Time recording with ZEP: Easy, fast and intuitive
Shortly after the company was founded in 2012, BPExperts made the decision to use a specialized software solution for time recording and project controlling. In January 2013, a corresponding solution was then implemented with ZEP.
“The work steps for entering the times are logically based on each other, so that only a small amount of effort is required. ”
Katharina Bozem
Executive Assistant
ZEP stands for time recording for projects. The web-based solution has been on the market since 2000 and offers project-oriented companies a complete solution for time recording and reporting, travel expenses, project management and controlling, and invoicing.
“ZEP's help function is really good. The brief information that appears when I click on the help button is usually sufficient to answer my question and help me out. ”
Katharina Bozem
Executive Assistant
Katharina Bozem, who joined Business Process Experts in 2014, also initially used ZEP as a “normal” project employee to record her project work hours and to bill her travel expenses. “ZEP's intuitive user interface makes it very easy to get started with the solution without much previous knowledge.”, she remembers the early days of using ZEP. “The work steps for entering the times are logically based on each other, so that only a small amount of effort is required. ”
From pure user to admin: The full performance of ZEP becomes clear
As part of a change of staff, Ms. Bozem was then given additional responsibility for project controlling at Business Process Experts. In practice, this means that although individual employees continue to record their project times and travel expenses themselves, Ms. Bozem checks these entries on the basis of the specified project plans and is also responsible for invoicing. For this, it uses the optional billing module from ZEP. The system automatically adopts all times recorded in ZEP and combines them with the hourly and daily rates also stored in ZEP. The invoices are then also printed out directly from ZEP.
The reminder function of the ZEP billing module notifies Ms. Bozem when invoices can be issued or when expenses have been incurred that have not yet been settled. It can therefore not happen to Ms. Bozem that she forgets to calculate recorded project times. Incoming payments are also recorded in ZEP. In addition, numerous evaluation functions are available, e.g. an overview of invoices issued, an open item list (invoices made but not yet paid), a differentiation of benefits on a key date based on billable working hours (incomplete services) or a sales forecast.
Ms. Bozem explains “It wasn't until I switched to the role of administrator for project controlling that I recognized the full capabilities and functionality of ZEP — especially in the areas of reporting and controlling. However, the solution is also very user-friendly in this area, so that I was able to learn most of the functions in 'learning by doing'. ”
But it is not only Ms. Bozem who uses ZEP's project controlling functions; the management also regularly accesses these functions. She explains: “On the one hand, evaluations at project level play a major role. In addition, the three partners also use the various reporting options at company level, such as forecasts of future business development. ”
Cloud computing model makes mobile work easier
BPExperts uses ZEP in the cloud computing model. It is operated in a high-security data center, and BPExperts employees access the solution via an Internet browser or app to record their project times. Ms. Bozem explained: “As with many project-oriented companies, our consultants usually work on site with the customer. ” In addition, the company pursues a decentralized business strategy with as low administrative overhead as possible. For this reason, employees are also able to work from home in their home office, for example. “Cloud computing simply makes sense”Mrs. Bozem is certain.
The help button as the most important helper
If Ms. Bozem needs technical help working with ZEP, she usually simply clicks on the help button. It confirms: “ZEP's help function is really good. The brief information that appears when I click on the help button is usually sufficient to answer my question and help me out. ” And should a question still remain unanswered, ZEP Support is just a phone call away. However, according to Ms. Bozem, such a call has only been required very rarely so far. “And when I did have to pick up the phone, my problem was solved very quickly”, she draws a satisfied conclusion of her previous work with ZEP and provantis IT Solutions.
