Timesheet_Process_Audit_Presentation_-__v2.0

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Copyright Notes: No part of this document may be photocopied, reproduced, translated , or reduced to any electronic or machine readable form without prior permission of TALLIC.

ALL RIGHTS RESERVED ©TALLIC - The ALLIance Company, www.tallic.com

© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com

Timesheet Process Audit

Analysis & Recommendations Report17 March 2009

2© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com

Important facts: The delivered audit report has been discussed and reviewed with

specific managers within T-Systems – and the content agreed upon

This presentation covers and represents the audit report’ essentials

Between the audit report’s delivery and the last discussion, some of the recommendations (part of the defined “Quick Wins”) have been executed with the first positive returns already visible


Gaps gathered through interviews Errors in input WBS codes, cost centers. Missing timesheets No full proof controls Approval (signoff) customer sometimes missing Time loss due to input errors & missing information Wrong invoices ….

Gap Analysis


Gap Analysis

High Level AS IS flow


Detailed AS IS flow

Gap Analysis

HR

INTERNALS

EXTERNALS

TEAMLEADER SDM

HR

ITO

Timeline

FINANCE

-x days months end AM months end PM months end First day new month

MAIL

Import list invoices

Data entry

Data entry

E-mail and/or hard copy


CHECK CHECK

E-mail and/or

fax

CHECK for errors

Consolidation

SDWORX

Customer Invoicing

HARD COPY TIMESHEETS

Supplier payment

Customer submittal &

signing


signing


signing


signing

RECEIVED INVOICE AND APPROVED BY

SDM ???

(New month + x)

MAIL TSIRP SDWORX

COMMUNICATION TOOLING INPUT/CHECK TIMESHEET HANDLING

TIMESHEET

Flow timesheetsinternals

SAPFlow timesheets externals

Flow Signs - Legend

1

2

3

4

5

6

MAIL

COMMUNICATION GAP AREA


No real change in the process Can be done in fast track (realized <1 month) Contains :

Welcome package for each internal/external indivudual Drop down list of possible codes in current template (VB scripting) R&R defined and communicated Access for secretariat to the consolidated invoice spreadsheet Promote weekly data entry

Benefits : Less errors and accordingly less loss of time in corrections

Disadvantage : Control and input not automated Leaves still room for errors and leaves the process still time-

consuming

Quick Wins


Resulting TO BE flow

Quick Wins

HR

INTERNALS

EXTERNALS

TEAMLEADER SDM

HR

ITO

Timeline

FINANCE

-x days months end AM months end PM months end First day new month

MAIL

Import list invoices

Data entry

Data entry



CHECK CHECK

E-mail and/or

fax

CHECK for errors

Consolidation

SDWORX

Customer Invoicing

HARD COPY TIMESHEETS

Supplier payment


signing


signing


signing


signing

RECEIVED INVOICE AND APPROVED BY

SDM ???

(New month + x)

MAIL TSIRP SDWORX

COMMUNICATION TOOLING INPUT/CHECK TIMESHEET HANDLING

TIMESHEET

Flow timesheetsinternals

SAPFlow timesheets externals

Flow Signs - Legend

1

2

3

4

5

6

b)

b)

c)

d)

MAIL

COMMUNICATIONQUICK WINS

KEY IMPROVEMENT AREAGAP AREA


One tool for Resource Planning & Timesheet Process ! One resource planner ! Benefits :

Less time-consuming More accurate Reporting and trend indication possibilities Automated and on-time notifications Controlled process ...

Mid Term Solution


How ? The Resource Planning contains the planned timesheet. The Timesheet is an editable copy of this RP. Input into Resource Planning :

• by HR (sickness,hollidays,etc ...)• by ITO mgmt (eg creation individuals)• by ITO SDM and Teamleaders (eg codes)

Input into Timesheet :• Data entry, by internals and externals • Approvals customer (online or by Teamlead / SDM)• Approvals teamlead / SDM

Reporting automated :• on difference between timesheet and RP• to HR• to ITO mgmt • to Finance for month closure / invoicing / payments externals

Mid Term Solution


How ? (continued)

Dashboard possibilities :• Process effectiveness and efficiency• Accuracy trend (e.g. time corrections, invoicing corrections)• Efficiency trend (e.g. frequency of time entries, approval process speed)• Resources availability forecasts• …

Mid Term Solution


Mid Term Solution

Resulting TO BE flow

Process Control Point(input for dashbord)

TIMESHEET(T-Systems control

& approval)

ENTRYRESOURCEPLANNING

REPORTS

HR

HR

FIN

SDMTEAM

LEADERINTERNALS/EXTERNALS CUSTOMER

-x days frommonth end

Morning last working day

(month’s end)

First daynew month

Timeline

ITO MGMT

ITO MGMT

SDM

DATA copyTIMESHEET(time registration)

TIMESHEET(Customerapproval)

SDMResource planner

Afternoon last working day

(month’s end)


Mid Term Solution

TO BE resource planning

Data feed

Resource requirements for projects & services

Data for internals only· Approved absence

(e.g.: ADV, vacation, bank holiday, training)· Individuals identity

(new & leaving internal staff)· Sickness

RESOURCEPLANNING

TOOL

HRITO

MGMT

SDM

Resource planner

Data for external resources· Approved absence

(e.g.: vacation, bank holiday)· Individuals identity data

(new & leaving external staff)· Sickness

Data for all resources· Cost centres· Customers· WBS codes

Data feed

Dat

a fe

ed


Products on the market are expensive Start-up cost very high (start-up license fee, infrastructure &

customisation) Missing key functional requirements Many unnecessary functionalities present Running cost – maintenance costs have low ROI

Tailored solution “You know what you get” Optimal product for targeted purpose

• You decide what’s in it – all functional requirements covered Upfront known cost of investment

• Fixed price for delivery – far lower cost than market products• Fixed rates for later changes

Tooling Recommendation


One offer received from “You Create” Tailored - all needs covered Flexible – additions at fixed rate Intellectual Property (IP) = T-Systems Price +/- 46K Euro Time to build Requires high interaction with T-Systems

One offer to receive from “SelTec” Customisable Price +/- 22K Euro Previous versions have proven track Origin is project management – not service management New version – potential for bugs Yearly maintenance fee +/- 3K Euro IP = the provider

Research & Pre-negotiation

Documents

Timesheet_Process_Audit_Presentation_-__v2.0