Timer and Labor SelfService Train the Trainer

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State of ConnecticutCore-CT Project Time and
Labor Employee Self Service Train-the-Trainer Re
vised 05/30/05
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Getting Started
Welcome

• Welcome to the Time and Labor Employee Self
  Service Course!
• Instructor introduction
• Participant introduction
• Training Facility Orientation
• Ground rules
• Parking Lot

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Objectives
Welcome

• In this training, we will specifically focus on
  the following processes
• Entering Time (Employee Self Service)
• Approving Time
• Viewing Payable Time
• Managing Exceptions
• Use Core-CT as a tool in supporting these
  processes
• Utilize Core-CT functionality to maximize your
  efficiency

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Agenda
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Agenda
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Training Tools
Welcome

• In this training session, we use tools created
  specifically for this course.
• Presentation
• We use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT
• Exercises
• We developed exercises that enable you to
  practice the skills you learn in each module
• Training Database
• The functionality in our database mirrors the
  Core-CT production environment closely, though
  changes may be made prior to go-live
• Significant changes made after training will be
  communicated to you
• Data is loaded into the Core-CT training database
  to help you learn how to use Core-CT, not to
  reflect a specific agencys transactions
• You can make mistakes and experiment without
  consequence

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Training Tools
Welcome

• We also use a web-based help system during this
  class. This tool is available to you after
  go-live.
• Web Learning Assistant
• Web-based tool that provides help and detailed
  information for specific Core-CT job functions
• Contains concepts, procedures, flows, and a
  glossary
• The WLA is your primary reference tool (now and
  once Core-CT goes live)
• The WLA will evolve with Core-CT. As
  functionality changes, so will the content in the
  WLA
• Lets walk-through the tool together now
• WLA Browse Path Core-CT Time and Labor gt Self
  Service gt Concepts gt Time and Labor Employee
  Self Service Concepts

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Training Tools
Welcome

• Job Aids are available to reinforce the
  information introduced in this course. Job Aids
  summarize key information and outline critical
  processes in Core-CT.
• General Job Aids
• Module Specific Job Aids
• Reporting Job Aids

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Core-CT Navigation
Welcome

• Together we will practice the skills you learned
  in the Core-CT Navigation Tutorial.
• Universal Navigation Header
• Activity Log in and use the Universal Navigation
  Header to sign off Core-CT
• Left-Hand Navigation Menu
• Activity Use the Left-Hand Navigation Menu to
  step through the various levels of the directory
  structure

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Time and Labor Basics - Words to Know

• Time Reporter
• an employee whose time is reported and
  generated in Core-CT
• Exception Time Reporting
• reporting updates only to auto-populated
  scheduled time
• Positive Time Reporter
• reporting total number of hours worked each day
  (no scheduled time)

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Time and Labor Basics - Words to Know

• Time Administration
• a batch program that validates and converts
  reported and/or scheduled time into payable time
  ready for payroll
• Payable Time time that is ready to be
  collected by payroll
• Exception
• time that is unable to be collected by payroll
  until corrected

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Agenda
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Overview
Employee Enter Time

• Time Labor Self Service allows employees to
  enter their own time into Core-CT.
• Employees access Core-CT via their own login and
  password
• Employees enter their time either on a positive
  or exception basis
• Employees view their leave accrual balances on
  their online time entry page

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Process Flow
Employee Enter Time
Yes
No
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Key Points
Employee Enter Time

• When self entering time, remember the following
• Exception time reporting only report
  changes/updates to their scheduled time
• Positive time reporting report all time worked
  (no schedules are assigned to these employees)
• Leave balances displayed on the Weekly Elapsed
  Time page are not updated real time
• If exceptions are generated from your reported
  time, Time and Labor or Payroll may require your
  assistance in resolving the exception
• Time needs to be reported, validated, cleared
  from exceptions, and approved before it can
  become payable time

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Walk-through and Exercise
Employee Enter Time

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Enter Time logging in as an exception
  self service employee
• Scenario Enter Time logging in as a positive
  self service employee
• Scenario Report time for working an Off day
  instead of a scheduled day
• Remember to
• Utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Knowledge Check
Employee Enter Time

• Answer the following questions
• List the four steps necessary for reported time
  to become payable time
• What is the difference between a positive time
  reporting and exception time reporting?

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Agenda
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Overview
Supervisor Approve Time

• Time Labor Self Service allows supervisors to
  approve their employees time.
• Verify that the employee has reported time in an
  appropriate manner
• Ability to approve or disapprove employees time

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Process Flow
Supervisor Approve Time
Yes
No
Approve Time
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Key Points
Supervisor Approve Time

• When approving time, remember the following
• Time associated to an exception is not available
  for approval until the exception is cleared (use
  the payable time pages to view these pending
  exceptions)
• If one portion of time entered generates an
  error, all time entered on that day is in error
• Supervisors have access to approve all employees
  in their group
• Supervisors may have access to employees that are
  not under their direct supervision

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Key Points
Supervisor Approve Time

• When approving time, remember the following
• Once time is approved, its status changes to
  Ready for Payroll
• To unapprove time, the timekeeper must update the
  time on the Weekly Elapsed Time page
• If time is not approved, then the time will not
  be sent to payroll

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Walk-through and Exercise
Supervisor Approve Time

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Approve time for an employee view
  details of employees time
• Scenario Approve time for a group of employees
• Remember to
• Utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Knowledge Check
Supervisor Approve Time

• Answer the following questions
• How can a supervisor track an employees time and
  monitor time not ready for approval due to an
  exception?
• What happens if the supervisor does not approve
  time for an employee?
• Whose time can a supervisor approve?

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Agenda
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Agenda
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Overview
View Payable Time

• Time Labor Self Service allows users to view
  payable time.
• Assists users in monitoring the status of payable
  time
• Allows users to view pending exceptions
• Enables users to view payable time either in a
  summary or detailed form

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Process Flow
View Payable Time
Yes
View Payable Time
No
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Key Points
View Payable Time

• When viewing payable time, remember the
  following
• The payable status is current as of the most
  recent Time Administration process run
• Only time that is clear from exceptions is
  displayed on the Payable Time pages
• Time with pending exceptions can be viewed using
  the Pending Exceptions button
• Time with a status of Needs Approval is not
  loaded to Payroll

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Walk-through and Exercise
View Payable Time

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario View payable time detail using the
  online pages
• Scenario View payable time summary using the
  online pages
• Remember to
• Utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Knowledge Check
View Payable Time

• Answer the following questions
• When do the payable time pages get refreshed?
• What happens to time that was reported and
  validated but does not display directly on the
  payable time pages?

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Agenda
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Overview
Managing Exceptions

• Core-CT provides a way for you to manage the
  exceptions generated by the Time Administration
  process.
• Provides for the monitoring of exceptions
• Allows for the correction of exceptions

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Process Flow
Managing Exceptions
Manage Exceptions
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Key Points
Managing Exceptions

• When managing exceptions, remember the following
• Communication between Time and Labor, Payroll,
  and Human Resources may be necessary to correct
  the exception
• Exceptions corrected through the Weekly Elapsed
  Time page do not become effective until they are
  processed through the Time Administration process
• Priority levels assigned to exceptions determine
  if the exception needs to be corrected (and/or
  allowed) before that time becomes payable time
• If one portion of time generates an error, all
  time reported for that day is in error
• For allowable exceptions, you must revisit the
  Weekly Elapsed Time page and set the Override
  Reason Code field to Allow

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Walk-through and Exercise
Managing Exceptions

• Lets log-in to Core-CT.
• We will walk-through the process together
• Scenario View Group exceptions
• Scenario Correct Ariannas exception
• WLA Path Core-CT Time and Labor gt Processing
  Time gt Data Entry Procedures gt Managing
  Exceptions
• Remember
• Utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Knowledge Check
Managing Exceptions

• Answer the following questions
• When are exceptions displayed on the Manage
  Exceptions pages?
• What two things need to occur in order for your
  exceptions to clear?

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Agenda
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Conclusion

• Wrapping up the Time and Labor Employee Self
  Service course
• Summary of completed course objectives
• Entering Time (Employee Self Service)
• Approving Time
• Viewing Payable Time
• Managing Exceptions
• Final Questions
• Complete the course evaluation forms

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Sandbox Goals / Action Plan / Adjourn

• After this class, Central/Agency users can
• Use the Sandbox environment as a database for
  practice on Core-CT to reinforce what you have
  learned today
• Use all of the exercises completed in class as
  job aids in the Sandbox environment when you
  return to your agencies
• Fill out the Action Plan so you can plan when you
  will utilize the Sandbox and make the commitment
  to do so
• Check out the Core-CT website for information and
  updates!!!
• http//www.core-ct.state.ct.us

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Agenda
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Agenda
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Practice Session

• In this practice session, you will have time to
• Increase your knowledge of the Core-CT system
• Study the course material
• Re-perform exercises using the Core-CT system

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Agenda
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Agenda
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Logistics Training Materials

• Training materials for the Time and Labor
  Employee Self Service course will be delivered to
  the trainers on the Core-CT Home page
• Course Presentation
• Instructor Notes
• Exercises
• Data Sheet
• Back-up Screen Shots

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Logistics Agency Training

• Logistics for agency training
• Limit of 20 trainees per day
• Total of 1 environment one per self service
  agency
• Review and follow technical requirements for
  system setup

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Next Steps

• Trainer Skills Session
• Develop training skills
• Practice training delivery
• Self Service Practice
• Practice training

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Question and Answer

• Questions?