Employee Self-Service Time/Attendance Data Entry Norel Tullier and Jim Mettlach University Payroll Office November 2006

Time Data Entry Where we’ve been - Where we’re going Legacy – Prior to 7/1/01 Four units provided electronic interface files from their departmental systems The vast majority of time data reported to Payroll via hardcopy time reports HRMS M-Pathways – Implemented 7/1/01 Hospital unit timekeepers began to enter time directly into HRMS M-Pathways Seven units provided electronic interface files from their departmental systems Hardcopy time reports utilized by all others

Time Data Entry We’re still going……… Upgrade to HRMS 8.0 (web-based) –February 2004 Move Hospital timekeepers to new software Expand data entry into HRMS M-Pathways to campus units – Summer 2004 Increase number of timekeepers entering data directly into HRMS M-Pathways Pilot Time and Labor self-service – Spring 2006 Some departments within MAIS and Financial Operations Complete roll-out in MAIS and Financial Operations – Fall 2006

Statistics for Time Data Entry as of October 2006 Time Data Entry Option Employee Count Percent of Total Hardcopy time reports6, % Data entry into HRMS M-Pathways16, % Time entry from interface files9, % Time entry from self-service % TOTAL33, %

Employee Business

Employee Business – Help Option

Employee Business “Report Time” Self-service Employee Title Employee Name 10.00

Approver’s Web Page Employee Name

Next Steps for Electronic Data Entry ….. and going ….. In 2007, work with major units who are still submitting hardcopy time reports Necessary to have a central timekeeper, experienced in using HRMS M-Pathways to enter time electronically, before moving to self-service time entry Set-up implementation and training schedule based on the units’ needs

Next Steps for Self-Service in 2007 ….. and going ….. Complete roll-out of Time and Labor self-service in Associate VP for Finance departments Identify departments with central timekeepers already doing input directly into HRMS M-Pathways Remaining CFO departments Schools, colleges and other VP areas Invite departmental representatives to a demo of the self-service functionality Emphasize current functionality vs. version 9.0 (upgrade in 2008) Develop implementation timelines with interested users – March 2007 and beyond

Checklist for Self-service Roll-out Unit appoints Coordinator to work with University Payroll staff and lead team of departmental timekeepers Demo self-service and approver (supervisor) functionality Identify list of departments that will participate in self-service Announcement to all staff and approvers

Checklist for Self-service Roll-out ….continued…. Create list of approvers and back-ups Review business processes of the units that will be impacted Prepare M-1 Forms for approvers’ access Approvers take self-study training Interchange(s) for approvers Interchange(s) for staff members Departmental timekeepers set-up static groups for approvers

Contact Information If you’re interested in moving from hardcopy time reports to centralized, electronic time entry OR switching from centralized, electronic time entry to employee self-service, contact: Jim Mettlach Norel Tullier Jan Eckert

Detailed 2007 Roll-out Electronic Timekeeper Training First 2007 Rollout By Dec 22, Notify Jan Eckert of participation list of department IDs, new timekeepers, back-up timekeepers Week of January 7th – Submit M-1 forms Week of January 15th or 22nd – Interchange for New Departments Weeks of February 5th and 12th – Timekeeper Training February 27, 2007 – First biweekly deadline (for 2/11 – 2/24 pay period, 3/2 paydate) March 26 – April 12 – Timekeeper, Monthly Training (1 hr eLearning) April 19, 2007 – First monthly deadline (for March 2007 time) If this timeframe does not work for you, but you do want to implement Electronic Time Entry in 2007 – Contact Jan Eckert Include your preferred timeline and the approximate number of timekeepers/back-up timekeepers