Here are the comments and concerns expressed
at the time clock meeting (with thanks to Denise Brown). Please respond with
additions, comments, corrections, etc. to the list.
Probably the first thing to be resolved is
whether Count Me In, LLC is going to make us an acceptable deal on replacing
the old remotes. I copied everyone on the note I sent to the representative
I've been working with. I have not heard back from him. The new devices seem
to be working reliably, but our experience with the old remotes was quite
unpleasant, and we feel we are due some consideration for that grief.
Present at the meeting were Dr. Crawford,
George Varghese, Jack Durrett, Deanna Chambers, Chanda Graham, Don Clothier,
Denise Brown, Bev Finley, Vanessa Miller, Quint Dillard, and me.
I have added Frank Lawler to this discussion
list, and I have suggested that perhaps Cina should also be on this list.
Suggestions for anyone else who should participate?
Placement of the remotes: We plan to mount
two on the south wall in the east-west hall that runs by where Gail Chapman
works, the hall leading into Blue Clinic. One would be mounted by Medical
Records where one of the old remotes is currently located, and one would be
mounted in the break room where another of the old remotes is currently
located. There would then be a total of four devices for people to use to
clock in and out. An SUR has been sent to site support describing what needs
to be done, along with a request to devise some sort of guard so that tampering
with the Ethernet and power connections would be prevented.
If and when we do decide to go forward, we
will need to make some changes to the existing policy to reflect the new
locations and any difference in how to use them.
In spite of the problems that we had with the
old system, it did seem to lessen overtime claims. If the campus does go to a
bimonthly pay system for hourly employees, this system would save us a lot of
manual work collecting time cards and calculating pay checks.
There are other time clock systems in use on
the OUHSC campus, but Family Medicine is the first on the OUHSC campus to use
this particular system. If we are pleased with the new system, others at the
University might be interested in this system.
Only Billing is using the system now, as a
test. Next we will choose a time we can have everyone clock in and out in a
group, to see if a large surge of activity will have a negative impact on the
system; that is, will it be reliable with large numbers of people clocking in or
out at the same time, as in regular use?
We also need to try this new system with
people who had trouble with fingerprint recognition with the old system. Will
this system work better for them, or will we need to make the PIN option available?
For supervisor sign off, it is better if they
can sign off each week and be done with that week, instead of having to go back
over all time cards at the end of the month.
Problems clocking in or out will go to the
immediate supervisor and then up the chain of command, if necessary, rather
than contacting Stacy Thompson directly.
Once the supervisor signs off on time sheet,
it is accepted without further question. (Note: It did occur to me that this
leaves open the question of what to do if there is clearly an error, as when
the person filed for vacation on a day that the time sheet shows that they
worked.)
Supervisors will have view only access to
their employees' time data.
We will need a procedure for substitute
supervisor access to read time card data when the primary supervisor is not
present.
We
decided to create a list serve discussion list for this group.