city of boise employee & supervisor training
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City of Boise Employee & Supervisor Training. Timecard Entry (CyberShift) Department – Public Works. Agenda. Introduction – Reason for Change Logging On Dashboard Calendar Specifics Time Entry Basics Common Adjustments Time Card Approval Absence Request Absence Approval Clocks - PowerPoint PPT PresentationTRANSCRIPT
January 2011 City of Boise 1
City of Boise Employee & Supervisor Training
Timecard Entry (CyberShift)
Department – Public Works
City of Boise 2January 2011
Agenda Introduction – Reason for Change Logging On Dashboard Calendar Specifics Time Entry
Basics Common Adjustments
Time Card Approval Absence Request Absence Approval Clocks
Web Clock Kiosk Web Clock – UTE Standard Bio-Metrics (Airport only)
Checking Clock Times Accruals / Balances (viewing) Timecard keeping process / workflow Wrap up
City of Boise 3January 2011
Cybershift?
City of Boise 4January 2011
City of Boise 5January 2011
Logging OnTo log on to Cybershift, 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 “BOISE” in the Client Id field. Enter your Novel User Name in the User Name field.
This field is case sensitive and should be all small letters.
Enter your Password in the Password field. Your initial password is set up as 1234.
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 6January 2011
Dashboard & LayoutDefault = “Classic” view
Choose Messages
Enter Time
Enter Criteria
City of Boise 7January 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 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
Common Actions & Codes 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 10January 2011
Super Time Sheet
Exercise #2: 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
Enables multi-day entries for projects
Work Order Exercise: Click magnifying
glass to view options Search if can’t find Select work order
City of Boise 11January 2011
Enter Time in Detail
Exercise #3: Enter time in detail Enter “me” on Who: field Select timecard from What field: Enter Time in Detail Click Go! Enter time & date information; actions, codes, add rows, or
other criteria; view clock data Save all / apply changes
Use when adjusting meal breaks
City of Boise 12January 2011
Correcting missed clock-in
1) Enter shift code by clicking on magnifying glass and entering the same number that appears for that day normally. You can copy and paste the number from a prior day.
2) Enter the start and stop time. Remember to use leading zeros for numbers less than 10.3) Select the timesheet line, change action to WRK and code to (W)4) Enter the start and end time – don’t worry about lunch it will fill it in.5) Click apply changes
City of Boise 13January 2011
Changing the lunch taken
1.Remove the check mark on the “Meal Break” by clicking on the check mark.2.Click on field to the left of the line you want to delete (in this case the BRK)3.Click on “Delete Row”4.Apply Changes5.Save All
City of Boise 14January 2011
Time Card Approval (Supervisors view)
Exercise # 4: View Team Select “who” = my team Select “what” = View payroll Summary
Exercise #5: View employee Click on employee name to drill down & view
Exercise #6: Make a change Select person in who Drill down on name Modify & save
Exercise # 7: 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 15January 2011
Absence Request
Exercise# 8: 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
Time will not
Show Immediately
City of Boise 16January 2011
Absence Approval (Supervisor view)
Exercise# 9: 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
Time will not
Show Immediately
City of Boise 17January 2011
Clocks
Web Kiosk UWI – Web Clock Standard Bio-Metrics – used
only by Airport
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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#7: 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 19January 2011
Web Clock (UWI)
Exercise #8: 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
Optional Exercise: Lunch Punch
City of Boise 20January 2011
Standard Clocks
Badges required to use Supplemental training coming Locations will vary with department
City of Boise 21January 2011
Viewing Clock Data & Payroll Summary (from web)
Exercise #10: view Payroll Summary Select “me” in Who list Select “Payroll Summary” from What list Click Go
Exercise #9: view clock data Select “me” in Who list Select “View Clock Data” from What list Click Go
City of Boise 22January 2011
Accruals / Balances (viewing)
Exercise #11: View Accruals Select “me” in Who list Select “View Accruals” from What list or in shortcuts Click Go
City of Boise 23January 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 24January 2011
Wrap Up Know your user group type (clock used y/n?) Use STG1 database for “What If” scenario, TST1 for
dual timesheet entry. Follow up with payroll admin / supervisors as needed Go live date May 1st! Send questions / feedback to FAQ page
http://www.cityofboise.org/ERPVision2020/FAQ/page61213.aspx