1 SUPPORTING A BETTER WORKPLACE In creating a Better Workplace, York is committed to “…engaging York’s 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.

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: 1.Attendance Management Program 2.Disability Management Program 3.Online Time Reporting Tool with reporting functionality available through the HR Self-Serve System (HRSS) 2

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 York’s collective agreements. 3

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. 4

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. It’s 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. 5

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

Time Reporting Tool Overview The project is currently tracking toward implementation in Summer The following groups of employees will be affected in different ways. Employees Time Keepers Managers 7

Manager Self Service With this tool, Managers will have the ability to do the following on-line: Manage unit/department’s 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

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