On August 3, the University of Toronto launched UTime, a modernized time and attendance solution powered by UKG Pro Workforce Management. UTime marks a significant step in advancing workforce management for over 5,000 users across 28 faculties, divisions and departments.
Developed in partnership with Information Technology Services (ITS) and the Division of People Strategy, Equity & Culture (PSEC), UTime provides an intuitive user experience, streamlined time entry for employees, accessible reporting tools, improved business processes, and new advanced scheduling functionality to better support U of T’s evolving workforce needs.
“This initiative is more than an upgrade – it’s about modernizing how we work,” says Swetlana Signarowski, executive director at Enterprise Applications & Solutions Integration (EASI), ITS, and project co-sponsor. “UTime reflects our commitment to user-centric innovation, ensuring employees across U of T benefit from a secure, accessible and efficient solution.”
Ian MacEachern, director, benefits and retirement programs at PSEC, and project co-sponsor adds, “UTime also introduces an improved alignment with U of T’s payroll system, which will enhance information delivery, payroll reporting and data accuracy.”
Familiar functionality with many key improvements
After careful evaluation, UKG Pro Workforce Management was selected to ensure a smooth transition while introducing many new enhancements.
“The easy-to-use interface displays actionable information and optimizes workflows,” says Cherilyn Nobleza, executive director, HR Transformation & Analytics at PSEC. “Also, in the past, managing employees with multiple assignments was a complex process. Now, employees can seamlessly track time across different jobs, while managers gain a centralized view of their employees, including those working in different areas of the university.”
With a new accessible tile-based view, managers can conveniently manage their schedules, timecards and business processes. Timely notifications alert managers to key updates, enabling quick action.
Key improvements also include modernized reporting and automated notifications, reducing administrative workload.
“UTime offers greatly improved and accessible reporting tools,” says Farah Ally, senior project manager at EASI. “It also introduces new notifications for timecard approvals and simplifies monitoring work-study employees’ hours.”
Employees can easily record their time, view their schedule and timecard, and view notifications. Those with multiple roles can easily select their relevant job assignment.
As part of the project, U of T also piloted advanced scheduling functionality with the Faculty of Kinesiology & Physical Education and the University of Toronto Mississauga. This feature allows employees to select shift preferences and availability, reducing manual effort for managers.
Payroll administrators will also benefit from Human Resources Information System (HRIS) enhancements, simplifying task and data management.
“In HRIS, we’ve given payroll administrators easy access to assign new managers, verify pay files, manage hourly pay rates and leverage more robust reporting functionality,” says Kelly Gao, manager of development, HRIS at EASI.
Collaboration and consultation
User feedback was central to UTime’s design, with ITS-EASI and PSEC working closely in partnership with divisions, faculties and departments to ensure the system meets practical needs. Surveys, interviews, user insights sessions and user acceptance testing helped shape the solution.
“Working with EASI, we’ve listened closely to our users and their challenges,” says Sheryl Vitug, manager, HRIS training and projects at PSEC. “Our focus is on providing a system that simplifies processes and supports real-world workflows.”
What’s next?
Following UTime’s post-launch stabilization period, ITS-EASI and PSEC are planning to expand UTime’s implementation, ensuring access for areas across U of T.
“We’re excited about this solution, and we can’t wait for more departments across the university to onboard to UTime,” says Signarowski. “Enhancing service management, accessibility, collaboration and modernizing administrative systems all support U of T’s IT@UofT Strategic Plan and digital transformation, helping to deliver future-ready solutions that empower users.”
Learn more about the IT@UofT Strategic Plan 2025 – 2027.
