University of California, Berkeley

CalTime Department Readiness Plan, Phase 1

The CalTime OE Timekeeping Project is nearing completion of the design phase and entering the data preparation phase in anticipation of transitioning to a standard, automated system campus-wide. The new system will increase the efficiency of this basic business process by:

  • Giving employees and supervisors the ability to report and approve time via the web 24/7 from anywhere in the world
  • Eliminating redundancies
  • Reducing the possibility of errors in reporting time, and
  • Allowing employees to view their leave data at any time.

Members of the project team have met with unit payroll staff to learn about current timekeeping methods, and in the process have discovered that one of the primary challenges for departments is the maintenance of current leave data. A critical first step for CalTime implementation will involve the preparation and reconciliation of leave accrual data in the Payroll Personnel System (PPS). With CalTime, employees will now have a place to check their leave accruals at any time. To ensure that employees are not viewing and making decisions based on incorrect accruals, departmental data must be current in PPS for the initial load into CalTime.

Accordingly, over the next three months the next steps for each department include the following:

  1. Need help?
    By May 1, 2012, respond to the CalTime team by sending an email to caltime@berkeley.edu to ask for assistance.
  2. Update PPS
    Prior to June 30, 2012, ensure that all leave and accrual balances are accurate in PPS and employee leave data are ready for the CalTime implementation. The following steps are associated with this process:
    • Timesheets must be up to date.
    • Accrual balances must be audited and reconciled, comparing values in departmental shadow systems with BAIRS values.
    • Leave codes in HCM/PPS must be checked for accuracy. Remember, MSP appointments start with a B leave code and have their first service bump at 5 years.
  3. Confirm your PPS accruals are updated
    By June 30, 2012, complete and return the Leave Accrual Reconciliation Form  (PDF) to verify that you have completed the leave accrual clean-up process.
  4. Schedule training
    Department timekeepers should soon expect to receive an email from the CalTime lead trainer, John Blake, to discuss each department’s specific training needs.

In closing, we would like to share the CalTime 'Case for Change' video that debuted at the OE Expo. You may recognize a few faces and relate to the enthusiasm surrounding the project. Please visit the main CalTime page to view the video.