January 2011City of Boise 1 City of Boise Employee & Supervisor Training Timecard Entry (CyberShift) Department - Legal City of Boise2 January 2011 Agenda 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 Web Clock Kiosk Web Clock UTE Standard Bio-Metrics Checking Clock Times Accruals / Balances (viewing) Timecard keeping process / workflow Wrap up Back Up City of Boise3 January 2011 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 City of Boise4 January 2011 Logging On To 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. Anwill 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 City of Boise5 January 2011 Dashboard & Layout Default = Classic view Choose Messages Enter Time Enter Criteria City of Boise6 January 2011 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 #1 Enter From & To dates to set range or single date City of Boise7 January 2011 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 ActionCodeDescription WRKWWorked CPEComp Time Earned OTOvertime OTSOvertime Straight RegRegular Pay ABPADMAdmin Leave with pay BRLBereavement Leave CPTComp Time Taken FLTFloating Holiday HOLHoliday JURJury Duty MTLMilitary Leave SLSick Leave VACVacation Day VPTVacation Taken ReTaxed BNSMLGMileage Reimbursement BRKLUNLunch *Actions & codes are key elements to timecard entry City of Boise8 January 2011 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 City of Boise9 January 2011 Super Time Sheet 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 Work Order Exercise: Click magnifying glass to view options Search if cant find Select work order City of Boise10 January 2011 Super Time Sheet Civil Court Case Optional Exercise: Civil Court Task Select for Work Order Choose desired case in Civil Court field Choose task desired in task field Enter hours worked in REG field Apply changes Add a row below Choose 1106 for Service Unit Choose 1106 Auto for project Repeat steps as needed for adding additional cases & apply changes / save City of Boise11 January 2011 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 City of Boise12 January 2011 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 Time will not Show Immediately City of Boise13 January 2011 Absence Approval (Supervisor view) 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 Requests & timecard messages will show here Time will not Show Immediately City of Boise14 January 2011 Clocks Web Kiosk UWI Web Clock Standard Bio-Metrics City of Boise15 January 2011 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 Kiosk *Click through the warning if hit City of Boise16 January 2011 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 Optional Exercise: Lunch Punch City of Boise17 January 2011 Standard Clocks Badges required to use Supplemental training coming Locations will vary with department City of Boise18 January 2011 Biometrics based clocks Overview / Dos & Donts 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: 3 rd Floor Break Room 2 nd Floor Custodial Lead Hall Basement Break Room Baggage Office Inflight SRE-Airfield Break Room City of Boise19 January 2011 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 City of Boise20 January 2011 Accruals / Balances (viewing) Exercise #15: View Accruals Select me in Who list Select View Accruals from What list or in shortcuts Click Go City of Boise21 January 2011 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 City of Boise22 January 2011 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 pagepage City of Boise23 January 2011 Back up Time In Detail Labor Distribution City of Boise24 January 2011 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 Exercise Lunch Punch: In time card, add row select Action BRK Select code LUN Save & log off Back to Web Clock UWI City of Boise25 January 2011 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 needed Only need to modify hours if different from shift / schedule