Time Sheets Go On-Line Web Time Entry Cabinet Review July 19, 2006

Agenda - Web Time Entry Scope – Timesheets & Leave Request Calendars & Approval Process Approvals Setup & Cutoff Dates Order of Employee Groups CLPCCD Roles for Time Entry Process Demonstration of Web Time Entry Handling of Exceptions – Proposed Options CLPCCD Custom Reports Required Schedules Recommended: Pilot Group & First “GO LIVE”

Calendar and Approval Process Current Calendar Timesheet (June 16 to July 15) Current Calendar Payroll (July 1 to July 30) Need Custom change to Calendar for Web Entry to handle current procedures Approval Criteria Salaried employees – exception only input, no approval needed if no exceptions Hourly employees – need approval to be paid, if no approval then NOT sent to Payroll process Salaried employees with exception time reported – need approval to handle leave, could be overpaid if no leave balance available

Approvals Setup and Cutoff Dates HR to maintain “Report To” Organization in Banner – best to use job position vs. person Concern is accuracy of HR data Change HR date for Board submission up one week Large impact when reorgs occur Cutoff Dates for Timesheet Entry & Approval Employee – July 15 (cannot enter online after that date) Manager/Approver – 24 hours after employee cutoff Types of Entry Web Time Entry for most employees Department Timekeeper – not WEB based, Banner

Sample Approval Report

Order of Employee Groups Group 1 – approx. 394 Admin (A1 & A2 - 49) Classified (C1- 292) Confidential & Supervisory (C3 & C5 - 23) Regular Hourly Classified (C2 -30) – include due to so many differences ? Group 2 (count included in group 1) Need Department Timekeeper like M&O group Expect very limited usage Group 3 - approx. 2,242 Temporary & Professional Specialists On call (C4 – 705) Student (S1 – 1,527) Trustees (T1 – 10) Group 4 & 5 - approx. 1,422 Faculty - full time tenure (F1 & F2 & F5 – 284) Faculty – part time adjunct (F4 – 1,138)

Approval Queue - Hierarchy ApproverMonitorOriginator VerifierProxy

Web Time Entry Roles Originator Enters the time sheet (Another alternative is department entry via Banner) Can enter comments Submits the time sheet for approvals Can not change the time entered after submitting it unless it was returned for correction The time entry must be done before the web entry time cutoff date

Web Time Entry Roles Approver/ Final Approver Verify the time entered by the originator/monitor Can add or change the time entered Can return for correction and add comments Can view the status of all time sheets (within the security access) Can add/change/approve the time after the data entry cutoff date but should approve the time before scheduled payroll cutoff date

Approval Proxy Proxy assumes the same security restrictions of the approver Proxy must have the same organization security access as the approver Proxy records are maintained by the user The originator (employee) can not assign a proxy The proxy can be setup for approver or monitor or verifier The user can have multiple proxies Web Time Entry Roles

Monitor/Initial Approver Verify the time that was entered Can add/change the time entered Can return for correction and add comments Can approve only after originator has submitted Can view the status of time sheets (within the security access) Can add/change/approve the time after the data entry cutoff date but should approve the time before scheduled payroll cutoff date Possible FYI approver (this may be a manager that will not hold up a final approver)

Web Time Entry Roles Verifier/ Acknowledger (FYI) Verify/ Acknowledge the time that entered Can not add/change the time entered Can not return the time sheet for correction It is not a mandatory step for approval Can view the status of all time sheets (within the security access) Can not enter comments The approver can determine if the verifier completed the time verification

Web Time Entry Roles Super User Super user can override the approval routing process Super users can view more than one department at a time (based on Organization security) Can add/change/approve the time for all employees that within the security access Once a super user approves a time sheet the timesheet is in the approved status More capabilities than manager/approver so should have limited number of Super users If employee does not submit for approval, Super User only one that can override Decision needed for determination of super user – approval and/or timesheet input

Summary of Roles

Handling of Exceptions – Proposed Options Timesheet Corrections for Employees Before last day approver routes to employee for correction and then approves again Last day and employee absent Approver corrects online and inserts comment? Manual timesheet is signed and given to Payroll? Current Month Leave Request Approval process online for Future Request Issue is Current Month Request Employee enters leave on timesheet & approved online? (manager concern is no previous authorized request) Use manual request form or for authorized request?

Handling of Exceptions – Proposed Options (Cont’d) Overtime & Comp time Entry Employee enters hours to unique earn code and Payroll adjusts for 1.5 or 2.0 rate Evaluate if employee inputs rate in future? LATE Timesheets to be handled using manual procedures through Payroll Employee does not submit timesheet for approval Submit manual timesheet to payroll with signature? Super User overrides to process timesheet?

Handling of Exceptions – Proposed Options (Cont’d) Retention online for Timesheet and Leave Viewing by Employee Recommend 6 months System data still retained in Banner Web Time Entry does NOT change if Payroll makes adjustments

Custom Reports Required No reports or summary screens available in Web Time Entry Custom Reports identified so far: “Report To” Organization Pending Approvals Overtime & Comp time Employee Monthly Timesheet Approved Leave Request

Schedules for Pilot & “Go Live” Pilot Group District ITS, Chabot A&R, LPC Business Services Pilot September Payroll & verify results in October GO Live Group 1 & 2 – March 2007 Training in Nov – April 2006 Wait days before next group Subcommittee will need to define handling of exceptions for Groups Schedules for Groups 3 – 5 to be established in May2007 based on pilot results