeControl tables to create timesheets. Another example would be using a corporate HR system to feed new employee data to TimeControl’s employee table or a work order system to feed tasks and assignments to TimeControl’s charge tables.
It is very common for organizations to wish to transfer time and cost data from TimeControl to a corporate system for Payroll, HR or Financial uses. These links are beyond the connections to project management systems such as MS Project, Deltek or Primavera which are pre-configured in TimeControl.
There are two main methods to set up links to corporate systems. The preferred method depends on the specific requirements:
TimeControl contains an Integration Wizard that allows the client to create a custom import or export batch file in order to link to their corporate systems. The definition of this transfer can include predefined or user-defined fields and data including data that might be required to link to the external application such as employee codes or work order numbers. The resulting file is in a CSV or XML format which allows for connection to a wide variety of applications. The data is exported against a selection filter providing data for a specific period, employee, project, business or other criteria. This is the most common way HMS clients link TimeControl to external systems such as payroll, finance, HR or ERP systems. It is easy to set up and to administer and Finance personnel are usually more comfortable with a transaction file of data that is at arm’s length from the corporate Finance system. This allows the Finance system administrators to use the Finance system’s business rules to check data on its way into their system. TimeControl supports multiple transfer templates to server multiple export requirements. If required, exported data may be batch tracked to avoid inadvertently exporting the same record twice.
This method allows transfer of data to be set up quickly and easily and allows for a final review of the data prior to being imported into the corporate system.
Direct Database Connection:
A more sophisticated connection but less commonly used method is to use direct connections at the data- base level with SQL scripts, stored procedures and triggers. Because the TimeControl data resides on a host client server database, direct data transfers are relatively simple to establish. This type of connection typically provides transparent, real time data synchronization. Setup using this method requires an internal SQL expert or an HMS consultant and the effort may vary from a few days to several weeks, depending on the complexity of the connection that is required.
This method provides a dynamic instant transfer of data which is not always required.
Manipulation of data with SQL Scripts
In some cases TimeControl clients have a requirement to manipulate the raw data that has been captured in TimeControl to support a specific requirement. It is possible to use SQL scripts and stored procedures within the TimeControl data structure to perform calculations, summarizations and other types of data manipulations. The results of this type of calculation are typically written to custom fields or tables within the TimeControl host database. This flexibility allows TimeControl to meet a great variety of client-specific requirements.
An example of this type of data processing would be multi-currency calculations done when there are several currencies in the rate table and where the costs must be reconciled to a single currency for reporting purposes.