1. Train-the-Trainer: Back Office
Courtney Pergolski
Allison Floeter

2. Introductions Courtney Pergolski, Corporate Training Manager
10+ Years Staffing Experience
5+ Years Training Experience
Allison Floeter, Sr. Training Consultant
10+ Years Training Experience
3+ Avionte

3. Why Train-the-Trainer?
Facilitator guides not training on concepts
How to train your people
Bringing training to your teams/organization
The goal for this course is really twofold:
The purpose of the course is to identify how to Train your Learners, not necessarily the content itself
To provide you with the tools and resources to get started and to pass long our tried and true Training methodology to ensure you have a strong understanding of the delivery methods and best practice

4. Agenda Agenda Planning & Materials Checklist Overview of Topics
Introductions and Presentation
Using the Train-the-Trainer Guide – Creating your Training Structure
Agenda
Planning & Materials Checklist
Overview of Topics
Using the Powerpoint (optional)
Section Guides
Knowledge Check
Earn your Exit!

5. Using the Facilitator Guide and Tools
Being prepared for your training is the number one step to ensure you are providing an excellent experience for your Learners. Not being prepared, well rehearsed and truly knowledgeable can cause your audience to loose interest and you to loose credibility.

6. Train-the-Trainer Tools
Available on the Knowledge Base & Guidebook App
Facilitator Guide
Facilitator PPT
Today’s PPT
An important piece of having a strong Training presence and presentation is providing your Learners with tools and resources that allow them to be self-sufficient and refer back to should the need arise.

7. Agenda Estimated Times Adjust the session times as necessary
So, lets start to take a look at the Facilitator guide. The purpose of the facilitator guide it to help you through the presentation. This will keep you on track and highlight your main talking points.
It’s best to start you facilitator guide with a proposed agenda. This particular Agenda reflects a “best case scenario’ and the times are likely to vary depending on audience, group size, dynamic and learning level.

8. Planning & Materials Checklist
Provided as a starting point; add additional items if necessary
Some items may not apply depending on your attendees needs & logistics
Next, you will find a planning & Materials checklist. This will help you determine everything you need to prepare for your training. Again, this may change based on your audience and deliver method, but it will help you feel prepared.

9. Overview of Topics Provided as a summary of content for each section
Next we have our overview of topics – you can see here that it is divided into three sections, Topic, Purpose and Content. The best way to think of this (and you could even add a 4th row) saying “outcome” – think of this area with the end in mind – what are you hoping to accomplish with this particular topic?

10. Using the PowerPoint
Suggested Process can be followed in the Core Application instead of the PowerPoint
If using a live database, creating a training supplier is recommended
PowerPoint is provided using a training database in version 17.1
Your current system may have different configuration
You may be using a different release version
Process and functionality differences should be minimal
Next, you want to make sure that you have a visual to support your presentation. Visual aids are enhancements to a presentation that can engage the audience, provide additional information, and reinforce key points. ... If students don't clearly grasp the spoken word, a visual may help them to better absorb information.
We have this particular PowerPoint divided into a Suggested process that can be followed in the Core application – the one provided is from 17.1 database
You may chose to use a demo database instead

11. Sections Guide: Opening and Introductions
Welcome participants and introduce yourself
Explain housekeeping items, such as break times, restroom locations, etc.
Review the agenda using Training Agenda Handout
Conduct brief participant introductions or an icebreaker
Jumping back to the Facilitator guide for a moment –this can be used as your guide in concurrence with your PowerPoint. Again, this is to keep you on track.
A couple of things to consider in your opening and introduction: (read slide)

12. Opening & Introductions
This is an example of what you might use on your PowerPoint – obviously jazzing it up a bit to reflect your branding, colors or just attention grabbers in general.
FACILITATOR SLIDE
1-1

13. Avionté’s Back Office Training
Welcome
Facilitator Introductions
Housekeeping Items
FACILITATOR SLIDE
1-2

14. Agenda Opening & Introductions Time Entry Process & Workflow
Payroll Process & Workflow
Paycheck Corrections & Scenarios
Review & Knowledge Check
FACILITATOR SLIDE
1-3

15. Icebreaker EXAMPLES FACILITATOR SLIDE 1-4 Fact or fiction?
Ask everyone to write on a piece of paper THREE things about themselves which may not be known to the others in the group. Two are true and one is not. Taking turns they read out the three ‘facts’ about themselves and the rest of the group votes which are true and false. There are always surprises. This simple activity is always fun, and helps the group and leaders get to know more about each other.
Interview
Divide people into pairs. Ask them to take three minutes to interview each other. Each interviewer has to find 3 interesting facts about their partner. Bring everyone back to together and ask everyone to present the 3 facts about their partner to the rest of the group. Watch the time on this one, keep it moving along.
My name is?
Go around the group and ask each person to state his/her name and attach an adjective that not only describes a dominant characteristic, but also starts with the same letter of his name e.g. generous Graham, dynamic Dave. Write them down and refer to them by this for the rest of the training.
FACILITATOR SLIDE
1-4

16. Sections Guide: Time Entry Process & Workflow
Review how transactions are created from Open & Active Assignments
Review & explain batches
Review Sheet View & Card View
Verify the Time Entry Batch & review errors
Run Batch Report & Close Batch
Time Entry Scenarios

17. Time Entry Process Workflow
FACILITATOR SLIDE
2-1

18. Time Entry Transactions
Transactions are created based on Current Assignments
1. Review how transactions are created from Open & Active Assignments (when clicking “Create Transaction”)
FACILITATOR SLIDE
2-2

19. Time Entry Batches FACILITATOR SLIDE 2-3
Open a new Time Entry Batch & explain what the term batch is referring to.
FACILITATOR SLIDE
2-3

20. Time Entry Batches FACILITATOR SLIDE 2-4
1. Open a new Time Entry Batch & explain what the term batch is referring to.
FACILITATOR SLIDE
2-4

21. Time Entry Batches FACILITATOR SLIDE 2-5
Review where to find your new batch ID & other open batches (select batch drop-down)
FACILITATOR SLIDE
2-5

22. Time Entry Sheet View FACILITATOR SLIDE 2-6
1. Click “Show Sheet View” to manually enter time;  
FACILITATOR SLIDE
2-6

23. Time Entry Sheet View FACILITATOR SLIDE 2-7 review how to:
2. Sort & Filter to find transactions
3. Entering/updating Pay and Bill Units or Rates
4. Review options in the Time Entry Context Menu (right click on the transaction)
FACILITATOR SLIDE
2-7

24. Time Entry Sheet View FACILITATOR SLIDE 2-8 review how to:
2. Sort & Filter to find transactions
3. Entering/updating Pay and Bill Units or Rates
4. Review options in the Time Entry Context Menu (right click on the transaction)
FACILITATOR SLIDE
2-8

25. Time Entry Sheet View FACILITATOR SLIDE 2-9 review how to:
2. Sort & Filter to find transactions
3. Entering/updating Pay and Bill Units or Rates
4. Review options in the Time Entry Context Menu (right click on the transaction)
FACILITATOR SLIDE
2-9

26. Time Entry Card View
FACILITATOR SLIDE
2-10

27. Time Entry Card View
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2-11

28. Time Entry Card View
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2-12

29. Time Entry Card View
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2-13

30. Verifying Batches
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2-14

31. Verifying Batches
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2-15

32. Verifying Batches
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2-16

33. Verifying Batches
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2-17

34. Verifying Batches
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35. Batch Report (optional)
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2-19

36. Batch Report
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2-20

37. Close Batch
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2-21

38. Close Batch
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2-22

39. How would you process this time card?
Time Entry Scenario #1
John submitted a time card for an assignment that has ended 2 weeks ago.
You have verified with the client that the time card is valid and needs to be paid.
How would you process this time card?
FACILITATOR SLIDE
2-23

40. 1. From Time Entry >Home, click on Actions > Create Transaction from Assignment
FACILITATOR SLIDE
2-24

41. 2. Search for & select the Assignment
FACILITATOR SLIDE
2-25

42. 3. Update the Week Worked and click on Create TimeCard
FACILITATOR SLIDE
2-26

43. 4. Create a New Batch & enter the time in Sheetview or Card View
FACILITATOR SLIDE
2-27

44. 5. Verify & Close the Batch
FACILITATOR SLIDE
2-28

45. Time Entry Scenario #2
Sam has earned a bonus related to his attendance record.
This is a pass-thru cost of $50 (pay & bill both = $50)
How would you add this item into Time Entry?
FACILITATOR SLIDE
2-29

46. 1. Create a New Batch & find Sam’s related Assignment Transaction
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2-30

47. 2. Right-click on Sam’s name and select Insert Transaction Type
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48. 3. Select Bonus & click on Insert Items
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49. 4. Update the Pay/Bill Units & Rates
FACILITATOR SLIDE
2-33

50. 5. Verify & Close Batch
FACILITATOR SLIDE
2-34

51. Time Entry Review & Questions
FACILITATOR SLIDE
2-35

52. Sections Guide: Payroll Process & Workflow
Create a new Payroll Batch & review batch options
Review the Payment Batch Summary along with the Action Buttons
Review the Payroll Process
Select Transactions
Process; Review & Edit
Print Checks
Post  

53. Payroll Process & Workflow
FACILITATOR SLIDE
3-1

54. Payroll Batches FACILITATOR SLIDE 3-2
Navigate to the Payroll Main Tree; create a new payroll batch
FACILITATOR SLIDE
3-2

55. Payroll Batches FACILITATOR SLIDE 3-3
Navigate to the Payroll Main Tree; create a new payroll batch
FACILITATOR SLIDE
3-3

56. Payroll Batch Summary FACILITATOR SLIDE 3-4
1. Review the Payment Batch Summary that is now displayed along with the Action Buttons
FACILITATOR SLIDE
3-4

57. Payroll Batch Actions FACILITATOR SLIDE 3-5
1. Review the Payment Batch Summary that is now displayed along with the Action Buttons
FACILITATOR SLIDE
3-5

58. Payroll Process 1 FACILITATOR SLIDE 3-6
1. Process Payroll in the following steps:
2. Select Transactions
3. Process; Review & Edit
4. Print Checks
5. Post
FACILITATOR SLIDE
3-6

59. 1. Select Transactions
FACILITATOR SLIDE
3-7

60. 1. Select Transactions
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3-8

61. 1. Select Transaction
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3-9

62. 2. Process 2
FACILITATOR SLIDE
3-10

63. 2. Process
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3-11

64. 2. Process (View/Edit Paychecks)
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3-12

65. 2. Process (View/Edit Paychecks)
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3-13

66. 2. Process (View/Edit Paychecks)
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3-14

67. 2. Process (View/Edit Paychecks)
FACILITATOR SLIDE
3-15

68. 3. Print Checks 3
FACILITATOR SLIDE
3-16

69. 3. Print Checks
FACILITATOR SLIDE
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70. 3. Print Checks
FACILITATOR SLIDE
3-18

71. 4. Post
FACILITATOR SLIDE
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72. Payroll Review & Questions
FACILITATOR SLIDE
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73. Sections Guide: Payroll Correction Scenarios
Explain the 3 Paycheck Correction types using the correction table
Use each scenario to demonstrate when & why each paycheck correction is used
Each scenario also includes a demonstration video

74. Paycheck Correction Scenarios
FACILITATOR SLIDE
4-1

75. Paycheck Corrections Correction Is it Wrong? Has it been cashed?
Reissue No
Void
Yes
Reversal
Void: The check is incorrect and has not been deposited/cashed, lost or damaged.
Reissue: The check is correct but has been lost or damaged.
Reversal: The check is incorrect and has been cashed or deposited.
FACILITATOR SLIDE
4-2

76. Paycheck Correction Scenario #1
When picking up her check, Sally noticed that she is missing 5 hours.
Correction
Is it Wrong?
Has it been cashed?
Reissue No
Void
Yes
Reversal
FACILITATOR SLIDE
4-3

77. When picking up her check, Sally noticed that she is missing 5 hours.
Paycheck Corrections
When picking up her check, Sally noticed that she is missing 5 hours.
Void Paychecks & Generate Original Pay Units
In Time Entry, select Paycheck Correction Batch
Filter to select the correct transaction
Update the Hours
Verify & Close the Batch
Generate the new Pay Check
FACILITATOR SLIDE
4-4

78. FACILITATOR SLIDE
4-5

79. Paycheck Correction Scenario #2
Lauren called to say that she’s been paid the wrong rate for the last 3 pay periods. You have confirmed with your customer that she received a $0.25 raise that was not applied.
Correction
Is it Wrong?
Has it been cashed?
Reissue No
Void
Yes
Reversal
FACILITATOR SLIDE
4-6

80. Reverse all incorrect Paychecks & Generate Original Pay Units
Paycheck Corrections
Lauren called to say that she’s been paid the wrong rate for the last 3 pay periods; she received a $0.25 raise that was not applied.
Reverse all incorrect Paychecks & Generate Original Pay Units
In Time Entry, select Paycheck Correction Batch
Filter to select the correct transactions
Update the Pay Rate
Verify & Close the Batch
Generate the new Pay Check
FACILITATOR SLIDE
4-7

81. FACILITATOR SLIDE
4-8

82. Paycheck Correction Scenario #3
You received notice from your bank that 3 direct deposit checks had invalid account numbers.
Correction
Is it Wrong?
Has it been cashed?
Reissue No
Void
Yes
Reversal
FACILITATOR SLIDE
4-9

83. Inactivate Direct Deposit Accounts
Paycheck Corrections
You received notice from your bank that 3 direct deposit checks had invalid account numbers.
Inactivate Direct Deposit Accounts
Void Paychecks & Generate Original Pay Units
In Time Entry, select Paycheck Correction Batch
View, Verify & Close Batch
FACILITATOR SLIDE
4-10

84. FACILITATOR SLIDE
4-11

85. Paycheck Corrections Review & Questions
FACILITATOR SLIDE
4-12

86. Sections Guide: Review & Knowledge Check
Review the Time Entry Process & Payroll Process
Review Paycheck Corrections and when each method is used
Ask participants for any outstanding questions or if they would like to review any content
Provide each participant with a copy of the Knowledge Check to complete.

87. Knowledge Check Written knowledge check & answer key is provided
Can replace with hands-on practice/observation

88. Review & Knowledge Check
FACILITATOR SLIDE
5-1

89. Time Entry Process FACILITATOR SLIDE 5-2
Create Transactions from Current Assignments
Open a New Batch
Enter Time in Sheet View or Card View
Verify Batch & handle errors
FACILITATOR SLIDE
5-2

90. Payroll Process Process & handle errors Select Transactions
Create Batch
Select Transactions
Process & handle errors
Print & Post
FACILITATOR SLIDE
5-3

91. Paycheck Corrections FACILITATOR SLIDE 5-4 Void
The check is incorrect and has not been deposited/cashed, lost or damaged.
Reissue
The check is correct but has been lost or damaged.
Reversal
The check is incorrect and has been cashed or deposited.
FACILITATOR SLIDE
5-4

92. Questions & Knowledge Check
FACILITATOR SLIDE
5-5

93. Your Next Steps Review the Facilitator guide
Determine which users need training
Schedule a training session
Training groups of 8-10 people at a time is recommended
Practice, Practice, Practice!

94. Questions