State of Connecticut Core-CT

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State of ConnecticutCore-CT Time and Labor
Employee Self Service
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Welcome to the Time and Labor Employee Self
Service Course!

• Instructor Introduction
• Agenda
• Participant Introduction
• Training Facility Orientation
• Ground Rules
• Parking Lot

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Your Objectives

• WHAT DO YOU NEED MOST FROM TODAYS
  CLASS?

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Class Agenda

• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Ground Rules

• Cell Phone Vibrate or Off
• Avoid Side Conversations During Demos
• Questions Are Welcome
• What Do You Need to Stay Focused

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Parking Lot

• DURING CLASS, IF I DONT KNOW THE ANSWER TO A
  QUESTION YOU ASK, I WILL NOT GUESS AND POSSIBLY
  GIVE YOU THE WRONG ANSWER.
• INSTEAD
• I WILL WRITE YOUR QUESTION ON MY QUESTION PARKING
  LOT.
• AND
• AFTER CLASS, ILL ASK SOMEONE WHO KNOWS THE
  ANSWER.
• THEN
• I WILL SEND THE ANSWER TO YOU.

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Training Tools

• We will use tools created specifically for Self
  Service Employees.
• Presentation
• We use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT
• Rapid Builder Exercises
• We use step-by-step instructional exercises to
  enable you to learn and practice the correct way
  to use the Employee Self Service system
• Go-Live Labs
• After we go-live with the new Employee Self
  Service system, you can come to one of these labs
  to enter, view and submit your information with a
  trainers assistance

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Training Tools

• 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
• They are located at this Core-CT link
• http//www.core-ct.state.ct.us/hr/time_and_labor/D
  efault.htm

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Self Service Navigation Paths

• Enter Time
• Self Service gt Time Reporting gt Report Time gt
  Timesheet
• View Time
• Self Service gt Time Reporting gt View Time gt
  Payable Time Summary
• Or
• Self Service gt Time Reporting gt View Time gt
  Payable Time Detail
• View Exceptions and Entering Comments
• Self Service gt Time Reporting gt Report Time gt
  Timesheet gt Reported Time Status (link)
• View Personal Information
• Self Service gt Personal Information gt Personal
  Information Summary

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Time and Labor Basics - Words to Know

• Time Reporter
• An employee who reports and submits their time
  in Core-CT
• Exception Time Reporter
• Only reports time that is an exception to their
  Timesheets defaulted schedule, such as updating
  8 REG to 8 VAC
• Positive Time Reporter
• Reports total number of hours worked each day
  (no scheduled time)

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Time and Labor Basics - Words to Know

• TRC Time Reporting Code that identifies
  the type of reported time, such as
  REG is Regular time and OVT is Overtime
• Time Administration
• Core-CT overnight process that validates and
  converts reported and/or scheduled time into
  payable time ready for payroll
• Payable Time Validated and Approved time
  that is ready to be collected by payroll
• Exception
• Invalid time that is unable to be collected by
  payroll until corrected

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Class Agenda

• Enter Time Exception Time Reporter
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Overview - Employee Entering 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 Timesheet page

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Process Flow - Employee Entering Time
Yes
No
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Key Points - Entering Time

• When entering time, remember the following
• Exception time reporting Schedule is assigned
  only exceptions to the defaulted schedule are
  entered, such as REG to VAC
• Leave balances displayed on the Timesheet are
  updated real time
• 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 Exception Employee
Enter Time

• Step-by-Step Demonstration.
• First, we will walk-through the process together
• Scenario Enter Time as an Exception self
  service employee

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Entering Time (Exception Employee)
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Review - Entering Time Exception Employee

• When entering time, remember the following
• Only enter updates to your Timesheets defaulted
  schedule
• Timesheet leave balances are updated real time
• Time needs to be reported, validated, cleared
  from exceptions and approved before it can become
  payable time

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Class Agenda

• Enter Time Positive Time Reporter
• View Payable Time Summary
• Manage Exceptions
• Morning Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Process Flow - Employee Entering Time
Yes
No
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Key Points - Entering Time Positive Employee

• When entering time, remember the following
• Positive time reporting No schedules are
  assigned Positively must report all time to get
  paid for all time
• Leave balances displayed on the Timesheet are
  updated real time
• 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 Positive Employee
Enter Time

• Step-by-Step Demonstration.
• First, we will walk-through the process together
• Scenario Enter Time as a positive self service
  employee

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Review - Entering Time Positive Employee

• When entering time, remember the following
• Report all time on your Timesheet
• Timesheet leave balances are updated real time
• Time needs to be reported, validated, cleared
  from exceptions and approved before it can become
  payable time

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Entering Time - Knowledge Check

• Answer the following questions
• What four steps are necessary for reported time
  to become payable time?
• What is the difference between positive time
  reporting and exception time reporting?
• What must both Exception and Positive time
  reporters do for Time Admin to process their
  Timesheet?

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Class Agenda

• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Morning Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Overview - View Payable Time

• Time Labor Self Service allows you to view
  payable time.
• View Payable Times Status
• View each TRCs total hours summary
• View Override Rate, Claim Number and Chartfield
  information

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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
• Exceptions can be viewed on the Timesheet
• Time with a status of Needs Approval is not
  loaded to Payroll

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Walk-through and Exercise - View Payable Time

• Step-by-Step Demonstration.
• First, we will walk-through the process together
• Scenario View Payable Time Summary

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Review - Viewing 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 and has
  run through the Time Administration process
  displays on the Payable Time pages
• All entered time, including updates, must be
  valid and approved to be collected during
  Payrolls Wednesday night biweekly process
• Only time with a status of Goes to Payroll is
  ready to be loaded to Payroll
• You can view each TRCs Payable Times Status,
  total hours summary, Override Rate, Claim Number
  and Combo Code information
• Summary is 7 days and Details is 31 days view
  (unless linked from Summary)

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Knowledge Check - Viewing Payable Time

• Answer the following questions
• When does time appear on the Payable Time pages?
• You can view Combo Code information on which tab?
• How many days does Payable Time Summary display?
• How many days does Payable Time Details display
  when linked from Payable Time Summary?

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Class Agenda

• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Morning Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Overview - Managing Exceptions

• Core-CT provides a way for you to manage the
  exceptions generated by the Time Administration
  process.
• An Exception is an invalid entry on a Timesheet,
  such as exceeding a SFAM annual limit
• One Exception will block out that entire days
  entries, such as 6 REG and 2 SFAM
• An Exception was entered on the Timesheet and
  must be corrected on the Timesheet
• All Self Service Employees can locate and
  correct Exceptions on their Timesheet

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Process Flow - Managing 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 Timesheet page
  do not become effective until they are processed
  through the Time Administration process
• Most exceptions can be located and corrected
  directly on the Timesheet
• If one portion of time generates an error, all
  time reported for that day is in error

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Walk-through and Exercise - Managing Exceptions

• Step-by-Step Demonstration.
• First, we will walk-through the process together
• Scenario Locate and Correct Exceptions on the
  Timesheet

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Review - Managing Exceptions

• When managing Exceptions, remember the following
• Exceptions are entered on the Timesheet and must
  be corrected or deleted from the Timesheet to
  clear the Exception
• Exceptions can be viewed on the Timesheets
  Reported Time Status link
• One Exception will block that entire day from
  processing
• Corrected Exceptions must process through the
  Time Admin process to clear

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Knowledge Check - Managing Exceptions

• Answer the following questions
• When are Exceptions displayed on the Timesheet?
• What two things need to occur in order for
  Exceptions to clear?
• What Timesheet link do you click to view
  Exceptions?

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Class Agenda

• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Class Agenda

• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Overview Entering Comments

• Core-CT provides a way for you to document and
  view information on the Timesheet, such as why a
  TRC was changed.
• The Timesheet Comments icon is located in the
  Reported Time Status link on the Timesheet
• You can enter up to 32,000 characters per line
  for a Comment
• You can add unlimited rows for a Comment if
  32,000 characters is not enough
• You can not delete a Comment once it is saved
• You can add additional comments to an original
  comment at any time

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Key Points - Entering Comments

• When entering Comments, remember the following
• A Comment can not be deleted
• A Comment does not need to be submitted or go
  through the Time Admin process to be permanently
  saved

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Walk-through and Exercise - Entering Comments

• Step-by-Step Demonstration.
• First, we will walk-through the process together
• Scenario Enter a Comment on a Timesheet

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Review Entering Comments

• When entering Timesheet Comments, remember the
  following
• The Timesheet Comments icon is located in the
  Reported Time Status link on the Timesheet
• You may enter up to 32,000 characters per row
  you can click the Plus icon to add another row
  for the same comment
• You can not delete a saved comment
• You can return to a comment to enter additional
  information
• You do not need to submit the Timesheet for the
  Comments to remain saved
• If a comment has been entered on a date that has
  multiple Timesheet entries, a shaded Comments
  icon will appear beside each row of that
  Comments date
• When viewing comments, all comments for a
  particular day will be displayed regardless of
  what page the comment was entered from

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Knowledge Check Entering Comments

• Answer the following questions
• When is the Comments icon white and when it is
  shaded?
• Can you delete a saved comment?
• How can you add additional information for an
  existing comment?

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Class Agenda

• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Overview - View Payable Time

• Time Labor Self Service allows you to view
  payable time.
• View Payable Times Status
• View each TRCs total hours summary
• View Override Rate, Claim Number and Combo Code
  information

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Process Flow - View Payable Time
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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
• Exceptions can be viewed and corrected on the
  Timesheet
• Valid entries with a status of Needs Approval
  are not loaded to Payroll

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Walk-through and Exercise - View Payable Time

• Step-by-Step Demonstration.
• First, we will walk-through the process together
• Scenario View Payable Time Detail

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Review - Viewing Payable Time

• When viewing 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
• All entered time, including updates, must be
  validated and approved to be collected during
  Wednesday nights biweekly process
• Only time with a status of Goes to Payroll is
  ready to be loaded to Payroll
• You can view each TRCs Payable Times Status,
  total hours summary, Override Rate, Claim Number
  and Combo Code information

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Knowledge Check - Viewing Payable Time

• Answer the following questions
• When is time populated on the Payable Time pages?
• You can view Combo Code information on which tab?
• When you navigate directly to Payable Detail, how
  many days display?
• How many days does Payable Time Summary display?

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Class Agenda

• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Overview - View Personal Information

• Time Labor Self Service allows you to view your
  Personal Information.
• Home Address
• Home Phone Number (s)
• Emergency Contact (s)
• Social Security Number
• Date of Birth
• Original Start Date

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Key Points - View Personal Information

• When viewing your personal information, remember
  the following
• Only HR, Payroll and you can view your
  information
• To update your information, contact your HR or
  Payroll Rep

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Walk-through - View Personal Information

• Step-by-Step Demonstration.
• We will walk through the process together
• Scenario View Personal Information
• Special NoteSince the Personal Information is
  a one-page, view-only screen,
• a Rapid Builder exercise was not created for it.

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Review - Viewing Personal Information

• When viewing personal information, remember the
  following
• Your personal information can only be viewed by
  you, HR and Payroll
• You can not make changes on the Personal
  Information page
• Contact your HR or Payroll Rep if you need any
  information updated or corrected

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Knowledge Check - Viewing Personal Information

• Answer the following question
• Who enters and updates your Personal Information?
• Who can view your Personal Information?

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Class Agenda

• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion

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Overall Key Points - Employee Self Service

• Entering Time Positive must enter all time
• Exception only
  updates schedule-defaulted time
• Viewing Time Payable Times Summary TRC Total
  Hours
• Payable Times
  Detail Status
• Correcting Exceptions View and Correct on
  Timesheet
• Entering Comments Can not be deleted
  Can add more for the
  same date
• Viewing Personal Time HR or Payroll enters
  You view

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Training Materials

• Training materials for Time and Labor Employee
  Self Service
• Course Presentation
• Rapid Builder Exercises are provided on your
• State of CT CORE-CT web page
• Desktop
• Job Aids are provided on your
• State of CT CORE-CT web page

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Wrapping UP

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

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Question and Answer

• Questions?

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Rapid Builder Practice Session

• In this practice session, you will have time to
• Study the course material
• Perform Rapid Builder Step-by-Step exercises
• Perform Rapid Builder Challenger Exercises