TIMEKEEPER NETWORK

Report
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HSSTM A3
› Background story; Why are we doing this?

Surveys

New Holiday Codes
› Updated TRC Manual

A3 Presentation
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Current work being done
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Next steps
Purpose
 Survey Data Analysis
 Outcome Examples
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› Survey 1
› Survey 2

Support project goals
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Establish device to maintain standard work processes for efficient scheduling and
timekeeping
Reduce payroll errors – improve first time quality
Reduce waste in processing
Improve employee engagement
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What pay rules are applied differently
Why pay rules are applied differently
Where are the opportunities to align pay rules
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Standard Practice Guidelines
UHHC Policies & Procedures
Bargaining Agreements
Practice
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What can be applied consistently
Business cases for variability
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Building rules in new system to administer pay practices
Start aligning practices now that will effect change in pay
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Discovery
Analysis
Recommendations
Prepare for Change
Timekeeping and Scheduling
Processes & Rules Team
HSSTM Project Core Team
Advisory Board
Cross-discipline representation
Recommend time management
and scheduling standards
Approve recommendations;
take
forward to Advisory Board
Support standard
approach
Create the future state for scheduling and
timekeeping processes across departments .
The Project Core Team members are the project
champions. This team provides day to day project
governance, guidance to the project teams,
ensures project alignment with institutional
strategic goals, and is instrumental in execution of
project deliverables. Ensures project is completed
on time and within budget.
The HSSTM Advisory group will advise the HSTTM
Project Core Team about key aspects of the
project, provide a Health System wide perspective
on key considerations, and be a sounding board
for project deliverables.
Subject matter experts responsible for the
analysis, development of standards and processes
related to timekeeping and scheduling.
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Analyze current payroll and
scheduling practices.
Review policies, bargaining
agreements, and Standard Practice
Guidelines.
Identify timekeeping and scheduling
processes and procedures that are
unique to specific department groups.
Recommend standardized pay rules.
Recommend time management and
scheduling standards.
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Establish the overall direction of the
project.
Set the project’s goals and objectives
Secure resources for the project.
Oversee the project budget,
schedule, and scope.
Resolve major issues, problems, and
policy conflicts; remove obstacles;
active in planning the scope; approve
scope changes; sign off on major
deliverables and approval for each
project phase.
Provide oversight of vendor
relationship/interaction.
Evaluate requests for additional
funding and make recommendation.
Regularly review project status and
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Ensure that chosen alternatives reflect
consideration of various
constituencies, issues, environmental
factors and concerns, and find the
appropriate balance among
competing interests.
Provide direction and guidance on
the project deliverables.
Provide and prioritize availability of
appropriate resources.
Support/communicate the Project
Goals and Objectives
How do you know if they took a lunch or not?
Document in some areas
• Written on timesheet or email
Not documented in other areas
• There is no way to know
• Not monitored
• Verbal
For what shift length
Grace Period Ranges
 Non-Bargained-For 2 – 15 mins
 Nursing Staff 2 – 10 mins
 Service Maintenance Staff 5 – 10 mins
In what hourly increment do you report
PTO time for Exempt staff?
 By the minute, half-hour, hourly, etc.
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Distinct codes that mean hours worked on the
Holiday
Less confusion to train timekeepers/approvers
Easier to reconcile Gross Pay Registers
Easier to understand pay for staff
Better bucketing in financials
Easier to decipher overtime liability
Code descriptions:
HWR -Hours worked on a Holiday paid at 1.0 times the hourly rate
HWT-Hours worked on Holiday paid at 1.5 times the hourly rate
HWD-Hours worked on Christmas Day (MNA) and any Holiday
(IUOE) paid at 2.0 times the hourly rate
Replaces Overtime Codes Used Today:
HWR – Replaces use of OTR for hours worked on a
Holiday
HWT - Replaces use of OTP for hours worked on a
Holiday
HWD – Replaces use of
DBT for hours worked on
Christmas Day (MNA) and any Holiday (IUOE)
HOT
INACTIVATED AND NO LONGER
USED FOR ANY WORKGROUPS
Non-bargained worked full
appointment plus the Holiday
Sun
Mon
Tues
12 REG
12 REG 4 OTH
Wed
HOL
Thur
Fri
Sat
7.2 HOM
8 HWT
off
12 REG
Non-bargained worked the Holiday

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