Time Clock Team Roles and Responsibilities

Transcription

1 Time Clock Team Roles and Responsibilities The following outlines the Time Clock Team Roles and Responsibilities for Go Live Preparation: Agency Point of Contact Facilitate and coordinate agency efforts during preparation and Go Live periods Complete the Time Clock Preparation For Go Live form with assistance from the ETS Time Clock Project Manager: Qunea Gordon Notify ETS when your agency finishes registering employees at the time clocks, by ing: Clock Scheduler(s) Coordinate the employee time clock registration schedule with agency supervisors and staff Prepare a schedule indicating the date, time and location that employees will meet with a Clock Registrar. easypay recommends scheduling a maximum of ten employees per hour to allow sufficient time for the registration process Distribute the completed schedule to your Agency Point of Contact, Supervisors and scheduled employees. Manage any changes to the schedule to ensure all employees are registered and ready to use a time clock Clock Registrar(s) Register employees according to the time clock registration schedule prepared by the Clock Scheduler Access easypay using your PC to verify the employee registrations successfully passed from the time clock to the easypay screens Coordinate with the Clock Scheduler for missed appointments Notify your Agency Point of Contact upon completion of the employee registration and verification process Clock Ambassador(s) Advocate(s) with a positive attitude to facilitate and support Go Live activities Attend basic training for clock Go Live support Report to designated clock during Go Live date Report all issues to Agency Point of Contact and/or Technical Staff Support Technical Support Staff Individuals from Agency IT Sections and the ETS Service Desk who can assist easypay users with technical issues such as time clocks and easypay access Responsible for logging and resolving issues during preparation and Go Live activities Documents issues in the Lessons Learned section of Time Clock Preparation For Go Live form to reduce technical problems in future phases Revised: 5/6/2014

2 This is your easypay Go Live Kit which includes important launch information and instructions to help you prepare your agency for electronic timekeeping. The kit information can be shared with employees as needed to answer questions about the easypay project. The kit can be downloaded at: BC-Net > easypay > easypay Website > Learning > Go Live Kit - Phase 4A. Your Kit includes: Go Live Preparation Checklist Communications Plan and Schedule Learning Opportunities Time Clock Team Roles and Responsibilities A Day in the Life Supervisor Quick Reference Card Common Tasks for Supervisors Quick Reference Card Common Tasks for Employees Quick Reference Card Time Clock Enrollment Quick Reference Card Where to Go for Help Go Live Poster and Training Invite Instructions for Use: 1. Review the contents of the Go Live Kit to understand what you must do and when tasks must be completed. This is critical to staying on schedule for the launch. 2. Complete the preparation tasks on the Go Live Preparation Checklist. Payroll Liaisons should collect and return signed, completed checklists by October 10, 2014 to easypay@broward.org Let s work together to ensure a successful easypay launch! Need Help? Contact ETS Service Desk Self Service Xpress selfhelp@broward.org Revised: 9/2/2014

3 Go Live Preparation Checklist Directors, Managers, & Supervisors This Go Live Preparation Checklist will assist you in preparing your Agency and your direct reports for the easypay Time and Attendance System. The Pre-Launch Preparation Tasks listed below must be completed within by the dates indicated below. As you complete each task, check the box provided. When you have finished all tasks, sign the checklist and return it to your Payroll Liaison before 5:00 pm on Friday, October 10, 2014 Complete by Pre-Launch Preparation Tasks NOW 1. Review the contents of your Go Live Kit. NOW 2. Know your Go Live date: Sunday, October 12 Phase 4 of easypay is scheduled for go-live at Water & Wastewater Services on Sunday, October 12 September Confirm that your employees: Can log in to the Broward network to see their epay Statement. Know how to get help if their network User Name and Password are not working. For password reset assistance, contact your agency s help desk or the ETS Service Desk at September Confirm that your hourly employees know their employee ID number. September 22 to October 9 Employees will need to know the last six digits of their employee ID number to use the time clocks. Supervisors can obtain employee ID numbers from the Payroll Roster on the BC-Net > Agencies > Accounting > Cyborg Systems > View Current Payroll Roster 5. Schedule a time for you and your employees to complete the Foundations Tutorial. The Training Completion Report can be viewed at: BC-Net > easypay > easypay Website > Learning > Training Completion Report September 22 to October 9 6. Register and attend Supervisor classroom training. September Provide your Payroll Liaison with a list of your direct reports to help ensure the information is correct in the easypay Time and Attendance System. Contact easypay@broward.org for questions on this checklist Page 1 of 2 Revised 9/2/2014

4 September 29 to October 8 October 1 to October 10 October 1 to October 10 October 1 to October If you have been assigned to register employees at the time clocks, complete employee time clock enrollment tasks. Refer to the Time Clock Enrollment Quick Referenced Card located in the Go Live Kit for instructions. 9. Following completion of Supervisor Training, confirm that you can access the Kronos application without any network error messages, such as JAVA messages or issues. 10. Following completion of Supervisor Training, complete the checklist to verify the following: You can Access the System You can see all of Your Employees Your employees have the Correct Schedule Your hourly employees have registered at the Time Clocks Reminder: Submitting leave and delegating are not available until after Go Live, October Confirm 2 that the applicable training has been completed for you and your employees. The Training Completion Report can be viewed at: BC-Net > easypay > easypay Website > Learning > Training Completion Report. The preparation tasks identified on this Go Live Preparation Checklist have been completed. Signature of Supervisor Date Name (Print) Department / Agency Payroll Liaisons: Please scan and completed checklists to easypay@broward.org or fax to (954) no later than 5:00 pm on October 10, To ensure each agency s readiness for Go Live, a report of Supervisors who have not submitted this signed checklist will be provided to Agency Directors. Contact easypay@broward.org for questions on this checklist Page 2 of 2 Revised 9/2/2014

5 Communications Plan and Schedule The easypay Change Management Team will work with each agency s leadership, Payroll Liaisons, internal IT staff (if applicable) and previously identified Strategic Communications Partners to deliver timely information to employees that supports a successful launch. Specific dates and times for delivery of these components will be established as part of launch planning and implementation. Components include: Agency Pre-launch Briefing a meeting with Directors, Payroll Liaisons, IT support staff and training staff to discuss the launch plan. Focus is on ensuring agency will have performed all activities necessary to ensure a successful launch. Go Live Kit Distribution each Supervisor and Payroll Liaison will receive a Go Live Kit containing important launch information and instructions. Go Live Preparation Checklist Communications Plan and Schedule (this document) Learning Opportunities Time Clock Team Roles and Responsibilities A Day in the Life Supervisor Quick Reference Card Common Tasks for Supervisors Quick Reference Card Common Tasks for Employees Quick Reference Card Time Clock Enrollment Quick Reference Card Where to Go for Help Go Live Poster and Training Invite Training Invite distribute to all agency employees as a reminder to sign up for required training. Quick Reference Cards Distribution Common Tasks for Employees. Agency-specific PACERS Bulletin(s) for each agency s Payroll Liaisons, Internal Examiners and Strategic Communications Partners, to provide additional information or instruction as needed through the launch period. Special themed launch poster for agencies launching to help celebrate employee participation in the rollout - Phase 4 poster is Making a Splash! Sun enews, ecountyline, BC-Net and easypay Website Promotion Critical date reminders (e.g. Go Live Preparation Checklists, training registration, time clock enrollment) Reminders about resources available (training, support) General easypay updates and reminders (e.g. frequently asked questions and answers) Stories to promote agency s launch (e.g. employee photos, employee testimonials, etc.) Stories to share overall progress of rollout Questions? Contact the ERP Project Office at or easypay@broward.org

6 September 5 Pre-launch Briefing Water and Wastewater Services Introduce Go Live Kit concept September Distribute Go Live Kits Reminder to Begin preparation checklist activities Announce Employee Time Clock Registration began August 30, have you scheduled your hourly employees for registration? Schedule a time for employees to complete the Foundations Tutorial online learning September 29 October 3 Reminder Complete employee registration & verify employees' schedules Reminder Submit Deployment Checklists Reminder to complete the Foundations Tutorial online learning October 6 10 Reminder Complete employee Time Clock Registration & verify employees' schedules Reminder Submit Deployment Checklists Reminder Where to Go for Help Announce Get Ready for Go Live October 12 October Announce EASYPAY is Live! Reminder Hourly employees should be using time clocks, Supervisors should be actively reviewing and verifying punches daily October October 27 Reminder Pay period Closes October 25, Review your Quick Reference Cards to get ready for Payroll Monday! Reminder Hourly employees should be using time clocks, Supervisors should be actively reviewing and verifying punches daily Announce PAYROLL MONDAY - be sure to complete the tasks listed in your Quick Reference Cards to ensure a smooth payroll Revised: 9/2/2014

7 Learning Opportunities Broward County is committed to assisting you and your staff with a successful transition to the new Time and Attendance System. An abundance of learning resources are available through BC-Net. BC-Net > easypay > easypay Website > Learning Access the Learning Center today to enroll in easypay training! BC-Net > Learning Opportunities > Learning Center > Class Schedule > easypay Time and Attendance Time and Attendance Foundations Tutorial Audience: All Employees Prerequisite: None Description: This online course is designed to provide an overview of how employees will use the Time and Attendance System. The course includes three tracks: Hourly Time Clock, Hourly PC and Salaried PC. Each track has an estimated duration of 25 minutes. All employees are required to complete the applicable tracks as part of Go Live Preparation. Managing Timecards and Schedules Audience: Supervisor Role (System Access Level in Time and Attendance) Prerequisite: Time and Attendance Foundations Tutorial (all applicable tracks recommended) Description: This half day instructor-led course is designed to provide those assigned with the Supervisor Role in the Time and Attendance System with the knowledge to manage employee timecards, leave requests, and scheduling. Date Time Location October 1 8:30 AM WWS October 2 8:30 AM WWS October 8 8:30 AM WWS October 9 8:30 AM WWS Revised: 9/2/2014

8 Supervisor A DAY IN THE LIFE Supervisor A DAY IN THE LIFE Quick Reference Card Quick Reference Card A DAY IN THE LIFE 1 Daily Activities 3 Friday Before Payroll Monday Manage Employee Timecards: Access Kronos > My Genies > Reconcile Timecard Review flags Address missing punches and unexcused absences Mark exceptions as reviewed for hourly employees Apply pay codes as needed Add comments and notes to changes Maintain employee schedules Approve or Deny Time Off requests Support your employees with timekeeping & payroll questions Run reports as needed Approve or Deny FMLA requests (Future Functionality) Monitor Attendance (Future Functionality) Manage Delegation (as needed) Request coverage or change existing delegation Time Clock Enrollment (as needed for hourly employees) Register fingers for Touch ID, and verify employee information in Kronos. Confirm that each employee appears on the Reconcile Timecard screen Notify Payroll Liaison to make changes in Cyborg related to real-time employee information as they occur: Supervisor Name Lunch Period Weekend Shift Shift Differential Extra Board (Transit) Kronos Role Work Location FMLA Approver 2 Thursday Before Payroll Monday Address missed punches and unexcused absences: 1. Access Kronos > My Genies > Reconcile Timecard 2. Check that exceptions are marked as reviewed for hourly employees 3. Verify the Total Hours column for each employee 4. Remind employees to review and approve their timecards on the last day of pay period Continue to address missed punches and unexcused absences: 1. Access Kronos > My Genies > Reconcile Timecard 2. Check that exceptions are marked as reviewed for hourly employees 3. Verify the Total Hours column for each employee 4. Remind employees to review and approve their timecards on the last day of pay period 4 Payroll Monday Before 10am - Complete supervisor tasks for pay period Resolve exceptions and approve time off requests Confirm that employees approved their timecards Approve your employees timecards 1. Access My Genies > Pay Period Close Genie 2. Select All Home > Previous Pay Period 3. Select employee(s) > Approvals > Approve Note: If employee is out and cannot approve their timecard, move forward with approval of all timecards 10am Supervisor tasks completed Notify Payroll Liaison when supervisor tasks are completed 5 Paycheck Friday Respond to employee paycheck inquiries Need Help? Contact ETS Service Desk Self Service Xpress selfhelp@broward.org Revised: Revised: 5/7 /2014

9 Need Help? Contact ETS Service Desk Self Service Xpress Supervisor Common Tasks for Supervisors A DAY IN THE LIFE Quick Reference Card Quick Reference Card ADDING A MISSED PUNCH FOR HOURLY EMPLOYEES If an hourly employee forgets to punch in or out (clock in/out), a solid-red box appears in the missed in or out cell. 1. Select My Genies > Reconcile Timecard. 2. Select All Home from the Show drop-down menu and a specific time period from the Time Period menu. 3. Select the employee(s), with a check mark in the Missed Punch column and click the Timecard link. 4. Click the In or Out cell containing the missed punch exception. 5. Enter the missing times using an acceptable format. 6. Click Save. MARK EXCEPTIONS AS REVIEWED Once you review an exception, mark it as reviewed and a green border will appear around the cell containing the exception. 1. On the employee timecard, right-click the cell containing the exception or red outlined box. 2. Select Mark as Reviewed from the menu. 3. Click Save. TIME OFF REQUESTS This feature provides a consistent and accessible way for employees to request or cancel time off, and for supervisors to evaluate and respond to requests. 1. Select Scheduling > Schedule Editor. 2. Select All Home from the Show drop-down menu and the appropriate time period and then click the Refresh button. 3. Click the Requests tab on the bottom left. 4. Select Time-Off Requests from the Request for drop-down menu. 5. Select All Status from the Status drop-down menu. 6. Click the Reload button. 7. Right-click the request and select Edit Request. 8. Determine the appropriate action: Employee Action System Notification? Supervisor Action Draft No None Retract Yes None Submit Yes Approved OR Refused Cancel Yes Cancelled Approved OR Cancelled Refused 9. Click Save.

10 APPROVING INDIVIDUAL TIMECARDS Approve your employees timecards before 10am on Payroll Monday to advise payroll that the timecards are ready for processing. 1. Select My Genies > Pay Period Close 2. Select All Home from the Show drop-down menu and Previous Pay Period from the Time Period drop-down. 3. Select an employee, right-click and then select Timecard from the shortcut menu. 4. Select Approvals > Approve ADDING PAY CODE AMOUNTS TO TIMECARDS Pay codes keep track of the type of worked and non-worked time that is entered in the timecard such as Sick, Vacation, Jury Duty, etc. 1. Select My Genies > Reconcile Timecard. 2. Select All Home from the Show drop-down and a specific time period from Time Period. 3. Select the employee, right-click and select Timecard. 4. Determine if the day for which you want to add a pay code already has punches. If no, enter the pay code amount on the row for that day. If yes, click the Insert Row icon to create a new row where you can enter the pay code amount. 5. Select the pay code from the Pay Code drop-down. 6. Enter the number of hours using an acceptable format. 7. Delete the row with the punches if the number of hours is for the full day. Otherwise, if the amount is for partial hours then modify it. 8. Click Save. REQUESTING BACKUP COVERAGE/DELEGATION When a supervisor is unavailable to reconcile their employee timecards or approve/deny leave requests, they have the ability to delegate temporarily their authority to another supervisor within their department. 1. Select General > Actions. 2. From the list of Actions, select Supervisor and FMLA or your assigned Role. 3. From the Delegate drop-down, select the supervisor to whom you want to delegate your tasks. 4. Select the Start Date and End Date to indicate when you want to delegate your tasks. 5. From the Role drop-down list, select the profile that identifies the tasks that you want to delegate. Note: Contact the ETS Service Desk if the role profile you require does not appear in the list. 6. Click the Save & Close button. Result: The application sends the delegation request to the other supervisor s Inbox. ASSIGNING A SCHEDULE USING PATTERN TEMPLATE When a supervisor needs to make a permanent change to the schedule, they will select a pre-defined pattern and apply it to the schedule forever or with a specified end date. 1. Select Scheduling > Schedule Editor. 2. Select All Home from the Show drop-down menu and a specific time period from the Time Period drop-down. 3. Select the employee and then select Shift > Add Pattern. 4. Click Insert Pattern. 5. Select a pattern from the list and click OK. 6. From the Work Start Date drop-down, specify when the employee starts working the pattern. From the Pattern Start Date drop-down, specify when the pattern starts. 7. To specify how long the pattern should be assigned, select Forever or select a date from the End Date. 8. Click OK and Save. 9. Click Save. Need Additional Resources? BC-Net > easypay > easypay Website > Learning Revised: Revised: 7/2/2014

11 Need Help? Contact ETS Service Desk Self Service Xpress Supervisor Common Tasks for Employees A DAY IN THE LIFE Quick Reference Card Quick Reference Card CLOCK IN AND OUT Clock in and out at the start and end of your scheduled shift if you are an hourly employee. Salaried employees do not clock in and out. TIMECLOCK: 1. Press Punch 2. Log on to Timeclock: Enter Last 6-digits of your Employee ID Number > Touch Enter > Scan your enrolled finger PC: 1. Log into Kronos: Bc-Net > easypay > Time and Attendance System 2. Click My Information > Time Stamp > Record Time Stamp > Log off VIEW YOUR TIMECARD Verify your timecard is accurate before approving it at the end of each pay period. Exceptions will show as visual indicators, as explained below. Notify Supervisor of any timecard discrepancies, especially of those in red. EXCEPTIONS PC TIMECLOCK An excused absence, such as Vacation, Bereavement or Jury Duty Blue-border date All exceptions are An unexcused absence for the day Red-border date indicated by a warning signs with exclamation The system has automatically made the entry Purple text points on those Missed Punch Solid Red RED cell particular dates. An exception such as, a late/early punch or a short/long break Exception has been marked as reviewed A cell outlined in Red A cell outlined in Green TIMECLOCK: 1. Touch View Timecard > Log On 2. Select appropriate Pay Period > Touch any date highlighted in blue to see more information PC: 1. Click My Information > My Timecard APPROVE YOUR TIMECARD All Employees (hourly and salary) must approve their timecard before their Supervisor approves it. Timecards must be approved before 9 a.m. on Monday of pay week. TIMECLOCK: 1. Touch Approve Timecard > Log On 2. Select Previous (or Current) Pay Period 3. Review your Timecard 4. Touch Approve VIEW YOUR SYSTEM NOTIFICATIONS PC: 1. Click My Information > My Timecard 2. Select Previous (or Current) Pay Period 3. Verify your timecard and totals 4. Click Approvals drop-down menu 5. Click Approve System notifications are sent through both Kmail and Outlook whenever a function is performed such as, submitting a leave request. If you do not have a Broward County Outlook account, check Kmail for system messages. Otherwise, check your Broward County Outlook for Kronos_do_not_reply messages. 1. Touch Review Request > Log on TIMECLOCK: 2. Select any of the messages listed to see more information 3. Touch the Home button when you are finished reviewing your Kmail

12 VIEW YOUR ACCRUALS View your accrual balances before submitting a leave request. TIMECLOCK: 1. Touch View Accruals > Log On 2. Select any date on the calendar to see what you have accrued up to that point in time VIEW YOUR REPORTS PC: 1. Click My Information > My Timecard 2. Scroll to the bottom of the page and click the Accruals tab to view the details of your Accruals Reports are available for PC users to view schedule, hours worked or accrual balances. 1. Click My Information > My Reports 2. Select the report you would like to view 3. Select a range of dates to view your schedule, hours worked or accruals from the Current Pay Period menu 4. Click View Report to view the details of your report. SUBMIT TIME OFF REQUESTS When submitting your time off requests in Kronos, verify that you have sufficient accrual balances. TIMECLOCK: 1. Touch Time Off Request > Log on 2. Select Time-Off Request > Submit Request 3. Choose a Start Date from the Calendar 4. Choose an End Date from the Calendar Note: Do not include weekends or holidays in the date range 5. Select the appropriate Pay Code 6. Touch Continue > Duration 7. Enter the Start Time and touch AM/PM to specify morning or afternoon 8. Touch Enter 9. Enter the # of hours needed for the requested day. See below examples. 10. Touch Enter > Submit to submit the leave request CANCEL TIME OFF REQUESTS (OR RETRACTED FOR PC ONLY) PC: 1. Log on > My Information > My Request 2. Select the appropriate Time Period 3. Scroll down to the Requests section and click the Time Off Request link 4. Choose a Start Date from the Start Date calendar 5. Choose an End Date from the End Date calendar Note: Do not include weekends or holidays in the date range 6. Select the appropriate Pay Code 7. Enter the Start Time and include either an a for AM or p for PM in the Start Time field 8. Enter the # of hours needed for the requested day in the Length field. See below examples. 9. Click Submit to submit the leave request TIMECLOCK: The Supervisor must approve the original request before you can submit a cancellation. 1. Time Off Request > My Information > My Request 2. Select the appropriate Time Period 3. Scroll down to the Requests section and click the Time Off Request link PC: Only approved requests can be cancelled. Submitted requests that have not been approved can be retracted. 1. Select the approved Time Off request from the My Current Requests section 2. Select Cancel Request from the Select Action Field for already approved requests (or Retract Request for unapproved requests) Examples of What to Enter When Submitting Time Off Requests (Schedule: 8:30-5pm, Mon Fri / Time Period: 4/13-26, 2014)) Scenario # of Requests Time Period Start Date End Date Start Time Length 2 Consecutive Days Off Monday (4/21) & Tuesday (4/22) Non-Consecutive Days Off Friday (4/18) & Monday (4/21) 2 Hour Doctor Appointment: 9:30-11:30am on Thursday (4/24) Christmas Week 2014 Monday Friday (12/22-12/26) Note: 12/25 is an observed Holiday. 1 Current 4/21/2014 4/22/ a 8 2 Current 4/18/2014 4/18/ a 8 Current 4/21/2014 4/21/ a 8 1 Current 4/24/2014 4/24/ a /21/ /03/ /22/ /24/ a 8 12/21/ /03/ /26/ /26/ a 8 Need Additional Resources? BC-Net > easypay > easypay Website > Learning Revised: Revised: 8/4/2014

13 Time Clock Enrollment Quick Reference Card Quick Reference Card How to Enroll Employees Using the Time Clock / Touch ID Time Clock Enrollment Procedures Accurate and timely enrollment is key to employees being paid correctly and on time. The Time Clock Enrollment function will be performed by designated liaisons based on agency business needs. 1. From the Time Clock terminal, select Touch ID Enrollment. 6. Have employee follow on screen instructions to enroll Right Finger. 2. As the authorized designee, enter your Badge ID (this is the last 6 digits of your Employee ID Number) and press Enter. 7. Verify employee receives Good Enrollment message or instructions will indicate to accept best enrollment. 3. Enter your Password (This is a generic 5 digit number) and press Enter. 8. Have employee follow steps 6 and 7 using Left Finger to complete the enrollment. 9. Once the Enrollment Process is complete, you can enroll another employee or Log Off the system. 4. Select Enroll Employee. 10. If enrolling another employee, select Yes, and repeat steps 5 through Instruct employee to enter his/her Badge ID (this is the last 6 digits of employees ID Number) and press Enter. Best Practice: Use the right index finger for the Primary choice, and the left index finger for the Secondary choice.

14 Time Clock Enrollment Validation The best approach to validating a successful enrollment is through the Touch ID Genie. 1. Access the Time and Attendance System via BC-Net > easypay > Time and Attendance System 6. Time Period will default to Current Pay Period Select All Home in the Show field. 2. Enter your Active Directory Username and Password and click the blue icon to the right of the password field. 7. Report is displayed on screen. 3. Select All Home in the Show field. Review the following columns. Will display in Touch ID Enrollment column Enrollment Verified Primary Finger Enrollment Location will be displayed 4. This screen displays all employees in the Supervisor Group. 8. Click Log Off to exit. 5. Click the Timekeeping Genie then select Touch ID Status. 9. Click the Close (red X) button of your browser window to completely exit the Kronos system. Need Help? Contact ETS Service Desk Self Service Xpress selfhelp@broward.org Revised: 5/6/2014

15 Where to Go for Help? Employee Ask your Supervisor Supervisors consult with your Agency Payroll Liaison(s) Supervisors consult with your Agency IT Help Desk Still Need Help? Contact ETS Service Desk Self Service Xpress Revised: 5/6/2014

16 Phase 4 Water & Wastewater Services Agency Launch October 12, 2014 Need help? TS _P8.5X11 - Ask your Supervisor or Payroll Liaison - Visit Broward.org/easyPay - easypay@broward.org Broward.org/easyPay

17 is Phase 4: Water & Wastewater Services Agency Launch Are You Trained? SIGN-UP REQUIRED CLASSES TRAINING DATES DURATION All Employees Foundations (online) - hourly and salaried employee modules Oct. 1 - Oct minutes each* Supervisors Supervisor Training (instructor-led) Oct. 1 - Oct. 9 Half Day *Approximate Time Water & Wastewater Services Launches October 12! TS _F8.5X11 Questions easypay@broward.org Broward.org/easyPay