April 16, 2001
More departments add TAS
By Eric Rangus email@example.com
Slowly but steadily, the soon-to-be-Universitywide Time and Attendance System (TAS), which replaces paper time sheets and logs the hours of biweekly employees electronically, is making its way across campus.
With parking and community services, the controller office, grants and
contracts, and University admissions going online this past weekend, about
10 percent of the Universitys 5,000 biweekly employees now log their
time through the phone-based TAS.
Those departments join accounts payable, Yerkes, the bursars office, Human Resources and Network Communications online. Next up, according to David Thurston, assistant vice president for finance and bursar, are the School of Public Health, the Information Technology Division (ITD),
Institutional Advancement and the police department. No exact times for
implementation have been set.
Our goal is to go department by department and do it at a convenient
time, according to the business they do, Thurston said. He leads
the TAS project committee, which includes members from payroll, grants
and contracts, Human Resources, training and ITD.
Thurston said he hopes one-third of the implementation will be completed
this summer, another third in the fall and the remainder in the spring
and summer of 2002.
Using the old system, employees would write down their time worked, have
it approved by their supervisor, turn it in for their manager to sign,
and the hours would be keyed in by another person, allowing the employees
to get paid.
The new system automatically tabulates all the hours, re-ports are run
just once, and du-plication of work is eliminated.
Its a real user-friendly system, said Loette King,
the timekeeper for accounts payable which, along with the payroll department,
were the first areas of the University proper to begin using the system,
starting in November. The system has been in use at Crawford Long and
Emory hospitals for quite some time.
As a manager, it gives me an opportunity to keep an eye on whats
going on, King said. It allows her to track overtime, she added,
and ensures that the departments 18 biweekly employees are paid
for all hours worked.
System implementation encompasses three phases. The first is the pilot
period. A project team works with each department, holding training sessions
for both users and timekeepers to school them on the system and helping
them evaluate the new processes.
Timekeepers also attend a separate training session, where they learn
how to operate the system once it is installed on their computer. When
employees call to clock in, their call is routed to the main system maintained
The same people are already working with the time sheets. Theyre
now just doing it electronically, Thurston said. He added the two-week
pilot period gives employees the opportunity to play with the system
and get familiar with it.
The second phase is the parallel period. It also lasts two
weeks and entails having employees fill out their time both on paper sheets
and over the phone, then comparing the two for accuracy. After the parallel
phase, the system is ready to go online.
Its been very smooth, said King. In the first
week or so, some people might have forgotten to sign in, but you dont
see that now.
Employees who used the paper-based system TAS is replacing sometimes
experienced delays in receiving their paychecks. The new automated system
will drastically reduce that occurrence. Salaried employees will not use
For more information about TAS implementation, visit the finance website at https://www.finance.emory.edu and click on the Time and Attendance System logo.