Presentation is loading. Please wait.

Presentation is loading. Please wait.

Making Time Clock Software and Banner Tick Presented by Brad Smith Library and Information Services Institutional Systems and Jeanne Hillary Financial.

Similar presentations


Presentation on theme: "Making Time Clock Software and Banner Tick Presented by Brad Smith Library and Information Services Institutional Systems and Jeanne Hillary Financial."— Presentation transcript:

1

2 Making Time Clock Software and Banner Tick Presented by Brad Smith Library and Information Services Institutional Systems and Jeanne Hillary Financial Operation, Payroll Services with Terry Beard Library and Information Systems

3 Time Clock Integration Dickinson College General Announcements Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session. Please feel free to ask questions at any time during the session. Thank you for your cooperation!

4 Time Clock Integration Dickinson College Mornin Ralph! Mornin Sam! Your First Memory of a Time Clock?

5 Time Clock Integration Dickinson College Memories….. 1.Manual Time Slips 2.Filled out by Employees 3.Approved by Supervisors 4.Hand Delivered to Student Payroll Office 5.Collated and Summarized Manually by Student Payroll Administrator 6.Hand Entered into PHAHOUR by Student Payroll Administrator 7.Job Codes matched up Manually 8.Mismatched Job Codes or Problem Hours investigated in the middle of Payroll Entry (If they were caught). 9.Hours and hours of alphabetizing, time entry, troubleshooting, and balancing.

6 Time Clock Integration Dickinson College The Project Begins – Summer Part of 1College Project 2.Time Clock Plus demonstrations for campus, April Decided to install Time Clock Plus 4.All Student Employees in Dining Services 5.All non-student hourly employees who were using card readers in Dining Services. 6.No cross-communication with Banner in original project plan. 7.TCP installed in July and August – 400 employees using TCP in an average week.

7 Time Clock Integration Dickinson College Initial Results … Successful……but….. Time Clock Plus Reports sent to Payroll Hours Still Entered Manually by Payroll Administrators TCP Reports could not identify incorrect or non-existent job codes for an employee. Investigation of problem areas was still manual, if they could be identified. Entry errors remained an issue costing time in the payroll process and complicating the payroll balance routine. Administered by Dining Services.

8 Time Clock Integration Dickinson College Two robust, feature- filled systems with No Communication between them! We needed to make them Partners! The Disconnect Remained

9 Time Clock Integration Dickinson College Reduce or Eliminate Data Entry Errors in Payroll Identify Employees submitting hours for incorrect Jobs Identify Employees submitting OT hours in error Reduce or Eliminate Time in Investigating Time Entry Errors Reduce Time Needed to Balance Payroll Hours Some Problems Remained to be Solved

10 Time Clock Integration Dickinson College July 2006 – Time to Take the Big Step --- Communicate! Team formed to execute a number of Campus Initiatives: Add Book Store, Mail Center, and Conference Center employees to the TCP Application. Export TCP Hours into the Banner Payroll Process Solve the Issues of Mismatches (employees, jobs, hours) between TCP and Banner Assist Payroll in the Control of Hours process Get Control of the TCP Administration Process.

11 Time Clock Integration Dickinson College The Plan - Issues to be Resolved Maintenance of Job Code Validation Table Closing the Pay Week (TCP) Running and Monitoring the TCP Banner Interface TCP System Upgrades and Maintenance Troubleshooting and Error Resolution (HW and SW) Reporting Time Worked Maintaining Employee Records Approving Submitted Time Time Submission Control Reports Time Submission Error Identification and Resolution

12 Time Clock Integration Dickinson College A Closer Look at Time Clock Plus Data Management, Inc Employee Master Information Job Code Master Information Employee/Job Combinations with Pay Rates (optional) Controlled Access to Employees Break Rules can be easily Defined by Job Robust Reporting System Robust Tools to Administer Time/Monitor Absentees/Track Unresolved Punches

13 Time Clock Integration Dickinson College The Keys to the TCP Banner Interface Job Code – Crosswalk Table Banner ID – Changed Dickinson ID Cards to Read Banner ID Pay Cycle – Used Field in TCP as Crosswalk to Banner. Location – Used for Reporting

14 Time Clock Integration Dickinson College The Job Code Export Field in TCP is set to the Job Code defined within Banner. The Job Code Crosswalk

15 Time Clock Integration Dickinson College The Badge ID field in TCP was changed to the Banner ID assigned to each employee. Setting up the Scanned ID Number

16 Time Clock Integration Dickinson College The DEPT field in TCP was used as a crosswalk to the Pay Cycle (i.e. Pict Code) in Banner. Identifying the Pay Cycle in Time Clock Plus

17 Time Clock Integration Dickinson College The CLASS field in TCP was already being used as a Location Code by Dining Services. This was expanded for use by other locations. Here, 40 indicates that the employee works in the Devils Den Coding the Location in Time Clock Plus

18 Time Clock Integration Dickinson College Putting the Pieces Together – The Interface Program SQL Program – Reads the TCP database Parameters to define the Pay Cycle and Weeks to be extracted. Uses the Banner Pay Calendar to select the days to be extracted. Edits hours against FLSA Overtime Rules Compares Job and Employee Information to Banner information. Creates an Error Log for audit purposes. Wrapped into a Banner Process (PTCXFER)

19 Time Clock Integration Dickinson College Interface Process (PTCXFER) Parameters: Year Pay ID Pay Number Uses the Pay Calendar to get the correct dates.

20 Time Clock Integration Dickinson College PTCXFER – Where in the Process is it? PHPTIME – Start Payroll Process. Creates PHAHOUR. PHPMTIM – Import Approved Hours from Web Time Entry. Run COGNOS Balancing Report – Checkpoint! Run TCP Report of Hours Approved for the Pay Period. PTCXFER – Prepare Time Clock Hours for Export to Banner PHPMTIM – Import Hours Prepared by PTCXFER Run COGNOS Balancing Report – Checkpoint! Remediate and Enter Hours that were Not Imported (from COGNOS Report) PHAHOUR – Enter Corrected Hours and Special Items Run COGNOS Balancing Report – Checkpoint!

21 Time Clock Integration Dickinson College Interface Process (PTCXFER) Edits Employee Job Codes and Hours If the Banner ID and Job Code are valid, moves the Hours to PHAHOUR where they can be reviewed. If the Banner ID is invalid, moves the data to an Error register table. If the Job Code is invalid, or valid but not for the indicated employee, moves the data to an Error register table. Calculates regulatory overtime and makes adjustments where necessary based on FLSA Regulations.

22 Time Clock Integration Dickinson College Reporting the Results (COGNOS) The TCP Error Report:

23 Time Clock Integration Dickinson College Reporting the Results (COGNOS) This report shows all hours imported to Banner by Banner ID, Job Code, and Earn Code. A Grand Total of Hours appears at the bottom.

24 Time Clock Integration Dickinson College Time Clock Plus Report Each location submits a Payroll Period Summary Report, Approved, to Payroll with Totals.

25 Time Clock Integration Dickinson College The Balancing Act Revisited The total of the Hours Imported + The total of the Hours Rejected = The total Hours from the TCP Reports

26 Time Clock Integration Dickinson College The Benefits Reduced Data Entry Time Eliminates Data Entry Errors Streamlines Problem Investigation Aids in Payroll Balancing

27 Time Clock Integration Dickinson College Manual Time Slips are……

28 Time Clock Integration Dickinson College Questions and Answers


Download ppt "Making Time Clock Software and Banner Tick Presented by Brad Smith Library and Information Services Institutional Systems and Jeanne Hillary Financial."

Similar presentations


Ads by Google