Campus Time and Scheduling Tools for Managers and Employees Scott Mowery – Tracy Inc. Monday, October 22, 2018

Introduction This session will cover scheduling campus events, notifying and signing up employees for work schedules and tracking actual time worked. Scheduling including Position Based Scheduling Event Tracking Self Service and Job Swapping with Mobile Access Employee Notifications using TWILIO Overtime Equalization

Position Based Scheduling Why would you want to have scheduling and time tracking in two separate systems? For locations that need to maintain staffing levels, Position Based Scheduling is a perfect fit. Jobs may be defined and then employees are assigned to those jobs. The system will automatically schedule people if they have the correct qualifications. This is a great solution for scheduling at places like your foodservice operation or a hospital type of environment.

Self Service and Job Swapping Instead of having employees always having to come to a manager, they can do many things themselves. Self Service Functions Request time off Post shifts for swap that they do not want to work See available qualified jobs they may pick up Review Schedules Review Hours Worked Job Swapping Employees may be limited based on their employee type Supervisor approval may be required to post or accept new jobs

Event Tracking Create 1-time or recurring events and staffing them with qualified employees. Set up Sign up boards for employees to volunteer for events based on their qualifications. Set priority sign up for selected critical employees. Staff all event employees automatically. Access the Live event dashboard to see employee status.

Student Work Study Award Tracking Do you have problems capturing and reporting on the time that a student works that goes towards their Federal Work Study Award? Capture time worked in real time instead of after the fact. Stop students from working when their Work Study Award is exhausted. Give timely and accurate reports to the people responsible for work study award tracking. Keep everyone informed on how much each student has to start and remaining at any time.

Real Time Interfaces to Banner It is critical to any system that all of the data is accurate and up to date. Automated interfaces are the best way to keep everything in sync. Determine your “system of record” which for most data would be Banner. Triggers make everything work in “Real-Time”.

Mobile Computing Tablets and smart phones are everywhere. Why not use that to your advantage? Mobile access to schedules, time worked and interactions between staff and management fills a need. Employees and staff can use any mobile device and a web browser. Enhances any system by giving options for users to choose from. Opens up the possibilities for how your employees do their jobs.

Mobile Employee Self Service – Home and Call-In

Mobile Employee Self Service - Preferences

Mobile Employee Self Service - Preferences

Mobile Employee Self Service - Preferences

Mobile Employee Self Service – No Work Preferences

Mobile Employee Self Service – Hours and Options

Mobile Employee Self Service - Schedules

Event Sign-ups

TWILIO and OT Equalization

UltraTime Enterprise Software Completely Web based application No client installation necessary Microsoft .NET Architecture Multi-Platform Web Based Software Works with Microsoft Internet Explorer, Apple Safari, Mozilla Firefox and now,Google Chrome SQL database backend Single Sign-On capable Real-time data access Various methods for data acquisition. Time Clocks, Kiosks, Computers, IP Phones (Cisco or others), Web-Enabled devices (like iPhone and iPads)

UltraTime Modules Available Trigger Based Import Module Real-Time Updates to employee information UltraPunch – PC Time Clock Data Collection using Computer Terminals or IP Phones Multiple Positions Position Based Scheduling Automated Email Notification Employee Self Service Benefits Accrual Validation Mobile Event Tracking Student Work Study Hours/Dollars Tracking

Current Higher Education Clients using Tracy Inc Current Higher Education Clients using Tracy Inc. and assorted Payroll/ HR packages Partial list of Tracy Inc.’s Higher Education Clients Berea College Delta College Grand Valley State University Hampton University Iowa State University Michigan State University Northern Michigan University Oakland University Saginaw Valley State University University of the Cumberlands University of Notre Dame Washtenaw Community College

Summary Selecting a time and attendance system is an involved and important process for your institution. With the items that we covered today, you should have additional tools that will help you make whatever system that you select a success. A note about money: A typical time and attendance system will pay for itself within a year or less in time and money saved due to errors, lost time and inaccuracies.

Presenter Information Scott Mowery Tracy Inc. 230 32nd St. SE Grand Rapids, Michigan 49548 616-241-1661 ext. 4335 scottm@tracyinc.com

Closing Thank You for coming