Project Overview
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The university may be suffering financial losses due to poor controls on time and attendance policy. This includes tracking vacations, striking & strike resilience. This is a directive from UC Board of Regents.
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Potential termination of student employees may lead to a halt in research and damage UCB’s reputation.
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Without clear leave reporting, the university has poor leverage in negotiating with UAW, as they can report working while also being on strike without any proof otherwise.
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The progressive discipline process mandated by UCOP and UAW uses a large amount of resources and creates administrative burden leading further to financial losses in research, teaching, and public service.
Project Details
Project Charter (Expand)
Problem Statement
A significant number of UAW employees are not reporting leave into the UC Berkeley timekeeping system, CalTime, on a monthly basis, as required by their contract. This results in overpayments for these employees, when they are out of office, on vacation, or on strike. This is costly to the university in terms of overpaid wages and can lead to compliance risk. Disciplinary action and potential termination of these employees could lead to morale issues and potentially halt research progress. There is a lack of controls on the time and attendance reporting policy leading to compliance issues.
Objectives
- To increase the number of total UAW employees reporting leave in CalTime each month *based on October data and the assumption the population remains similarly static:
- Currently: 78.2% (6133 out of 7833 employees, 1700 fail to report) (as of October)
- In 3 months: 90% report leave (7049 out of 7833 employees, ~784 fail to report)
- In 5 months: 95% report leave (7441 out of 7833 employees, ~392 fail to report)
- In 7 months: 99% report leave (7752 out of 7833 employees, ~78 fail to report)
- To increase campus, faculty, and employee knowledge of paid absence options and availability (like vacation time, PTO, etc.), leave policies, and use of the timekeeping system.
- To increase departmental leadership and faculty supervisor’s knowledge and support of leave reporting practices and requirements as they impact the campus budget, time and attendance compliance requirements, contract requirements, contract negotiations, and disciplinary action to both the employee and supervisor.
- To align change management with project to establish clear disciplinary practices and operations between ELR, APO, BRS, campus departments, and the employee.
- Identify Ownership/Accountability of Timecard reporting for UAW Student Employees in Future state operations [post-project]
Success Metrics
- In 3 months: 90% report leave (7049 out of 7833 employees, ~784 fail to report)
- In 5 months: 95% report leave (7441 out of 7833 employees, ~392 fail to report)
- In 7 months: 99% report leave (7752 out of 7833 employees, ~78 fail to report)
Project Leaders
Sponsor: Ben Hermalin
Project Manager: Isabel Nguyen
Project Team Members:
- Courtney Chandler - VCA
- Chris DeMarco (Change Manager) - BPMO
- Isabel Nguyen (Project Manager) - BPMO
- Eugene Whitlock - P&C
- Heather Archer - APO
- Seamus Wilmot - BRS
- Pati Cano - ELR
- Mike Riley - VCF
- Crystal Parkinson, VCF
- Amy Robinson - L&S
- Roia Ferrazares - Physics
- Elizabeth Brashers - VCRO
- Mark Stacey - Academic Senate
- Andrea Lambert-Tan - EVCP
- Arliss Nakken - VCA-Comms
- Rachel Kuo - P&C Data Analytics
