The legacy system for timesheets was not fit for purpose given increased level of research and requirements by funding bodies. It involved manual timesheets using spreadsheets, manually sharing timesheets with central teams, complex and untimely approval processes and manual checking of accuracy of timesheets against actual hours in the SAP finance system.

The Challenge

With a growing research program and an increased number of funding proposals, the University of Warwick needed an efficient way to comply with funder requirements for accurate timesheets. The legacy system for timesheets was not fit for purpose given increased level of research and requirements by funding bodies. It involved manual timesheets using spreadsheets, manually sharing timesheets with central teams, complex and untimely approval processes and manual checking of accuracy of timesheets against actual hours in the SAP finance system.

• Lost administrative hours on manual processing
• Considerable amount of time spent ensuring accuracy in timesheets
• Cumbersome time-consuming submission and review process

The Solution

The Research Projects team at Warwick chose to implement Vidatum Timesheets to fulfil funder requirements and increase the efficiency of the process. One compelling reason for selecting Vidatum was the experience in the Higher Education sector and a deep understanding of the Research Project lifecycle. The system was configured with the University of Warwick’s timesheet forms, workflow, terminology and processes. Vidatum team worked closely with the team at Warwick throughout the configuration process to ensure a successful tailored implementation.

• Decreased administrative burden
• Freeing up administrative FTE’s
• Far less time spent ensuring accuracy of timesheets
• Clear view of effort spent on projects with clear approval processes
• More timely accurate information for reporting and decision making
• Seamless process with full integration to existing system

Results of Implementation of VIDATUM Timesheets

• There was a significant saving of administrative time.
• There was a significant improvement in timely management information allowing quick identification of individuals that could be re-allocated to more worthwhile income generating activities. VIDATUM Timesheets integrated with Warwick’s HR and Finance system (SAP) to ensure seamless switch over to automation of timesheets.
• Timesheets submitted and approved on a punctual basis.
• Approval process made seamless using a workflow engine, which ensures timesheets go to appropriate approvers.
• More than 430 Timesheets now processed per month using Vidatum Timesheets.
• Finance department uses the new system as input for salary journals.
• Clear real-time view of Timesheets across departments, which was not possible before.