Organizations in different countries often follow diverse norms regarding timesheet frequency. Even within the same country, various projects may necessitate different timesheet frequencies. The starting day of the week for weekly timesheets can also vary by country. Consequently, implementing a rigid timesheet cycle without flexibility in the starting day, particularly for weekly cycles, may impede the growth of businesses, especially on an international level.

WFMA can handle three types of timesheet cycles: Monthly, Fortnightly, and Weekly. For weekly timesheets, customer organizations can customize the start day of the week. This empowers the customer organizations to allocate their resources globally without being constrained by a fixed timesheet cycle.

A key element in bill and invoice calculations is the resource rate, which needs to be defined according to a specific rate unit. However, these rate units can vary. For example, a contractor might negotiate a monthly rate, while a staffing agency could assign a regular employee to a client project at a daily rate, and a vendor may charge an hourly rate for their services.

Customer organizations cannot impose a fixed rate unit on their clients; they must instead comply with the rate unit standards established by their clients. This necessitates that customer organizations be prepared to handle multiple rate units.

WFMA can handle three types of rate units: Monthly, Daily, and Hourly. This empowers the customer organizations to carry out business with different rate units.

Full-time deployment of resources is a common practice. In addition to this, staffing organizations should have the capability to deploy resources across multiple projects on partial bandwidth. WFMA offers the feature to deploy resources on partial bandwidth, providing the flexibility needed to grow the business without losing clients who request partial engagement of resources.

WFMA effectively manages the processing complexities of resources deployed across various projects, accommodating different timesheet cycles, different start days of the week, and different rate units

To maintain strict control over timesheet approval for internal projects, staffing organizations may choose to have multiple approvers for approving the timesheets. However, they might also find that the current number of approvers creates unnecessary overhead. In cases with multiple approvers, the organizational resource reporting hierarchy is followed to establish the sequence of approval. Whether increasing or decreasing the number of approvers, it’s essential to maintain the reporting hierarchy and approval sequence.

Organizations often hesitate to apply such changes to their business processes, fearing longer implementation times or disruptions to existing operations. WFMA addresses this challenge by facilitating immediate changes, establishing revied approval sequence dynamically, and ensuring a smooth transition without any disruptions.

In unexpected situations, a resource may become unavailable to submit his/her timesheets on time, which can lead to indefinite delays in timesheet processing and financial implications thereof, for the organization. Manual submission of these stalled timesheets potentially compromises data integrity, especially for organizations relying on software to manage their operations.

WFMA allows the designation of a proxy to submit the stalled timesheets. This proxy is authorized to complete and submit timesheets on behalf of the resource. Once submitted, the timesheets follow the standard approval workflow, moving through the designated approvers as usual.

In case of internal project timesheets approval, a designated approver may not be available to approve the timesheets timely, due to an unforeseen circumstance. In that case, the timesheet processing gets stalled indefinitely, causing financial repercussions for the organizations. An attempt to approve the delayed timesheet manually poses a risk to data integrity, particularly when an organization manages its business using software.

WFMA empowers the customer root administrators to approve the timesheet as proxy on behalf of the unavailable approvers. Following the proxy’s approval, the timesheet undergoes the standard approval workflow, progressing through designated approvers as usual.

As part of standard practice, staffing organizations deploy billable resources to clients. Additionally, a billable resource may not be deployed full-time. During different deployments, organizations should be aware of the remaining bandwidth of their resources to take informed decision in engaging the resources. Organizations also maintain non-billable resources to handle operational and administrative tasks. But an organization may decide to make a non-billable resource billable and vice versa. Thus, identifying which resources are deployable at any point of time is dynamic in nature. While it’s manageable to oversee this process manually with a small number of resources, it becomes nearly impossible as the number increases.

WFMA has implemented solutions to address this challenge for customer organizations, allowing them to manage all these tasks effectively, regardless of the number of resources available.

Resources are allocated for a specific time frame, but various circumstances may necessitate early disengagement. A prematurely disengaged resource might be involved in multiple projects, their timesheet could be in progress, or they may have worked without submitting their timesheet yet. Additionally, a client might choose to end a project earlier than scheduled, leading to necessary adjustments of the project end date for all resource deployed in the project. Manually managing these complexities poses significant challenges and risks to data integrity for staffing organizations.

WFMA takes care of this process, handling all these complexities seamlessly, allowing customer organizations to focus on their core activities without any hassle.

In staffing business, numerous transactions occur regularly, and relevant users should be notified of the necessary details regarding the transactions. While post-transaction data is available online, there’s no guarantee users will promptly check the portal, especially if transactions happen automatically in the background. Users may need to take action or make decisions based on these transactions, but relying solely on an online portal can lead to delays. In manual operations, it’s nearly impossible for someone involved in a transaction to draft and send emails to all relevant parties each time. Even when emails are sent manually, they can be inconsistent, sporadic, and lack uniform structure.

WFMA addresses this by implementing automatic email notifications for every transaction in the system (online or automatic background), enhancing communication and ensuring prompt actions. As soon as a transaction occurs, WFMA triggers an automatic email with relevant and uniform structured content.

This innovative feature introduced by WFMA offers significant benefits to staffing organizations and their billers. In the staffing industry, vendors and contractors typically generate bills based on approved timesheets and submit them for payment. Once received, the finance departments of these organizations review the bills and send them to the appropriate authority for approval. If any discrepancies arise during this review, the bills are returned to the billers for correction. This process and that too with a repetitive cycle, result in substantial overhead for both the billers and the organizations, leading to significant time and effort loss.

WMFA alleviates this overhead by generating bills for the billers through automatic batch process. Billers receive email notifications upon bill generation and can review the generated bills online via their portals. Billers simply need to acknowledge the bills online. Once this is done, the finance department can proceed with payment. This saves considerable time and effort for both billers and organizations, enhancing satisfaction and fostering stronger relationships with vendors and contractors.

Customer organizations perform various tasks as part of their operations, which are repetitive in nature. As for example, preparing timesheets, distributing them to resources and approvers for submission and approval, generating invoices, monitoring contract expirations, etc. As business volume grows, so does the workload associated with these repetitive tasks, creating challenges for organizations ramping up more non-billable resources.

WFMA’s streamlines the execution of these tasks online anyway, but still, that requires human intervention. With its automatic execution capabilities, these repetitive tasks can be carried out without the need for human intervention, ensuring no additional non-billable resource engagement and consequently, increasing profitability. WFMA provides a comprehensive range of twenty-four tasks that can be executed automatically, which enable the customer organizations to operate almost the entire staffing business in automatic mode.

• Timesheet Generation
• Bills Generation
• Invoices Generation
• Client Contract Expiry Threshold Notification
• Vendor Contract Expiry Threshold Notification
• Placement Agent Contract Expiry Threshold Notification
• Contractor Contract Expiry Threshold Notification
• Client Contract Expired Notification
• Vendor Contract Expired Notification
• Placement Agent Contract Expired Notification
• Contractor Contract Expired Notification
• Internal Projects Deployment Expiry Threshold Notification
• Client Projects Deployment Expiry Threshold Notification
• Placement Agents Deployment Expiry Threshold Notification
• Vendor Resources Separation Threshold Notification
• Employees Separation Threshold Notification
• Internal Projects Deployment Expired Notification
• Client Projects Deployment Expired Notification
• Placement Agents Deployment Expired Notification
• Vendor Resources Separated Notification
• Employees Separated Notification
• Timesheets Submission Threshold Notification
• Invoices Payment Threshold Notification
• Bills Payment Threshold Notification

Customer organizations subscribe to base prices for online services and can opt for a task automation service as an additional feature at extra cost. From a predefined list of tasks, organizations can activate the tasks they want to be executed automatically at any point of time, and can also deactivate previously activated tasks any time. With WFMA’s pay-as-you-go model, organizations are only billed for the period during which tasks are activated, offering them significant flexibility to use premium services according to their business needs and budget.

According to standard HR practices, it’s generally not advisable to allocate resources exceeding 100% bandwidth. However, in cases where resources are deployed across multiple projects, total allocation may exceed this limit due to client demands or the resource’s willingness to work beyond 100% bandwidth.

WFMA does not impose restrictions on deploying resources beyond the 100% threshold. Instead, it offers insights to customer organizations and the relevant resources about their total allocated bandwidth. When deploying a resource, WFMA provides the remaining bandwidth relative to the 100% limit, helping customer organizations make informed decisions before proceeding with the deployment.

WFMA empowered customer organizations with the option to tailor computational behaviors to suit their specific operational needs. They have the flexibility to modify parameters that govern computational behavior any time. WFMA provides twenty controlling parameters, by which the customer organizations can significantly customize the computational behaviors of their business operations.

• Timesheet Submission
• Allowed Days
• Timesheet Submission Grace Days
• Timesheet Approval Hierarchy Level
• Timesheet Submission Proxy Assignment Applicable
• Timesheet Approval Override Applicable
• Daily Working Hours
• Monthly Working Days
• Overtime Threshold Hours
• Organization Standard Productivity
• Contractor Contracts Expiry Notification Threshold
• Vendor Contracts Expiry Notification Threshold
• Client Contracts Expiry Notification Threshold
• Placement Agent Contracts Expiry Notification Threshold
• Internal Projects Deployment Expiry Notification Threshold
• Client Projects Deployment Expiry Notification Threshold
• Placement Agents Deployment Expiry Notification Threshold
• Vendor Resource Separation Notification Threshold
• Employee Separation Notification Threshold
• Invoice Payment Threshold Days
• Bill Payment Threshold Days

Customer organizations have their own Financial Accounting, Payroll, and Human Resource departments that require foundational data to carry out their functions. WFMA captures and generates the foundational data at the source like invoices, bills, resources’ working hours and leave hours, and can share this information with the respective departments. This allows the departments to conduct their downstream operations using accurate, source-captured data. WFMA offers multiple methods for sharing this foundational data.