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HTL500 Day One

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Use the Weekly Elapsed Time page to override an employee's schedule on a short term basis ... Blank timesheets can be generated for employees without schedule ... – PowerPoint PPT presentation

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Title: HTL500 Day One


1
State of ConnecticutCore-CT Project Time and
Labor Processing Day 1
Updated xx/xx/xxxx
2
Getting Started
Welcome
  • Welcome to the Time and Labor Processing Course
  • Instructor introduction
  • Participant introduction
  • Training Facility Orientation
  • Ground rules
  • Parking Lot
  • To participate in this course, you should have
    already completed the following training
  • PeopleSoft Navigation Tutorial
  • HOV100 HRMS Business Process Overview

3
Objectives
Welcome
  • In this training, you will learn to
  • Apply the new Time and Labor processes that you
    learned about in the Overview courses. We will
    specifically focus on the following processes
  • Verifying Time Reporter Set Up
  • Assigning Work Schedule
  • Generating Employee Timesheet
  • Entering Time
  • Use Core-CT as a tool in supporting these
    processes
  • Utilize Core-CT functionality to maximize your
    efficiency

4
Agenda Day One
5
Agenda Day One
6
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

7
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 Time
    and Labor Concepts gt Concepts gt Time and Labor
    Concepts

8
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

9
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

10
Agenda Day One
11
Time and Labor Basics - Words to Know
  • Time Reporter
  • an employee whose time is reported and
    generated in Core-CT
  • 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

12
Time and Labor Basics - Words to Know
  • Workgroup
  • a group of time reporters who have a common set
    of payroll requirements/characteristics
  • Taskgroup
  • group of time reporters with similar time and
    fund reporting requirements
  • agency acronym
  • Time and Labor Group
  • group of employees that have a common set of
    criteria
  • Elapsed Time
  • time that is reported in a single block

13
Time and Labor Basics Process Flow
  • Time and Labor is the module used to capture and
    track employee time.

14
Time and Labor Basics - Pay Calendar
15
Agenda Day One
16
Overview
Verifying Time Reporter Set Up
  • Time Reporter data assists Core-CT in determining
    how the employee will report time and how that
    time will be processed.
  • Human Resources user sets up time reporter data
    during the hire process
  • Once the time reporter data has been set up, the
    Time Reporter becomes active in Time and Labor
  • You must verify the time reporter data

17
Process Flow
Verifying Time Reporter Set Up
Hire Data
This step activates the employee in Time and Labor
Verify Time Reporter Data
18
Key Points
Verifying Time Reporter Set Up
  • When verifying the time reporters data, remember
    the following
  • The Agency Human Resources user performs the
    initial Time Reporter setup
  • The Agency Time and Labor user performs the
    maintenance of the Time Reporter data

19
Walk-through and Exercise
Verifying Time Reporter Set Up
  • Lets log-in to Core-CT.
  • First, we will walk-through the process together
  • Scenario Exercise 1. Janet was hired into the
    Department of Children Families. Verify that
    the information entered by the Human Resources
    user is appropriate for Janet.
  • WLA Path Core-CT Time and Labor gt Setting Up
    Time Reporters gt Data Entry Procedures gt Maintain
    Time Reporter Data
  • On your own, complete exercises 1a. in your
    Exercise packet
  • Remember to utilize the Web Learning Assistant
  • Raise your hand if you need any assistance

20
Knowledge Check
Verifying Time Reporter Set Up
  • Answer the following questions
  • Define a workgroup and taskgroup.
  • How will changes to Time Reporter data be made?

21
Agenda Day One
22
Agenda Day One
23
Overview
Assigning Work Schedule
  • Core-CT provides a way for you to schedule
    employees time.
  • Created by Central Time and Labor
  • Assigned by agencies
  • Used to create payable time
  • Pre-populates the employees timesheet and online
    time entry page with scheduled time

24
Process Flow
Assigning Work Schedule
Schedule Employee Time
25
Key Points
Assigning Work Schedule
  • When assigning employees to schedules, remember
    the following
  • Created by Central Time and Labor. If the
    appropriate work schedule does not exist, Central
    Time and Labor must be notified
  • Assign the appropriate shift to the employee
  • The work schedule and the shift are independent
    of each other
  • Use the Weekly Elapsed Time page to override an
    employees schedule on a short term basis
  • Use the Weekly Elapsed Time page to override an
    employees shift on a short term basis
  • Positive Time Reporters have zero-hours
    schedule assignments

26
Walk-through and Exercise
Assigning Work Schedule
  • Lets log-in to Core-CT.
  • First, we will walk-through the process together
  • Scenario Exercise 2. Janet Greenwood has been
    hired into the Department of Children Families.
    She is an exception time reporter and requires a
    work schedule assignment.
  • Assign Janet to her workgroup's schedule.
  • WLA Path Core-CT Time and Labor gt Setting Up
    Time Reporters gt Data Entry Procedures gt
    Assigning Work Schedules
  • On your own, complete exercises 2a in your
    Exercise packet
  • Remember to utilize the Web Learning Assistant
  • Raise your hand if you need any assistance

27
Knowledge Check
Assigning Work Schedule
  • Answer the following questions
  • Define a positive time reporter
  • What pages can be used to assign a shift to a
    time reporter?
  • How can you perform short term schedule overrides
    for an employee?

28
Agenda Day One
29
Overview
Generating Employee Timesheets
  • Core-CT provides a way for you to generate
    employee timesheets.
  • Prints in either an individual bi-weekly or group
    daily format
  • Pre-populates with scheduled time (for employees
    that have schedule assignments)
  • Allows for documentation of employees worked
    time
  • Informs employees of their leave accruals
    (individual bi-weekly)
  • Allows for manual supervisor signature
    (individual bi-weekly)

30
Process Flow
Generating Employee Timesheets
Generate Employee Timesheet
31
Key Points
Generating Employee Timesheets
  • When generating employee timesheets, remember the
    following
  • Agency time keepers should run the Individual
    Bi-Weekly timesheets every two weeks
  • Time printed on the timesheets reflects the
    employees scheduled time
  • Employees with schedule assignments should be
    informed to only report exceptions to their time
  • Blank timesheets can be generated for employees
    without schedule assignments

32
Walk-through and Exercise
Generating Employee Timesheets
  • Lets log-in to Core-CT.
  • First, we will walk-through the process together
  • Scenario Exercise 3. Use the individual
    biweekly timesheet to report Janets time.

33
Knowledge Check
Generating Employee Timesheets
  • Answer the following questions
  • What is exception time reporting?
  • How many timesheet reports exist in Core-CT?

34
Agenda Day One
35
Agenda Day One
36
Overview
Entering Time
  • Core-CT provides a way for you to capture time
    from your employees.
  • Allows for the input of employees time into
    Core-CT
  • Allows for leave reporting
  • Allows for monitoring of leave balances

37
Process Flow
Entering Time
Enter Time
38
Key Points
Entering Time
  • When entering employees time, remember the
    following
  • Time should be converted to decimals (e.g. 7hrs
    and 45 mins 7.75hrs)
  • Positive time reporters need their total hours
    worked per workday entered into Core-CT
  • Exception time reporters only need to report
    updates to scheduled time
  • Time reported does not become payable time until
    it has been processed through the Time
    Administration process and cleared from exceptions

39
Key Points
Entering Time
  • When entering employees time, remember the
    following
  • Time Reporting Codes to which employees can
    report time are defined by their workgroup
    assignment
  • Use the missing timesheet query to identify which
    employees did not submit their time
  • Online time entry edits are minimal. Detailed
    time validation occurs through the Time
    Administration process

40
Walk-through and Exercise
Entering Time
  • Lets log-in to Core-CT.
  • We will walk-through the process together
  • Scenario Exercise 4. On Friday October 3rd,
    Janet was asked to work 4 evening hours for a
    tardy employee. Janet worked the 4 evening hours
    at another location and should be reimbursed for
    her 7 for meal expense.
  • Enter Janet's worked hours using the Weekly
    Elapsed Time page.
  • WLA Path Core-CT Time and Labor gt Entering Time
    gt Data Entry Procedures gt Entering Weekly Elapsed
    Time

41
Walk-through and Exercise
Entering Time
  • Lets log-in to Core-CT.
  • We will walk-through the process together
  • Scenario Exercise 5. October 13th is Columbus
    Day. Janet was scheduled and did work on the
    holiday.
  • Enter Janet's time appropriately for October
    13th.
  • WLA Path Core-CT Time and Labor gt Entering Time
    gt Data Entry Procedures gt Entering Weekly Elapsed
    Time
  • Remember to
  • Utilize the Web Learning Assistant
  • Raise your hand if you need any assistance

42
Knowledge Check
Entering Time
  • Answer the following questions
  • Why do two search results display for each
    employee on the Weekly Elapsed Time search page?
  • What instances would require adding a row on the
    Weekly Elapsed Time page?

43
Agenda Day One
44
Agenda Day One
45
Summarize Day 1/ QA
Time and Labor Processing Day 1
  • You have successfully completed the following
  • Verifying Time Reporter Set Up
  • Assigning Work Schedule
  • Generating Employee Timesheet
  • Entering Time

46
Challenger Exercise
Day 1
  • Scenario
  • Amy Estes was hired into DCF. She is an exception
    time reporter and is eligible for both weekend
    and shift differential.
  • Verify her Time Reporter data and update the
    Weekend Diff and Shift Diff fields, as necessary.
  • Use the following WLA for assistance
  • Core-CT Time and Labor gt Setting Up Time
    Reporter Data gt Data Entry Procedures gt
    Maintaining Time Reporter Data
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