Transcript Supervisor Training Materials

City of Boise Employee &
Supervisor Training
Timecard Entry (CyberShift)
Department - Legal
January 2011
City of Boise
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Agenda
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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
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Web Clock Kiosk
Web Clock – UTE
Standard
Bio-Metrics
Checking Clock Times
Accruals / Balances (viewing)
Timecard keeping process / workflow
Wrap up
Back Up
January 2011
City of Boise
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Introduction to User Groups:
What type of user are you ?
Clocks / No Clocks?
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USER GROUPS who
use physical clocks
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USER GROUPS who do
not use clocks
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Exempt Personnel
Supervisors
All of Airport personnel will clock in using one of these methods:
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No access to PCs
Position or role does
not provide access
normally
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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
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Specific training to be conducted at depart levels
January 2011
City of Boise
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Logging On
To log on to WFM3G, perform the following steps:
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Open your web browser.
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Enter the web address or URL provided to you by
your System Administrator.
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The login window displays:
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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
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Exercise#1: Log into CyberShift
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Access web link
Enter Client ID, User Name, & Password
Log off
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City of Boise
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Dashboard & Layout
Default = “Classic” view
Messages
Choose
Enter Time
Enter Criteria
January 2011
City of Boise
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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:
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
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Actions & Codes – Overview
Action
Code
Description
WRK
W
Worked
CPE
Comp Time Earned
OT
Overtime
OTS
Overtime Straight
Reg
Regular Pay
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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
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BNS
MLG
Mileage Reimbursement
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------------------------------------
BRK
LUN
Lunch
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Common use codes
Each Action has a
corresponding list of
codes:
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Action list:
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11 known action types
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*Actions & codes
are key elements
to timecard entry
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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
City of Boise
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Actions & Codes in use
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To use actions
and codes in a
timesheet, you:
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#1 select the
action
 #2 select the
code
#2 Select
code type
#1 Select
Action type
*click on magnifying
glasses will display
in dashboard area!
January 2011
City of Boise
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Super Time Sheet
Unique timesheet not all
groups will use
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Work Order Exercise:
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Click magnifying
glass to view options
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Search if can’t find
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Select work order
Exercise #4: Enter time in super timesheet
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Enter “me” on Who: field
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Select timecard from What field: Super Time Sheet
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Click Go!
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Enter time & date information; actions, codes, add
rows, or other criteria; view clock data
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Save all / apply changes
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City of Boise
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Super Time Sheet – Civil Court Case
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January 2011
City of Boise
Optional Exercise: Civil Court Task
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Select 11401 for Work Order
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Choose desired case in Civil Court
field
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Choose task desired in task field
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Enter hours worked in REG field
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Apply changes
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Add a row below
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Choose 1106 for Service Unit
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Choose 1106 –Auto for project
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Repeat steps as needed for adding
additional cases & apply changes /
save
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Time Card Approval (Supervisors view)
You can filter by criteria
approvals
To drill down
click name
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Exercise # 5: View Team
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Click on employee name to drill down & view
January 2011
Exercise #7: Make a change
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Select “who” = my team
Select “what” = View payroll Summary
Exercise #6: View employee
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Select person in who
Drill down on name
Modify & save
Exercise # 8: Approve time / payroll
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Select “who” = my team/ “what” = View payroll Summary
Click go or approve all or select approval for each
employee & Save!!
City of Boise
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Absence Request
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Schedule Absence (T) – used by non-exempts
Schedule Absence (D) – used by exempts
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Exercise# 9: Schedule / Request absence
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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
City of Boise
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Absence Approval (Supervisor view)
Requests & timecard
messages will show here
 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
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City of Boise
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Clocks
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Web Kiosk
UWI – Web Clock
Standard
Bio-Metrics
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City of Boise
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Web Clock Kiosk
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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
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*Click through the
warning if hit
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Exercise#12: Clock in w/ Web Kiosk
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Access web link
Enter Client ID, User Name, & Password
“Swipe” by clicking on Clock On button
Click OK to clock on
Log off
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City of Boise
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Web Clock (UWI)
Select Employee or
team
Select view
desired
Select date
range
Select
date
Click Go to retrieve
data
•Access web link
•Enter Client ID, User Name, password
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Exercise #11: Clock on using web clock
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Select “me” in Who list
Select “Web Clock” from What list
Click Go
Click “Clock On” to swipe
Log off
Optional Exercise: Lunch Punch
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City of Boise
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Standard Clocks
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Badges required to use
Supplemental training coming
Locations will vary with department
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City of Boise
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Biometrics based clocks
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Overview / Do’s & Don’ts
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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
January 2011
Airport Locations:
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City of Boise
3rd Floor Break Room
2nd Floor Custodial Lead Hall
Basement Break Room
Baggage Office
Inflight
SRE-Airfield Break Room
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Viewing Clock Data & Payroll Summary
(from web)
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Exercise #13: view clock data
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Select “me” in Who list
Select “View Clock Data” from What list
Click Go
Exercise #14: view Payroll Summary
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Select “me” in Who list
Select “Payroll Summary” from What list
Click Go
January 2011
City of Boise
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Accruals / Balances (viewing)
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Exercise #15: View Accruals
 Select “me” in Who list
 Select “View Accruals” from What list or in shortcuts
 Click Go
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City of Boise
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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
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City of Boise
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Wrap Up
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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
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City of Boise
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Back up
Time In Detail
 Labor Distribution
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City of Boise
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Time Entry – Enter Time in Detail
(Non-Exempt)
Select Employee or team
Select view desired
Select date range
Select date
Click Go to retrieve data
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Exercise #2: Enter Time
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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
Exercise Lunch Punch:
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In time card, add row
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select Action BRK
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Select code LUN
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Save & log off
Back to Web Clock UWI
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City of Boise
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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
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Exercise# 3: Enter Time
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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
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