PRACTICE ENGINE Best Practices with Data Capture

Timesheets  Why are timesheets being used?  When are timesheets completed?

Timesheets  Set up service and analysis codes to reflect the work being done  Use of work profiles and Complete Minimum Hours  When are timesheets posted? What are the hold ups?  How far in advance should timesheets be generated?  Charge rates – how many charge rates are required? What is their purpose?  Consider rate types– set at client, service and job level  Are timesheets approved?

Expenses and Disbursements  Why should expenses be captured?  Get staff to do their own  Set VAT rates correctly  Use unit rates for mileage  Import disbursements when they are standard e.g. monthly, quarterly, yearly

Disbursement template

Links to Jobs  Using the schedule button to create timesheet entries

Links to Jobs  Using the Sync option when budgeting and scheduling  Use of mandatory jobs  Monitoring actuals vs Budgets

Summary  Review your system set up  Make sure the data that is captured is meaningful and being used  Make it as easy as possible for staff  Eliminate double entry  Lead by example  Keep it simple