Managing the labor hours of more than 5,600 ODOT employees is a time-consuming task, further complicated by the use of paper timesheets. ODOT’s primary time-keeping method is the familiar AU-15 paper timesheet filled out by employees, approved by managers, entered into the “On-Time” system by timekeepers, which then get sent to payroll, also known as the Ohio Administrative Knowledge System.
Does passing pieces of paper from one person to another sound like a long, labor-intensive process with increased chances for errors? It is.
AU-15’s were introduced decades ago. Only slight improvements have been made since. But with a little modern ingenuity, paper timesheets will soon become history.
“This is an exciting time to be an ODOT team member as we progress further into the 21st century,” said Division of Information Technology Deputy Director Spencer Wood.
ODOT is modernizing time-keeping duties with the introduction of Time & Equipment Administration & Management Systems (TEAMS). Consisting of two different projects working cooperatively with one another, TEAMS will combine time and equipment tracking into one faster and easy to use structure.
The first project, the Activities, Cost and Time System, manages the processes for time and activity entry, payroll, and leave requests. It will replace On-Time and Request for Leave processes with the newer “Kronos” by July 1.
Kronos will handle all time and labor tracking along with Request for Leave and activities performed by employees. This will allow employees to focus on everyday duties instead of extra paperwork. After Kronos is deployed employees will still enter their activities into the existing TMS system until the new activities tracking system is implemented in phase 2.
The second major project, the Equipment & Inventory Management System, will record department assets such as equipment, materials, and parts. It will handle work orders, streamline management and reporting of maintenance activities, and support cost accounting functions.
TEAMS’ ultimate goal is to support ODOT’s Strategic Plan to deliver safe, high quality transportation more efficiently by collecting more accurate data and eliminating redundant and unnecessary tracking processes.
Business Process Analyst Angela Haskins-Carr says that she looks forward to the new timesheet system. “It will be great to be able to handle all of the time-related processes in one system,” she said.
By Greg Pore, Central Office