BancTec is a global leader in business process outsourcing (BPO), providing financial transaction automation and document management services for clients in 50 countries. BancTec’s proprietary IP and deep expertise provides solutions across the financial services, insurance, healthcare, utility, transportation and government sectors. The company operates 21 BPO centers in the United States and worldwide with more than 2,000 employees in 14 countries.
In 2006, BancTec established a formal Project Management Office (PMO) to manage the increasing number of both internal and external projects associated with the company’s expansion and adoption of its proprietary IP platform by a growing number of industries. With the increased volume of projects being managed by the team for other departments as well as for customers, the PMO needed a robust, scalable time-tracking solution that could more effectively track and cost employee time on multiple projects in multiple locations.
Tracking hours associated with multiple projects being executed on a global level was daunting amid growing concerns about accuracy, data reliability and the overall lack of an organized, efficient system to not only manage hours but use hours data to fuel better business decision-making.
“As our PMO organization began to take on more and more projects, it was becoming critical to implement a technology solution that would not only provide us with a more efficient way to track project hours, but also give us more visibility into where, how and why we were spending time,” said Beth Owens, manager of the Project Management Office (PMO). Owens is the lead on project reporting, which includes an analysis of where time is being spent on projects and how projects get billed to other departments and customers.
By not having a time tracking solution and effective approval process in place, Owens and her team were spending numerous hours dealing with not only ensuring hours were submitted, but also reviewing and correcting data. On top of that Owens had to deal with the pain and additional hours associated with inputting all the employee time on various projects.
Three staff members were required every week just to input hours. With so much time focused on administrative tasks, Owens had to find additional time to then analyze the data to report results back to the teams and to upper management. And while the reporting was done through a painful manual process, Owens had lingering doubts about the true accuracy of the hours she was working with.
Owens looked at several time tracking systems and, with a background in software development, she carefully analyzed different solutions against a strict set of criteria. She ultimately selected Replicon because she liked the comprehensive, yet easy-to-use software time tracking features that provided her a complete system for managing project time. Convenient features – such as the ability to identify specific projects by name rather than project number, and the ability for managers and supervisors to access and approve timesheets regardless of location – were key differentiators.
Last year BancTec migrated their data to Replicon’s cloud-based solution and now enjoy seamless upgrades and anytime, anywhere access for staff in the field. Moving to the cloud made sense for Owens as the scalability and easy customization of Replicon solutions will be able to handle the PMO’s continued growth and expansion. Migration was easy as well with little to no downtime and the improved, intuitive user interface made staff training on the new system a snap. “Being on the Replicon Cloud is great because we’re able to take advantage of free and seamless upgrades with no disruption to our business,” said Owens.
"Being on the Replicon Cloud is great because we’re able to take advantage of free and seamless upgrades with no disruption to our business."
“The time-savings alone has been significant,” said Owens. “We’ve reduced the amount of time spent by three staff members working part-time on inputting hours to only one person part-time, gaining valuable time back that allows me to now focus on business.” Owens is now able to spend less time on administrative tasks and more time on value-add activities such as forecasting and more strategic counsel.
With Replicon, Owens is assured the staff project hours are accurate and reliable. Her team does not have to waste time checking the accuracy of numbers, and the reporting capabilities enable her team to view data in a variety of ways. “I now have peace of mind knowing that our data is truly accurate, and that managers and supervisors are also approving the right data,” said Owens.
This added visibility means that Owens is now able to track internal types of activities for bigger picture decision-making. “I can now see exactly where the teams are spending more time on support versus product development, and it’s helpful in defending why and where time was spent on various projects,” concluded Owens. “This visibility helps us see where we can improve on time management - giving us added value and ROI back to the broader organization.”