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ePTO Project Overview

ePTO Electronic Paid Time Off System Laura Kress University Director, HR Records and Information Management Services Lora Headdy ePTO & HRMS eDoc System Manager. ePTO Project Overview .

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ePTO Project Overview

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  1. ePTOElectronic Paid Time Off SystemLaura KressUniversity Director, HR Records and Information Management Services Lora HeaddyePTO & HRMS eDoc System Manager

  2. ePTOProject Overview • Implement a web-based application for the recording and approval of time-off for Professional Staff (PAE) employees (approximately 4,200). System will be available through OneStart and will leverage the Workflow system for routing and approval. • Goals of the system: • Improve timeliness and accuracy of recording and approving time-off information • Provide employees with a tool to better manage their scheduled time-off • Provide supervisors with a tool that allows them to view and approve scheduled time-off for all of their employees

  3. ePTOProject Timeline • July 2009: ePTO system deployed at several departments across multiple campuses (approximately 200 PAE employees) • UHRS • Kokomo campus • FMS Administration, Treasurer’s Office, University Budget Office • Bloomington School of Optometry • IUPUI – Human Resource Administration, Payroll, Accounting, Finance & Administration, Budget & Fiscal Affairs • IUPUI Kelley School of Business • August 2009: ePTO system deployed at several large units (approximately 650 PAE employees) • UITS • Vice Provost for Research • IUPUI SPEA • September 2009 – January 2010: ePTO system deployed at all remaining units across IU • September – administrative units • October/November – academic units & regional campuses • December – administrative units • January – IUPUI School of Medicine

  4. ePTOFunctionality for Employees • Record time-off taken as well as time-off planned in future months • View balance information for PTO, Sick, and Holiday balances (as well as Honorary vacation for those employees who have it) for current and future months • Process annual transfer from PTO to Sick • View correction detail (who made the change, when, comments related to the change) in cases where usage or balance information has been corrected by a supervisor, PTO Administrator, or System Administrator

  5. ePTOEmployee – Calendar Screen

  6. ePTOEmployee – Time-off Detail Screen

  7. ePTOFunctionality for Supervisors • Approve/disapprove monthly time-off records submitted • Correct previously approved time-off usage records (all corrections will be logged and viewable by employee) • View monthly records of recorded time-off for all employees on a single page • View individual employee detailed usage and balance information (current and future)

  8. ePTOSupervisor – Approval Screen

  9. ePTOFunctionality for ePTO Administrators For employees for which they are responsible, these users can: • Approve/disapprove monthly time-off records submitted if supervisor is unable to • Correct previously approved time-off usage records (all corrections will be logged and viewable by employee) • View individual employee detailed usage and balance information (current and future) • Execute online inquiries to monitor reporting status, recording of critical time-off codes (absent without pay, FMLA related codes, etc.), employees who are approaching annual limits, etc.

  10. ePTOePTO Administrator Screen

  11. ePTOResponsibilities for Implementing Units • Implementation details have been provided to the HR Representatives for all units scheduled to implement in September. Below is a summary of the type of tasks that will be required: • Reports-to: Populating the “reports-to” value for all PAE staff in the unit. This data is used for two functions in ePTO – determining who to route the monthly calendar to for the employee and calendar access for ePTO administrators. In some cases, this information may be needed on additional, non-PAE positions. UHRS will work with the units to identify these cases. • Usage information: Providing a spreadsheet of usage detail for all PAE staff in the unit. Data needs to include all usage information from January 1, 2009 through the last approved month prior to implementation. • ePTO Administrators: Identifying who in the unit will act as ePTO administrators in the system • Employees in ePTO Override Table: Identifying PAE staff who need to be tracked in an override table in ePTO for cases such as: employee works alternative work schedule (example – 4X10), employee is on military leave, etc. • UHRS will work directly with campuses and departments as the system is rolled-out to assist with: • Training needs • Setting up the Workflow routing for employee to supervisor routing and approval • System security and set-up for ePTO administrators • Loading of PTO usage for the year • Ongoing system support

  12. Questions? Contact information: Laura Kress (lkress@indiana.edu) 856-0453 Lora Headdy (ldingram@indiana.edu) 855-4120 ePTO User Guides & online videos: http://www.indiana.edu/~uhrs/hrms/ePTO/index.html

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