New timesheet process expanded to eight more workgroups

With the successful transition from paper timesheets to a new online payroll time reporting system by more than 3,000 employees, the Time & Labor Project Team will be rolling out the new service to 730 additional users in eight more workgroups later this month.

Representatives from departments in the Phase Three rollout are currently undergoing training so they can help their coworkers report their hours electronically. Employees in the Phase Three rollout can begin reporting their time electronically on Aug. 25.

Phase Three offices include: Regulatory Services, Public Works Transportation Maintenance and Repair, Public Works Fleet Services, Public Works Traffic, Public Works Water, Health & Family Support, Public Works Capital and Property Services. (Traffic Enforcement, 911 and interns will continue to use their existing time reporting process and are not involved in the changeover.)

The 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. 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 Phase Two rollout included approximately 500 staff from these offices: 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 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 .

August 17, 2011

Published Aug 17, 2011