One of the absolute key factors when implementing a timesheet & expense management solution is to ensure you focus on simplicity.  Solutions that are quick and easy to use with little training almost always deliver greater benefits.  Why, because they are used and valued by the business.

To ensure your system is simple and easy to use, it is essential that it can be configured so that users have access to different features and functionality.  In our experience, to keep administration to a minimum you should focus on defining clear user roles in the solution, for example:

• Basic Users: Timesheet & Expense Entry only
• Line Managers: Timesheet & Expense Entry, Approvals, Utilisation Analysis & Reporting
• Project Managers: Timesheet & Expense Entry, Approvals, Project Progress Reporting, Cost and Revenue analysis, Budgeting & Reporting
• Finance: Full Cost & Revenue Reporting, Billing, Budgeting & Reporting
• System Administration: Full Administration Access

Although roles and responsibilities will vary greatly between each organisation, the underlying factor is that the solution should offer flexibility and the ability to grow with your organisation.   To do this key configuration options are required such as:

• Custom Fields: no solution can cater for every user requirement; if it tried it would be un-usable. A good solution should offer the option to add your own custom fields in various data formats. Remember though: if you do not use the field for filtering, analysis or reporting it has no value in the system
• Screen-labels: the system should be able to be configured to your organisations terminology.  Simply changing screen labels such as Resource to Employee can make a world of difference to user acceptance
• System Access: features should be available to remove unwanted functionality such as overtime and/or financials; to control access to filters, reports, dashboards and views; as well as define exactly what data a user can gain access too

Time spent ensuring your system can be tailored to each individual role upfront may save you a lot of time and money in the future.  Also, if you are a multi-national organisation, multi-lingual and multi currency support may be essential.

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Ian Needs

Ian Needs has over 13 years experience implementing project management software in SME’s and Corporate IT Departments, you can keep up to date with Ian’s project management tips via Twitter or by subscribing to our RSS Feed.

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