Time & Attendance

Electronic Time

&

Attendance

Automated Time Attendance and Program

System (ATAAPS)

Proposal

August 22, 2012

Agenda

Below is the list of items that will be discussed today:

• Thesis• Background• Solution• Description• Benefits• Procedure• Schedules

• Timelines• Costs• Analysis• Resources• Qualifications• Conclusion

Thesis

Proposal Thesis

• Replacing the current paper-based payroll system with ATAAPS will:

Eliminate the further use of paper Provide a painless audit trail Increase the accuracy of financial

statements Maximize efficiency

• Timecards are currently tracked through a paper-based method

• Timecards are: Completed by employees on

Microsoft Excel, then printedReviewed by supervisorsSubmitted to Timekeepers for

processingTimekeepers input information

into the Pay System (DISA)Employees are paid one week

later

Background

Time & Attendance Process

Background (Problem)

Problem—Timecard Deadlines

• Timecards turned in late: To meet the suspense

employees bypass supervisorsTimecards are directly given to

TimekeepersSupervisors see timecard after it

has been inputErrors are found afterwardsCorrected timecards are createdConfusion occurs on which is the

right timecard

Background (Problem Cont.)

Problem—Time Consuming & Costly

• Time Consuming:Supervisors review bi-weekly Timekeepers review bi-weekly and input dataQuarterly audits take over a week to conduct

• Costly: Ink

o $157.99 (7,000 sheets)Paper

o 1 ream a month (500 sheets)6 part folders to file them in

o $34.71 for a box of 10Space to store folders in

Solution

How can we improve this process?

• Eliminate the paper-based timecard system

• Switch to an electronic-based timecard systemAutomated Time Attendance and

Program System (ATAAPS)

• ATAAPS is a successful timecard system

The Army has used it for 10 years

Description

What is ATAAPS?

• ATAAPS is an online timecard system

• Each user will have their own account

• The employee inputs their attendance history

• The employee submits to supervisor online

• Supervisor approves, then goes to the timekeeper

• Timekeeper approves, account is linked to DISADISA processes employees pay

Benefits

Why go electronic?

• Saves time• Saves Costs InkPaper6 part folders to file them inSpace to store folders in• Can be submitted from any location• Minimizes errors• Guarantees supervisor approval first• Audits conducted easier and faster• Records won’t be lost

Procedure

How to proceed?

• Contact ATAAPS Help Desk• Review information on the ATAAPS Program• Review budget • If satisfied, order employee accounts• Contact IT Staff for setup and training• Start using ATAAPS• Eliminate the paper-based system

Schedules

How to implement ATAAPS?

• Order 25 ATAAPS user accounts • Once accounts are ordered contact IT Staff• IT Staff will setup/link accounts to DISA• Prepare office policies for using ATAAPS• Setup up a training schedule for users• Start using ATAAPS

Timelines

How long will it take?

Week 2 Week 3 Week 4 Week 5Week 1 Week 6

Research ATAAPS•Review ATAAPS info•Review Budget•Sign Contract

Order ATAAPS Accounts•Order 25 accounts•Contact IT Staff•Setup an IT team to setup accounts for users

Setup ATAAPS•Have IT team setup accounts •Accounts also need to be linked to DISA

ATAAPS Policies & Procedures•Prepare office policies and procedure for using ATAAPS

ATAAPS Training•Have an ATAAPS representative train Timekeepers•Setup a training schedule for users•Have Timekeepers train Employees & Supervisors

Use ATAAPS•Start using ATAAPS•Eliminate paper-based system•Provide ongoing maintenance

Costs

How much will this costs?

• Each ATAAPS Account costs:$14.95 • Need a total of 25 accountsTotal costs is $373.75• ATAAPS offers free training

and support• IT Staff will setup and maintain

accounts

Analysis

Why ATAAPS?

• Compared to other electronic pay systems, ATAAPS is:More affordableUser friendlyMore efficientReliableEasy to maintainConcerned with excellent

customer service

Resources

Resources Needed for transition

• IT Staff will be responsible for:Setting up each employees accountLinking accounts to the pay system (DISA)Providing ongoing maintenanceEnsuring a proper backup system is in place• Training:ATAAPS will need to provide training to:

o Timekeeperso IT Staff

Timekeeper will train:o Supervisorso Employees

Qualifications

Qualifications for project

• Time & Attendance Monitor: I have been a Timekeeper for five years I track, input and audit timecards I am familiar with all timecard processes and

issues I have zero discrepancies on my timecard

program I am eager and willing to develop a new plan

Conclusion

Review

• Paper is an outdated method to useTechnology is continuously changing

• ATAAPS can offer many benefits:Saves time & reduces costsReduces human errorsGets authorization by supervisors in advanceMeets deadlinesPainless auditsCan be accessed and submitted from any

locationRecords cannot be lost

Thank You

• Questions

• Concerns

• Comments

Thank you for your time

Contact Information

1421 Graeber St, CA 92518 Phone: (951) 655-1212 Fax: (951) 655-1213tiffany.mccook13@ us.af.mil