Proposal

1. Time & Attendance
August 22, 2012
Electronic Time
&
Attendance
Automated Time Attendance and Program
System (ATAAPS)
Proposal

2. Agenda
Below is the list of items that will be discussed today:
• Thesis • Timelines
• Background • Costs
• Solution • Analysis
• Description • Resources
• Benefits • Qualifications
• Procedure • Conclusion
• Schedules

3. Thesis
Proposal Thesis
• Replacing the current paper-based
payroll system with ATAAPS will:
 Eliminate the further use of paper
 Provide a painless audit trail
 Increase the accuracy of financial
statements
 Maximize efficiency

4. Background
Time & Attendance Process
• Timecards are currently tracked
through a paper-based method
• Timecards are:
 Completed by employees on
Microsoft Excel, then printed
 Reviewed by supervisors
 Submitted to Timekeepers for
processing
 Timekeepers input information
into the Pay System (DISA)
 Employees are paid one week
later

5. Background (Problem)
Problem—Timecard Deadlines
• Timecards turned in late:
 To meet the suspense
employees bypass supervisors
 Timecards are directly given to
Timekeepers
 Supervisors see timecard after it
has been input
 Errors are found afterwards
 Corrected timecards are created
 Confusion occurs on which is the
right timecard

6. Background (Problem Cont.)
Problem—Time Consuming & Costly
• Time Consuming:
 Supervisors review bi-weekly
 Timekeepers review bi-weekly and input data
 Quarterly audits take over a week to conduct
• Costly:
 Ink
o $157.99 (7,000 sheets)
 Paper
o 1 ream a month (500 sheets)
 6 part folders to file them in
o $34.71 for a box of 10
 Space to store folders in

7. Solution
How can we improve this process?
• Eliminate the paper-based timecard
system
• Switch to an electronic-based
timecard system
 Automated Time Attendance and
Program System (ATAAPS)
• ATAAPS is a successful
timecard system
 The Army has used it for 10
years

8. Description
What is ATAAPS?
• ATAAPS is an online timecard system
• Each user will have their own account
• The employee inputs their attendance history
• The employee submits to supervisor online
• Supervisor approves, then goes to the
timekeeper
• Timekeeper approves, account is linked to DISA
 DISA processes employees pay

9. Benefits
Why go electronic?
• Saves time
• Saves Costs
 Ink
 Paper
 6 part folders to file them in
 Space to store folders in
• Can be submitted from any location
• Minimizes errors
• Guarantees supervisor approval first
• Audits conducted easier and faster
• Records won’t be lost

10. Procedure
How to proceed?
• Contact ATAAPS Help Desk
• Review information on the ATAAPS Program
• Review budget
• If satisfied, order employee accounts
• Contact IT Staff for setup and training
• Start using ATAAPS
• Eliminate the paper-based system

11. Schedules
How to implement ATAAPS?
• Order 25 ATAAPS user accounts
• Once accounts are ordered contact IT Staff
• IT Staff will setup/link accounts to DISA
• Prepare office policies for using ATAAPS
• Setup up a training schedule for users
• Start using ATAAPS

12. Timelines
How long will it take?
Research ATAAPS Setup ATAAPS ATAAPS Training
•Review ATAAPS info •Have IT team setup •Have an ATAAPS representative train
•Review Budget accounts Timekeepers
•Sign Contract •Accounts also need to •Setup a training schedule for users
be linked to DISA •Have Timekeepers train Employees &
Supervisors
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6
Order ATAAPS ATAAPS Policies Use ATAAPS
Accounts & Procedures •Start using ATAAPS
•Order 25 accounts •Prepare office •Eliminate paper-
•Contact IT Staff policies and based system
•Setup an IT team to procedure for using •Provide ongoing
ATAAPS
setup accounts for maintenance
users

13. Costs
How much will this costs?
• Each ATAAPS Account costs:
 $14.95
• Need a total of 25 accounts
 Total costs is $373.75
• ATAAPS offers free training
and support
• IT Staff will setup and maintain
accounts

14. Analysis
Why ATAAPS?
• Compared to other electronic pay
systems, ATAAPS is:
 More affordable
 User friendly
 More efficient
 Reliable
 Easy to maintain
 Concerned with excellent
customer service

15. Resources
Resources Needed for transition
• IT Staff will be responsible for:
 Setting up each employees account
 Linking accounts to the pay system (DISA)
 Providing ongoing maintenance
 Ensuring a proper backup system is in place
• Training:
 ATAAPS will need to provide training to:
o Timekeepers
o IT Staff
 Timekeeper will train:
o Supervisors
o Employees

16. Qualifications
Qualifications for project
• Time & Attendance Monitor:
 I have been a Timekeeper for five years
 I track, input and audit timecards
 I am familiar with all timecard processes and
issues
 I have zero discrepancies on my timecard
program
 I am eager and willing to develop a new plan

17. Conclusion
Review
• Paper is an outdated method to use
 Technology is continuously changing
• ATAAPS can offer many benefits:
 Saves time & reduces costs
 Reduces human errors
 Gets authorization by supervisors in advance
 Meets deadlines
 Painless audits
 Can be accessed and submitted from any
location
 Records cannot be lost

18. Thank You
Thank you for your time
• Questions
• Concerns
• Comments
Contact Information
1421 Graeber St, CA 92518 Phone: (951) 655-1212 Fax: (951) 655-1213
tiffany.mccook13@ us.af.mil