Ti Time me and nd Att ttendance endance Sy Syste stem A - - PowerPoint PPT Presentation

Ti Time me and nd Att ttendance endance Sy Syste stem

A Follow-up Discussion

Board of Education Meeting Tonya Crosby, Chief Financial Officer February 5, 2019

Survey Results

2

Do you be believ ieve e that at impl pleme ement ntin ing g an electr tronic

• nic timek

mekee eeping ping system em would ld be be be benefi ficial cial fo for you and t d the di distri trict ct?

3 0% 10% 20% 30% 40% 50% 60% Extremely Beneificial Beneficial Unsure Not Beneficial Extremely Not Beneificial

• Responses were between 1 and 8 hours
• Majority in the range of 1-3 hours per week

4

How much time a week do you spend managing, compiling, creating, reviewing & processing timesheets?

Office Managers and Bookkeepers

What t other her task sks s would uld you pa partic ticipate ipate in if an electr tronic

• nic timek

mekeepi eeping ng pr process ess was impl plemented? emented?

Office Managers

• Could leave work on time
• Ensuring class coverage with qualified substitutes
• Processing invoices, tracking budgets, reviewing athletic applications, assisting department personnel
• Focusing more on other duties that I am responsible for such as substitute assignments, facilities, work
• rders etc.
• Showcasing our students on our social media networks more often
• Having time to complete my main tasks in a more timely manner

5

Administrators

• Range of responses-15 min to 1 hour
• Most common response - 30 minutes

6

How much time a week do you spend managing, compiling, creating, reviewing & processing timesheets?

What t other her task sks s would uld you pa parti ticipat ipate e in if an n elect ctronic

• nic timekeepi

mekeeping ng proces ess was impl plemented? emented? (Adm dminis inistra trator

• rs)

s)

7

• More time in classrooms, monitoring instruction
• Visibility
• Planning
• Managing other funds
• The list is endless

Other Comments

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• Electronic timekeeping would be so much more accurate.
• It will be beneficial to have all employees accountable of their

time, absences, requests electronically.

• Electronic time keeping would be a huge asset to my job
• This seems to be a double-edged sword... While I appreciate

having a tracking system to ensure what comp time a staff member has available, some of my team members have seen it as a morale killer.

Other Comments

• Having ONE system in place to manage timekeeping would be

more efficient and employees will be more productive.

• A timekeeping system is Overdue
• Thank you for giving us an opportunity to voice our opinion on

this much needed updated system...so we can put to rest the

• utdated paper trail.
• PLEASE MAKE THIS HAPPEN!

9

Return on Investment

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Savings per payday Audit Savings 2,200 $ Human Error Factor 888 $ Lost Time Savings 2,200 $ Paper/Printing Savings 72 $ Total Savings per Payday 5,360 $ Estimated Savings Per Year 139,372 $

Basic Assumptions

• 600 employees tracking time
• Review/auditing time – 10 min per employee
• Error rate - 0.25% per timesheet
• Lost time – 10 min per employee
• Est. avg hourly rate - $22 per hour (with

benefits)

• Paper and printing cost - $0.04 per timesheet

Payback Period

Initial Investment $400,000

• Est. Savings per Year $139,372

Estimated Payback Period = 2.9 Years

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Why do we need a Time and Attendance System?

Compliance with federal law:

• Fair Labor Standards Act
• Affordable Care Act
• Family Medical Leave Act

12

Recommendation

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Approve the purchase of a time and attendance system in an amount not to exceed $400,000 using 2018-2019 District P-Card rebate funds.