1 Team Leader TKS Job Aid

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4 Objectives Analyze reports Modify, add, and delete series Generate reports Approve timecards Reset passwords Understand your role

5 Understanding TKS and your role Understand the importance Understand your responsibility Understand the procedures Learn how to login as a supervisor

6 The Importance of TKS for Supervisors Why is TKS Important? –Payroll for hourly employees –Billing information for the client –Financial information for management (complete reporting information) Why do Agents use TKS? –Used to log their worked hours Why do Managers use TKS? –Fix errors –Identify improvement opportunities

7 The Importance of TKS for Supervisors - continued What should I focus on to ensure accuracy? –Activity codes –Adjustment codes –Forms Keep in mind the TKS cutoff time –Ask your manager or HR for the cutoff time in your site –Pay discrepancy = unhappy employees System time delays –The Time Card Approval System receives all of its information from TKS and People Soft –Changes in People Soft can take up to 72 hours to load into TKS –Once loaded into TKS it can take up to another 72 hours to load other systems such as Digital Solutions

8 Your Responsibilities Verify that the times are correct and the activity codes are in the correct order Make any changes that are needed in the Time Card Approval system Any corrections that are made to a series automatically approves it Check TKS reports and systems (Phone login and Logout when available)

9 Procedures for checking TKS Run TKS daily Run a time card report for your team –Verify the employee’s TKS is correct –Check the Lunch and Break lengths –Ensure that all codes are in the right order Whatever punch is before the Lunch entry or the Out entry is what these 2 punches will take on 3 day window to correct TKS If not corrected must ask your Manager

10 Accessing a database Enter

11 Log In Enter User ID and Password –ALL CAPS Password –Asterisks will not change

12 Changing Your Own Password Main Menu: F1 F5

13 Running a TKS Report Main Menu: 2 - Reports 1 - Time Card Reports 1 - Time Card Report 1 - Regular Time Card Report

14 Running a TKS Report - Continued Specify the Follow: Date Project Group Location

15 Running a TKS Report - Continued Device options: Screen Attachment Printer

16 Approve Time Cards During the Approval process you have the following options: Approve Modify Delete Skip Quit

17 Minute Conversion Table (100th of 1 hour) Minute Hundredth of Minute MinuteHundredth of Minute

18 Approve Time Cards Main Menu: 6 – Utilities 1 – Time Card Adjustments 7 – Time Card Approval Menu 1 – Approval Screen

19 Approve Time Cards - Continued If you are approving Time Cards for someone else, then you will need to Enter the PS Team ID for that Supervisor. If agents are not reporting to the correct Manager in PeopleSoft they will not appear in the Time Card Approval System

20 Approve Time Cards - Continued Review, press, and then Approve Rickie Dufrane F1

21 Modify Time Cards Rickie Dufrane F3

22 Modify Time Cards - Continued TYPE CODE TIME CATEGORY ACTIVITY CODE Rickie Dufrane

23 Deleting a Series F5

24 Manual Adjustments Modify Add Delete

25 Modify, add, and delete series Main Menu: 6 - Utilities 1 - Time Card Adjustments

26 Modifying a Series Employee ID Date that the series number exists on –One series automatically populate –Multiple series required to enter the series number Press the ENTER key at the “Is This OK “ prompt. A box displaying all of the punches for the selected employee and the selected series number will appear F Rickie Dufrane

27 Modifying a Series - Continued Select the appropriate punch Edit the appropriate fields F7

28 Add a Series Main Menu: 6 - Utilities 1 - Time Card Adjustments 2 - Add Entire New Series

29 Add a Series - Continued Enter Employee ID Enter Date Enter Project ID

30 Add a Series - Continued Edit the appropriate fields

31 Delete a Series Main Menu: 6 - Utilities 1 - Time Card Adjustments 3 - Delete Entire Existing Series

32 Delete a Series - Continued F5

33 Generate Reports Save Time Identify Errors Identify Exceptions Validate Data Identify Trends

34 Time Card Error Reports Serious or Warning –Eliminate pay impacting errors Examples –Daily hours > 20 –Hours > expected –Long lunch –Incomplete series Run daily after TKS corrections

35 Time Card Error Reports - Continued Main Menu: 2 – Reports 5 – Misc Reports 1 – Time Card Error Report 1 – Regular Time Card Report

36 Time Card Error Reports - Continued Enter appropriate information Specify SW for Error Level

37 Located in the Time Card Approval Menu is the Time Card Approval report. This report may be run at any time and will display all the Series that have been approved or not approved, who approved them, the date and time they were approved, the Agent’s Supervisor and the Supervisor’s Manager. To Access the Time Card Approval Report choose the following from the Main Menu: 6 – Utilities 1 – Time Card Adjustments 7 – Time Card Approval Menu 2 – Time Card Approval Report Time Card Approval Report

38 Time Card Approval Report - Continued

39 Analyze reports for coaching and/or improvement opportunities Next we will look at a variety of reports that will help you manage your agents: Time Card Inquiry Time Card Reports No Lunch Reports Long Shift Reports Exception Reports Team Listing

40 MAIN MENU: 2 - REPORTS 1 - TIME CARD REPORTS 1 - TIME CARD REPORT 1 - REGULAR TIME CARD REPORT Enter Appropriate Date Enter Appropriate Project Enter Appropriate Group Enter Appropriate Location TIME CARD REPORTS - Group

41 TIME CARD REPORTS - Agent MAIN MENU: 2 - REPORTS 1 - TIME CARD REPORTS 1 - TIME CARD REPORT 2 - SELECTED TIME CARD REPORT Enter Appropriate Date Enter Appropriate Employee ID(s)

42 Main Menu: 2 - REPORTS 9 - SHIFT REPORTS 2 - NO LUNCH IN SHIFT REPORTS Enter Appropriate Dates Enter Appropriate Project Enter Appropriate Group Enter Appropriate Location Enter Daily Shift Length Target (7.5) No Lunch Report

43 Long Shift Report Main Menu: 2 - REPORTS 9 - SHIFT REPORTS 1 - LONG SHIFT Enter Appropriate Date Enter Appropriate Project Enter Appropriate Group Enter Appropriate Location Enter Daily Shift Length Target (13hrs)

44 Exception Reports Use to analyze team activity Breaks Lunch All coded activity

45 Main Menu: 2 - Reports 5 - Misc Reports 3 - Activity Exception Report Enter Appropriate Project Enter Appropriate Group Break Activity Code (26 or 27) Exception only = Y Expected hours =.50 Enter Appropriate Date Enter Appropriate Location Exception Reports - Break

46 Main Menu: 2 - Reports 5 - Misc Reports 3 - Activity Exception Report Enter Appropriate Project Enter Appropriate Group Break Activity Code (99) Exception only = Y Expected hours =.50 Enter Appropriate Date Enter Appropriate Location Exception Reports - Lunch

47 Main Menu: 3 - Listings 5 - Employee File Listing Enter Appropriate Project Enter Appropriate Group Enter Appropriate Location Choose A FOR ACTIVE Team Listing

48 Agent Maintenance Agent Password Reset Assigning Agents To A Group/Team Making Changes to an Agent’s Project

49 Password Reset To view and reset an Agent’s password from Main menu go to 5 - Employee Maintenance Menu and press enter. Select 4 - Reset Employee Password and press enter.

50 Password Reset - Continued Enter the Employee ID and press enter. Note: The password will be reset to the default, which is the Agent’s Employee Id minus the first number.

51 Instructions For Assigning Agents (Individual) To A Group/Team Main Menu: 5 - Employee Maintenance Menu 2 -Employee Maintenance Group 1 - Select Employee Maintenance Group Enter Employee ID Enter Group Enter Group name Enter Project Code and whether you are in production or training Press F7 to Save

52 Instructions For Assigning Agents (Whole Group) To A Group/Team Main Menu: 5 - Employee Maintenance Menu 2 - Employee Maintenance Group 2 - Selected Employee Group Change Enter Employee Numbers for All Agents Tab To “Move Employees To Group” and Enter Your Group/Team Name F7 To Save

53 Instructions For Assigning Agents To A Group/Team Printing off Group/team assignments

54 Making Changes to an Agent’s Project SPECIAL ACCESS REQUIRED Main Menu: 5 - Employee Maintenance Menu 3 – Employee Maintenance – Projects 1 – Employee Maintenance - Projects

55 Making Changes to an Agent’s Project - Continued Enter the agent’s Employee Id

56 Making Changes to an Agent’s Project - Continued Modify Projects codes except for the first field Overwrite existing codes, or add new project codes as needed Press F7 to save changes

57 Digital Time Card – Time Clock Application…for Agents Help your team with TKS issues Web site : webtks.cmg.convergys.com/golf

58 Close the Browser Important: Use the “Close Browser” tab to exit the system Do Not use the close window “X”

59 Digital Time Card – Time Clock Application…for Agents All Project Activities are displayed Saved punches are displayed Time cards will display for up to 14 days Message Board will display tips and important messages

60 US Agents only Lunch Pop up

61 Frequently Asked Questions Options tab

62 Things for agents to remember At log in the Remember Me box will keep you logged in for 10 hours. At log in make sure their own name appears before making a punch. Agents should view their time cards daily to ensure accuracy. A series is a total of the time that includes an “in” and “out” punch. Team leads can reset agent passwords. Agents can view their timecards for up to 14 day. Tips and messages will display in the left corner on the message board. The “Close Browser” Tab will close TKS and release agent log in data. Closing the window by clicking will not release agent log in

63 Changing Passwords Options tab

64 Thank you for participating Reminder: By launching this course an assessment has been assigned to you in the PDC. In order to receive credit for this course please complete the assessment located in the PDC.