Improved timesheet process moves forward

With the successful transition from paper timesheets to a new online payroll time reporting system by six departments, the Time & Labor Project Team is now preparing to roll out the new service to 502 additional users in 16 more departments.

Between July 12 and 20, representatives from departments in the Phase Two rollout will undergo training so they can help their coworkers report their hours electronically. Phase Two departments that will begin using the new process in late July include: City Coordinator, City Council, City Assessor, City Attorney, City Clerk, Civil Rights, Communications, Community Planning and Economic Development, Mayor, Neighborhood and Community Relations, Intergovernmental Relations and Grants, Board of Estimate and Taxation, Municipal Building Commission, Public Works (Sewer) and the Youth Coordinating Board.

The new Time & Labor Self-Service system allows employees to fill in their timesheets and supervisors to sign off on completed timesheets electronically within HRIS’s secure web environment. The new time-reporting process is more efficient because fewer employees will have to print out paper copies of their timesheets, department staff won’t have to collect and route as many paper timesheets to managers for signatures, and payroll clerks won’t have to manually re-enter all the data (hours worked, sick/vacation leave taken) from the paper timesheets into the payroll system.

In addition to saving paper and avoiding duplication of work, the automated computer application ensures that union contract provisions are automatically integrated into the payroll process. The new process also makes it easier for employees to view up-to-date leave and comp time balances at any hour and on any day of the week. The new process does not change the look of our paychecks on HRIS.

The Time & Labor Project is being rolled out in phases and the initial launch began in May when approximately 2,500 employees from BIS, the Convention Center, Finance, Human Resources, the Park Board and some Public Works Divisions made the switch.

The Time & Labor Project team — which is comprised of staff from BIS, Finance, Human Resources and Public Works — hopes to have the new system fully implemented by the first quarter of 2012. While many City departments are making the transition to the new system, the departments that use Workforce Director for scheduling and reporting hours worked will keep using this system. Workforce Director is used by some staff in Police, Traffic Control, Fire and 911.

For more information, visit the Time and Labor website at http://citytalk/finance/timelabor .

July 6, 2011

Published Jul 6, 2011