Business Solutions Group

TimesheetsVersion 2.0

Delivering technology you can touch

Timesheet Benefits

• Provide daily metrics & reports– The output from the daily timesheet process is a significant component to

drive process improvement within TSC– At a glance, new reporting will provide all levels of the Trilogy & Cowley

businesses with the following metrics:• Timesheet status (pending approval, rejected, approved)• Hours worked (normal & overtime)• Type & distribution of calls per day (reactive, maintenance, quoted, non-

productive etc.)• Mobility device compliance (i.e., submitted (edited) time vs. system (actual) time)

• Enable the automation* of timesheet processing– Technicians are accountable for their timesheets (similar to most

international organisations)– Service Managers own the approval of these timesheets– Distributes the admin workload across more people so no one has to spend

long on the task, enabling cost savings in the business.

2* 90% timesheet automation is currently offered due to the complexity of county & state contracts (i.e. allowances etc.) 

Submit

Timesheets @ TSC

3

Reject Approve

Payroll Automation Productivity MetricsEngineer Service Manager

Engineer: Submit an accurate daily timesheet capturing all activities (e.g., service call, training, supervision etc.) 

Service Manager: Review and assist engineer to submit valid timesheet that can be approved & processed 

Timesheet Process Overview

4

Timesheet App

Process Timesheet

2. Create3. Import4. Validate 5. Adjust

Operations Portal

Approve / Reject

9.   Review10. Comment11. Reject12. Approve

Timesheet App

PostTimesheet

13. Post to Job Cost14. Post to Payroll

8. Pass 12. Approve

7. Edit

6. Auto Reject

1. Submit

11. Reject

Click Mobile App

5

Timesheets

Click Mobile App

Click Mobile Timesheet App

An engineers daily timesheet is automatically created, adding each service call as they progress through the day.

At the end of the day, the engineer can edit their timesheet, adding additional activities to ensure they capture an accurate picture of their working hours.

All submissions & editing of timesheets is via the Click Mobile Timesheet App.

6

7

Timesheets

Timesheet Processing Engine

Processing Timesheets

After an engineer submits their timesheet, a custom TSC Timesheet App is running to process all of the timesheets.

To aid the approval process, the TSC Timesheet App automatically rejects invalid timesheets and sends them back to the engineers Click Mobile App for re-submission. (see appendix for automated rejections)

Any timesheet that is within 15 min of a standard 8 hour day is automatically adjusted.

All valid timesheets are sent to the TSC Operations Portal for service managers to approve or reject them.

8

9

Timesheets

Operations PortalApproval / Rejection Process

Operations Portal – Reject / Approve

All timesheets are visible in the Operations Portal, but only valid timesheets can be Approved or Rejected by the service manager or nominated approver.

All Approved timesheets are then sent to Pronto for processing and statistics are generated for the Timesheet Summary review page on the Operations Portal.

10

Operations Portal Landing Page

11

View timesheet statistics & graphsView, Approve / Reject timesheets

Easy to navigate site with all links available via a drop down menu on each page

View, Accept / Reject Timesheets

12

Drill down by engineer to

view granular details of each

service call

Each activity is divided into normal

time, any adjustment and overtime

Approve Non-Productive Activities

If an engineer adds a non service call related activity on the Click Mobile App, the service manager can select the appropriate Pronto activity (i.e. type of Sick leave, annual leave etc.) for payroll.

13

The engineers name is highlighted alerting the service manager

to activities that require approval

The service manager can view the timesheet

submissions and also add comments for the engineer

The call type is highlighted on

mouse over

Colour Coded Call Breakdown

Each engineers daily timesheet is colour coded by activity type: Reactive, Maintenance, Quoted, After Hours, Other Call Types, Light Commercial, Work Codes (e.g. Supervision, Training) & Non-Work Codes (e.g. leave)

14

Timesheet Information

15

All times are colour coded

Green = Timesheet is valid

Orange = Timesheet is valid but has as overtime request

Red = Timesheet was automatically rejected

Once a timesheet has been approved, its icon is changed and a further icon is displayed to inform the service manager if the

timesheet has been processed by Pronto Payroll.

All the timesheet statuses appear once the user places their mouse over any of the icons, highlighting the current status.

Timesheet Management

16

Approver can add comments for the engineer & also view any of the

engineers comments

The complete timesheet approval history can be viewed

17

Timesheets

Operations PortalSummary Statistics

Timesheet Reports

All approved timesheets are analysed and included in the Timesheet Reporting page on the Operations Portal.

Reports include: timesheet status (i.e. approved, pending), call type breakdown, duration (i.e. normal time, overtime) and the difference between the actual system time vs. the edited submitted timesheet.

Each report is available by date and by engineer.

Each report is filtered by branch & service manager.

The SLT can view reports by branch.

18

Timesheet Status by Date

19

Filter by date & engineerSLT can filter by branch

Timesheet Status by Engineer

20

Timesheet Duration by Date

21

View total values View average values

Timesheet Duration by Engineer

22

Timesheet Breakdown by Date / Engineer

23

View by Date

View by Engineer

Timesheet System vs. Submitted Delta

24

View by Date

View by Engineer

25

Timesheets

TSC Tech App

TSC Tech App – Timesheet App

Each Trilogy & Cowley engineer has been provided with a custom TSC “Tech App” on their Samsung S3.

Engineers can view each submitted timesheet with a breakdown by call type and duration, including a complete call list.

This information mirrors the timeheet data available to the Service Manger via the Operations Portal.

26

TSC Tech App – Timesheet App

27

Engineers can view timesheets, FWR & HSE reports, view customer notes and search the mobility FAQ manual

After selecting the timesheet date, the

timesheet is viewable by summary, graphical and

individual call details

TSC Tech App – Timesheet App

28

Timesheet Summary

Graphical view of timesheet duration

(normal time & overtime)

TSC Tech App – Timesheet App

29

Breakdown of the timesheet by

call / activity type

Detailed information of each call / activity

submitted with activity durations

30

Timesheets

Appendix

Automated Timesheet Rejections

• Total submitted time exceeds 24 hours

• Normal time + overtime does not equal total submitted time

• Insufficient normal time submitted (i.e. less than 7hrs 45 mins)

• More that 8 hrs submitted with no overtime request

• Overtime request was not in increments of 15 mins

• An invalid light commercial project number was summited

31