Presentation on theme: "Making Time Clock Software and Banner Tick"— Presentation transcript:
1 Making Time Clock Software and Banner Tick Presented byBrad SmithLibrary and Information ServicesInstitutional SystemsandJeanne HillaryFinancial Operation, Payroll ServiceswithTerry BeardLibrary and Information Systems
2 General Announcements Dickinson CollegeTime Clock IntegrationGeneral AnnouncementsPlease turn off all cell phones/pagersIf you must leave the session early, please do so as discreetly as possiblePlease avoid side conversations during the session.Please feel free to ask questions at any time during the session.Thank you for your cooperation!
3 Your First Memory of a Time Clock? Dickinson CollegeTime Clock IntegrationYour First Memory of a Time Clock?Mornin’ Ralph!Mornin’ Sam!
4 Dickinson College Memories….. Manual Time Slips Time Clock IntegrationMemories…..Manual Time SlipsFilled out by EmployeesApproved by SupervisorsHand Delivered to Student Payroll OfficeCollated and Summarized Manually by Student Payroll AdministratorHand Entered into PHAHOUR by Student Payroll AdministratorJob Codes matched up ManuallyMismatched Job Codes or Problem Hours investigated in the middle of Payroll Entry (If they were caught).Hours and hours of alphabetizing, time entry, troubleshooting, and balancing.
5 The Project Begins – Summer 2005 Dickinson CollegeTime Clock IntegrationThe Project Begins – Summer 2005Part of 1College ProjectTime Clock Plus demonstrations for campus, April 2005Decided to install Time Clock PlusAll Student Employees in Dining ServicesAll non-student hourly employees who were using card readers in Dining Services.No cross-communication with Banner in original project plan.TCP installed in July and August 2005.300 – 400 employees using TCP in an average week.
6 Initial Results … Successful……but….. Dickinson CollegeTime Clock IntegrationInitial Results … Successful……but…..Time Clock Plus Reports sent to PayrollHours Still Entered Manually by Payroll AdministratorsTCP 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.
7 The Disconnect Remained Dickinson CollegeTime Clock IntegrationThe Disconnect RemainedTwo robust, feature-filled systems with No Communication between them!We needed to make them Partners!
8 Some Problems Remained to be Solved Dickinson CollegeTime Clock IntegrationSome Problems Remained to be SolvedReduce or Eliminate Data Entry Errors in PayrollIdentify Employees submitting hours for incorrect JobsIdentify Employees submitting OT hours in errorReduce or Eliminate Time in Investigating Time Entry ErrorsReduce Time Needed to Balance Payroll Hours
9 July 2006 – Time to Take the Big Step --- Communicate! Dickinson CollegeTime Clock IntegrationJuly 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 ProcessSolve the Issues of Mismatches (employees, jobs, hours) between TCP and BannerAssist Payroll in the Control of Hours processGet Control of the TCP Administration Process.
10 The Plan - Issues to be Resolved Dickinson CollegeTime Clock IntegrationThe Plan - Issues to be ResolvedMaintenance of Job Code Validation TableClosing the Pay Week (TCP)Running and Monitoring the TCP Banner InterfaceTCP System Upgrades and MaintenanceTroubleshooting and Error Resolution (HW and SW)Reporting Time WorkedMaintaining Employee RecordsApproving Submitted TimeTime Submission Control ReportsTime Submission Error Identification and Resolution
11 A Closer Look at Time Clock Plus Dickinson CollegeTime Clock IntegrationA Closer Look at Time Clock PlusData Management, IncEmployee Master InformationJob Code Master InformationEmployee/Job Combinations with Pay Rates (optional)Controlled Access to EmployeesBreak Rules can be easily Defined by JobRobust Reporting SystemRobust Tools to Administer Time/Monitor Absentees/Track Unresolved Punches
12 The ‘Keys’ to the TCP Banner Interface Dickinson CollegeTime Clock IntegrationThe ‘Keys’ to the TCP Banner InterfaceJob Code – Crosswalk TableBanner ID – Changed Dickinson ID Cards to Read Banner IDPay Cycle – Used Field in TCP as Crosswalk to Banner.Location – Used for Reporting
13 Dickinson College The Job Code Crosswalk Time Clock IntegrationThe Job Code Export Field in TCP is set to the Job Code defined within Banner.
14 Setting up the Scanned ID Number Dickinson CollegeSetting up the Scanned ID NumberTime Clock IntegrationThe Badge ID field in TCP was changed to the Banner ID assigned to each employee.
15 Identifying the Pay Cycle in Time Clock Plus Dickinson CollegeIdentifying the Pay Cycle in Time Clock PlusTime Clock IntegrationThe DEPT field in TCP was used as a crosswalk to the Pay Cycle (i.e. Pict Code) in Banner.
16 Coding the Location in Time Clock Plus Dickinson CollegeCoding the Location in Time Clock PlusTime Clock IntegrationThe 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 “Devil’s Den”
17 Putting the Pieces Together – The Interface Program Dickinson CollegeTime Clock IntegrationPutting the Pieces Together – The Interface ProgramSQL Program – Reads the TCP databaseParameters 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 RulesCompares Job and Employee Information to Banner information.Creates an Error Log for audit purposes.Wrapped into a Banner Process (PTCXFER)
18 Interface Process (PTCXFER) Dickinson CollegeInterface Process (PTCXFER)Time Clock IntegrationParameters:YearPay IDPay NumberUses the Pay Calendar to get the correct dates.
19 PTCXFER – Where in the Process is it? Dickinson CollegeTime Clock IntegrationPTCXFER – 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 BannerPHPMTIM – Import Hours Prepared by PTCXFERRemediate and Enter Hours that were Not Imported (from COGNOS Report)PHAHOUR – Enter Corrected Hours and Special Items
20 Interface Process (PTCXFER) Dickinson CollegeInterface Process (PTCXFER)Time Clock IntegrationEdits Employee Job Codes and HoursIf 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.
21 Reporting the Results (COGNOS) Dickinson CollegeReporting the Results (COGNOS)Time Clock IntegrationThe TCP Error Report:
22 Reporting the Results (COGNOS) Dickinson CollegeReporting the Results (COGNOS)Time Clock IntegrationThis report shows all hours imported to Banner by Banner ID, Job Code, and Earn Code.A Grand Total of Hours appears at the bottom.
23 Dickinson College Time Clock Plus Report Time Clock IntegrationEach location submits a Payroll Period Summary Report, Approved, to Payroll with Totals.
24 The Balancing Act Revisited Dickinson CollegeTime Clock IntegrationThe Balancing Act RevisitedThe total of the Hours Imported+The total of the Hours Rejected=The total Hours from the TCP Reports
25 Reduced Data Entry Time Eliminates Data Entry Errors Dickinson CollegeTime Clock IntegrationThe BenefitsReduced Data Entry TimeEliminates Data Entry ErrorsStreamlines Problem InvestigationAids in Payroll Balancing
26 Manual Time Slips are…… Dickinson CollegeTime Clock IntegrationManual Time Slips are……
27 Dickinson CollegeTime Clock IntegrationQuestions and Answers
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