Why do we need a new solution?
WSDOT's current time, leave and attendance systems were custom built in the 1980s. They are old, unstable and do not support our current business needs.
Currently, WSDOT uses multiple systems and manual processes to track timekeeping and leave requests. Some challenges we face:
- Our system is labor intensive and paper-based
- More than 14,000 paper timesheets are processed manually each month, which can lead to entry errors
- Multiple collective bargaining agreements that make processing timesheets a difficult, time-consuming and manual process
- Current WSDOT timekeeping systems rely upon weighted labor rates which are a mix of actual and estimated expenditures and create challenges in reporting budget management
- Our systems calculate FTE's differently than other state agencies
Who are the key players?
WSDOT and Ecology are working with the Department of Enterprise Systems (DES) and the Office of Financial Management (OFM) to be the initial implementers of the new TLA system. Our agencies will be the first to use the new system. The ultimate goal is that this system will be used by all state agencies.
WSDOT was chosen due to its pressing need to address timekeeping issues and the complexity of its systems. Moreover, to adequately address recommendations from a performance report (pdf 3.2 mb), WSDOT must replace our TLA system.
More than 120 WSDOT employees, supervisors and managers from various departments are part of the WSDOT TLA project team (pdf 86 kb). The project team consists of a “Primary Team” and “Extended Team”.
- The Primary Team is made up of individuals appointed by management and project sponsors that will spend a considerable amount of time dedicated to project work and coordinating with members of the Extended Team. Management selected these members for their extensive knowledge, spanning all areas of the agency.
- The Extended Team is made up of individuals that will represent their respective organizations as subject matter experts throughout the project.
This doesn’t mean that ONLY these people will be involved, it just designates staff appointed by management. We welcome you to engage with members of the TLA teams.
Who represents my interests?
Employees have "change agents (pdf 83 kb)" in their regions and offices designated to work with the project to communicate and coordinate this major change to marine and non-marine employees.
Who is building the system?
Working in conjunction with the Office of Financial Management and the Department of Enterprise Services, the WSDOT TLA project team participated in gathering requirements for the new system. Using these requirements, Washington state purchased the services and licensing of a software solution from WorkForce software in Oct. 2013.
How does this impact me?
When the system is up and running, you will account for your time and submit leave requests using a variety of possible tools rather than manually filling out a timesheet. Supervisors and managers will use the online tool to approve time for their staff, assist with scheduling for their department and much more.
- Enter your time and leave in the TLA system using approved methods.
- View your leave balances in the system and project leave balances.
- Get timesheets approved faster.
- No longer need to estimate hours worked during short payroll cutoffs.
- No longer need to remember complex work orders and control section combinations. The system will use drop downs and search capability to help you select the appropriate information.
Supervisors and managers will:
- Complete timesheet and leave request approvals using the TLA system.
- Have automated validation to approve timesheets, reducing errors and drastically reducing time.
- Be able to view staff leave balances in the system.
- Have standardized and simplified procedures among represented and non-represented employees.
- Be better able to manage shift and scheduling, minimizing oversight of timesheets.
Learn more about how the system will work.
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