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Time and Attendance Resources

Overview: 

UGA’s OneSource Project initiative is collaborating with the University System of Georgia on its OneUSG project to provide standardized human resources business practices and IT platforms across institutions.

UGA currently uses Kronos, also called MyTime, for tracking and reporting hourly and bi-weekly employees' time and attendance.  As part of the planning phase of the OneSource Project, the project team conducted discovery sessions of current business processes and collecting information about the University's time and attendance requirements, and how they may be implemented as part of the OneSource Project.

Based on extensive review of how Kronos and PeopleSoft will function, and with feedback across the UGA community, the OneSource Project Leadership Team has decided to adopt the Kaba  Time Clocks and OneUSG Connect time and attendance solution. This solution offers the same functionality that Kronos provides, including the ability for hourly and bi-weekly employees to record their time through a web interface or physical time clock.

In November 2017, the OneSource Project hosted workshops to discuss considerations and procedures for ordering Kaba Time Clocks.  

Highlights:

 
  • May 29, 2018 - July 20, 2018: Site Surveys
  • August 2018: Begin Kaba Clock installation
  • September 2018: Begin biometric registration for employees
  • October 31, 2018: Goal for completion of all clock installation and biometric registration
  • December 16, 2018: Begin using Kaba Clocks and PeopleSoft Web Clocks

There are 2 options of time collection methods for punch employees:

  • PeopleSoft Web Clock
  • Kaba Biometric Clock
    • The standard Kaba Biometric terminal has a durability rating of IP20. A higher durability biometric clock can be ordered with a durability rating of IP54. More information on the IP ratings can be found at: https://en.wikipedia.org/wiki/IP_Code.
    • The higher durability clocks add $90 to the price of each biometric clock.
  • It is hard to pinpoint a specific life expectancy, but they are designed to last for many years. There are a number of Kaba customers who have used clocks well over 10 years in production.
  • Kaba warrants that: "Hardware purchased by Customer from Kaba will be free of defects in materials and workmanship under normal use and service and will conform to applicable Kaba published specifications for a period of one (1) year following the date of shipment to Customer (“Hardware Warranty Period”).  Kaba’s sole obligation under this warranty shall be to repair or replace nonconforming Hardware which Customer shall report as defective during the Hardware Warranty Period and which upon investigation Kaba determines to be defective."
  • Clocks need Power over Ethernet to run (POE)
  • Clocks require public IP addresses (beginning with 128)
  • Kaba Clocks are required to be covered through Gold NSP

  • There is no additional cost associated with the PeopleSoft Web Clock, but the Kaba Options does have additional costs.
  • Departments are responsible for covering the cost of the initial Kaba clock (device) and additional or replacement devices.  See page 11 of Kaba Workshop Presentation for cost information. 
  • There is an annual maintenance charge of $230/year to be paid by the units.
  • In addition to the cost of the Kaba Clocks, departments will also be responsible for the cost of Clock installation. See page 9 of the Kaba March 21, 2018 Update Presentation for installation estimates.
The PeopleSoft Web Clock can audit IP Addresses.
  • It was previously communicated that the PeopleSoft Web Clock would not have this functionality, but this information has changed.
  • A query can be run to pull a list of punches with IP Addresses from off campus. 

 Documentation/Reference Information:

Presentations/Recordings:

Page Last Updated:  12/20/18