REVIEWER: Angela Meek, business analyst for ACS Dataline, LP.

BACKGROUND: ACS Dataline, LP is a fully integrated technology services company providing expertise in technology deployments, dispatch services, voice/data cabling, network infrastructure maintenance and support across the nation. ACS Dataline is based in Austin, Texas, and has provided technology services for government and private institutions for the past 23 years.

PLATFORMS: Windows NT, SQL Server 2000.

PROBLEM SOLVED: ACS has technicians and support staff stationed in a variety of locations and must track their time and travel expenses seven days a week. At one point, all time sheets were faxed, emailed, mailed or hand-carried into an ACS location on paper forms. Once collected, four individuals had to manually key these sheets of data into spreadsheets for payroll and upload into the accounting system. All of ACS Dataline’s hours are billed to project numbers, and tracking the status of those projects with paper sheets has always been daunting.

PRODUCT FUNCTIONALITY: ACS currently uses the timekeeping and mileage tracking functions of Journyx Timesheet version 7.5m2. The system is live 24x7 and allows technicians to key in their time and mileage from any location with Internet access. It remains scaleable for ACS Dataline’s growing workforce and easily integrates with HR and accounting systems. Because the weekly data is keyed into the system by employees and exported in a mass file, the number of full-time employees that were required to gather data and input it into other systems has been reduced.

STRENGTHS: Timesheet is easy to navigate, with clearly labeled tabs and left-to-right screen flow. Some of the best features include custom color sets, ability to set up group access to projects or project sets, completely customizable pay/cost/bill code features, ability to set up a variety of user types with different security levels, ease of system install and upgrade, and the ability to easily and quickly export data for upload into other systems. The product offers global customizations set by the system administrator, as well as customizations and preferences that may be applied at the employee or end-user level.

WEAKNESSES: Out of the box, this product works great for most standard pay situations. ACS, however, supports several union areas that follow special pay rules. As a result, customizations are necessary for ACS Dataline’s Timesheet installation. Journyx is quite capable of providing the customizations, which are small plug-in modules easily installed on the server with little to no system downtime. The downside to these customizations is that they become a maintenance item for both the vendor and customer.

SELECTION CRITERIA: To accommodate company growth and minimize potential time-tracking errors, ACS began evaluating alternative time-maintenance methods. After looking at a variety of timekeeping products, ACS chose Timesheet, an expense and time-tracking tool offered by Journyx, Inc. Timesheet offers a centralized solution that is timely, efficient, provides audit control over project numbers and minimizes human error.

DELIVERABLES: ACS utilizes Timesheet’s reporting features to review past time and mileage entries and drill through the data in a variety of ways (i.e., by employee, project, time period, cost element, etc.) These reports supply vendors with audit trails, managers with snapshot views of projects and employees with personalized history. A weekly file is exported to populate the company’s payroll and accounting systems.

VENDOR SUPPORT: Journyx provides exemplary customer support throughout the pre- and post-implementation period. An annual maintenance agreement provides for open access to the support center. Initial response times from a live person occur within 24 hours of a problem ticket. Support is always courteous, prompt and friendly.

DOCUMENTATION: While online customer support is available, the documentation that ships with the product is very thorough. Users can click a help prompt on each screen for step-by-step instructions and explanations. The only item lacking is an open-ended keyword search in the system for help. Alternatively, a printed copy of the manual may be helpful; however, there is no index for it either.

Journyx Timesheet
Journyx, Inc.
The Travis Building
9011 Mountain Ridge Drive
Suite 200
Austin, TX 78759
(512) 834-8888

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