ARTICLE
QUESTION: Would any other organizations be willing to share what system your organizations use to allow staff to clock in and out? We would like to find a system that works for all areas of our organizations. 1. What are the advantages you have experienced with the system? 2. What are the drawbacks? 3. Does the system have capabilities to clock in (Call in) and clock out, using a landline phone? We currently use ADP Workforce Now for almost everything we do that is automated. One of the features is a timeclock system called E-Time that allows employees to punch in/out from the physical timeclock, the site location phone, or a work/personal cell phone. This process is set up through the payroll dept. and a geo code can be assigned to make sure employees are punching in from the location they say they are. 1 & 2. Once your agency chooses the system and corresponding modules that are best for you (cost friendly) you can begin tailoring the system to your company needs. You must work with the ADP support staff to initially input your specific criteria and data, to build the system. This process takes a while and requires several conference calls with ADP reps. Implementation was not smooth sailing for us, we had to work at it. We did not have a computerized infrastructure prior to ADP and had to build it with ADP from the ground up (not knowing exactly what criteria we wanted or needed to be compliant with state and federal laws). However, once we began to get it right with ADP’s help, we clearly had made the right decision for our agency. The implementation took about a year to fully transition and has taken about two years to work out kinks and fully understand how various agency departments integrate with the use of this new system (this timeframe s from an agency wide perspective). HR and payroll are of course, the most heavily integrated. 3. We do have the capability and currently use landline phones to clock in/out, in addition to also using mobile phones w/Geo Tracker capabilities. Each of our group homes and supported living sites has a landline used for clocking in/out. For example, we expect an employee to use the landline, if they are at the site. If they are mobile however, we expect them to clock out from their cell phone and not waste time returning to the site/landline to clock out. *** We use Clear Care. It allows our staff to call and clock in and out from the client’s home. We also upload all pertinent information concerning staff and clients in this system as well. We can print off reports on staffing hours being over served or under served. It is a great system. 1. One of the best advantages is being paperless. Staff notes, client notes, legal documents, driver’s license and insurance, etc. can be uploaded into Clear Care. Staff clock in and out using either a landline or cell phone. Reports can be run to show if a client has gone over/under their hours so adjustments can be made. In each client file, there is a client assessment which is very thorough. The coordinator takes their laptop with them for the intake and enters all pertinent information. It is also very useful with billing. It has worked very well for us. They will personalize it depending on the needs of the company. 2. Occasionally, Clear Care will go down but it is usually back up within 30-45 minutes. *** We use Kronos Workforce TeleTime IP. 1. Elimination of paper time sheets, including possibility of employees turning in fraudulent time sheets. Ability to run real time labor reports (OT control etc). 2. Supervisory staff can get lost in the system as there are numerous reports and a lot of data. However, proper training will address that. 3. Yes. Landlines and cellular phones can be used. *** We use Kronos for time keeping. 1. The fact that there is no paper is definitely an advantage. The ability to create and run reports are beneficial. Our HRIS system interfaces with Kronos so when changes are made in the HRIS, they filter through Kronos within 24 hours. 2. Supervisors need to review Kronos regularly to keep up with the timecards and missed punches which takes time away from the other duties. 3. Any phone is able to clock in/out (mobile or landline). *** We use MITC or MyMITC for time and attendance. It is deployed across the entire agency. Hourly for clocking in and out. All employees (hourly and salary) also use it for requesting paid time off (vacation, sick, bereavement). It is also used by our schedulers for setting schedules in residential. We import the data into our payroll system, ADP. *** We are currently using MITC. We are reviewing a new software program that will enable program staff to record mileage, time/attendance, consumer supports, and consumer billing information. If we purchase this new program, we will discontinue MITC and move our employees to the new system. 1. Employees can clock in from either phone, tablet, computer, etc. You also know from what device they are clocking in from. So if the employee is supposed to be at the workshop at 8 and they normally clock in on the workshop phone, but they clocked in on their cell phone, it’s a red flag. The employee can’t alter their time. Easy for employees to use. It is compatible with our accounting software system (Sage). The time card information could be downloaded into our payroll system. However, since we do not have 100% participation, we can’t down load the data. The reports are great as well. We recently had an audit and they asked for employee time card report information for several months. We were able to print the report in less than a minute. If we would have had to pull paper timecards, it would have taken us hours to sort through 400 paper time sheets for every payroll that was requested. It has made a difference on our payroll process being quicker. Employees that had paper timesheets have an earlier deadline than MITC users. The employee can clock in and out to various GL cost centers throughout the day which can also be a negative. The direct care staff struggle with that because they are busy. So, they have to stop and either clock in and out or correct their time sheet at a later date. Corrections can be made on a computer which requires management approval. 2. The rounding is an issue. MITC recommended it be rounded to the nearest 15 minute increment. This makes it difficult to see how many PED’s the employee really needs. The supervisor or employee has to manually calculate the time to see how many PED’s they really need. This can be changed through the system, but we have not as this time. The approval process is a two step process. The supervisor reviews and approves corrections for employees. The payroll clerk creates time cards and then the supervisor approves the time cards. This isn’t done on the same day. 3. Yes *** We use Paylocity for both payroll and clocking in/out. 1. It is very user friendly. If we have any issues, we have an account rep assigned to us that we call for help and if she is unavailable, we can either leave her a message or talk to another account rep 2. The only thing I can think of is that the sales rep was not very truth full with us about some features. For instance, he said they had the landline clock in/out capability, but when we started implementation they told us it was no longer available because they were discontinuing it. 3. You cannot use a landline to clock in/out, but you can use mobile phones. And there is a way in Paylocity to track where people are clocking in/out from on their mobile devices. It is called Geofencing and we are currently using that system. It has a few bugs we had to work thru, but overall it is working. *** We utilize PeopleSoft. 1 &2. The system is set up for us nationally, so I don't know all the details of how easy the system is to setup. We are currently going through an upgrade that has taken our IT department over a year to build and prepare. The software is very user friendly to navigate through and is a great system to utilize for HR, payroll, and finance. 3. The software is mobile friendly so staff can access it from a computer or their mobile device. It doesn't have a call in option, but they can clock in and out from anywhere so long as they have an internet or cellular data connection and access to a computer, tablet, or mobile device. *** We use the Provide system from Accel Consulting to enter time on the computer. It also does the Medicaid billing. The system is great and we are only utilizing maybe one third of its potential. *** Our agency uses the Provide/AccelTrax programs for staff to report their work time and hours, and this is not a true "clock-in/clock-out" system. *** We use accell, which is an online based program that allows employees to log their time and this is converted for payroll and billing purposes. 1. It is a good system to keep track of time and have employees code to certain task codes for billing purposes. It is also a good messenger system for employees who need information but don't check their emails regularly. 2. It is outdated for technology, but we have always had this system and it works well for us. 3. No, it does not have call-in capabilities. *** Accel Consulting, an INARF Associate Member, has provided the following clarifications regarding their system: 1. Provide (the administrative tool) today is currently based on Silverlight, Accel has released a beta version of our administrative Provide that is fully HTML5, and no longer dependent on Silverlight or requiring a Microsoft client. This new version co-exists with existing Provide thus allowing those who want to continue to use the Silverlight client the ability to do so. 2. Accel offers a complete phone call in system at no extra licensing or support fees to all of our clients. Some of our clients have opted not to utilize the phone system. 3. Provide / AccelTrax can be set up as a time clock system in addition to a work activity collection system at no additional licensing or support fees to our clients. Employees can clock in and out of Provide like a time clock and that can be used as the basis for Employee Pay, Billing or just as a comparison to additional employee input information. This information is a compilation of suggestions, ideas, and opinions shared by INARF Members in response to the featured question. This information should not be considered official interpretation or guidance of State or Federal Policy. Additionally, statements within this document do not necessarily reflect an official position or opinion of INARF.
QUESTION: Would any other organizations be willing to share what system your organizations use to allow staff to clock in and out? We would like to find a system that works for all areas of our organizations. 1. What are the advantages you have experienced with the system? 2. What are the drawbacks? 3. Does the system have capabilities to clock in (Call in) and clock out, using a landline phone?
We currently use ADP Workforce Now for almost everything we do that is automated. One of the features is a timeclock system called E-Time that allows employees to punch in/out from the physical timeclock, the site location phone, or a work/personal cell phone. This process is set up through the payroll dept. and a geo code can be assigned to make sure employees are punching in from the location they say they are. 1 & 2. Once your agency chooses the system and corresponding modules that are best for you (cost friendly) you can begin tailoring the system to your company needs. You must work with the ADP support staff to initially input your specific criteria and data, to build the system. This process takes a while and requires several conference calls with ADP reps. Implementation was not smooth sailing for us, we had to work at it. We did not have a computerized infrastructure prior to ADP and had to build it with ADP from the ground up (not knowing exactly what criteria we wanted or needed to be compliant with state and federal laws). However, once we began to get it right with ADP’s help, we clearly had made the right decision for our agency. The implementation took about a year to fully transition and has taken about two years to work out kinks and fully understand how various agency departments integrate with the use of this new system (this timeframe s from an agency wide perspective). HR and payroll are of course, the most heavily integrated. 3. We do have the capability and currently use landline phones to clock in/out, in addition to also using mobile phones w/Geo Tracker capabilities. Each of our group homes and supported living sites has a landline used for clocking in/out. For example, we expect an employee to use the landline, if they are at the site. If they are mobile however, we expect them to clock out from their cell phone and not waste time returning to the site/landline to clock out.
***
We use Clear Care. It allows our staff to call and clock in and out from the client’s home. We also upload all pertinent information concerning staff and clients in this system as well. We can print off reports on staffing hours being over served or under served. It is a great system. 1. One of the best advantages is being paperless. Staff notes, client notes, legal documents, driver’s license and insurance, etc. can be uploaded into Clear Care. Staff clock in and out using either a landline or cell phone. Reports can be run to show if a client has gone over/under their hours so adjustments can be made. In each client file, there is a client assessment which is very thorough. The coordinator takes their laptop with them for the intake and enters all pertinent information. It is also very useful with billing. It has worked very well for us. They will personalize it depending on the needs of the company. 2. Occasionally, Clear Care will go down but it is usually back up within 30-45 minutes.
We use Kronos Workforce TeleTime IP. 1. Elimination of paper time sheets, including possibility of employees turning in fraudulent time sheets. Ability to run real time labor reports (OT control etc). 2. Supervisory staff can get lost in the system as there are numerous reports and a lot of data. However, proper training will address that. 3. Yes. Landlines and cellular phones can be used.
We use Kronos for time keeping. 1. The fact that there is no paper is definitely an advantage. The ability to create and run reports are beneficial. Our HRIS system interfaces with Kronos so when changes are made in the HRIS, they filter through Kronos within 24 hours. 2. Supervisors need to review Kronos regularly to keep up with the timecards and missed punches which takes time away from the other duties. 3. Any phone is able to clock in/out (mobile or landline).
We use MITC or MyMITC for time and attendance. It is deployed across the entire agency. Hourly for clocking in and out. All employees (hourly and salary) also use it for requesting paid time off (vacation, sick, bereavement). It is also used by our schedulers for setting schedules in residential. We import the data into our payroll system, ADP.
We are currently using MITC. We are reviewing a new software program that will enable program staff to record mileage, time/attendance, consumer supports, and consumer billing information. If we purchase this new program, we will discontinue MITC and move our employees to the new system. 1. Employees can clock in from either phone, tablet, computer, etc. You also know from what device they are clocking in from. So if the employee is supposed to be at the workshop at 8 and they normally clock in on the workshop phone, but they clocked in on their cell phone, it’s a red flag. The employee can’t alter their time. Easy for employees to use. It is compatible with our accounting software system (Sage). The time card information could be downloaded into our payroll system. However, since we do not have 100% participation, we can’t down load the data. The reports are great as well. We recently had an audit and they asked for employee time card report information for several months. We were able to print the report in less than a minute. If we would have had to pull paper timecards, it would have taken us hours to sort through 400 paper time sheets for every payroll that was requested. It has made a difference on our payroll process being quicker. Employees that had paper timesheets have an earlier deadline than MITC users. The employee can clock in and out to various GL cost centers throughout the day which can also be a negative. The direct care staff struggle with that because they are busy. So, they have to stop and either clock in and out or correct their time sheet at a later date. Corrections can be made on a computer which requires management approval. 2. The rounding is an issue. MITC recommended it be rounded to the nearest 15 minute increment. This makes it difficult to see how many PED’s the employee really needs. The supervisor or employee has to manually calculate the time to see how many PED’s they really need. This can be changed through the system, but we have not as this time. The approval process is a two step process. The supervisor reviews and approves corrections for employees. The payroll clerk creates time cards and then the supervisor approves the time cards. This isn’t done on the same day. 3. Yes
We use Paylocity for both payroll and clocking in/out. 1. It is very user friendly. If we have any issues, we have an account rep assigned to us that we call for help and if she is unavailable, we can either leave her a message or talk to another account rep 2. The only thing I can think of is that the sales rep was not very truth full with us about some features. For instance, he said they had the landline clock in/out capability, but when we started implementation they told us it was no longer available because they were discontinuing it. 3. You cannot use a landline to clock in/out, but you can use mobile phones. And there is a way in Paylocity to track where people are clocking in/out from on their mobile devices. It is called Geofencing and we are currently using that system. It has a few bugs we had to work thru, but overall it is working.
We utilize PeopleSoft. 1 &2. The system is set up for us nationally, so I don't know all the details of how easy the system is to setup. We are currently going through an upgrade that has taken our IT department over a year to build and prepare. The software is very user friendly to navigate through and is a great system to utilize for HR, payroll, and finance. 3. The software is mobile friendly so staff can access it from a computer or their mobile device. It doesn't have a call in option, but they can clock in and out from anywhere so long as they have an internet or cellular data connection and access to a computer, tablet, or mobile device.
We use the Provide system from Accel Consulting to enter time on the computer. It also does the Medicaid billing. The system is great and we are only utilizing maybe one third of its potential.
Our agency uses the Provide/AccelTrax programs for staff to report their work time and hours, and this is not a true "clock-in/clock-out" system.
We use accell, which is an online based program that allows employees to log their time and this is converted for payroll and billing purposes. 1. It is a good system to keep track of time and have employees code to certain task codes for billing purposes. It is also a good messenger system for employees who need information but don't check their emails regularly. 2. It is outdated for technology, but we have always had this system and it works well for us. 3. No, it does not have call-in capabilities.
Accel Consulting, an INARF Associate Member, has provided the following clarifications regarding their system: 1. Provide (the administrative tool) today is currently based on Silverlight, Accel has released a beta version of our administrative Provide that is fully HTML5, and no longer dependent on Silverlight or requiring a Microsoft client. This new version co-exists with existing Provide thus allowing those who want to continue to use the Silverlight client the ability to do so. 2. Accel offers a complete phone call in system at no extra licensing or support fees to all of our clients. Some of our clients have opted not to utilize the phone system. 3. Provide / AccelTrax can be set up as a time clock system in addition to a work activity collection system at no additional licensing or support fees to our clients. Employees can clock in and out of Provide like a time clock and that can be used as the basis for Employee Pay, Billing or just as a comparison to additional employee input information.