April 24, Fermilab Time & Effort Reporting - Information Meeting

April 24, Fermilab Time & Effort Reporting  Agenda What is it? What is it? Why are we doing this? Why are we doing this? When will it be implemented? When will it be implemented? What is expected of me? What is expected of me? Next Steps? Next Steps? Questions? Questions?

April 24, Fermilab Time & Effort Reporting  What is it? Web-based system to automate time and attendance reporting and approval for all lab employees Web-based system to automate time and attendance reporting and approval for all lab employees Effort Reporting, Time Sheets & Leave Sheets all to use a single source of entryEffort Reporting, Time Sheets & Leave Sheets all to use a single source of entry Employees to enter their own timeEmployees to enter their own time Time worked to be reported in actual hours or pro- rata “units”Time worked to be reported in actual hours or pro- rata “units” Time entry and approval to occur on a weekly basisTime entry and approval to occur on a weekly basis Fully integrated with Laboratory’s core financial management systems (Oracle & PeopleSoft) Fully integrated with Laboratory’s core financial management systems (Oracle & PeopleSoft)

April 24, Fermilab Time & Effort Reporting  Why are we doing this? Modernizing our financial management systems Modernizing our financial management systems Replacing 35+ year old manual processesReplacing 35+ year old manual processes Eliminating numerous redundant stand-alone systemsEliminating numerous redundant stand-alone systems Resolving several audit control issuesResolving several audit control issues

April 24, Fermilab Time & Effort Reporting  Why are we doing this? Streamlining operations and reporting Streamlining operations and reporting Automating time entry and approvalAutomating time entry and approval Eliminating duplicate effort associated with creating and feeding individual labor tracking systemsEliminating duplicate effort associated with creating and feeding individual labor tracking systems Standardizing processes and reportingStandardizing processes and reporting Preparing ourselves for future projects Preparing ourselves for future projects

April 24, Fermilab Time & Effort Reporting  When will it be implemented? Sections (BSS, ESH, FESS, FIN, WDRS) and the Directorate:Sections (BSS, ESH, FESS, FIN, WDRS) and the Directorate: Monthly employees cut-over in Nov ’07 - ~250 employees Monthly employees cut-over in Nov ’07 - ~250 employees Weekly employees to cut-over in 1Q CY10 - ~260 employees Weekly employees to cut-over in 1Q CY10 - ~260 employees TD monthly employees cut-over in 1Q CY09 - ~120 employeesTD monthly employees cut-over in 1Q CY09 - ~120 employees CD monthly employees to cut-over in 2Q CY09 - ~270 employeesCD monthly employees to cut-over in 2Q CY09 - ~270 employees PPD monthly employees to cut-over in 3Q CY09 - ~300 employeesPPD monthly employees to cut-over in 3Q CY09 - ~300 employees AD monthly employees to cut-over in 4Q CY09 - ~280 employeesAD monthly employees to cut-over in 4Q CY09 - ~280 employees Division weekly and union employees to cut-over in 4Q CY09 and 1Q CY10 - ~450 employeesDivision weekly and union employees to cut-over in 4Q CY09 and 1Q CY10 - ~450 employees

April 24, Fermilab Time & Effort Reporting  What is expected of me? CBT training in May 2009 CBT training in May 2009 Web-based tutorial and certification examWeb-based tutorial and certification exam Need to pass in order to get user-id/passwordNeed to pass in order to get user-id/password Required for all employeesRequired for all employees Complete by May 22, 2009Complete by May 22, 2009 Hands-on classroom training required for all approvers and timekeepers in May and June 2009 Hands-on classroom training required for all approvers and timekeepers in May and June 2009 All employees required to enter their own time on a weekly basis All employees required to enter their own time on a weekly basis

April 24, Fermilab Time & Effort Reporting  Next Steps? with link to CBT training from your Division Office with link to CBT training from your Division Office Web-based tutorial and certification examWeb-based tutorial and certification exam Need to pass in order to get user-id/passwordNeed to pass in order to get user-id/password Create a “practice” timecard in test database Create a “practice” timecard in test database Hands-on classroom training required for all approvers and timekeepers Hands-on classroom training required for all approvers and timekeepers Begin entering time & effort the week of June 1, 2009 Begin entering time & effort the week of June 1, 2009

April 24, Fermilab Time & Effort Reporting Questions?