Frequently Asked Questions

Here are some frequently asked questions about our eTimeSaver timesheet scanning and processing system. Hopefully these will answer most of your questions but if you have any more complex questions or require further information, please don't hesitate to contact us.


Pre-Project


Implementation

How soon can you install a solution?

We have direct access to software and scanners allowing for swift delivery. Scheduling in development resources for form design, integration and training can usually be done with a matter of weeks.

What IT equipment required?

Our timesheet scanning solutions run on industry standard Microsoft Windows systems. We can liaise with your IT staff and suppliers to ensure compatibility, but any modern Windows based PC should be adequate. Please click here for some recommended requirements. We would be happy to discuss specific requirements further if you contact us.

How quickly can the system read timesheets?

As a rule of thumb you can reduce a full day's manual entry to less than half an hour. In our experience a form can take anything from 1 to 20 seconds to capture - roughly 5% of the time it would take to manually enter the data.

The factors which govern this speed include the design of the timesheet itself, the number of fields and most importantly how the timesheet has been filled in.

I'm concerned about getting invoices paid. What other checks and rules can be applied to improve speed and accuracy whilst ensuring accuracy?

With the use of additional scripts or modules the system can perform numerous checks on the data you're processing which can add additional benefits to the obvious speed increases offered over manual data entry.

Time checking

Checks that the start and finish times minus breaks do actually add up to the total time being claimed. This can guard against the worker incorrectly adding up their hours, or the system incorrectly reading a time on the sheet.

We can also flag up timesheets with unlikely or erroneous numbers of hours. Perhaps warn if a timesheet has less than 2 hours for a day or over 10 hours.

Data reconciling

If a name or number written on a timesheet exists in a database (e.g. your booking database) then checks can be made that staff numbers or names are accurate against that data. If not, the system will tell you that there is a mismatch. This can guard against time being allocated to the wrong employee number or assignment code.

Date checking

Checks that a week commencing or ending date does fall on the required day (i.e. checks that 4th May is actually a Friday).

Address validation

Checks against either the GB or QAS electoral and postcode databases to make sure addresses are legitimate and read correctly.

Bank detail validation

Checks against the Experian Payments Bank Wizard not only to check the account number and sort code are valid but also the type of bank account and the branch address.

Can the system only read handwriting?

The system can recognise printed handwritten characters, machine print, bar codes, the presence of signatures and tick boxes.

The basic TeleForm component sounds great. What else can it be used for?

TeleForm is not just a timesheet processing system. It is also an extremely powerful forms design and data capture system which allows you to create and extract data from any sort of structured form. Typical examples of alternative uses include questionnaires and surveys, application forms, expense claim forms, in fact any form that is to be filled in by hand and the results input into a computer system.

How many forms can I scan in one batch?

The maximum number of forms you can physically scan in one batch is usually limited by the number of pages your scanner's sheet feeder can handle. Typically, a medium volume scanner will allow 50-100 sheets at a time but we also support scanners with many thousand page capacity. eTimeSaver can scan and process hundreds of forms or thousands of pages per day, depending on your form design.


Training


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