Task, project & quality management
Contacts and directories module (CRM)
Web management and automation
Products, assets and sales
Sabre plugin module
Enterprise Architect connector
The AyMINE Framework Module
Activity records are combined with timesheets and by default they are created at the same time. This gives the manager a perfect overview of what work the workers have actually done. The system greatly simplifies work reports while creating accurate records to simplify control.
- A report is linked to both the task and the subject of the task
- Checking Timesheets
- Automate work checks: Use Artificial Intelligence
Timesheets always have to be linked to activity that is reported, which is typically:
The system allows you to link timesheets and activity records to other records, such as an action or a meeting. However, it should always be clear what the worker has been working on. That’s why most reports should be linked directly to the task.
A report is linked to both the task and the subject of the task
Most tasks are linked to one or more objects that are being processed, e.g. all requests from a project that needs to be analyzed are tied to one task.
Most workers work on the basis of a task and even the timesheets are linked to the task: When someone process, for example, 30 calls to customers, he/she reports the work to the task for several hours and does not have to itemize the time to 30 reports of work – single to each called client.
By linking timesheets directly to the task and processed records, the manager has an overview when approving:
- How many hours the worker declared
- What was the task he was working on
- What was the task subject
- Whether the task is completed
- Who else was involved in the task
Linking reports reveals both fraud and neglect
A fraud is typically shown by an employee or, rather, an external collaborator declaring hours disproportionate to the scope of the task. This is hidden, for example, by declaring hours for a task that was actually being done by someone else. By linking the checks to the task, duplicate reports are immediately clear and alert to the problem.
An overview of hours is displayed in an overview of completed tasks. This makes it possible to quickly identify not only tasks with suspiciously many hours, but also tasks that are short of them.
Managers should carry out these checks not only to avoid paying workers and freelancers for work that was actually not done, but also to check that the work was given the time that they had. This avoids problems in a later audit, which would legitimately reject tasks without actual time worked.
Last, but not least, timesheets linked with tasks are important resource to gather information about the work efficiency that is necessary for planning other project or activity.
What happens to the timesheet when you delete the master record?
Job statements are always tied to the object that the activity was related to – most often a task. If the task was deleted and the report with it, it would break the reporting. Therefore:
- Objects with reported hours cannot be deleted (It is possible to set them as cancelled).
- It is possible to delete entire areas and projects if they are no longer meaningful. In that case, tasks and other objects in them are deleted as well, but all completed job statements are moved to a special area – the storage area. They lose their link to the activity, of course.
Deleting with the Balance Scorecards module active
If the BSC – Balanced Scorecards module is active, statements older than 1 year are not relevant for job statements. The BSC module is replaced by analytical statistics. In this case, the reports are removed together with the main object without replacement.
Automate work checks: Use Artificial Intelligence
The system uses artificial intelligence to detect whether some tasks or some work groups show excessive hours. This makes it possible to detect inefficient work or even fraud in work reports. On the other hand, the system detects tasks that are probably not done properly because they are missing reports.
Artificial Intelligence is also trained to gather data about the time consumed on former projects and adjust plans for a new project. The historical data are essential for proper planning and complete the higher level of the processes quality according to the ISO 33000 standard.
How the artificial intelligence works in a report check
A self-contained algorithm evaluates all tasks and groups them by type and assignment. In the first weeks of use, it collects data and learns about nothing.
After the first stage, it is possible to run an automatic check that automatically alerts managers of anomalies. The manager contributes to learning by approving or rejecting reports. This gives the learning algorithm feedback by which it improves over the long term.
Artificial Intelligence detects even poor quality control by the manager
If the manager of a group does not attend to the check despite the identified anomalies, the artificial intelligence recognizes that the approval system does not lead to a real check. As part of the audit, senior management can point this out
Artificial Intelligence Prevents Bullying
Minor workplace bullying often manifests itself in inadequate tasking of one worker at the expense of the other. The deviations are on both sides – the manager can overload one crew, overload another.
The system also allows for detection of anomalies at the level of job allocation and to point out imbalances. It never decides for itself what is disproportionate and what is right, but the non-standard deviations are brought to the attention of senior management, who decide for themselves whether the anomaly has an obvious justification or needs attention.