case study

Streamlined Time-Tracking Systems for a Global Marketing Firm

A leading experiential marketing firm relies on Atrium to hire temporary workers (Freelancers) to support their productions. As part of this partnership, Atrium was tasked with finding a solution to streamline the timesheet process for workers. Atrium developed a refined timesheet process that eliminates the need for redundant data entry, resulting in accurate and efficient billing of clients across all offices.

the challenge

A leading company specializing in experiential marketing relies on Atrium to hire temporary workers (Freelancers) to support their productions. Freelancers are required to enter time into two systems – Atrium eOffice and Procim. The Atrium eOffice is utilized to process payment to the Freelancers for their time worked. Procim, an internal project management software, is used to capture Freelancer hours by project. In return, these hours are used to bill clients.

Case Study: Streamlined Time-Tracking Systems for a Global Marketing Firm

Industry: Marketing

Service(s) Offered: Talent Technology

Because Freelancers were required to enter their time into two separate and disconnected systems, the process was not only inconvenient but prone to significant discrepancies between the systems. The challenge of integrating the company’s internal time-tracking system with Atrium’s had been discussed for several years. Still, progress was slow due to the challenges of aligning various offices to a standardized approach. In November 2022, it was time to find a solution to streamline the timesheet process for workers, eliminate the need for redundant data entry, and allow for accurate and efficient billing of clients across all the offices.

the solution

In December 2022, the Atrium team began designing a pilot timesheet program to address the burdensome payroll process and eliminate the need for duplicative data entry. In collaboration with the client, we developed an export file that extracts data from their internal Procim system and returns it in a compliant payroll file. This approach simplifies payroll and client billing and makes it easier for Freelancers to manage their information.

“Thank YOU and your team for making this happen. We really appreciate that the biggest lift in all of this are the changes that you and your team have had to implement on the Atrium side. So, we really appreciate all the efforts to make this a reality. And if I’m being super honest here, I was expecting way more hiccups than we’ve encountered. I know it hasn’t been easy, but I am impressed with the execution since the pilot began. We think we have a real winner here, particularly for our freelance staff that is such an important part of our business and our community at large.”

Director of Operations

the results

In February 2023, Version 1.0 was tested by a pilot group of 13 workers who recorded their hours only in Procim. During the pilot, Atrium recognized limitations with how the data was captured in the export file preventing Version 1.0 from expanding. In August, Version 2.0 was developed to address the unique data intricacies of the client. These continued improvements ensured that the Freelancer population did not suffer and that the client’s desired outcome was achieved. Following the successful implementation and expansion of Version 2.0, the entire Freelancer population was integrated into the program, with the final expansion occurring in November of 2023.

All Freelancers now only add their work hours in Procim. Removing the redundant second timesheet has saved annually more than 4,300 hours and nearly $350,000 in costs. The team’s collaboration and determination, despite the challenges of varying processes, led to a streamlined timesheet process that allows for accurate and efficient billing of clients.

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