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:

1. 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.
2. 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.
3. 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

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.

• Affordable, Scaleable, Easy-to-use Solution

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.

• Increased Customer Satisfaction

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:

1. 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.
2. 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.
3. 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.
4. 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.
5. 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

By implementing eTSMS, MRI has become DCAA Compliant for timekeeping in less than 3 weeks.

• End-to-End Process Automation

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.

• Increased Customer Satisfaction

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.”