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Electronic System Replaces Paper Time Sheets

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January 19, 2005
The Electronic Time Entry System (ETES) — the Web-based system that allows employees to electronically enter hours worked for pay periods — is expected to be fully implemented by summer.

The system, which replaces the need for paper time sheets, gathers information on hours worked for all biweekly regular, temporary, and work-study employees and interfaces with Human Resources Information Systems (HRIS).

Employees and supervisors will access the system using their NetID and password or through badge readers in areas such as athletics or the library.

ETES has been designed to allow employees to enter their daily hours worked as well as paid time off in an electronic timesheet. The system calculates their overtime based on the hours entered into the ETES, avoiding any manual calculations. Employees can also view their vacation and sick leave accrual and change their home address online in ETES. 

Supervisors will no longer need to sign a paper timesheet and will be able to approve the employees’ electronic timesheets online. Supervisors have access to the system for approvals and for viewing reports to help analyze issues such as labor distribution, overtime usage and patterns of time off.

“Departments and schools have been supportive throughout the move to ETES. As a result, implementation has gone well. There has been a community effort involving the schools and departments, Office of Change Management, Information Technology and the HRIS and Payroll staff. We have rolled out the system very steadily to ensure that all employees and supervisors are comfortable using the system as we go live in their department. With ETES, supervisors and employees can see current and past payperiod information. They can view leave accrual balances, overtime hours and time usages immediately because the system summarizes the data as it is entered,” said Kathy Tessendorf, director of Human Resource Information.

Northwestern purchased ETES in December 2001 and completed a pilot group of departments in August 2003, validating the accuracy of the system and resolving issues before University-wide implementation.

Since September 2003, approximately 3,000 employees are now using ETES in lieu of paper timesheets. A revised rollout schedule has been created. To see when your department will be integrated within the system, go to http://www.northwestern.edu/hr/hris/hris/development/etes/rolloutschedule.html

Currently ETES staff are working on integrating the Weinberg College of Arts and Sciences, the Feinberg School of Medicine, the Medill School of Journalism and the Kellogg School of Management. These schools should be on ETES by spring.

The last units to be linked include the athletics department, support areas of the Office of Research, the School of Education and Social Policy, the Office of the Registrar, Northwestern Univeristy Press and Triquarterly, and Students Publishing Co.