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

2. 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

3. 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.

4. 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

5. 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.

6. 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.

7. 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”.

8. 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.

9. Mobile Employee Self Service – Home and Call-In

10. Mobile Employee Self Service - Preferences

11. Mobile Employee Self Service - Preferences

12. Mobile Employee Self Service - Preferences

13. Mobile Employee Self Service – No Work Preferences

14. Mobile Employee Self Service – Hours and Options

15. Mobile Employee Self Service - Schedules

16. Event Sign-ups

17. TWILIO and OT Equalization

18. 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)

19. 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 Notification
Employee Self Service
Benefits Accrual Validation
Mobile
Event Tracking
Student Work Study Hours/Dollars Tracking

20. 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

21. 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.

22. Presenter Information
Scott Mowery Tracy Inc nd St. SE Grand Rapids, Michigan ext

23. Closing
Thank You for coming