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Item 5.b.
CENTRAL
CONTRACENTRAL COSTA SANITARY DISTRICT
December 18, 2018
TO: FINANCE COMMITTEE
FROM: TEJI O'MALLEY, HUMAN RESOURCES MANAGER
REVIEWED BY: ANN SASAKI, DEPUTY GENERAL MANAGER
SUBJECT: UPDATE ON USE OF I NTELLITI ME (ELECTRONIC TIMEKEEPING)
n J my 2018, the District implemented I ntelliTime, a web-based electronic timekeeping tool, to replace the
submission and processing of timesheets in paper hard copies.After testing the software on a pilot basis,
the system was fully implemented District wide in July 2018. This update is being given at the Finance
Committee's request for a progress report on I ntelliTime's use at the District.
Since its launch, I ntelliTime has created a more efficient payroll workflow by automating timesheet auditing
and processing. While the initial configuration and introduction of I ntelliTime required a significant
investment of time and effort from staff, today, staff is realizing considerable time savings in the
management of the payroll system.
Some of the key features of IntelliTime are as follows:
• Seamless uploading of hours to the payroll system, eliminating manual data entry and potential
payroll corrections.
• Auto-posting of scheduled hours, eliminating errors like entering time on non-work days or
missing hours.
• Electronic submission of leave requests, increasing accuracy by removing the need for the
employee and supervisor to manually track time off on a calendar or keep track of paper leave slips.
• Automation of special pay items such as shift differential, holiday pay and holiday compensation
based on work schedules, allowing for more efficient payroll processing because the system applies
Fair Labor Standards Act(FLSA)and bargaining unit Memorandum of Understanding (MOU) rules
automatically.
• User access to timecard history and leave balances, allowing employees to plan their time off
and allowing supervisors easy access to employees' leave balances when approving the time off.
• Electronic routing of timesheets, leave, and overtime requests, eliminating lost paperwork or
delays in processing. This also helps supervisors to see potential abuses of leave and the amount of
overtime worked in real-time.
• Family and M ed ical Leave Act(F M LA) leave tracking, ensuring legal compliance.
• Proper documentation of time for audit purposes.
• Shared calendars, allowing employees to easily see their workgroup's schedules at a glance.
In addition to these features, the use of I ntelliTime also helps fulfill the District's Strategic Plan's goal to
embrace technology, innovation, and environmental sustainability by using automation and eliminating
paper. It was also a major optimization effort to increase efficiency in a process that impacts every
December 18, 2018 Regular FINANCE Committee Meeting Agenda Packet- Page 285 of 288
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employee District wide, and the software is now fully integrated.
Strategic Plan Tie-In
GOAL SIX:Embrace Technology, Innovation and Environmental Sustainability
Strategy 3- Encourage the review and testing of technology to optimize and modernize business operations
December 18, 2018 Regular FINANCE Committee Meeting Agenda Packet- Page 286 of 288