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Centralized Timesheet Application

Improving cost management process and increasing operational efficiency of Engineering Services company

Client Spotlight

Our client is an innovative startup specializing in robotics and automation services, with a dynamic team of 50 professionals split between Germany and India. They cater to plant manufacturers and robot manufacturers, offering expert services in simulation, robot offline programming, and virtual commissioning. Their business model revolves around delivering high-value projects on both time-and-material and fixed-price bases, deriving revenue from the expertise and hours of their dedicated staff. As a service-driven company, they are committed to enhancing operational efficiency and technological advancement in the robotics sector.

  • Industry

    Robotics & Automation

  • Location

    Germany and India

  • Duration

    6 months

Challenges

Manual Consolidation

Team members tracked their hours using separate Excel templates, leading to cumbersome manual consolidation at the company level.

Lack of Centralized Overview

The absence of a unified system meant that there was no single view of billed hours across projects. This fragmentation hindered the ability to oversee and manage project costs effectively.

Visibility Issues

The client faced difficulties in obtaining clear visibility into actual manpower costs for each project. This lack of transparency made it hard to compare expenses against project revenues and assess financial performance accurately.

Our Solution

  • Centralized Time Tracking

    Simplifies the process for team members to record their working hours in one unified system, eliminating the need for manual consolidation and reducing errors.

  • Streamlined Timesheet Approval Process

    Introduces an efficient workflow for Team Leaders and managers to review and approve timesheets, ensuring timely and accurate approvals while maintaining accountability.

  • Insightful Timesheet Analysis

    Offers detailed analytics comparing billable hours to working hours, providing valuable insights into productivity, project profitability, and cost management.

  • Customized Dashboard Views

    Provides tailored dashboard views for different user roles—normal users, project administrators, and global administrators—ensuring that each role has access to relevant data and insights.

  • Flexible User Roles and Permissions

    Enables the configuration of various user roles with specific permissions to read, write, and administer project and timesheet data, enhancing security and control.

  • Data Management and Reporting

    Includes features for downloading comprehensive reports and importing data, facilitating easy data analysis and integration with other systems.

Journey To Success

Our journey with the client began with a deep understanding of their existing challenges and requirements. We adopted an agile approach to develop the centralized web-based timesheet application, ensuring flexibility and responsiveness throughout the project.

Initial Planning and Discovery

We started with a thorough discovery phase, working closely with the client to define their needs and project objectives. This phase involved identifying key features, user roles, and workflow requirements to ensure the solution would address their specific challenges effectively.

Iterative Development

Using agile methodologies, we broke the project into manageable sprints, allowing for incremental development and regular feedback. Each sprint focused on delivering specific components of the application, such as time tracking, approval processes, and dashboard views. This iterative approach enabled us to refine features based on client feedback and adapt to any changing requirements.

Continuous Collaboration

Throughout the development process, our team maintained close communication with the client, providing regular updates and demonstrations of progress. This collaborative approach ensured that the solution aligned with their evolving needs and expectations.

Testing and Quality Assurance

In the final stages, we conducted thorough testing and quality assurance to ensure that all features functioned seamlessly and met the client’s standards. We addressed any issues promptly and made necessary adjustments to deliver a robust and reliable application.

Successful Implementation

The project concluded with a successful rollout of the timesheet application. The client was equipped with a powerful tool that streamlined their time tracking and approval processes, improved visibility into project costs, and provided valuable insights into productivity.

Technology in Action

  • Node.js
  • Express.js
  • MongoDB
  • Angular
  • file_type_typescript Typescript

Impact & Results

Increased Efficiency

The elimination of manual consolidation efforts significantly saved time and resources. The streamlined process allowed the team to focus on core activities rather than on time-consuming administrative tasks.

Enhanced Visibility

The new system offered a unified view of all billed hours, enabling better project oversight and management. This comprehensive overview facilitated more accurate tracking of project progress and resource allocation.

Improved Cost Management

With detailed insights into manpower costs and their alignment with project revenue, the client gained the ability to make more informed financial decisions. This clarity helped optimize budgeting and cost control.

Boosted Productivity

The intuitive interface and automated processes reduced errors and improved overall productivity. Team members could track their hours more accurately and efficiently, leading to better time management.

Streamlined Approval Processes

The efficient timesheet approval flow reduced bottlenecks and sped up the approval process. Managers and team leaders could easily review and authorize timesheets, enhancing overall workflow.

Data-Driven Insights

The application’s analytics capabilities provided actionable insights into productivity and project profitability. The client was able to leverage this data to make strategic adjustments and improve operational efficiency.

Lessons Learned

Importance of User Feedback

Engaging with end-users early and throughout the development process is crucial. Regular feedback sessions helped ensure that the application met the actual needs of the users and allowed for adjustments based on their real-world experiences.

Value of Agile Methodology

The absence of a unified system meant that there was no single view of billed hours across projects. This fragmentation hindered the ability to oversee and manage project costs effectively.

Effective Change Management

Implementing new systems requires careful change management strategies. Providing thorough training and support for users during the transition period was essential for successful adoption and minimizing resistance to change.

Comprehensive Testing is Key

Rigorous testing and quality assurance are critical for identifying potential issues before deployment. Comprehensive testing ensured that the application functioned smoothly and met the client’s standards, reducing post-launch problems and ensuring a smooth rollout.

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