Background

Self-service is the recommended method for time entry as it requires hours to be recorded by the person actually working the hours and allows online approval.  CHRS will allow various methods of self-service for time entry; Elapsed Time, Punch Time, and Webclock. Interfaces with third party timekeeping systems (such as Kronos) are also going to be accommodated.  

However, some campuses or departments may not have adopted self-service and have as their current practice usage of paper timesheets, requiring the use of centralized time entry using Rapid Time.

Rapid Time is entered on the employee’s behalf into the system from a paper timesheet. Typically, Rapid Time is entered as summary hours for the entire period (one entry per hours type for the entire pay period) using the last day of the month.  

In CHRS Rapid Time, hours will need to be entered for each day worked rather than summary hours so that all time entries are consistent across the system and to ensure accuracy for audit purposes.  There will be rules in the system to prevent more than 16 hours being reported on a single day. 

Issue

For FLSA Compliance and Work Study regulations, the system should accurately convey the days and hours actually worked.  

Final pay will correctly reflect actual last day worked from both timekeeping and the separation date and mitigate having to pull paper timesheets.

PeopleSoft can now be the System of Record for reported time if all worked hours are recorded consistently (daily vs summary at the end of the month).

Analysis

The majority of time entry is done via self-service. In accordance with all regulatory requirements as mentioned above, this is the recommendation for CHRS.

However, for campuses that cannot adopt self-service, Rapid Time will still be available.

Recommendations

Since we are converting two years of Time and Labor data, the goal is to convert consistent data.  

If a campus uses Rapid Time, the recommendation is to allow entry of Rapid Time as long as it is consistent with self-service. If the campus is recording time as summary hours, they should modify their current practice and begin recording daily hours at least two years prior to their go-live with CHRS.

Considerations

Continuation of the paper-based Rapid Time entry is going to be more time consuming with this new approach; campuses may wish to use this as incentive to convert to self-service.  

Cross-Functional Impacts (Positive / Negative)

None.

CHANGE IMPACT

To be filled out by BSA (from Change Impact Tracking log):

BSA - Please answer the following:

1. Areas of potential change resistance to proposed HR process / policy changes?

   Campuses are currently entering summary hours when using rapid time. There will be resistance to changing this practice.

2. Potential resource needs in order to plan, engage, prepare, and/or deploy the change?

   Campuses who wish to implement self-service may require training resources.  In addition, campuses with workforces who do not regularly use computers may require resources to deploy kiosks.

3. Associated costs relative to the scope of the change to requirements requested?

   Campuses that choose to deploy kiosks may request additional funding from the CO for that deployment.  In addition, campuses with limited training resources may request either additional funding or hours from CO training staff.

4. Training needs or if a straightforward change?

   The likely need for training is low.  Campuses who choose to deploy self-service in favor of changing their rapid time entry process may need training materials.  However, those materials likely already exist either centrally or at other campuses.

5. Implication on any other related process / functions?

   Implementing this change is not anticipated to have impacts on LCD or any other related process. 

6. Union impact (meet & confer recommended)? Any additional comments from Labor rep?

   No union impact. 

   This change in CHRS itself does not create a reasonably foreseeable impact within the scope of bargaining.

   However, campuses will need to consult with CO Labor Relations before implementing changes in how time is reported, such as the use of “Punch Time”, “Webclock” or other timeclock like systems that collect more specific levels of information than the campus would otherwise collect in its current practice. Those changes may trigger meet and confer obligations, which need to be identified well ahead of implementation.

REVISION CONTROL

Revision History

Review/Approval History

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