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2008 BP template - Louisiana Government Finance Officers

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					Automated Timekeeping:
Unclogging the Payroll Drain




Presented by:

Ty Hall, Director of Public Sector
Government Software Solutions


            Email Contact:
            thall@governmentsoftwaresolutions.com
            ty.hall@novatime.com
            Phone: 435-645-0656
Introduction and Experience


  § 1992 -1996                      Motorola Wireless Data Division
        •   Public Safety Wireless Communications


  § 1996 – 2001                     Sungard/H T E
       §    Public Sector Financial Management Systems, Community Development, Utility Billing,
            Public Safety Dispatch and Records


  § 2001 – 2005                     Kronos Public Sector
        •   Time and Attendance


  § 2005 – 2010                     GSS / Stromberg Public Sector
        •   Time and Attendance: Sold to Kronos


  § 2010 – Present                  GSS / NOVAtime Public Sector
        •   Time and Attendance/Scheduling
So Many Stories to tell
What Matters!
Meeting AGENDA



    ØWhat is Workforce Management?


    ØPayroll / Timekeeping Challenges


    ØBusiness Benefits / ROI
What is Workforce Mgmt?


                                                  Data
                                                Collection



                    Payroll
                                                                            Exception
                  Integration
                                                                           Notification
                    (Gross)




                                               Complete
                                               Workforce
           Accurate and
                                              Management                          Timesheet
            Real-time                                                             Editing and
            Reporting                                                              Approval




                                  Pay rule                    Employee
                                Automation                   Management
                                    and                          and
                                Enforcement                   Scheduling
Sources


§ KPMG / American Payroll Association

§ US Department of Labor – Bureau of Labor Statistics

§ Nucleus Research

§ Employment Policy Foundation

§ Circadian
Customer Survey (APA)




                        1Source: APA’s Seventh Annual Payroll
                        Best Practices and Benchmarking Study,
                        February 2006
Challenges

§   Reduce Complexity
     – Managers need to track complex variables, such as hours worked, wage
       rates, pay rules, and leave time, including sick days and vacation time
     – Standardize pay policy and associated support across entire organization
§   Payroll Inflation / Cost Control
     – Increased costs associated with manual check runs and adjustments
     – Employee fraud and errors (i.e., buddy punching, extra sick / leave days)
     – Proactive control and management of workforce attendance and
       absenteeism; preemptive action against unauthorized overtime
§   Productivity
     – Manual timesheets, data re-keying into system by payroll clerks
     – Track employee productivity using job costing and real-time labor
       reporting
§   Compliance
     – Drivers include collective bargaining agreements and governmental
       regulations
     – Noncompliance = costly penalties
Business Benefits


 §   Increase employee satisfaction and morale
      – Self-service tools provide employee access to common requests and
         tasks (engage your workforce!)
      – Reduce time spent on ‘clerical’ work and allow workforce to focus on
         critical / strategic tasks
      – Common enforcement of policies can increase employee morale
      – Reward employees for positive attendance patterns
 §   Organization Vision / Strategy
      – Provide framework for integration of multiple application and reporting
         tools (HRIS, Payroll, Finance, ERP, etc.)
      – Scalable solutions provide platform to expand deployment
 §   Collaboration
      – Increased emphasis between management and teams to control costs
      – Shared reporting identifies areas of improvement in terms of
Business Benefits / ROI


§ APA/Bearing Point study (2007)
   – 0.7% to 56.3% of payroll department time spent on data entry
   – Large variance between world class and manual organizations


§ Independent Research Results                    Reduction in total payroll cost
   – 75% of organizations found >250% ROI                 Payroll Error Rate: 1.2%
   – Median ROI was 469%                           Payroll Processing Time: 0.47%
   – Average payback was 5 months                             Leave Time: 0.38%
                                                          Labor Reporting: 0.75%
                                                           Payroll Inflation: 0.72%
                                                                     Total: 3.52%
Risk Mitigation – Recent News

 April 08, 2009
 Employer Pays More than $2M to Settle OT Allegations
  IFCO Systems North America has paid $1,602,267 in back wages to its employees after the
  Department of Labor's Wage and Hour Division accused the company of failing to pay 1,751
  employees in 17 states properly for the overtime hours that they worked.

  The Wage and Hour Division also fined the company $963,050 in civil money penalties.

  Wage and Hour Division investigators alleged that IFCO Systems, which manufactures and repairs
  reusable plastic containers and wooden pallets, did not pay its employees time and one-half for
  hours worked over 40 in a workweek. They also alleged that the company did not maintain the
  records that they are required to keep under the law.

  The investigations took place in the states of Colorado, Florida, Indiana, Kansas, Kentucky,
  Louisiana, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, Ohio, Oklahoma, Oregon,
  Tennessee, Texas, and Utah.

 http://hr.blr.com/news.aspx?id=79815&source=RSA&effort=4
                        How do we fill out this matrix?
                           ROI – By Department
                             Savings Estimates
                      Food &                                                                    Maint.   Total  Total 
                                       Bus          Bus                   Data 
    Description      Nutrition                              Custodians            Secretarial Mechanics  Annual  Monthly 
                                      Aides        Drivers             Processing
                     Services                                                                  Delivery Savings Savings


                                                                                                                    
Total Department $                                                                               


FMLA Compliance                                                                                                 

FSLA Compliance                                                                                                 

Payroll Error                                                                                                   

Payroll Inflation                                                                                               

Buddy Punching                                                                                                  


Attendance Mgmt                                                                                                 

Annual Savings                                                                                                  

Monthly Savings                                                                                                 
                     Operations Support Personnel
                Annual & Monthly Savings Estimates - ROI

                           Food &                                                                                                         Maint.              Total       Total 
                                                Bus                                                   Data 
       Description        Nutrition                          Bus    Drivers Custodians                                Secretarial       Mechanics            Annual      Monthly 
                                               Aides                                               Processing
                          Services                                                                                                       Delivery            Savings     Savings



                                                                                                                                                                                
Total Department $51M    $  3,675,360   $  1,227,600   $  7,881,750   $10,899,200   $  4,607,616   $13,894,400   $  9,193,600 


FMLA Compliance          $          3,675   $          1,228   $          7,882   $        10,899   $          4,608   $        13,894   $          9,194   $    51,380   $     4,282 


FSLA Compliance          $          3,675   $          1,228   $          7,882   $        10,899   $          4,608   $        13,894   $          9,194   $    51,380   $     4,282 


Payroll Error            $        22,052   $          7,366   $        47,291   $        65,395   $        27,646   $        83,366   $        55,162   $  308,277   $  25,690 


Payroll Inflation        $        14,701   $          4,910   $        31,527   $        43,597   $        18,430   $        55,578   $        36,774   $  205,518   $  17,127 


Buddy Punching           $          7,351   $          2,455   $        15,764   $        21,798   $          9,215   $        27,789   $        18,387   $  102,759   $     8,563 


Attendance Mgmt          $        16,539   $          5,524   $        35,468   $        49,046   $        20,734   $        62,525   $        41,371   $  231,208   $  19,267 


Annual Savings  ~2%      $        67,994   $        22,711   $      145,812   $      201,635   $        85,241   $      257,046   $      170,082  $  950,521     


Monthly Savings          $          5,666   $          1,893   $        12,151   $        16,803   $          7,103   $        21,421   $        14,173                  $  79,210 
Flexible Data Collection Options
Standard Functionality
“Out of the Box” – Total Solution

§   Real-time Data Collection
§   Labor Costing
§   Multiple O/T Policies
§   Strong Pay Policy Setup
§   Powerful Scheduling Engine
§   Unlimited Shifts and Differentials
§   Unlimited Pay Codes and Categories
§   Flexible Group Levels (Organization Setup)
§   Leave Management – Accruals, FMLA, FLSA
§   Attendance Tracking - Point / Incentive System
§   Employee Self-service Portal
§   Internal Messaging and Alert System
§   Custom Report Building Engine / Business Intelligence
Questions & Answers




                Thank you!

				
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