Use of TeamTime Portal Shows 20-30% Cost Savings,

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1 Use of TeamTime Portal Shows 20-30% Cost Savings, Prevents Fraud Not long ago, AHI Facility Services, a building service contracting company based in Dallas, was struggling with a business software solution that just wasn t working. They couldn t produce the financial reports they needed. Moreover, the biometric time clock part of the package was clunky, inefficient and costly: each time clock ran about $2,000, and every time they needed help on an issue which was frequently they incurred an additional support fee, driving costs up further. In fact, the solution was so cost prohibitive, AHI deployed fewer than 10 time clocks in the field. After working with a consultant, key staff at AHI learned about TEAM Software and its fully integrated solutions that could give them the comprehensive financial, operations and workforce management tools they were looking for. What s more, TEAM had just rolled out a time and attendance solution with biometric authentication that looked to be a much more efficient and cheaper option for their timekeeping needs. Solution Background: TeamTime Portal TeamTime Portal, TEAM Software s time and attendance software with a biometric authentication component, was introduced in Rather than a physical time clock, the solution is a soft clock, or timekeeping software that can be installed and run on any Windows -based device with a constant internet connection or wireless access. As such, TeamTime Portal is much more than just a time clock, featuring messaging options with response tracking and access to an employee self-service portal. SUMMARY: AHI Facility Services, a building service contracting company based in Dallas, recently implemented a large number of devices with TeamTime Portal software on them at various job sites. TeamTime Portal is a timekeeping and communication solution featuring biometric authentication (identity verification via fingerprints). RESULT: The operational efficiency of automated timekeeping procedures combined with the security of biometric authentication and the cost-effectiveness of the solution compared to others has netted AHI a cost savings of 20-30% per job. Page 1

2 Teamtime portal Case Study Requiring employees to provide a thumbprint [to clock in to jobs] is more secure, and that can help prevent fraud. With TeamTime Portal, employees can clock in using the more traditional method of punching in their employee number; however, TeamTime Portal s biometric authentication option makes it possible for employees to scan a fingerprint in order to be identified and clock in to a job. Biometric authentication makes TeamTime Portal ideal for high-security areas or at job sites where buddy punching may be an issue. Requiring employees to provide a thumbprint [to clock in to jobs] is more secure, said Kelli Gilby, AHI Controller. And that can help prevent fraud. A Versatile, Cost-Effective Solution The most attractive feature of TeamTime Portal for AHI s controller was its cost-effectiveness. The biometric time clock we had been using didn t work well, said Gilby. When we had problems, that was an additional expense to get it resolved. At almost $2,000 per time clock, it was very costly, too. When we heard about TEAM Software s biometric timekeeping option a full-fledged time clock with a fingerprint reader we did some research and figured it would cost us under $200 per device. That s cost-effective enough even for smaller accounts, said Gilby. We won t be costing ourselves out of profit at some of our smaller job sites. TeamTime Portal had other benefits for AHI as well, one of which was its ability to go where other time and attendance solutions, like telephone timekeeping systems, cannot. Telephone timekeeping is a great solution, but we work in a lot of companies with government contracts, so phone and cell usage is limited and reception can be an issue, said Gilby. TeamTime Portal was the perfect alternative for these sorts of job sites since wireless internet cards were an option. In addition, for AHI it was more cost-effective to use TeamTime Portal than provide mobile phones for employees in the field. The savings didn t end there, however. Because TeamTime Portal is integrated with TeamTime, TEAM Software s core time and attendance solution, AHI realized increased operational efficiency as well. For example, when an employee uses TeamTime Portal to clock into a job, that time information is recorded and stored in TeamTime. Time records from TeamTime are automatically uploaded to WinTeam, TEAM Software s fully integrated financial, operations and workforce management solution. From Page 2

3 there, the records are ready for both payroll and billing. No data corrections required. No time is lost on manual processes. We ve seen a decrease in problems. The biggest one is that we now have very few changes for payroll. People aren t complaining that they have the wrong time; they know they have the correct time because of biometric verification. Missed punch forms have decreased immensely, too, said Gilby. Basically, we ve increased accuracy and decreased complaining. Another way TeamTime Portal has helped AHI save money is by reducing possible time theft. Various studies by the American Payroll Association and other agencies have shown that the average employee steals anywhere from 10 minutes a day to 4.5 hours a week from an employer. Time theft can take many forms, but a couple of the most problematic in the contract building service industry are when hourly workers show up late or leave early and don t account for that time or when employees clock in and out for each other by buddy punching. Even the low end of estimates just 10 minutes a day can snowball into an expensive problem when you have a large number of employees. We have almost 1,000 employees. Multiply 10 minutes a day by 1,000 employees. When you have that many employees, [time theft] is something you have to control. That cost is high, and TeamTime Portal helps eliminate it, said Gilby. Assuming at least 250 business days a year and an average wage of $10 per hour, that s more than $400,000 in wasted time. Unlike paper time cards or even traditional time clocks, TeamTime Portal assures that the right employee is clocking in and out via biometric authentication, and that the employee is only getting paid for time worked with electronic time records and automated processing. Gilby estimates a 20-30% cost savings per job due to the accuracy and integration of the timekeeping information, the reduction of possible time theft and the cost-effectiveness of the solution in comparison to other options. AHI also was able to cut its payroll administration costs by about 50%, according to Gilby, who anticipates even further operational savings as more and more devices with TeamTime Portal are deployed at job sites. AHI will be evaluating some of its smaller accounts to see if TeamTime Portal would be a cost-effective solution at those sites as well. Part of the evaluation process will include whether the job site has experienced any When you have that many employees, [time theft] is something you have to control. That cost is high, and TeamTime Portal helps eliminate it. TeamTime Portal helps AHI control time theft costs. 10 the number of minutes a day the average employee steals, according to reports from the American Payroll Association 250 approximate number of business days in one year 1,000 number of AHI employees $10 example average wage of the typical industry employee $400,000 amount of money that could be lost per year due to time theft TeamTime Portal helps control this cost Page 3

4 Teamtime portal Case Study payroll issues related to timekeeping records, whether the employees there are hourly or salaried and the health of the account in general. With a biometric clock, there s nothing to argue it s hard for employees to argue they weren t there. And there are no corrections to time needed. It s an easier decision to put a device at some of our smaller accounts because it [TeamTime Portal] is still cost-effective, Gilby said. If we can save more money at those sites, we will install it. Time records substantiated by biometric authentication also have another advantage: proof of compliance with labor standards for entities like the Wage and Hour Board, said Gilby. With a biometric clock, there s nothing to argue it s hard for employees to argue they weren t there. And there are no corrections to time needed. Deploying TeamTime Portal Around the Country AHI has clients dispersed all over the country and so far has deployed about 60 TeamTime Portal devices at sites across a large geographic area from Texas to California. Deploying about 30 devices per month, on average, involves a coordinated effort between AHI s IT department and Human Resources department in order to get the devices set up and installed and to enroll employees to use the solution. Typically, AHI s IT representative will travel to the customer locations in order to install the TeamTime Portal device at the job site. In some instances, the installation can be done remotely with the IT representative guiding another person through the set-up process. The installation of the software on the device is simple: connect the device to the internet, log in to an employee self-service website portal, enter basic device information and download the software to the device. The installation of the equipment, however, depends on the location and condition of the job site, type of device and other factors. AHI has customized a configuration that works for the type of equipment they use and the job locations at which they are installed. Because TeamTime Portal runs on almost any Windows environment and is touchscreen compatible, the choice of device is up to the client. AHI uses inexpensive devices, along with TEAM Software s recommended Secugen Hamster Plus fingerprint readers that run about $70 each. The device is affixed to the wall, and the fingerprint reader is attached and secured using a custom bracket piece. In order to fully secure the device and prevent damage or misuse, AHI encases the fingerprint reader cords in a custom pipe-fitting. Since devices are installed in supply closets or other out-of-the- Page 4

5 way spots, the physical appearance of the device set-up wasn t a concern, said Gilby; plus, more attractive configurations cost more. Overall, Gilby figures the device and its attachments are 90% secure from vandalism or other damage, and the entire cost for securing the device was about a $20 one-time fee per device. That s about as cost-efficient as we can get it, she said. The devices run on built-in wireless cards, and each device requires a data plan. AHI already had a number of mobile phones through their provider, so they were able to secure a very affordable deal for both the devices and the data plans through their master agreement. Devices and data plans cost about $50 per month per device, according to Gilby. Once the device is set up and installed, AHI s HR representative goes on site and meets with the job site manager in order to enroll the manager on the device and train the manager to enroll other employees, Gilby explained. For TeamTime Portal s biometric authentication feature to work, employees must go through an initial enrollment process that stores their fingerprints to the company s secure database. From that point on, whenever the employee scans a fingerprint to log on to TeamTime Portal, their login fingerprint scan is compared to the stored fingerprint in order to verify identity and give the employee access to the system. The employees are realizing this is so much less work. The managers spend less time on manual paperwork and dealing with clocks not working. They re seeing the time efficiency. It s a process to gear up for, but a lot of it is just consistent enforcement. This is not going away, so they have to adjust and make it work. Recommendations and Considerations Despite some initial pushback from managers and employees who were hesitant to change their practices, Gilby said that they are getting used to the new devices and have seen the benefits of TeamTime Portal already. The employees are realizing this is so much less work. The managers spend less time on manual paperwork and dealing with clocks not working. They re seeing the time efficiency, said Gilby. It s a process to gear up for, but a lot of it is just consistent enforcement. This is not going away, so they have to adjust and make it work. AHI Facility Services uses an inexpensive device to run TeamTime Portal. Gilby credits the support TEAM Software provided in making the transition to TeamTime Portal as smooth as possible. AHI uses the Secugen Hamster Plus fingerprint reader recommended by TEAM. Page 5

6 Teamtime portal Case Study We were confident in TEAM, and that helped us make the move because we knew we would have the support. From the owner to the TeamTime Portal developers, we are very impressed with the help we ve gotten. They take initiative and go above and beyond. We were confident in TEAM, and that helped us make the move because we knew we would have the support, she said. From the owner to the TeamTime Portal developers, we are very impressed with the help we ve gotten. They take initiative and go above and beyond. Ongoing support coupled with a versatile, cost-efficient time and attendance solution has made AHI s TeamTime Portal project a resounding and sustainable success. In the next several months, AHI plans to deploy up to 200 TeamTime Portal devices at various locations. We ve been very pleased with TeamTime Portal so far, said Gilby. The level of support we have gotten from TEAM Software has been phenomenal, and that makes the difference. Page 6

7 Seven Recommendations for TeamTime Portal Implementation Kelli Gilby, AHI Facility Services Controller, gives these recommendations for customers considering the TeamTime Portal solution based on AHI s experience: 1. Be observant of the location in which you plan to install the TeamTime Portal device. Know whether you will be using wireless or if you will have a hard connection to the internet. If you ll be using wireless, have your managers go to the location and check the strength of the internet signal with a mobile phone, and make sure the signal is strong enough to keep the device productive. Take note of the proximity of outlets to the desired device location. Note what kind of wall the device will be hanging on so you have the right tools to install it. All of those little details make or break your success, said Gilby. About AHI Facility Services Since 1968 AHI Facility Services has been providing our clients with top quality, constant janitorial and building services. As North Texas first CIMS-GB certified BSC, AHI strives to be your trusted advisor for facility cleaning and janitorial services. From manufacturing facilities to data centers, AHI can meet your specific needs Don t get frustrated if the process doesn t go the way you planned. That attitude gets passed on to the employees, who will be even more resistant to change. 3. Be consistent with your enforcement of using TeamTime Portal and realize that not everyone is going to love it at first, but the benefits will pay off in the end. 4. Negotiate with your mobile/internet provider to get a deal on equipment and data plans. 5. Use inexpensive tablets if you can to keep costs in check. 6. If you need a cheaper option for the fingerprint reader brackets, consider approaching a local machine shop to custom fit one for you. Appearance isn t as much of a concern for this piece of equipment. 7. Go with the TEAM Software recommended readers (Secugen Hamster Plus). These are an important part of the biometric authentication and security factor, so spend a little more to get the best functionality. About TEAM Software, Inc. TEAM Software, Inc. has been a leading provider of software solutions and associated services for the building service and security industries for more than two decades. Based in Omaha, Neb., TEAM offers a host of fully integrated solutions from operations, financial and workforce management to employee and customer self-service to time and attendance products designed to help customers profit from efficiency. TEAM is proud to be an employee-owned company since Because each employee has a stake in the company, TEAM s staff is extremely motivated to make customer service its top priority, always. Each month, employee owners come together to discuss company strategy and review goals and key performance metrics. Page 7