Name: AI-Powered Time Tracking Improves Organizational Efficiencies
Uploaded: 2026-03-14T06:46:06.164Z
Duration: 1 h 8 s
Description: AI-Powered Time Tracking Improves Organizational Efficiencies

Transcript for "AI-Powered Time Tracking Improves Organizational Efficiencies": All right. Hello. Howdy. Hi. And welcome. And thank you so much for joining us today in our feature webinar and solution speed session presentation entitled AI Power Time Tracking Improves Organizational Efficiencies. So we know that AI is quite the buzzword right now. You hear it everywhere. And this is for a very good reason. AI has the power to completely transform an organization and especially when it comes to things like time tracking, because imagine being able to reduce your administrative time and then increase that on the time used on projects. And if you're finishing projects faster, you can take on more, taking on more projects means more profitability. And as a professional services organisation, your time is money. So we want to make most use of your time. And that is what we're going to show you today. But before we get too far ahead of ourselves, I should probably introduce myself. My name is Curtis Domaniak, and I'm a product expert with Deltek. And I've been working with the product for about five years now. And today, I'm really excited to show you all what the product is capable of, how much it's grown, and how it can really help your organization. So a few housekeeping notes before we continue. First is please use Google Chrome or Firefox for the best webinar experience. We've tested everything and those are the two that seem to work the best. Now, if you're hearing this, you're probably not having any issues with your audio. If you are reading this and wondering why there's no sound, well, make sure you have all your streams organized. You're not outputting to your microphone, but the only way will be through your computer, there is no dial in. So just make sure everything's adjusted properly. And if I'm sounding quiet, turn your volume up, don't worry, there won't be any jump scares. As well as you can also download this presentation as well as a ton of other resources in the aptly named resources widget. So if there's anything you see there, feel free to download and peruse. All these widgets can also be resized. So if you're using that luxurious three monitor spread, feel free to stretch out and enjoy the webinar to its full potential. And finally, of the biggest questions we get asked every webinar is, will I receive a copy? Answer is, of course, yes. Check your inbox within twenty four hours and you will have a copy that you can rewatch, share, applaud for, replay my cheesy jokes, whatever the case may be, it is at your demand and use it whenever you need to. And finally, we will have a question box. Now we won't probably be able to answer any at the end of the webinar, but we will get to them all offline. So feel free to enter anything that pops into your head at any time. I am pointing to an imaginary question box up at the bottom of your screen, which is where it usually appears, but depending on your layout, it'll appear anywhere. But feel free to enter anything into that box. We'll make sure the people with the answers get in touch with you. So here's a quick look at our table of contents for today. First, we're going to look at who and what is a replicon. Then we will look at AI and automation and time sheets and how it can revolutionize and make you way more efficient. And finally, we'll see how that can connect to an ecosystem, current or future. So who is Replicon? Well, Replicon started over twenty five years ago as a small little web timesheet one point zero. And since then, has grown and evolved a lot to say the least. It is so different and it is so amazing. We have become a provider of the most advanced time tracking and PSA solutions. We have global expertise in managing comprehensive programs and projects. We have a cloud based scalable solution for time tracking and PSA with over 2,400 customers now. And we help provide support and guidance on labor laws and that sort of thing compliance, I guess, in 75 plus countries. And in 2023, we were acquired by a Delta. And since then, the platform has grown and evolved so much and it's really become what it is now in tandem with what's happening at Deltek. So we're really excited to set out and launch our premium solutions and release them out into the world and help you professional services organization reach your highest heights. And to do that, we'll show you the platform. So without further ado, we're going to see the demo of Replicon in action. So just give me a second to switch my screen over and we will kick things off. Alright. Welcome to our platform. What you see before you is ZeroTime, our specialized AI timesheets. So as we've mentioned before, and I'm sure you've heard a million times, but AI is everywhere. It is the buzzword. And for good reason, it is so capable of transforming the way an organization operates and works, especially when it comes to professional services organizations. But transformation can be daunting. It can be scary. Transformation can be great for an organization, but it can also come with a lot of roadblocks, hurdles and headaches. So when we made ZeroTime, we wanted to ensure that all those roadblocks, hurdles and headaches were avoided. We wanted to make this process as simple, efficient and easy as possible for every single person involved. So I'm sure some of you are familiar with the maybe the end of the day or the end of the week, going through everything you've done, trying to remember what you worked on and putting that into a timesheet. Here you can actually see my culmination of the last two days all laid out before me in a pretty, understandable but busy fashion. And I did not have to go through my calendar, I did not have to pull things, I did not have to spend two hours on administrative tasks trying to remember what I did. What we are doing here is giving you granular outlook into what you did during a day, a week, a month. And this is so important for professional services organizations because time is so valuable, you only have so much and you need it to put to good use. So if you're understanding how you're using your time in such a granular fashion, you can better improve how you're using that time, you can plan that time better, and ultimately this is going to help you increase profitability within your organization. So how did we get all this data? Well, is through our collectors. Our collectors are plugins that allow you to gather data from different platforms. So some of the more popular ones that we see use a lot are going to be Google Calendar and Microsoft Outlook. That just allows you to really lay out your day. So before your day has even begun or your weeks begun, you know exactly what's expected of you, what you're going to be doing. And while you're working away during the day, it's going to pull that data and put it in your inbox. We know you spend your time in lots of different places. We got Zoom, browser extensions, Adobe. So whatever you're working on, that data is going to be pulled and it's going to be brought into the inbox. And also keep in mind that only what you need is installed. So if you're not using Adobe, you don't have to plug that in. Or if you don't want your Adobe data being pulled either, you don't have to plug it in. You're getting the options to configure this in a way that makes sense for you and your individual end users. But once it is pulled from whatever plugin you're using, you're gonna get this layout like you see here in my inbox. So this is the first stop from whatever platform to zero time. And when it's in zero time, not only you're gonna get that time data, but you're also gonna be getting a title as well as things like project, tasks, where the location is. So you really are getting that granular insight on a very high level. So not only are you looking at, okay, was spent on this project, time was spent on this project task and this really caused some bloat on this activity, we need to shrink that down or we need to optimize that for the future. So we're really breaking it down allowing you to understand how your time is spent and you're not spending time trying to understand how your time is spent. You don't have to go back at the end of the week and try remember you're getting down to the minute because you can see we have chunks here that are thirty minutes. But if we scroll down, you'll start to see lower increments as well as five minutes, even two minutes. So every single second of your time is being accounted for. And again, important for understanding how your business operates. We do also understand that sometimes there will be things on your calendar that do not need to go on your T and M sheets. Maybe you have an appointment or a lunch or whatever the case may be. So once you start marking that as private, the platform will start to understand which of these activities are gonna be private and it's gonna mark them as so, and anything in private will not be applied to a time sheet that's gonna be moved aside, that's only for you, no one else will see that. Otherwise, it all gets sent to your inbox. You get that granular data. And from here, once I've decided, this is all the work I've done, or maybe I realized, hey, we had that emergency meeting that wasn't on my calendar. I need to fill that out. You do also have the option to open up a note and you have all the same granular data so you can spot in anything that may have been a last minute add to your calendar, but regardless, you're going to have that full capture of everything you've done and it's organized by day or week. So you can really just sort through everything in a pretty quick and simple fashion. So I've looked through my two days here and I said, yeah, looking good. This is what we're gonna send over. We are going to accept these guys, let's go. And they will be launched over to our accept platform here. So in our accepted, again, is gonna be laid out by day. And this is kind of our next stop, our last kind of staging area before we apply it to our timesheets. So once it's been accepted, this is able to be applied to a timesheet and when we hop over to smart timesheets, we can see that we have our timesheet here, it's ready to go, it's waiting for our minutes, we have everything selected for this timesheet period and we simply just go apply 71 to timesheet, we'll give it a second or two, this is data compute and it'd be much slower using our brains anyway. So we'll give zero time a couple seconds ahead of schedule and here we go. Look at all of this data. We have it all broken down by project, program, task, all this data is filled in. We have daily information on the bottom here, as well as progress on each different task organized by day, everything quickly ready to go. I can submit this timesheet and we're off to the races. And another beautiful thing about ZeroTime and Replicon is the amount of timesheets and formats that you have within our platform is limitless. So that's the next thing we're going to check out. I'm just going to switch my view here and we're going to hop over to Replicon and understand how we use AI and automation in our timesheets again, to make your life easier. So we've landed over at one of the end user pages. So this is just your average user who's entering time in whatever fashion, and this is the homepage they're gonna see. So they're gonna see what's going on. We have the capabilities of doing time off right in the system. They can see their time offs that are coming up. But today we're focusing in on time sheets and automation. So we can see Christina has a few time sheets that are overdue. We're gonna hop in here and open one up just to see what an example of a more simple timesheet would look like. So here we can see we have timesheets that can do time in, time out, break times, training and activities, holiday hours are automatically applied. That's all part of the automation of the timesheet. But really sets our timesheets apart as well is the amount of configurability that you have within the platform. So this is a little bit more of a basic timesheet, but I'm going to hop over to a different user just using my quick portal here. And we're going to check out client project times. This would be more of a professional services organization use case. So here we're going to see Matt Wolf. Matt Wolf has a little bit more of a in-depth timesheet. So the first one we're gonna open here is actually empty. And again, as we just talked about filling in timesheets can take a lot of time, but we still want all that granular data. So we have a couple options. If we've already filled out a timesheet previous weeks, we can just quick fill it with previous timesheets. So last week's in this instance, including time data. Now you have the option to overwrite with or without the time data, but again, this just allows you to fill in the timesheet. If it's the same project, you can populate everything this way and have everything done in a snap. And here you can say this one's a little different. We have options like CRM. So our project, we have billing, we'd include things like billing rates, comments, progress, whatever you need on this time sheet can be configured so that it works for your organization. But again, we want to give you that granular outlook. So like we saw previously with zero time, everything is filling in down to the project level, down to the task level. So you can really understand again how everyone's using your time. And if you decide not to use Zero Time, there are still ways where you can fill in these sheets quicker, effectively and using automation. So another option in this instance would be to use scheduled hours. So if we use scheduled hours, whatever you scheduled for, it won't have the specific projects times. But if you're working on the same project all week, right, you can very easily just fill in your scheduled hours, then click through manually. If you're working on the same thing all day, you can actually just copy and paste each one. So it's pretty simple, very easy just to get these timesheets filled out the way you need. And another way that we ensure these timesheets are being submitted in a proper fashion and making sure all the time is accurate, is we have what's called validation rules. So if we hop over back to our overview, we'll see, uh-oh, my current timesheet has failed. So if we go down, we'll see I tried to log my time for Thursday and Friday. Let's just say I clocked in at nine and I clocked out at fifteen and then eight, and I go to submit for approval. And I'm sure everyone's experienced this once or twice, but, oh no, I forgot a punch. Oh, it's fine. Someone will fix it. Right? We don't have to worry about this. What we can actually do is have things trigger called validation rules. So validation rules can cover things like minimum hours, overtime hours, project overruns, etcetera. And there's a couple of things that can happen when these validation rules are exceeded. So for in this example, we can see we hit a validation rule because we forgot to punch in or punch out. So it's actually going to reject this time sheet from being submitted. So that means I have to go back and it's going to save time in the long run from having that back and forth with someone else. But there is another option. If we decide, you know what, we want these to be submitted, even if there is a mistake, we can go back on the backend and fix them. Or if we want to see the mistakes, then we can have a talk with the user. We can actually have these timesheets that have been submitted by a user still go through and then they'll be flagged for a supervisor. So we're actually going to go take a look at a supervisor view so we can see how this process works for everyone. So within Replicon, we have a couple of different ways that you can have time sheets approved. They can be approved automatically if they hit, if none of those validation rules are triggered, but we can also have them go through different ladders of approval through managers. So for in this instance, we can see Richard has been slacking a little bit. Richard has a lot of timesheets waiting for him. So for example, if we head over to our timesheet approval page, we can see listed all the users that are waiting for timesheets to be approved by himself, as well as any of the warnings that have been triggered by these validation rules. And we can see what those warnings are. Now, depending on if say we have a validation warning for overtime and the overtime was approved, then we know this, then we can go ahead and approve the timesheet. If not, we can dive into these timesheets and dig down a little deeper and just get a better understanding of exactly what happened on these timesheets. And finally, another way that we govern our timesheets and make sure everything is running smoothly on overhead level is through our validation rules within our compliance dashboard. So I'm just gonna do one more teleport here. We are going to go to our system admin. So a lot of organizations have people working across the globe. This is no different for professional services. So if we head over to our pay codes and policies here, we can see on our compliance dashboard, we actually have a notification. So if you have employees working in a different province, state, country, there's a lot that goes into making sure those time sheets are filled out correctly and you're staying compliant with the labour laws of that area. So we wanted to make this easy again for everyone. And so we have an actual team that is monitoring all the payroll changes in our 75 plus monitored areas, and gonna go into their system, update that for you. And if there's any changes that need to be changed on your end, you'll see a review button here and all you have to do is review, acknowledge, you can dive down a little deeper if you wanna understand a little bit more. We also have change histories, etcetera, but there'll actually be blog posts on any of these things that have been updated so you can understand again exactly what's happening within each of these areas, but we really make it easy for you to stay compliant. You'll get a notification and you can dig down deeper and we even have the ability for you to set up custom rules. So maybe there's labor laws or union rules. You can build those in your system and if things are out of date, again, you'll get an update and you can dig down a little bit deeper and understand what's going on. Then you can update that as applicable. So really we are making, staying compliant, staying efficient and understanding how your time is being used as a professional service organization, easy to the use of AI and automation. And we've worked so hard to gather all this data. Now we need to make sure it gets where it needs to go. And for that, we have our connectors. So I'm just going to switch my screen here and we'll do a quick chat on all the different ways that we can connect the rest of your ecosystem with Replicon. So now that we've seen how Replicon can help you comprehensively capture all of that time data, not only do we need to get it where it needs to go, but we need to understand what all of this means for organization. Now we know you can kind of take a peek through your dashboards and your reports inside of the platform, but we know many of you are using different ecosystems, whether they be big or small, and that time information is going to be valuable throughout your whole ecosystem. So we've created our modern ecosystem blueprint as kind of a playbook for how to get your data where it needs to go. So off the top, we started with how the information flows into the platform. And once it's in the platform, we're going to help you analyze, transform, optimize and forecast. And we can capture that data within the platform itself, whether it be through AI or manual entry. And from there, we're going to help you better understand your people, how they're using their time, how they're using their skills and how that all relates to projects. And we do this through a number of different products that include global time off, project billing, schedule management, expense management, the list goes on. So we are going to be so comprehensive in how we capture your time, analyze it and optimize it. And from there, that broken down data can go into your other platforms in your ecosystem. So we have connectors for things like CRM and ERP, SAP being a very popular use case, as well as incident management, accounting and invoicing, HRMS and payroll, like ADP and other popular use case. And this just ensures not only are you having a big overview of how your time is being used across your whole organization, but then you're breaking it down, understanding how you can use it more efficiently. And when you're being more efficient as a professional services organization, you're making more money. And that's the ultimate goal is we want to help you be more profitable and make everyone's lives easier. So before we wrap today, just wanted to remind you that we are Dell Tech and we are talking about our Replicon platform and we are in the business of powering project success for project based organizations of all sizes. Today, we took a look at just a tiny slice of our Replicon platform. And if you want to find out a little bit more, feel free to check out our website where you'll be able to explore more of the platform, understand what we do, how we can help you answer questions, request a demo, the list goes on. We also have other recorded webinars there, and you can also find out if you want to explore a little bit more of the platform. We'll be hosting some more of these solution speed sessions in the future, and you can find the dates and times there on our website. And finally, again, if you have any questions, feel free to submit them in the Q and A box on your screen right now. We're just about to wrap. So if you don't get it in time, you can send me an email directly at the bottom there, curtisdohanigdelltech dot com. The last name is a little bit of a doozy, but we want to make sure your questions are answered. So reach out to us in any way and we'll get back to you as soon as possible. You will also be getting copy of this webinar within twenty four hours and in that email you also have a ton of resources that you can browse through, including customer stories. And finally, will also get a poll question after this webinar, please answer that one, it helps us to help you more. We want to know what you guys think of these webinars and how we can better cater them to the audience, but also just lets us know that we can get in touch with you. That's all we want to do is we're here to help. So thank you so much for joining us today. We really appreciate your time. Hope you're staying happy, healthy, and we hope to hear from you soon. Take care and enjoy the rest of your day.