Contracted Labor Time Recording System

1. Contracted Labor Time Recording System Pat Marmo & John Robinson

2. Background • In 2004, Hanford saw a great deal of budget apprehension and uncertainty • Increase use of staff augmentation contracting • Need for subcontractor personnel to charge time to various projects • Issue and administer several tasks for each project • Invoicing and payment by task • Approval of subcontractor timecards by field • Submittal of monthly accrual information by task • Hanford initiative to collect subcontractor hours for reporting purposes

3. Background cont’d • In August 2004, Contracted Labor Time Recording System was developed to: • Automate daily/weekly tracking of hours worked by subcontracted labor resources; • Provide a mechanism for field concurrence with the hours worked; • Collect, utilize, and feed data from the procurement system and recorded work hours to generate labor reporting data. • Automate the use of this data in financial, cost accrual and payables processes and systems.

4. Contracted Labor Time Recording System • The CLTR system is time log system • Contract Labor Resources (contractor personnel) use the CLTR system to record billable work hours. • Work time is recorded for the specific subcontract and account codes authorized by the Supervising Manager/Company Representative • Supervising Managers/Company Representatives use CLTR to review and approve the recorded work hours

5. Contracted Labor Time Recording System • CLTR creates an Auditable time record of contract-billable hours worked and approved by the Contract Labor Resource • CLTR records the Contract Labor Resource’s certified billable hours as a request for contract payment and the Supervising Manager’s approval that the recorded time is in accordance with the subcontract. • CLTR reports the approved work hours in the project reporting system • CLTR accumulates the approved time records and creates a monthly invoice of billable time which is automatically processed and paid to the subcontractor.

6. Contracted Labor Time Recording System • Sample Time Log

7. Contracted Labor Time Recording System • Sample CLTR Approval

8. Contracted Labor Time Recording System • Payment Statement

9. Contracted Labor Time Recording System • Pros • Eliminates need for contractor to submit an invoice and need to review and approve invoice • Faster Payment to contractor • Review by reviewer is real time • Ability to create reports by charge no. (ARRA), staff aug, contract no. • Ability to review information on line easily (helpful for Audits, etc)

10. Contracted Labor Time Recording System • Cons • When errors made, difficult to correct from an IT perspective • Difficult to enforce completion by staff aug and approvers • Pay periods of CLTR may be different than staff aug Company time card system