decorative-icon UKG Ready Time & Attendance Expansion Project

Background

This fall, the UO is expanding the use of an employee automated time and attendance system, UKG Ready. The system, which will eventually be adopted campus-wide, will provide a more accurate, consistent and efficient way of tracking employee work hours and leave days. 

What is UKG Ready ?

Ultimate Kronos Group (UKG, formerly Kronos) makes automated time and attendance system Workforce Ready.  We call it UKG Ready or Ready for short.  It is a time entry and leave management system that collects hours worked and/or leave used from employees, obtains supervisor approvals for time sheets, change requests, and time off requests, and then feeds this information to the university payroll system.  Time clocks are used where large numbers of employees report to a central work area without access to a computer.  In office environments employees can use their desktop computers.  Departments can also choose to allow employees the option of using their personal cell phone for added convenience.

Why Automated Time and Attendance ?

Accuracy

The university needs to ensure that all of its employees are paid accurately including for any overtime, shift differential or premium earnings they are entitled to according to labor laws, UO policy and collective bargaining agreements.

Efficiency

Employee hours, premium earnings, holidays, and leaves are automatically calculated and loaded into the Banner payroll system.

Employees will more easily see available leave balances when requesting time off.

Department payroll administrators will no longer have to track down timesheets, correct them, and manually enter hours totals into the Banner payroll system.

Managers can maintain work schedules for their employees and be notified when an employee is unable to report to work.

Records

Employees and the university need access to accurate records to properly adjudicate potential wage disputes.

Managers need access to information on employees reporting to work in order to manage their most valuable resource, people.

Consistency

Adoption of a single system ensures that all earnings, holidays and leaves of those who use it are calculated the same way.  A single system also provides an opportunity to standardize other business practices across the organization such as the pay period for hourly employees.

Long Overdue

UO is among the last PAC 12 and AAU institutions to adopt an automated time and attendance system.   It is the right way to operate a large and complex payroll.  

Who ? (Participating Departments)

Ultimately, the university administration intends to adopt automated time and attendance for all employees across campus.

Employees using the EMU, Athletics and Housing installations of UKG Ready will migrate to a new more fully integrated enterprise platform.

At this time most administrative units will adopt UKG Ready including: all units under Finance and Administration, Division of Student Life, and Student Services and Enrollment Management, as well as the Office of the General Council, JSMA, Information Services and UO Libraries. 

When ? (Schedule)

We are meeting weekly with UKG consultants this summer to discover campus needs and we willl begin to configure and build the new system in August.  We are currently targeting January for go live.

Governance

Project sponsors are Mark Schmelz, Kelly Wolf, and Melody Riley Ralphs.

Co project managers are Mark McCulloch and Jon Marchetta.

A UKG Ready Service Advisory Board will be formed after implementation that will bring service providers; Business Affairs, Human Resources, and Information Services, together with representatives from participating departments.  The advisory board will make decisions regarding; system configuration and funding model changes, upgrades, adding features, contract renewal, service deprecation and replacement.    

Changes/Impacts

Adoption of a new instance of UKG Ready is an opportunity to standardize some inconsistent university business practices.  The following changes are supported by our project sponsors; HR, BAO and Information Services.

Change is difficult and must be supported and well communicated.   We are resilient and will adapt to get the most value from this new service. 

We have discussed the following changes with SEIU representatives and will continue to address their concerns and keep them informed as this project progresses.They along with our department champions are critical change agents and information conduits.

Here are some of the changes in business practice we will make as participating departments and their employees begin to use the new instance of UKG Ready.

Software

Employees in units already using UKG Ready won't notice any change in the software.  Employees new to UKG Ready will need learn to use it.  There will be online training and support available from trained department champions.

Exempt Employees

Employees exempt from the Fair Labor Standards Act (FLSA) and not eligible for overtime will simply report sick leave used and request time off in UKG Ready.  Most Officers of Administration and some Classified employees are exempt.  Employees unsure about their FLSA status can reference their position description or ask their department payroll administrator.

Non-Exempt Employees

Employees subject to the Fair Labor Standards Act (FLSA) and eligible for overtime will clock in and out daily using whatever method is most practical for their environment, (timeclock or computer).  Departments may also allow their employees the option of using their mobile phone. The mobile app is very convenient and does report employee location at the instant they clock in or out.  It does not track employee movement before or after they clock.

Clocking in and out is a best practice adopted by most UKG clients and is supported by the university administration.  It allows the system to automatically calculate overtime, shift differential and other premium earnings.

Most non-exempt university employees already using UKG Ready clock in and out.

Supervisors

Supervisors will be notified when an item is added to their To Do list.  They should approve time off requests and change requests throughout the month as needed, and must approve employee timesheets before the payroll deadline each month.

Hourly Employees

Hourly employees are currently paid mid-month to mid-month at the end of the month on a lag.  The pay period varies from department to department because a standard pay period was never adopted and enforced university-wide.  This inconsistency is confusing for employees and makes it difficult for the Payroll Office to comply with a state law that requires the pay period to be printed on each employees' earnings statement.

All departments using UKG Ready will adopt a standard pay period for hourly employees.  We want to pay employees as quickly as possible with the shortest possible lag.

The UO will adopt the 16th to the 15th as the new standard monthly pay period for all hourly employees.  This pay period may not be practical for some large departments with limited payroll staff and tight deadlines to obtain approvals and make adjustments.  Departments with a pay period currently ending on the 12th or earlier can request an exemption and adopt 13th to the 12th until system efficiencies and staffing allow them to move to the new standard 16th to the 15th.

No hourly employee will experience a one time decrease in the number of paid days in their pay check when we transition to a new pay period.

'Forecast Pay' or 'Classified Salaried'

About 200 classified employees are paid for the current month with no lag.  Although this practice was discontinued several years ago, these employees will continued to be paid as they are now, current with no lag.  If non-exempt, they will clock in and out so the system can calculate overtime and other premium earnings. 

FAQ

What device will I use to clock in and out ?

Non-exempt employees who work in shifts in large groups and don’t have easy access to a computer will swipe their UO ID card at a time clock. 
Non-exempt employees who work in office environments will clock in and out by logging into UKG Ready on their desktop computer.

Departments may also allow employees the option to clock in and out using a UKG app on their phone.

What if I forget to clock in or out ?

If an employee forgets to clock in or out or clocks in early or late for any reason they will simply submit a change request that will then be approved by their supervisor.   We anticipate lots of change requests as employees learn to use the system.  Clocking in and out typically becomes routine in a week or two.

Will I have to clock in and out for meal and break periods ?

The project team has not yet made a decision about whether it will be necessary for employees to clock in and out for meals and break periods.  However, at this point, they are likely to recommend against these additional steps.

What if I clock in before my shift begins or after it ends, will this result in overtime ?

Overtime should be authorized in advance by your supervisor.  Some organizations use rounding rules to  build some forgiveness into the system and to avoid unintended overtime or change requests.  The project team has not yet made a decision regarding rounding rules.

Look and Feel

Clock in (non-exempt)

UKG-demo-screenshot

My Timesheet (non-exempt)

UKG-demo-screenshot

 

My schedule (non-exempt)

UKG-demo-screenshot

Request Time Off (exempt and non-exempt)

UKG-demo-screenshot

Approve Time Off (manager)

UKG-demo-screenshot

Assign schedule (manager)

UKG-demo-screenshot

 

Contacts

If you have questions please contact co-project managers Mark McCulloch (mmccullo@uoregon.edu) or Jon Marchetta (jmarchet@uoregon.edu), Interim Payroll Manager Ben Kane (bkane@uoregon.edu) or your department champion listed below:

Finance and Administration Shared Services: Elizabeth Seider and Kathleen Duberowski 
   Campus Planning and Facilities Management  
   Safety and Risk Services  
   UOPD  
   Transportation Services  
   Vivian Olum Childcare Center  
   Printing Services  
   
Division of SSEM Angie Peatow
   University Health Services Volga Koval
   Housing Kathryn Caley
   SSEM Central offices Abigail Erwin
   Admissions Susan Stumpf and Veronica Ramos Aguilar
   Orientation Leslie Forbes
   Financial Aid Thana Schafer
   Registrar Office Kaira Chandler
   Continuing Professional Education Debbie Johnson
   
Office of thte VP - Student Life Amanda Rosenberg
Office of the VPFA  
Human Resources Judy Gates and Sonia Potter
Jordan Schnitzer Museum of Art Karri Pargeter
UO Libraries Crystal Karlsen
Business Affairs Office Holly Syljuberget
Advancement and Communications Sandi Ash
EMU Ellen Grant & John Kostick
PE and REC Wilma Baker 
Athletics Rachel Beckman
Purchasing and Contracting Services Christy Dotson
OGC Brandalee Davis
Information Services Cindy Hetrick and Liz Pehaim