“After assessing other tools, we found that Projectworks was the only timesheet management system that had all of the features necessary for Aware Group’s consulting model. The ability to track timesheets against specific projects and related tasks; then to link straight to client invoicing has been invaluable.” — Jeffrey Brown, Head of Operations

The Challenge:

Plans for global expansion highlighted the need to consolidate systems.

Aware Group were in growth mode and were working towards expanding their presence globally. However, they had disparate systems for managing their business which were difficult for staff to use and costly for the company.

With plans for opening new offices and increasing headcount, Aware Group knew the overhead and ineffectiveness of these systems was no longer sustainable and could hold the company back. A new solution on a simplified stack was needed to support the expansion of their business.

“The rich resourcing and capacity reporting helps us plan the business. We know what we have available and coming up, allowing us to effectively manage workloads as well as staff wellbeing.” — Jo Mickleson, Capability & Growth Advisor

The Solution:

Projectworks provided a simplified solution, bringing together business systems and allowing for custom APIs.

Since migrating to Projectworks the challenges Aware Group previously faced have been removed. Their systems are simplified and the core functions of timesheets, financial forecasts, capacity planning, resourcing, and invoicing are consolidated within Projectworks.

Resourcing meetings are now more focussed and driven by the inputs from Projectworks. This has provided a clearer view of upcoming commitments and eliminated worries of over- or under-committing to project work.

Aware Group staff find the new timesheet process is simplified with the business seeing timesheets being kept more accurately, resulting in increased revenue. Timesheet data now links with invoicing so preparing invoices is a faster monthly process. It’s easy to see which projects have been worked on and which have unbilled time, allowing Aware Group to invoice at full capacity.

With Aware Group’s skills in business intelligence, they are also making use of Projectworks API and direct data connection. Data from Projectworks is used to feed a number of Aware Group’s Power BI reports, including a report to easily track staff overtime. With this information, Aware Group can ensure that any extra time their staff works is given back as time in lieu or as extra pay.

The Results:

• More focussed resourcing backed by data
• Ability to invoice at capacity with more accurate timesheets
• API and data connection to Power BI reports

Aware Group is now ready for expansion.

Aware Group found Projectworks easy to adopt into their business. Implementation and onboarding was quick and staff now find it easy to use. Aware Group is confident in the support Projectworks will provide as their business continues to expand.

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