Time Entry Responsibilities

I just made a post about this on LinkedIn.

https://www.linkedin.com/posts/davidjamesgallagher_aspireconsultant-aspiresoftware-landscapeconsultant-activity-7488347384612245505-Mhnh?utm_source=share&utm_medium=member_android&rcm=ACoAAAEOEZYBoYiKIOdq5IouqWxPJ-cm7Fsfc90

It is my coaching, general best practice and Aspire's stated best practice for the person managing the schedule & crew(s) to accept daily time in time entry. They should know who worked when or have the direct relationship with the Foreman/Crew Leader in the field to validate it.  The Business Leader (Owner, Branch, General Manager, etc) would Apporve or at least sign off on the Weekly Time Review and then your administrator would export and send off to payroll.

Thanks ​@David_Spiritus 

For us, its been a company culture battle to even get this far, perhaps because salemen have been reluctant to take ownership of the production on their jobs. Gotta sell more! Generate the revenue! Aspire has helped shift our focus towards margin protection but its been a journey. 

I completely understand. I also coach and believe it to be best practice to cleanly separate the responsibilities of selling and managing production. We each can only serve one king. It can be a painful shift. When done with strategic thought and approach the pain is temporary and long term benefits are great.  

Currently our Project Managers and Account Managers are responsible for Daily Time Acceptance for the Routes they oversee, and then our Install Division Manager and Maintenance Division Manager do Weekly Time Review prior to payroll. We see time keeping/approval as an Operations function entirely, as they are the ones managing the crews in the field and can vouch for their time during review and make adjustments as necessary. Sales isn’t involved in Time at all, however ideally one day we’d like to create and implement a formal review process at the end of every job (particularly for Install) where the Sales rep and Project Manager review the estimated vs actuals on the job to determine where each department could improve next time. 

​@swirtholg We have field supervisors responsible for production teams. So they approve the time daily or every other day for their respective teams. We also have a central production coordinator that does all the scheduling. Good luck with the culture shift! : ) 

​@mhellweg Thanks! How many construction teams is the field supervisor responsible for in your model? 

About 2-3 teams. But the construction field supervisors are also managing projects. The maintenance FS oversee closer to 10 ish teams each. 

​@cnugent how many teams are each of the managers responsible for? Thanks in advnace! 

​@swirtholg Right now, regarding daily time acceptance, each of our Account/Production Managers are responsible for 3-4 maintenance routes a piece. Our Project Managers each typically have one or two install routes, depending on how many crews we have working at the same time.