eSFTime
eSFTime Pilot, Phase II
We are very excited to share with you an overview of SF's eSFTime system. As you are most likely aware, the college has been actively involved in the creation of an automated Time and Attendance system that will allow for greater efficiencies and ease of use for our non-exempt and hourly employees. Automating the collection of time entries along with the request and approval process for employee leave will eliminate the need for manual entries and paper documentation. This system has been developed based on the college's current practices, applicable college rules and career service employee feedback received regarding the various needs for accessing the system both on and off our campus.
Phase I of the eSFTime project focused on automating the leave request and approval process, which was completed in 2018. After the successful pilot of eSFTime for leave, the college engaged in programming for the second phase of the eSFTime project, which is time collection. The college has done some initial testing of the system and is ready to roll out the eSFTime Pilot for Time Collection in Spring 2019. The employee groups that participated in the initial eSFTime pilot for leave included the Office for Finance, Human Resources, Information Technology Services, and Legal Services. These groups are being asked to pilot phase II of eSFTime and will be joined by Facilities Services staff based on the variety of shifts and additional types of time collection for on-call and callback that need to be tested.
All employees in the phase II eSFTime pilot will receive extensive training from the eSFTime pilot training crew comprised of Human Resources (HR), Payroll and Information Technology Services (ITS) staff. The pilot participants will provide valuable feedback regarding how the automated system works and when finalized eSFTime will be rolled out across the college.
We have compiled the following list of frequently asked questions that we hope are responsive to areas you may be curious about. Please feel free to reach out to Human Resources for additional information.
eSFTime FAQ
Human Resources, Office for Finance, Information Technology Services, Legal Services and Facilities Services will all be using time collection for all hourly and non-exempt employees. All employees, both exempt and non-exempt, will be using eSFTime for leave requests.
Employees will be able to request leave through eSFTime from any desktop computer or device that they can access eStaff through currently.
Employees using time collection will be able to check in and check out from a variety of locations including desktop computers, centrally located kiosks, and any other device that can be used to access eStaff.
Those employees in the pilot group will be asked to initially maintain their current timesheet and use the eSFTime system while the program is tested. After the pilot is complete, there will be no need to keep additional timesheets as the eSFTime time collection system will replace other timesheets.
The system provides the ability for employees to initiate a self-correction entry to record the actual time of check in. Utilizing this feature does require the employee to enter an explanation in comments and will prompt the supervisor for approval.
The system will automatically recognize if an employee fails to check out at the end of their workday and will prompt the employee to make a correction on their next check in. Employees will use the self-correction entry option to record the actual time of check out. Utilizing this feature does require the employee to enter an explanation in comments and will prompt the supervisor for approval.
Once fully implemented, there will be a variety of eSFTime kiosks around the campus, including the food court, to facilitate remote access. All centers will also have eSFTime kiosks in addition to desktop access. The eSFTime system is also available via eStaff, therefore employees can complete the check in/check out from any device that they can access eStaff.
Yes, the system is directly tied to the individual employee's identification and will record where the entry generated from. Therefore, an employee may be checking in from their individual desktop computer or from another location and each time entry will reflect where it originated from.
The system will require that you authenticate via one of the following:
- Enter your SFID and password. (Please remember that eStaff passwords cannot be shared and failure to protect your eStaff password is a violation of college policy.)
- Log in with you SFID and last four of your social security number.
- Swiping your employee ID card. (Kiosks will be equipped with card readers. Some employee ID cards may need to be updated.)
The system provides the ability for employees to initiate a self-correction entry to record the actual time of check in/check out. Utilizing this feature does require the employee to enter an explanation in comments and will prompt the supervisor for approval.
Yes, the system allows for corrections and changes to leave even if the leave has already been submitted and approved. The system even allows for corrections after the date the leave was taken has been passed.
Employees are expected to check in/check out in the same manner they currently do for when they are beginning and/or ending their workday. If employees are accessing eStaff remotely the time entry will reflect that on the electronic time record. Supervisors will be able to see these records of where the entries initiate from. It will be the supervisor's responsibility to follow up with the employee if remote access is not typical or expected.
The system provides the ability for employees to initiate a self-correction entry to record the actual time of check in/check out. Utilizing this feature does require the employee to enter an explanation in comments and will prompt the supervisor for approval.
Once fully implemented, there will be a variety of eSFTime kiosks around the campus, including the food court, to facilitate remote access. All centers will also have eSFTime kiosks in addition to desktop access. The eSFTime system is also available via eStaff, therefore employees can complete the check in/check out from any device that they can access eStaff.
Employees can view their electronic timesheet through eStaff.
No, supervisors cannot make changes to an employee's eSFTime time record that the employee initiated but they can add time if an employee is out. Supervisors do have to approve employee changes and employees approve entries generated by the supervisor.
Yes, you will approve your electronic timesheet on a weekly basis. The system will automatically prompt you to review your time entries and any leave usage for that week.
Yes, supervisors will be prompted to approve your electronic timesheet on a weekly basis.
The system provides an option for disputing a timesheet that you can click in eSFTime.
Employees receive a system generated email once your supervisor approves your leave.
Employees receive a system generated email once your supervisor approves your electronic timesheet.
The eSFTime time collection system functions in the same way as the current timesheet in that it will record the actual time of the check in/check out and the system will round appropriately to the quarter hour. Just like the current system, meal breaks are not subject to the seven minute rounding and must be a full 30 minutes.