Employers realize dramatic cost reductions
Experts agree implementing the right electronic pay stub solution will result in substantial cost savings. Based on research by NACHA (National Automated Clearing House Association), the average cost of printing a pay stub for one employee is $1.90 per pay period. This equates to $49.50 per employee for 26 pay periods. Therefore, a company with 500 personnel spends approximately $25,000 per year just to validate payroll via pay stubs. While costs vary, this is a conservative estimate that does not include the expense of postage or storage. ePSS will reduce your cost of pay stub administration by 50% or greater through:
- Eliminating paper cost i.e., forms, envelopes, and other paper goods
- Substantially reducing printing cost of the pay stubs, envelopes, etc.
- Greatly reducing postage to mail the pay stubs
- Lowering time and costs required to reproduce lost pay stubs
- Minimizing the time expended by payroll and administrative personnel to manage pay stub activities
- Reducing storage costs, no more paper documents to store, everything will be electronic
About Madison Resource Funding
New Hampshire based Madison Resource Funding has over 40 years of experience as a full-service funding source for temporary staffing agencies. Services provided by Madison include 100% payroll funding, weekly profit based on billings, not collections, complete financial & administrative back office support, and competitive rates with no hidden costs. Consistently recognized as an industry leader, Madison’s pool of technical talent strives to produce high-quality, first-class products, and services that don’t merely meet ‘clients’ needs, but surpass expectations.
The Business Challenge
Madison’s processes for generating pay stubs and gathering timesheets for client companies was largely manual and paper based. Wanting to position their business for profitable growth, Madison searched relentlessly for a Web-based, integrated business automation solution that would function seamlessly with their existing business systems. Through searching on the internet for a cost-effective solution, Madison discovered GHG Corporation and electronic Employee Management Solution (eEMS). Suddenly the answer was obvious, and the decision to go with the eEMS suite of products was made within a few weeks time.
Customer Primary Objectives
- Cost-effective, Web-based business automation solution that addresses pay stub and, timesheets.
- Seamless integration with Madison’s existing business systems was a must.
- The solution had to enable Madison to compete effectively in their marketplace.
GHG Solution
GHG Corporation’s Employee Management Suite (eEMS) which includes:
- electronic Time Sheet Management Solution (eTSMS): Provides a secure, password-protected system for tracking and management of employees’ time by project, department, customer or other user defined category, available to employees and managers anywhere, anytime, from Internet-enabled computers.
- electronic Pay Stub Solution (ePSS): A secure, easy-to-use Web-based tool that empowers employees to view their current and/or past pay stubs as needed, from Internet-enabled computers.
- electronic Recruiting and Staffing Management Solution (eRSMS): Automates the recruiting and staffing process by providing a central repository for all vital recruiting data, and by facilitating quick and easy posting of job openings to both internal and external Web-sites resulting in shortened hiring cycles.
- electronic Human Resource Management Solution (eHRMS): A secure Web-based, database driven solution that centralizes vital employee data including compensation, benefits, contract histories, and security clearance status which results in improved data accuracy, better management oversight, and reduced administrative costs.
- GHG’s Installation, Customization and Training Services: GHG’s technical experts worked with Madison to integrate and customize eEMS to meet their specific requirements. In addition, eEMS experts tailored a custom interface to Madison existing payroll software.
Return on Investment (ROI)
- End-to-End Process Automation
- Affordable, Scaleable, Easy-to-use Solution
- Increased Customer Satisfaction
By implementing eEMS, Madison has integrated its business processes, and consolidated vital organizational data into a centralized data repository that is easily queried and maintained. Madison is able to offer their customer base an online pay stub and timesheet.
GHG was able to install the eEMS software on GHG’s servers and host the entire application for Madison. It required no up front investment, as Madison only pays a monthly license charge. Madison is able to add new clients in less than a day.
Ease-of-use was an important factor to the success of eEMS within Madison: “eEMS is intuitive and easy-to-use. Drop-down menus and consistent user interfaces shorten ramp-up time and minimize training requirements. Employees, supervisors, project managers and accounting have all commented on how eEMS has had a positive impact by improving both the efficiency and accuracy of their business operations.”
Prior to implementing eEMS, Madison had generated and mailed pay stubs for each of its customers. With eEMS, Madison is able to load pay stubs immediately, and eliminate the cost of printing and distribution. Clients recognize and appreciate Madison’s outstanding customer service.
The Bottom Line
Madison carefully tracked their cost savings following the implementation of eEMS, and realized a $.25 per pay stub reduction in operating costs. This savings is due to eliminating the reproduction and mailing costs associated with paper-based pay stubs. Labor savings derived from efficiency gains are not included in this conservative number. Currently, Madison provides 2000 pay stubs electronically every two weeks. This equates to $12,000 additional profit each year. Based on the tremendous cost savings, Madison’s ROI for eEMS was less than one month.
According to Tammy Strain-Derouin, Madison’s CFO, “Implementing GHG’s eEMS product suite has helped position Madison for growth. Integrating GHG’s pay stub and timesheet software into our financial system has enabled us to streamline our business processes resulting in reduced operating costs and increased flexibility to map to our customers’ requirements. Ultimately, we have improved our competitive edge.”
About Killeen ISD
The Killeen Independent School District (KISD) is Texas’s largest school district between Austin and Dallas. KISD employs over 5,500 teachers and support personnel to serve the district’s 50 campuses. KISD serves as the area’s second largest employer, second only to Fort Hood. Students from Killeen, Harker Heights, Fort Hood, Nolanville, and rural West Bell County attend classes at twenty-nine elementary schools (PK-5), eleven middle schools (6-8), and four high schools (9-12), and six specialized campuses. Besides the 50 regular schools and several specialized campuses, the district utilizes portable buildings, which provide approximately 200 potential classrooms.
The Business Challenge
KISD was using a time and attendance system from Kronos, which utilized 80 Accu-Time time clocks. The vendor would no longer provide support at the end of 2006; therefore, the new system would have to be operational prior to this date. In addition, KISD wanted to incorporate the loading of an additional time and attendance file from the substitute call out system (Stars) to further automate the time collection and payroll process.
Customer Primary Objectives
- Cost-effective, Web-based timesheet solution that allows employees to input their time through various types of interfaces: Computer, Time Clock, and Phone Clock.
- Integration with KISD’s existing accounting solution was a must.
- Integration with KISD’s 80 existing time clocks was a must.
GHG Solution
GHG Corporation’s Employee Management Suite (eEMS) which includes:
- electronic Time Sheet Management Solution (eTSMS): Provides a secure, password-protected system for tracking and management of employees’ time by project, department, customer or other user defined category, available to employees and managers anywhere, anytime, from Internet-enabled computers.
- electronic Human Resource Management Solution (eHRMS): A secure Web-based, database driven solution that centralizes vital employee data including compensation, benefits, contract histories, and security clearance status which results in improved data accuracy, better management oversight, and reduced administrative costs.
- GHG’s Installation, Customization and Training Services: GHG’s technical experts worked with KISD to integrate and customize eEMS to meet their specific requirements. In addition, eEMS experts tailored a custom training solution to ensure a smooth start-up for KISD. Bob Mills, Payroll Specialist for KISD explained, “GHG’s installation team understand our HR, timesheet and educational accounting/compliance requirements, and their knowledge and experience were pivotal to our quick and successful implementation.”
Return on Investment (ROI)
- End-to-End Process Automation
- Affordable, Scaleable, Easy-to-use Solution
- Increased Customer Satisfaction
By implementing eEMS, Killeen has integrated its business processes, and consolidated vital organizational data into a centralized data repository that is easily queried and maintained. KISD will leverage these new systems to support its anticipated business growth, without experiencing a corresponding increase in administrative and accounting staff, thereby achieving the desired economies of scale.
KISD deployed eEMS in a Microsoft® Window 2000 operating environment running on an Intel platform. GHG’s commitment to platform independence provided KISD the opportunity to select their computing infrastructure, and help ensure smooth migrations to new software releases.
Prior to implementing eEMS, KISD collected time and attendance data using an outdated expensive system, which required some manual data entry, and had great difficulty responding to customer requests for system customization. With eEMS, gathering time and attendance data is fast and accurate. Requests for custom reporting or unique time accounting requirements are easily and quickly accomplished.
The Bottom Line
KISD tracked their cost savings following the implementation of eEMS, and realized over a $400,000 cost versus the system offered by Kronos. This savings is due to replacing the existing system with GHG’s, at a greatly reduced licensing cost. In addition, GHG automated the importing of time and attendance data from the Stars system, which eliminated 16 hours of manual data input each pay period.
Reference
Monica Palacios – Manager – 254-501-0022 – monica.palacios@killeenisd.org
About MRI Technologies
MRI Technologies is a successful NASA Prime Contractor with an award winning reputation for excellence. Our record of customer satisfaction is based on consistent on-time delivery of dependable, flexible, and superior services and products.
Founded in 1987, we are a woman-owned small business specializing in information systems, engineering, project management, and library services. We use a structured teamwork approach and continually invest in our team members’ and our company’s future success through ongoing research, cross-training, and employee development programs.
The Business Challenge
MRI’s timekeeping processes were largely paper-based and required a great deal of supervisor intervention. Recently the DCAA had conducted a Floor Check (Timesheet Audit) to determine the adequacy of MRI timekeeping policies and practices. After the audit it was determined that MRI needed to take corrective action to ensure they could meet the DCAA timekeeping requirements, and pass the next DCAA floor check.
Customer Primary Objectives
- Cost-effective, Web-based time and attendance system that would ensure DCAA Compliance.
- Integration with MRI’s existing accounting solution Great Plains would be a plus.
- Simplify the MRI’s current timekeeping processes.
GHG Solution
GHG Corporation’s Employee Management Suite (eEMS) which includes:
- electronic Time Sheet Management Solution (eTSMS): Provides a secure, password-protected system for tracking and management of employees’ time by project, department, customer or other user defined category, available to employees and managers anywhere, anytime, from Internet-enabled computers.
- electronic Pay Stub Solution (ePSS): A secure, easy-to-use Web-based tool that empowers employees to view their current and/or past pay stubs as needed, from Internet-enabled computers.
- electronic Recruiting and Staffing Management Solution (eRSMS): Automates the recruiting and staffing process by providing a central repository for all vital recruiting data, and by facilitating quick and easy posting of job openings to both internal and external Web-sites resulting in shortened hiring cycles.
- electronic Human Resource Management Solution (eHRMS): A secure Web-based, database driven solution that centralizes vital employee data including compensation, benefits, contract histories, and security clearance status which results in improved data accuracy, better management oversight, and reduced administrative costs.
- GHG’s Installation, Customization and Training Services: GHG’s technical experts worked with MRI personnel to integrate and configure eTSMS to meet their DCAA timekeeping requirements. In addition, GHG tailored integration with Great Plains to ensure a smooth transfer of time and attendance data from eTSMS to Great Plains. Kim Haw, Accountant for MRI explained, “GHG understands the government contractor requirements. They have a great deal of experience working with the DCAA and understanding the requirements for timekeeping.”
Return on Investment (ROI)
- Compliance with DCAA Timekeeping Guidelines
- End-to-End Process Automation
- Increased Customer Satisfaction
By implementing eTSMS, MRI has become DCAA Compliant for timekeeping in less than 3 weeks.
By implementing eTSMS, MRI has integrated its business processes, and consolidated vital organizational data into a centralized data repository that is easily queried and maintained. MRI will leverage these new systems to support its anticipated business growth, without experiencing a corresponding increase in administrative and accounting staff, thereby achieving the desired economies of scale.
Prior to implementing eTSMS, MRI collected paper timesheets and had great difficulty responding to customer requests for ad hoc reports. With eTSMS, customer billing is fast and accurate. Requests for custom reporting or unique time accounting requirements are easily and quickly accomplished. Clients recognize and appreciate MRI’s outstanding customer service.
The Bottom Line
MRI is now DCAA compliant for timekeeping, integrated timesheets with Great Plains, and simplified the entire time and attendance process, while saving money. According to Tim Kropp, MRI’s President, “Implementing GHG’s eTSMS product ensures that MRI will pass future DCAA floor checks. In addition, by integrating with our accounting system, we have been able to get an immediate return on our investment.”
About GB Tech, Inc.
GB Tech, Inc. a Texas based full-service engineering and Information Technology (IT) company; with over 300 employees across North America. Industries supported by GB Tech include aerospace, health-care, academia, government, telecommunications, and commercial labor. Consistently recognized as an industry leader, GB Tech’s pool of technical talent strives to produce high-quality, first-class products and services that not only meet client’s needs but surpass expectations.
The Business Challenge
GB Tech’s business processes were largely paper-based with the exception of accounting. Wanting to position their business for profitable growth, GB Tech searched relentlessly for a Web-based, integrated business automation solution that would function seamlessly with their existing account system. After three years of searching for a cost-effective solution, GB Tech discovered GHG Corporation and electronic Employee Management Solution (eEMS). Suddenly the answer was obvious, and the decision to go with the eEMS suite of products was made within one month’s time.
Customer Primary Objectives
- Cost-effective, Web-based business automation solution that addresses timesheet, pay stub, recruiting and staffing, and human resource management.
- Integration with GB Tech’s existing accounting solution was a must.
- The solution had to yield a one year return on investment.
GHG Solution
GHG Corporation’s Employee Management Suite (eEMS) which includes:
- electronic Time Sheet Management Solution (eTSMS): Provides a secure, password-protected system for tracking and management of employees’ time by project, department, customer or other user defined category, available to employees and managers anywhere, anytime, from Internet-enabled computers.
- electronic Pay Stub Solution (ePSS): A secure, easy-to-use Web-based tool that empowers employees to view their current and/or past pay stubs as needed, from Internet-enabled computers.
- electronic Recruiting and Staffing Management Solution (eRSMS): Automates the recruiting and staffing process by providing a central repository for all vital recruiting data, and by facilitating quick and easy posting of job openings to both internal and external Web-sites resulting in shortened hiring cycles.
- electronic Human Resource Management Solution (eHRMS): A secure Web-based, database driven solution that centralizes vital employee data including compensation, benefits, contract histories, and security clearance status which results in improved data accuracy, better management oversight, and reduced administrative costs.
- GHG’s Installation, Customization and Training Services: GHG’s technical experts worked with GB Tech to integrate and customize eEMS to meet their specific requirements. In addition, eEMS experts tailored a custom training solution to ensure a smooth start-up for GB Tech. Le Bui, Controller for GB Tech explained “GHG speaks the government contractor language. Their consultants understand our HR, timesheet and government accounting/compliance requirements, and their knowledge and experience were pivotal to our quick and successful implementation.”
Return on Investment (ROI)
- End-to-End Process Automation
By implementing eEMS, GB Tech has integrated its business processes, and consolidated vital organizational data into a centralized data repository that is easily queried and maintained. GB Tech will leverage these new systems to support its anticipated business growth, without experiencing a corresponding increase in administrative and accounting staff, thereby achieving the desired economies of scale.
- Affordable, Scaleable, Easy-to-use Solution
GB Tech deployed eEMS in a Microsoft® Window 2000 operating environment running on an Intel platform. GHG’s commitment to platform independence provided GB Tech the opportunity to select their computing infrastructure, and help ensure smooth migrations to new software releases.
Ease-of-use was an important factor to the success of eEMS within GB Tech. “eEMS is intuitive and easy-to-use. Drop-down menus and consistent user interfaces shorten ramp-up time and minimize training requirements. Employees, supervisors, project managers and accounting have all commented on how eEMS has had a positive impact by improving both the efficiency and accuracy of their business operations.” states Ms. Bui of GB Tech.
- Increased Customer Satisfaction
Prior to implementing eEMS, GB Tech collected paper timesheets and had great difficulty responding to customer requests for ad hoc reports. With eEMS, customer billing is fast and accurate. Requests for custom reporting or unique time accounting requirements are easily and quickly accomplished. Clients recognize and appreciate GB Tech’s outstanding customer service.
The Bottom Line
GB Tech carefully tracked their cost savings following the implementation of eEMS, and realized a $27,000 per year reduction in operating costs. This savings is due to eliminating the reproduction and mailing costs associated with paper-based pay stubs. Labor savings derived from efficiency gains are not included in this conservative number. Based on the tremendous cost savings, GB Tech’s ROI for eEMS was less than 3 months.
According to Gail Burkett, GB Tech Corporation’s President, “Implementing GHG’s eEMS product suite has helped position GB Tech for growth. Integrating our timesheet software into our financial system has enabled us to streamline our business processes resulting in reduced operating costs and increased flexibility to map to our customers’ requirements. Ultimately, we have improved our competitive edge.”
- Do plan to arrive on time or a few minutes early. Late arrival for a job interview is never excusable.
- If presented with an application, do fill it out neatly and completely. Don’t rely on your application or resume to do the selling for you. Interviewers will want you to speak for yourself.
- Do greet the interviewer by last name if you are sure of the pronunciation. If not, ask the employer to repeat it. Give the appearance of energy as you walk. Smile! Shake hands firmly. Be genuinely glad to meet the interviewer.
- Do wait until you are offered a chair before sitting. Sit upright, look alert and interested at all times. Be a good listener as well as a good communicator.
- Do look a prospective employer in the eye while speaking.
- Do follow the interviewer’s lead, but try to get the interviewer to describe the position and the duties to you early in the interview so that you can apply your background, skills and accomplishments to the position.
- Do make sure that your good points come across to the interviewer in a factual, sincere manner. Stress achievements. For example: sales records, processes developed, savings achieved, systems installed, etc.
- Do always conduct yourself as if you are determined to get the job you are discussing but don’t be pushy. Never close the door on opportunity.
- Do show enthusiasm. If you are interested in the opportunity, enthusiastic feedback can enhance you chances of being further considered. If you are not interested, your responsiveness will still demonstrate your professionalism.
- Don’t forget to bring a copy of your resume! Keep several copies in your briefcase if you are afraid you will forget.
- Don’t smoke, even if the interviewer does and offers you a cigarette. Do not chew gum.
- Don’t answer with a simple “yes” or “no.” Explain whenever possible. Describe those things about yourself, which relate to the situation.
- Don’t lie. Answer questions truthfully, frankly and succinctly.
- Don’t make unnecessary derogatory remarks about your present or former employers. Obviously, there were issues or else you would not have left a prior company or be looking to leave a present employer. However, when explaining your reasons for leaving, limit your comments to those necessary to adequately communicate your rationale.
- Don’t over-answer questions. And if the interviewer steers the conversation into politics or controversial issues, try to do more listening than speaking since this could be a sensitive situation.
- Don’t inquire about salary, vacations, bonuses, retirement, etc., on the initial interview unless you are sure the employer is interested in hiring you. If the interviewer asks what salary you want, indicate what you’ve earned but that you’re more interested in opportunity than a specific salary.
Be Prepared to Answer Questions, such as…
- Tell me about yourself?
- Tell me about your background, accomplishments?
- What are your strengths? Weaknesses?
- How would you describe your most recent job performance?
- What interests you about our company?
- How do you stay professionally current?
- What outside activities are most significant to your personal development?
Be Prepared to Ask Questions, such as…
- What would I be expected to accomplish in this position?
- What are the greatest challenges in this position?
- How do you think I fit the position?
- Remember a lack of questions may be mistaken as a lack of interest.
Not letting these kinds of subjects catch you off-guard is a key factor in maintaining your composure during an interview. Rehearse these questions and answers in your mind (or even out loud, if you can) in the days before the interview.
Negative Factors Evaluated by An Interviewer
- Personal appearance, which is less than professional.
- Overbearing, overaggressive or egotistical behavior.
- No positive purpose.
- Lack of interest and enthusiasm – passive and indifferent.
- Lack of confidence and poise; nervousness.
- Overemphasis on compensation.
- Evasiveness; making excuses for unfavorable factors in work history.
- Lack of tact, maturity, and courtesy.
- Condemnation of past employers, managers, projects of technologies.
- Inability to maintain a conversation.
- Lack of commitment to fill the position at hand.
- Failure to ask questions about the position.
- Persistent attitude of “What can you do for me?”
- Lack of preparation for interview – failure to get information about the company, resulting in inability to ask intelligent questions.
Job seekers should prepare for a phone interview as seriously as they do for an in-person one. When asked about your qualifications, for example, you can craft a better answer by asking what the company wants and why, says J.T. O’Donnell, a career strategist in North Hampton, N.H.
If you’re asked how many years of experience you have with a program you have used extensively, but not for years, you could reply by asking how much is required and at what level, says Ms. O’Donnell. Maybe the company chose a number based on how much experience the last person in the position had, and you might have just as much, but in a condensed time frame. You can then provide a convincing reason as to why you should be considered for the job even if your answer doesn’t match exactly what the recruiter is looking for.
You should also prepare to answer more complex and detailed questions in phone interviews by creating a list of key statistics and abbreviated answers to commonly asked questions, says Bill McGowan, founder of communications-coaching firm Clarity Media Group Inc. Some examples: What do you know about the company? Why do you want the job? What are your greatest strengths? What are your career goals? How do you see yourself fitting in?
“What traps a lot of people is they think and talk at the same time. They make up answers on the fly,” says Mr. McGowan. “It’s better if you know your conversational path.”
Don’t expect to defer answering questions to your first meeting with a hiring manager, says Maureen Crawford Hentz, a talent-acquisition manager at Danvers, Mass.-based lighting manufacturer Osram Sylvania Inc. That may have been the case in the past, but not now. “People think if you’re talking to someone in HR, this isn’t a real interview,” she says. But these days, it might be your only shot.
Be sure to brush up on your phone etiquette, too. Ms. Crawford Hentz says candidates have put her on hold while they answered another call or tended to their children. Once she could tell a candidate was visiting a drive-through restaurant during a call because she heard a loudspeaker requesting the person’s lunch order.
Finally, be mindful of common faux pas, such as giving long-winded answers that go off topic. “Sometimes the longer you talk, the more it sounds like you’re trying to explain your way through something,” says Mr. McGowan. “The most confident people don’t need to drone on.” Another common flub: answering recruiters’ questions before they’ve finished speaking. Not only does that show disrespect, but it “makes it seem like you have stocked, canned answers,” he says.
Congratulations to Roland Bland (center) for winning the safety challenge on “Hands Free Driving”. Roland received his hand charging LED flash light for having his name pulled from the submissions turned into ESH by those who answered the questions on hands free driving. The flash light was presented to Roland by his Section Mgr. Jeff Skrocki (right) and Department Mgr. Viet Truong-Cao (left).