Automated Timekeeping:
Unclogging the Payroll Drain
Presented by:
Ty Hall, Director of Public Sector
Government Software Solutions
Email Contact:
thall@governmentsoftwaresolutions.com
ty.hall@novatime.com
Phone: 435-645-0656
INTRODUCTION AND EXPERIENCE
 1992 -1996
•
Public Safety Wireless Communications
 1996 – 2001
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GSS / Stromberg Public Sector
Time and Attendance: Sold to Kronos
 2010 – Present
•
Kronos Public Sector
Time and Attendance
 2005 – 2010
•
Sungard/H T E
Public Sector Financial Management Systems, Community Development, Utility Billing,
Public Safety Dispatch and Records
 2001 – 2005
•
Motorola Wireless Data Division
GSS / NOVAtime Public Sector
Time and Attendance/Scheduling
SO MANY STORIES TO TELL
What Matters!
MEETING AGENDA
What is Workforce Management?
Payroll / Timekeeping Challenges
Business Benefits / ROI
WHAT IS WORKFORCE MGMT?
Data
Collection
Payroll
Integration
(Gross)
Exception
Notification
Complete
Workforce
Management
Accurate and
Real-time
Reporting
Pay rule
Automation
and
Enforcement
Timesheet
Editing and
Approval
Employee
Management
and
Scheduling
SOURCES
 KPMG / American Payroll Association
 US Department of Labor – Bureau of Labor Statistics
 Nucleus Research
 Employment Policy Foundation
 Circadian
CUSTOMER SURVEY (APA)
1Source:
APA’s Seventh Annual
Payroll Best Practices and
Benchmarking Study, February 2006
CHALLENGES



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Reduce Complexity
– Managers need to track complex variables, such as hours worked, wage
rates, pay rules, and leave time, including sick days and vacation time
– Standardize pay policy and associated support across entire organization
Payroll Inflation / Cost Control
– Increased costs associated with manual check runs and adjustments
– Employee fraud and errors (i.e., buddy punching, extra sick / leave days)
– Proactive control and management of workforce attendance and
absenteeism; preemptive action against unauthorized overtime
Productivity
– Manual timesheets, data re-keying into system by payroll clerks
– Track employee productivity using job costing and real-time labor
reporting
Compliance
– Drivers include collective bargaining agreements and governmental
regulations
– Noncompliance = costly penalties
BUSINESS BENEFITS
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Increase employee satisfaction and morale
– Self-service tools provide employee access to common requests and
tasks (engage your workforce!)
– Reduce time spent on ‘clerical’ work and allow workforce to focus on
critical / strategic tasks
– Common enforcement of policies can increase employee morale
– Reward employees for positive attendance patterns
Organization Vision / Strategy
– Provide framework for integration of multiple application and reporting
tools (HRIS, Payroll, Finance, ERP, etc.)
– Scalable solutions provide platform to expand deployment
Collaboration
– Increased emphasis between management and teams to control costs
– Shared reporting identifies areas of improvement in terms of
BUSINESS BENEFITS / ROI
 APA/Bearing Point study (2007)
– 0.7% to 56.3% of payroll department time spent on data entry
– Large variance between world class and manual organizations
 Independent Research Results
– 75% of organizations found >250% ROI
– Median ROI was 469%
– Average payback was 5 months
Reduction in total payroll cost
Payroll Error Rate: 1.2%
Payroll Processing Time: 0.47%
Leave Time: 0.38%
Labor Reporting: 0.75%
Payroll Inflation: 0.72%
Total: 3.52%
RISK MITIGATION – RECENT NEWS
April 08, 2009
Employer Pays More than $2M to Settle OT Allegations
IFCO Systems North America has paid $1,602,267 in back wages to its employees after the
Department of Labor's Wage and Hour Division accused the company of failing to pay 1,751
employees in 17 states properly for the overtime hours that they worked.
The Wage and Hour Division also fined the company $963,050 in civil money penalties.
Wage and Hour Division investigators alleged that IFCO Systems, which manufactures and repairs
reusable plastic containers and wooden pallets, did not pay its employees time and one-half for
hours worked over 40 in a workweek. They also alleged that the company did not maintain the
records that they are required to keep under the law.
The investigations took place in the states of Colorado, Florida, Indiana, Kansas, Kentucky,
Louisiana, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, Ohio, Oklahoma, Oregon,
Tennessee, Texas, and Utah.
http://hr.blr.com/news.aspx?id=79815&source=RSA&effort=4
How do we fill out this matrix?
ROI – By Department
Savings Estimates
Description
Total Department $
FMLA Compliance
FSLA Compliance
Payroll Error
Payroll Inflation
Buddy Punching
Attendance Mgmt
Annual Savings
Monthly Savings
Food &
Nutrition
Services
Bus
Aides
Maint.
Total
Total
Bus
Data
Custodians
Secretarial Mechanics Annual Monthly
Drivers
Processing
Delivery Savings Savings
Operations Support Personnel
Annual & Monthly Savings Estimates - ROI
Food &
Nutrition
Services
Description
Bus
Aides
Bus Drivers Custodians
Data
Processing
Secretarial
Maint.
Mechanics
Delivery
Total
Annual
Savings
Total
Monthly
Savings
Total Department $51M
$ 3,675,360 $ 1,227,600 $ 7,881,750 $10,899,200 $ 4,607,616 $13,894,400 $ 9,193,600
FMLA Compliance
$
3,675 $
1,228 $
7,882 $
10,899 $
4,608 $
13,894 $
9,194 $ 51,380 $
4,282
FSLA Compliance
$
3,675 $
1,228 $
7,882 $
10,899 $
4,608 $
13,894 $
9,194 $ 51,380 $
4,282
Payroll Error
$
22,052 $
7,366 $
47,291 $
65,395 $
27,646 $
83,366 $
55,162 $ 308,277 $ 25,690
Payroll Inflation
$
14,701 $
4,910 $
31,527 $
43,597 $
18,430 $
55,578 $
36,774 $ 205,518 $ 17,127
Buddy Punching
$
7,351 $
2,455 $
15,764 $
21,798 $
9,215 $
27,789 $
18,387 $ 102,759 $
Attendance Mgmt
$
16,539 $
5,524 $
35,468 $
49,046 $
20,734 $
62,525 $
41,371 $ 231,208 $ 19,267
Annual Savings ~2%
$
67,994 $
22,711 $
145,812 $
201,635 $
85,241 $
257,046 $
170,082 $ 950,521
Monthly Savings
$
5,666 $
1,893 $
12,151 $
16,803 $
7,103 $
21,421 $
14,173
8,563
$ 79,210
FLEXIBLE DATA COLLECTION OPTIONS
STANDARD FUNCTIONALITY
“OUT OF THE BOX” – TOTAL SOLUTION
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Real-time Data Collection
Labor Costing
Multiple O/T Policies
Strong Pay Policy Setup
Powerful Scheduling Engine
Unlimited Shifts and Differentials
Unlimited Pay Codes and Categories
Flexible Group Levels (Organization Setup)
Leave Management – Accruals, FMLA, FLSA
Attendance Tracking - Point / Incentive System
Employee Self-service Portal
Internal Messaging and Alert System
Custom Report Building Engine / Business Intelligence
QUESTIONS & ANSWERS
Thank you!