January 2011 City of Boise 1 City of Boise Employee & Supervisor Training Timecard Entry (CyberShift) Department – HR
Jan 12, 2016
January 2011 City of Boise 1
City of Boise Employee & Supervisor Training
Timecard Entry (CyberShift)
Department – HR
City of Boise 2January 2011
Agenda Introduction to User Groups Logging On Dashboard Calendar Specifics Time Entry (Non-Exempt) Time Entry (Exempt) Time Card Approval Absence Request / Approval Clocks
Web Clock – UTE Web Clock Kiosk Standard Bio-Metrics
Checking Clock Times Accruals / Balances (viewing) Shifts / Rosters View Personnel / other activities Timecard keeping process / workflow Wrap up
City of Boise 3January 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 Boise 4January 2011
Logging OnTo 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. 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
Exercise#1: Log into CyberShift Access web link Enter Client ID, User Name, & Password Log off
City of Boise 5January 2011
Dashboard & LayoutDefault = “Classic” view
Choose Messages
Enter Time
Enter Criteria
City of Boise 6January 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 #1Enter From & To dates to set range or single date
City of Boise 7January 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
Action Code Description
WRK W Worked
CPE Comp Time Earned
OT Overtime
OTS Overtime Straight
Reg Regular Pay
------------ --------- ------------------------------------
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
------------ --------- ------------------------------------
BNS MLG Mileage Reimbursement
------------ --------- ------------------------------------
BRK LUN Lunch
*Actions & codes are key elements to timecard entry
City of Boise 8January 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 Boise 9January 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
City of Boise 10January 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 neededOnly need to modify hours if different from shift / schedule
City of Boise 11January 2011
Super Time Sheet
Optional 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
City of Boise 12January 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 Boise 13January 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
City of Boise 14January 2011
Absence Approval (Supervisor view)
Exercise# 10: Approve / deny absenceSelect “who” = employee or click on message link to requestSelect “what” = view messagesSupervisors- check messages, & approve or denySave
Requests & timecard messages will show here
City of Boise 15January 2011
Clocks
UWI – Web Clock Web Kiosk Standard Bio-Metrics
City of Boise 16January 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
City of Boise 17January 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 Kiosk1
2
3
4
*Click through the warning if hit
City of Boise 18January 2011
Standard Clocks
Badges required to use Supplemental training coming Locations will vary with department
City of Boise 19January 2011
Biometrics based clocks
Overview / Do’s & Don’ts 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: 3rd Floor Break Room 2nd Floor Custodial Lead Hall Basement Break Room Baggage Office Inflight SRE-Airfield Break Room
City of Boise 20January 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 Boise 21January 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 Boise 22January 2011
Timecard Keeping Process Workflow
Bi-WeeklyPay
ProcessCycle
New Pay periodstarts every 2weeks
Employees
Enter hoursmake requestsSubmit forapproval
City Payroll Service
Payroll records updated/ maintainedDisburses paychecksevery 2 weeks
JanuaryMon Tue Wed
1 2 3
8 9 10
Supervisors
Review hours / requestsapprove or deny hours andabsence requestsSubmit to payroll service
TIMECARDS ARE DUE BY MONDAY 10:00 AMTO YOUR SUPERVISORS
TIMECARDS ARE DUE BY TUESDAY 5:00 PMTO PAYROLL
City of Boise 23January 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 page
http://www.cityofboise.org/ERPVision2020/FAQ/page61213.aspx