26-079 Access and Use of HRMS Timekeeping and Scheduling Data
Department Notice
This document is not an official representation of the published policy. To access the official signed policy, please submit a request through our Public Records Request Portal.
The purpose of this Department Notice is to ensure appropriate use and access of the HRMS timekeeping and scheduling system. Employees are expected to access HRMS data only for legitimate business reasons and in accordance with their job duties. Unauthorized or curiosity-based access of another employee's time records is strictly prohibited.
Employees shall not access, view, or search for another employee's HRMS timekeeping or scheduling entries unless there is a specific, official, and job-related purpose for doing so.
Accessing another employee's HRMS records is permitted only when it is necessary for the performance of official duties, such as:
- Supervisory functions involving scheduling, time approvals, or workforce planning.
- Verifying a subordinate's schedule for staffing, assignment, or timecard certification.
- Staff Services Division personnel conducting audits, corrections, or official reviews.
- FOB or designated scheduling staff who manage shift coverage for operational needs.
The following actions are prohibited unless specifically authorized by a supervisor or required by your job function:
- Viewing another employee's time records out of curiosity.
- Looking up coworkers' schedules without a valid operational need.
- Sharing or discussing another employee's timekeeping information accessed without cause.
Unauthorized access is a violation of this directive and could result in administrative and/or disciplinary action.
The Department reserves the right to audit and monitor access logs within the HRMS system to ensure compliance with this directive.
/s/
DERRICK J. LEW
Chief of Police