PDSA
Timekeeper
March 8, 2007
PLAN
What needs improving?
Complete implementation of Timekeeper software to improve accuracy of hours paid, and save double entry of absence information
Current Performance?
Double posting of absences
Manual entry of hours worked
Customer & Requirement?
All employees through accurate recording of time and absences
Anyone responsible for entry of payroll data through time savings
How is this aligned to department mission and goals?
Elimination of payroll errors and timely payment for hours worked by all employees
What is the proposed approach to improve results?
Training of all persons responsible for posting payroll information
Timely meetings with bookkeepers to provide software updates
DO
What do you as a leader need to do to implement the proposed approach?
Comprehensive timekeeper training of all employees
What do the workers need to do?
All employees need to use timekeeper for recording of time worked
All employees should complete Timekeeper Leave Request form and Timekeeper Exception form for changes necessary
Electronic approval of employee timesheets
What resources will be needed?
Timekeeper terminal/printer accessible for all employees
Paper for printing timesheets
How will you evaluate progress?
Accurate reporting of hours worked
Accurate reporting of absences
Less time recording payroll information
Obtain approval from supervisor to conduct improvement cycle
Approved by Kay Fulp, Finance Officer
PDSA
Timekeeper
March 8, 2007
Page 2
STUDY
Chart the progress on improving the outcome listed in the PLAN phase.
SEE CHART
What improved?
Accuracy in pay checks for all employees
Time savings for data entry for schools and central office
What was the impact on the customer listed in the PLAN phase?
Accuracy in pay checks for all employees
Time savings for data entry for schools and central office
What were the cost savings for ISS?
Central Office Payroll Department – 6 hours per month X 4 employees X $14.50 per hour = $348.00 per month (approximately)
Bookkeepers – 3 hours per month X 41 employees X $11.70 per hour = $1439.00 per month (approximately)
ACT
List what worked and what did not work.
Did not work:
Inaccurate reporting of absences by data entry changes
Software issues
What worked:
Reporting of absences was improved by eliminating double entry and additional training
Software issues were resolved by ISIS releases
Hours worked were reflected accurately by pulling data directly from timesheets (no manual data entry)
Timekeeper reports provided vital information for accuracy
Share results with supervisor.
Monthly updates were provided to Kay Fulp, Finance Officer
What best practices can be transferred to another process in your department or unit?
Easy access is available for showing hours worked/absences to Human Resources Department in working on FMLA leave information and Worker’s Comp data.
Absence information is available to Transportation/Maintenance/Schools for attendance data and calculating attendance bonuses
All employees have access to leave balances, check history and timesheet history
Can this process be improved? If so, begin the cycle again.
No
Supervisor recommend performance pay based on results.
Yes
TIMEKEEPER FLOW CHART
1)EMPLOYEE SIGNS IN/SIGNS OUT WITH ID/PIN NUMBER OR SOCIAL SECURITY NUMBER
2)EMPLOYEE SUBMITS TIMEKEEPER LEAVE REQUEST FOR ABSENCES
3)EMPLOYEE SUBMITS TIMEKEEPER EXCEPTION FORM FOR ERRORS
4)EMPLOYEE APPROVES TIMESHEET WEEKLY
5)EMPLOYEE PRINTS AND SIGNS APPROVED TIMESHEET MONTHLY
6)BOOKKEEPER REVIEWS DAILY EMPLOYEES NOT SIGNED IN/NOT SIGNED OUT
7)BOOKKEEPER MAKES NECESSARY UPDATES FROM EMPLOYEE TIMEKEEPER LEAVE REQUEST & EXCEPTION SUBMISSIONS OR CONTACTS EMPLOYEE FOR ABSENCE INFORMATION
8)BOOKKEEPER POSTS SUBSTITUTES/CODES FOR NECESSARY ABSENCES & WILL CONTACT DIRECTORS/PRINCIPALS FOR WORKSHOP CODES
9)BOOKKEEPER ADMIN APPROVES TIMESHEET FOR ALL EMPLOYEES WEEKLY
10)BOOKKEEPER RUNS SCHOOLS REPORTS TO REVIEW AND EDIT BEFORE DOWNLOAD TO PAYROLL
11)BOOKKEEPER SUBMITS SIGNED AND APPROVED TIMESHEETS TO PAYROLL MONTHLY
12)PAYROLL RUNS PROCESS TIMEKEEPER
13)PAYROLL REVIEWS IMPORT EXCEPTION REPORT FOR ERRORS & CONTACTS BOOKKEEPERS FOR CORRECTIONS
14)PAYROLL REVIEWS ABSENCE EDIT FOR EACH LOCATION & CORRECTS INACURATE SUBSTITUTE CODES
15)PAYROLL RUNS EMPLOYEE ASSIGNMENT REPORT AND COMPARES TO TIMESHEETS SUBMITTED
16)PAYROLL PROCESSES EACH LOCATION’S TIMESHEETS AND COMPARE TO TIMEKEEPER UPLOAD
17)PAYROLL RUNS PROFORMA TO REVIEW/REVISE ACTUAL DOLLARS PAID FROM TIMEKEEPER UPLOAD
18)PAYROLL PROCESS PAYROLL CHECKS FOR ALL EMPLOYEES
Date: March 15, 2007
To:Dr. Terry Holliday
From:Payroll Department
Subject: Timekeeper PDSA
In June of 2006, the Payroll Department set up meetings with school and department bookkeepers for training and implementation of hourly & complete absence transfer of data from all employees to payroll files. This reduced double entry for school bookkeepers and manual entry of hours in the Payroll Department.
With Kay Fulp/Finance Officer’s approval, we began this process with the July 31st payroll and have been pulling monthly since that time from Timekeeper files.
At this time, we are requesting review of the attached data and flow chart, and payment of the incentive pay for all persons involved in payroll/timekeeper data entry.
COMMITTEE:
GLENISE WARD
DEBBIE SHAW
SANDRA FURR
TAMMY MENSTER
JUDY KIRBY
KATHY PARKER
JUDY DOUGLAS
ROSE HENKEL
ANDRA WHITE
VICKIE MEADOWS