mobile timeclocks webinar deck

Mobile Timeclock Solutions

from True Wireless

Danielle Price

Senior Consultant

True Wireless

danielle.price@truewireless.com

480 234 7268

Agenda

• Current Time Collection Processes for Mobile Workers

• American Payroll Association Study – “…3 Expensive Problems…”

• Mobile Timeclocks

• Mobile Data Collection

• Data Flow

• Case Studies

• Mobile Solutions

• Key Features & Benefits

Current Paper Process

Manual Time/Data Entry Process

Paper Timesheets Payroll

Timberline

The above illustrates the resources required to manage the costly, error prone

manual time keeping process with manual calculations & manual data entry

for payroll processing and billing.

Red arrows represent

manual calculations & entry.

Manual Time & Attendance

Calculations

(sick/vacation accruals, overtime, pay rates)

The American Payroll

Association conducted a

study and identified

“…three expensive

problems” associated

with manual processes…

The American Payroll Association conducted

a study and identified “…three expensive

problems” associated with manual processes:

1. “The time to manually compute hours.”

Totaling time and calculating overtime &

accruals are tedious low value tasks

requiring the time of highly paid accountants

& administrative staff.

2. “The errors made in manually computing

time. Experts feel the error rate is

probably 1%.” Do your own calculation –

multiply your labor costs (payroll) * 1%.

What could you save?

3. “Lost Time” or Time Theft. “The average

workers steals 4 hours and 18 minutes

per week by coming in late, goofing off,

taking long lunches and breaks…”

New Industry Terms

• MTC – Mobile Timeclocks

• MDC – Mobile Data Collection

MTC – Mobile Timeclocks

Hardware & software used to collect time, jobs, phases, codes, etc

e.g. below - biometric clocks (1-3) and battery powered key fob clock (4).

MTC – Mobile Timeclocks

Hardware & software used to collect time, jobs, phases, codes, etc.

e.g. below - Facial recognition software

MTC – Mobile Timeclocks

Hardware & software used to collect time, jobs, phases, codes, etc.

e.g. below - Feature phones, PDAs & Tablets

MDC – Mobile Data Collection

The type of data collected via mobile devices – job #s, codes, quantities, employee

shifts/lunches, fingerprints, signatures, pictures, barcode scans, GPS, etc.

MDC – Mobile Data Collection

The type of data collected via mobile devices – job #s, codes, quantities, employee

shifts/lunches, fingerprints, signatures, pictures, barcode scans, GPS, etc.

13

Static Workforce Data Flow This process has been in place for companies in warehousing, restaurants,

professional svcs (those with static workforces) for decades:

Payroll

Static Timeclocks

Time & Attendance

(sick/vacation accruals, overtime, pay rates)

Timberline

NEW! Mobile Workforce Data Flow Now companies with mobile workforces can take advantage of mobile timeclocks and

payroll/accounting automation.

Mobile Timeclocks

Time & Attendance

Payroll

Timberline

260 back office

systems supported

Sample Timecard Record Viewable in real time

Agenda

Replacing paper with automation results in:

• Payroll Accuracy

• Faster processing time

• Job costing accuracy

• Reduced labor costs of 3-7%

VS.

Case Studies

Industry: Landscaping

Total Employees: 60

Mobile Employees: 50

Situation:

Heritage Master Village Association, Inc. is a master planned community on

50,000 acres with homes, rivers, trails, a golf course, tennis courts, pools & clubhouse.

Employees responsible for landscaping and maintenance must check

in at the clubhouse to clock in, then walk to their assigned worksite to

do mowing, seeding, trimming, and other landscaping duties. This

resulted In elevated labor costs and decreased productivity.

Solution:

Battery powered, weather –proof timeclocks, employee issued key fobs:

50 new Sprint phones and 7 Super devices for bluetooth collection

Benefits:

“Costs were reduced, and the accuracy and integrity of the data was significantly

improved. Payroll administration time was reduced, along with Workers Comp claims.”

- Matt Mozdziak, Purchasing/IT Administrator

Case Study

Case Study

Industry: Cleaning & Custodial

Total Employees: 320

Mobile Employees: 300

Situation:

Jancoa employees clean client locations throughout Cincinnati; they service all

business types from banks to sporting arenas. With 300 employees going out to 70

different, non company owned sites they needed an easy, cost effective and wireless

way to collect time for multi-lingual and potentially illiterate employees.

Solution: Wireless timeclocks were mounted in client locations allowing employees

to clock in upon arrival and departure using a numeric key pad

and green/red buttons. 70 ZTE Optik tablets with About Time

data collection software and mounting kits.

Benefits:

“This is exactly what we need. I can see every employee

in the organization being able to use this, and it’s much less

expensive than the connection fees we are paying for today

for wireline clocks which only work in some of our locations.”

Case Study

Industry: Contractors

Total Employees: 280

Mobile Employees: 255

Situation:

Dickens Quality Demolition is a specialty contractor in Phoenix, Arizona. With 30

foremen managing 1-2 jobs and up to 10 man crews, they needed a more accurate

and efficient way of collection time and allowing managers to approve time and track

budgets from the field.

Solution: Each Supervisor was issued a GPS enabled netbook with About Time

mobile timeclock software and a biometric fingerprint reader. Each employee clocks in

using the supervisor’s device upon arrival at the job site recording his exact time and

eliminating supervisors’ end of week estimations & paper timecard delivery & data entry

Benefits:

“These devices were exactly what we need and priced right at less

than $100 per unit. We are exited to go live!”

Case Study

Industry: Construction

Total Employees: 88

Mobile Employees: 50

Situation:

R&J Construction’s time-intensive & inexact payroll processes were 100% reliant on

mobile workers to record time (and overtime) .

Solution:

Sprint phones as timeclocks w/ Xora GPS; automation into ADP & MasterBuilder

Benefits:

“We now know where our workers are and what they are doing at all times, enabling

us to pay and invoice more accurately, route and dispatch more efficiently, and to more

successfully control costs. Simply put, Xora & ADP give us a tremendous competitive

advantage. Job-costing has never been more accurate and allows for more precise job

estimates. “ - Paula Wiens, Controller

- Reduced vehicle mileage reimbursement costs savings of approx. $6,000 per month.

- Positive financial impact of $180,000 YOY due to reduced OT & admin cost savings.

Case Study

Paper Timesheet R&J

Mobile Timeclock

Crew Member Clock In

> Enter Job Number (Type or Barcode Scan)

Crew Member Clock In

> Enter Job Number

Crew Member Clock In

> Tap to select Task; then default code appears

Crew Member Clock Out

> Default answer is “NO”

Crew Member Clock Out

All fields are mandatory

including signature >

Crew Member Clock In

> Form is complete - Submit

Additional Forms Allowed

Scan Barcodes >

Additional Forms Allowed

Attach Pictures >

Real Time Cloud Access

Product Form

Jobs, Locations, Signatures

Viewable at the Cloud

GPS Location

GPS Location

Mobile Timeclocks

Integration

Time & Labor Management

Payroll

MasterBuilder

Features & Benefits of Integration

Mobile Timeclocks collect raw punch detail (8:08AM clock in punch)

Time & Labor Management system massages data (rounding rules, OT, accruals) and prepares

it for payroll and accounting

Automation increases speed & accuracy of payroll preparation

Automation and integration reduces labor costs by collecting real time information, eliminating

self rounding, eliminating manual calculations and manual entries which are error prone

The solution ensures compliance & fairness by universally applying company policies to all

employees

Signature capture, lunch/break verification, “pin-in” , biometrics and other features protect

companies against employee grievances and buddy punching

The solution may reduce workers compensation claims with “No Injury” acknowledgement upon

shift end

Companies will improve decision making with 50 different report options such as the

Approaching Overtime Report

Companies will improve audit compliance with 7 years of data storage

Benefits of

True Wireless

The industry leaders in mobile timeclocks and integrated

solutions

Device and data plan fulfillment; rate plan optimization

Dedicated staff to support mobile timeclock solutions and mobile

data collection

Mobile Deployment Services

Mobile Device Management Services

Industry solutions experts

• Construction, Contracting

• Agriculture & Landscaping

• Property Management & Maintenance

• Field Services (Waste, Custodial, Security, Delivery &

Distribution, Property Mgmt, Transportation, Ambulatory,

Public Sector)

Ability to successfully integrate with back office accounting, time

& labor management and payroll

Thank You!

Danielle Price

Senior Consultant

True Wireless

danielle.price@truewireless.com

480 234 7268