To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 1

Time Sheet TrainingPress the F5 Key to view the Presentation. It may be helpful to have a printed copy of this slide presentation for the practice sessions.

Overview of Training• There are 25 slides and six opportunities for hands on practice in this training. Here’s

a brief overview so you can see where you’re headed:

1. Intro 2. Overview of training3. First things first – are you a “newbie” or an “oldie”?4. Why change?5. What’s new?6. Automatic Pay Period Set-Up7. Hands On8. Automatic Leave Allocation9. Special events and non-routine assignments10. Overtime11. Time Out for a Tip – deleting previous period’s hours12. Hands On13. Time Out for a Tip – using the Zoom feature14. Hand On15. Hands On – taking the timesheet for a test drive16. Printing17. Print – Page Break Preview18. Printing – How to tell if you need to set the Print Area and Margins19. Printing – Selecting the Print Area20. Printing – Setting the Print Area21. Printing – Page Set Up22. Hand On23. Time Out for a Tip – Freezing the Pane24. Hands On25. A few friendly Reminders26. Now It’s up to you.

It may be helpful to have a printed copy of this slide presentation for the practice sessions.

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 2

First things first …

• Are you a golden “oldie” or a shining “newbie”?– If you have never used a previous timesheet, click

here to start learning about this time sheet’s features.

– If you are switching from a previous timesheet, click here to see what’s new and what’s changed.

Slide 3

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 4

Why Change?

• to enhance ease of use,

• to streamline payroll data entry, and

• to reduce chance of error.

• But that part will be up to you.

• You must use the timesheet thoughtfully and recognize what you can and cannot do with an excel timesheet.

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 5

• Automatic Pay Period Set-up

• Automatic Leave Allocation

• Overtime Designation Column

• Special Events and Non-routine Assignments Column

What’s New?

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 6

• All you do is select the start date from a drop down box.

• The time sheet will fill in the rest of the dates and also color in the time period.

Automatic Pay Period Set-up

Hands On

• Try it!– Here’s a simplified version of the time sheet– Click on the button below to try out the start date

feature.

– For this exercise and for the rest of this training session you may find it useful to have printed copies of these slides.

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 7

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 8

Automatic Leave Allocation

– Designate your home center(s) by entering a percent allocation.

– Your leave will automatically be added to your home center totals at the bottom.

For you previous time sheet users, please note that this is a change. You will no longer mingle your leave hours and work hours on the right side of the sheet. Enter your leave hours on the left side as usual. Allocate only your hours worked on the right side. Your leave hours will be automatically added to your work totals at the bottom of the sheet based on your home center allocation percent.

– You’ll get to try this later.

Special Events and Non-Routine Assignments

• Along with your usual programs there will be a couple of columns for other programs and events you may work from time to time. You may designate these by using the drop down box for each column header. We’ll try this one later.

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 10

Overtime• If you work over time on any day, enter your hours under columns

worked, but use the over time column to designate which program should be charged for overtime. We’ll try this later.

When you start a new pay period, highlight each of the areas contained within the dashes and hit the delete key to get rid of last period’s hours. Set your new start date and you’re ready to go. It’s as simple as that!

Time Out for a tip

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 12

Hands On

• Try it!– Here’s a simplified version of the time sheet.– Click on the button below to practice getting rid of the

previous period’s hours.

If you think about it, different tasks call for different screen sizes. Sometimes you need to see the detail. Sometimes you need to see the whole picture. Use the zoom feature on the View menu on the menu bar to manage the screen size.

Time Out for another tip

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 14

Hands On

• Try it!– Here’s a simplified version of the time sheet– Click on the button below to try out the zoom feature.

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 15

• Click on the button above to take it for a spin!– Set the start date– Assign your home department(s).– Take some leave.– Work some over time.– Work a special event.– A red triangle in the worksheet indicates a helpful

comment. Point to it to see what it says.

Ready to try it out?

Hands On

• Normally your timesheet comes to you ready to print. This section of the training covers what to do if you lose your print settings.

• Excel allows you to work in two views under the View Menu on the Menu bar:– Normal View (see right)– Page Break Preview (see right)

• In Page Break Preview the print area is outlined in blue and the rest of the sheet is grayed out.

Printing

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 16

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 17

Printing

Since you will only be working in the print area, it makes sense to just keep your time sheet in Page Break Preview – and use the zoom and the other tips we’ve covered to manage the screen size.

• How do I tell if I need to set the print area and the margins? – If your work sheet looks like this in Page Break Preview with the white

background extending beyond the time sheet and multiple blue lines running through out, then you need to set the print area and margins.

Printing

Printing – Selecting the Print Area

• To set the Print Area:– In Page Break Preview View, highlight just the area of the time sheet

that you need to print.

(recommend that you zoom down to 25% or so to do this.)

Printing – Setting the Print Area

• Choose Set Print Area from the File Menu on the Menu Bar

• Choose Page Setup from the File menu on the menu bar– You will work in the Page tab and the Margins tab.

Use the settings in these two screen shots

Printing – Page Setup

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 21

Printing

• Now your timesheet is ready to print!

• Click on the button to practice printing:

Time out for a third tip – Freezing the Pane

To always keep your column and row headers in view, you can freeze the pane.

To do this, select the cell that’s one column over and one row down from the areas you want to always keep on the screen.(usually these are the column and row headers).

Then select Freeze Pane from the Window Menu.

Hands On

• Now you’ll be able to go anywhere on the time sheet, and the column and row headers will always be in view!

• To unfreeze the frame go back to the Window Menu on the task bar and select Unfreeze Panes.

• Click on the button and slide the window bars to see how this works. Close Excel to come back to this slide.

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 24

A few friendly reminders

There is a technical support number and email addy in the upper right hand corner of the sheet: jwinstead@nfp.org

If your time sheet breaks, please contact Payroll or Jeanne Winstead at 999-9999. They can send you a new one.

Remember little red triangles in the worksheet indicate the presence of a helpful comment – point to them to see what they say.

And finally …

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 25

To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 26

• Remember the time sheet is not fool proof. It is just a tool. As with any tool, correct use and optimal results will depend a lot on your decisions, choices, and good judgment as you apply what you know. Remember that many people depend on you to enter your hours correctly while you keep the timesheet intact.

Thanks, and remember to close PowerPoint when you’re through!

Now it’s up to you