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

January 2011 City of Boise 1

City of Boise Employee & Supervisor Training

Timecard Entry (CyberShift)

Department – HR

City of Boise 2January 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


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


Logging OnTo 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 email 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


Dashboard & LayoutDefault = “Classic” view

Choose Messages

Enter Time

Enter Criteria


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 #1Enter From & To dates to set range or single date


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

Action Code 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

*Actions & codes are key elements to timecard entry


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


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


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 neededOnly need to modify hours if different from shift / schedule


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


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


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


Absence Approval (Supervisor view)

Exercise# 10: Approve / deny absenceSelect “who” = employee or click on message link to requestSelect “what” = view messagesSupervisors- check messages, & approve or denySave

Requests & timecard messages will show here


Clocks

UWI – Web Clock Web Kiosk Standard Bio-Metrics


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


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 Kiosk1

2

3

4

*Click through the warning if hit


Standard Clocks

Badges required to use Supplemental training coming Locations will vary with department


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


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


Accruals / Balances (viewing)

Exercise #15: View Accruals Select “me” in Who list Select “View Accruals” from What list or in shortcuts Click Go


Timecard Keeping Process Workflow

Bi-WeeklyPay

ProcessCycle

New Pay periodstarts every 2weeks

Employees

Enter hoursmake requestsSubmit forapproval

City Payroll Service

Payroll records updated/ maintainedDisburses paychecksevery 2 weeks

JanuaryMon Tue Wed

1 2 3

8 9 10

Supervisors

Review hours / requestsapprove or deny hours andabsence requestsSubmit to payroll service

TIMECARDS ARE DUE BY MONDAY 10:00 AMTO YOUR SUPERVISORS

TIMECARDS ARE DUE BY TUESDAY 5:00 PMTO PAYROLL


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

http://www.cityofboise.org/ERPVision2020/FAQ/page61213.aspx

Documents

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