City of Boise Employee & Supervisor Training

City of Boise Employee & Supervisor Training
Welcome to the City of Boise employee & supervisor training for timecard entry on CyberShift. Timecard Entry (CyberShift) Department - Legal January 2011 City of Boise

Agenda Introduction to User Groups Logging On Dashboard
Calendar Specifics Time Entry Super Time Sheet Time Entry – Civil Court Case Time Card Approval Absence Request Absence Approval Clocks Web Clock Kiosk Web Clock – UTE Standard Bio-Metrics Checking Clock Times Accruals / Balances (viewing) Timecard keeping process / workflow Wrap up Back Up <Cover agenda topics for training> The training provided will cover the following agenda items: Logging On Dashboard Time Entry (Non-Exempt) Time Entry (Exempt) Time Card Approval Absence Request / Approval Clocks Checking Clock Times Accruals / Balances (viewing) Shifts / Rosters View Personnel / other activities Timecard keeping process / workflow January 2011 City of Boise

Introduction to User Groups: What type of user are you
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 The following are user group designations that employees may be a member: CLOCKERS (use clocks to enter time- FLSA Non-exempt / non-Supervisors in Public Works – downtown, Parks, Police, HR, Finance, and Legal) EXEMPT (do not use clocks to enter time FLSA Exempt/non-supervisors in Public Works-downtown, Parks, Police, HR, Finance) SUPERVISORS (Supervisors in Public Works City Hall West, Parks, Police, HR, Mayor, PDS, Fire-non-union) do not use clocks CLOCKERS ND (FLSA Non-Exempt/non-supervisors in Airport, IT, Library, Public Works-City Hall West, Art, Mayor, PDS, Fire-nonunion) EXEMPT ND (FLSA exempt/non-supervisors in Airport, IT, Library, Public Works City hall West, Art, Mayor, PDS, Fire-nonunion) SUPERVISORS ND (Supervisors in Airport, IT, Finance, Library, Public Works City Hall West) LEGAL EXEMPT (FLSA Exempt in Legal) LEGAL EXEMPT SUPERVISOR (FLSA Exempt supervisors in Legal) HR PAYROLL PAYROLL ADMINISTRATOR SYSTEM ADMINISTRATOR 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 January 2011 City of Boise

Logging On Exercise#1: Log into CyberShift Access web link
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 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 January 2011 City of Boise

Dashboard & Layout Default = “Classic” view
Choose Messages <Discuss the different zones> Selection area: provides options on who, what, dates, ranges, and quick links Selection Area The Selection area lets you pick the criteria you want to use to perform a WFM3G management task. Using a Who, What, and When approach; you indicate who you want to perform a task for, what task you want to perform and for what time period. The options in the Selection area may vary based on your system setup, which is defined by your organization. Who: Identify “who” will be affected by the actions taken. When logged in as an employee, the default selection is “Me”. Other options may be shown based on your system configuration and role assignment (employee, supervisor, etc.). Me: The person logged in. My Team: If you have employees assigned to you, this option allows you to perform an action on the entire team. Employee Group: An employee group is a collection of payroll numbers that are grouped together because they are related for time and attendance purposes. If you have an employee group assigned to you, this option will allow you to perform an action on the entire group. What: Select the task you want to perform, such as entering an absence request, or entering time. From and To: Specify the date range for information you want to retrieve or modify. Once all criteria have been defined, click the Go button to run your query. Note: Shortcuts, located at the bottom of the Selection area provide a quick way for you to launch a task that you perform on a regular basis, instead of selecting the task from the What list. Shortcuts may vary based on your system setup. Dashboard area: This area is where updates and messages appear Dashboard The Dashboard is an area to the right of the Selection area. It provides space to view details eliminating the need to open or close additional windows. For example, when you click View Accruals from the What list, the Accrual details for the selected date ranges will display in the Dashboard Work Area: Time cards, balances, and other action items like absence requests are managed in this area Work Area The Work area displays the detail fields you need to complete based on the information you entered in the Who, What, and From/To fields. The Work area window opens below the Selection area and is dynamic. This means that the displayed information changes depending on the What item selected. Enter Time Enter Criteria January 2011 City of Boise

Calendar Specifics: Example #1
Enter From & To dates to set range or single date Set range example #2: 1: Click on mini calendar for From: 2: Click on mini calendar for To: There are multiple ways to set up dates and ranges for the calendar. Example #1: Enter From and To dates to set the range or to set a single date. Example #2: First, click on mini calendar for From then select day in calendar Second, click on mini calendar for To and select day in calendar to set the range. Example #3: Click on start date and drag with mouse across calendar to end date to set a range You also can select individual or single day dates by selecting a day in the calendar or choosing the today option in the drop down field. Note: The drop down field also gives you the ability to select a time duration from current day to some point in time in terms of weeks, months, or pay periods either forwards or backwards in time. Set range example #3: Click on start date & drag to end date You can select today for setting single date or choose a day on calendar for single dates January 2011 City of Boise

Actions & Codes – Overview
Description WRK W Worked CPE Comp Time Earned OT Overtime OTS Overtime Straight Reg Regular Pay ABP ADM Admin Leave with pay BRL Bereavement Leave CPT Comp Time Taken FLT Floating Holiday HOL Holiday JUR Jury Duty MTL Military Leave SL Sick Leave VAC Vacation Day VPT Vacation Taken ReTaxed BNS MLG Mileage Reimbursement BRK LUN Lunch 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 *Actions & codes are key elements to timecard entry There are multiple codes for each action selected; here are some of the basics to start with. January 2011 City of Boise

Actions & Codes in use To use actions and codes in a timesheet, you:
#1 select the action #2 select the code To use actions and codes within a timesheet, you first select the action then click on the magnifying glass to bring up code options. Search or cycle through the pages to find the code you are after for that action. #2 Select code type #1 Select Action type *click on magnifying glasses will display in dashboard area! January 2011 City of Boise

Super Time Sheet Unique timesheet not all groups will use
Work Order Exercise: Click magnifying glass to view options Search if can’t find Select work order Entering time on the Use Super Timesheet allows you to record time worked and allocate it to projects, tasks, roles, and /or grades. To enter time on the Use Super Timesheet, perform the following steps: Select Me in the Who list. Choose Use Super Timesheet from the What list. Enter or select the desired date or date range in the From and To fields. Click the Go button. The Use Super Timesheet window is displayed: To make an adjustment to the displayed hours, click in the cell you wish to adjust and key in the adjusted hours. If reconciling an unexpected absence (leaving early), change the system generated unpaid code (UNP – LE_ to the associated code and type for this absence. To add a row, click in the select column to select the row, and click the Add Row Below button. A new row will be added. Complete the appropriate fields for the adjustment required. Once you have completed all required adjustments, click the Save All button to save your time. They system automatically applies the correct pay rules to the time that you entered and adjusts the totals accordingly. Note: The options displayed above may vary depending on your system setup. 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 January 2011 City of Boise

Super Time Sheet – Civil Court Case
Optional Exercise: Civil Court Task Select for Work Order Choose desired case in Civil Court field Choose task desired in task field Enter hours worked in REG field Apply changes Add a row below Choose 1106 for Service Unit Choose 1106 –Auto for project Repeat steps as needed for adding additional cases & apply changes / save Optional Exercise: Civil Court Task Select for Work Order Choose desired case in Civil Court field Choose task desired in task field Enter hours worked in REG field Apply changes Add a row below Choose 1106 for Service Unit Choose 1106 –Auto for project Repeat steps as needed for adding additional cases & apply changes / save January 2011 City of Boise

Time Card Approval (Supervisors view)
You can filter by criteria Supervisors can view by team or by individual by selecting item from Who list. To view payroll and approve, select view payroll summary from what list There are several options to approve; one to approval all at once, other to approve each individually. Supervisors can drill down to individual details by clicking on the team member’s name. Supervisors can also use the filter function to get access to more information from a filtered point of view. approvals To drill down click name 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!! January 2011 City of Boise

Absence Request Schedule Absence (T) – used by non-exempts
Requesting an Absence A key feature of WFM3G is the ability to modify your regular work schedule if you need to be absent. Typically, you request the time off from your immediate supervisor before taking the time. WFM3G provides two types of absence requests: Absence Request (D). A request for a number of hours (duration) of time off from the normal work schedule. For example, you could request three hours off from a normal eight-hour schedule. Absence Request (T). A request for a specific time period (range) off from the normal work schedule. For example, you could request time off from 8:00 AM to 12:00 PM. Note: Before you request an absence, it is important to ensure that you have sufficient hours available for the request. Checking your calendar allows you to make sure that previously scheduled events or temporary changes do not conflict with your request. To check your calendar you will click the View Calendar button. To request an Absence, perform the following steps: Select Me in the Who list. Choose Request Absence (D) from the What list. Enter or select the desired date or date range from the calendar in the From and To fields. Click the Go button. The absence request window displays in the Work Area. Use the Absence Type dropdown list to choose Paid or Unpaid by clicking on your selection. Select the Absence Code by clicking the drop-down list and choosing the code that pertains to the absence request. Click the Full Day Absence box if you are requesting a day off (complete schedule). If this box is checked, then the Duration field is automatically disabled (grayed-out). Enter any additional information about the absence request in the optional Reason field. Click the Request Absence button to submit your request for approval. A confirmation message displays: If you do not have a sufficient accrual balance, a warning message displays: To schedule an Absence Request (T) you will follow the same steps as previously noted, however, instead of entering hours in the duration field, you will enter an actual time range. Note: Prior to submitting the request, it is good practice to check your absence accrual balance and your calendar to ensure sufficient hours/days are available and that the request will not conflict with any previous requests. Schedule Absence (T) – used by non-exempts Schedule Absence (D) – used by exempts Time will not Show Immediately 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 January 2011 City of Boise

Absence Approval (Supervisor view)
Requests & timecard messages will show here Supervisors can view their messages to see absence requests. By clicking on the message, supervisors can quickly review the request and either approve or reject the request. The employee would get a corresponding message as to the result of the supervisors decision. 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 Time will not Show Immediately January 2011 City of Boise

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

Web Clock Kiosk 1 2 3 4 Open your web browser.
*Click through the warning if hit 1 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 2 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 3 4 January 2011 City of Boise

Web Clock (UWI) Optional Exercise: Lunch Punch Access web link
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 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 Web Clock Entering time using the Web Clock lets you record time worked during your schedule or record hours worked on a task, in real time. Similar to a stopwatch, you clock “on” when you start work and then clock “off” when you are finished. The hours are recorded, along with other information that corresponds to the time worked in a schedule or on a specific task. In the Selection area, perform the following steps: Select Me in the Who list. Choose Web Clock from the What list. Click the Go button. The Web Clock displays the last recorded transaction by default. Click the Clock On button to indicate that you have started working. A confirmation message displays: Click the OK button to start the timer and the following screen is displayed: Note: You may need to change the cost center/position. To change the cost center/position, perform the following steps: Click on the Change Position button. The following window appears: Select the appropriate Cost Center for this task. Click on the magnifying glass to display a pick list. The selection in this field determines what is displayed in the list of available Positions. Select the appropriate Position for this task. Click on the magnifying glass to display the pick list. Click the CP Swipe button to record the Cost Center/Position change. The following message displays: Click the OK button to confirm the Cost Center/Position swipe. The following screen displays: Optional Exercise: Lunch Punch January 2011 City of Boise

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

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: 3rd Floor Break Room 2nd Floor Custodial Lead Hall Basement Break Room Baggage Office Inflight SRE-Airfield Break Room January 2011 City of Boise

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

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

Timecard Keeping Process Workflow
TIMECARDS ARE DUE BY MONDAY 10:00 AM TO YOUR SUPERVISORS Employees The new bi-weekly pay process begins by the employee filling out their time sheet by either IVR, web, or the physical clock swipe. Absence requests also can be performed by these options. Timecards / time sheets are due to employee supervisors by Monday at 10:00 AM. Supervisors Review the employee(s) time sheets, requests, and either approves or rejects / denies the timesheets and/or absence requests. A cycle of review will exist until the timesheet is finalized. Timecards / time sheets are due to City payroll by Tuesday 5:00PM. Payroll Office Processes the payroll records, maintains and updates as needed. Paychecks are distributed every two weeks. New pay period starts every 2 weeks. TIMECARDS ARE DUE BY TUESDAY 5:00 PM TO PAYROLL January 2011 City of Boise

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 January 2011 City of Boise

Back up Time In Detail Labor Distribution January 2011 City of Boise

Time Entry – Enter Time in Detail (Non-Exempt)
Select Employee or team Select view desired Select date range Click Go to retrieve data Select date 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 Time Entry Options Entering time is similar to using a paper timesheet and requires that you know the number of hours you worked. With WFM3G, you enter time according to your individual requirements. For example, you may be required to enter time daily, weekly or monthly. Regardless of how often you enter time, you always need to provide date information to the application. WFM3G provides many different ways to enter your time transactions. Depending on your department and your job, the city has the following options available: Enter Time in Duration (total number of hours for schedule). Enter Time Labor Distribution (used for exempts) Use Super Timesheet (project tracking). Clock Via UWI Web Clock or Web Kiosk (virtual time clock entry via PC). Exercise Lunch Punch: In time card, add row select Action BRK Select code LUN Save & log off Back to Web Clock UWI January 2011 City of Boise

Time Entry – Labor Distribution Timecard (Exempt)
Hours auto populate based on shift / schedule assigned. Set action and code as needed Only need to modify hours if different from shift / schedule Time entry for most exempt employees is performed using the Labor distribution timecard. Some departments may also use the Super Timecard to enter time depending on their specific needs. 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 January 2011 City of Boise

City of Boise Employee & Supervisor Training

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