State of Connecticut Core-CT Time and Labor Employee Self Service

2 Welcome to the Time and Labor Employee Self Service Course! Instructor Introduction Agenda Participant Introduction Training Facility Orientation Ground Rules Parking Lot

3 Your Objectives WHAT DO YOU NEED MOST FROM TODAY’S CLASS?

4 Class Agenda Enter Time View Payable Time Summary Manage Exceptions Break Enter Comments View Payable Time Detail View Personal Information Conclusion

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

6 Parking Lot DURING CLASS, IF I DON’T 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, I’LL ASK SOMEONE WHO KNOWS THE ANSWER. THEN I WILL SEND THE ANSWER TO YOU.

7 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 trainer’s assistance

8 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:

9 Self Service Navigation Paths Enter Time: Self Service > Time Reporting > Report Time > Timesheet View Time: Self Service > Time Reporting > View Time > Payable Time Summary Or Self Service > Time Reporting > View Time > Payable Time Detail View Exceptions and Entering Comments: Self Service > Time Reporting > Report Time > Timesheet > Reported Time Status (link) View Personal Information: Self Service > Personal Information > Personal Information Summary

10 Time and Labor Basics - Words to Know  Time Reporter – A n employee who reports and submits their time in Core-CT  Exception Time Reporter – O nly reports time that is an exception to their Timesheet’s defaulted schedule, such as updating 8 REG to 8 VAC  Positive Time Reporter – R eports total number of hours worked each day (no scheduled time)

11 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

12 Enter Time – Exception Time Reporter View Payable Time Summary Manage Exceptions Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

13 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

14 Process Flow - Employee – Entering Time Validate Time Employee Enters Time Manage Exceptions Errors? Approve Time Time Ready for Payroll Yes Time needs to be revalidated No

15 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

16 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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28 Review - Entering Time – Exception Employee When entering time, remember the following: Only enter updates to your Timesheet’s 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

29 Enter Time – Positive Time Reporter View Payable Time Summary Manage Exceptions Morning Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

30 Process Flow - Employee – Entering Time Validate Time Employee Enters Time Manage Exceptions Errors? Approve Time Time Ready for Payroll Yes Time needs to be revalidated No

31 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

32 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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52 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

53 Entering Time - Knowledge Check Answer the following questions: 1. What four steps are necessary for reported time to become payable time? 2. What is the difference between positive time reporting and exception time reporting? 3. What must both Exception and Positive time reporters do for Time Admin to process their Timesheet?

54 Enter Time View Payable Time Summary Manage Exceptions Morning Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

55 Overview - View Payable Time Time & Labor Self Service allows you to view payable time. View Payable Time’s Status View each TRC’s total hours summary View Override Rate, Claim Number and Chartfield information

56 Process Flow - View Payable Time Validate Time Employee Enters Time Manage Exceptions Errors? Approve Time Time Ready for Payroll Yes Time needs to be revalidated No View Payable Time

57 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

58 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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75 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 Payroll’s Wednesday night biweekly process Only time with a status of “Goes to Payroll” is ready to be loaded to Payroll You can view each TRC’s Payable Time’s 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)

76 Knowledge Check - Viewing Payable Time Answer the following questions: 1. When does time appear on the Payable Time pages? 2. You can view Combo Code information on which tab? 3. How many days does Payable Time Summary display? 4. How many days does Payable Time Details display when linked from Payable Time Summary?

77 Enter Time View Payable Time Summary Manage Exceptions Morning Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

78 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 day’s 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

79 Process Flow - Managing Exceptions Manage Exceptions Enter Time Load Time and Labor Data Create Payable Time Validate Time Errors? No Yes Time needs to be revalidated Schedule Employee Time

80 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

81 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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98 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 Timesheet’s Reported Time Status link One Exception will block that entire day from processing Corrected Exceptions must process through the Time Admin process to clear

99 Knowledge Check - Managing Exceptions Answer the following questions: 1. When are Exceptions displayed on the Timesheet? 2. What two things need to occur in order for Exceptions to clear? 3. What Timesheet link do you click to view Exceptions?

100 Enter Time View Payable Time Summary Manage Exceptions Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

101 Enter Time View Payable Time Summary Manage Exceptions Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

102 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

103 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

104 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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121 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 Comment’s date When viewing comments, all comments for a particular day will be displayed regardless of what page the comment was entered from

122 Knowledge Check – Entering Comments Answer the following questions: 1. When is the Comments icon white and when it is shaded? 2. Can you delete a saved comment? 3. How can you add additional information for an existing comment?

123 Enter Time View Payable Time Summary Manage Exceptions Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

124 Overview - View Payable Time Time & Labor Self Service allows you to view payable time. View Payable Time’s Status View each TRCs’ total hours summary View Override Rate, Claim Number and Combo Code information

125 Process Flow - View Payable Time Validate Time Employee Enters Time Manage Exceptions Errors? Approve Time Time Ready for Payroll Yes Time needs to be revalidated No View Payable Time

126 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

127 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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137 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 night’s biweekly process Only time with a status of “Goes to Payroll” is ready to be loaded to Payroll You can view each TRC’s Payable Time’s Status, total hours summary, Override Rate, Claim Number and Combo Code information

138 Knowledge Check - Viewing Payable Time Answer the following questions: 1. When is time populated on the Payable Time pages? 2. You can view Combo Code information on which tab? 3. When you navigate directly to Payable Detail, how many days display? 4. How many days does Payable Time Summary display?

139 Enter Time View Payable Time Summary Manage Exceptions Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

140 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

141 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

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

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149 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

150 Knowledge Check - Viewing Personal Information Answer the following question: 1. Who enters and updates your Personal Information? 2. Who can view your Personal Information?

151 Enter Time View Payable Time Summary Manage Exceptions Break Enter Comments View Payable Time Detail View Personal Information Conclusion Class Agenda

152 Overall Key Points - Employee Self Service Entering Time: Positive must enter all time Exception only updates schedule-defaulted time Viewing Time: Payable Time’s Summary = TRC Total Hours Payable Time’s 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

153 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

154 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

155 Question and Answer Questions?

156 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 Rapid Builder Practice Session