COsting & Timesheeting

Need to track the time and allocation of effort in your workplace or business?

Bay Technologies can assist you with our Enterprise Time and Job Costing System (ETS).

ETS is one of Bay's COoperative products based on Microsoft® platforms.

End-to-End Accountability

The ETS solution is designed to manage the business processes surrounding timesheeting, quotations and job costing from end to end - not just the data. This means issues do not fall between the cracks and remain visible at all levels through all phases. In many organisations, the responsibilities for such processes require the participation of many personnel distributed throughout the company. The ETS system not only allocates and manages these processes but also provides strong financial visibility of profitability.

The system does this by:

• Standardising the templates used in completing quotations and timesheets.
• Automating the raising and approval of a quotation for a job.
• Allowing for central data capture of all actual costs incurred within the job.
• Automating the submission and approval of time allocation to the job.
• Automating the submission and approval of attendance records for employee's.
• Providing management reporting and statistics.

The ETS application will enable an organisation to efficiently and effectively track and manage all quotation, job costing, timesheeting and profitability. The system is designed to lower the risks associated with such activities by ensuring consistency in business rules and approach, standardisation in templates, authorisation and acceptance procedures and management visibility of the individual and collective jobs in the system.

Based on Business Rules

The ETS system matches the business rules and procedures required by the organisation and as a result:

• Enables compliance with guidelines and procedures.
• Promotes greater accountability through visibility and decision-making.
• Delivers more efficient and supportive record keeping.
• Enables more efficient use of resources.
• Tracks profitability and financial analysis of jobs and projects.

Functional Modules

Bay's ETS solution is based on the automation of three principal process modules. These modules comprise:

1. Quotation Submission & Approval

Before commencing a job for a Client, a quotation for the work to be undertaken is required. These quotations may need to be generated and approved by different personnel within  the organisation depending upon their approval level. The system will allow for an employee to request the latest template, complete the details and submit it for approval. This quotation will then be routed through the organisation based on approval requirements.

2. Timesheet Submission & Approval

On a weekly basis, employees are required to submit timesheets detailing their attendance at work and the hours undertaken against jobs performed. Different managers may be responsible for approving these details. The Timesheet system will allow for an employee to request the latest timesheet template, complete the details and submit it for approval. The timesheet will then be routed through different management personnel within the organisation for all elements to be approved.

3. Financial Tracking

Once a job has been approved, actual costs can be collected against it. The allocation of hours against a job from a submitted timesheet forms the basis for the actual labour figures recorded against the approved job. Variations to the approved job can also be submitted if required. Once the job has been completed it can be closed within the system to prevent further hours being assigned.

Technology

The ETS solution uses .NET, Microsoft SQL2000® platform for database and Microsoft Exchange 2000® as a workflow processor with Outlook® forms generation.

As with all Bay's ABS systems, the platforms can be modified to suit the customer need.