Timekeeping Modernization

Modernizing Transit Timekeeping

Overview

A transportation organization, responsible for delivering transit services, embarked on a transformative journey as part of a broader modernization program designed to improve timekeeping and payroll systems. This project focused specifically on configuring and implementing a robust timekeeping system, ensuring accurate tracking, compliance, and operational efficiency.

Inefficient Legacy System

The existing in-house system lacked integration with payroll and compliance capabilities.

Compliance Issues

The system did not meet evolving regulations, work-rest rules, and union agreements.

Manual Errors

Inefficient tracking of operator work schedules led to errors and delays in payroll processing.

Operational Delays

Lack of real-time data and monitoring capabilities hampered decision-making.

Solution
To address these challenges, the organization developed and executed a comprehensive Timekeeping Strategy, focusing on five core components:

Modern Timekeeping System

Implemented a configurable product integrated with SAP for payroll compliance.

Real-Time Tracking

Enabled accurate tracking of operator work schedules and activities.

System Customization

Tailored features to enforce compliance with union rules, legislation, and organizational requirements.

Training and Support

Delivered hands-on training and established a robust support system for smooth operations.

Operational Efficiency

Automated key processes like bidding, dispatch, and timekeeping to reduce manual errors.

Implementation

Initiation and Planning

  • Stakeholder Engagement: Partnered with technology vendors to align project goals and requirements.
  • Requirement Workshops: Identified specific compliance and operational needs through collaborative sessions.
  • Project Charter and WBS: Created a roadmap defining scope, timelines, and key deliverables.
  • Design and Architecture

  • System Configuration: Designed modules for bidding, dispatch, timekeeping, and workforce management.
  • Policy Integration: Ensured compliance with legislative and union requirements.
  • Interface Design: Developed user-friendly features like sign-in terminals and web-based access.
  • Execution and Integration

  • System Installation: Installed the system and configured pay rules.
  • Data Migration: Imported legacy data and ensured system readiness.
  • Testing: Conducted rigorous testing to identify and address potential issues.
  • Testing and Validation

  • System Testing: Validated the system's compliance, functionality, and user interface.
  • User Training: Delivered targeted training sessions to ensure smooth adoption by staff.
  • Support and Governance

  • Maintenance Plan: Established a support framework for ongoing assistance.
  • Governance Policies: Defined clear guidelines for system use and maintenance.
  • Deployment and Optimization

  • Full Deployment: Rolled out the system across all operational units.
  • Optimization: Incorporated user feedback to refine system features and performance.
  • Knowledge Transfer: Provided detailed documentation and manuals for staff.
  • Results

    Improved Accuracy: Reduced payroll errors with automated timekeeping and tracking.

    Enhanced Compliance: Met all regulatory and union requirements.

    Operational Efficiency: Streamlined processes for bidding, dispatch, and workforce management.

    Real-Time Monitoring: Enabled better decision-making with real-time data access.

    Employee Satisfaction: Improved transparency and fairness in payroll processing.

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