Sneak Peeks for Directors, Managers, and Supervisors · Better management of leave and attendance...

LC. Sneak Peek

Directors, Managers, and Supervisors

EXPERTS ON HAND

Rita McManus

Carol Munemura

Rebecca Robertson

Allen Wilson

PROJECT MANAGER Alison Redmond

TRAINING COACHES Matt Constantine

Jackie Jackson Rose Johnson Phyllis A. King Rita McManus

Nina Moore Wendy Novack Jessica Palencia Mike Shannon Tiffany Snider

Meet the Team

12/13/2013 2

Cellphones on Silent

Questions & Answers

Break – 15 minutes

Demo Format

Preparing for Change

Housekeeping

• Who here has had to figure out how County and union pay rules apply to your own, an employee’s time, or pay situation?

Show of Hands

• Who manually tracks employee schedules, attendance, and leave balances?

Show of Hands

easyPay will provide… Better management of leave and attendance

Accurate real-time information

Streamlined payroll procedures

Efficient reporting

Consistency & Automation Easy!

Today you will learn

• How the system works – features & functions

• Timeclocks and Touch ID

• Who does what

• Hot Topics

• How you will be trained

• What the system looks like

• How you can prepare

• Key Takeaways

LC. HOW THE SYSTEM WORKS

Workforce Timekeeper (WTK)

• Timeclock w/Touch ID

• Timestamp w/PC

• Mobile App

• View /manage timecards

• View/manage schedules

• Reports

Workforce Absence Manager (WAM)

• Manage leave & attendance

• Reports

Workforce Activities

• Transit Trip Report management

• Grants administration

• Reports

Workforce Central

How the System Works:

• Manage work schedules & timecards

• Review employee’s hours

• Respond to time off requests

• Review timecard exceptions

• Make necessary adjustments

• Approve timecards for payroll

• Delegate authority

Workforce Timekeeper (WTK) features How the System Works:

• Monitor attendance and leave including vacations, sick days and FMLA policies

• Run attendance reports

• Generate standard documentation

• Receive automated alerts

Workforce Absence Manager (WAM) features

How the System Works:

Customized to do the following:

• Track time not identified in the schedule

• Automate the Trip Report used by Transit Bus Operators

• Supervisors will approve these reports

Activities Module features - Trip Reports How the System Works:

Example: If a Bus Operator finishes the assigned route 15 minutes late, the operator would select the Trip Report from easyPay and select a code to explain the cause of the delay

Customized to do the following:

• Automate the process of tracking and reporting employee time spent on grants

• Track time spent on a specific grant or multiple grants

• Allow Broward County to report on all grants where employee time is spent working on a grant

• Supervisors will have access to this information

Activities Module - Grants administration How the System Works:

Broward County Grant Administrators will set up the record for each grant which will track the grant name, grant number, contract and/or project number, grantor agency, and funding source

How the System Works: Ways you can access the system

• There are two (2) ways to access the system

• Employees will be assigned one way to access the system

• A PC can still be used to review accruals, and more

• All employees must submit a time off request through the system for approved leave

• All employees will review and approve their time each pay period

• Hourly employees will clock in/out at the Timeclock or PC

• Salaried employees do not clock in/out

All Employees How the System Works:

How the System Works: Timeclocks &Touch ID

Employees will be assigned to specific Timeclock locations at their primary workplace and other locations they may visit

• Governmental Center

• Government Center West

• Emergency Operations Center

• Other locations specific to employee’s division (e.g. Libraries and Parks)

How the System Works: Timeclocks &Touch ID – General Access

How the System Works: Timeclocks &Touch ID

How the System Works: Timeclocks &Touch ID – Viewing schedules

How the System Works: Timeclocks &Touch ID – Requesting time off

• Clock in/out

• View schedule

• View timecard

• View Accruals

• Approve timecard

• Submit a time off request

• Use County or kmail (Kronos) email system

* Ability to clock in/out via PC or Mobile App (only if assigned)

How the System Works: Hourly Employees - Timeclock functions

• Clock in/out via Time Stamp

• View schedule

• View accruals

• View timecard

• Submit a time off request

• Cancel time off request

* Ability to clock in/out via PC or Mobile App (only if assigned)

How the System Works: Hourly Employees - PC / Web functions

• Schedules already stored

• View accruals

• View timecard

• Submit time off requests

• Cancel time off requests

• Does not Clock In/Out

How the System Works: Salaried Employees - PC / Web functions

WHO DOES WHAT

Who does what: Supervisor Responsibilities

• Reviewing Flags

• Resolving exceptions

• Editing prior periods (historical edits)

• Selecting leave or earning codes

• Add comments and notes to changes

Manage Employee Timecards

• Creating for part-time employees

• Assigning

• Adjusting

Schedules

Who does what: Supervisor Responsibilities continued

• Approve timecards for employees by 10 a.m. every other Monday

Approve timecards

• Supervisors will have the ability to activate and deactivate delegations in the system

Delegate in your absence

• Approving time off requests

• Approving / denying FMLA requests

• Monitoring Attendance

Other Supervisor Tasks

Who does what: Payroll Liaison Responsibilities

• Enter ongoing employee maintenance data into applicable system (Cyborg and/or Kronos) in real-time

Data Verification

• Continued support of employees with questions related to payroll and timekeeping

Other Payroll Liaison Tasks

Who does what: Payroll Liaison Responsibilities continued

• Verify that all timecards are approved

• Verify that there are no exception flags in system

• Complete sign-off on division by 11 a.m. every Payroll Monday

• Coordinate payroll related matters with Payroll Central

Final Payroll Review & Closeout

• Each agency should have a secondary designee responsible for communicating updates in employee data to the Payroll Liaison

Change Notifications and Support

• Employees cannot begin work at Broward County or transfer to another agency until their BC-102 form has been processed in Cyborg

BC-102 Form

• Due to system restrictions, supervisor payroll responsibilities cannot be assigned to the Payroll Liaison

• Payroll Liaisons will be able to see outstanding flags and exceptions but cannot make changes or corrections to an employee’s timecard

Payroll Tasks Responsibility

Who does what: Business Processes

HOT TOPICS

• Anyone who has direct reports and is responsible for approving or rejecting a timecard and/or time-off request is assigned the ‘Supervisor role’ in the system.

• This is a system function only and in no way affects your actual Broward County position or job classification.

System definition of ‘Supervisor’

Real-time Employee Data • Each agency Payroll Liaison will

be responsible for keeping employee information in Cyborg and Kronos up-to-date in real-time.

• Changes in employee information may affect an employee’s pay.

Employee Data Update: Workflow

• Supervisors can only change the timecards of employees that report directly to them

• A secondary user login is available to authorized staff; by department/office, in order to generate comprehensive reports

Data Access & Reporting Security measures are in place which prevent viewing and access to employee information outside of your immediate employee workgroup.

• Planned vacations

• Sick time

• Other extended absences e.g. conference, training, etc.

Reasons for Delegation

• Delegates must be part of the same Division

• Delegates must be an employee with ‘supervisor role’ in system

• A secondary delegate other than the primary delegate should be identified

Delegation Rules

Supervisor Delegation

• Last 6-digits will be used to clock in/out

• Remind employees to start remembering this number now

Memorizing Employee ID Numbers

• Employees should login often using their assigned Active Directory username and password. Keeping this information refreshed can avoid password expiration

Active Directory Username/Password

Employee ID Numbers & Active Directory Access

Employee Learning

How You Will Be Trained

Live Classes Supervisor Role & Payroll Liaison Tasks (Instructor Led)

Resources Quick Reference Cards Job Aides User Guides

Future (Online Tutorials)

KPass Resources (Online)

Foundations Basic Tasks for Hourly & Salaried (Online Tutorial)

How to Access KnowledgePass

BC-Net > Hot Picks > easyPay > Learning > KnowledgePass™

Learning

Log In User Name: Employee Number Password: broward

Navigating KnowledgePass

Self-Paced Tutorials Job Aides Quick Demonstrations

Jane Doe

QUESTIONS?

BREAK 15 MINUTES

PACERS CHALLENGE!

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

A B C D E F G H I J K L M

N O P Q R S T U V W X Y Z

B C D F G H J K L M

N P Q R S T V W X Y Z

B C D F G H J K L M

N P Q R S T V W X Y Z

N O P Q R S

U V W X Y Z

B C D F G H J K L M

V W X Y Z

C D F G

System Demonstration

Employees

• Clocking In/Out with Timestamp (PC)

• Viewing Work Schedules

• Viewing Total Hours Worked

• Approving Timecard

• Reviewing Leave Bank Hours

• Requesting Time Off

• Cancelling Time Off Requests

Supervisor

• Logging on/off of easyPay (WFC)

• Viewing Timecards

• Editing Timecards

• Managing Exceptions

• Editing an Absence (Vacation Sick) • Approving Timecards

• Running Reports

A Day in the Life…

Live Demo

Sample Screenshots – Actual configuration may vary.

What the system looks like: Logging on to easyPay

12/13/2013 50

What the system looks like: Logging off from easyPay

12/13/2013 51

Employees

• Clocking In/Out with Timestamp (PC)

• Viewing Work Schedules

• Viewing Total Hours Worked

• Approving Timecard

• Reviewing Leave Bank Hours

• Requesting Time -off

• Cancel a Time-off Request

What the system looks like: Hourly Employee View

12/13/2013 53

What the system looks like: Clocking In/Out with Timestamp – via PC

12/13/2013 54

What the system looks like: Clocking In/Out with Timestamp – via PC cont.

12/13/2013 55

12/13/2013 56

What the system looks like: Viewing a Schedule

12/13/2013 57

What the system looks like: Total Hours Worked – Pay Period Summary

12/13/2013 58

What the system looks like: Total Hours Worked – Per Day

12/13/2013 59

What the system looks like: Approve Timecard – All Employees

12/13/2013 60

What the system looks like: Approve Timecard – All Employees continued

12/13/2013 61

What the system looks like: Approve Timecard – All Employees continued

12/13/2013 62

What the system looks like: Requesting Time Off – My Requests

12/13/2013 63

What the system looks like: Requesting Time Off continued – Calendar View

12/13/2013 64

What the system looks like: Requesting Time Off continued – Current Requests

12/13/2013 65

What the system looks like: Requesting Time Off continued – Calendar Submitted

12/13/2013 66

What the system looks like: Requesting Time Off continued – Pay Codes View

12/13/2013 67

What the system looks like: Requesting Time Off continued – Request Status

12/13/2013 68

What the system looks like: Cancel Time Off Request – All Employees

Questions

Supervisor

• Logging on/off of easyPay (WFC)

• Viewing Timecards

• Editing Timecards

• Managing Exceptions

• Approving Timecards

• Running Reports

• Edit an Absence (Vacation Sick)

What the system looks like: Supervisor – Default View

12/13/2013 70

What the system looks like: Schedule Editor by Employee

What the system looks like: Editing a Timecard – Exception Flags

12/13/2013 72

12/13/2013 73

What the system looks like: Editing a Timecard - Missing Punch

12/13/2013 74

What the system looks like: Editing a Timecard – Managing Exceptions

12/13/2013 75

What the system looks like: Approving Timecards – Pay Period Before Approvals

12/13/2013 76

What the system looks like: Approving Timecards – Pay Period After Approvals

12/13/2013 77

What the system looks like: Running Reports - Reports Interface

12/13/2013 78

What the system looks like: Running Reports - Reports Interface - Timecards

12/13/2013 79

What the system looks like: Running Reports - Time Details

12/13/2013 80

What the system looks like: Running Reports - Touch ID Enrollment

QUESTIONS

• ERP Speakers Bureau Agency Visits - Now

• Sneak Peeks for Directors, Managers & Supervisors - Now

• KPass Online Resources - Now

• Foundation Online Tutorial – Coming soon

• Instructor-led classroom training – Beginning January

• Future online training – Beginning March

Pre-launch Activities

How you can prepare:

Key Takeaways:

• Supervisors should meet with Payroll Liaisons as soon as possible to formalize your internal business processes and ensure efficiencies are in place to meet the new Payroll Central timelines every Payroll Monday

• Supervisor/Manager payroll tasks can no longer be delegated to the Payroll Liaison

• The Personnel Action Form (BC-102) must be submitted to Payroll Central and the information entered into Cyborg before an employee can start work in Broward County

• easyPay automates the same supervisory tasks that you currently perform on paper; promoting payroll efficiencies and streamlined business processes for all

YOUR FEEDBACK IS APPRECIATED HOW ARE WE DOING? TELL US NOW…

FROM THE ENTIRE ERP CHANGE MANAGEMENT AND TRAINING TEAM

THANK YOU! WE APPRECIATE ALL THAT YOU DO

If you have additional questions email:

easyPay@broward.org

Sneak Peeks for Directors, Managers, and Supervisors · Better management of leave and attendance...

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