WFMA supports three types of timesheet cycles: Monthly (based on calendar months), Fortnightly (based on calendar fortnights), and Weekly (with a 7-day cycle starting on any day of the week). Managing timesheets with multiple cycles is practically a complex, time-consuming, and error-prone task for the organizations. WFMA eliminates the challenges of the organizations by seamlessly handling multiple timesheet cycles.

WFMA allows timesheet cycles to be defined at multiple levels for maximum flexibility. A fixed timesheet cycle can be set at the organization level and applied to all internal projects deployments. In case of client project deployments, A uniform cycle can be set at the client level for all projects. For projects requiring different cycles, timesheet cycles can be defined at the project level. In hybrid cases, where some projects follow a custom cycle, WFMA prioritizes the project-level cycle over the client-level one during processing. Placement Agent Deployments: Timesheet cycles are set at the contract level and applied accordingly.

When onboarding or deploying a resource, their rate—along with the rate unit (e.g., ₹500/hour, ₹1,000/day, ₹25,000/month)—is defined in the respective contract. The rate unit can vary by contract. Rate units are crucial for billing and invoicing calculation. WFMA seamlessly handles these variations, ensuring precise bill and invoice generation across diverse rate structures. WFMA can handle three types of rate units: Monthly, Daily, and Hourly. This empowers your customers to carry out business with different rate units.

Timesheets for clients and placement agents are approved by the respective client and placement agent administrators, while internal project timesheets are approved by the organization’s personnel. WFMA offers the option to implement stricter controls for internal project timesheet approvals by requiring approval from multiple approvers. While this feature is available, it is entirely at the organization’s discretion whether to use it.

In situations where a resource is unavailable to submit their timesheet(s), despite having worked during a period, WFMA provides a solution to avoid delays that could directly impact revenue. In such cases, WFMA allows for proxy submission of pending timesheets. Privileged users can assign the timesheets to the resource’s first-level reporter, who will act as a proxy to complete and submit the timesheets on the resource’s behalf. Once the proxy submits the timesheets, they will follow the usual approval workflow.

To prevent delays that could impact revenue, WFMA provides a contingency solution when a designated approver is unavailable. In such cases, authorized users with elevated privileges can approve timesheets on behalf of the designated approver. Once proxy approval is completed, the timesheet continues through the standard approval workflow as usual.

While full-time resource deployment remains a standard practice, WFMA also enables customers to assign resources across multiple projects on a shared bandwidth model. This flexibility allows businesses to expand their client base without turning away clients who require only partial resource engagement.

WFMA seamlessly handles the complexities of multi-project deployments, supporting diverse timesheet cycles, varying project start days, and different rate units—ensuring accurate tracking and streamlined operations across all engagements.

Contractors and vendor resources are typically billable by default, whereas many regular employees—such as operational staff, supervisors, managers, and executives—are generally non-billable. Despite their billability status, all regular employees are part of the organization’s payroll and must be included in the resource pool for purposes like cost analysis, profit calculation, and HR controls.

WFMA offers the flexibility to update a resource’s billability status at any time, allowing organizations to convert non-billable resources into billable ones as needed. To minimize deployment errors, WFMA also provides a filtered list of billable resources during the assignment process—ensuring only appropriate personnel are selected, a critical feature for organizations with large workforces.

Resource deployments are typically planned with defined start and end dates. However, operational needs may require a resource to be disengaged from a deployment earlier than scheduled—a process known as premature disengagement.

To ensure accuracy and compliance, WFMA reviews the status of all timesheet submissions and approvals associated with the deployment. If necessary, it recommends the earliest permissible disengagement date based on pending activities. The organization can then set an effective disengagement date, which must be on or after the recommended date. This proactive validation helps prevent errors and ensures a smooth disengagement process without disrupting timesheet or billing workflows.

Client and internal projects are typically defined with specific start and end dates. However, due to changing business needs, a client may request early project closure, or an organization may decide to end an internal project ahead of schedule—this is referred to as premature project termination.

To ensure a smooth and accurate termination process, WFMA verifies that no active resource deployments extend beyond the intended termination date. If active deployments are detected, WFMA restricts premature termination and recommends the earliest allowable termination date based on current deployment statuses.

The organization can then set a new termination date, which must be on or after WFMA’s recommended date. Alternatively, if early termination is insisted upon, all active resources must be disengaged by the selected termination date to proceed. This validation process helps prevent errors and ensures proper handling of premature project closures without disrupting resource and billing workflows.

Resources—whether employees, contractors, or vendors—may need to be separated from the organization due to reasons such as resignation or contract conclusion. If a resource is involved in active deployments, immediate separation may not be feasible. To ensure a smooth transition, WFMA supports resource separation planning by allowing organizations to schedule separation dates in advance.

To ensure a smooth and accurate termination process, WFMA verifies that no active resource deployments extend beyond the intended termination date. If active deployments are detected, WFMA restricts premature termination and recommends the earliest allowable termination date based on current deployment statuses.

The organization can then set a new termination date, which must be on or after WFMA’s recommended date. Alternatively, if early termination is insisted upon, all active resources must be disengaged by the selected termination date to proceed. This validation process helps prevent errors and ensures proper handling of premature project closures without disrupting resource and billing workflows.

Numerous transactions occur in the staffing business, each with end results that are reflected online. Additionally, WFMA ensures that for every transaction, an automatic email is generated and sent from the user performing the transaction to the relevant recipient, containing all the pertinent details about the transaction.

While users can always view transaction results through the user interface when they log in, an email provides an immediate notification, enabling users to take proactive actions or make faster decisions.

In addition to sending emails to users’ inboxes, WFMA also keeps all email communications recorded. This allows users to recover email details, even if the emails are deleted from their mail boxes.

In traditional staffing models, contractors and vendors are responsible for submitting bills to staffing organizations—contractors for their services, and vendors for the resources they provide. These bills are then reviewed for accuracy. If discrepancies are found in work hours, overtime, or billed amounts, the bills are rejected and sent back for correction, often resulting in multiple revision cycles and delayed payments.

WFMA transforms this process by shifting bill generation to the customer organization. Once contractors and vendor resources submit their timesheets and they are approved, WFMA generates bills using the timesheet approved data. Billers can view these pre-generated bills directly in their portals and simply confirm them for processing. Since the data originates from verified timesheets, the bills are accurate from the outset—eliminating the need for manual corrections and significantly reducing processing time.

This proactive and transparent approach not only accelerates payment cycles but also improves the overall experience for contractors and vendors.

WFMA empowers customer organizations to tailor computational behaviors to their unique operational needs. With the flexibility to modify key parameters at any time, users can adapt and optimize performance as business demands evolve. Through twenty configurable control parameters, WFMA enables deep customization, allowing organizations to align computational processes precisely with their strategic objectives.

We can share the list of the control parameters, on request. 

In the staffing business, numerous tasks are executed continuously, with some being calculation-intensive and others are focused on monitoring. When performed manually, these tasks can be time-consuming, error-prone, and inconsistent. Online WFMA services help reduce the risk of errors, inconsistency, and significantly cut down on time consumption, resulting in lowering operational resource costs by 80%. However, attention and manual intervention are still required to execute these tasks in a timely manner. In addition to online execution, WFMA offers the capability to fully automate these functions, eliminating the need for even the minimal intervention and virtually removing the need for operational resources.

We can share the list of the predefined automated tasks offered by WFMA, on request. 

Customer organizations are required to pay a base price for accessing WFMA online services. Automated task execution comes at a premium price. For accessing and executing tasks in automatic mode customers need to incur additional cost. the automation , with the automation feature available for an additional cost. However, utilizing the automation feature is optional. Organizations can still perform all tasks manually online, but without automation, they only do not get the advantage of WFMA automation facility.

WFMA also provides flexibility by allowing customer organizations to choose functions to automate selectively. They can opt to disable automation for specific functions at any time, enabling them to strike a balance between business needs and budget.

According to standard HR practices, it’s generally not advisable to allocate resources exceeding 100% bandwidth. However, in cases where resources are deployed across multiple projects, total allocation may exceed this limit due to client demands or the resource’s willingness to work beyond 100% bandwidth.

WFMA does not impose restrictions on deploying resources beyond the 100% threshold. Instead, it offers insights to customer organizations and the relevant resources about their total allocated bandwidth. When deploying a resource, WFMA provides the remaining bandwidth relative to the 100% limit, helping customer organizations make informed decisions before proceeding with the deployment.

Customer organizations have their own Financial Accounting, Payroll, and Human Resource departments that require foundational data to carry out their functions. WFMA captures and generates the foundational data at the source like invoices, bills, resources’ working hours and leave hours, and can share this information with the respective departments. This allows the departments to conduct their downstream operations using accurate, source-captured data. WFMA offers multiple methods for sharing this foundational data.

Dashboard: WFMA offers self-service portals for all the users. After logging in, each user gains access to a personalized portal based on their role. The portal features a dashboard and a menu specific to the user’s role. The dashboard presents summarized data sets relevant to the user’s operational scope, while the menu items are tailored to the user’s role.

The summarized data sets provide a quick overview of both operational and financial information (if applicable) relevant to the user. If any data on the dashboard appears concerning, it may prompt the user to take immediate action. Users can either drill down into the data for more details and act directly from the summary, or navigate through the menu items to address the issue.

Monitoring workflow status: Certain areas require focused monitoring and swift action, such as timesheet processing, invoice processing, and bill processing. Once generated, timesheets, invoices, and bills move through predefined stages to reach their final state. For users involved in the process, checking progress at each stage is crucial. WFMA implemented workflow concept for displaying the progress through stages in one user interface, which the users find very convenient and user friendly. Users can view data relevant to their operational scope and take immediate action as designated.