I-Time - About
Division of Statewide Payroll

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About
What is I-Time?
The I-Time project was officially kicked off on January 8, 2002. This application is an additional piece to the overall IPOPS system (Idaho Paperless Online Personnel/Payroll System). IPOPS is a web-based front end system that allows agency HR/Payroll staff to produce, route, authorize, track and archive personnel documents. IPOPS also includes electronic pay stubs and W2 downloads. Online Time and Attendance will also be another additional tool that the State Controller's Office is working to see built.

I-Time will make it possible for state employees to self enter their time. In turn this will eliminate double entry of time and eliminate the waste of paper. The new I-Time application will become another incredible self-service tool that state employees may use to increase efficiency and effectiveness.


Background
In the fall of 1998, the State Controller’s Office, Division of Application Development and Division of Statewide Payroll developed and began implementation of a Windows based Time & Attendance application. This application was intended to serve as a solution to year 2000 problems associated with the obsolete Dbase application that was in use and to be used as a stepping-stone towards internet-based, self-service Time and Attendance processing.

While the current application is functionally sound, it is labor-intensive to support and maintain and is vulnerable to human error. As a distributed desktop application, it is also routinely affected by environmental variances between workstations throughout the state agencies utilizing the software.

Self-service and web-based Time and Attendance processing has been a goal and vision for the Division of Statewide Payroll for many years.

It is proven that web-based applications reduce the continual support that a windows based applications require. With all users accessing a single copy of the application, upgrades and enhancements are globally implemented and supported for all users simultaneously. This minimizes the IT support that is required when supporting software at the workstation level.

Additionally, providing employees with the capability to enter their time-sheet information directly reduces the cost of preparing earnings information for payroll processing.

Data entry activities are shifted away from payroll clerks, remote data transfer processes are eliminated and the effort and cost associated with printing and storing employee time sheets is significantly reduced.

A strong design and infrastructure will insure a powerful, long lasting, user-friendly application that will reduce costs for all state entities, including the State Controller’s Office, Division of Statewide Payroll.



Project Vision
(written 12/17/2001)

We need a system that will be a flexible approach to Time and Attendance tracking. The envision of the new Time and Attendance program will have a similar look and feel as the current IPOPS program with the routing and the approval matrix processes being used. The program would be a front-end Web based process to feed into payroll, however, with capabilities to do some payroll type of processing. This system will be able to automate the labor intensive and cost accounting processes that agencies currently need.

Envision employees entering their own hours worked. A self-service type of function would be in place, if agencies choose to have their employees enter their own time. The employee would then route their time sheet to their supervisor for approval. This process would be very user friendly with edits and earnings codes built in to assist the employee.

Envision employees having the capability to do leave requests, which would integrate into the timesheet process. Having the ability for the employee to view and have edits in place to go against their leave balances at time of leave requests, as well as time entry. This would be an interactive screen for the employee to have easy access to before submission and with the approval processes in place.

Incorporate employees’ work-week schedules for calculation and generation of earnings. Since some employees have flexible schedule (not the normal 8 to 5 five days a week) and some employees work part time, having this data available would allow the system to perform some additional calculations and generation of earnings based on these work schedules.

Auto Holiday Time – Based on employees work schedule the system could have a holiday calendar loaded and generate Holiday Time and Holiday Time Worked based on the initial screen where the employee entered their hours worked.

A cost accounting structure would be in place to capture the data that is pertinent for agencies to report back to the State and Federal Governments when required. The structure would be designed to make this process of capturing the labor information easy for the end user. Possible drop down features.

Incorporate some type of automatic overtime calculation for single agency employees. This would help in capturing the distributed cost accounting information and allow preprocessing reporting back to the agencies at a time of submission instead of waiting for a preliminary payroll to be ran Statewide. This would allow agencies to verify and fix any problems in a much sooner time frame.

Auto batching for agencies – this would be an automated process where the system would create employees into batches with a built in numbering scheme instead of the manual process it currently is. It would also allow agencies to edit the batch and make corrections prior to submission.



Project Scope by Phases
(written 2/28/2002)

The scope of this project includes the following items:

The vision of the new Time and Attendance program is three fold; simple, intuitive and flexible. The program would be a front-end Web based process to capture time data from agencies and feed into SCO’s payroll system, however, with capabilities to do some payroll type of processing. This system will be able to automate the labor intensive and cost accounting processes that agencies currently need.

The Online Time and Attendance project has been broken down into four phases. Phase I is meant to be a plain and simple Time Entry screen with minimal bells and whistles. Phase II, III and IV will be where the advanced functionality will be added.


Phase I
Envision employees entering their own hours worked. A self-service type of function would be in place, if agencies choose to have their employees enter their own time. Employees would then submit their time sheet to their supervisor for approval, which in turn would forward the time sheet on to the agency’s central payroll office.

Display Holiday Time – For Phase I, the idea is to have a Holiday Calendar table which would allow the Holiday to be distinguished with a different color for quick identification. The automatic calculation of holiday time will be in Phase II.

A cost accounting structure would be in place to capture the data that is pertinent for those agencies that report back to the State and Federal Governments when required. The structure would be designed to make this process of capturing the labor information easy for the end user. Capability to click on a button that will then display the fields to enter in Index, PCA, Grant/Project info. Build a process to create an Output file for agencies to get this data back. Phase II would include an advanced input form for agencies to key in data.

Workflow Approval - Review screen for supervisors or designated backups to approve employee time sheets.


A certain number of reports would also be expected to be included in this first phase.


Phase II

Envision employees having the capability to do leave requests, which would integrate into the timesheet process. Having the ability for the employee to view and have edits in place to go against their leave balances at time of leave requests, as well as time entry. This would be an interactive screen for the employee to have easy access to before submission and with the approval processes in place.

Incorporate employees’ workweek schedules for calculation and generation of earnings. Since some employees have flexible schedule (not the normal 8 to 5 five days a week) and some employees work part time, having this data available would allow the system to perform some additional calculations and generation of earnings based on these work schedules. Employee workweek schedules would also allow for their time to be quickly defaulted into the timesheet.

Auto Holiday Time – Based on employees work schedule the system could have a holiday calendar loaded and generate Holiday Time and Holiday Time Worked based on the initial screen where the employee entered their hours worked.

Cost Accounting – Ability for agencies to enter in advanced Cost Accounting information. Possibility to have Agency exits.

A certain number of reports would also be expected to be included in this second phase.


Phase III
Incorporate some type of automatic overtime calculation for single agency employees. This would help in capturing the distributed cost accounting information and allow preprocessing reporting back to the agencies at a time of submission instead of waiting for a preliminary payroll to be ran Statewide.

A certain number of reports would also be expected to be included in this third phase.


Phase IV
Agency Specialized Needs & Reports – Catch all for miscellaneous needs that agencies may desire.



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