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Time Tracking – To Do or Not To Do?

ASAE and the Center for Association Leadership

Jim Larson, CPA

Partner

Trevor Williams, CPA Senior Manager

May 5, 2011

Time Tracking – To Do or Not To Do? ASAE – The Center for Association Leadership

Jim Larson & Trevor Williams Gelman, Rosenberg & Freedman, CPAs

Jim Larson, CPA Partner, Gelman, Rosenberg & Freedman, CPAs

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• 25+ years of experience in auditing and financial management solutions

• 15 years specializing in nonprofit entities – Travels internationally for International NGOs

• Nonprofit Involvement: – Member, ASAE’s Finance & Business Operations Section Council – Board member, Mill Creek Towne Swim Association – Former board member of Mentors, Inc.



3

Trevor Williams, CPA Senior Audit Manager, Gelman, Rosenberg & Freedman, CPAs

• Senior Audit Manager • Nearly 20 years of experience with audit functions, contractual

compliance rules, regulations and policies • Supervises the overall planning and administration of audit,

review and compilation engagements • Nonprofit Involvement:

– Board member of MD/DC/VA Chapter of the Lupus Foundation of America

– Board member of Mentors, Inc.



• What alternatives are there for time tracking?

• What tools are used to expedite the process?

• Pros and cons and making the Return on Investment (ROI) decision 4

Time Tracking Discussion



• Which Key Professional Associations Committee (KPAC )organizations are tracking their time?

• To what extent is it being done (e.g., across the board or selected activities/processes)?

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Time Tracking Discussion



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Time reporting is simply the process of collecting time in employee timesheets and providing employees’ time in an intelligent reporting system.

Time Reporting – What Is It?



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Time Tracking Alternatives

Don’t track it at all



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Clock, Pencil and Paper



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Spreadsheets (Excel, Open Office, Google Docs, etc.)



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Spy on yourself software



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Goal setting with quarterly review



What Tools Are Used To Expedite the Process?

• In-house program vs. outside service provider

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Software Packages

• Review IT Department capabilities • Training time • Review/compare features • When is it time to upgrade?

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In-house Programs

• Common features include expense tracking, mileage tracking, budgets, job estimations, customized reporting and invoicing

• Web-based and/or Microsoft Operating Systems

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In-house Programs

• Integrate with CRM tools, smart phones, etc.

• License-based, subscription-based, etc.

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Name Platform Features Integration Data-storage Licensing

1DayLater

Web-based

Online time tracking and invoicing tool. Includes expense tracking, mileage tracking, PDF invoice creation, real-time visualization of working habits. Updatable via web browser or mobile phone

iPhone, Sage CRM, Outlook. Other integration available on request

Hosted. Export to various formats, Microsoft Excel, Open Office etc.

Freemium

24SevenOffice Web-based

Complete ERP/CRM with timesheet module.

Integrated with accounting, invoice, project and CRM modules

Hosted. Export to XML, Microsoft Excel etc.

Subscription- based

5PM Web-based

Project management solution with time tracking and reporting. Desktop Time Tracker also available

Integrated with e-mail

Hosted. Export to CSV, Microsoft Excel etc.

Subscription- based



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actiTIME

Offered as both: Web-based SaaS service and downloadable web-based software for Windows or Linux OS

Weekly timesheets, Customized Reports, Estimates & Budgets, Billing & User rates, Job Assignment, Over/Undertime, Leave Types, Control Access Rights

Export data to Excel, another integration is available on request

MS Access, MySQL

Subscription- and license-based

BeeBole Web-based, Mobile

Weekly and Monthly Timesheets, Billing, Interactive Reports, Job Assignment, Leave Types, Role-based Access Rights, Approval Workflow and Multilingual/Multi-currency

Export data to Excel, Google (SSO, Docs, Charts, Maps), frontend Integration like iGoogle/Netvibes

Hosted. Export to XML/JSON, Microsoft Excel etc. Freemium



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BillQuick

Desktop + Web-based Microsoft Windows (Windows XP/Windows Vista/Windows 7)

BillQuick delivers time tracking, project management and billing while supporting professionals working from a PC, on a network and via web. True flexibility allows users to exchange data via e-mail, hand-held computers and cell phones from the field

Integrates with accounting packages like Intuit's QuickBooks, Sage Peachtree, MS Office Accounting & MYOB Australia. Also integrates with MS Outlook

MS Access, MS SQL

License-based

Chrometa

Microsoft Windows (Windows XP/Windows Vista/Windows 7)

Fully automatic time tracking software that captures all of your PC-based time. Records time spent within all applications, documents, e-mails, and web pages without data entry. Also records time while you're away and prompts you to add a note

No user input required

Export to Microsoft Excel

License-based



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ClickTime Web Timesheet

Web-based offered as SaaS

Online time and expense tracking for billing, payroll and cost accounting. Features job estimation, a desktop application, customizable reports, mobile access and incomplete alerts.

Integrates with all major billing and accounting software, including QuickBooks

Hosted. Exports to XML, Microsoft Excel, CSV, PDF

Subscription- based

Fanurio Windows Linux Mac OS X Unix Invoicing, time tracking, billing Address Book HSQLDB Shareware

FreshBooks Web-based

Invoicing, time tracking, estimates, expenses, staff and client management, accounting, personalized branding

iPhone, Basecamp, Shoeboxed, MailChimp, ZenDesk, LinkedIn, automated snail mail

Hosted. Export to various formats

Subscription- based



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Replicon Web TimeSheet

Web-based offered as SaaS

Provides employee time tracking, project time tracking, expense tracking and scheduling. Includes text reports with custom columns, graphical reports, email reminders, multiple approval paths, time off calendar

Quickbooks, Microsoft Project, ADP, Oracle, SAP, PeopleSoft, JDEdwards, Ceridian, WSDL/XML API

Hosted. Export to XML, Microsoft Excel, CSV, PDF

Subscription based

Visual TimeAnalyzer

Microsoft Windows (Windows XP/Windows Vista/Windows 7)

Fully automatic time tracking software that captures all of your PC-based activities. Records time spent within all applications, documents, emails, and web pages without data entry. Includes customizable graphical reports

No user input required

Export to CSV, HTML

License based



Outside Service Providers

• ADP • Paychex • PayUSA

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• Advantage • Checkpoint • PrimePay



Pros vs. Cons of Time Tracking

• Benefits for employees – Increases accountability – Increases ability to manage

time better – Enhances productivity

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• More benefits for employees – Allows for better understanding

of roles and responsibilities – Boosts sense of achievement

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• Benefits for Management – Increases accountability,

productivity and efficiency – Increases ability to track,

manage and account for time charged to multiple projects

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• Benefits for management – Enables management to

share time critical information and increase ability to make better financial decisions

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• Benefits for management – Restricts unauthorized project charging – Enhances employee scheduling – Reduces time spent by management on

nonproductive administrative tasks – Eases client billing

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Pros vs. Cons of Time Tracking • Cons

– Increases stress and frustration – Perception of “Big Brother”

watching – Expensive – Time-consuming

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Making the ROI Decision

• ROI should not be the sole basis for decision making

• Capturing employee data is not enough

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Making the ROI Decision

• More critical that the software integrates with your other business applications

• Ease and ability to share data between applications 29



Which KPAC Organizations Are Tracking Their Time?

• ADP • None • ADP includes EZ Labor Manager • Attendance on Demand • Journyx

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R E S U L T S



2010 InsideNGO Survey

• Other (i.e. Forum One, in-hse Lamp, KRONOS, Oracle E Business Suite, Quickbooks Timer, Replicon, etc.)

• Excel • None • ADP

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• Deltek Cost Point • Custom



To What Extent Is It Being Done?

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Jim Larson, CPA [email protected] Trevor Williams, CPA

[email protected] Phone: (301) 951 – 9090

Website: www.grfcpa.com

Questions & Answers 4550 Montgomery Avenue, Suite 650N • Bethesda, MD 20814

mailto:[email protected]

mailto:[email protected]

http://www.grfcpa.com/

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