As your payroll departments must deliver on time and without error, eTimeSaver repays the initial investment by cutting the cost of timesheet processing significantly while the accuracy and reliability of the system provide peace of mind to departmental managers, temporary workers, and clients alike.

Requirements gatherings

All our clients are unique, with their own processes, rules, and systems to integrate with, so it is impossible to provide a fixed-price proposal until one of our consultants has spent some time understanding your business. We will discuss the options and provide a fixed-price quotation before starting any work. This quotation will cover two areas; the software itself and the bespoke development.

System costs

To provide a quote, we will need to discuss:

• What is your expected number of timesheets per day/week/month?
• Do you need a single-user system or the scalability of a multi-user system?
• How many additional user licenses will you require?
• Is web capture of scanned timesheets needed, perhaps to allow branch-level scanning?
• Is it possible to merge booking data to timesheets to distribute pre-filled timesheets?
• Do you require a permanent timesheet image archive for search and retrieval?
• Will a fax server be required to capture faxed timesheets?
• Will scanners be required to capture paper timesheets?
• Do you need to send SMS texts to temps as receipt confirmations or as reminders?

Depending on your needs it is possible to purchase the software for an entry-level system, including fax server and support and maintenance, for under £10,000. More fully featured systems with multi-user licensing could double this or more.

A detailed specification for the development of the system will be created. This will document many areas including:

• Timesheet design; can it be re-designed within our software, or will an existing template be used?
• Your data merge requirements for pre-filled timesheets
• Business rules and data capture workflow
• How hours are assigned to pay rates and how we can automate these rules
• Booking system look-ups and validation
• Pay and billing system export requirements
• Timesheet image merge requirements for outgoing invoices
• Custom alerts and reporting to temporary workers, consultants, or managers

Build phase

The requirements gathering phase will have seen us gain a good understanding of your needs.

If you choose to proceed, the next step is to translate that understanding into a TeleForm-based timesheet processing system where we will create your timesheet templates, bespoke rules and integrations.

Testing phase

We will conduct internal development and QA testing, including end-to-end testing, as part of our development processes.

The next stage involves handing over the solution to your system champion. This is followed by user acceptance testing (UAT) and training with the intended audience in preparation for the live launch.

Once users have familiarised themselves with the system, we find further changes and enhancements are suggested to optimise the system further.

Any fixes or minor tweaks (e.g. aesthetic form changes or amendments to rule ranges) will be implemented during this time until you are happy with the solution and are ready to go live.

However, if significant changes are required, we can quote for additional time to complete them.

Live phase

Once the testing / UAT phase ends, we will deploy the system for production use and provide help with documentation, training, and technical support as required.

For larger installations, the installation will take place on-site. We will spend a day at your premises to complete the installation, technical documentation and conduct end-to-end testing of the new environment.

We will liaise with your IT team before the installation to confirm the new servers, environment, workstations, and user credentials are set up and available to support the system.

For smaller systems, your IT department can install the software. We will provide remote desktop assistance and telephone support throughout the installation.

Alternatively, we can attend your premises to complete the installation. We will spend the morning installing the system with the afternoon focusing on the day-to-day operation of the system. We will spend time with system users to show them how to scan and verify timesheets and manage exceptions.