Contracted Labor Time Recording System

1
Contracted Labor Time Recording System

• Best Practices Presentation
• Streamlining the Staff Augmentation Process
• at
• Fluor Hanford

Prepared by Richard WaggonerFluor
HanfordBusiness System Analyst
2
Legal Disclaimer License Notices

• Legal Disclaimer
• This report was prepared as an account of work
  sponsored by an agency of the United States
  Government. Neither the United States Government
  nor any agency thereof, nor any of their
  employees, nor any of their contractors,
  subcontractors or their employees, makes any
  warranty, express or implied, or assumes any
  legal liability or responsibility for the
  accuracy, completeness, or any third partys use,
  or the results of such use of any information,
  apparatus, product ,or process disclosed, or
  represents that its use would not infringe
  privately owned rights. Reference herein to any
  specific commercial product, process, or service
  by trade name, trademark, manufacturer, or
  otherwise, does not necessarily constitute or
  imply its endorsement, recommendation, or
  favoring by the United States Government or any
  agency thereof or its contractors or
  subcontractors. The views and opinions of
  authors expressed herein do not necessarily state
  or reflect those of the United States Government
  or any agency thereof.
• License Notices
• Oracle, JD Edwards, PeopleSoft, and Siebel are
  registered trademarks of Oracle Corporation
  and/or its affiliates.
• Business Objects and the Business Objects logo,
  BusinessObjects, and Crystal Reports are
  trademarks or registered trademarks of Business
  Objects S.A. or its affiliated companies in the
  United States and/or other countries.
• Livelink ECM is a registered trademark of the
  Open Text Corporation.

3
Who We Are

• Fluor Hanford is a prime contractor to the
  Department of Energy (DOE).
• Approximately 3,600 employees.
• Manages several major activities at the Hanford
  Site
• Dismantling former nuclear processing facilities
• Monitoring and cleaning up contaminated
  groundwater
• Retrieving processing transuranic waste for
  off-site shipment
• Maintaining the site's infrastructure
• Providing fire protection security
• Operating the Volpentest HAMMER Training
  Education Center.
• Hanford covers 586 sq miles in SE Washington
  state.
• More info at www.hanford.gov.

4
(No Transcript)
5
Staff Augmentation Challenges

• About 230 staff aug personnel supporting Fluor
  Hanford.
• Inconsistent staffing request processes.
• Tracking Staff Augmentation labor.
• Invoice review approval.
• Reporting to Senior Management.

6
What was Changed?

• Executive VP initiative to improve process.
• Electronic Staffing Request improved.
• Procurement Policies improved.
• Contracted Labor Time Recording (CLTR) System
  created.
• CLTR integrated into other applications.

7
CLTRWhy We Built vs. Bought

• In this case the reasons were
• More cost-effective and faster
• Better fit to requirements
• Familiar to managers.
• Cloned from existing system.
• Used experienced resources.
• Developed in phases.

8
Who Uses CLTR

• For Time Recording
• Subcontracted Staff Augmentation
• Personnel from Teaming Partners
• Interns.
• For Approving Time
• Manager or Buyers Technical Representative.

9
Basic Process

• Contract in PassPort with approved rates/terms.
• Resource Enters Time.
• Manager Approves Time.
• Vendor gets Paid.
• The CLTR system operates based on what is input
  into other systems.

10
People Data (HPC)
CLTR Process Flow
ID, Name, email address for users.
Finance (PS Projects and GL)
Valid Cost Codes sent to CLTR from Finance.
Resource Submits Time Manager Approves Time
Cost Data sent to finance weekly. Offset to GL
by AET.
CLTR
STATS
WEEKLY PROCESSING
Enterprise Reporting Bursting Tool
Invoices paid against GL
Invoice sent to AP, Vendor paid via EFT
Contract Vendor data
Invoice emailed to Buyer and Vendor
Automated Staffing Worksheet. Candidate selected.
LiveLink (IDMS)
Supply Chain (PassPort, Contracts AP)
Assignment Vendor Data
Invoice record copy auto loaded.
APMM
11
Integration Points

• Inputs
• Supply Chain (Indus PassPort) Contract data
• Finance (PeopleSoft) Valid Cost Codes
• People Data (HPC) User Info
• APMM Data for Assigned Personnel.
• Outputs
• Finance (PeopleSoft) - Cost Labor data weekly
• Supply Chain (Indus PassPort) Invoice Data to
  AP
• Enterprise Reporting (Crystal Reports) - Custom
  Reports
• IDMS (LiveLink ECM) Record Copy of Invoice.

12
Key Points

• No manual setup required in CLTR.
• Vendors must record time to get paid.
• Automatic payment per approved rates hours.
• Notifications triggered by data entry.

13
Notifications

• Daily time recording - triggered notifications.
• Example
• All overtime must be pre-approved
• Submitted overtime sends notice to the Contract
  Administrator.

14
Time Recording

• Simple Interface for Time Entry.
• Enter charge codes, hours and submit time.
• Ready for Manager approval.

15
Manager Approval Screen

• Lists timecards waiting for approval.
• E.g. Intern with 4 days a resource with 44
  hours.

16
Manager Approval (contd)

• Managers can only approve their line items.
• Time entry and approval can be delegated.

17
Invoice Sample
Invoiced for Vendor in a standard format.Invoice
Sample
18
Non Labor Charges

• Pre-approved (travel, training, materials, etc.).
• Vendor Invoices for cost.
• Invoice approved through standard process.
• Volume is too low to justify adding to CLTR.

19
Expanded for Other Uses

• Teaming Partners bill labor in CLTR
• Assignment info setup in the APMM
• Invoice verified against cost
• One voucher payment per month
• Weekly report of hours available.
• Interns record days present in CLTR
• Less overhead for Intern provider
• More accurate than previous method.

20
Assignment Setup
Version controlled information necessary for CLTR.
21
Intern Time Card Sample
Submitted and Waiting for Manager Approval
22
After Changes Implemented

• Standard electronic staffing request.
• Tracking Staff Aug improved.
• Automated alerts to procurement.
• Eliminated invoice reviews.
• Senior management reporting improved.

23
Other Benefits

• Manual Invoice entry/scanning eliminated.
• Reduce small local vendors overhead.
• Discount Terms for quick pay available.
• Flexible payment frequencies.

24
Challenges The Future

• Automated processes need monitoring.
• Training new resources.
• Users required to have network accounts.
• Offsite resources need remote access.
• Create Internet accessible site for time entry?
• Accept Non-Labor charges?

25
Thank You! Questions?