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Internal and Administrative

We are in the process of setting up our C&P system and would like to know the following.

(1) Our company has setup monthly job tickets for administrative and internal type projects. For these types of projects, should a billable rate be associated with the hours worked? Or should we just have a net cost rate associated with these hours?

(2) In addition, should we have seperate monthly job tickets for administrative and internal type projects or should we just have one project for the entire year labeled administration and another project for the whole year labeling internal projects?

(3) We also have with each client, a job ticket entitled "General Administrative for January-March for client xyz" where employees can log time for adminstrative tasks pertaining to a client's job. Is this necessary or should we simply have people log their time into the general administration job ticket for the agency?

(4) What tasks should be performed on a weekly basis in C&P to insure proper recording of information for timekeeping, estimating, and accounting? What print outs are helpful to determine that information is being properly entered into the system? Any suggestions would be helpful.

Please keep in mind we have a small staff and anything that cuts back our time in updating C&P is a big plus.

Thanks,

Joel Vinton
Kern Direct

Our agency has a job set up for anything that is not client related. We use it for general admin, vacation time, new business, etc., each being a different task. Because everyone has a billable rate associated with their position, it shows up on reports, but we only consider the net rate. A new job is opened every year to track our time.

As far as administrative work for clients, we open a job for every client for retainer work. Any time not associated with a particular job goes towards the retainer. We also set up a job for expenses for each client. If there is an expense not related to a specific job...it goes to the expense job. The last three digits of the job are the same for all clients. In other words, if the job ends in 308, we know it is time. If it end in 309, we know it for expenses.

Lastly, everyone has C&P on their computer. It is mandatory that time is entered each night before we leave.

Hope this helps.

Melanie Buchanan
Accounting Manager
Baum Arensmeier & Talent, Inc.

(1) You simply need to mark the entire job or jobs as "always unbillable." You do this by checking a box when you open the job (or later by editing the job ticket).

(2) This depends on how closely you want to monitor the costs. We just have one job that is ongoing, although you could have a new job each year if you want. I know some people do have a separate job for each month.

(3) You definitely should have this type of job for all clients. Sometimes time is accrued before the official job is opened. This time can usually be moved into the real job once it's opened. Also, we try to move all of this administrative time into a billable job that is under budget. It's just nice to track it even if you can't bill it as it may influence your estimating or retainer amounts.

(4) This is a big question! Here are just a few suggestions. One person should keep an eye on timesheets to make sure that everyone is doing them and is tracking all of their time. Someone should be in charge of monitoring the database and I strongly recommend running the Auditor at least once a month. This can help pick up discrepancies in the database and it's good to do it frequently so they don't build up. Most important of all is to have someone back up the database EVERY DAY! Then you'll never be sorry!

We've been using C&P for a little over a year and it definitely takes some time to learn the ins and outs of the program, but I think you'll be very happy with it once you learn what you're doing. The helpdesk people are extremely helpful; don't be afraid to call them.

Good Luck!

Catherine Colangelo
The Phillips Agency

> We are in the process of setting up our C&P system and would like to know > the following. > > (1) Our company has setup monthly job tickets for administrative and > internal type projects. For these types of projects, should a billable rate > be associated with the hours worked? Or should we just have a net cost rate > associated with these hours?

No billable rate, just a cost. Mark the job unbillable.

> (2) In addition, should we have seperate monthly job tickets for > administrative and internal type projects or should we just have one project > for the entire year labeled administration and another project for the whole > year labeling internal projects?

One job for the year for administration. Multiple jobs for internal projects, scoped just like any other billable job so you can allocate resources properly. Otherwise you have a "dumping ground" for time.

> (3) We also have with each client, a job ticket entitled "General > Administrative for January-March for client xyz" where employees can log > time for adminstrative tasks pertaining to a client's job. Is this necessary > or should we simply have people log their time into the general > administration job ticket for the agency?

Probably a good idea to keep a job for every client. But unless you plan to be reimbursed for this or tracking this time against a retainer, this could get time consuming.

> (4) What tasks should be performed on a weekly basis in C&P to insure > proper recording of information for timekeeping, estimating, and accounting? > What print outs are helpful to determine that information is being properly > entered into the system? Any suggestions would be helpful.

If you don't have the resources to enter time daily, absolutely get it entered weekly. You must stay on top of your budgets.

Estimating should be entered into C&P as soon as a job is identified. You can budget and do "what ifs" in C&P very effectively.

We have a dedicated person to do accounting. A/P is entered every day. A/R is done every day too. With a small staff though, I would do A/P & A/R once a week, minimum.

Roxanne Cowan

for number 3, we do keep a general administration job that does include time (primarily for account management that isn't job specific). And it is reconciled to a retainer (most of our clients are retainers). All job specific time is included on jobs and reconciled to the retainer as well.

Shelly Constantz

Time is enforced at the highest level of the company. Our principal is made aware of abusers and they are dealt with at that level. Believe me, they get the picture.

Roxanne Cowan