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 onic 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? 60% 50% 40% 30% 20% 10% 0% Extremely Beneficial Unsure Not Beneficial Extremely Not Beneificial Beneificial 3
Office Managers and Bookkeepers How much time a week do you spend managing, compiling, creating, reviewing & processing timesheets? • Responses were between 1 and 8 hours • Majority in the range of 1-3 hours per week 4
What t other her task sks s would uld you pa partic ticipate ipate in if an electr tronic onic 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 orders 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 How much time a week do you spend managing, compiling, creating, reviewing & processing timesheets? • Range of responses-15 min to 1 hour • Most common response - 30 minutes 6
What t other her task sks s would uld you pa parti ticipat ipate e in if an n elect ctronic onic timekeepi mekeeping ng proces ess was impl plemented? emented? (Adm dminis inistra trator ors) s) • More time in classrooms, monitoring instruction • Visibility • Planning • Managing other funds • The list is endless 7
Other Comments • 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. 8
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 outdated paper trail. • PLEASE MAKE THIS HAPPEN! 9
Return on Investment Savings per payday Basic Assumptions Audit Savings $ 2,200 600 employees tracking time • Review/auditing time – 10 min per employee • Error rate - 0.25% per timesheet Human Error Factor $ 888 • Lost time – 10 min per employee • Est. avg hourly rate - $22 per hour (with • benefits) Lost Time Savings $ 2,200 Paper and printing cost - $0.04 per timesheet • Paper/Printing Savings $ 72 Total Savings per Payday $ 5,360 Estimated Savings Per Year $ 139,372 10
Payback Period Initial Investment $400,000 Est. Savings per Year $139,372 Estimated Payback Period = 2.9 Years 11
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 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. 13
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