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The County Clerk's office is a medium-sized county government organization that services a population of over 125,000 residents and employs over 50 personnel in the Bureau of Motor Vehicles (BMV) Department that processes vehicle license registration and renewals.
County Clerk's Office Automates Employee Timecard Recording and Vacation/Paid-Time-Off Accruals Process
CUSTOMER SUCCESS STORY
The County Clerks's Office was frustrated because they were unsuccessful in soliciting an off-the-shelf application software solution to resolve their inefficient, labor-intensive and error-prone manual process to record BMV employee time, and track and process paid time off and vacation accruals. The solutions available were either far too expensive for the modest budget of a medium-sized county government organization, or did not adequately address their very specialized needs to track and manage the many exceptions that occur when managing paid time off accruals. As a result, the County Clerk's Office was resigned to continue to utilize labor-intensive resources to address their unique process specific needs.
The Clerk of Courts explains, “The County Clerk Office does not track or process employee timecards at a statewide level, nor do they track employee paid time off requests. As a result, our BMV Department has historically tracked time and accruals using paper timesheets and spreadsheets to review and record time and accrual information. Our manual timesheet gathering and accrual tracking process has been supervisor intensive and inefficient as we tried to manage our limited resources.”
Process Before Automation
Tailored Process Solution
PROceed BPM developed a flexible, customized solution to the County Clerk's Office dilemma by utilizing it's affordable Tailored Process Solution (TPS) technology. As a result, the County Clerk’s Office has affordably automated its time reporting and accrual tracking processes within its BMV Department. Now, the County BMV takes much less time to electronically report employee time via an on-line form, and has experienced far fewer errors in tracking and resolving the many time reporting exceptions related to paid time off accruals. Now the County Clerk's supervisors have significantly reduced their time for oversight of the time card and PTO request, due to automation of the process and a reduction of human error in reporting. As a result, supervisory intervention has been reduced by over 50%, allowing supervisors to take on additional responsibilities within the BMV.
Off-the-shelf solutions were too costly or did not address specialized business needs
Cumbersome manual processes led to time, vacation and exception calculation errors
Supervisor-intensive manual process led to lost supervisor productivity
Electronic recording, reporting & routing for supervisor review to ensure accuracy & control information
Automatically calculate time, accruals & review exceptions
Employee time cards & PTO request forms electronically filled out and routed to supervisors for review, exception verification & auto-uploaded to state for payroll
Ease of use and process transparency
Saving considerable employee & supervisor time and money to report & track time & PTO requests
Greatly improved time reporting, verification & accrual tracking with significant error reduction
Employees provide much more accurate time reporting using on-line electronic forms instead of paper-based timecards
PTO accrual tracking & verification is significantly more efficient as a result of automatic calculation of employee time, PTO accruals & exceptions
Employee scheduling is more accurate as schedules are managed on-line
Employee Timecard & PTO Accrual Tracking