9/80 Compressed Timesheets

9/80 compressed work schedules have many benefits. However, automating timesheets for these schedules has proven to be difficult.  

Getting What You Need

You can't always get what you want/But if you try sometimes well you might find/You get what you need

This article was updated on June 4, 2017

Developing Your Short List

Evaluating time and expense tracking software can be a daunting task given the number of options out there. You begin thinking of the steps: "I'll read some white papers, look at screen shots, develop a short list, schedule demo meetings and do some free trials." Your thinking is right on track. Then you're off to Google or Bing find the information you need so you can narrow things down. But when you do search one the phrase "timesheet software," Google says there are 10,000,000 pages to look at. You start to twitch as your cortisol levels start to soar. Then one of two impulses will take over: 

How to Start When You’re Not Sure What To “Google”

So your boss says he wants you to develop a short list of timesheet and work tracking software applications. He says it shouldn’t take long if you use Google. You’re busy with other things, but you agree you’ll get back to him in a few days. Big mistake, unless you know how to search. You see, Google has been SEO’d, that’s Internet marketing-speak for “search engine optimized.” That means that many vendors have smart people and consultants who figure out how to trick search engines into giving them high rankings, particularly on simple single-word searches, even if their applications do not warrant such high visibility in the marketplace.

Time, Work and Asset Tracking

Getting ready to dive in

Your thinking about diving into the automated construction timesheets pool. But rather than dive into the deep end where it's cold and uncomfortable, put your toe in the water with some starter questions.

Whacky Technology Ideas That Cannot Even Be Called Silly
As a visiting scholar at Pacific Timesheet, I recently completed a research study: “Whacky Technology Ideas That Cannot Even Be Called Silly.” Though it was not my intention, it is really a tribute to how great Steve Jobs really was, by surveying the thousands of bad ideas and new product road kill created by other lesser brains during the Age of Steve (1979 – 2011). The study included a way to watch TV with an inhaler (don’t ask), a new kind of ethanol you could manufacture from old bed sheets, and force-field furniture for people who move a lot and have no friends. However, my favorite example of a failed technology product was “The Data Hat.” 

The Data Hat Origins
The Data Hat was developed in Silicon Valley, where “prima donna engineers,” as they are called, outnumber all living things by 100:1. The product’s history began in 2002 when the senior managers of BBS LLC (Big Biolife Stuff) and RTC, Inc. (Really Tiny Chips) got stuck in an elevator in the San Jose Convention Center during the rolling blackout season. After arguing why no one thought to take the stairs when there were only two floors, they began “sharing” about their biggest business problems.  Jim Parker, RTC CTO, said “I wish we knew what our best engineers were working on.” Joshua Chen, Chief Information Officer of BBS, finally admitted that “many of our engineers won’t reveal much beyond their employee ID number, like they’re a POW or something.” Staring blankly into the elevator floor buttons panel, Jim Parker interjected: “If only we could get them to fill out timesheets.”  Everyone was aghast. The smallest smile started to curl at the corner of Jim’s mouth and Joshua said with a growing laugh, “You joker, you know that’ll never happen.”  They laughed for an hour. All of this led to nothing for these companies, but there was a courier in the elevator car who, overhearing everything, told his neuro-engineer cousin Billy Tendra of the need to solve this problem. 

Back in 1776, with no junk mail, law firms, investment bankers, or computer viruses, life was simpler, probably better. But, as my great great great great grand uncle Thomas wrote, "when in the course of human events it becomes necessary for a company  to dissolve the bands connecting it with its payroll services provider..." it caused quite a stir at GBP (the Great Britain Payroll company). 

Paper Crew Timesheets/Handwritten Changes

In a previous post, we discussed how automating paper crew timeheets needs to make things faster and easier. We also alluded to the idea that automated crew timesheets should make data validation less painful. All this talk about automation is nice. But the fact is that now most construction crew timesheets, for large and small job sites, are made of paper. And, a lot of crew hours, other important information, and corrections are written in by hand. So how do you get from paper to automated? First, while you probably know this already, we want to take what you know and look at it a little differently; what paper crew timesheet "systems" (and they are systems) do now, and how they work. 

What is Data Validation? Why is it important?

Paper crew timesheets for large job sites are more than just busy-looking grid-like templates with empty spaces to fill in. They have to be setup ("pre-populated" in computer speak) with the right employees, craft codes, billing codes, pay classes and whatever else is required to make sure hours worked get billed and paid properly. Equipment resources and materials codes might also be part of this setup. The "pre-setup" crew timesheets are distributed to Foremen, who are generally responsible for entering the phases and cost codes correctly and the hours and units against resources on the timesheet as the work is done.

When Things Change: Resource Musical Chairs

Paper crew timesheets work pretty well. But there are some issues. There can be a shuffling and re-shuffling of employees and resources throughout the day, almost like a game of musical chairs (just less fun!). Maybe some employees don't show up for work and replacements are added at the last minute. Or employees get pulled from one crew to another, they get moved up to higher level pay classes, etc. If the paper crew timesheet is setup first thing, foremen later will have to correct the timesheets.

Knowing What's What

Changing the pay class of a worker because he's your new crew lead might be difficult. Let's say his name is Stan Johnson. But you don't know Stan Johnson, or even what he looks like. There's a great chance you don't know his default pay class, or his proper billing code, or what union he's in. Another place in the process where the administrative staff need to check things or redo the crew timesheet. To manage against this, after they fill timesheets out foremen send them back to the administrative staff for further checking. Assuming that foreman know the valid phases and cost codes for a job (which they usually do) this is still a lot of checking and re-checking. Is this manual process time consuming? "Yes!" Is it prone to errors? "Double Yes!" So, what do we do now?

Making It Easier On Foremen

To summarize the problem: 1) the data collection requirements put on foremen are difficult 2) in the heat of action, they need to know a lot of details, errors can be made, and checking and re-checking is needed. Especially for job sites with hundreds of employees, where crew workers move around a lot, there are a few practices that can make it easier for them:

1. Have the Admin Staff Create Crew Timesheets At the End of the Day

Do this and you save a lot of re-working of timesheets. The only way everyone knows for sure what resources worked on what crews is to setup the timesheets after "the fat lady sings." This approach reduces changes to the timesheet setup, but foremen will still want to record details throughout the day anyway. So you end up built-in inefficiency:  foremen tracking time and work on their own paper, and admins creating another sheet at the end of the day to re-enter the foremens' information.

2. Have An Automated System Assign Default Properties Automatically

An automated system should do most if not all of the heavy lifting being done manually by your administrative staff. Any information that is setup manually by the admins on crew timesheets can be setup automatically by a system. Imagine that the default settings for employees, equipment and materials sit in an updated database. When you open a daily crew timesheet for the first time the information just flows in and settles nicely like water into an ice cube tray. You get the picture. Add a resource and its information flows in with it. Nice, right?

Employee Properties

It is possible to have a worker's default pay class or billing code setup in the crew timesheet when you add them to the timesheet or if they are added mid-day. If, for example, a worker's pay class needed to be changed, and a particular union contract made the choice limited to only two options, presenting only those two valid choices would make data entry much easier and less prone to error.

Add Employee 

Name: John Smithers
Pay Class: 
- Pay Class 2
- Pay Class 4