La Trobe University is a multi-campus university based in Melbourne, Australia. Known as one of Australia’s leading research universities, the school has a worldwide reputation for academic excellence and innovation. In its 40 years, La Trobe has grown to a sizable institution with more than 30,000 students and a network of campuses throughout the continent.
The University’s IT department has been expanding over the last several years, and now has 180 staff members. Much of the department splits its time between projects for the University and working on IT applications. In order to determine where employees were spending their time, La Trobe implemented Replicon’s TimeCost and TimeAttend solutions.
Detailed Information & Reporting Assists Management Decision-Making
La Trobe’s IT employees use Web TimeSheet on a daily basis for entering time spent on projects as they work. The Web-based system creates consistency in the time-entry process, eliminates the hassle of paperwork and offers the ability to customize the timesheets to meet a La Trobe’s unique needs.
Employees enter their time into a simple and intuitive online interface, which also gives them the option to enter comments describing the work they’ve performed or other details that are associated with their time entries. Individual projects and even specific parts of projects can tracked within the system.
Every week, La Trobe’s IT supervisors review the timesheets and can approve them in the system with just one click, saving them valuable time and making the entire process hassle-free.
Powerful Reporting Capabilities
After initial supervisor approvals, La Trobe exports data from Web TimeSheet into their own internal reporting system for IT management team to review. Having this detailed data enables managers to see exactly which applications IT employees are their spending time on, and how much.
While La Trobe has its own internal reporting system, team leaders are able to easily access the information from Replicon’s Web TimeSheet solutions in order to seamlessly create robust, valuabletime-tracking reports for management. For customers like La Trobe who are interested in exporting data to other applications, Replicon offers a developer tool kit and support teams who can walk them through the set-up process when needed.
Web TimeSheet also offers the ability to review “at-a-glance” reports as well as to drill down and see very detailed reporting of data. There are over 100 built-in reports that can be generated in one click and customized.
“We track our time against each of the projects and applications,” said Mary Robinson, Team Lead, Process & Design Team at La Trobe. “For us, the number one benefit is being able to see where the time is going against which applications our IT teams are building. It’s been a huge benefit to management to have accurate information; the reporting has just been wonderful.”
According to Robinson, the detailed reporting helps their management team cost the projects in terms of number of hours it takes, identify any applications that require more resources and what employees have available time to allocate to other applications.
Ease of Use & Excellent Support
La Trobe’s IT department has been a long-time user of Replicon’s solutions, originally selecting it for a very small unit within the department.
“We only installed a few licenses at first. We liked what it did and the support we received, so we started adding users,” said Robinson. “It’s very easy to learn, plus I can’t stress enough how great the support has been; if you log a call they ring you back in an hour, and they’re very helpful.”
Replicon offers complete training, assistance with implementation and has a customer support team available 24/7 to solve any issues and answer questions about their solutions. “Having this level of support available to us has been a tremendous value. They are committed to customer satisfaction,” said Robinson.
Roughly half of the IT department uses the Web TimeSheet for all time tracking, while the rest only use it to track time on certain projects. According to Robinson, because of their confidence in the application, scalable functionality and positive experiences with the Replicon support team, in the next six months, La Trobe will be rolling out the Web TimeSheet to rest of the IT department so that all 180 IT employees will be tracking 100% of their time.
"For us, the number one benefit of [Replicon] is being able to see where the time is going against which applications our IT teams are building. It’s been a huge benefit to management to have accurate information."