Once the system was up and running and working fully, [each certificate] was down to a four to six minute window… If you did the maths, it’s probably about two days of time saving for that one individual.
Gareth Whittle, Corporate Services Manager, Engenium
The challenge
Every month, each live project needed a cost certificate showing time, cost to date and forecast to go with the client’s invoice. Across around 150 projects, cost controllers spent 10 to 15 minutes on each one.
Project managers also lacked control over time and expense approvals. Gareth Whittle says earlier IT changes had, in some cases, made things worse for staff.
The solution
OneIT built project cost reporting and a timesheet approval workflow alongside Engenium’s existing ERP, prototyping both first so the business could test them before going live.
Project managers can now approve or reject time themselves, without routing changes through project controls.
The benefits
Certificates down to 4–6 minutes
Each monthly cost certificate used to take 10–15 minutes.
About two days back every cycle
Gareth estimated a saving of about two days for one cost controller every invoicing cycle.
Control back with project managers
“That system overnight got rid of that issue,” says Gareth of the old approval problems.
What we built
Project cost certificates
Time, cost to date and forecast, ready to attach to client invoices.
Timesheet approvals
Project managers approve or reject time and expenses directly.
ERP integration
Works alongside Engenium’s existing ERP rather than replacing it.