kaba time clocks - combined

Human Capital Management Implementation

Project Sign-Off

Kaba - TimeClocks

Wednesday, July 13, 2016

(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.

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Table of Contents1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DI!GR!M PROVIDING THE BIG PICTURE

PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,

development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS PURPOSE A. Defines scope of the core implementation, based on the related

business process and practitioner community B. Serves as a common denominator for design, development,

testing and training documentation PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and hand-offs within a business process B. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY PURPOSE A. Presents changes to business policies and procedures, resulting

from the implementation B. Serves as the basis for the communication plan, delta training

and other change management initiatives PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training

Teams

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY PURPOSE A. Outlines issues which impact design, development, project

scope and go-live dates

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Table of ContentsB. Presents potential solutions and documents the approach

recommended by the project team C. Serves as the basis for issue discussion and resolution D. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE

PRIMARY USERS

A. Lists major tasks within a business process and denotes the task practitioner

B. Serves as the basis for defining the scope of user acceptance testing and practitioner training

C. Links major tasks and business processes to security roles and user groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiatives E. Serves as the basis for user acceptance testing Practitioners, Communication Team, Training Team, Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the related business process

B. Serves as a common denominator for design, development, testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

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Table of Contents8-HCM Reports/Interfaces/Conversion/Enhancements (RICE) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT PURPOSE A. Identifies custom tables, pages, interfaces and other objects

required to fulfill approved business requirements for each related business process

B. Serves as a common denominator between the requirements gathering and design/development efforts

C. Groups different types of modification elements (tables, pages, etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED

REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering and design/development efforts

B. Associates custom development with an approved business requirement [NOTE: This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY, POLICIES AND PROCEDURES

PURPOSE A. Identifies user groups impacts by future state functionality B. Serves as the basis for pre- and post-go-live communication C. Serves as the basis for delta training

PRIMARY USERS Communication Team, Training Team, Practitioners

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Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A. Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B. Serves as the basis for employee and manager self-service training deliverables

C. Identifies affected user groups by security role PRIMARY USERS Training Team, Practitioners

APPENDIX Job Aids

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HCM Business Process Listing HCM-003-BPR

Kaba - TimeClocks Process Name Track Only?

KA001 - General Time Clock Administration Yes

TL013 - KABA Time Entry Process No

Tuesday, July 12, 2016 Page 1 of 3

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Time and Labor Process Name Track Only?

TL001 - High-Level Time and Labor Flow No

TL002 - Enroll Time Reporter No

TL004 - Report Mass Time (Group) No

TL005 - Prior Period Adjustment No

TL006 - Manage Schedules No

TL007 - Time Administration Process No

TL008 - Setup Configuration Yes

TL009 - TL Post Approval Compliance No

TL010 - Manage Exceptions No

TL011 - Deferred Holiday No

TL012 - WorkFlow (AWE) Request and Time Approval Process No

TL012 - WorkFlow (AWE) Request and Time Approval Process Yes

TL015 - Approval Notification No

TL016 - Evaluate Payable Time No

TL017 - Approve Payable Time No

TL018 - Time and Absence Inputs & Outputs Yes

TL500 - Administer Time and Labor Security Yes

TL600 - AdHoc Reporting Yes

TL999 - Data Conversion Yes


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End of Report


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HCM Business Process Fact Sheet HCM-002-BPR

Kaba - TimeClocks Business Process: KA001 - General Time Clock Administration

Functionality Changes: 1. None

Ownership Changes: 1. ITS will assume the back office architecture administration role that is currently managed by ADP.

2. With OneHCM, Institution Time Clock Administators will have the ability to manage clock configuration for their institution. Currently, this functionality is centralized ONLY.

Issues Not Addressed: 1. None

Issues Addressed: 1. Institution Time Clock Administrators will have decentralized security access under oneHCM to view and manage clock configuration for their institution.

Policy Changes: 1. None

Business Procedures Impacted:1. None

Conversion Approach: 1. None

Historical Data Approach: 1. None

New Forms: 1. None

New Approvals: 1. None


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Kaba - TimeClocks Business Process: TL013 - KABA Time Entry Process

Functionality Changes: 1. Currently, ADP is the time clock solution provider. Under oneHCM, Kaba will provide time clocks for oneHCM.

2. OneHCM employees will be able to request Time Off right from the Kaba clock.

Ownership Changes: 1. None

Issues Not Addressed: 1. None

Issues Addressed: 1. Institutions who use RFID badges will be able to use their current badges to authenticate at the Kaba time clocks.

Policy Changes: 1. None

Business Procedures Impacted:1. None

Conversion Approach: 1. None

Historical Data Approach: 1. None

New Forms: 1. None

New Approvals: 1. None


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HCM Decision Point Fact Sheet HCM-006-DPT

Kaba - TimeClocks Document Status: Complete 548 - Issue: Need to select a vendor for time clocks that will integrate with PeopleSoft HCM.

Final Decision:

Document Details: Integration with an external time collection device or a time clock is an integral piece to a Time and Labor solution. Time clocks can be used to collect the work punch time of employees, collect task level information, enforce schedule restrictions etc.

Oracle has verified integration with some time clock vendors. The advantage of partnering with the time clock vendors with an Oracle verified integration is that there will be a ready made interface supported by both Oracle and the time clock vendor. The time clock vendor will further support any changes that result from upgrades as well. Thus, there are significant advantages for customers to choose time clock vendors that have an Oracle Verified Integration to PeopleSoft Time and Labor.

1. Accu Time Cesium 2. KABA 3. Timelink

Potential Solutions: Kronos is in use at UGA and Georgia Tech. GRU hospital uses API mainly because of scheduling feature but did not implement at GRU because of problems integrating with PeopleSoft.

Recommendation: Grouped setup and design of transactions and approvals.

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 637 - Issue: Will Kaba be able to support multiple identification technologies? Not all institutions use the

same technology for building access or name badges. Final Decision: Kaba time clocks can suppor the following technologies: RFID,

Magnetic Strips & Biometric. Document Details: Will Kaba be able to support multiple identification technologies? Not

all institutions use the same technology for building access or name badges.

Potential Solutions:

Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 638 - Issue: Will employees be able to request leave from the Time Clock?

Final Decision: Yes, Employees will be able to request leave from Kaba. The Leave Request will interface to Absnece Management and the manager will approve the request in PeopleSoft.

Document Details: Will employees be able to request leave from the Time Clock?


Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 681 - Issue: Will Kaba time load in batch at night or more frequently? What technology will be utilized for the

integration? Final Decision: Kaba intergration will be near real time & use XML messaging and

PeopleSoft's integration broker technology Document Details: Will Kaba time load in batch at night or more frequently? What

technology will be utilized for the integration? Potential Solutions:

Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 682 - Issue: Will timeclocks be able to store punches if network connectivity is lost?

Final Decision: Timeclocks will store transactions on the devise if connectivity is disrupted

Document Details: Will timeclocks be able to store punches if network connectivity is lost?


Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 684 - Issue: Will managers be able to approve time in Kaba?

Final Decision: No approvals will take place in Kaba. All approvals will take place in PeopleSoft Time & Labor

Document Details: Will managers be able to approve time in Kaba?


Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 699 - Issue: Can mass updated be done in Kaba or will that functionality be limited to Time and Labor?

Final Decision: Mass updates will not be done in Kaba

Document Details: Can mass updated be done in Kaba or will that functionality be limited to Time and Labor?


Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 714 - Issue: What information/data be interfaced from PeopleSoft into Kaba?

Final Decision: Demographics, schedules & balances wil be interfaced to Kaba

Document Details: What information/data be interfaced from PeopleSoft into Kaba?


Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 715 - Issue: What information/data will be interfaced from Kaba into PeopleSoft?

Final Decision: Kaba will interface all time punches & Absence requests to PeopleSoft

Document Details: What information/data will be interfaced from Kaba into PeopleSoft?


Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 716 - Issue: Will employees have to register their fingerprint each time they transfer institutions or will the

biometric data transfer with them? Final Decision: Employees will only have to register biometric once

Document Details:


Will employees have to register their fingerprint each time they transfer institutions or will the biometric data transfer with them?

Recommendation:

HRAP Impact:

BPM Impact:


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Kaba - TimeClocks Document Status: Complete 717 - Issue: Will employees have to re-register their biometric data if they change from one time keeping

device to another (zone 1 to zone 2)? Final Decision: Employees changing zone/devices will be handled by configuration.

They will not have to re-register Document Details: Will employees have to re-register their biometric data if they change

from one time keeping device to another (zone 1 to zone 2)? Potential Solutions:

Recommendation:

HRAP Impact:

BPM Impact:


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HCM Use Cases HCM-010-TST

Business Process:

Use Case ID Business Process Step Responsibility Role Name

Wednesday, July 13, 2016 Page 1 of 2

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HCM Use Cases HCM-010-TST

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HCM Business Requirements HCM-004-REQ

Kaba - TimeClocks

Business Process Name: KA001 - General Time Clock Administration

Requirement Met By: Third Party Vendor Vendor: TimeClocks

RICE Title: RICE Type:

Req. ID Requirement Summary Requirement Detail

1734 KA001 - 3.2.2.1 - Provide clear installation procedures.

Provide clear installation procedures.

1723 KA001 - 3.2.1.21 - Solution provides messaging capabilities.

Solution provides messaging capabilities with respect to transmission of timestamp data.

1719 KA001 - 3.2.1.18 - Solution provides for scalable time clock memory.

Solution provides for scalable time clock memory.

1717 KA001 - 3.2.1.16 - Solution can store time punches when the network communication is not available.

Solution can store time punches when the network communication is not available.

1730 KA001 - 3.2.1.6 - Solution supports real-time view and grouping for employee activities.

Solution supports real-time view and grouping for employee activities and can access up to the minute information that is not resident to the terminal but are obtained directly from the host application.

1731 KA001 - 3.2.1.7 - Solution includes administrative tools for the colleges\universities to remotely monitor the status of all time clocks under their assigned zone.

Solution includes administrative tools for the colleges\universities to remotely monitor the status of all time clocks under their assigned zone.

1724 KA001 - 3.2.1.22 - Solution provides variable polling rates for timestamp data that is clock independent.

Solution provides variable polling rates for timestamp data that is clock independent.

1715 KA001 - 3.2.1.14 - Solution must support modern networking protocols.

Solution must support Ethernet/TCP/IP, IPV4 & IPV6 connectivity for LAN and WAN Networks with Power over Ethernet (PoE) for network communications.

1726 KA001 - 3.2.1.24 - Solution supports error and message log transmission and storage.

Solution supports error and message log transmission and storage.

1736 KA001 - 3.2.2.3 - Solution includes documentation on device maintenance procedures.

Provide documentation on device maintenance procedures.

1737 KA001 - 3.2.2.4 - Provides ability to push software patches or upgrades to the device remotely.

Provides ability to push software patches or upgrades to the device remotely.


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Kaba - TimeClocks

Business Process Name: KA001 - General Time Clock Administration


RICE Title:

Req. ID Requirement Summary

1738 KA001 - 3.2.2.5 - Supports loss of power to the timeclock.

1739 KA001 - 3.2.2.6 - Supports loss of network connectivity to the timeclock.

1742 KA001 - 3.2.2.7.2 - Support phased deployment of time clock hardware/software.

1744 KA001 - 3.2.2.7.4 - Provide ongoing maintenance, post go-live plus 90 days.

1712 KA001 - 3.2.1.11 - Solution supports SSL encryption.

1732 KA001 - 3.2.1.8 - Solution has an intuitive user interface.

RICE Type:

Requirement Detail

Supports loss of power at the time collection device; ability to function using alternate power supply.

Supports loss of network connectivity to the timeclock.

Support phased deployment of time clock hardware/software.

Provide ongoing maintenance, post go-live plus 90 days.

Solution supports SSL encryption.

Solution has an easy to use, intuitive interface.


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http:3.2.1.11

-


Kaba - TimeClocks

Business Process Name: TL013 KABA Time Entry Process

Requirement Met By: RICE (oneusg) Vendor: TimeClocks

RICE Title: TLINT001 - KABA Time collection Interface


1721 TL013 - 3.2.1.2 - Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management.

1722 TL013 - 3.2.1.20 - Supports transfer codes and account identifiers

1710 TC013 - 3.2.1.1 - Solution supports bi-directional integration and data transfer.

1725 TL013 - 3.2.1.23 - Solution supports messaging and communications for timestamp validation results.

3501 TL013 - TC-018 - KABA interface for employee information

1729 TL013 3.2.1.5 - Solution supports schedule information integration and enforcement.

3500 TL013 - TC-017 - Supports time collection device configuration

RICE Type: Interface

Requirement Detail

Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management.

Solution provides capability to enter transfer codes and/or ancillary account and/or organizational identifiers with time stamps.

Solution supports bi-directional integration and data transfer between time clocks and PeopleSoft Time and Labor.

Solution supports messaging and communications for timestamp validation results.

Solution supports interface to send relevant employee information to time collection device.

Solution supports schedule information integration and enforcement.

Provides configuration options for time collection devices using PeopleSoft HCM data elements.




1728 TL013 - 3.2.1.4 - Solution records employee elapsed time entries vacation, sick, jury duty, holiday.

Solution records employee elapsed time entries vacation, sick, jury duty, holiday.

1718 TL013 - 3.2.1.17 - Support for requesting time off and approving time cards at the clock.

Solution support capability of employee requesting time off via the clock and approving employee time cards from the clock.


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http:3.2.1.23http:3.2.1.20

-


Kaba - TimeClocks

Business Process Name: TL013 KABA Time Entry Process




1716 TL013 - 3.2.1.15 - Prevent users from punching in or out at unauthorized times.

Solution must support punch time restriction to prevent employees from punching in or out at unauthorized times.

1733 TL013 - 3.2.1.9 - Solution supports multi-rate functionality.

Solution supports multi-rate functionality.

1714 TL013 - 3.2.1.13 - Solution must support biometric verification capability.

Solution must support biometric verification capability.

1713 TL013 - 3.2.1.12 - Supports multiple reader options, biometrics, and keypad entry.

Solution must support multiple reader options, such as PIN entry, barcode or magnetic swipe card reader, proximity card reader and biometric hand or finger readers.

1711 TL013 - 3.2.1.10- Supports multi-job and labor transfers.

Solution supports functionality to handle employees with multiple jobs and labor transfers.

1727 TL013 - 3.2.1.3 - Solution records employee punch timestamps clock in, clock out, start break, start meal and transfer.

Solution records employee punch timestamps clock in, clock out, start break, start meal and transfer.


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RICE Inventory HCM-015-RIC

Kaba - TimeClocks

RICE Type: Interface RiceTitle Rice ID Rice Detail PeopleSoft Project

TLINT001 - KABA Time collection Interface

732 Kaba Timeclock Integration. PS HCM functionality will be enhanced to support bi-directional exchange of information with Kaba's timeclock collection devices for

BCOMM FOR PS

time reporting and leave integration.


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RICE Inventory HCM-015-RIC

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RICE Inventory with Requirements HCM-016-RIC Kaba - TimeClocks RICE Type: Interface

RiceTitle Rice ID Rice Detail PeopleSoft Project

TLINT001 - KABA Time collection Interface

732 Kaba Timeclock Integration. PS HCM functionality will be enhanced to support bi-directional exchange of information with Kaba's timeclock collection devices for time reporting and leave integration.

Requirements Information

BCOMM FOR PS


1710

1721

1722 1725

1729

3500 3501

TC013 - 3.2.1.1 - Solution supports bi-directional integration and data transfer. TL013 - 3.2.1.2 - Solution integrates and supports data transfer between time clocks and PeopleSoft Absence Management. TL013 - 3.2.1.20 - Supports transfer codes and account identifiers TL013 - 3.2.1.23 - Solution supports messaging and communications for timestamp validation results. TL013 3.2.1.5 - Solution supports schedule information integration and enforcement. TL013 - TC-017 - Supports time collection device configuration TL013 - TC-018 - KABA interface for employee information


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RICE Inventory with Requirements HCM-016-RIC

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HCM Communication Plan HCM-005-COM

Kaba - TimeClocks KA001 - General Time Clock Administration Groups to Receive Message:

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message:

Banking Benefits Budget Commitment Accounting HR Payroll

Issues Addressed -

1. Institution Time Clock Administrators will have decentralized security access under oneHCM to view and manage clock configuration for their institution.

Ownership Changes -

1. ITS will assume the back office architecture administration role that is currently managed by ADP.

2. With OneHCM, Institution Time Clock Administators will have the ability to manage clock configuration for their institution. Currently, this functionality is centralized ONLY.


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TL013 - KABA Time Entry Process Groups to Receive Message:

Employee Faculty Leadership Manager Practitioner Retiree

Practitioner Teams to Receive Message:

Banking Benefits Budget Commitment Accounting HR Payroll

Functionality Changes -

1. Currently, ADP is the time clock solution provider. Under oneHCM, Kaba will provide time clocks for oneHCM.

2. OneHCM employees will be able to request Time Off right from the Kaba clock.

Issues Addressed -

1. Institutions who use RFID badges will be able to use their current badges to authenticate at the Kaba time clocks.


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End of Report


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HCM Practitioner Training Curriculum HCM-009-TRN

Practitioner Team:

Audience

Business Process:

Use Case ID Business Process Step


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HCM Practitioner Training Curriculum HCM-009-TRN

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00.00-160712-HCM-019-OTH-Sign Off Binder Cover-KABA00.01-Table of Contents_R3-KABA02-160712-HCM-003-BPR-HCM Business Process Listing-KABA04-160712-HCM-002-BPR-HCM Bus Proc Fact Sheet-KABA05-160712-HCM-006-DPT-HCM Decision Points-KABA06-160712-HCM-010-TST-HCM Use Cases-KABA07-160712-HCM-004-REQ-HCM Business Requirements-KABA08-160712-HCM-015-RIC-RICE Inventory-KABA09-160712-HCM-016-RIC-RICE Inventory with Requirements-KABA10-160712-HCM-005_3-COM-HCM Comm Schedule-KABA11-160712-HCM-009-TRN-HCM Practitioner Training Curriculum-KABA

kaba time clocks - combined

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