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Switching to TimeControl

It is more common to find organizations with some form of automation of their timesheet business needs than it is to find no automation at all. That level of automation may be as simple as an Excel spreadsheet that users fill in and then email to a central clerk but it is a system nonetheless.

Prospective clients are more likely to ask us about switching from their existing timesheet system than they are to ask about the challenges of automating timesheets from a paper-based environment to a computer based one.

Whether you are starting your timesheet automation with TimeControl or you have already got automated timesheets, there are some good reasons to switch to TimeControl and some things to know about the migration.

Why switch to TimeControl?

If you are creating a business justification to switch from your existing timesheet environment to TimeControl, you should start with an assessment of where you are and what you have. Depending on your situation, you may find yourself with a number of key justifications. Here are some of the more popular:

  • We have too many timesheets

    This is more common than you may think. Timesheets are often designed with a single purpose and so it is not surprising that we find organizations with one timesheet for payroll, one for HR, one for billing, one for project management and so on. The flexibility of TimeControl makes it appropriate to use for numerous situations at the same time. TimeControl can also link to numerous external systems simultaneously and this may allow you to reduce the number of timesheets each employee must enter and the amount of cost and effort of supporting the multiple timesheet systems.

  • We have to link to Oracle-Primavera and need more functionality

    Some organizations must link to systems like Oracle-Primavera's P6 but also have requirements for things like multiple rates, cascading user defined fields, validation rules or matrix approvals. If this is the case, TimeControl's link to P6 will be a key feature. You can deploy TimeControl or TimeControl Industrial and P6 together as an integrated project cost control system.

  • We have to link to Microsoft Project or Project Server and need more functionality.

    Some organizations must link to systems like Microsoft Project and/or Project Server but also have requirements for things like multiple rates, validation rules or matrix approvals. If this is the case, TimeControl's link to Microsoft Project Desktop or Project Server will be a key feature. You can deploy TimeControl or TimeControl Industrial and Microsoft Project together as an integrated project cost control system.

  • We have to link to Deltek Open Plan and/or Cobra and need more functionality

    Some organizations must link to systems like Deltek's Open Plan and/or Cobra but also have requirements for things like multiple rates, cascading user defined fields, validation rules or matrix approvals. If this is the case, TimeControl’s link to Open Plan or Cobra will be a key feature. You can deploy TimeControl or TimeControl Industrial and Open Plan and/or Cobra together as an integrated project cost control system.

  • We have to link to Hard Dollar's HD and need more functionality

    Some organizations must link to systems like Hard Dollar's HD but also have requirements for things like multiple rates, hierarchical charge codes, validation rules or matrix approvals. If this is the case, TimeControl and TimeControl Industrial's link to HD will be a key feature. You can deploy TimeControl or TimeControl Industrial and HD together as an integrated project cost control system. You can also integrate TimeControl/TimeControl Industrial with HD and P6 at the same time.

  • We want to have the option of an on-premises solution or an online software as a service subscription

    Some timesheet publishers have only an on-premises software purchase option. Others have only an online subscription service. TimeControl is available both for purchase for an on-premises installation and as an in-the-cloud subscription service. You can even get credit towards moving from one to the other.

Migrating to TimeControl

If you've decided that switching from your existing timesheet (or timesheets) to TimeControl makes sense then you may want to know what your migration path is.

Data migration

Let's start with what can be easily migrated from one timesheet system to another:

  • Users

    The User Table determines who can log into TimeControl and what their basic security is. This is often an easy list to export from most existing timesheet systems and easily imported into TimeControl.

  • Employees

    The Employee Table determines who can have a timesheet. This is unique from the User Table as it is possible in TimeControl for an employee to have a timesheet that is entered by someone else. In some timesheet systems the Employee and User Tables are blended together but this is typically an easy list to access and Export from most existing timesheet systems and is easily imported into TimeControl.

  • Approval path

    TimeControl has extensive approval functionality and even though this functionality is rarely seen in other timesheet systems, bringing in the existing approval path is often very simple. In most systems this is a single approver and this is easily exported from the existing system and easily imported into TimeControl.

  • Projects

    Project Lists are common in many timesheet systems that do task-based timesheets and exporting this information from an existing timesheet and importing it into TimeControl is straightforward.

  • Tasks/Charge Codes

    Lists of project and non-project tasks are often easily exported out of existing systems and into TimeControl. It is not uncommon to find the project tasks in one legacy timesheet system and the non-project tasks in another. Importing this information into TimeControl is very simple. If the intent is to link to one of the many project management systems to which TimeControl has existing links, then updating project-based tasks isn't even required. TimeControl can automatically update this information from the project system once the Project Table entry is complete.

In our experience there is often more difficulty migrating the following areas:

  • Rates

    Every timesheet developer has different thoughts about how to design Rates. TimeControl's Rates functionality is extensive and extremely flexible but how that matches up to the rate design within other timesheets is often a challenge. Also, it is common that TimeControl will be replacing multiple existing timesheet systems each with its own rates functionality. This is an area where designing your rate requirements and creating the Rates Table from elements of the existing timesheet system or systems is worth taking a little time to think about.

  • Business Validation Rules

    TimeControl's Validation Rules is one of its most powerful features. In other timesheet systems, business rules are usually less flexible. As a result, thinking of what TimeControl Validation Rules you need and how to deploy them is worth thinking about as a distinct exercise.

  • Reports

    TimeControl includes a robust and extensive report writer. Every timesheet system has its own types of report system and you will almost certainly need to take your existing report formats, print them out and use them as templates for creating new reports in TimeControl.

Migration Strategy

There are a few more strategic elements of your migration plan that are worth noting:

  • Migrating Legacy Data

    It is almost always better to leave legacy data in the system it came from. Because it is difficult to get data elements like rates, approval logs and more to match 100% with TimeControl, loading legacy closed timesheet data into TimeControl can be a challenge. It is almost always more productive to leave that data in its originating system and start fresh with TimeControl. That may mean that you will want to pick the moment of transferring over from the legacy system to TimeControl at the start of a financial period so reporting/exporting and lining data up to key business processes isn't interrupted.

  • Staging and Production deployments

    In significant sized deployments, it is a healthy practice to install TimeControl in both a staging environment and a production environment. While in staging, tests can be established to ensure that when TimeControl is put into production and made active, existing business processes that require the timesheet data such as billing, payroll, job costing etc. are not interrupted.

  • Timesheet Process

    Even if you have no documented timesheet process, if you have existing timesheets, there is a process in place. This is a good opportunity to review your timesheet processes and adapt them to the new TimeControl environment. It is also likely that you'll find a number of areas of functionality in TimeControl that you have not experienced in other systems. Including this new functionality in your timesheet processes may improve your return on investment even further.

It's not over

Even once you're done with your migration, it is a healthy practice, as with any enterprise system, to come back to review the project periodically. It is common to get a system like TimeControl implemented with only the minimum features and functions that were critical to be addressed at the time but there may be much more about TimeControl and your timesheet process that you can take advantage of in the months and years to come. So, as you start your migration, plan to revisit the project every 6 months or so and review what is working, what needs improvement and how you can extend your implementation yet further. As always, HMS consulting staff can assist you when you require it.