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Automating Crew Timesheets and Data Validation

By: jason trend at Pacific Timesheet

Submitted on Mon, Aug 22nd, 2011 9:35 am

In a previous post, we discussed that replacing paper crew timesheets through automation needs to be easier, more efficient and accurate than writing it in on a paper crew timesheet.

But there is perhaps an even more important topic to address: data validation. Foremen and supervisors need a lot of administrative support. Currently, paper crew timesheets must be setup by administrative staff with job, phase and cost code options each day. In the case where foremen have no administrative support, they have to validate these items in their head, or check and re-check job numbers, phases and cost codes with back office staff to make sure they are correct. This manual process is extremely time consuming and prone to errors, creating the need for more corrections and adjustments to crew timesheets later.

Whats the answer? As we discussed before, an automated crew timesheet must allow supervisors, foremen and even back office staff to more easily setup crew timesheets for each day. Systems that have job, phase and cost code hierarchies ensure that they only have valid options from which to choose. In other cases, there might be a need to auto-populated crew timesheet data related to a job or crew. This could include location, shift, or other key information that must be tracked with crew hours to ensure proper reporting or later integration with ERP systems such as SAP or PeopleSoft.

In sum, while ease of data entry if often considered most important, the hidden benefit of automating crew timesheet data validation is far greater than any other. The true power of software is more than automating data entry screens. Its automating everything else that goes on behind the scenes in crew time tracking.

About the Author

jason trend
Pacific Timesheet
Pacific Timesheet software provides time tracking, project timesheet, project time tracking, project management, project portfolio management, job costing, product life cycle management, payroll timesheet, and time and attendance features in one system. Modules include automated approvals, billing and pay rates, time-off scheduling, resource scheduling, custom reporting, project management dashboard, time clock integration and payroll integration. Each module can be licensed separately. Pacific Timesheet supports all major operating systems and browsers, and is available in licensed or ASP/online versions. Pacific Timesheet is built on an open, scalable and J2EE compliant services oriented architecture. Pacific Timesheet's extensive customization support can meet virtually every end user requirement, and makes it the best platform to consolidate and standardize your time tracking systems. This platform provides maximum control, flexibility and visibility allowing managers and administrators to deploy and standardize their time and work tracking implementations quickly with little or no training required. Pacific Timesheet Enterprise integrates seamlessly with your existing IT infrastructure and other software assets so you can easily merge and compare data across key systems. Custom configurations are available for specialized requirements. Extensive training services, including End User training, Project management admin training, Supervisor training, and Application Admin training, and consulting services ensure that rollout is on-time and user acceptance is high.

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