Transcript Supervisor Training Materials

City of Boise Employee &
Supervisor Training
Timecard Entry (CyberShift)
Department – Public Works
January 2011
City of Boise
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Agenda
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Introduction – Reason for Change
Logging On
Dashboard
Calendar Specifics
Time Entry
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Time Card Approval
Absence Request
Absence Approval
Clocks
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Basics
Common Adjustments
Web Clock Kiosk
Web Clock – UTE
Standard
Bio-Metrics (Airport only)
Checking Clock Times
Accruals / Balances (viewing)
Timecard keeping process / workflow
Wrap up
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Cybershift?
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City of Boise
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Logging On
To log on to Cybershift, 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 “BOISE” in the Client Id field.
Enter your Novel User Name in the User Name field.
This field is case sensitive and should be all small
letters.
Enter your Password in the Password field. Your
initial password is set up as 1234.
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
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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
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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!
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City of Boise
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Common Actions & Codes
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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Super Time Sheet
Enables multi-day entries
for projects
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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 #2: 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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Enter Time in Detail
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Use when adjusting meal
breaks
Exercise #3: Enter time in detail
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Enter “me” on Who: field
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Select timecard from What field: Enter Time in Detail
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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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Correcting missed clock-in
1) Enter shift code by clicking on magnifying glass and entering the same number that appears for that day
normally. You can copy and paste the number from a prior day.
2) Enter the start and stop time. Remember to use leading zeros for numbers less than 10.
3) Select the timesheet line, change action to WRK and code to (W)
4) Enter the start and end time – don’t worry about lunch it will fill it in.
5) Click apply changes
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Changing the lunch taken
1.Remove the check mark on the “Meal Break” by clicking on the check mark.
2.Click on field to the left of the line you want to delete (in this case the BRK)
3.Click on “Delete Row”
4.Apply Changes
5.Save All
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City of Boise
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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 # 4: View Team
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Click on employee name to drill down & view
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Exercise #6: Make a change
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Select “who” = my team
Select “what” = View payroll Summary
Exercise #5: View employee
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Select person in who
Drill down on name
Modify & save
Exercise # 7: 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!!
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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# 8: 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
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Absence Approval (Supervisor view)
Requests & timecard
messages will show here
 Exercise# 9: 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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Clocks
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Web Kiosk
UWI – Web Clock
Standard
Bio-Metrics – used
only by Airport
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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#7: 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 #8: 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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Standard Clocks
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Badges required to use
Supplemental training coming
Locations will vary with department
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Viewing Clock Data & Payroll Summary
(from web)
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Exercise #9: view clock data
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Select “me” in Who list
Select “View Clock Data” from What list
Click Go
Exercise #10: view Payroll Summary
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Select “me” in Who list
Select “Payroll Summary” from What list
Click Go
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City of Boise
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Accruals / Balances (viewing)
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Exercise #11: 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?)
Use STG1 database for “What If” scenario, TST1 for dual
timesheet entry.
Follow up with payroll admin / supervisors as needed
Go live date May 1st!
Send questions / feedback to FAQ page
http://www.cityofboise.org/ERPVision2020/FAQ/page61213.aspx
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