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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- A standardized, electronic timekeeping system is replacing UCSB's multitude of outdated, mostly paper-based, timekeeping processes.
- 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.
- 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.