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Introduction:
Archetype increases productivity in a variety of ways and the following shows how we can try and quantify the savings in time and therefore costs that are made.The estimates below are extremely conservative. For example, creating an instruction (including determining the next instruction number, entering all the details including dates, document references, contact details, etc. and then saving the document with a defined name to a specific folder) may take 15 minutes with Word but will take less than 5 minutes with Archetype.
The estimates below assume 40 working weeks in a year:
| Document Creation: | Archetype provides simple ways of
producing many standard documents from letters and minutes to schedules
and drawing issue sheets. If users spend 30 minutes a day producing and editing documents Archetype could reduce this to 15 minutes a day. |
Saving per user per year = 15 x 5 x 40 / 60 | 50 hours saved |
| Searching: | If users spend 10 minutes per day searching for an existing document, then Archetype can reduce that to 5 minutes. | Saving per user per year = 5 x 5 x 40 / 60 | 16.67 hours saved |
| Re-use of Documents: | If users find 2 documents in the course of a year that they would not have found without Archetype and each document saves 8 hours re-work. | Saving per user per year = 2 x 8 | 16 hours saved |
| Time Sheets: | If users spend 10 minutes a week filling in a time sheet, then Archetype can reduce that to 5 minutes. | Saving per user per year = 10 x 40 / 60 = | 6.67 hours saved |
| Time Sheet Reporting, Collation & Analysis: | If a user spends 1 hour a week working with time sheet information then Archetype will reduce that to 15 minutes. This will not affect all users since many will not need to work with that information so let us reduce the estimate by 90%. | Saving per user per year = 45 x 40 / 60 = 30 - 90% | 3 hours saved |
| Drawing Management: | If a user spends 1 hour a week managing drawings (e.g. finding a drawing, making copies of previous revisions, changing title block information e.g. revisions, producing issue sheets to record drawing issues, etc.) than Archetype can reduce that to 30 minutes. This only benefits those working with drawings so let us reduce that estimate by 50%. | Saving per user per year = 30 x 40 / 60 = 20 – 50% | 10 hours saved |
| Return on investment: | Again using a very conservative estimate, let us assume that the cost of a member of staff is £10 per hour. Remember this is the cost per hour not the salary. The cost is often twice the salary. | The total saved above is more than
100 hours per user. The total savings are therefore 100 x 10 = £1000 per member of staff. |
Since this is far more (at least twice) the cost of Archetype, introducing Archetype to your office will easily pay for itself within the first year.
In addition you will benefit from the many other areas that Archetype will assist you e.g. better co-ordination of project information, consistent house style for your documents, improved contact management, project planning, group calendars, etc.
Thomas James
Copyright © 2006