Optima Systems

The Challenge

Before adopting Coretime, Optima Systems faced typical consultancy-service challenges:

• Time logged and managed across multiple tools or spreadsheets, leading to inefficiencies and risk of missed hours.
• Lack of real-time visibility into how time was being spent on specific engagements, reducing the ability to monitor resource utilisation and project cost.
• Administrative burden in reconciling time entries, generating meaningful project reports, and responding to client queries around billing and time-spent.
• A need for a platform that could “keep everyone informed, supported and confident” about how time-recording and project data are managed.

The Solution

Optima Systems chose Coretime as their time-tracking and project-management platform. Key features included:

• Web-based timesheet entry that consultants could use from any location, making time logging consistent and standardised.
• Project dashboards and analytics that give leadership insight into time-spent, project status and utilisation.
• Streamlined administrative functions for timesheets and project time enabling faster reporting and better client responses.
• Ongoing support and communication from the Coretime team to ensure the system was adopted and optimised for the consultancy’s workflows.

Implementation

The rollout of Coretime at Optima Systems followed these steps:

1. Migration of legacy time tracking and project data into Coretime’s platform.
2. Configuration of project and task codes to match Optima’s delivery models and billing structures.
3. Training sessions for consultants and administrators to ensure seamless use of the new system.
4. Post-go-live support and review to refine dashboards, reporting and user adoption.

Within a short period after launch, time-recording became more consistent, dashboards began being used for project monitoring, and administrative effort started to reduce.

The Results

Optima Systems report tangible improvements, including:

• More consistent and reliable timesheet entries across the consultant team.
• Improved visibility into project time-allocation and consultant utilisation.
• Reduced administrative overhead in reconciling timesheets and responding to client time/billing queries.
• Greater confidence in time- data and project status, supporting stronger client relationships.

“Coretime provides an excellent service. Their team keeps us regularly updated, which means we always feel informed, supported, and confident that we’re getting the most out of the system.” — Rob Price, Optima Systems

Looking Ahead

With Coretime embedded as their central timesheet and project-management system, Optima Systems is well-positioned to scale their consultancy operations further. They now have a robust platform that supports growth, gives leadership real-time insight and reduces administrative friction. Future plans may include deeper analytics, additional integrations and further optimisation of project time-management workflows.