TIME & ATTENDANCE COLLECTION SYSTEM (TACS) TACS OVERVIEW JUNE 2, 2004
BENEFITS OF TACS ELIMINATED LIMITATIONS OF FORMER T&A SYSTEMS Five systems with different data formats reports Required expensive modifications to systems across the country to comply with any new legal requirements Union contracts Organization needed one platform for all work hour payroll information to feed all of our reporting systems Did not use Web based technology Near real time data downloads for instant reporting Ease of use by all operators
BENEFITS OF TACS (continued) CENTRALIZED MANAGEMENT CONTROL Centralized view of all sites T&A data at HQ/Area/Cluster Access available from the largest to the smallest offices Modifications to application implemented across the country instantaneously; no site by site implementation Eliminates delay in full compliance to Postal T&A stards across the country Interfaces with all corporate information systems such as FLASH, DOIS, PIMS Integral part of USPS long term strategy of single platform for all work hour data
PCI (SMP) Mid Range Processor With Web Server Co located in Mpls. ISC E B R LAN Printers (User Interface) GT Netware Server (Appl. Software & User Login) GT Workstation (Web Browser AccessTo TACS) TACS Poller (Collects rings from EBR Networks) EBR Network(s) (Local or Remote) LEAD PLANT WITHIN PERFORMANCE CLUSTER Mpls. Information Service Center ASSOCIATE OFFICE INFRASTRUCTURE PRN Mainframe Main T&A Processing TACS Database Batch Processing Web Server AOI Server (Appl. Software & User Login) GT Workstation (User Interface) LAN Printers (User Interface) SUBORDINATE PLANTS EXTERNAL SYSTEMS E B R LAN Printers (User Interface) GT Workstation (User Interface) GT Netware Server (Appl. Software & User Login) TACS Poller (Collects rings from EBR Networks) EBR Network(s) (Local or Remote) Planned TACS View PC MODS, DSIS, AVUS (Local or Remote) PC FLASH, LATS, etc. (Local or Remote)
TACS SYSTEM TACS CONSISTS OF FIVE COMPONENTS TACS (PAYROLL) RTACS (MANUAL/EBR) TVR (NON EBR OFFICES) ERMS (IVR) ADJUSTPAY
TACS SYSTEM (continued) TACS IS A PROGRAM THAT is comprised of over 650,000 lines of computer code includes all updates to FLSA FMLA regulations includes all updates to union contract provisions successfully pays over 700,000 employees correctly has the capacity to produce 85 types of reports
TACS SYSTEM SECURITY EXTERNAL SECURITY FEATURES Electronic Badge Reader system access is password protected Badges are in lockable racks Badge racks are located in highly visible areas Employee ID s are on badges, not SSN s TACS sites are located in restricted areas e1357 security process is required for any access to TACS systems District Internal Control Group required to perform periodic TACS reviews
TACS SYSTEM SECURITY (continued) INTERNAL SECURITY FEATURES Only authorized TACS personnel supervision are allowed access to system All terminals are password protected TACS system tracks records all users any entries made to employee files by time, date, SSN User profile function restricts level of access as determined by management District TACS managers are required to periodically perform system process reviews Rom FLSA reviews conducted by Area Cluster
TACS REPORTING SYSTEM TACS REPORTS ARE SEGREGATED INTO THE FOLLOWING FOUR GENERAL TYPES OF CATEGORIES Administrative type reports USER, BADGE, ACTIVE OPN, VALID CODE, & MISC SITE Employee type reports SCHEDULE, HIGHER LEVEL, COMPARISON, CMS/TACS, LIST, & MOVES Finance type reports LTATS, PPWK, FLASH, LDC/OPN, & STATION SUMMARY Clock Ring type reports OVERTIME & DISALLOWANCE
TACS SUPERVISOR RESPONSIBILITIES Supervisors are responsible to authorize employee time for whom they supervise. Supervisors must authorize payroll adjustments for the employees whom they supervise. Resources: District/Area/Headquarters Labor Mr. Donahoe Letter dated June 4, 2002 Mr. Donahoe Letter dated January 31, 2003 Information Packets sent to Area Labor by Michael J. Harrison Jack W. Green TACS website Adjustpay Website PP 14 additional documents added
TACS PAYROLL ADJUSTMENTS FY 2002 FY 2003 FY 2004 Adjustments Adjustments Adjustments City Per City Per City Per AP Pay Period Adjustments Employees 1,000 Adjustments Employees 1,000 Adjustments Employees 1,000 1 20 26,622 770,110 34.57 28,433 733,727 38.75 22,656 707,964 32.00 21 28,162 768,688 36.64 23,221 732,054 31.72 21,534 706,676 30.47 2 22 27,362 768,595 35.60 23,235 732,390 31.72 17,259 706,912 24.41 23 25,634 767,455 33.40 24,914 731,690 34.05 21,500 702,933 30.59 3 24 24,276 771,776 31.45 22,419 735,066 30.50 20,090 703,907 28.54 25 34,586 777,739 44.47 22,442 740,032 30.33 18,312 708,081 25.86 4 26 37,057 796,896 46.50 26,317 760,788 34.59 21,213 723,824 29.31 1 22,887 770,334 29.71 22,424 740,360 30.29 22,896 708,244 32.33 5 2 26,941 758,697 35.51 23,687 728,344 32.52 16,941 698,831 24.24 3 28,926 757,426 38.19 24,795 727,116 34.10 25,165 698,159 36.04 6 4 28,511 755,005 37.76 26,234 725,410 36.16 22,478 695,527 32.32 5 22,507 754,258 29.84 20,173 725,219 27.82 18,251 695,413 26.24 7 6 27,267 752,019 36.26 24,218 723,654 33.47 23,369 693,090 33.72 7 26,046 751,454 34.66 22,599 723,245 31.25 17,959 692,849 25.92 8 8 24,533 748,220 32.79 21,237 720,970 29.46 17,494 691,134 25.31 9 24,621 747,531 32.94 19,506 720,691 27.07 16,932 690,838 24.51 9 10 24,013 745,832 32.20 18,184 719,274 25.28 0 0 11 16,106 745,057 21.62 19,275 718,684 26.82 0 0 10 12 25,899 744,561 34.78 17,711 718,335 24.66 0 0 13 25,943 742,990 34.92 21,125 716,480 29.48 0 0 11 Normalized 32,641 739,214 44.16 18,764 712,887 26.32 0 0 15 21,949 739,762 29.67 16,808 713,444 23.56 0 0 12 16 27,822 739,309 37.63 23,796 713,387 33.36 0 0 17 26,249 738,230 35.56 18,180 711,699 25.54 0 0 13 18 24,531 736,867 33.29 18,742 710,763 26.37 0 0 19 23,616 734,654 32.15 20,100 708,853 28.36 0 0 Totals 684,707 19,622,679 34.89 568,539 18,844,562 30.17 324,049 11,224,382 28.87 13.54% 17.26% 4.31%
TACS LABOR RELATED ADJUSTMENTS Administrative Agency decision Administrative Agency settlement Arbitration decision Back Pay Typically 80 hours or more Decision Court of Law Dispute Resolution Team Decisions NALC Equal Employee Opportunity Commission (EEOC) decision Equal Employment Opportunity Commission (EEOC) settlement Grievance settlement (general hours adjustment) Grievance settlement (lump sum) Merit Service Protection (MSPB) settlement Merit Service Protection (MSPB) decision payment Pre Arbitration settlement Redress settlement (EEOC)
TACS LABOR RELATED ADJUSTMENTS (cont d) Grievance Lump Sum <10,000 The reason The type of claim The amount of claim File the claim by Processed by And mail to Grievance Settlement: (Article 15) Lump sum < $10,000, (Preferred method) GATS 1 GATS 1 (Processed automatically through GATS/APS interface) (Not recommended) PS Form 2240 or PS Form 2240 R 2 with GATS grievance number, employee s name, social security number, pay periods covered, signature telephone number of Postal Service authorizing management official Payroll Operations (Payroll Benefits for Rural, PS Form 2240 R) 2 USPS SCANNING AND IMAGING CENTER PO BOX 9000 SIOUX FALLS SD 57117 9000
TACS LABOR RELATED ADJUSTMENTS (cont d) Grievance Lump Sum >10,000 The reason The type of claim The amount of claim File the claim by Processed by And mail to Grievance Settlement: (Article 15) Lump sum $10,000 < $100,000 (Preferred method) GATS 1 supporting documentation generated from GATS GATS 1 Payroll Services See supporting documentation generated from GATS instructions. (Not recommended) PS Form 8039 5 Copy of settlement Payroll Services EAGAN IT/ASC FINANCIAL PROCESSING UNIT PAY LOCATION 9616 2825 LONE OAK PARKWAY EAGAN MN 55121 9616 $100,000 PS Form 8039 5 Copy of settlement Payroll Services EAGAN IT/ASC FINANCIAL PROCESSING UNIT PAY LOCATION 9616 2825 LONE OAK PARKWAY EAGAN MN 55121 9616
TACS LABOR RELATED ADJUSTMENTS (cont d) Grievance Hours Adjustment The reason The type of claim The amount of claim File the claim by Processed by AND MAIL TO Grievance Settlement: (Article 15) hours calculation < 80 consecutive hours PS Form 2240 or 2240 R, 2 with GATS grievance number Payroll Operations (Payroll Benefits for Rural, PS Form 2240 R) 2 USPS SCANNING AND IMAGING CENTER PO BOX 9000 SIOUX FALLS SD 57117 9000 80 consecutive hours PS Form 8038 4 PS Form 8039 5 Copy of settlement Payroll Services EAGAN IT/ASC FINANCIAL PROCESSING UNIT PAY LOCATION 9616 2825 LONE OAK PARKWAY EAGAN MN 55121 9616
TACS LABOR RELATED ADJUSTMENTS (cont d) Class Action Lump Sum or Hours The reason The type of claim The amount of claim File the claim by Processed by And mail to Class action grievance settlement (Article 15) Lump sum or Hours calculation Any amount Grievance settlement worksheet 3 Copy of settlement Payroll Services EAGAN IT/ASC PAY LOCATION 9633 2825 LONE OAK PARKWAY EAGAN, MN 55121 9633
TACS LABOR RELATED ADJUSTMENTS (cont d) Agency Lump Sum The reason The type of claim The amount of claim File the claim by Processed by AND MAIL TO Agency or prearbitration settlement lump sum < $10,000, PS Form 8039 5 Copy of settlement Payroll Services EAGAN IT/ASC PAY LOCATION 9633 2825 LONE OAK PARKWAY EAGAN, MN 55121 9633 $10,000 PS Form 8039 5 Copy of settlement Payroll Services EAGAN IT/ASC FINANCIAL PROCESSING UNIT PAY LOCATION 9616 2825 LONE OAK PARKWAY EAGAN MN 55121 9616
TACS LABOR RELATED ADJUSTMENTS (cont d) Agency Hours Adjustment The reason The type of claim The amount of claim File the claim by Processed by AND MAIL TO Agency or prearbitration settlement hours calculation < 80 consecutive hours PS Form 8039 5 with GATS grievance number Payroll Services EAGAN IT/ASC PAY LOCATION 9633 2825 LONE OAK PARKWAY EAGAN, MN 55121 9633 80 consecutive hours PS Form 8038 4 PS Form 8039 5 Copy of settlement Payroll Services EAGAN IT/ASC FINANCIAL PROCESSING UNIT PAY LOCATION 9616 2825 LONE OAK PARKWAY EAGAN MN 55121 9616
TACS LABOR RELATED ADJUSTMENTS (cont d) Exceptions & References 1 Except for step 1 or Informal Step A settlements, if the grievance does not have a GATS number, the supervisor, postmaster or Postal Service designee of the NALC Dispute Resolution Team should have the grievance logged in (if less than $10,000) paid through GATS by a district labor relations staff member. 2 Found at http://blue.usps.gov/formmgmt/forms/2240.pdf http://blue.usps.gov/formmgmt/forms/ps2240r.pdf. 3 Found on the Headquarters Compensation web page under Reference Tools then Other Compensation Calculators. 4 Found at http://blue.usps.gov/formmgmt/forms/ps8038.pdf. 5 Found at http://blue.usps.gov/formmgmt/forms/ps8039.pdf.
MISCELLANEOUS TACS TOPICS CMS / TACS INTERFACE COMPARISON OF PS FORM 50 INFO TO TACS MASTER FILE DISALLOWED TIME ISSUES QUESTIONS?