Brief Description

TimeAlert is a web based timesheet entry and approval system designed to replace manual timesheets for employees employed on a casual basis.

The primary advantage of TimeAlert, over other timesheet systems, is that it is designed to require an absolute minimum of administration.

TimeAlert key differentiator
Most other timesheet systems operate independently of your HR and Payroll system. This means the Payroll Office constantly keeping ‘another’ system up to date and synchronised with the HR system.

The result
The Payroll Office performing ‘non value add’ administration.

TimeAlert is different!
TimeAlert is controlled by the Chris²¹ HR system. Data stored in the Chris²¹ system is used by TimeAlert to dynamically manage the web timesheet entry and approval system. Controls such as timesheet access permissions, timesheet approval permissions, calendars and more, are managed by employee and other data stored within the Chris²¹ HR system.

What does this mean for you?
No additional administration overhead of ‘another’ new system. Once ‘TimeAlert’ is setup there is no further ongoing maintenance required.

Of course there are facilities in the TimeAlert system that the Payroll Office will want to use however these empower and assist the Payroll Office to perform their tasks efficiently and effectively.

Business Problems

TimeAlert has been developed to solve the following business problems:-

• Timesheets are being received in multiple formats and from numerous sources such as e-mails, word documents, spreadsheets and fax.
• No way of ensuring that all timesheets have been received by the Payroll Office.
• No formal system, or record, of time having been approved resulting in the potential for time not being correctly approved.
• No system based check that original timesheets lodged by employees have not been changed by supervisors prior to being received by the pay office.
• No simple way for employees and supervisors to review previous timesheets.
• Employee supervisors having to manually follow up all employees in order to receive timesheets for approval.
• No system based check that the employee is in fact ‘Casual’ and required to submit timesheets or are ‘Salaried’ staff and hence should not be submitting a timesheet.
• Duplication of data entry of timesheet information. Recorded by employee then entered by approver in e-mail, spreadsheet or document and then again by pay office into payroll system.
• Overtime is calculated manually. This is inefficient and there is potential for inconsistency and errors in the calculations.
• No system based check if particular employees are in fact entitled to overtime.
• Not  able to prevent employees from attempting to submit timesheets before or after their employment commencement and termination dates.
• No system based check or record of who actually submitted the original timesheet for an employee.
• Payroll Office having to follow up employees and supervisors for missing timesheets. No system based reminder or follow up facility.
• Payroll Office having to chase management where supervisors are not able to approve timesheets due to being unavailable. i.e. no automated system of escalation for timesheet approval.
• If timesheet approver not available then timesheets potentially not being approved in a timely manner for inclusion in next pay run.
• And other problems.

Overview Diagram



Key Functions and Features

TimeAlert includes the following functions and capabilities:-

• Web based ‘centralised’ system with access provided from within companies Intranet.
• Secure user access to system controlled by Windows domain logon.
• System is integrated to Chris²¹ HR system and is automatically updated with new and changed employee details, supervisors and business rules, such as authorised approvers etc.
• Integrated to Payroll system for electronic transfer of employees, hours and other details for generation of payroll.
• Rules based employee access privileges to system for both timesheet entry and timesheet approvals.
• Standard rules based calculations for various categories of overtime.
• Public Holidays automatically picked up from Chris²¹ so that overtime calculations are performed correctly.
• Timesheet Entry and Approval screens calculate and display Total Hours and categories of Normal and Overtime Hours as timesheets and approvals are being entered and edited.
• Timesheet Approval escalation facilities that escalate timesheets that have not been approved within the allowed timeframe.
• Automated e-mail facilities that optionally notify of timesheets that have been escalated and also provide reminders.
• Controlled timesheet close offs for timesheet entry and timesheet approvals.
• Automatic accumulation of multiple fortnightly timesheets for payroll interface purposes.
• Rules may be set that control if timesheets may be entered and approved for a defined number of prior and future fortnights to the current fortnight.
• Control is provided over timesheets being entered based on employee start dates and termination dates.
• A facility is provided to control which fortnights timesheet entry and approvals are allowed by which business units. This is useful for staging a progressive roll out of web timesheets and also controlling which business units are able to use web timesheets.
• TimeAlert includes a range of on demand reports to give the Payroll Office visibility and control over the timesheet entry and approval process. For example: Exception report of timesheets changed by approver from that originally entered by the employee.
• TimeAlert has been developed to provide complete visibility and auditing of timesheet entry and approval processes. TimeAlert keeps a complete audit trail of all timesheet data entered, amended, deleted and other events such as employee and calendar updates, payroll interfaces, escalation, e-mail notifications and more.

TimeAlert Screenshots (selected examples)

   
(click to enlarge)

Business Benefits from implementing TimeAlert

Improve Employee Satisfaction
Streamline process, provide timesheet visibility, less payroll queries.

Reduce Costs
Remove inefficient manual tasks, ensure correct calculation of normal and overtime.

Improve Accuracy
Through on-line timesheet entry by employees or supervisors and on-line approval.

Reduce Time
Significantly reduce the time it takes to process pays.

TimeAlert Pricing

TimeAlert may be purchased on a subscription basis. There is no upfront cost!

Why a Subscription Model
A subscription model aligns the investment (cost) with the return (revenue). An up front license cost means being out of pocket while waiting for a payback over a future period. A subscription on the other hand allows the investment cost to be aligned in the same period as the expected return i.e. reduced expenses.

A TimeAlert Subscription Includes
• TimeAlert license for the subscription period and number of users
• Bug fixes and support for new hardware and software
• Intellectual property warranty
• Access to TimeAlert product and industry experts

Subscription Cost
TimeAlert is priced based on per timesheet employee per year.
It should be noted that any services required for implementation such as technical, training, consulting etc are provided on an hourly time and materials basis.
Contact Us for sales enquiries or to request pricing details.


TimeAlert Brochure

Click here for a TimeAlert one page brochure. (PDF Format)