Social Services Department to track employee hours electronically
September 20, 2011
At its regular meeting today, the Moffat County Commission:
• Approved, 3-0, a county incentive program to award three employees, through a drawing, with a paid day off for donating a minimum of $5 to the 2012 United Way Campaign.
• Approved, 3-0, social services department meeting minutes from August 16 and 23.
• Approved, 3-0, a pilot program for the social services department to track employee attendance and hours using “YTime” computer software at a cost of $81 per month.
• Approved, 3-0, a five-year oil and natural gas lease from Dec. 30, 2010, between the Museum of Northwest Colorado and Axia Energy, LLC for $37,366.92.
• Approved, 3-0, waiving the bid process for a “locked deer horn” exhibit at the Museum of Northwest Colorado.
Moffat County Social Services will soon begin tracking employee attendance and work hours electronically.
Mindy Curtis, accounting specialist for the department of social services, brought a Web-based program called "YTIME" to the attention of the Moffat County Commission at its regular Tuesday meeting to make payroll activities within the department run with fewer errors.
Curtis said hours, attendance and days off are presently tracked by employees using paper time cards and that even the most meticulous workers can make mistakes, costing the county money.
She supported her statements with data from YTIME: Now, LLC, based in Maricopa, Ariz., that provides the service.
According to YTIME: Now, the average company loses three minutes of work time per employee each day due to staffers coming in late, taking long lunches and leaving early.
Multiply those factors by 30 employees and add a payroll staff error factor of 1 percent, YTIME: Now estimates the social services department throws away $746.93 in inaccurate employee wages each month.
By making employees clock in and out at their computers, Curtis hopes to keep those lost funds within the department.
Commissioner Tom Gray questioned the efficiency a Web-based system and wondered if employee data could get lost in some electronic "black hole."
"The process is similar to a paper-based system," Curtis said. "Hours will be logged by the employee, then go on to the supervisor and then to me."
The YTIME software comes with a monthly cost of $2.70 per employee, or $81 total, but is estimated to save the county $665.93 a month.
"I think it is important to note that although there is an $81 cost for the program, the goal is to possibly save $665 per month," Gray said.
The commission approved, 3-0, allowing the social services department to experiment with the software and discussed the possibility of expanding the use of YTIME to other county departments in the future if the pilot program is deemed a success.
"I am in support of social services acting as a pilot project for the county," commissioner Audrey Danner said. "So we can learn more about YTIME as a product and see if it is appropriate to expand to all departments."
But Gray questioned the software's feasibility across all departments.
"It sounds like it could fit with social services because your employees are sitting at a computer," Gray said. "It might not work so well with sheriff's deputies who spend a lot of time out on patrol."
Other public service departments in Lake, Otero, Prowers, Sedgwick and Yuma counties are currently using YTIME.