Time System

What is this all about?

The purpose of this project is to automate how Evergreen collects, records and manages employees’ dates and times worked. It involves creating a system for employees to report during each work week (work period for law enforcement) their dates and times worked and calculate overtime.

The Time System project kicked off in January 2009. This is the sister application to the Leave System that successfully launched in December 2008.

The software application is currently being created and tested. After 40 available training sessions, the system will be implemented on July 1, 2009.

Overtime eligible regular employees must record the hours worked during each work week period in order to comply with the:

• Federal Fair Labor Standards Act• Washington State Regulations • Collective Bargaining Agreement

Why are we doing this?

Time System

Easy to useProvide employees with a simple interface to report dates and times worked

AccurateEnhance communication between supervisors and employeesEliminate errors due to manual inputting and tracking of paper documentsImprove accountability and reduce financial risk by being 100% auditable

SecurityImprove the security of payroll documents

ReviewableProvide an automated certification process

TimelinessAllow employees to timely report and get paid for overtime

SustainabilityReduce the amount of paper used to process pay

What are the benefits and goals?

Time System

This new online system will be used by:

• All Overtime Eligible Regular Employees

• Supervisors

• Budget Authorities

• Payroll

• Human Resource Services

• Internal Auditor

Time SystemWho will be impacted?

Time SystemWhat are the employee / supervisor responsibilities?

Supervisors and employees must follow:

• FLSA

• Washington State Regulations

• Union Contract

• Timekeeping Policy and Procedures

• Information Technology Appropriate Use Policy

Employees are responsible for entering their start times and hours worked each work week (work period for law enforcement).

Supervisors are responsible for certifying the start times and hours worked including regular and overtime hours each work week (work period for law enforcement).

Work Schedule / Shift Change Form

Like the Leave System, the Time System uses each employee’s specific schedule.

Human Resource Services must be notified of all work schedule / shift changes via this form.

Employee View

• Defines employee’s work week / work period

• On a work week / work period basis, employee enters Start Time and Duration for each day of the work week / work period

• Incorporates Holidays, Leave and LWOP from the Leave System

Employee View

• Compensation request per shift

Employee View

1. Compensation added to a shift

2. Employee can add additional shifts

1.

2.

Supervisor View

• View supervised employees

Supervisor View

• View employee Start Times and Durations

• Edit information

Supervisor View

• Example of an edit made by the supervisor

Errors

• Shown: second shift overlaps first shift

Time System Workflow / Roles

Employee:Enters, verifies and certifies Start Time and Duration for each shift in the work week

Supervisor:Reviews, edits (as needed), then verifies and certifies

Payroll:Receives certified reports to process payroll for each employee

Budget Authority:May access information via available report

Human Resource Services:May access information via available report