Another user of Time Clock MTS has emailed me with details of how they are using the software. While their application is slightly more conventional that the other applications I’ve discussed to date (timing racing cars and refitting trucks) it is still novel enough to be worth discussing. You can find the (slightly edited) email from the user in question below explaining their application.
A little more information… What I said was true, we don’t care about the payroll functions and are only concerned with the time clock feature, but we actually are billing for the time. Let me give you a little more information about our organization, what we do, and what our usage entails.
We are a non-profit organization dealing with people suffering from some sort of illness. We have many different programs to help these people feel confident with themselves, train them in basic job skills, and help them to obtain a job, build a resume, and eventually, lead them to independence.
As I said, we are non-profit, so a lot of our funding comes through grants and special programs. In the near future, our billing is changing and our services will be billed through a government program. When this happens, we need to track hours for all of the people that attend what we call our Clubhouse in order to bill for them.
Time Clock MTS is being used in this company at the two entrances to their ‘clubhouse’. They have purchased a single client license (US$98 at the time of writing this article) and have a client installation at one door and the admin installation at the other. Let’s see what the main benefits from using Time Clock MTS in this situation have been.
Currently, under the grant we are being funded through, we are tracking people as they come and go with a paper sign in sheet. When we begin billing through the government program, we would prefer a more reliable, electronic means that would also provide us with a reporting feature. Unfortunately, because our main software package doesn’t allow us to import data, we then need to key in the hours tracked through your software and get them into our system for billing.
This isn’t vastly different than what we are doing now, but it helps us on three fronts. First, we aren’t currently tracking time – just whether a person signs in or not. Second, with the reports generated from your system, we are able to eliminate the issues of trying to decipher various handwriting styles. Third, as an added bonus, because we can assign a pin number to each person, it will speed up our data entry. In our billing system, we can look up a person by name, but it is faster to look them up by their 4 digit ID number. By assigning the 4 digit ID number as a pin in your software, it makes keying in the information faster and more efficient, even though we are actually capturing additional data.
So Time Clock MTS is providing the organization in question with a much more reliable and efficient way of collecting their club’s attendance data. This data can then be imported easily into their existing club accounting system for provision to the government for appropriate reimbursement. At the moment we are working with the organization to define a report suitable for direct export from Time Clock MTS into their other computer systems to eliminate the last source of errors and double data entry. All of these gains are realized without using a large portion of the software (payroll, vacation accruals, sick time, holidays and many other things). Time Clock MTS is simple enough to use to just allow it to be used as a simple time tracker without being forced to use the more advanced functionality the software offers.