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1

University of Utah

Integrating Work Management S ft t Eli i t D bl TiSoftware to Eliminate Double Time 

Entry

Introduction

• Facility Operations– 600 + employeesp y– 6.2 Million square feet

• Steve Hoskins– Associate Director Central Services– 30+ years experience– Organic leadership

• Rich Miller– Business Systems Analyst– MBA + MSIT– Process development and improvement

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Initial problem

CMMSAccounting System

Work Completed

Paper Entry

CMMSEntry

y

TimecardPunch

Timecard Entry

ll

Supervisor Approval

Payroll System

Background

Homegrown system 20+ years

• Local client application• Limited upgrade ability• End of life support technology

Product discovery process

• University site visits• Vendor pitches• No existing single entry system

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Stakeholders

Legal

University IT

Human Resources

Accounts Payable

Internal IT

Vendors

Benefits of Single Time Entry

CMMS becomes management tool

• More accurate budget management• Match work management and accounting costs• Reduce cost/time • Eliminate duplicate effort• Less error in clerical process, cross platform corrections• Real time project management tracking• Better documentation

• Worker paid based on timecard entry• Reduce payroll errors

Increased personnel accountability

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Initial process

CMMSAccounting System

Work Completed

Paper Entry

CMMSEntry

y

TimecardPunch Timecard 

Entryll

Supervisor Approval

Payroll System

Revised processWork 

Completed

Accounting System

CMMSEntry

Supervisor Approval

System

Daily UploadPayroll System

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Implementation Stage 1

• HR, Legal, AP, University IT• Vendors: Kronos, PeopleSoft, AssetWorks

Buy in from all stakeholders

• Meet with consultants• Analyze data• Create test environment

Project plan to convert existing system data to new system

Implementation Stage 2

Develop web portals and integrations

Link to university portal page• Secure link maintianed by hr

Kronos timestamps vs. hourly p y

Beta testing

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Implementation Stage 3

2006‐ Exploration 7/1/2008 Go Live 2013‐ Reflection

Revise work process

Train a mature workforce

2010‐ Full Integration2007‐ Process Initiation

2 years for full integration

Timecard process

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Timecard process

Timecard process

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Timecard process

Timecard process

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Timecard process

Benefits

• Employees accountable for time

• Time/Cost efficiencies

• Integrated costs through the CMMS

• Accurate budget comparison• Accurate budget comparison

• Better accountability for our customers

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Lessons learned

Coordination with all stakeholders•Sell the potential•Solution oriented project management

Strong leadership at all levels•Better upfront training of personnel•Better buy in from employees•Make sure everyone understands reasons for change.

Harness technology effectively•Avoid “Newest Thing” temptation•Balance between work process and technology

Discussion