Case Study: Shenandoah County Public Schools

The Challenge: Paper in a Pandemic

When COVID-19 hit, Payroll Specialist Jennifer Saeler suddenly faced a logistical nightmare. SCPS was still using paper timesheets, and hundreds of employees were now working from home.

“We had about 400 to 500 people handing me a piece of paper every month,” Jennifer recalls. “That sheet passed through the employee, their supervisor, the courier system, and finally landed on my desk — if it didn’t get lost along the way.”

With couriers running less frequently, employees lacking scanners, and payroll deadlines looming, Jennifer and her team were forced into makeshift fixes using Google Drive. But it was clear their paper and spreadsheet system needed a complete overhaul.

From the IT side, SCPS Director of Network Services, Doug Culler, faced his own challenge: tech solutions to district problems often add unplanned workload to the district IT team. The district needed a purpose-built, secure solution that wouldn’t add constant IT maintenance and help tickets to his already full plate.

The Turning Point: Going Digital with Touchpoint SmartClocks + Frontline Time & Attendance

SCPS was already using Frontline Absence & Substitute Management, so the district explored adding Frontline Time & Attendance and pairing it with Touchpoint SmartClocks, Frontline’s proven hardware partner. This combination allowed employees to efficiently clock in by simply tapping their badge, while also enabling web clock-ins through single sign-on for added flexibility.

The transition was smooth. A local vendor installed the PoE-powered SmartClocks, while Doug’s team handled configuration with the school’s network. “It was actually a very easy, smooth process,” Doug says. “Touchpoint support is always easy to deal with, and most issues are handled remotely.”

Breakthroughs in Payroll

For Jennifer, the change was immediate. “It easily saves me about a day each payroll cycle,” she says. No more alphabetizing 500 paper timesheets or chasing down missing paperwork. Now, she runs a single report for additional hours, verifies supervisor approvals, and imports the data directly into RDA Systems, Shenandoah’s payroll vendor.

The integration also benefits HR and school leaders. Principals and assistant principals can see real-time clock-in data, making it easier to address tardiness or attendance issues promptly. As Jennifer puts it, “Instead of discovering a problem three weeks later, we can deal with it the same day.”

A Win for IT

Touchpoint’s purpose-built clocks removed the headaches common with DIY setups, especially solutions involving district Chromebooks. The devices connect over PoE, making installation straightforward, and they’re managed centrally. Doug notes that his team rarely has to visit buildings for clock issues. “If there’s a problem, our network admin works with the building tech or Touchpoint support. It’s very easy management.”

Overcoming Resistance

Not everyone was on board at first. Initially, each school had just one clock, which meant some staff had to walk across a building to clock in. After hearing feedback, SCPS added a second clock to each school, strategically placed for food service, custodial, and paraprofessional staff. Adoption improved immediately.

Results that Matter

• Payroll efficiency: About one day saved each payroll cycle
  
• Real-time accountability: Attendance issues spotted and addressed quickly
  
• Less paper, less waste: No more filing cabinets stuffed with timesheets
  
• Low IT overhead: Minimal on-site troubleshooting needed
  
• Seamless integration: Time, leave, and substitute data all flow from Touchpoint SmartClocks to Frontline and into Payroll
  

Advice from Shenandoah

Both Jennifer and Doug stress the importance of planning and training. “Think through your processes before you configure anything,” Jennifer advises. “Train staff so they understand and accept the change.” Doug adds, “Having strong support from your vendor makes all the difference.”

Shenandoah County Public Schools’ move to Touchpoint SmartClocks — integrated with Frontline Time & Attendance — transformed a paper-heavy, delay-prone process into a streamlined, secure, and staff-friendly system. The payoff: less stress, more accuracy, and a smoother start to every school day.