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Retain Resource / Time
Retain is ideally suited to departments where there are valuable resources to manage.
It resembles the familiar manual wall chart booking system, and has a user-friendly graphical interface.
Retain Resource is the the fastest and the easiest way to plan resources in an ever changing environment.
Retain Time captures time against tasks as employees work on projects or jobs.
Retain Resource
Retain resource planning system was designed for staff and resource scheduling at accounting firms, but is now used generally to optimize utilization and availability of valuable resources. Examples include consultants, software houses, architects and training departments.
The software uses a simple graphical drag-and-drop interface to make and move bookings. Additional modules are available for time recording, skills selection and links to calendar, project management and email systems.
Retain is available in a number of editions, enabling you to plan from 10 staff to 10,000 staff.
The Retain application features a built-in database for job costing and revenue forecasting which provides automatically updated fee/cost analyses.
Other features include an integrated report writer to enable you to construct your own reports and data fields that can be tailored to your requirements.
Retain can be linked to your existing time recording system or to our Retain Time time recording module to provide complete control over staffing.
Editions to suit your business
Given the wide spectrum of clients, Retain Resource is available in a range of editions which are suitable for different types of deployment.
Please note that the user interface is almost identical in all editions of Retain Resource.
Retain Planner
Retain Planner is an entry level product suitable for firms or departments who wish to plan resources over local area networks or wide area networks including dial-up VPN systems.
It is simple to set up and is based on a proprietary database (Firebird DB platform), so there is no additional cost in obtaining database software.
It comes with a fixed set of fields which you can alias to suit your requirements.
Retain Corporate
This is a true 3 tier client-server edition of the product and provides the capability for resource planning at a country level, or wider.
It uses the TCP/IP protocol, so can also be run over a secure internal Intranet.
Bandwidth requirements between the client application and the Retain Server software have been minimized to allow fast access over slower wide area networks or dial-up, even with large databases of, say, 10,000 resources, using Oracle or SQL Server databases.
Retain Enterprise
Large scale resource planning for international and multi-territory organizations using Oracle or SQL Server.
This edition uses the Retain Corporate technologies with the addition of a number of features for large scale planning.
Additional features include multi-currency operation and variable diaries between offices. Retain Enterprise uses a standard TCP/IP protocol to communicate between the client and server modules, which means it can be used over almost any network, including a company intranet.
The encryption and efficient data transfer mechanisms, together with use of local machine caches, provide a system that will still work effectively over minimal bandwidth.
Retain for Notes
Designed to meet any requirements for Retain Resource to use Lotus Notes databases.
As well as allowing better access by remote users, this facilitates resource planning across a wide area by means of replication of the Notes databases.
It also allows planning information to be integrated with other Notes-based applications.
Retain Resource Add-ons
The following range of additional modules for Retain Resource Planning System are available. Generally these modules extend the functionality of Retain Resource to satisfy additional needs that may be relevant to your organization.
- Web Viewer & Booking Request (BR optional) via IE - View schedules and request bookings online via your web browser.
- Enterprise Reports - Enterprise Reports extends the report writing capabilities of Retain Resource and Retain Time. Time series reports, customized calculated fields and user defined formulae are all possible with the Reports module. Available for all editions of Retain Resource and Retain Time.
- Skills - The skills utility allows you to define and store comprehensive skills information against resources. Combine Retain Skills selections with Retain Resource selections to find staff with the right skills and availability.
- Exchange Link - Update personal (Microsoft Outlook or Lotus Notes) calendars with jobs scheduled in Retain Resource.
- Importer - Import data from database systems into Retain Resource.
- Booking Requests (Windows client) - An optional module providing a full request and approval system, including amendments, notification and what-if functions.
- Notifier - An optional companion module to booking requests for sending email notifications of changes in booking requests to resources and requestors.
Retain Time
The core role of Retain Time is to capture where each employee has spent their time. The main screen reflects a familiar timesheet format much like many traditional paper based timesheets.
Managers can run reports to analyze the time spent on tasks and projects and turn this into costs based on staff hourly rates. If being used with Retain Resource, comparisons of the planned time and cost can be made.
The business benefits
- Efficiency - Retain Time reduces the amount of time spent re-keying timesheet information into systems and removes the need for paper timesheets. Staff key their timesheet information directly into the timesheet system. Timesheets are still approved by managers before they are fully accepted into the system.
- Monitoring your costs - Managers can review the timesheet information in a number of ways that paper based timesheet systems do not allow. In particular, the cost of projects can be tracked closely with Retain Time using the Enterprise Reports. 'Drill down' reporting allows the reports to be viewed in more detail.
- Learning from your experience - The historic information in Retain Time can be used to aid the planning and budgeting of new projects. One of the biggest benefits of Retain Time is that it allows the comparison of the historic time spent with the original plans held in Retain Resources, if you are using both products.
Putting it into practice
Often, people have started to use Retain Time so that they can capture the timesheet information in a more timely manner and produce their management reports more quickly without the re-keying of timesheets onto a computer. Having made this first jump, they start to analyze the timesheet information in more ways using the reporting features within Retain Time.
To get the full power out of Retain Time it is best used with Retain Resources. Analysis of the planned time against the historical time spent can be produced and used to improve the planning of, costing of and the decision as whether to take on work.
Features
A number of features are available in Retain Time
Timesheet
- A simple user interface minimizes the entering of timesheet data in to a spreadsheet like grid.
- Time one or more jobs using the integrated Timer.
- Automatically update timesheets using the Timer function within Retain Time.
- Quick access to the editing features of Retain Time to edit resources, jobs and components from timesheet view.
Flexibility
- View timesheets by time, hourly charge rate or value.
- Assign access rights to manage timesheet status and control the viewing of timesheets.
- Approve timesheets by job or by person.
- Customize period warnings and limits.
Comprehensive administration
- Manage timesheet periods used by Retain Time.
- Store a wide range of information about a job e.g. analysis codes, priority data, budget etc.
- Store comprehensive information about resources.
- Assign charge rates to timesheet periods.
Integration and additional functionality
- Share the database with Retain Resource.
- Automatically populate your timesheets from planned data in Retain Resource.
- Integrate with Enterprise Reports to produce a wide range of reports and graphical charts.
- Compare actual and planned time in Enterprise Reports.
- Export timesheets to Microsoft Excel to produce reports or calculated spreadsheets.
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