Workforce Management System presented by Crystal Woods, Human Resources Division Head Arkansas State Highway and Transportation Department

Workforce Management System Prior to 2012, AHTD was utilizing a paper- based, manual-entry payroll system which was created by in-house personnel on the mainframe. The need for greater accuracy and accountability resulted in a feasibility study for an automated workforce management system that would incorporate pay (timesheet) data and cost accounting (activities) data.

 16,464 miles of highway  7,252 bridges  3,600 + employees  1,200 + active construction projects  6,700 + pieces of equipment  Over half a million valid activity combinations for cost accounting purposes AHTD Statistics

Request for Letters of Interest was published in Three vendors were evaluated. Kronos, Incorporated was chosen based on their system’s ability to meet both timekeeping and activities reporting requirements. Workforce Management System

Product design workshops began in Spring 2012 AHTD product design committee included representatives from all major functional areas within the Department Testing began in June 2012 and pilot program was implemented in July 2012 Parallel testing was conducted from July 2012 – October 2012 Full system implementation on October 18, 2012 Workforce Management System

Activities for all employees and equipment are captured within the Workforce Management System application (WMS). Activities are captured in a number of ways based on employee duties, their level of access in the system, and their physical location/access to Department computers, time clocks, etc. Workforce Management System

Highway Police Officers use laptops with cellular air cards for entry of all activities in the field, including data capture for MCSAP job costing and construction zone enforcement for federally funded projects. Central office employees use computers for recording punches and activities. Construction field employees use laptops with job site wireless internet access to capture time and activities. Teletime is also available for those employees working in remote areas with no wireless connectivity. Workforce Management System

District maintenance employees use biometric (scanned fingerprint) time clocks to record punches and activities. Maintenance supervisors use the Passport® handheld rugged mobile devices to capture employee and equipment activities data in the field. – The County/Route/Section data will eventually be captured based on GPS coordinates to further streamline the activities entry process Workforce Management System

We capture multiple pieces of information for various types of activities. For example: – Grant expenditures for various planning, research, MCSAP, and public transportation grants – Traffic stop outcomes for police officers (citation issued, DWI, arrest, etc.) – Task codes for mechanics that define the reason for repair, type of repair, system affected, etc. – Federal Aid Project numbers for construction projects – Maintenance activities by county/route/section, type of work performed, accomplishments (such as number of acres mowed), equipment used to perform the task, etc. Workforce Management System

Activities are captured through the use of various entry forms

Employees have access to self entry activity forms. Supervisors have access to self-entry and supervisor-entry activity forms. Types of forms used depend on job title, District or Division, and supervisory role. Workforce Management System

Activity forms have search features that allow for wild card (*) entries if an employee or supervisor is unsure of the job number or activity code.

Workforce Management System Mechanics capture information for each piece of equipment serviced in increments as small as one quarter hour. The labor information is transferred to our Equipment Management System (EMS) at the end of each pay period. The EMS tracks all labor cost and parts cost information for every piece of equipment maintained by the Department. The EMS is used for management decisions such as service costs, disposal, fleet problems, efficiency, etc. Parts information comes from our Stock Inventory System.

Workforce Management System Maintenance field supervisors capture activities data using the Passport® Motorola rugged handheld devices.

Workforce Management System Supervisors sign into the mobile device at the start of the work day and may assign the device to a specific group of employees who may be working together on any given day.

Workforce Management System Supervisors have access to all the same activity forms on the mobile devices that are available on the PC. As activities are completed in the field, the crew leader (or other lead person) chooses the form for the type of activity the crew is performing and then selects either the whole group or individuals from the group for data entry.

Workforce Management System The available activities are loaded onto the mobile devices and appear in a drop down box in the appropriate form. Supervisors enter the duration of time spent on the activity. If group entry is chosen, the same entry applies to all employees on the list.

Workforce Management System Activities for equipment are also captured on the mobile devices in the field. If a piece of equipment has an odometer or hour meter, the ending reading is entered and the device calculates usage based on equipment’s previous reading. If equipment has no meter then the miles or hours used are directly entered into the device.

All employee and equipment activity data is exported from the system and converted into a data file that is uploaded to our cost accounting and distribution system. Data from the Workforce Management System and several other systems is combined to create our cost accounting reports, and Federal aid billing reports. Workforce Management System

We are within a few weeks of deployment of Phase 2, Workforce Analytics, which will give our managers even more tools for budgeting and planning. The following screen shot is the dashboard from our test analytics data:

Overall we had a very successful implementation! We anticipate cost savings from the elimination of 12 full- time payroll clerk positions (through attrition) and the elimination of a lot of paper. We are seeing significant improvements in the accuracy of our data for both payroll and activities reporting. Obviously, we have decreased our risk of non-compliance with Department of Labor regulations. Our employees and managers are much more accountable for the accurate reporting of their own time and labor. We plan to conduct a full ROI Analysis after a year of data is available. Workforce Management System

Questions? Workforce Management System

Contact Information Crystal Woods Division Head of Human Resources Workforce Management System Alicia Garrett Personnel Officer/Workforce Management System Administrator