Completed project: ePTO (electronic PTO tracking)

Primary UITS contact: Aaron Neal

Completed: February 11, 2010

Description: Develop a university-wide application (ePTO) for professional, exempt employees (PAE) to use to record actual time off taken on a monthly basis and submit that record to their supervisors for review and approval. Currently, departments are responsible for the tracking and reporting of professional staff time off per university policy. A university audit determined that there was a significant error rate with current recording practices. As a result of this audit, it was determined that a university-wide system was necessary for accurate and timely reporting of PTO that adheres to university policy.

Outcome: An application (ePTO) for professional, exempt employees (PAE) to use to record actual time off taken on a monthly basis and submit that record to their supervisors for review and approval. This application should also offer functionality to record future planned time off throughout the year. This application should provide a simple, systematic way for staff who manage professional, exempt (PAE) staff to review, validate, and approve monthly employee records of time off taken in a timely fashion.

For more, see ePTO User Guides.

Milestones and status:

  • July 2008: Discussions begin regarding the need and scope of a new system
  • October 2009: Analysis and high-level design including university partners begin
  • January 2009: Development begins
  • July 2009: Application deployed to production; pilot departments begin using new system
  • July 2009-January 2010: Departments added to system monthly, with last departments going live in January 2010.

Comment process: Send comments to bl-uits-hrms-java-team@exchange.indiana.edu.

Benefits: This project will provide many advantages over the current process. The new system will:

  • Provide commonality for tracking PTO accruals and usage for all professional staff
  • Contain built-in rules to adhere to university policy
  • Allow users to accurately plan PTO in the future, taking into account future accruals and planned usage
  • Provide for electronic routing and approval by supervisors
  • Allow for more timely reporting of vacation liability to be used in the university financial system
  • Allow for better management of usage and accruals by departmental administrators

Risks: Desired timelines are aggressive with only a six-month development cycle and limited resources.

Primary client: University HR, Payroll.

Client impact: Professional staff will be required to use a new system for reporting time off, which will require minimal education. Administrative staff will be required to provide University HR with year-to-date activity and reporting relationships.

Project team: The development team consists of developers from the HRMS Java team and functional analysts from University HR and Payroll. In addition to this core project team, we have established an advisory group made up of administrative staff from various departments that currently have departmental systems and processes to track PTO.

Governance: University HR and Dan Rives are the primary sponsors of this project.

This is document azkh in the Knowledge Base.
Last modified on 2014-10-24 00:00:00.

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