CalTime Replacement Project

Overview

The Ultimate Kronos Group (UKG), the vendor platform from which the CalTime timekeeping system is built, is planning to end the engineering of Workforce Central effective March 31, 2027. After March 31st, 2027, all associated engineering for defects and service releases, support from UKG’s Global Support organization, and professional services will end. Therefore, we launched a project to implement a replacement timekeeping system.

Project Goals

Our primary objectives are to enhance accuracy and improve the user experience while meeting the existing core timekeeping needs required to ensure employees' time is correctly recorded, approved, and reported to UCPath. Please view the powerpoint for an overview of the project objectives, guiding principles, scope, timeline and stakeholder impact.

Stakeholder involvement

Campus engagement and effective change management are essential. Your involvement will not only help us identify the best features and requirements for the new system but also ensure a smoother transition with an enhanced user experience for everyone. With the help of our campus stakeholders, we can ensure the solution truly meets the timekeeping needs of our community. We are currently working with the campus to collect and finalize requirements so that we can be successful in designing a new system. We are committed to providing continuous updates on the proposed timekeeping enhancements throughout the project. If you have any questions or concerns, please contact caltimetransition@berkeley.edu.

Survey Results

In November 2024, we conducted a Customer Feedback survey regarding the CalTime Replacement project. We received 753 responses representing approximately 3% of our employee population. 77% of the respondents hold a staff position, and 88% have used the system for five or more years. Read a summary of the findings and review the full report.

View CalTime Survey Results

Project Timeline

May 2026 Implementation:  A small subset of the campus with more complex 24-hour shift pay requirements will be transitioned to the Ultimate Kronos Group (UKG) replacement product, known as PRO Workforce Management. Approx. 2k employees.

October 2026 Implementation:  The majority of campus employees will transition to the Time Reporting System (TRS), hosted by UC Irvine, which is currently used by six other locations. 24k+ employees.

Frequently Asked Questions

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What is the timekeeping system replacement project?

The project aims to replace our current timekeeping system, CalTime, with a new solution that offers an improved user experience, is cost-effective, and better aligned with our evolving time reporting needs in higher education.

Why is UC Berkeley replacing its current timekeeping system, CalTime?

The vendor for CalTime, UKG, is ending engineering support for the platform in March 2027. This means no further updates, bug fixes, or support will be provided after that date, making it necessary for UC Berkeley to find a replacement solution.

What system will CalTime be replaced with?

UC Berkeley plans to transition the majority of campus employees to the Time Reporting System (TRS) hosted by UC Irvine (currently used by six other locations). A small subset of the campus with more complex 24-hour shift pay requirements will be transitioned to the Ultimate Kronos Group (UKG) replacement product known as PRO Workforce Management.

What is the timeline for implementing the new timekeeping system?

The project aims to have the new system in place by fall 2026.

What are the goals of the new timekeeping system?

The primary goals include:

System solution can meet both functional and system requirements

Enhancing accuracy in time tracking and ensuring timekeeping requirements align with UC Policy and regulatory requirements

Streamlining the user experience for employees

Ensuring one-time implementation and ongoing costs are cost-effective

Providing better reporting capabilities

Reliable system support and performance

Eliminating existing customizations that are no longer necessary

Eliminating the need for subsidiary time reporting methods and...

What were the main options considered for replacing CalTime?

Three main options were considered:

Selected Option: Implementing TRS (a UC system hosted by UCI) for the majority of campus employees (88%) and a secondary solution for specific groups like Housing and Dining, Police, and Skilled Crafts workers.

Other options reviewed and not selected:

Implementing UKG PRO WFM, the replacement product offered by UKG for CalTime for the entire campus.

PeopleSoft Fluid Timesheets

Continuing the search for alternative 3rd party timekeeping solutions via an...

What are the advantages and disadvantages of each option?

TRS: Cost-effective, meets most requirements, already in use by six other UC campuses, offers potential for greater control to implement new functionality in the future, tailored to Higher Education needs. Minor gaps that can be addressed. No request for proposal required. It’s a proven solution with a long track record pre-built for both non-represented and a majority of our represented employee collective bargaining agreements (i.e., as close to plug and play as you can get for a software implementation).

UKG PRO WFM (Kronos replacement product):...

How will campus engagement be incorporated into the project?

The project team plans to engage with campus stakeholders to collect requirements, gather feedback, work together to design the optimal user experience, obtain support for user acceptance testing, provide updates, and ensure a smooth transition. This will involve:

Identifying stakeholders and building collaborative relationships to collect requirements

Providing regular communication through emails, forums, and web updates.

Collect feedback through surveys and focus groups.

Offering comprehensive training through user guides, videos, and dedicated support....

How will I be affected by this change?

Feedback Collection and Involvement: Opportunities to ask questions, share concerns, and provide feedback throughout the project

Timecard Responsibilities will typically remain the same Employees will need to record time and or leave as applicable and approve their timecard by the approval deadline as usual. Supervisors will still need to review their employees’ timecards, confirm accuracy, and approve by the deadline.

New System, new job aids, updated training: ...

How can I get involved in the project as a Change Champion?

If you are interested in becoming a Change Champion for your department, please email caltimetransition@berkeley.edu.

How will updates about this project be communicated?

We will provide regular updates through newsletters, meetings, web updates, and forums. You can also check the FAQ section for the latest information.

Where can I submit a question, share concerns, or provide feedback about the project?

Please email caltimetransition@berkeley.edu.

Contact

If you have any questions or concerns, please contact the project team at caltimetransition@berkeley.edu.