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How we can help Miriam

Written by Michiel Dorjee on . Posted in Exact Globe, Exact Synergy

This presentation contains the user story of Miriam, a project manager using Exact Synergy in her daily work. We’ll describe her situation, a problem she faces and how it could be adressed in a future update of Exact Globe/Exact Synergy Enterprise. Looking forward to your feedback on the topic.

For better viewing, please click ‘full’ in the slideshow below.

 

Image credit for Miriam: www.rallydev.com/

Comments (8)

  • Barry van der Meij

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    Great functionality!!

    It would help us a lot in our daily process and actually looks quite similar to the incoming invoice register functionality which has also improved our processes.

    The proces would be complete when Miriam could view the attachment directly from the request, without having to open or click it. Guess what, that’s allready available….. The document preview building block.

    Check
    http://www.eddon.nl/producten/eddon-blocks/exact-synergy-enterprise/document-preview-se.html

    Reply

  • Fred

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    I really like to meet Miriam. If the biggest problem of a project manager is ‘how can I see a trial invoice’, then life is almost perfect. But most of all I wonder how a project manager knows that there is a message in the workflow because most project managers I know are email based.

    Reply

  • Ronald Voets

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    @Fred,

    I respect that some users prefer to stay within their Outlook client. As per Synergy update 241, we offer the Synergy office Integration allowing users, amongst others, to see their Synergy workflow within MS Outlook. So you’ll be notified and can respond without leaving your MS outlook

    Reply

  • Menno Verbon

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    Nice idea but I see a few problems.
    The “reviewer” is linked to printing functionality and that’s not a good thing. What if you have multiple “Miriams”?
    You have “approve” functionality for invoices. Why not use this?

    As everything is project based a reviewer should be set on project level. This way I can set different reviewers for different projects and even no reviewers (for example for internal projects) .
    The flow is then correctly automated so F&A does not have to know who needs to review what.

    Menno

    Reply

  • Ronald Voets

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    Hi Menno,
    Thanks for your comment. In the user scenario that was presented, the project manager wants to review an invoice on the project, before it gets sent. So for 1 invoice there’s only 1 ‘Miriam’.
    The way I read your remark, is that if you want to print 100 invoices for multiple projects having different project managers, that would be a problem.

    This can be solved in the request type definition. If you set the person to whom the request will be submitted, as the ‘project manager’, then the request will automatically flow to the right person even if you create 100 requests for different projects.
    You could also configure the request type in a way that after the project manager approved the request, it returns into the workflow of people in the F&A department.

    Reply

  • Martijn Logtenberg

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    I like the functionality, but i would be nice if this kind of functionality is extended to the approval of entered hours.

    in a international environment People from different subs. can work on the samen project. This leaves you with a dilemma: Who must approave the spent hours on a project:

    – manager of the resource (sub A)
    – Manager of the project (sub b)

    In Mirjam’s case the project manager has no right or has no information on the hours entered in sub A. and in Synergy Enterprise these hours (transactions) are not visible until the hours are authorized. In a ideal situation everything will work fine, but when a project manager is not quite content with the quality of the work deliverd, he might not authorize the hours spent on the project. The resource manager who has an interest in optimizing productivity of the resource might pass the quality aspect and approave the hours enterd.

    So there fore informing a project manager on hours booked on a project in a simular way would trigger the discussion between project manager and resource manager before hours are authorized.

    What about this?

    Regards

    Reply

  • Martijn Logtenberg

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    Exact has taken over the Timesheet. What will this solve in the above mentioned situation’s? When you use a consolidated Synergy Enterprise with several Subs with Globe administration?

    Reply

  • Ronald Voets

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    Hi Martijn,

    good comments, thanks. Since the Time & Billing solution in Exact Synergy Enterprise re-uses the full functionality of requests, it is up to the company to decide how to configure the hour approval process. So it can be either to the project manager or to the person’s manager. It could even be to m,ultiple persons (i.e. everyone in a certain role).

    With regards to your other question about a consolidated Synergy Enterprise with several Subs with Globe administrations: Our Time & Billing solution caters for that, so hours (and travel costs) that are entered for a project of division A, will only be sent (as in invoice) to the Globe administration of division A.
    Hope this answers your question.

    Reply

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