MyTime is an initiative to modernize our timekeeping and scheduling processes into a single platform that addresses the complex and changing needs across UCSF.
To accomplish this, UCSF will implement Ultimate Kronos Group (UKG) Pro Workforce Management Solutions, a best-in-class scheduling, timekeeping and attendance platform that is easy to access, easy to use and improves the employee and manager experience.
MyTime is targeted to go live in early 2025.
More information will become available as the project moves forward. If you have questions about the MyTime initiative, please reach out to [email protected]. This page will be updated with answers to common questions received.
Vision and Goals
Through the MyTime project, we will replace aging technology and provide streamlined scheduling and timekeeping capabilities that will better meet our changing business needs. By leveraging new technology and analytics capabilities, we anticipate the new system will improve the user experience, reduce administrative burden, and better enable UCSF to meet patient care and other workload needs.
Key Features
- Alignment: Brings together the advanced functionality from disparate systems that will replace the HBS Timekeeping System, and three scheduling systems used by UCSF Health (Clairvia, StaffReady and OnOrOff) to drive standardization and improved processes.
- Accessibility: Gives employees access to scheduling and timekeeping through multiple devices – timeclocks, desktop computers, kiosks and the option to use mobile phones.
- Timekeeping: Incorporates user-friendly navigation with tiles, menus, icons, and push notifications making it easy for employees to request leave, correct errors, view schedules and pick up available shifts where applicable.
- Scheduling: Offers managers real-time visibility of schedules and staffing to better align resources to workload and meet patient care needs while building team member engagement.
Key Enhancements and Changes Resulting from MyTime
As current timekeeping and scheduling practices vary across the enterprise, the transition to this new system will have different impacts from across the campus and health system. As this initiative moves forward, we will share ongoing updates with you, including opportunities to learn more about specific features of the new system.
Timekeeping systems
All UCSF employees who currently use the HBS Timekeeping System will transition to MyTime for time and attendance.
Scheduling systems
UCSF Health departments that use Clairvia, StaffReady and OnOrOff will transition to MyTime’s advanced scheduling module.
In-patient nursing departments will also implement MyTime’s Clinical Scheduling Extensions module. The Extensions module will allow UCSF to forecast staffing needs, create and manage schedules that factor in employee skills, licensure, experience, and preferences as well patient workload.
Clocking in and out
All non-exempt employees will be expected to clock in and out at the beginning and end of their scheduled shifts and for their meal break(s), and in accordance with department policy.
Departments may use one or more of the following methods to clock in and out. Clocking methods by department are still being discussed, and details will be shared in the future.
- Employees may use their identification badge at designated physical timeclock(s).
- Employees may use a webclock interface (such as on a UCSF computer workstation or kiosk).
- UCSF is exploring the option of utilizing Voalte phones for clocking.
- Optionally, for employees working at designated UCSF locations, an employee may use the UKG Pro mobile application (“mobile app”) via their personal mobile device. Further information about the mobile app is provided below.
Mobile app
UKG will offer a mobile application to access the MyTime system. This app will allow employees to clock in and out, review sick and vacation balances and accruals, check the employee’s schedule, and more. The mobile app will be available for use on Apple iOS and Android devices. Use of the mobile app will be strictly voluntary.
If an employee chooses to utilize the mobile app for clocking in or out purposes, they must first enable their mobile phone’s location tracking. Clocking in and out will only be available within a specific designated “geo-fenced” area surrounding their work location where the system will record the employee’s location only at the time of clocking in and at the time of clocking out. An employee’s location will not be tracked or recorded at any other time when using the mobile app. Geo-fencing and use of location services is not required for other mobile app functions such as accessing schedules, submitting leave requests, or viewing accruals.
Rounding
The current practice of rounding to the nearest quarter hour will not change when clocking in and out for the beginning and the end of each shift. When clocking in and out for meal breaks, exact times will be recorded; no rounding will be applied.
Attestation
All employees (exempt and non-exempt) will continue to be required to verify and certify the accuracy of timesheets during the timesheet submission process.
Non-exempt employees will be asked to complete an attestation or confirmation of time entries captured for each shift during the new clocking process. More information on the attestation process will be provided once the practice has been defined.
Time off, scheduling and leave accrual balances
Employees will be able to request time off via the MyTime system or directly via their manager. Details will be shared in the future as this feature is developed.
Employees will be able to view their schedule via the MyTime system. Details will be shared in the future as this feature is developed.
Employees may view their accrual balances (such as for vacation or sick time) via the UKG system. Details will be shared in the future as this feature is developed.
News and Events
News Archive
Keep up to date with MyTime project news and communications.
For employees
Introducing MyTime: Improved Scheduling and Timekeeping System (opens in new window)
Sent on behalf of Erin S. Gore, Senior Vice Chancellor of Finance and Administration and Sheila Antrum, Senior Vice President and Chief Operating Officer, UCSF Health
May 6, 2024
MyTime Update: Streamlining Timekeeping at UCSF (opens in new window)
Sent on behalf of Erin S. Gore, Senior Vice Chancellor of Finance and Administration and Sheila Antrum, Senior Vice President and Chief Operating Officer, UCSF Health
August 15, 2024
For managers
Managers should look for regular updates in HR Update (Campus) and Managers Weekly (UCSF Health) newsletters.
UCSF to Launch MyTime in 2025 (opens in new window)
March 19, 2024
Events
Opportunities to learn about MyTime are coming soon.
Frequently Asked Questions
This section answers common questions regarding our transition to the new MyTime solution. Check back for updates as more inquiries arise. Have a different question? Email us at [email protected].
When will UCSF go live with MyTime?
All UCSF employees who currently use the HBS Timekeeping System are expected to transition to MyTime for time and attendance in early 2025. At the same time, UCSF Health departments that use Clairvia, StaffReady and OnOrOff are expected to transition to MyTime's advanced scheduling module.
Will everyone at UCSF use MyTime for timekeeping?
Only UCSF employees who currently use HBS to record time and/or leave will transition to MyTime as part of this implementation.
How will this change benefit team members?
MyTime will give employees new tools to take ownership over tracking their time.
- Easy to access – experience self-service 24/7 via a time clock, PC, mobile app, or tablet
- Easy to use – utilize real-time timekeeping and scheduling at your fingertips
- Easy on the eyes – a modernized user interface with tiles, menus, icons, and push notifications
How will this change benefit managers?
The integration of scheduling and timekeeping on a unified platform will provide leaders with a single tool to better manage their areas. MyTime aims to reduce the amount of time it takes to manage scheduling and timekeeping tasks via automated notifications, easy to read dashboards and customizable reports that managers can access from their desks or on the go. MyTime will provide new tools for managers to help their teams meet timekeeping requirements and scheduling needs.
How will I access MyTime?
MyTime will be a web-based platform that can be accessed from time clocks, kiosks, computer workstations, and optionally, from mobile devices. Employees will log into MyTime using their MyAccess ID, and Duo multi factor authentication will be required when connecting from outside the UCSF network.
Why is UCSF making a change to clocking requirements for non-exempt employees?
Current practices vary widely across UCSF for non-exempt employees to record time on timesheets. Clocking in and out in real time helps ensure that UCSF consistently meets Fair Labor Standards Act (FLSA) regulations and other pay regulations, including California Senate Bill 1334 (opens in new window) which requires public employers (including the University of California) to provide meal and rest periods for certain employees. In addition, accurately capturing hours in real time reduces the risk to employees of missed pay due to incomplete timesheets and the burden to managers and timekeepers of making manual historical corrections. MyTime will alert employees and managers to potential timecard and payroll errors as they are identified. Access to timely information will also enable a data-driven approach to better align resources to workload and meet patient care needs in real time.
Will non-exempt employees who work remotely be required to clock in and out?
Yes, all non-exempt employees will be expected to clock in and out. Non-exempt employees working from a remote location will use a webclock interface within MyTime.
It seems like attestation will add to the administrative timekeeping steps required. What are the benefits to employees?
While attestation of hours worked for each shift will be a new step for non-exempt employees, certifying the accuracy of hours worked each day will help ensure that timesheets are complete and correct and should result in more accurate on-cycle pay and fewer pay corrections. It should reduce the time needed to review and certify timesheets at the end of each pay period.
Will I use MyTime to request time off?
Employees will be able to request time off via the MyTime system or directly via their manager. Details will be shared in the future as this feature is developed.
Will I be able to view my accrual balances (such as for vacation, sick, or PTO) in MyTime?
UCPath will continue to be UCSF’s system of record for leave accruals, usage and balances, as well as for employee service credit. Employees may also view their accrual balances in MyTime; details will be shared in the future as this feature is developed.
I use HBS to set up work schedules for employees in my department; will I have the same ability in MyTime?
Yes, MyTime’s timekeeping module includes a “core scheduling” feature that enables departments to establish schedules for employees who work a regular pattern and will meet scheduling requirements for most departments. UCSF Health departments that use Clairvia, StaffReady and OnOrOff will transition to MyTime's advanced scheduling components which are necessary only for departments with complex scheduling patterns and staffing needs.
My department uses a different scheduling system. How can we implement MyTime for advanced scheduling?
The initial scope for implementation is limited to departments using Clairvia, StaffReady, and OnOrOff. The project team is analyzing how to expand use in the future.
What type of training will be provided?
Training on the new system will be provided to managers and employees before the go-live date. Further details about the training, including topics, dates, and times, will be shared in the future as training is developed.
Project Governance and Project Team
Our Executive Sponsors
Erin S. Gore
Senior Vice Chancellor, Finance and Administration
Sheila Antrum
Senior Vice President and Chief Operating Officer, UCSF Health
Our sponsors serve as lead champions for this project and are key partners in helping UCSF understand how the new, integrated timekeeping and scheduling system is an essential component in UCSF operations.
Our Executive Steering Committee
Our Executive Steering Committee, with wide representation across campus and UCSF Health, will provide oversight and will make timely decisions on requests escalated from the project team.
Acting as an enterprise-wide coalition, they will act as visible project champions throughout their representative organizations to engage our community and to communicate key project messages regarding progress, timelines, and training.
Alesia Woods
Vice Dean, Administration and Finance, School of Pharmacy
Angelie Khu
Staffing & Operations Director, School of Pharmacy
Cecilia Chang
Associate Dean, Administration and Finance, School of Nursing
Christine Montgomery
Chief Administrative Officer, Department of Emergency Medicine
Corey Jackson
Associate Vice Chancellor and Chief Human Resources Officer, Human Resources;
Senior Vice President, Human Resources, UCSF Health
Cynthia Barginere
Senior Vice President and President of Adult Services, UCSF Health
Eunice Stephens
Associate Dean and Chief of Staff, School of Dentistry
Garima Srivastava
Vice President and Associate Chief Information Officer for Enterprise Systems, Information Technology
Hazel Atangan
Human Resources and Special Projects Director, Office of the Executive Vice Chancellor & Provost
James Wentz
SVP & Chief Financial Officer, UCSF Health
Jana Avila
Chief of Staff, Student Academic Affairs
Joanna Trammell
Chief Operating Officer, Campus Life Services
Kay Burke
Chief Nursing Informatics Officer, UCSF Health IT
Lisa Cisneros
Executive Director, Internal Communications, Office of Communications
Maddy Pearson
Chief Nursing Executive, UCSF Health
Marissa Currie
Associate Chief Coms Officer, UCSF Health
Mark Rauschuber
Vice President and Chief Information Officer, UCSF Health
Patrick McClain
Executive Director, HR Shared Services, Human Resources
Sarah Dungan
BCH Controller, UCSF Health
Shannon Turner
Associate Vice Chancellor and Controller, Controller's Office
Stephanie Metz
Assistant Vice Chancellor, Strategy and Business Transformation, Program Management Office
Our Project Leadership Team
Our Project Leadership Team oversees project delivery and ensures policies and procedures are followed. Work on the project is organized into workstreams where core activities will include gathering requirements, building and testing the new system, and supporting the UCSF community through the transition to new tools and processes.
- Angela See, Executive Director of Business Services, UCSF Health Office of the COO
- Ashley Penny, Financial Services Director, Controller's Office
- Cheryl Drassinower, Director of Academic Human Resources
- Daniel Peck, UKG Technical Manager, IT Payroll Systems
- Emina Seremet, Associate Director, Campus Life Services
- Erica Rajabi, Vice President of Women's Health and Adult Services
- Jennifer Leos, Clinical Nurse Informaticist, Health Informatics
- John Kim, Finance Director, Shared Services, UCSF Health
- Julie Millhollon, Human Resources Performance Analyst, Human Resources
- Kerry West, Program Manager, Program Management Office
- Rob Van Slooten, Senior Program Manager, Program Management Office
- Shoba Dandillaya, Labor and Employee Relations Consultant, Human Resources
- Shylah Conway-Hamilton, Assistant Controller, Strategic Initiatives, Controller's Office
- Suchitra Kandhi, Director of Business Systems Technology, IT Financial Systems
- Susan Walker, Senior Manager, Audit & Advisory Services
- Victor Jimenez, Division Manager, School of Medicine
UCSF Workstream Leads
Scheduling Workstream
Jessica Pfannenstiel, Radiology Services Manager, UCSF Health
Kara Taylor, Project Manager, Health IT Project Management Office
Timekeeping Workstream
Cindy Chiu, Payroll Systems Support Manager, Controller's Office
Technical Workstream
Carrie Gatlin, Associate Director, ERP and HR Technology, IT
Change Management Workstream
Michelle Geromel, Program Management Office