Care Communications Expense and Time Case Study

Download the Expense and Time Case Study below.

Business Situation

Consultants do not regularly visit the corporate office. A large percent of consultants work remotely while the others travel to client locations. This created a challenge for the timely submission of paper-based timesheets and expense reports.

Care Communications recognized an urgent need to implement an automated workflow solution for the time and expense processing and approvals. In 2008, Frohmund Burger joined Care Communications with the task of improving time and expense reporting. Initially, Care Communications implemented Project Accounting in Dynamics GP, and set up Business Portal for web-based data entry.

Prior to implementing Microsoft Business portal, consultants mailed time sheets and expense reports to the billing department for review and approval, managers were then notified about inaccuracies in the time and expense sheets. The greatest issue was that clients were not invoiced until 3 weeks after the services were rendered. Once Business Portal was implemented the turnaround time was reduced, but the limitations on the entry of a large number of projects resulted in a need for a more powerful solution.

Solution

Starting late 2011, Care Communications embarked on the challenge to find the right solution for their needs. “It was very important to find a robust solution from a company that had been around for a while” Frohmund explained. Care Communications solicited recommendations from their ERP solutions provider on solutions that would best meet their business requirements. After careful research and multiple demonstrations, Care Communications decided to select the WorkPlace Time and Expense solutions.

Along with the WorkPlace Time and Expense modules, Care Communications also decided to purchase a custom enhancement to add a productivity entry field. The complete solution tracks time and expenses by project/client and the number of items processed by each employee for the time reported in the transaction.

Services provided by Paramount consultants for the implementation and training ensured a smooth and successful project, with a live implementation in March 2013. Care ommunications and Paramount used multiple techniques such as user acceptance testing, hands on training, and webinars to instruct the new users of WorkPlace. The majority of employees became proficient with WorkPlace very quickly. The employees’ favorite aspects have been the easy to use interface, the ability to duplicate timesheets, and the ability to include attachments with expenses.

Benefits

Managers are also been pleased with the new processes for time and expense approvals. Frohmund noted “Managers love it! The e-mails are easy to approve or reject, and there has been great feedback from upper management”. No longer are mangers scrambling for timesheets to approve, and dealing with cumbersome Excel sheets and paperwork. Because of WorkPlace Care Communications billing turnaround time has decreased resulting in accelerated cash collection.

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About Paramount Technologies

Paramount Technologies is a leading global provider of web-based / mobile spend management and workflow automation solutions for midmarket and enterprise organizations. Our WorkPlace solutions automate Requisition, Procurement, AP Invoice Automation, Materials Management, Project Time, as well as Travel and Expense transactions. The WorkPlace suite of products can be deployed on premise or in the cloud and is universally accessible from any browser-enabled device. WorkPlace 2014 integrates seamlessly with Microsoft Dynamics, Sage, Blackbaud and other financial systems. Established in 1995, Paramount is a private company headquartered in Walled Lake, MI with regional offices across the United States and Canada.

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