SUPPORTING A BETTER WORKPLACE

1
SUPPORTING A BETTER WORKPLACE

• In creating a Better Workplace, York is
  committed to engaging Yorks workforce through
  strong leadership, shared vision, values and
  responsibility to enhance workplace culture,
  improve employee relations and employee
  satisfaction.
• One of the key elements in creating a Better
  Workplace is to introduce new processes,
  procedures and new technology, to help all
  employees do their jobs more effectively and
  efficiently and to provide management with tools
  to increase their effectiveness.

2
Introduction to this initiative

• An important goal of Human Resources is to
  provide our managers and employees with tools and
  support systems to manage more effectively and
  professionally
• Currently there are three programs at various
  phases of development to help support time
  management
• They are thematically linked under the name Time
  Managing Support System (TMSS) and comprise of
  the following
• Attendance Management Program
• Disability Management Program
• Online Time Reporting Tool with reporting
  functionality available through the HR
  Self-Serve System (HRSS)

3
Why are we doing this?

• The Time Reporting Tool
• is a fair non-threatening, positive and
  supportive program that is a win-win for York,
  staff and managers.
• provides clarity, transparency and consistency
  regarding time management.
• is a faster, more efficient, and more equitable
  time management process
• provides one consistent, accurate and reliable
  source of time management information that is
  available to everyone necessary.
• supports all of Yorks collective agreements.

4
Benefits of TMSS

• Both staff and their managers now have easy
  access to the same accurate and up to date time
  information. So if there is a need to talk about
  work time issues or details, both you and your
  manager have easy access to the same accurate and
  consistent information to make those discussions
  fair, straightforward and productive.
• Many other Universities have already implemented
  time management systems similar to Time Managing
  Support System. While as with anything new there
  were some initial concerns, they have found the
  system to be helpful for both staff and the
  organization because the time information is
  accurate, up to date.

5
Key Purpose

• Keeping track of the hours you worked, when you
  go to the doctor or even scheduling vacation time
  can often be a real chore, when you are busy at
  work. Its often too easy to forget to fill out,
  or to remember to get you manager to complete the
  paper forms, or when you do remember, to
  mistakenly put in the wrong information, or even
  guess! There has to be a better way for staff and
  managers to track and manage their work time.
• As part of Creating a Better Workplace, York is
  introducing HR Self Serve that provides for a
  number of self serve functionality including
  automated time reporting tool that gives you
  and/or your manager a simple quick and easy way
  to track your time, manage workload and schedule
  time off from work, as well as vacation time.

6
Key Purpose

• The system is designed to provide a consistent
  approach to the recording of employee time and
  attendance in the workplace
• It will also have the capability for employees to
  access self serve options

6
7
Time Reporting Tool Overview

• The project is currently tracking toward
  implementation in Summer 2012.
• The following groups of employees will be
  affected in different ways.
• Employees
• Time Keepers
• Managers

7
8
Manager Self Service

• With this tool, Managers will have the ability to
  do the following on-line
• Manage unit/departments paid/unpaid time off and
  paid time worked
• Approve / decline requests for time-off
• Forecast upcoming absences to plan future
  staffing availability
• View reporting structures for their departments
  and initiate reporting changes
• Securely access this information from anywhere on
  and off campus

8
9
What to expect

• Employees and Managers affected by this phase of
  the implementation will be provided with training
  prior to the roll-out
• Subject Matter Experts will be available in
  Faculties / Departments to help users transition
  to the new system
• We will continue to provide updates as we move
  forward.

9