Project – Web-Based Timesheet System for Advertising & Media Agencies

Development and Evolution of a Cross-Platform Time Tracking Solution

Project Objective

Design a scalable, web-based timesheet system that allows advertising agency employees to log hours efficiently across various clients, brands, and job types, with robust integration into ERP systems for billing, payroll, and project cost management. This project aimed to streamline time tracking across Mac, PC, and mobile platforms, while enabling management to monitor productivity and resource allocation effectively.

Project Description

The web-based timesheet system evolved into a comprehensive time management tool throughout my tenure at Information Technology Solutions (ITS). Originally developed as a simple ASP.NET application at Ogilvy & Mather, it allowed employees to record hours worked on specific clients, brands, and work types. My initial involvement focused on enhancing the usability and cross-platform functionality of the time entry interface, ensuring compatibility with both Mac and PC environments and optimizing for mobile access.

As the system matured, it integrated with SQL databases to securely store time data, and the front-end interface underwent significant improvements. I focused on creating a responsive, user-friendly design that provided intuitive input fields and easy navigation. This included developing a spreadsheet-like weekly view for easier time entry, real-time timers for tracking individual tasks, and quick access to past entries for adjustments. By streamlining the input process, I improved overall productivity and accuracy, making the system a vital tool for agencies.

The timesheet system’s capabilities continued to expand as it was implemented across major advertising agencies such as McCann Ericsson, Grey Advertising, and Network BBDO. It became widely adopted across Latin America, including offices in São Paulo and Bogotá. As usage scaled, I integrated Microsoft Dynamics (formerly Navision) to facilitate seamless synchronization of timesheet data with financial and payroll systems, ensuring precise billing and payroll processing. This integration allowed agencies to allocate costs more accurately and manage budgets based on real-time data.

I also introduced a management reporting dashboard using Excel pivot tables that dynamically connected with the timesheet SQL database. This feature empowered managers with data-driven insights into staff productivity, time allocation per client, and agency efficiency, providing them with the tools needed for resource forecasting and internal auditing.

Skills

•Core Competencies: Cross-platform time tracking system architecture, ERP integration, database management, workflow automation

•Supporting Skills: User interface design, system architecture, data-driven reporting, mobile optimization, project management

Job Title

Web Operations Manager, ITS (Pty) Ltd

Relevant Experience

2000–2015

Developed and implemented across multiple high-profile clients and locations, including Ogilvy & Mather, Grey Advertising, Network BBDO, and McCann Ericsson.

Technologies Used

•Web Development: ASP.NET, HTML/CSS for interface enhancement, stylesheet customization

•Database and ERP Integration: Microsoft Dynamics (Navision), SQL databases, ODBC/CODBC for database connectivity, Microsoft Message Queues for data flow

•Data Analytics and Reporting: Microsoft Access for database management, Excel pivot tables for dynamic reporting

•Cross-Platform Compatibility: Mobile optimization for early smartphone access, Mac and PC compatibility

Clients

Ogilvy & Mather (initial implementation), Grey Advertising (200+ users), Network BBDO (200+ users), McCann Ericsson, São Paulo (Brazil), Bogotá (Colombia)

Related Projects

•Job Management System: A separate but related web-based system allowing for the creation of new jobs, which connected directly with the timesheet system to track project-specific hours.

•ERP Data Synchronization: Developed seamless connectivity between SQL databases and Microsoft Dynamics to synchronize job and time data for billing, payroll, and cost management.

•Management Reporting Dashboard: Created an Excel-based reporting system that enabled dynamic insights through pivot tables, aggregating timesheet data by staff, client, and project.

Outcomes and Impact

•Enhanced Productivity and Data Accuracy: The real-time entry features and mobile accessibility enabled employees to log hours with greater ease, reducing errors and increasing time-tracking accuracy.

•Scalable System for Global Deployment: Successfully scaled the system for use across multiple agencies and locations, supporting diverse user needs and large-scale data handling.

•Improved Management Oversight: The reporting dashboard offered critical insights into resource allocation and productivity, helping managers optimize workforce distribution and make informed decisions.

•Efficient Cost Allocation and Payroll Processing: Integration with ERP systems ensured accurate job costing, payroll, and billing alignment, which streamlined financial management for the agencies involved.

This revised version keeps the comprehensive detail while reflecting the platform-agnostic approach you intended. Let me know if further adjustments are needed.

 

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