How Ultimus helped Colorado Community College System in automating its Time sheet Submittal and Tracking Process
The Colorado Community College System (CCCS) is Colorado’s largest and fastest growing system of higher education. CCCS is unique throughout the country in terms of its governance and oversight responsibilities of state community colleges offering various career and academic programs.
Currently, CCCS oversees 13 community colleges, which serve more than 107,000 students annually. Moreover, CCCS directs an additional 1,200 secondary and 800 postsecondary career and technical programs in more than 150 school districts and seven other post-secondary institutions across the state.
Goal: Automate and Track Employee Leave and Time Sheet Processes
For any employer, tracking employees’ paid time off (PTO) and leave requests is an important aspect of HR’s responsibility. For CCCS, this process was becoming more than cumbersome and extremely error-prone due to the sheer number of employees at each of the 13 community colleges. Other challenges with this process include:
Inaccurate Data and Manually Intensive
Manually filing, routing, and storing paper forms often lead to errors in data entry and misplaced forms. This cost HR managers and employees hours to make corrections, retrieve a lost timesheet or replace it with a new one.
Information Compensation Control
The paper-based system offered no reliable way of knowing whether employees were taking time off without reporting it. Some employees were being paid out on leave they had taken but not reported.
CCCS’ paper-based process was inherently error-prone. This cost them extra time to not only complete the process in the first place, but also to correct the mistakes.
Lack of Reporting Capabilities
HR personnel had no way to quickly or efficiently perform month-end HR reporting without excessive data entry, dealing with lost forms, or fielding employee inquiries.
The Ultimus Adaptive BPM Suite is now being used to automate leave and timesheet processes at CCCS’s system office and at Pueblo Community College (PCC), where they have now realized reduced abuse of leave time, eliminated the equivalent of one full time administrative employee, and increased productivity of both HR personnel and other employees.