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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 Report
17 March 2009

2. 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

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

4. 4© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
Gap Analysis
 High Level AS IS flow

5. 5© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
 Detailed AS IS flow
Gap Analysis

6. 6© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
 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

7. 7© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
 Resulting TO BE flow
Quick Wins

8. 8© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
 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

9. 9© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
 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

10. 10© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
 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

11. 11© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
Mid Term Solution
 Resulting TO BE flow

12. 12© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
Mid Term Solution
 TO BE resource planning

13. 13© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
 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

14. 14© TALLIC Pr. J. Charlottelaan 18 b0A 2600 Berchem Belgium Tel +32 3 218 82 00 www.tallic.com
 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