Knowledgebase-Building Access/Security and Employee Time & Attendance Policies, Procedures and Products Survey


Information Product

Title:Building Access/Security and Employee Time & Attendance Policies, Procedures and Products Survey
Summary:Fourteen cities were asked questions about safety policies and procedures relating to office doors and access points; the use of flex-time; and, methods, products, and vendors for capturing employee time and attendance.
Original Author:Stokes, Richard
Co-Author:
Product Create Date:01/17/2017
Last Reviewed on::01/24/2017
Subject:Personnel--Surveys; Personnel--Schedules and shifts; Personnel--Health and safety; Personnel--Administration; Personnel--Compensation; Public health and safety
Type:Survey
Original Document: Survey Results - Building Access and Employee Timekeeping.pdfSurvey Results - Building Access and Employee Timekeeping.pdf

Reference Documents:

Text of Document: Building Access/Security and Employee Time & Attendance Policies,
Procedures and Products Survey

1. Has your organization implemented safety policies and procedures relating to office doors?

City
Yes/No
Munford
No
Mt. Juliet
Yes
Kingsport
Yes
Portland
No
Columbia
Yes/no
Bartlett
No
Cleveland
No
Sparta
No
Tullahoma
No
Spring Hill
No
Germantown
No
Memphis
Yes
Elizabethton
No
Lawrenceburg
Yes


If yes, please describe:

City
Description
Mt. Juliet
Key card access at all locations
Kingsport
While there is no overall policy, each department sets their own procedures to accommodate their needs and potential risks
Memphis
Some offices have electronic access based on security needed for the nature of the work - Treasury Office, Mayor's Office, Benefits, etc.


2. Has your organization implemented safety policies and procedures relating to city building and activities access points?

City
Yes/No
Munford
No
Mt. Juliet
Yes
Kingsport
Yes
Portland
No
Columbia
Yes
Bartlett
No
Cleveland
No
Sparta
No
Tullahoma
No
Spring Hill
No
Germantown
No
Memphis
Yes
Elizabethton
Yes/no
Lawrenceburg
Yes


If yes, please describe:

City
Description
Mt. Juliet
All visitors must enter through the front door and state whom they are there to see. The employee is to come, get the visitor, and escort them to where they need to go.
Kingsport
See above
Columbia
Doors with keypads are installed at strategic locations to keep public out.
Memphis
City Hall has two controlled public access points and otherwise by electronic access only. Upgrades gradually progressing in other City buildings.
Lawrenceburg
Coded locks on employee entrances. Restricted access to other areas.


3. Does your city utilize any of the following?

City
Key Fobs
Security Key Pads
Half door entries
Sliding Glass windows
Cameras
Door Buzzers/
alarms
Finger print activation
Employee Badge Swipe
Munford
No
Yes
No
No
Yes
No
No
No
Mt. Juliet
No
Yes
No
Yes
Yes
No
No
Yes
Kingsport
Yes
Yes
No
Yes
Yes
Yes
No
Yes
Portland
Yes
Yes
No
No
Yes
Yes
No
No
Columbia
No
Yes
No
Yes
Yes
Yes
No
Yes
Bartlett
Yes
Yes
No
No
Yes
Yes
No
No
Cleveland
Yes
No
No
No
Yes
Yes
No
Yes
Sparta
No
No
No
No
No
No
No
No
Tullahoma
No
Yes
No
No
Yes
Yes
No
Yes
Spring Hill
No
Yes
No
No
Yes
Yes
No
No
Germantown
No
Yes
No
No
Yes
Yes
No
Yes
Memphis
No
Yes
No
No
Yes
Yes
Yes
Yes
Elizabethton
No
Yes
No
No
Yes
No
No
Yes
Lawrenceburg
Yes
Yes
Yes
Yes
Yes
Yes
No
Yes


4. If yes, please describe how your organization utilizes each:

City
Description
Mt. Juliet
Employee badges are issued for employees that will open only the areas that they are to have access. We have sliding glass windows in finance, public works, and building codes. The police department has bulletproof glass with a tray where people can pay municipal fines. We have cameras in the halls, courtroom, outside buildings, mounted high at the parks, and parking the parking lots
Kingsport
Most are used by employees to limit access to certain doors/entrances or an entire building (key fobs, key pads, buzzers, badges). Badge swipes are utilized in areas where tracking access of employees might be pertinent (police, water/sewer). Cameras are installed in areas as deemed necessary and budgets permit (parking garage, police, finance, etc.)
Portland
Water Treatment Plant; cameras for security at entrances, key pad and key fob controlled access entrance at gates and building; Streets Dept, Security Cameras monitor stored equipment; Parks Department, security cameras at entrances designed to read license plates; Police Dept; cameras and key pad controlled access; City Hall cameras and key pad controlled access at employee entrances and utility office; North Fire Hall cameras and key pad entrance
Columbia
At building entry and strategic locations, lockable sliding windows installed at City Recorders Office, throughout hallways and entrances building security alarm can be used in place of keypad.
Bartlett
Key fobs for entry and various City owned buildings. Security key pads for entry to IT dept. computer rooms. Cameras at various City owned buildings but not all. Door buzzers at Police Administration office.
Tullahoma
Keypads are used to enter the office areas off of the main lobby; door buzzers are used by the city clerks for that same entrance for employees and authorized visitors; badge swipes are used in the police department to access both of their entrances to outside the building.
Spring Hill
security key pads at City Hall in addition to the keyed locks; cameras at various facilities; door alarm at Water Treatment Plant, etc
Germantown
For security and access control into certain buildings, office suites
Memphis
Security key pads and fingerprint or badge swipe required for all City Hall employee entrances. Cameras used throughout City Hall interior and exterior. Buzzers/alarms on emergency exits.
Elizabethton
Both the security key pads and employee badge swipe are used as safety measures for entry into the building through the employee entrances. The cameras are used in the finance department, the City Manager, Finance Director, lobby and council chamber areas of the building.
Lawrenceburg
Key fobs in Police. Security keypads at City Hall and Fire Department. Half door-entries at Police. Sliding glass windows at Police and Parks & Rec, and soon to be at City Hall. Cameras at Police, City Hall, Parks & Rec. Door buzzers/alarms at Police. Employee badge swipe at Police.


5. Does your organization utilize flex-time?

City Yes/No
Munford No
Mt. Juliet No
Kingsport No
Portland Yes
Columbia No
Bartlett Yes/no
Cleveland Yes
Sparta No
Tullahoma Yes
Spring Hill No
Germantown No
Memphis No
Elizabethton No
Lawrenceburg Yes


6. Does your organization use any of the following methods to capture employee time?

City Time Clock Paper time sheet Computer of phone App HRIS System Key Fob Remote verification Cameras ID Badge Swipe Finger Print Voice Command Recognition
Munford No Yes No No No Yes No No No
Mt. Juliet Yes No Yes Yes No Yes Yes No No
Kingsport Yes Yes No No No No No No No
Portland Yes Yes No No No No No No No
Columbia Yes No Yes Yes No No Yes No No
Bartlett No Yes No No No No No No No
Cleveland Yes Yes No No No No No No No
Sparta No Yes No No No No No No No
Tullahoma Yes Yes No No No No No No No
Spring Hill Yes Yes No Yes No No No Yes No
Germantown Yes Yes No No No No Yes No No
Memphis Yes Yes No No No No No No No
Elizabethton Yes Yes No No No Yes Yes No No
Lawrenceburg No Yes Yes No No No No No No


7. If yes, please describe how your organization uses each:

City
Description
Mt. Juliet
Every employee clocks in when they arrive at work for their schedule. It can be by the key pad system in the breakroom on they can log in on line. The phone system sends all voice mail messages over to my email so that we do not miss any calls. The cameras are all monitored at the police dispatch office and can be viewed through the IT department.
Portland
Employees in the field punch a time clock; hourly and salaried administration employees complete a paper time sheet.
Columbia
To gain entrance into building and to clock in and out.
Bartlett
Paper time sheets for all non-exempt employees. Entered into Excel file by department and forwarded to Payroll staff.
Tullahoma
Time clocks are used for non-exempt employees in the Recreation and Public Works department.
Spring Hill
time clock with fingerprint capability is being testing in our Public Works Dept. All other departments report time through our HRIS system. Some shift firefighters use paper time sheets when necessary.
Germantown
ID badge swipe is used in Public Works & Fleet Services
Memphis
Time clocks used in a few places. Most are paper time sheets. Project currently underway to move to all electronic time entry.
Elizabethton
All employees complete a paper timesheet and the Street & Sanitation Departments use a time clock to track incentive time.
Lawrenceburg
We used to use finger print scanners on our timekeeping system. We had so many problems with the clocks that we went back to paper. We track attendance and work on paper forms and load the data into the payroll computer on payday.


8. If you use a Time and Attendance Service product, vendor, contract or other source, please provide their contact information.

City Vendor Contact information
Mt. Juliet We use Paycor for Time, attendance, and payroll (7/1/2013). Then in 2015, we added the HRIS system and the ACA Compliance.
Columbia Empower, but would recommend Paylocity.
Spring Hill We currently only use ESS through Tyler Technologies. We are preparing an RFP for time and attendance programs/timeclocks
Germantown We are in the process of implementing Executime. There website is Executime.com. This system is compatible with our main operating reporting software provided by Sungard.
Memphis Novatime


Contact Information:

Name Organization # of Employees Contact Number
Mary Pinner Munford 58 901-837-5969
Janet Southard Mt. Juliet 169 615-773-6290
George DeCroes Kingsport 800 423-224-2448
Jo Ella Goad Portland 140 616-325-6776
Connie Etzkin Columbia 386 931-560-1565
Ted Archdeacon Bartlett 700 901-385-5515
Jeff Davis Cleveland 320 423-559-3313
Lorie S. Jeffries Sparta 80 931-836-3248
Casta Brice Tullahoma 147 931-455-2648
Shelley Taylor Spring Hill 268 931-698-1948
Steve Wilensky Germantown 400 901-757-7274
Heather Walton Memphis 8000 909-895-8100
Angie Lyons Elizabethton 265 423-547-6248
Doug Edwards Lawrenceburg 131 931-762-4459


Thanks for your assistance.