Case Study - Introduction of Automated Timesheets & Invoicing at Ricardo
Ricardo contractors historically used a variety of paper based timesheets, some run off their Intranet system R-World. Timesheets were sent to the contractor's agency and invoices were sent and paid on a per contractor basis.
elemense became the managed vendor for contract recruitment in May of 2008. At the time there were 180 contractors on 3 sites across the UK. Following the transfer of all direct and indirect contractors to the
elemense payroll, a new Intranet based timesheet and consolidated invoicing system was introduced using R-World.
As part of this process, elemense also worked with Procurement to set up system of blanket purchase orders to cover contractor recruitment which incorporated a much improved authority to recruit process. This eliminated the need for numerous purchase orders per contractor while adding greater control of the recruitment process.
All contractors would complete timesheets on R-World, worked hours would be recorded and an Excel based feed would be sent to elemense. Using the feed, elemense would provide a single consolidated invoice for payment.
elemense produced an Induction Manual for all new and existing contractors containing user instructions for the R-World timesheet system and a general FAQ for both R-World and general pay related queries.
The system was introduced successfully and has significantly improved the complete time sheeting and payment process.