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University of California Santa Barbara
Program Management

Electronic Timekeeping

What is the Electronic Timekeeping Project?

  • Timekeeping is the process of tracking and reporting work and leave time.
  • A standardized, electronic timekeeping system is replacing UCSB's multitude of outdated, mostly paper-based, timekeeping processes.

Core Changes

  • An electronic timekeeping system is replacing paper timecards.
  • Employees' time and attendance data will be gathered electronically and exported to the payroll system.

Why Do We Need Electronic Timekeeping?

  • Prepares us for UCPath, the UC Office of the President's initiative to implement a single payroll system across UC's ten campuses and five medical centers.
  • Reduces errors from manual entry and exposure to timekeeping inconsistencies.
  • Ensures compliance with state and federal pay and leave rules, university policies, and labor contracts.
  • Allows tracking of time worked against multiple jobs.
  • Helps ensure that all UCSB employees are paid accurately, fairly, and on a more timely basis.
  • Provides visibility of work time, leave usage and leave balances to employees and supervisors.
  • We have achieved excellence in academics and research. We need administrative operations that are excellent as well.
  • By increasing the quality of our business systems and operations, we will be better able to support our faculty in delivering unparalleled excellence in academics and research.
  • Everyone is responsible for accurate timekeeping:
    • Employees report leave and approve their time on their timecards.
    • Supervisors review and approve their employees' timecards.
    • Timekeepers sign off on their units' timecards.
  • By using one timekeeping system, it will be easier to ensure that timekeeping policies are applied consistently across campus.

Context

  • In April of 2011, the UCSB Operational Effectiveness Campus Personnel workgroup proposed implementing Kronos, an electronic timekeeping system, campus-wide. In developing their proposal, the workgroup surveyed campus managers and compared Kronos and the UC Irvine Time Reporting Service.
  • On January 11, 2012, former EVC Gene Lucas announced in a campus-wide memo that "plans are underway to implement Kronos as the official timekeeping system at UCSB."
  • Between 2012 and 2013, Institutional Advancement, Student Affairs, the University Center, and several academic departments adopted Kronos.
  • In June of 2014, the campus upgraded from Kronos v 6.3 to v 7. The key improvements of the new version included better handling of multiple/split-funded appointments, easier employee setup based on data imported from PPS, improved performance with a powerful new server infrastructure, and less reliance on Java.
  • As of Fall 2016, approximately 92 departments representing 5,652 UCSB employees use Kronos.
  • In April of 2017, the campus upgraded to Kronos version 8. This version of Kronos is free of Java, allowing for better integration with campus systems. Kronos v8 also includes a more visible "Approve" button and allows users to add comments to time cards without editing time punches.
  • In April of 2017, the Electronic Timekeeping Steering Committee approved a plan to deploy Kronos to the rest of campus in 5 waves, with a final completion date of May 2018.