Access to key figures at anytime
A thorough research process led Belgian Xedis to TimeLog, resulting in 24/7 access to key information and an improved business overview.
Comstomer Succes Stories
Xedis is a dynamic company founded by experienced service delivery managers and project managers advising companies to set-up, structure and operate their IT services and organisation. As other consultant businesses within the IT sector, their consultants work on many different projects and need to be able to do time tracking both in-house and at clients locations.
A range of seperate systems led to errors
An old database with an internally developed system for time tracking and a range of other systems to manage the project planning, invoicing, CRM and other processes, made it difficult for Xedis to access the right and full information which led to mistakes.
On that basis, Xedis decided to look for a new system that could meet their need for remote access to time tracking, and on top of that a solution that incorporated most of the business processes in a single system.
“We needed a more professionalised system you can say, but not a heavy one, because we are not that big a company. So we looked for a solution that made time tracking and invoicing possible, and as we do some project work it would be useful if that was integrated in the solution too,” explains Geert Vansteenkiste, Managing Partner, and continues: “We had a range of requirements, which we were looking to get fulfilled, but again not to the degree that would get us a complex system.” You can see Xedis’ list of requirements for a new system to the right.
Few products made the cut
Xedis searched on the Internet in order to investigate possible products to see if they could find a suitable system or if they needed an internally developed system: “We found that only a few products were able to meet the needs for our type of business (consultancy projects, being a mix of fixed price and time and material projects). TimeLog was one of them.
Another decisive factor was the need for a tool which was easy to use (even for our contractors) and always available (even for consultants who are abroad or in other countries),” tells Johan Debruyne, Managing Partner.
A need for precise overview
The system Xedis used earlier did not create an overview, with correct on-time (even real-time) information available, and Xedis needed that in order to gain an accurate business overview at anytime. To change that it was important for Xedis that a new system was not too time consuming for the consultants, they needed a fast and easy way to register hours, which also led to a nearly automatic creation of invoices based on the consultants’ registered hours.
Security - an important issue
Another important aspect for Xedis was the security of the system and the data in it. The fact that data in TimeLog is secured but always available, even if something goes wrong and the system should crash was crucial:
“We wanted a secure system where we are able to access data all the time. This we can do with a web based product such as TimeLog,” tells Johan Debruyne and is supplemented by Geert Vansteenkiste:
“We wanted to keep track of contact info, CRM, follow up, the sales pipeline and features like that. For that purpose SAP is way too heavy for our size and the fact that TimeLog could do this based on the registered data from time tracking was decisive for our choice of proceeding with TimeLog.
A clear and improved business overview
Since Xedis choose TimeLog as their time tracking system their business overview has improved. Today Xedis’ consultants register every hour into TimeLog. Their time tracking makes Xedis able to generate a large number of reports and gain insight into the business overview:
E.g. the consultants use the Timesheet-reports for validation with customers. The project managers and business managers create and manage projects and consultants with TimeLog. The sales department uses TimeLog CRM where the opportunities- and sales-pipeline improve the overview of the sales process. Administration creates all invoices in TimeLog and at the same time checks validity of hours spent at customers’ site as well as the consultants’ timesheets. Finally they use the management reports extensively to report about sales-pipelines, sales opportunities, added value and the total invoiced amount each month.
Overview and 24/7 access to all key figures
“For Xedis, TimeLog is the core tool for our management and of our administration. Since we started using TimeLog , we certainly feel that we have access to all our key figures 24/7 and that they reflect our key information 100%. This allows us to monitor and manage our company better and much faster than before,” tells Johan Debruyne.
“Compared to earlier, time registering is much quicker now and we get the prognoses for how the forecast looks like for the organisation much quicker. And it is the same with invoicing, its faster, more effective and efficient. At the moment TimeLog fulfills our needs and we use it on a daily basis which works quite well. The main point is that everything is in a central system, we use it as much as we can, and if we run into problems we use TimeLog’s Support, were we get the help we need,” Geert Vansteenkiste adds, and continues:
“Altogether this means that our situation has improved considerably today compared to before using TimeLog. Also, we had no problems with the implementation process, even though it was a remote installation followed by a remote training session. TimeLog’s Service Department handled it fine, and our latest upgrade went fine.”
List of objective criteria used in the selection process
- Ease of billing process (+ risk analysis for loosing data or the possibility of not being able to invoice on time)
- Ease of use and user friendliness (both from the end-user or consultant’s point of view, as well as from the management point of view to access reports and stored information)
- Web-based access
- Quality of the tool
- Added value (CRM, planning – to measure the economic value of the tool)
- Quality of the reports (both layout and content)
- Stability of the tool
- Ease of installation and maintenance (more ICT-value versus cost related)
- Quality of the documentation (overall quality check of the provider)
- Computer resources needed (ICT cost related)
1. Xedis now has a central tool for both management and administration. That means that they have access to all key figures 24/7 – and fulfilled their need for information 100%
2. Xedis got a solution that almost automatic makes the employees time registrering into invoices.
3. With a top secure web based solution, Xedis can now concentrate on business instead of worrying on security.
“Since we started using TimeLog we certainly feel that we have access to all our key figures 24/7 and that they reflect our key information. This allows us to monitor and manage our company better and much faster than before 100%.”
“TimeLog is the core tool for our management and of our administration.”
“Our situation has improved considerably today compared to before using TimeLog.”
“We had no problems with the implementation process, even though it was a remote installation followed by a remote training session.”
“Compared to earlier, time registering is much quicker now and we get the prognoses for how the forecast looks like for the organisation much quicker. And it’s the same with invoicing, it is faster, more effective and efficient,”
“At the moment TimeLog fulfills our needs and we use it on a daily basis which works quite good.”
Xedis is a dynamic company founded by experienced service delivery managers and project managers advising companies to set-up, structure and operate their IT services and organisation.