Get Started with MyTime: People Manager Action Checklist

 Review what’s changing and not changing.

• Review the list of key changes to understand what's changing and not changing.
• Campus managers can watch a recorded information session tailored to changes for campus managers and supervisors.
• Watch a quick overview video about MyTime Core Scheduling and key changes and features coming with MyTime Advanced Scheduling.

 Review the cutover schedule to determine which dates and deadlines will affect your work.

During cutover, some administrative systems will become temporarily unavailable for processing of transactions. To ensure that your business needs can be satisfied, review and follow the key dates shown on the cutover schedule for timekeeping, leave and accruals, and scheduling system transitions.

 Find your training path and complete training.

Training for managers, timekeepers, and schedules started on March 5 and should be completed before early access to MyTime begins on April 28.  Your training plan depends on the scheduling solution being implemented for your department (Core Scheduling, Advanced Scheduling, or Advanced Scheduling with Clinical Scheduling Extensions). Select from your training path below:

• UCSF Health managers
• Campus people managers and supervisors
• Department timekeepers and schedulers

 Prepare your team.

• Training for all employees began on April 14. Here’s how you can help your teams complete training:
  • Make sure your direct reports know which training courses to complete and how to access them in the UC Learning Center.
  • Employees may need help identifying if their jobs are exempt or non-exempt. If you don’t know, you can confirm this information by job code.
  • Please ensure employees have time to complete training during their regularly scheduled hours. Job aids are available for specific tasks.
  • You can assign the MyTime training to your direct reports in the UC Learning Center, including setting a due date.
• Hourly (non-exempt) employees in your area need to know how they will clock in and out beginning on May 11, 2025. Review with your team which device options are available in your area.
• Share key cutover dates with your teams, including the timekeeping transition, schedule system transition, and first compensatory time off election in MyTime.
• Review policies and procedures and affirm timekeeping expectations.
  • Interim Campus Administrative Policy 300-50 Timekeeping
  • Interim Campus Administrative Policy 150-31 Attendance Monitoring
  • Understanding Timekeeping at UCSF

Review the Employee Action Checklist and consider distributing, printing, or posting a flyer for employees.

On Monday, April 28, managers, timekeepers, and schedulers will have early access to MyTime to complete the transition tasks listed below.

 Step-by-step instructions: Campus departments and Health departments implementing Core Scheduling

Confirm your login. On Monday, April 28, managers/supervisors with direct reports and all users granted the Timekeeper and Scheduler roles for go-live will receive an email with MyTime login instructions. Follow the instructions provided to log into MyTime from any web browser.

A demonstration video is available (MyAccess login required) to walk you through the cutover steps listed below.  This video is meant to be a quick reference and is not a substitute for completing training.

Step 1: Set up manager delegation.

• Understand how MyTime delegation works.
• In addition to watching the demonstration video above, access the Create a Delegation job aid for step-by-step instructions.

Step 2: Validate your direct reports in MyTime.

In addition to watching the demonstration video above, access the Confirm Direct Reports job aid for step-by-step instructions, including what to do if you do not see all of your direct reports in MyTime.

Step 3: Validate imported schedules / build schedules as needed.

• Starter schedules for some employees have been created in MyTime or imported from HBS; review what to expect in the Scheduling System Transitions section of the MyTime cutover schedule (see Scheduling System Transitions: Core Scheduling).
• Use the Schedule Creation Quick Start Guide for Core Scheduling for step-by-step instructions to build your first schedule in MyTime.
• The migration of some leave types into MyTime is currently in process. Please wait until leave information is fully loaded before inquiring further.
  • Future-dated approved time off requests were imported from HBS, StaffReady, and Clairvia today. To report an issue, email [email protected].
  • We are continuing the process of entering scheduled absences related to open leave cases. You can expect all leaves to be reflected in MyTime by May 16, 2025. Once intermittent leaves are established in MyTime, managers will need to apply time on timecards using leave paycodes available in the paycode drop-down list.
  • Advanced approved time off that uses Compensatory Time Off (CTO) will be imported into MyTime by May 16, 2025. Upon import, schedules will be updated to reflect approved CTO and may require re-balancing of the schedule.

Step 4: Update direct reports in HR Umbrella (if needed). Job aids for completing this step are available from the Roster tab upon logging into HR Umbrella. If you do not have access to update rosters, contact your manager.

Job aids for specific tasks are available at the start of early go-live on April 28. If you need further assistance, plan to join a scheduling support session or contact the Controller's Office Solution Center (see details below).

 Step-by-step instructions: Health departments implementing Advanced Scheduling and Advanced Scheduling with Clinical Scheduling Extensions

Confirm your login. On Monday, April 28, managers/supervisors with direct reports and all users granted the Timekeeper and Scheduler roles for go-live will receive an email with MyTime login instructions. Follow the instructions provided to log into MyTime from any web browser.

A demonstration video is available (MyAccess login required) to walk you through the cutover steps listed below. This video is meant to be a quick reference and is not a substitute for completing training.

Step 1: Set up manager delegation.

• Understand how MyTime delegation works.
• In addition to watching the demonstration video above, access the Create a Delegation job aid for step-by-step instructions.

Step 2: Validate your direct reports in MyTime.

In addition to watching the demonstration video above, access the Confirm Direct Reports job aid for step-by-step instructions, including what to do if you do not see all of your direct reports in MyTime.

Step 3: Build schedules as needed. Advanced scheduling departments will need to:

• Transfer the current schedule (from May 11 forward) from the current scheduling system into MyTime
• Finish building their upcoming schedule in the current scheduling system and then transfer into MyTime
• Build the initial schedule for the next scheduling period in preparation for the self-scheduling window that begins on May 11, 2025

Detailed transition plans for each legacy system (Clairvia, OnOrOff, symplr, and StaffReady) are included in the Scheduling System Transitions section of the MyTime cutover schedule (see Scheduling System Transitions: Advanced Scheduling).

Use the Schedule Creation Quick Start Guide for Advanced Scheduling for step-by-step instructions to build your first schedule in MyTime. Job aids for specific advanced scheduling tasks are available at the start of early go-live on April 28.

The migration of some leave types into MyTime is currently in process. Please wait until leave information is fully loaded before inquiring further:

• Future-dated approved time off requests were imported from HBS, StaffReady, and Clairvia today. To report an issue, email [email protected].
• We are continuing the process of entering scheduled absences related to open leave cases. You can expect all leaves to be reflected in MyTime by May 16, 2025. Once intermittent leaves are established in MyTime, managers will need to apply time on timecards using leave paycodes available in the paycode drop-down list.
• Advanced approved time off that uses Compensatory Time Off (CTO) will be imported into MyTime by May 16, 2025. Upon import, schedules will be updated to reflect approved CTO and may require re-balancing of the schedule.

Step 4: Update direct reports in HR Umbrella (if needed). Job aids for completing this step are available from the Roster tab upon logging into HR Umbrella. If you do not have access to update rosters, contact your manager.

Step 5: Enter skills in HR Umbrella.

Job aids for specific tasks are available at the start of early go-live on April 28. If you need further assistance, plan to join a scheduling support session or contact the Controller's Office Solution Center (see details below).

 Consider downloading and installing the MyTime mobile app.

Follow step-by-step instructions to download and install the UKG Pro mobile app to connect to MyTime when you are on the go.

 Get help if you need it.

Support options are available during early access if you encounter issues.

• Go to the MyTime Help page for details.
• Join a support session to get help with Core Scheduling and Advanced Scheduling data entry:
  • Core Scheduling and Timekeeping: drop-in sessions offered daily
  • Advanced Scheduling: sessions were pre-scheduled with Health cost centers and are by invitation only
• Contact the Controller's Office Solution Center
  • Monday through Friday, 8 a.m. - 5 p.m.
  • Email: [email protected]
  • Phone: 415.476.2126
  • Submit a ticket

 Review help options, including live support sessions.

• Find job aids for common tasks in the job aid library.
• Extended support hours and live support sessions are available during implementation.

 Log into MyTime

1. Starting on Sunday, May 11, go to MyAccess at https://myaccess.ucsf.edu. A link to the MyTime web application will also be available from:

• CareLinks (You may need to clear your web browser cache to see the link.)
• the Imprivata task bar on clinical computers with Imprivata OneSign

2. You will be prompted to log in using your MyAccess username and password.
3. If you are not connected to the UCSF network, you will receive a DUO push notification to verify your identity.

If you need more help using MyAccess, see MyAccess Single Sign-On and Multi-Factor (Duo) Authentication Methods. If you have favorites saved in MyAccess, click Manage Favorites to add MyTime to your list of saved applications.

Use of the Virtual Private Network (VPN) is not required to access MyTime.

 Establish employee schedules and address special situations

1.All actions to verify and update schedules, validate direct reports, and establish manager delegates should be complete before the start of the May 11 - 24 biweekly pay period. Steps are provided in the section above.

2. We are continuing the processs of entering scheduled absences related to open leave cases. You can expect all leaves to be reflected in MyTime by May 16, 2025

• Once intermittent leaves are established in MyTime, managers will need to apply time on timecards using leave paycodes available in the paycode drop-down list.
• HR's Leave Management team handles the entry of leave paycodes for employees on other types of leaves and will be entering leaves into MyTime during cutover. Wait until after May 11 to report a missing leave in MyTime.
• Remember that HR Umbrella is the system of record for leave management.

3. For employees with alternative schedules or fixed evening and night schedules, make sure the correct schedule group is assigned.

• Where available, schedule groups were imported from HBS.
• Schedule groups are pay impacting and must be kept accurate for current employees and for all new hires.
• See Working with Schedule Groups: Procedures for Managers and Schedulers

 Actions during the pay period

Log into MyTime daily to check clocking and attendance notifications and resolve timekeeping exceptions.

My Notifications Tile: monitor Tasks, Employee Requests, Timekeeping Requests

• Review and resolve notifications and pending tasks daily (or as often as possible) during the pay period.
• Be sure to review and take action on time off requests. Approved requests will update an employee's schedule and timecard automatically. See job aid: Employee Time Off Requests.

Manage Timecards Tile: address Must Fix, Needs Review, Miscellaneous notifications

• Certain timecard errors (exceptions) are pay impacting and require your attention before an employee can complete their timecard.
• Job aid: Resolve Timecard Exceptions - Hourly Timecard

Pending Employee Timecard Changes Tile: Review, Approve/Reject, Resolve Exceptions

• All edits by an employee to their timecard are pending until you (or your delegate) approve them.
• Job aid: Review and Approve Pending Timecard Change Requests

Manage Schedule Tile: schedule transfers, paycode edits, shift edits

• Job aid: Manage Schedule Tile
• For additional job aids, see Core Scheduling and Advanced Scheduling sections of the MyTime Job Aid library.

Dataviews Tile: quick access to commonly used dataviews and reports

• Validate timekeeping data for the department or direct reports.
• Provides an interactive view of timekeeping data

 Take final timekeeping approval actions in HBS for the biweekly pay period ending May 10, 2025.

• Review and follow the key dates shown on the cutover schedule for "Recording Time on Timesheets" in HBS.

 Prepare for the first timekeeping approval actions in MyTime for the biweekly pay period ending May 24, 2025.

• Review and follow the key dates shown on the cutover schedule for "Recording Time on Timesheets" in MyTime.
• Note: the first manager timecard approval due date is Monday, May 26, which is the Memorial Day holiday. Consider establishing early employee timecard approval due dates to ensure you can review, edit, and approve timecards before the established deadline.

 Review help options, including live support sessions.

 For employees on intermittent leave, apply leave paycodes on the timesheet in MyTime for the current pay period.

• HR's Leave Management team handles the entry of leave paycodes for employees on other types of leave.
• Remember that HR Umbrella is the system of record for leave management.

 Log into MyTime regularly to check notifications and resolve timekeeping exceptions.

• Certain timecard errors (exceptions) require your approval before an employee can complete their timecard.
• Be sure to review and take action on time off requests. Approved requests will update an employee's timecard automatically.

 Take final timekeeping approval actions in HBS for the May 2025 monthly pay period.

• Review and follow the key dates shown on the cutover schedule for "Recording Time on Timesheets" in HBS.

 Prepare for the first timekeeping approval actions in MyTime for the June 2025 monthly pay period.

• Review and follow the key dates shown on the cutover schedule for "Recording Time on Timesheets" in MyTime.