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New payroll and time management system

In the autumn of 2024, KTH will implement a new system for leave, absence, time reporting and payroll management. The new system, KTH-HR, will replace HR+ and the Self-Reporting system. Starting 21 October, managers and employees will transition to the new system. Here, you can read about the project, review the timeline and find answers to frequently asked questions.

Decision

Decision: Kerstin Jacobsson, University Director

Project owner: Annica Fröberg, Director of personell

The project in brief

  • The project involves implementing a new system at KTH for leave, absence, time reporting and payroll management. The new system, KTH-HR, integrates payroll and time reporting in a single interface with role-based functionalities tailored to KTH's needs.
  • HR, managers, and employees will change to KTH-HR during a transition period starting 21 October 2024.
  • Information and support will be provided by the project through HR. The support for payroll and time reporting will remain the same as today.
  • Employees and managers can find system instructions in guides KTH-HR

Key dates 2024

  • 15 October – Final opportunity for managers to approve reports in the Self-Reporting system (by 16:30).
  • 16-20 October – During this period, there will be no system available to report absences, leave, or time. If, for example, you fall ill during these days, you need to register it in KTH-HR on 21 October. You are still required to inform your manager of any absences following the current procedures.
  • 21 October – KTH-HR becomes accessible for login.
  • From 21 October– All employees must update their personal information in KTH-HR during October, such as emergency contacts and children's birthdates, to enable the registration of child care leave.
  • From 21 October – All employees report absence and leave digitally in KTH-HR such as for illness, child care leave, or leave requests.
  • 28-31 October – Hourly workers report their worked hours for October in KTH HR. If they have already submitted time reports on paper, these will be handled according to the previous routine. In the following months, hourly employees can report their worked hours continuously, but they must submit their reports by the end of each month at the latest. This does not apply to exam invigilators, who will continue to receive assistance from HR with their time reporting.
  • 1 November – First-time employees confirm the previous month. Employees with annual working hours or non-regulated working hours only need to confirm if they have had any absence or leave during the period.
  • 1-4 November – First-time managers approve the previous month.
  • 25 November – First payroll processed through the new system.

Aim of the project

The aim of the project is to enhance KTH's digital system support, particularly in the HR area of payroll and time reporting, and to improve internal processes for payroll and time reporting. The current systems for payroll and time reporting, HR+, and the Self-Reporting system, have undergone a competitive procurement process and need to be replaced. The new system, KTH-HR, offers improved technical support for integrations, more automated workflows, and reduces the strain on KTH's infrastructure. KTH-HR simplifies tasks for KTH's payroll administrators by increasing digitalisation and reducing repetitive tasks, leading to less dependency on individual staff. This results in a more efficient and sustainable operation.

Objectives

The HR system support will be strengthened in line with the long-term development of HR support across KTH.

The overall goal is that, upon project completion, KTH will have achieved the following:

  • implemented a new payroll and time reporting system
  • developed processes, information, and support for the new system
  • ensured stable and high-quality payroll processing for all KTH staff
  • established a payroll system that enables integration with HR systems and other relevant systems.

Impact goals

Upon project completion, several overarching impact goals should have been achieved:

  • increased quality in payroll data and salary payments
  • streamlined HR routines and, over time, a more coordinated way of working
  • easy access to high-quality data that enables both internal follow-up and external reporting.

Overall timeline

  • Information to the organisation and training for HR (August-September).
  • Launch and implementation of the new system and procedures. Managers and employees begin using the new system (from 21 October to November).
  • Final transition and payroll processing in the new system. Project closure and handover to operations (November-December).

Information, support and assistance

The support from HR for payroll and time reporting inquiries will be the same as today. HR at the schools and at the university administration will also provide additional assistance during the implementation.

  • Access guides in KTH-HR  for employees and managers.
  • In October and November, Zoom sessions will be offered to managers on how to work in KTH-HR.