Temporary Staffing Management System
Digital time tracking and real-time staffing analysis for temporary labor, automating timesheets and providing instant visibility into site staffing levels for cost control.
The Challenge
Managing temporary staff involved decentralized, manually signed paper timesheets, which were prone to error, slow to process, and lacked real-time visibility into site staffing needs.
Supervisors couldn't quickly see if a school was over or under staffed on a given day, leading to inefficient scheduling and unexpected labor costs.
The Digital Asset
We developed a secure, centralized time and attendance application accessible via dedicated entry kiosk (or tablet) for clocking in/out, directly feeding into a timesheet database. The system automatically calculates hours worked and generates staffing analysis reports comparing required FTEs to actual hours.
Key Capabilities
- Secure touchscreen clock-in/out interface for instant time capture
- Real-time staffing analysis dashboard by school and date
- Automated FTE comparison showing vacancies and percentage staffed
- Digital timesheet review and approval with supervisor signatures
- AP reconciliation reports aggregating timesheets by agency
- Complete audit trail with time-stamped employee clock events
Business Impact
Instant Labor Cost Visibility
Staffing analysis reports automatically compare total FTEs needed against clocked hours, providing real-time percentage of staffing for immediate action.
Streamlined AP Reconciliation
System aggregates timesheets by agency and generates detailed AP reports used to reconcile with vendor invoices, ensuring accurate payroll processing.
Simplified Approvals
Digital timesheet review module allows supervisors to review, adjust, and add approval signatures, eliminating paper routing for timely payroll submission.
Enhanced Accountability
Every clock-in/out event is time-stamped and linked to employee ID and agency, creating a clear, auditable record of service provision.
The Bottom Line
This system replaced paper timesheets with digital clock-in/out and instant staffing analysis. Supervisors see exactly who's on site, where they're understaffed, and what it's costing.
The result: real-time labor cost visibility, streamlined approvals, and accurate vendor reconciliation—no more guessing, no more surprises.