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4 Day Work Week Setup Instructions

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Manager Self Service NEW DISD 4 Day Work Week Setup

DISD 4 Day Work Week Setup screen will open up and list all employees for whom you have been designated in Oracle as the Timecard Approver. Once you begin the setup process, you may exit at any time, however, your employees will not be set up until you complete all 4 screens. If you exit before completing all 4 screens you can return at any time during the enrollment period and changes that you have already saved will still be on the screens.

Changes will be effective for the duration of the 4 day work week period. At the end of the period the employees’ records will be updated with the start and end times and lunch deductions that were in their records prior to the 4 day work week. If an assignment change is entered for an employee with an effective date after the 4 day work week begins, start and end times and lunch deductions entered for the new assignment will replace the 4 day setups and will not be touched when the 4 day work week period ends.

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Screen 1:

There are 3 options for selecting the employees who will be working the 4 day work week:

Option 1: The department/campus is not participating.

a) You do not need to make any changes to employee records. b) Click on the “Exit” button and leave the setup screens.

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Option 2: Everyone in the department/campus is participating.

a) Click on the box that says “Mark All Yes.” b) Click on the “Save” button to save your selection.

c) You will receive a Confirmation stating that “Your changes have been successfully

updated.” You will receive this screen each time you save your entries. d) Click on the box that says “Click to Continue” and this will take you back to Screen 1.

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e) You can view the total number of employees who will be included in the 4 day work week and the number who will be excluded at the bottom of the screen under Employee Selection.

f) Click on the button that says “Next” to move to the next screen.

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Option 3: Some employees will be on a 4 day work week while others will remain on the 5 day work week.

a) The default is already “No.” To select individual employees, click in the box after the employee’s name that says “Mark Selection.”

b) If you have a large number of employees who will be working 4 days you can click on the box that says “Mark All Yes” and then click the individual employees who will not participate to remove the check mark.

c) Save your selections.

d) You will receive a Confirmation stating that “Your changes have been successfully

updated.” e) Click on the box that says “Click to Continue” and this will take you back to Screen 1. f) All of your employees are still listed but the employees who are not participating in the

4 day work week have now been moved to the bottom of the list. g) You can view the total number of employees who will be included in the 4 day work

week and the number who will be excluded at the bottom of the screen under Employee Selection.

h) Click on the button that says “Next” to move to the next screen.

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Screen 2: The 4-day workweek schedule has been designated as Monday - Thursday for all participants therefore, the Mon-Thu selection has been defaulted for employees on this screen.

1. All employees who are participating in the 4 day work week will be listed on this screen.

a) You will not be able to make any selections on this screen. b) Click on the “Next” button to move to the next screen.

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Screen 3: This screen includes only the non-exempt employees who will be working the 4 day work week. In order to properly report hours worked for non-exempt employees, it is necessary to know whether they are working at a location where a timeclock will be available for clocking out and back in daily for lunch.

1. The default is “Yes,” there will be a Biometric Clock Available.

a) If all of the employees listed will have a clock available where they can clock out and back in daily you do not need to make any changes.

b) Click on the “Next” button to move to the next screen.

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2. All or some of your employees will not have access to a timeclock in order to clock out and back in for lunch.

a) After the employee’s name, click the box that says “Biometric Clock Available” for each employee who WILL NOT have access to a timeclock.

b) Save your selections. c) You will receive a Confirmation stating that “Your changes have been successfully

updated.” d) Click on the box that says “Click to Continue” and this will take you back to Screen 3. e) You can view the total number of employees who will have a timeclock available and the

number who will not have timeclock available under Clock Selection at the bottom of the screen.

f) Click on the button that says “Next” to move to the next screen.

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Screen 4: On the final screen you need to select the lunch period and start time for all employees who are working the 4 day work week. Based on the information you enter, the setup screen will enter the end time for you once you save your entries. The default is the employee’s current lunch deduction and start time and the end time has already been calculated for a 10-hour work day.

1. No Biometric Clock Access – Non-Exempt Employees

a) Enter changes to Lunch Deductions. The choices are 30 Minutes and 1 Hour. b) Enter changes to Start Time. You must use the format indicated on the screen: HH:MM. c) Select AM or PM. d) Save the changes in this section. e) You will receive a Confirmation stating that “Your changes have been successfully

updated.” f) Click on the box that says “Click to Continue” and this will take you back to Screen 4. g) Changes have been updated on screen and will update in Oracle on the first day of the 4

day work week. i. Start and End Times will be updated. ii. Lunch deductions will be updated.

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2. Biometric Clock Access – Non-Exempt Employees

a) Enter changes to Lunch Deductions. The choices are 30 Minutes and 1 Hour. b) Enter changes to Start Time. You must use the format indicated on the screen: HH:MM. c) Select AM or PM. d) Save the changes in this section. e) You will receive a Confirmation stating that “Your changes have been successfully

updated.” f) Click on the box that says “Click to Continue” and this will take you back to Screen 4. g) Changes have been updated on screen and will update in Oracle on the first day of the 4

day work week. i. Start and End Times will be updated. ii. Lunch deductions will be removed and employees must clock out and back in for

lunch each day during the 4 day work week period.

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3. Biometric Clock Access-Exempt Employees a) Enter changes to Lunch Deductions. The choices are 30 Minutes and 1 Hour. b) Enter changes to Start Time. You must use the format indicated on the screen: HH:MM. c) Select AM or PM. d) Save the changes in this section. e) You will receive a Confirmation stating that “Your changes have been successfully

updated.” f) Click on the box that says “Click to Continue” and this will take you back to Screen 4. g) Changes have been updated on screen and will update in Oracle on the first day of the 4

day work week. h) End Time will be updated. i) Start and End Times will be updated. j) Lunch deductions will be updated.

4. To complete setup of 4 Day Work Week click on the Exit button at the bottom of Screen 4.

********Be sure to run the 4 Day Work Week Listing Report to review a complete list of all employees setup on the 4 Day Work

Week Schedule. *******

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4 Day Work Week Listing Report

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DISD OTL Approve Timecards XXX Requests Run

1. Click OK on the Submit a New Request window to run a Single Request

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2. Select DISD 4 Day Work Week Listing using the LOV for the Name field then Click OK.

3. Click Submit

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Once you submit your request, the Requests window opens and provides you with

the current status of your request and the request ID number.

4. Please go to your Email and click on the Excel attachment to view the Employee schedule

information you have updated in the DISD 4 day workweek Setup.

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5. View Output