Project Time Tracking Software

Software Tips

What is project time tracking

Project time tracking refers to the process of recording, documenting and analyzing the time spent on completing projects. Project time tracking typically involves recording hours spent by team members or employees on specific tasks within projects. This can be done at various levels, from individual task tracking to recording total times for an entire project.

Project time tracking can be done manually, for example by filling out time tracking spreadsheets, or automatically using specialized software solutions for project time tracking.

Who uses software for project time tracking?

The use of project time tracking software is widespread in various industries (construction, services, agencies, tradespeople, etc.). Companies of all sizes can use such software solutions to effectively track the working hours of their employees, the progress of projects and resource utilization. The use of project time tracking software can also be useful for freelancers, small start-ups or micro-enterprises.

Typically, project managers, team leaders and HR departments use this software to get an accurate overview of the time spent and the associated costs.

Why is project time tracking important

Project time tracking is important because time tracking provides information on how much time is spent on specific tasks or phases of a project. By tracking working hours, companies can better monitor the progress of a project against the original plan and predetermined budget. For service companies, project time tracking also enables accurate billing of services rendered to the customer. In general, an evaluation of recorded project times can be used both to optimize processes and to improve planning for further projects.

When should you use project time tracking software?

Using project time tracking software can be useful in various situations. If you are working on projects, especially if they have a very tight timeframe as a target, project time tracking can help you to track progress and ensure that resources are being used efficiently. Companies that bill their clients on an hourly basis will benefit from accurate time tracking to create accurate invoices.

If you are working on multiple projects or tasks simultaneously, time tracking helps you to distribute the workload and ensure that employees and resources are used optimally. Tracking working hours allows you to analyze work patterns. Especially in times of increased remote working, time tracking is a way to ensure that employees are working productively and that their working time is used effectively.

Software for project time tracking on-premises or in the cloud?

The decision between a cloud-based (SaaS) and an on-premises software solution for project time tracking depends on various factors, including the specific requirements of your organization. These factors include, for example, the organization's IT resources, budget, security concerns and flexibility of work requirements. Some organizations may prefer a hybrid solution to combine the benefits of both options.

Cloud-based project time tracking software

Advantages

• Flexibility and scalability: Cloud solutions for project time tracking offer the option of flexibly scaling resources. You can adjust the number of users and add or remove functions as required.
• Accessibility: Cloud solutions allow access from anywhere with an internet connection. This is particularly beneficial for remote teams or if you work from different locations.
• Automatic updates: The software providers take care of maintenance and updates. Users automatically benefit from the latest functions and security patches.
Lower IT infrastructure costs: As no local infrastructure is required, there are no costs for servers, storage and maintenance.

Disadvantages

• Internet dependency: The cloud requires an internet connection. If this is interrupted, you may not be able to access the data
• Data security: Some organizations are concerned about the security of their sensitive data in the cloud. It is important to check the cloud provider's security policies and measures.

On-premises project time tracking software

Advantages

• Data control: All data is managed internally, allowing more control over security and access
• Independence on internet connection: As the software is installed locally, you do not need a permanent internet connection to access your data.

Disadvantages

• High initial investment: On-premises software usually requires a higher initial investment for hardware, software licenses and possibly IT staff for maintenance.
• Maintenance effort: You are responsible for maintaining, updating and securing the entire IT infrastructure.
• Restricted data accessibility: Access to data may be restricted, especially if you want to work outside the company network.

4 important aspects for the introduction of project time tracking software

Make a target definition:

• Clarify the use of the data and the desired evaluations!
• Are process adjustments necessary in the run-up to implementation?
• Make the decision for stationary or mobile use!
• Determine which devices are to be used for project time recording!

Consider data protection aspects:

• Compliance with general data protection requirements (GDPR, BDSG)
• Consideration of employee data protection
• Compliance with participation requirements for employee representation (BetrVG)
• Securing data protection through technical and organizational measures
• Determining access to the software and evaluations

Define the required interfaces:

• Clarify with which existing IT systems data is to be exchanged
• Make sure that the project time recording system is compatible with the existing operating systems!
• Consider potential extensions!
• Pay attention to the existence of an open and well-documented API (Application Programming Interface)!

Involve your team and employees:

• Involve the employees or the team to develop a list of the necessary requirements for the software
.
• Make sure that the team can test the software extensively
• Make sure that the employees and the team accept the selected software and support its introduction.
• Develop a guide that explains the individual steps of project time recording to the team and employees in detail.
• Ensure that employees receive thorough training!

Tips and question suggestions

Tips for evaluating project time tracking software

• Check whether the software for project time recording can be adapted to your company! Can the required structures for activities, daily rates, authorizations, etc. be created?
• Ask about the evaluation and reporting functions! Are there statistics for time recording? Does the software provide clear graphical representations so that you can quickly and easily see whether your projects are cost-effective?
• Ask the provider whether the project time tracking software is scalable. This is particularly important if your project team is growing. The software should then be able to grow with it.
• Should the project time recording be stationary or mobile? Which devices should be used for this? Pay attention to IT security and encrypted data transmission in connection with mobile use!
• Check whether the project time recording software offers the option of switching tasks quickly and easily with a click. The easier and quicker it is to switch tasks, the more accurate the times are usually recorded.
• Test the software! How user-friendly is it? Do employees have no problems using the software after a short training or introduction?
• Check whether tasks can be selected and started using a QR code, for example! This is particularly helpful if tasks are started at different locations.
• Is it possible to select or assign tasks based on location? Are there, for example, geofence functions that support order or task entry? For example, is it possible to display a list of tasks in the software that is adapted to the respective location?
• Ask the provider whether project fields, activity or task data can be supplemented with your own fields?
• When selecting project time recording software, make sure that weekend and night surcharges can be calculated correctly and that the time changeover from standard time to summer time is automatic, for example.
• Ask the provider whether the software for project time recording offers features for plausibility checks when entering times.