Time and Leave

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Vice President for Administration and Finance
Strategic Initiatives
Time and Leave

Objectives

Establishing a universal time and leave system universitywide is essential in streamlining the vital administrative tools that lead us to operational excellence. This initiative begins with a review of our current procedures to produce recommendations for unifying and improving time and leave administration through system and process improvements. Our review features several phases focused on understanding current processes, procuring a universal system, configuring the system for optimization at K-State and training employees and stakeholders to use the system.

Methodology

The university selected Moss Adams as a collaborative partner to assist in the first phase of this project, which included discovering time and leave concerns, identifying current processes and establishing the requirements necessary for a new universal system. View the report (pdf).

K-State has selected ADP for its new time and leave system, moving closer to implementing a single system across the entire university. The project team will collaborate with colleges, departments and major units to ensure an aligned implementation plan for all K-State employees.

The Time and Leave Review Team

Executive Sponsor Committee

Ethan Erickson, vice president for administration and finance
Thomas Lane, vice president for student life and dean of students
Shanna Legleiter, chief human resources officer
Debbie Mercer, executive vice president and dean of the College of Education
Alysia Starkey, dean and chief executive officer of K-State Salina
Ex-Officio: Amanda McDiffett, assistant vice president of HR operations strategy

Project Steering Committee

Chair: Amanda McDiffett, assistant vice president of HR operations strategy
Thomas Bunton, chief information officer
Linda Craghead, director of facilities services
Shanna Legleiter, chief human resources officer
Bob Weaber, professor and department head of the Eastern Kansas Research and Extension Centers
Fran Willbrant, associate vice president of financial services

Project Leads

David Brown, director of payroll
Mike Corwin, ERP systems manager
Stacy Divine, IT business analyst
Rebecca Gould, director of strategic projects for vice president for administration and finance
Jenny Hoeltzel, time and leave manager

Work Group

Michael James, executive director of administration and finance, K-State Salina
Mary-Beth Rhoads, resource center manager for human resources
Kayla Schmidt, human capital analyst for the College of Health and Human Sciences
Erin Wilson, human capital analyst for the College of Veterinary Medicine

Project Timeline

Discovery

April - September 2023

Selected an external consultation partner while reviewing current university process and setting requirements for a new time and management system.

Identify and Purchase Universal Time and Leave System

October 2023 - June 2024

Completed RFP and demo sessions to ensure success while selecting new universitywide system.

Design and Set Up New System

Current - December 2024

Set up new system for university use, updating current policies, communications and training guides to prepare for a streamlined implementation.

System Implementation

Spring 2025

Train, go live and evaluate success.

Evaluate and Adjust

TBD

Evaluate the system's success and concerns, adjusting when needed. Create documentation of any "out-of-scope" issues that need further attention.

Communications Recap

University chooses ADP for new time and leave system, June 21, 2024
Universal time and leave system update from Ethan Erickson: Review of current processes finished, Jan. 5, 2024
Universal time and attendance system initiative update from Ethan Erickson, Aug. 22, 2023
From Ethan Erickson: K-State focuses on operational excellence through universal time and attendance system and processes, May 30, 2023