Scope for Phase 2

In August 2006 UCSC launched the first phase of its time and attendance system CruzPay. The initial implementation focused on building and configuring the system to enable use by nearly 1600 staff members who had relatively simple time and leave reporting requirements. During this phase some old procedures, like printing out, signing and forwarding paper timesheets, were left in place.

CruzPay is now approaching Phase 2 and will introduce some very exciting new functionality – electronic workflow. In addition student employees in non-academic positions will start using CruzPay. From the perspective of the project implementation team, the development of each function, which is occurring concurrently, is being handled on separate “tracks.” As a result, each will have a different starting date. Each track is outlined below.

Electronic Workflow

The Electronic Workflow track will provide the ability to electronically complete, submit, and approve timesheets on-line. Campus units will be phased into this functionality at different stages, beginning in Summer 2007. More information regarding the inclusion of specific units will be released at a later date. Employees and Supervisors will be notified individually of the change in their time reporting and will receive instructions on how to electronically submit and approve timesheets.

Here is some of the functionality that Electronic Workflow will offer:

• CruzPay will send auto-notifications via email to employees and supervisors as reminders to submit and approve timesheets.
• Paper timesheets will no longer need to be printed and mailed to Timekeepers.
• Employees will electronically sign their timesheet by using the “submit” function.
• Supervisors will electronically approve their employees’ timesheets by using the “approve” function.
• Supervisors can electronically disapprove their employees’ timesheets by using the “reject” function.
• Supervisors can view their employees’ schedules.
• Supervisors and Timekeepers can view an electronic timesheet approval history.
• Email addresses will be associated with each User ID. Supervisors and Timekeepers can communicate to employees from CruzPay.

Non-Academic Student Employees

Non-academic student employees will now be using CruzPay for time reporting. Students will have the ability to record hours worked in each position that meets the CruzPay criteria. In some cases, a student may work multiple jobs on campus and they will be able to report hours specific to each job. A system generated email will be sent to affected student employees with UserID and password information once this track is launched, scheduled for Winter Quarter 2008.

In addition to the Electronic Workflow functionality the student employee track will provide the following functionality:

• Students in non-academic positions can access CruzPay to electronically enter hours worked and leave used for all multiple assignments, or jobs, on campus provided the job meets CruzPay criteria.
• Work-study awards and balances will be maintained in CruzPay.