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Time Sheets Go On-Line

Time Sheets Go On-Line. Web Time Entry Cabinet Review July 19, 2006. Agenda - Web Time Entry. Scope – Timesheets & Leave Request Calendars & Approval Process Approvals Setup & Cutoff Dates Order of Employee Groups CLPCCD Roles for Time Entry Process Demonstration of Web Time Entry

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Time Sheets Go On-Line

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  1. Time Sheets Go On-Line Web Time Entry Cabinet Review July 19, 2006

  2. Agenda - Web Time Entry • Scope – Timesheets & Leave Request • Calendars & Approval Process • Approvals Setup & Cutoff Dates • Order of Employee Groups • CLPCCD Roles for Time Entry Process • Demonstration of Web Time Entry • Handling of Exceptions – Proposed Options • CLPCCD Custom Reports Required • Schedules Recommended: Pilot Group & First “GO LIVE”

  3. Calendar and Approval Process • Current Calendar Timesheet (June 16 to July 15) • Current Calendar Payroll (July 1 to July 30) • Need Custom change to Calendar for Web Entry to handle current procedures • Approval Criteria • Salaried employees – exception only input, no approval needed if no exceptions • Hourly employees – need approval to be paid, if no approval then NOT sent to Payroll process • Salaried employees with exception time reported – need approval to handle leave, could be overpaid if no leave balance available

  4. Approvals Setup and Cutoff Dates • HR to maintain “Report To” Organization in Banner – best to use job position vs. person • Concern is accuracy of HR data • Change HR date for Board submission up one week • Large impact when reorgs occur • Cutoff Dates for Timesheet Entry & Approval • Employee – July 15 (cannot enter online after that date) • Manager/Approver – 24 hours after employee cutoff • Types of Entry • Web Time Entry for most employees • Department Timekeeper – not WEB based, Banner

  5. Sample Approval Report

  6. Order of Employee Groups • Group 1 – approx. 394 • Admin (A1 & A2 - 49) • Classified (C1- 292) • Confidential & Supervisory (C3 & C5 - 23) • Regular Hourly Classified (C2 -30) – include due to so many differences ? • Group 2 (count included in group 1) • Need Department Timekeeper like M&O group • Expect very limited usage • Group 3 - approx. 2,242 • Temporary & Professional Specialists On call (C4 – 705) • Student (S1 – 1,527) • Trustees (T1 – 10) • Group 4 & 5 - approx. 1,422 • Faculty - full time tenure (F1 & F2 & F5 – 284) • Faculty – part time adjunct (F4 – 1,138)

  7. Approver Monitor Originator Originator Originator Originator Verifier Proxy Approval Queue - Hierarchy

  8. Web Time Entry Roles • Originator • Enters the time sheet (Another alternative is department entry via Banner) • Can enter comments • Submits the time sheet for approvals • Can not change the time entered after submitting it unless it was returned for correction • The time entry must be done before the web entry time cutoff date

  9. Web Time Entry Roles • Approver/ Final Approver • Verify the time entered by the originator/monitor • Can add or change the time entered • Can return for correction and add comments • Can view the status of all time sheets (within the security access) • Can add/change/approve the time after the data entry cutoff date but should approve the time before scheduled payroll cutoff date

  10. Web Time Entry Roles • Approval Proxy • Proxy assumes the same security restrictions of the approver • Proxy must have the same organization security access as the approver • Proxy records are maintained by the user • The originator (employee) can not assign a proxy • The proxy can be setup for approver or monitor or verifier • The user can have multiple proxies

  11. Web Time Entry Roles • Monitor/Initial Approver • Verify the time that was entered • Can add/change the time entered • Can return for correction and add comments • Can approve only after originator has submitted • Can view the status of time sheets (within the security access) • Can add/change/approve the time after the data entry cutoff date but should approve the time before scheduled payroll cutoff date • Possible FYI approver (this may be a manager that will not hold up a final approver)

  12. Web Time Entry Roles • Verifier/ Acknowledger (FYI) • Verify/ Acknowledge the time that entered • Can not add/change the time entered • Can not return the time sheet for correction • It is not a mandatory step for approval • Can view the status of all time sheets (within the security access) • Can not enter comments • The approver can determine if the verifier completed the time verification

  13. Web Time Entry Roles • Super User • Super user can override the approval routing process • Super users can view more than one department at a time (based on Organization security) • Can add/change/approve the time for all employees that within the security access • Once a super user approves a time sheet the timesheet is in the approved status • More capabilities than manager/approver so should have limited number of Super users • If employee does not submit for approval, Super User only one that can override • Decision needed for determination of super user – approval and/or timesheet input

  14. Summary of Roles

  15. Handling of Exceptions – Proposed Options • Timesheet Corrections for Employees • Before last day approver routes to employee for correction and then approves again • Last day and employee absent • Approver corrects online and inserts comment? • Manual timesheet is signed and given to Payroll? • Current Month Leave Request • Approval process online for Future Request • Issue is Current Month Request • Employee enters leave on timesheet & approved online? (manager concern is no previous authorized request) • Use manual request form or email for authorized request?

  16. Handling of Exceptions – Proposed Options (Cont’d) • Overtime & Comp time Entry • Employee enters hours to unique earn code and Payroll adjusts for 1.5 or 2.0 rate • Evaluate if employee inputs rate in future? • LATE Timesheets to be handled using manual procedures through Payroll • Employee does not submit timesheet for approval • Submit manual timesheet to payroll with signature? • Super User overrides to process timesheet?

  17. Handling of Exceptions – Proposed Options (Cont’d) • Retention online for Timesheet and Leave Viewing by Employee • Recommend 6 months • System data still retained in Banner • Web Time Entry does NOT change if Payroll makes adjustments

  18. Custom Reports Required • No reports or summary screens available in Web Time Entry • Custom Reports identified so far: • “Report To” Organization • Pending Approvals • Overtime & Comp time • Employee Monthly Timesheet • Approved Leave Request

  19. Schedules for Pilot & “Go Live” • Pilot Group • District ITS, Chabot A&R, LPC Business Services • Pilot September Payroll & verify results in October • GO Live • Group 1 & 2 – March 2007 • Training in Nov – April 2006 • Wait 60-90 days before next group • Subcommittee will need to define handling of exceptions for Groups 3 - 5 • Schedules for Groups 3 – 5 to be established in May2007 based on pilot results

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