Time Entry Overview 
Contact UsThe project's first phase concluded in September 2003 with the development of a functional requirements document and a recommendation to purchase and implement vendor software for our automated time and leave solution. This evaluation of campus needs included participants from academic and administrative units as have all phases of the project.
In February 2005 an RFI was issued for a vendor software product, which was followed by a thorough evaluation process and a recommendation to purchase the timekeeping software from Kronos Incorporated. In February 2006 the University Budget Committee approved the funding needed to purchase the software and implement the system for our campus.
The University's current process for recording, monitoring, processing, and paying for time worked and leave taken is generally a manual process. Leave management is administered at the departmental level using a variety of systems and methods which limits reporting and tracking capabilities. The automated timekeeping system being implemented will be an important improvement in the efficiency, effectiveness, and management reporting capabilities of our timekeeping processes. Also, internal control issues raised previously during internal and state audits will be resolved.
The system will interface with various existing internally-developed University legacy business applications and eventually with a new core administrative suite of systems which is in the planning stages.
Project Structure
Timekeeping Implementation System
The specific timekeeping needs and requirements of the University environment are being identified and formulated to provide a more efficient means of reporting and recording time. The enterprise-wide timekeeping system has the capabilities to provide a powerful tool from a time reporting standpoint, but even more it offers the University's management the ability to manage time and leave on a real-time basis providing tools and alerts to allow you to more efficiently handle the day-to-day situations that affect your campus unit's staffing, scheduling, and time reporting.
Timekeeping Process for Campus Units
The automated system provides alternate methods to process and manage time and leave, and the system offers alternate devices for each of the methods. The University has a large, decentralized workforce with department-specific needs and a single method is not sufficient for all timekeeping needs. To more efficiently manage the implementation process, a standard method and standard device have been determined for major groups of employees. The following points summarize the standard timekeeping method and device for each major group:
- Permanent EPA and Permanent SPA Exempt employees will use a Leave Notification method which means those faculty and staff members will enter leave information into the on-line timekeeping application. Leave balances are automatically updated allowing employees to access real-time accrual balance information.
- Permanent SPA Non-Exempt (i.e. subject to overtime pay) employees will use a Manual Time Entry method and use a web timecard to enter the start and end times for each workday into the on-line timekeeping application. Employees will have full edit rights to the information in their timecard.
- Temporary and Student employees will use the Automated Time Capture method to automatically record start and end times for each workday. The standard device will be the Web Stamp, an application accessed on a computer by an employee at the start and end of each workday to record the actual time in and out. Employees cannot edit or enter time in the system.
Campus units may elect to use an alternate method and alternate device that are more conducive to their needs for the Permanent SPA Non-Exempt group.