How Fairfield Police Department Modernized Their Operations with InTime
From manual chaos to streamlined efficiency: How one California police department eliminated administrative bottlenecks and gained real-time operational control.
An Overview of Fairfield Police Department
Employees: 185
Population Served: ~120,000
At a Glance: Impact Metrics
| Before InTime | After InTime | Key Metrics | |
|---|---|---|---|
| Payroll Processing Time | 1.5 days x 5 Staff | 5 Hours x 1 Staff | 90% Improvement in payroll processing time, with staff reassigned to higher-value work |
| Timesheet Method | Printed and then manually hand-coded | Digital submission with audit trails | 100% Automation and Visibility |
| Overtime Management | Email based, no visibility for admin or operations | App based, real-time signup and tracking | Instant Reporting and Forecasting |
| Event Cost Tracking | Manual, limited visibility, mixed systems | Real-time, categorized, grant-compliant | 24/7 Availability |
The Challenge: When Manual Processes Hold Back Public Safety
Fairfield PD was drowning in administrative inefficiency. What should have been simple workforce management had become a complex web of disconnected systems and manual workarounds that consumed valuable resources and created operational blind spots.
The Pain Points That Demanded Change
Payroll Headache
- 5 employees spent 1.5 days every pay period just processing payroll
- Hand-coded timesheets led to frequent errors and disputes
- Early cutoffs meant officers often waited weeks for overtime compensation
Scheduling Chaos
- Disconnected scheduling software with no mobile access
- No integration between scheduling and payroll systems
- Complex flex schedules across 5 different MOUs created compliance headaches
Overtime Management
- Email-based overtime distribution with zero transparency
- No visibility into costs until after the fact
- Late alerts meant missed opportunities and coverage gaps
“We had five people doing what one person does now. The systems never talked. We were flying blind on costs”
Kelli Sievers
Payroll Administrator
The Solution: Why Fairfield Chose InTime
After evaluating multiple vendors, InTime emerged as the clear winner. The difference? InTime didn’t just promise solutions — they demonstrated them.
What Set InTime Apart
Complete Integration — End-to-end solution connecting scheduling, payroll, and overtime management
Law Enforcement Expertise — Purpose-built for public safety’s unique operational requirements
Real-World Demo — Live demonstration showed exactly how InTime would solve Fairfield’s specific challenges
Flexible Configuration — Could handle 5 different MOUs with complex flex schedules and specialty pay codes
Officer-Centric Design — Mobile-first interface designed for frontline staff
“You didn’t just say you could solve our problems — you showed us. That made the decision easy.”
— Imelda Preciado, Administrative Manager
Implementation Success
Fairfield’s leadership understood that successful implementation required buy-in from every level. They assembled a cross-functional team representing every department stakeholder.
The 3-Month Sprint to Success
Phase 1: Foundation
- Cross-functional team formation (patrol, dispatch, payroll, admin, command staff)
- Custom configuration for unique shift rules and pay structures
- Integration setup with existing payroll systems
Phase 2: Configuration & Testing
- Real-time overtime categories mapped to grants and special operations
- Custom workflows for complex MOU requirements
- Extensive testing with actual department data
Phase 3: Training & Launch
- Just-in-time training scheduled right before go-live
- Phased rollout starting with pilot groups
- Immediate support and feedback integration
“We brought everyone to the table — officers, admins, lieutenants, dispatch. That’s how we got true adoption.”
— Imelda Preciado, Administrative Manager
Results: Transformation You Can Measure
Massive Operational Savings
90% Reduction in Payroll Processing Time
- Before: 5 staff × 1.5 days = 60 person-hours per pay period
- After: 1 staff × 5 hours = 5 person-hours per pay period
- Result: 55 hours of administrative capacity freed up every two weeks
Empowered Officers & Staff
Real-Time Mobile Access
- Instant overtime alerts delivered directly to officers’ phones
- Self-service access to leave balances, schedules, and shift signups
- Transparent, first-come-first-served overtime distribution tracked to the second
Improved Work-Life Balance
- Officers can view and manage schedules anytime, anywhere
- Automated notifications eliminate missed opportunities
- Streamlined leave approval process
Financial Transparency & Accountability
Real-Time Budget Control
- Complete audit trail for special events, protests, and mutual aid operations
- Grant-compliant cost tracking and reporting
- Instant access to budget impact data
“Now the Chief can walk into a city budget meeting and say, ‘This parade cost us $X in overtime — here’s the detailed report.’ The transparency has been game-changing.”
— Susana Aguilera, Financial Analyst
Enhanced Operational Control
Supervisory Dashboard
- Real-time staffing levels visible by shift and hour
- Proactive identification of coverage gaps
- Data-driven deployment decisions
Dispatch Integration
- Visual dashboards ensure minimum staffing requirements
- Hour-by-hour coverage tracking
- Automated alerts for potential shortfalls
“We’re not just more efficient — we’re better informed. InTime has fundamentally changed how we operate as a department.”
— Kelli Sievers, Payroll Administrator
The Bigger Picture: Department-Wide Transformation
What started as a payroll and scheduling solution became the operational backbone of the entire department. Today, InTime powers every unit from patrol to property management, dispatch to finance.
Cultural Impact
Increased Transparency
- Officers trust the fairness of overtime distribution
- Supervisors have clear visibility into operational costs
- Leadership can make data-driven decisions with confidence
Improved Morale
- Reduced administrative friction
- Faster, more accurate pay processing
- Self-service capabilities that respect officers’ time
Future-Ready Operations
- Scalable platform ready for department growth
- Integration-ready for future technology additions
- Data foundation for advanced analytics and planning
“The implementation wasn’t without challenges, but the impact has been transformational. We’re more efficient, more transparent, and more in control of our operations than ever before.”
— Imelda Preciado, Administrative Manager
Ready to Transform Your Department?
Fairfield Police Department’s story isn’t unique — it’s achievable. If your department is struggling with manual processes, disconnected systems, and administrative bottlenecks, InTime can help you achieve similar results.
