Using Time Effectively

Betty K SimpsonCity of Ottawa, KansasKansas Certified Public Manager Program

Where we’ve been—April 2013

Roughly 175 time cards

City Of Ottawa’s Current Time Keeping Method

Cost of a Time Card

Timecard use = $25,000 per year

Employee 7 minutes

per timecard

Supervisor 3 minutes

per timecard

Payroll 8 hours per payroll Data

Processing 3 hours per payroll

Human Resources 1 hour per payroll

Project Analysis Using Time Effectively

Time Cards

Time Entry

Time and Attendance

City Manger Human Resource Director

Finance DirectorCity Commission

Time and Attendance(Electronic Time Keeping) Other Department

Directors

Information TechnologySupervisors

Financial Data Specialist Human Resource

Assistant

Citizens of Ottawa/Tax Payers

Stakeholder’s

Using Time Effectively

Project Team

Finance/Payroll, Information Technologies, and Human Resources

Challenges

Multiple Departments with various schedules

Overtime rules vary

Time Entry with Incode

• A computerized timecard

• Templates for time tracking

• Limits access to time entry during payroll processing

Time & Attendance

1. Allows rules for determining overtime

2. Sends notifications for a missed punch

3. Clock in with computer, timeclock, or App

4. Supervisor approves time

5. Payroll reviews and processes

Time and AttendanceAdvanced Scheduling

• Greater Efficiency

• Accuracy & Accountability

• Eliminating Paper Routing & Manual Calculations

• Automation Request & Approvals

• Audit Trail for All Transactions

Time and Attendance

on your computer

What’s the cost? Initial: $9,000.00Yearly: $4,000.00

CPM Conference Topic:Using Time Effectively

Past—Time Cards

Current—Time and Attendance