January 2011City of Boise 1 City of Boise Employee & Supervisor Training Timecard Entry (CyberShift) Department – HR

City of Boise2 January 2011 Agenda Introduction to User Groups Logging On Dashboard Calendar Specifics Time Entry (Non-Exempt) Time Entry (Exempt) Time Card Approval Absence Request / Approval Clocks  Web Clock – UTE  Web Clock Kiosk  Standard  Bio-Metrics Checking Clock Times Accruals / Balances (viewing) Shifts / Rosters View Personnel / other activities Timecard keeping process / workflow Wrap up

City of Boise3 January 2011 Introduction to User Groups: What type of user are you ? Clocks / No Clocks? USER GROUPS who use physical clocks  No access to PCs  Position or role does not provide access normally USER GROUPS who do not use clocks  Exempt Personnel  Supervisors All of Airport personnel will clock in using one of these methods:  Biometric clock  Web log on UWI clock  Web Kiosk clock Supervisors can exist across both flavors exempt & non-exempt Some groups are specialized due to department requirements  Specific training to be conducted at depart levels

City of Boise4 January 2011 Logging On To log on to WFM3G, perform the following steps: Open your web browser. Enter the web address or URL provided to you by your System Administrator. The login window displays: Enter the unique Client Id in the Client Id field. Note: Your System Administrator will give this unique code to you. Enter your User Name in the User Name field. This field is case sensitive. Enter your Password in the Password field. This field is case sensitive. Note: If you have forgotten your password, click the Forgot Password? link (if enabled) and provide the required information. An will be sent to you with a random, safe password that you will be required to change upon initial login. Click the Login button. The main workspace window will display To log off- click “log off” button in upper right corner Exercise#1: Log into CyberShift  Access web link  Enter Client ID, User Name, & Password  Log off

City of Boise5 January 2011 Dashboard & Layout Default = “Classic” view Choose Messages Enter Time Enter Criteria

City of Boise6 January 2011 Calendar Specifics: Set range example #3: Click on start date & drag to end date Set range example #2: 1: Click on mini calendar for From: 2: Click on mini calendar for To: You can select today for setting single date or choose a day on calendar for single dates Example #1 Enter From & To dates to set range or single date

City of Boise7 January 2011 Actions & Codes – Overview Common use codes Each Action has a corresponding list of codes:  Action list: 11 known action types  WRK, ABP, ABU, OFF, BNS, UNP, BNK, BRK, JOB, WTH, ENT  List may change over time Many codes to memorize- will be scrubbed over time ***Stick with the common codes- learn others over time ActionCodeDescription WRKWWorked CPEComp Time Earned OTOvertime OTSOvertime Straight RegRegular Pay ABPADMAdmin Leave with pay BRLBereavement Leave CPTComp Time Taken FLTFloating Holiday HOLHoliday JURJury Duty MTLMilitary Leave SLSick Leave VACVacation Day VPTVacation Taken ReTaxed BNSMLGMileage Reimbursement BRKLUNLunch *Actions & codes are key elements to timecard entry

City of Boise8 January 2011 Actions & Codes in use *click on magnifying glasses will display in dashboard area! To use actions and codes in a timesheet, you:  #1 select the action  #2 select the code #1 Select Action type #2 Select code type

City of Boise9 January 2011 Time Entry – Enter Time in Detail (Non-Exempt) Exercise #2: Enter Time  Enter “me” on Who: field  Select timecard from What field: (Enter Time in Detail / Super Time Sheet)  Click Go!  Enter all criteria, time & date information, actions, codes  Save Select Employee or team Select view desired Select date range Click Go to retrieve data Select date

City of Boise10 January 2011 Time Entry – Labor Distribution Timecard (Exempt) Exercise# 3: Enter Time  Enter “me” on Who: field  Select timecard from What field: (Enter Time in Detail / Labor Distribution / Super Time Sheet)  Click Go  Enter date and time information, actions, codes  Save Hours auto populate based on shift / schedule assigned. Set action and code as needed Only need to modify hours if different from shift / schedule

City of Boise11 January 2011 Super Time Sheet Optional Exercise #4: Enter time in super timesheet  Enter “me” on Who: field  Select timecard from What field: Super Time Sheet  Click Go!  Enter time & date information; actions, codes, add rows, or other criteria; view clock data  Save all / apply changes Unique timesheet not all groups will use

City of Boise12 January 2011 Time Card Approval (Supervisors view) Exercise # 5: View Team  Select “who” = my team  Select “what” = View payroll Summary Exercise #6: View employee  Click on employee name to drill down & view Exercise #7: Make a change  Select person in who  Drill down on name  Modify & save Exercise # 8: Approve time / payroll  Select “who” = my team/ “what” = View payroll Summary  Click go or approve all or select approval for each employee & Save!! You can filter by criteria approvals To drill down click name

City of Boise13 January 2011 Absence Request Exercise# 9: Schedule / Request absence  Select “who” = me  Select “what” = Schedule Absence (T) or (D) to request  Choose / enter day or date ranges criteria, and verify availability  Submit- supervisors will get request message and approve or deny Schedule Absence (T) – used by non-exempts Schedule Absence (D) – used by exempts

City of Boise14 January 2011 Absence Approval (Supervisor view)  Exercise# 10: Approve / deny absence  Select “who” = employee or click on message link to request  Select “what” = view messages  Supervisors- check messages, & approve or deny  Save Requests & timecard messages will show here

City of Boise15 January 2011 Clocks UWI – Web Clock Web Kiosk Standard Bio-Metrics

City of Boise16 January 2011 Web Clock (UWI) Exercise #11: Clock on using web clock  Select “me” in Who list  Select “Web Clock” from What list  Click Go  Click “Clock On” to swipe  Log off Select Employee or team Select view desired Select date range Click Go to retrieve data Select date Access web link Enter Client ID, User Name, password

City of Boise17 January 2011 Open your web browser. Enter the web address or URL provided to you by your System Administrator. The login window displays: Enter the unique Client Id in the Client Id field. Enter your User Name in the User Name field. Enter your Password in the Password field. This field is case sensitive. Click the Login button. The main workspace window will display To log off- click red “log out” button Exercise#12: Clock in w/ Web Kiosk  Access web link  Enter Client ID, User Name, & Password  “Swipe” by clicking on Clock On button  Click OK to clock on  Log off Web Clock Kiosk *Click through the warning if hit

City of Boise18 January 2011 Standard Clocks Badges required to use Supplemental training coming Locations will vary with department

City of Boise19 January 2011 Biometrics based clocks Overview / Do’s & Don’ts  3 fingers are recorded / scanned to system  No wet, dirty, fingers  Do not press hard  You can enter employee ID#  No badges required at Airport Biometric stations Airport Locations:  3 rd Floor Break Room  2 nd Floor Custodial Lead Hall  Basement Break Room  Baggage Office  Inflight  SRE-Airfield Break Room

City of Boise20 January 2011 Viewing Clock Data & Payroll Summary (from web) Exercise #14: view Payroll Summary  Select “me” in Who list  Select “Payroll Summary” from What list  Click Go Exercise #13: view clock data  Select “me” in Who list  Select “View Clock Data” from What list  Click Go

City of Boise21 January 2011 Accruals / Balances (viewing) Exercise #15: View Accruals  Select “me” in Who list  Select “View Accruals” from What list or in shortcuts  Click Go

City of Boise22 January 2011 Timecard Keeping Process Workflow TIMECARDS ARE DUE BY MONDAY 10:00 AM TO YOUR SUPERVISORS TIMECARDS ARE DUE BY TUESDAY 5:00 PM TO PAYROLL

City of Boise23 January 2011 Wrap Up Know your user group type (clock used y/n?) Practice during dual entry periods (expectation is to use) Follow up with payroll admin / supervisors as needed Know your target go live dates! Send questions / feedback to FAQ page page