The task management system within TimeSuite is closely integrated with both the project and timesheet modules plus IT Support.
Tasks allow all members of the organisation to communicate with each other regarding almost anything. This can greatly increase efficiency by storing all information in one place. No more emails, bits of paper, sticky notes and forgotten conversations.
There are a number of types of task which can be raised and tracked.
- Project specific;
- Telephone (or other contact);
- IT support;
- Journal; and
- Reminder (personal)
Depending on the task type, a timesheet entry can automatically be made during execution of the task or at completion.
This timesheet entry is then assigned to the project and cost centre specified during its creation.
The chargeout rates assigned by the project manager for the person completing the task at the date are used to calculate the actual dollar amount to charge the client if applicable.
Task Types
Project specific tasks are designed to facilitate communication and progress tracking of any project that the organisation undertakes. These can include not only client projects, but can also be projects to track assets, internal administration, regular internal meetings, holiday and illness leave and many other functions.
Telephone (or other contacts) saves time and money tracking communication. For example should reception receive a call and the person requested is not available, all the receptionist need do is create a new task for the person requested and enter the details. The task is then instantly available for the person to act upon. No more sticky notes or pieces of paper to get lost. The task is securely stored within TimeSuite.
This type of task can also be assigned to groups of people, whole departments or even everyone in the organisation with a few mouse clicks.
IT support is part of the task management system. Users with a problem or request simply have to enter details in the form and the task is instantly queued for processing by members of IT Support. Different priorities can be assigned to the task and it is possible to send alert emails or SMS text messages to alert IT Support of particularly urgent requests.
Upon closure of the IT Support task, the closer can have the option to enter the details of the task into a knowledge base which users can search in the future. This can provide a first line of information for commonly encountered problems, substantially reducing IT Support requests.
Journals are simply a record of events that have occurred. These can be used by anyone and simply provide a permanent record of an event against a project.
Reminder (personal) is just that, a function that allows each user to create personal reminders. These are not visible to anyone other than the creator.
You did remember to pick up that loaf of bread on your way home didn't you?
Completing tasks
Completion of tasks can automatically create timesheet entries. This saves large amounts of time and also helps improve organisational efficiency by
- Reducing the time required to maintain timesheet information
- Reducing the incidence of incorrectly recorded or omitted timesheets
- Allowing real time reports to be generated for project resources
Closing a task and creating a timesheet entry is accomplished in seconds. A few mouse clicks and
- the task is closed,
- a timesheet has been created,
- this information is recorded for your own use,
- the information is now available to the project manager and
- your timesheet is now available to Accounts
All in less time than it takes to write your time spent down.
Timesheets can also be created during task execution if, for instance the task spans several days or other tasks must be addressed before completing this one.
All tasks that you are involved in, eg tasks you raise or tasks that you are assigned to can be searched.
TimeSuite lists these tasks for you. One mouse click and you can view full details of the task.