New Time and Leave System Replaces Manual, Paper-Based Timesheets for State Employees

Jun 5 2020

Press Release by Office of Enterprise Technology Services (ETS)

HONOLULU –  The state recently launched a new digital time and leave system to create greater accuracy and efficiency in its payroll process.  The first group of employees transitioned to the new system in time for the June 5th pay day.

Timesheets and leave requests are now transmitted electronically to payroll offices, replacing paper-based manual labor-intensive tracking methods in employee pay calculation.  The new system, which is the Oracle Peoplesoft Time & Labor and Absence Management application, integrates into the payroll system and processes pay more efficiently, with greater accuracy.

Key features of this system include:

  • The elimination of a 40-year-old paper process that requires employees to submit a hard copy of timesheets (if applicable) and leave request forms.
  • The ability for users to quickly correct and resubmit timesheets to update payable time for payroll.
  • Secured access to data and streamlines human resources’ workflow.
  • An intuitive, user-friendly platform that enables access to real-time data online.

About 800 employees in the first group transitioned into this new system.  This group consists of employees in the Department of Accounting and General Services, the Office of the Governor, and the Office of the Lt. Governor. Larger groups of employees will be subsequently brought on throughout 2020 and 2021.

“This is another major step towards greater accuracy and efficiency in one of the most paper-dependent systems within state government.  Access to real-time data provides managers with better information and reporting features,” said Gov. Ige.  “We appreciate the support of the unions and multiple agencies who worked collaboratively with us to implement this next phase of the payroll system.”

The project is being implemented by Hawaii Modernization Initiative, which is under the purview of the Department of Accounting General Services, in coordination with the Office of Enterprise Technology Services.

Comptroller Curt Otaguro stated, “This new technology brings the State’s operations in line with modern methods.  Adopting an electronic time and leave program allows for quick easy access to records, data and analytics to allow for informed decisions and workforce management.”

“This new time and attendance system is the next step in our plan to modernize Hawaii’s government.  Modern IT systems give the state the operational resilience necessary to deal with a crisis and work from remote locations as needed,” said Chief Information Officer Doug Murdock.

In 2019, the State of Hawaii successfully completed its payroll modernization project, which allows for electronic pay processing. Payroll records, pay statements, and W-2s are now available for retrieval electronically through the Hawaii Information Portal.  Employees can also now submit their direct deposit choices and tax withholding information on-line. PeopleSoft’s Time & Labor and Absence Management modules has been integrated into the payroll system.

CherryRoad Technologies, Inc. has been the implementation partner for the State since 2016.