Transforming day-to-day operations with mTrack
How a mission-critical time-tracking system supports 10K+ employees daily for the Maryland Department of Transportation.
Assist the Maryland Department of Transportation in replacing its existing payroll system’s manual processes with a software solution.
When it comes to time-tracking, easy access to accurate information is everything. MDOT required a mission critical system that could meet the following objectives:
Automate the time entry reporting process by creating an electronic version of the hardcopy time report and providing front-end capabilities for earnings, leave and accounting codes.
Streamline the time report process to allow easier access to information without compromising the internal accounting control environment or allowing for unauthorized access to employee data.
Provide front-end capabilities for accounting code validation when charging time.
Minimize back-end corrections by validating leave and earnings codes before passing the time distribution file to EMIS for bi-weekly payroll processing.
Mirror business processes as covered by current payroll and human resource policy, noting gaps where applicable, and recommending future enhancement or system modifications to increase business process efficiency.
Utilize GoalMindTM— Carbonado’s proprietary software— to create a bespoke solution that supports a tighter internal control of day-to-day operations.
To build a custom solution for MDOT, the Carbonado team met with representatives from all seven business units to gather intel and initial user specifications. In providing this solution, Carbonado also took on key roles during the implementation process, including technical support, design validation, installation and testing, training, documentation, and maintenance.
Enhanced functionality features:
Customizable business rules for each Transportation business unit
Built-in ad hoc reports
Charge Code Builder enabling MDOT to take advantage of Federal transportation dollars.
FMIS and EMIS mainframe integration
Payroll Hierarchy of approvers. (TBU – Regional Center – Work Category – Work Unit. )
Comprehensive Time reports
Enhanced Security features:
Strong user authentication and password control measures. Meet or exceed the most current State of Maryland Department of Information Technology’s Information Security Policy, including specific requirements for password length, complexity, history, and account lockout.
FIPS PUB 140-2 compliant API(s) to secure data at rest and in transit.
Auditing process to monitor user access activities, authorized and failed access attempts, system exceptions, and critical information security events as recommended by the State of Maryland Department of Information Security Policy
The project went live with MDOT in 2006. Since implementing mTrack, leadership has tracked the following results:
An overall tighter internal control of employee time
Increased accuracy in time tracking across all departments
Instant leave balances (no more payroll data corrections)
Less time spent trying to track labor-hours for specific products
Satisfied with the results, MDOT has renewed its contract in 2010, 2015, and 2021. In conclusion, mTrack is not only an impressive and impactful application of GoalMind™— it’s a glimpse into the possibilities available to future clients looking to go beyond cookie-cutter software and implement hyper-specific solutions customized to their unique challenges.
Remarks from Board of Public Works about mTrack (page 136) of the official document:
This system supports 10,000 MDOT employees. This system runs on a proprietary software product owned by Carbonado Technologies Inc. MDOT’s time entry system has brought significant benefits such as tighter internal control of employee time, more accurate time keeping, instant leave balances, and the ability to accurately track labor-hours for specific projects. Electronic time entry has created efficiencies by eliminating paper documents and courier services and reducing errors related to cost accounting. The system interfaces with the MDOT employee management information system (EMIS) and other financial systems such as FMIS and the MDTA Solomon’s system.