Napa Police Department

Overview of Napa Police Department

The Napa Police Department is comprised of approximately 78 sworn officers and an additional 55 professional staff. The Operations Division is home to most of their sworn personnel and includes Patrol Officers, Detectives, Youth Services Bureau, Traffic Officers, and Homeless Intervention Services. The Administration/Support Division is made up of most of their professional staff, including the Records Bureau, Property and Evidence, Personnel Training, and the Communications Center.

Napa Police Department Past Challenges

Prior to InTime, Napa PD was using a competing scheduling software that did not meet their needs. The tool displayed a basic schedule of who was working and who wasn’t, but it did not account for overtime. There was also no outbound communication from the system. This led to an inefficient payroll and overtime management process, challenges in team communication and managing officer fatigue.

PAYROLL TOOK A FULL DAY TO COMPLETE WITH TWO STAFF MEMBERS

Payroll was a paper-based process that was prone to errors. This multi-step approval process was vulnerable to inaccuracies, bottlenecks, and challenges in managing multiple documents.

“Every time a timesheet didn’t match an online payroll submission, they had to go back, find the approved sheet, go to the day, and figure out what the mistake was, and have the employee resubmit.” – Kristofer Jenny, Sergeant

THE PAPER-BASED OVERTIME MANAGEMENT PROCESS WAS INEFFICIENT

Overtime was managed through postings on their common billboard. In addition, if overtime was related to a grant, they needed to keep that piece of paper for their quarterly grant report.

This resulted in challenges in maintaining a fair and equitable assignment process and protecting officers from fatigue.

“For emergencies, we made phone calls, or some sergeants had text message groups of go-to overtime staff that lived locally and were willing to work a lot.” – Kristofer Jenny, Sergeant

Present Day Improvements

In addition to other challenges, the long payroll process prompted employees to drive change for another solution. After evaluating multiple vendors, Napa PD decided InTime was best to handle their needs. They started implementation in 2019 and now use InTime for scheduling, overtime management, and timekeeping.

Napa PD also worked with InTime to integrate their timekeeping with their payroll system. This integration has made their payroll process much easier.

“It became very simple. The process of that payroll export takes about 20 seconds. It’s amazing.” – Kristofer Jenny, Sergeant

PAYROLL IS DONE WITH ONE STAFF MEMBER IN UNDER 90 MINUTES

InTime’s automated timesheets flow directly from the schedule, converted into the correct export file, and pushed to their payroll system. Multi-step timesheet approvals can be done through the web or the mobile app. Notifications are also sent to remind staff to submit their timesheets on time.

“It takes us about 10 minutes to verify the export and then we hand it off to finance for processing. It goes by really fast.” – Kristofer Jenny, Sergeant

FAIR AND EQUITABLE OVERTIME MANAGEMENT REDUCES OFFICER FATIGUE

InTime’s overtime management enabled Napa PD to accommodate for their agency rules when assigning shifts. This included assigning overtime by first come, first serve, seniority, and hours worked. To combat officer fatigue, they implemented fatigue rules that ensured that officers have enough rest between their shifts. This automated process made sure that agency rules are followed, including audit trails that ensured accountability.

“It’s mitigated a lot of the allegations of favoritism for selection and assignment of overtime because we have the audit trails to prove it” – Kristofer Jenny, Sergeant

INTIME’S MOBILE APP FREED UP OFFICERS’ TIME

Officers are able to get notified and sign-up for postings through their phone. This resulted in efficiencies for the officers since they no longer have to go to the department to submit overtime.

“If an officer comes in on their day off to go to court, they can fill out their overtime as they’re walking to their car and get back to their families. It’s made things much more efficient for them.” – Kristofer Jenny, Sergeant