Enhanced Time for ADP Workforce Now®

Enhanced Time for ADP Workforce Now®
Welcome Welcome to Enhanced Time & Attendance. Let me introduce myself. Does everyone have a copy of the Handout Manual? You'll refer to it throughout the course. This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using Enhanced Time for ADP Workforce Now®. Core Part 1: Managing Timecards

Getting to Know You On the whiteboard, type: Your name Your location
Your role Your expectations 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 This is hands on training. Let’s get started with a quick activity to practice using the virtual meeting tools. Instructor: Post a Web/ex whiteboard. Assign a number to each participant and ask them to write down their: Name Location Role – How do you use ADP Workforce Now® Enhanced Time Expectations for the class Discuss and build rapport. Write down their expectations so you can refer back to them throughout the training. 1. Add Text: Click on this icon to add text to the whiteboard. 2. Change Color: Click the arrow to expand a list of colors for your text.

Getting to Know You 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 Trainers: Upload this 1 slide as content and give learners annotation rights to type in as needed to do the Getting to Know You Activity. In Webex: Participant Assign Privileges Annotate

Additional Tools in our Virtual Classroom
Raise Hand: When you click on this icon a hand appears to the right of your name in the Participants List. Checkmark: To answer a true and false question, use the checkmark to answer yes, or to simply confirm you have completed an activity. X Mark: To answer a true and false question, use the checkmark to answer no. 6. Emoticon: Can be used to express how you’re doing throughout the course. Instructor Notes: point to Icons on the right (3,4,5,6) and let them know we’ll tell them which one to use, depending on the exercises. Have learners try raising their hand.

Enhanced Time & Attendance
Part 1: Managing Timecards To minimize background noise, use your phone’s mute function or on your phone’s keypad, press: *6 to mute the line *7 to unmute the line Return promptly from breaks. Interact. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. Please do not place your phone on hold. Use this slide to introduce the course agenda as well as the guidelines. Upon completion of this course, participants will be able to: (Overview objectives) The purpose of this class is to prepare you to begin using your time and attendance module.

Course Purpose This course prepares you to use the features of ADP’s Enhanced Time & Attendance, and it provides you with both guided and independent practice in performing application tasks. The purpose of this class is to prepare you to begin using your time and attendance module.

Course Agenda Part Topics Part 1: Managing Timecards
Introducing Enhanced Time & Attendance Entering a New Hire Filtering and Locating Employee Records Applying Basic Timecard Edits Part 2: Managing Schedules Building and Assigning Schedules Maintaining Schedules Managing Requests Part 3: Closing the Pay Cycle Running Reports Finalizing Timecards Completing End-of-Pay-Period Tasks Exploring the Time & Labor Management Client Web Site  Multimodule Many of you have an ADP solution comprised of more than one module. While we’ll focus on time and attendance tasks during this class, we’ll also discuss the impact of other modules on the way you complete your tasks within your total solution. As you complete each course in your training plan, you'll gain additional insight into the workflows that you follow.  Implementation Questions Use this section during class to write down any questions that you have about your company’s implementation. Estimated Time 6 hours, 30 minutes (excluding breaks) A Break slide is available at the end of the Microsoft Office PowerPoint presentation. Based on your timing and participants' needs, you may choose to provide a brief break at your discretion.

Part 1 Introduction Topics This part includes the following topics:
Introducing Enhanced Time & Attendance Entering a New Hire Filtering and Locating Employee Records Applying Basic Timecard Edits Part 1 Introduction Refer participants to the slide. Estimated Time Part 1 of the course takes approximately two hours and thirty minutes to complete.

Introducing Enhanced Time & Attendance
Features Multi-user capabilities Employee self-service Customizable views Alerts and notifications Manage time-off requests (if applicable) Manager delegation QuickNavs Integration with payroll data Benefit accruals Attendance information Timecard history Reports Introducing Enhanced Time & Attendance Overview Refer participants to the Handout Manual p. 10. Features and Benefits Refer participants to the Handout Manual p. 11. Enhanced Time & Attendance is a comprehensive application that gives you and your employees' access to online timecards and related tasks. The table in your Handout Manual gives further details about these and other product features, many of which we will explore today. If you have questions about any other features, please ask your implementation consultant. Instructor Notes Do not read the features to participants.

The Time & Attendance Workflow
Overview Review the slide contents and refer participants to the Handout Manual p. 12. Let's look at the stages involved in the Time & Attendance workflow. Your company might have one individual who performs the Payroll Practitioner role and the Time & Attendance Practitioner role. I am displaying both roles in case you separate these roles in your company. Stages and Descriptions Review the slide contents and refer participants to the Handout Manual p. 13. After the first stage: There are various data collection devices or direct entry methods that your employees may use to enter their time. Some employees may record start and stop times while others may be required to record total hours for the day or project. After the third stage, say: In this workflow, the terms “Administrator" and “Practitioner" are interchangeable and refer to the same role.

Explore: Using Workspaces
Overview Log on to Workforce Now Application as cpowers00 before sharing your desktop. Refer participants to the Handout Manual p. 14. As you can see, I’m already logged on to Workforce Now application and now we will navigate to Enhanced Time & Attendance. Your implementation specialist will provide your credentials that you’ll use to log on to the ADP Workforce Now application. For this course, our database displays the workspaces that reflect a task-oriented configuration that is commonly used. Your implementation specialist helps you configure the workspaces to address your specific needs so your workspaces may be arranged differently. Let’s review the types of workspaces that we’re using in class today. Workspaces and Descriptions Refer participants to the Handout Manual. I’m logged on as the Practitioner, Chris Powers. We are looking at the opening page of the application called the Navigator and the default page assigned to me is called Manage My Employees. This workspace provides easy access to the many tasks that a manager performs on a daily basis. When first opened, no employees are displayed. The Employee Find field displays an asterisk, which is a wild card. If I click the search icon, it will display all employees. We'll learn more about how to use this feature a little later. Click (search). Let’s look at a few other workspaces that are available by accessing the carousel. The workspaces listed here and in your Handout Manual reflect what is available to you as the Practitioner. Click Workspaces. Click the arrow until you can select Close Pay Period. The Close Pay Periods workspace focuses on the tasks involved with processing the end-of-pay-period tasks. These arrow-shaped boxes across the top are called a wizard because they require you to complete the steps in order. Move forward by clicking Next. Click the arrow until you can select My Information. This workspace is My Information. What do you think it’s used for? Answer: To enter your own timecard information By clicking the My Accruals tab at the bottom, you can see your accrual balances. Click the Manage My Employees tab. To return to my home workspace, I can just click on the tab. Click (close) to close all workspaces except for Manage My Employees.

Explore: Navigating Your Workspaces
Overview Refer participants to the Handout Manual p. 15. Let’s explore some of the navigational features of the Manage My Employees workspace. Elements and Descriptions Refer participants to the Handout Manual. Explain to participants that you will discuss only some of the elements shown in the illustration and others will be discussed later. Let’s begin with the Alert icons at the top of the page. Depending on how your Navigator is configured, these alerts open to reveal one or more subcategories to notify you about activities related to your job. We have three types: Exceptions, Requests from Others, and Notifications. The number above the alert indicates the number of alert notifications. Alerts are updated every minute or once per hour, depending on your configuration. Exceptions reflect what is happening in the current pay period. Click the Exceptions alert. Click (close) to close the alert. Point to the Requests from Others and the Notifications alerts. As you can see, if there is any activity, pointing the mouse to that activity will make it visible. The menu at the top left of the page displays items called QuickNavs. QuickNavs enable immediate access to frequently needed information. The first, Employee Find, is the default and displays a list of employees and their related information. We will review this in more detail a little later. Let’s open the Related Items panel and view the tools there. At the top of the Related Items panel, click the arrow. Each of our workspaces has a Related Items panel that stores additional tools and functions related to the workspace. Clicking the right or left arrow will open or close the panel. Display how to open and close the panel. What types of activities can you perform here? Answer: Approve timecards, manage requests, view group edit results, and view reports Open one or two of these items and describe its function. Close each one as you complete it. Close the Related Items panel.

QuickNavs and Descriptions
QuickNav Names Employee Find Reconcile Timecard On-Premise Check Check Overtime Approve Timecards Hours Summary Accrual Balances Payroll Close Summary What Are QuickNavs? Overview Let’s talk about QuickNavs. Review the slide contents and refer participants to the Handout Manual p. 16. Example Refer participants to the Handout Manual. QuickNavs and Descriptions Refer participants to the Handout Manual. Let them review the table and then ask: Let’s say it’s the end of the day and you have an emergency and need to know who’s on the premises. Which QuickNav would you use to get that information? Answer: On Premises Check—to see who is still on premises Which QuickNav would you use to learn which employees reported Paid Time Off time this period? Answer: Hours Summary—to view who entered PTO Let’s say you want to find the primary department for an employee. In the QuickNavs field, select Employee Find. In the Name or ID field, enter Barb* and click (search). Sam Barbato's record is displayed. Notice how we can adjust the column widths as needed. To restore the full list of employees, we clear the field except the asterisk. Clear Employee Find except the asterisk and click (search). Click Reconcile Timecard. How would this page be useful to you on the job? Answer: At a glance, you can see who is absent or who has clocked in late and so on. There are many QuickNavs available to you. You can perform most actions from any of the QuickNavs, but all provide a different view of your labour force.

Manage My Employees Workspace
Elements Widgets Show field Time Period field Refresh button Icon bar Related Items panel Active widget What Is the Manage My Employees Workspace? Overview Refer participants to the Handout Manual. Elements and Descriptions Stay on Reconcile Timecard. Refer participants to the Handout Manual. In the Manage My Employees workspace, point to the elements as you describe them, p Each workspace is composed of widgets, or self-contained views into your labour force that will help you complete a specific task. Here we are viewing the Manager Lists widget. This is the default on this page. There are two other widgets in this workspace: Punch Issues and Schedule Planner. Let’s look at the Punch Issues widget. The titles all describe the types of tasks and information found there. On the Punch Issues widget, click (preferences) and select Pop-Out. To enlarge the Punch Issues widget, click the Maximize button. To reduce the Punch Issues widget, click the Maximize button again. I used the Pop-Out option to open the widget. When you open a widget to make it active, you can perform tasks or review information at a glance without having to create a report. You can also click and drag a widget to the center panel. Drag the Manager Lists widget back to the center. Let’s use our workspace to review the timecard data for the previous pay period for Samuel Barbato. When you need to access the timecard for one employee, you can simply double click the employee name from any QuickNav. Let's change the pay period first. In the Time Period field, select Previous Pay Period. Highlight the row for Samuel Barbato and double-click. Notice how the Sam's timecard generated a new tab. We can still see the Manage My Employees tab. In addition, notice the Time Period link is displayed on Sam's timecard as well as on the previous page. You see this option on most workspaces and pages. Click the Previous Pay Period link and display the time period options. To return to Manage My Employees, just click the tab. Click Manage My Employees. When we were here last, we had selected the Reconcile Timecard QuickNav in the previous pay period. As you can see, those choices remain on the page.

Filtering and Locating Employee Records
Overview Stage Description 1. Select a QuickNav. Select the QuickNav that provides you with the view of your labor force that you need at a glance. 2. Select what to show (hyperfind queries). Filter employee records so only those records that you want are displayed. The Show text that is displayed provides information about the query. 3. Select a time period. Select the time period that you want to include in your view. Filtering and Locating Employee Records Overview Review the slide contents and refer participants to the Handout Manual p. 19. The Filtering and Locating Employee Records Process Refer participants to the Handout Manual. After stage 1, say: We've viewed some examples of QuickNavs in the menu at the top left of the screen. Currently, we are looking at the Reconcile Timecards QuickNav. Let’s say you wanted to see which employees may have unexcused absences in the Production division for the current pay period. How would you indicate that? Answer: By selecting these values in the Show and Time Period fields In the Show field, select Healthcare Division – JAX. In the Time Period field, select Current Pay Period. Notice how the display changes when I change the selections in the Show and Time Period fields. Refer participants to the Handout Manual. Now let’s change it back to the previous display. In the Show field at the top of the page, select All Home.

Applying Basic Timecard Edits
Overview Access the Timecard page for edits. Add missing information. Fix errors. Payroll Practitioners make edits that managers cannot. Applying Basic Timecard Edits Overview Refer participants to the Handout Manual and review the slide contents. Demonstration: Editing Punches Scenario Refer participants to the Handout Manual p. 20. Instructions BEFORE CLASS: Select Kenneth Johnson’s timecard, Previous Pay Period. DELETE existing punches for Thursday and Friday making them blank. Assume that you want to enter data for the previous pay period. Where do you change the pay period? Answer: In the Time Period field In the Time Period field, select Previous Pay Period. Highlight the row for Kenneth Johnson and double-click. What do the red indicators in the Thursday and Friday date fields indicate? Answer: That Kenneth does not have timecard punches for those days You learn that Kenneth was off site and could not clock in on those days. Let’s enter the data for him. In the first row for Thursday, in the In field, enter 9. In the Out field, enter 6p. In the first row for Friday, in the In field, enter 9. To specify time in the p.m., you enter “p” for p.m. Click Save. DEMO

Editing Punches Scenario
Heather Duncan worked 8 a.m. to 5 p.m. on Monday. She normally works 9:00 a.m. to 6:00 p.m. On Tuesday, she had approval to come in at 11 a.m. due to an activity at her child’s school. She did not provide an out time. You need to add comments and adjust her timecard accordingly. Editing Punches Starting Point: Workspaces > Manage My Employees > Reconcile Timecard Demonstration: Editing Punches Scenario Refer participants to the Handout Manual p. 21. Ask for a volunteer to enter the data for the activity. Instructions Refer participants to the Handout Manual. After step 11, say: What did you notice about Heather’s timecard once you saved it? Answer: Three fields have red indicators, and one is a solid red rectangle. How do we know what those indicators mean? Answer: Pointing to any indicator displays the meaning. Important Information DEMO

Indicators and Descriptions
What Are Timecard Exceptions and Errors? Overview Refer participants to the Handout Manual p Before class, locate the timecard for Chris PringleX, current pay period, first Monday, and create a 9 a.m. in punch and no out punch. On the first Tuesday, enter 8a - 4p to create schedule exceptions. Refresh the alerts. Indicators and Descriptions Review the slide contents. Which indicator tells you that errors must be corrected before you run end-of-period tasks? Answer: Errors in a solid red field What type of event causes an error indicator to appear? Answer: An employee forgetting to punch in or out for a shift or a lunch break Your implementation specialist can help you define the errors appropriate for your business. Let’s see how the exception is displayed in the alert at the top of the workspace. At the top of the workspace, point to and then click Exceptions. Chris Pringle has two exceptions: one Missed Punch and one Early-Late Punch. Click Early-Late Punch. Click View All. The Alerts and Notifications widget opens to display all current messages. Managing alerts and notifications is the single most critical activity that you and your managers can perform. By acting on these items as they occur in the current period, you will have little to no need to open a timecard to make changes directly. We encourage you to use this feature to stay on top of all exceptions and requests that you receive. Under Missed Punch, click Chris Pringle. Point to the symbols that are displayed. Briefly review the fields. Point to the fields as you describe them. The days when the exceptions occur are displayed. You can make any necessary entries, including adding a pay code for specific hours or transferring time to a different department. Next, let’s resolve Chris’ exception. Important Information Refer participants to the Handout Manual.

Guided Practice: Resolving Alerts
Scenario Your alert notification shows that you have an exception to resolve. You have learned that Chris Pringle has a missing punch when he forgot to punch out at 6:00 p.m. You need to resolve the error for Chris. Resolving Alerts Starting Point: Workspaces > Manage My Employees Guided Practice: Resolving Alerts Overview Refer participants to the Handout Manual p. 24. Ask for a volunteer to enter the data for the activity. Scenario Refer participants to the Handout Manual. Instructions The Exceptions alert at the top of the page will be decreased by one each time you resolve an exception. This number may take a few minutes or up to an hour to be updated, depending on how frequently your alert is set to update. At the top of the Manage My Employees page, click the Exceptions Alert. In the Exceptions window, under Missed Punch, select Chris Pringle. In the Out field for Monday, enter 6 pm and press Tab. Click Save. To return to Reconcile Timecards, on the Manage My Employees widget, click (Preferences) and select Pop-Out. DEMO

Types of Timecard Edits
Reasons to Edit a Timecard Correct missing timecard punches, hours, or pay code amounts. Fix timecard errors and exceptions before proceeding to the next pay period. Cancel meal deductions. Transfer time to a different labour account. Add or delete comments. Sign off on or approve a timecard. Overview Earlier, we applied a basic timecard edit. Let’s learn more about the types of editing functions that you or the manager will perform and the information on the Timecard page that will help you to monitor those changes. Discuss the available options on the page. Reasons to Edit a Timecard These are common reasons for editing a timecard. Refer participants to the Handout Manual p. 25.

Guided Practice: Adding Pay Codes
Scenario Heather Duncan was scheduled to work but called in Sick on Thursday. You need enter Sick Day on Thursday. Gary Walters, who enters total worked hours, took a vacation day on Monday. Adding Pay Codes Starting Point: Workspaces > Manage My Employees > Reconcile Timecard Guided Practice: Adding Pay Codes Overview Refer participants to the Handout Manual p Ask for a volunteer to enter the data for the activity. Scenario 1 Heather Duncan was scheduled to work but called in Sick on Thursday. You need enter Sick Day on Thursday. Instructions: Adding Pay Codes to a Daily Hours Timecard Refer to the information in the Handout Manual. The blue icon in the Thursday cell indicates that this was an excused absence. Scenario 2 Now let's add Gary Walters, who enters total worked hours, took a vacation on Monday. Instructions: Adding Pay Codes to a Project View Timecard Later in your training, we will review how to add pay codes from the schedule. DEMO

Guided Practice: Canceling Meal Deductions
Scenario While Kenneth Johnson has eight hours total for Thursday, he worked through his meal break. You need to add the break back to the total hours worked by canceling his meal deduction. Canceling Meal Deductions Starting Point: Workspaces > Manage My Employees > Reconcile Timecard Guided Practice: Canceling Meal Deductions Overview Refer participants to the Handout Manual p. 28. Ask for a volunteer to enter the data for the activity. Scenario While Kenneth Johnson has eight hours total for Thursday, he worked through his meal break. You need to add the break back to the total hours worked by canceling his meal deduction. Instructions Refer participants to the Handout Manual. The total number of hours in Thursday’s Shift daily column changed from 8 to 9. This entry has a red indicator because it represents an exception to the schedule caused by the canceled meal deduction. DEMO

Guided Practice: Editing Labour Account Transfers and Work Rules
Scenario On the first Saturday of the month, Kenneth Johnson was called in and started work at 9 a.m. in his primary account as a registered nurse (RN). At 11 a.m., he transferred to the Pediatrics unit as an RN. He then worked in the Pediatrics unit until the end of his shift. Because Kenneth worked on-call, he must receive the work rule of on-call. Editing Labour Account Starting Point: Workspaces > Manage My Employees > Reconcile Timecard Guided Practice: Editing Labour Account Transfers and Work Rules Overview Refer participants to the Handout Manual p.29. Ask for a volunteer to enter the data for the activity. Scenario On the first Saturday of the month, Kenneth Johnson was called in and started work at 9 a.m. in his primary account as an RN in the operating room. At 11 a.m., he transferred to the Pediatrics unit as an RN. He then worked in the Pediatrics unit until the end of his shift. Because Kenneth worked on-call, he must receive the work rule of on-call. Instructions Refer participants to the Handout Manual p. 30. After step 3, say: You will only enter data in the fields that are changing. In this case, we will change the department and the work rule. After step 7, say: Here we see all the fields available for transfer. The first one we'll change is department. A quick way to find the department is to use a wildcard. Enter the letter "p" and an asterisk to display a list that includes Pediatrics. Important Information Refer participants to the Handout Manual p. 31. DEMO

Guided Practice: Adding Pay from Schedule
Scenario Samuel Barbato and Chris Pringle both have schedules, but they are not automatically set up to be paid from them. They are to be paid from their schedules for the next pay period. Adding Pay from Schedule Starting Point: Workspaces > Manage My Employees > Schedule Group Multi-Line Guided Practice: Adding Pay from Schedule Overview Refer participants to the Handout Manual p. 32. Ask for a volunteer to enter the data for the activity. Scenario Samuel Barbato and Chris Pringle both have schedules, but they are not automatically set up to be paid from them. They are to be paid from their schedules for the next pay period. Ask for a volunteer to enter the data for the activity. For this task and the next one, we will work in the Manage My Employees > Schedule Group Multi-Line workspace. Instructions: Adding Pay from Schedule Refer participants to the Handout Manual p.32. After step 3, say: Notice that two areas have the word "schedule" listed. Select Schedule from the menu bar; the menu bar is the lower row. Instructions: Reviewing Pay from Schedule Refer participants to the Handout Manual p. 33. Let’s review the employee’s timecard in the next pay period to see the effect of pay from schedule. Important Information Best Practice DEMO

Completing a Group Edit
Scenario You need to pay a bonus to two employees. You can enter the bonus once with a group edit. Completing a Group Edit Starting Point: Workspaces > Manage My Employees > Schedule Group Multi-Line Demonstration: Completing a Group Edit Overview Refer participants to the Handout Manual p. 34. Ask for a volunteer to enter the data for the activity. Types of Group Edits Review the information in the Handout Manual p. 34. Scenario You need to pay a bonus to two employees. You can enter the bonus once with a group edit. Instructions Refer participants to the Handout Manual p. 34. Let's pay a bonus to three employees. Starting Point: Workspaces > Manage My Employees > Schedule Group Multi-Line Press Ctrl and click Kenneth Johnson and Susan Montgomery. Click Timekeeping. Select Add Pay Code. In the Pay Code field, select Bonus$. In the Amount field, enter 50. In the Effective Start Date field, in the next pay period, enter (select date based on current database). Clear / uncheck the box Stop Pay from Schedule. By clearing the field, you allow the employees to be paid for the hours that they are expected to work in addition to receiving the bonus pay. If we left Stop Pay from Schedule selected, the employees would receive only the bonus pay. Click Add Comment. Select Approved from the list. Click Add. Click Apply. To confirm your group edit, select Group Edit Results from the Related Items panel. This page displays information about the group edit that you just made. The Status column shows that the edit was completed. DEMO

Hands On Practice: Managing Timecards
Hands On Practice: Managing Timecards p. 35 in Handout Manual. Monitor participants to answer questions and to ensure that they are on track. Scenario 1 Make the following updates to Kevin French’s timecard in the current pay period: On Monday, Kevin punched in at 8 a.m., but he did not punch out. Save this entry. On Tuesday, Kevin called in sick. Add a comment to approve the 8-hour sick day. Save your comments. On Wednesday, Kevin split his time as follows: – From 9 a.m. to 11 a.m., he worked in his home labour account. – At 11 a.m., he transferred to department 304, Engineering, cost center 401, where he worked as a 505 programmer until 6 p.m. – Make the transfer and save the entries. On Thursday, update Kevin's timecard to show she worked from 9 a.m. to 3 p.m. He did not take a meal break so you need to make the adjustment. Save this entry. On Friday, Kevin worked from 9 a.m. to 6 p.m. Save this entry. Scenario 2 Using the Alert icons at the top of the workspace, find Kevin French’s missed punch and resolve it by adding an out time of 5 p.m. Instructions Log on to Workforce Now Application as cpowersXX followed by the number that was assigned to you. I’ll display this information. Use the appropriate procedure in your Handout Manual to complete the following scenarios. The practice results are displayed on the following pages. Practice Login Information Review the slide contents. In your Handout Manual, write down your login information. Results: p. 36 in HM.

Your Login Information
User Name and Password provided by your Instructor Please write down your user name and password. You need this information to login during our practices. Instructor Notes: Add URL to slide Tell clients: Please write down your user name and password. You need this information to login during our practice exercises. Do not try more than 3x to log in or the system will lock you out

Participant User Name Password 1 cpowers01 welcome 2 cpowers02 3 cpowers03 4 cpowers04 5 cpowers05 6 cpowers06 7 cpowers07 8 cpowers08 Instructor Notes: Type User ID and PW on a whiteboard, or show the list and assign them to clients from here. Tell clients: Please write down your user name and password. You need this information to login during our practices.

Debrief Summarize the main points for the following topics: QuickNavs
Hyperfind queries Deleting a punch Adding comments Using Alerts and Notifications Entering a pay code Canceling a meal deduction Transfers Adding pay from schedule Instructor Notes: Talk about the topics which where covered in this session. In this part of the course, you learned and practiced many of the steps necessary to view and to edit timecards.

Part 2 Preview The next part of the course includes the following topics: Building and assigning schedules Maintaining schedules Managing requests Part 2 Preview Discuss the topics that are covered in the next part of the course.

Questions What questions do you have?

Thank You! It was my pleasure to work with you today!
Course Name: Managing Timecards Instructor name: Date: Please add your name and date to the slide before starting the training.

Break Length of break: Instructions:
For audio, call Access code: Break A 10-minute break is recommended. However, you can change the length of the break based on the pace of the course and the participants’ needs.

Welcome Welcome to Enhanced Time & Attendance. Let me introduce myself. Does everyone have a copy of the Handout Manual? You'll refer to it throughout the course. This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using the Enhanced Time for ADP Workforce Now®. Core Part 2: Managing Schedules

Part 2: Managing Schedule To minimize background noise, use your phone’s mute function or on your phone’s keypad, press: *6 to mute the line *7 to unmute the line Return promptly from breaks. Interact. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. Please do not place your phone on hold. Use this slide to introduce the course agenda as well as the guidelines. Upon completion of this course, participants will be able to: (Overview objectives) The purpose of this class is to prepare you to begin using your time and attendance module.

Part 2 Introduction Topics Building and Assigning Schedules
Maintaining Schedules Managing Requests Part 2 Introduction Does everyone have a copy of the Handout Manual? You will refer to it throughout this part of the course, this slide corresponds to p. 38 in HM. Review the slide contents. This part includes the following topics:

Building and Assigning Schedules
Overview What types of schedules exist in your company? What are the start and stop times of your shifts? Building and Assigning Schedules Overview Your implementation specialists will initially guide you through the steps necessary to create and assign schedules. You will continue to use these tools to maintain and view your staff's schedules. Display the slide and review the information in the Handout Manual p. 39. If schedules are dimmed, display them by selecting Setup > Common Setup > Run Shift Builder. Example: Pattern Template Eighty percent of the employees at your workplace work the 8:30‒4:30 p.m. shift from Monday to Friday. You create a pattern template with the 8:30‒4:30 p.m. shift Monday through Friday and assign it to the applicable employees and any new hires who will work this schedule. Example: Shift Template The remaining employees work 3:30 p.m. to 11 p.m. or 11 p.m. to 7 a.m. You create these shift templates as well and apply them to employees as necessary. Earlier, you learned about exceptions. When does Enhanced Time & Attendance indicate that you have a timecard exception? Answer: The assigned schedule for a given employee does not match the actual schedule in some way. Another benefit to having a schedule, if you choose to use it that way, is to have a standard default set of hours from which you can pay employees without having to enter the same schedule every day or every week. You can simply pay the employee from the schedule. What types of schedules does your company most commonly use? Use the whiteboard to have participants record typical stop/start times.

What Are Schedule Templates?
Overview Pattern templates contain scheduled shifts that reoccur over time. Shift templates contain start and stop times and can be reused for multiple employees. What Are Schedule Templates? Overview Schedule templates include shift templates and pattern templates. Pattern templates contain scheduled shifts that reoccur over time. The pattern template can be assigned to one or multiple employees. Shift templates contain start and stop times for a particular shift and can be reused for multiple employees.

Explore: The Schedule Planner
Before you learn how to build schedules to assign to your employees, let’s view the schedules in the Schedule Planner. Select the Manage My Employees workspace. Our active widget is Manage My Employees, but notice the Schedule Planner widget to the right. In this view, we see data for employees' schedules for today. Let's make this our active widget so we can see more detail. Click (preferences) and select Pop-Out. This is the default view of the Schedule Planner. This widget offers multiple views and powerful editing capabilities. Let's look at some of the key elements on this page. Elements and Descriptions Refer participants to the Handout Manual as you point to elements on the screen p Where the employees are listed, along with their schedules, is called the grid. The icon bar above the grid offers quick access to change views and perform tasks. For example you can easily change the current view from Employee to Schedule Group. Point to the icon bar and click View. Click By Schedule Group. Click back to By Employee. Notice within the grid that we see shifts as shift bubbles. This is the Gantt view. If I click on a specific day from the daily bar at the top of the grid, I get an expanded, scrollable visual picture of my daily coverage. Click Monday and scroll to the right. To return to the original view, I click the schedule period bar above the days. Click the schedule period bar. To change to a more traditional view, let's click the tabular view icon. Click the tabular view icon. Here we see a listing of start and stop times in a columnar view. Pointing to a shift in either the Gantt or tabular view displays shift and employee data in a callout. Point to a shift. Totals are listed at the bottom of the page. Point to totals.

Creating a New Shift Template
Scenario Chris Pringle has employees who work from 1 p.m. to 10 p.m. You need to create a template to assign the same shift to multiple employees. Creating a New Shift Template Starting Point: Workspaces > General Maintenance > Scheduler Setup Demonstration: Creating a New Shift Template Overview Refer participants to the Handout Manual p. 42. Ask for a volunteer to enter the data for the activity. A shift template is saved with a name but no date so that you can reuse it as needed. Build your most common shift times into templates so they are available for your use any time you need to assign them. Scenario Chris Pringle has employees who work from 1 p.m. to 10 p.m. You need to create a template to assign the same shift to multiple employees. Instructions Refer participants to the Handout Manual. After step 7, before you close the workspace say: Scroll down the list to see the shift you just created. Because we need to set up a new pattern template, rather than closing the workspace, let's navigate to the Pattern Template. To the right of the Search field, click Scheduler Setup and select Pattern Templates. Best Practice If a shift crosses midnight or spans multiple days, such as a 48-hour shift, change the End Time field to reflect the next day. DEMO

Creating a New Pattern Template
Scenario Chris Pringle has employees who work the same shift on specific days. The first-shift employees work Monday through Friday from 1 p.m. to 10 p.m. Create a pattern template to designate Monday through Friday as the early shift. Creating a New Pattern Template Starting Point: Workspaces > General Maintenance > Scheduler Setup Demonstration: Creating a New Pattern Template Overview Refer participants to the Handout Manual p. 43. Ask for a volunteer to enter the data for the activity. A pattern is a combination of one or more shifts that repeats over a specified number of days or weeks. In a pattern template, you define when the rotation begins and identify the number of days or weeks that the pattern repeats. Pattern templates are used to assign recurring schedules to your employees. Suppose you need to apply the same shift to all five days of the week. Rather than copying and pasting the shift template for each day, you can create and use a pattern template. You can specify patterns as daily or weekly recurrences. Scenario Chris Pringle has employees who work the same shift on specific days. The first-shift employees work Monday through Friday from 1 p.m. to 10 p.m. Create a pattern template to designate Monday through Friday as the early shift. Instructions Refer participants to the Handout Manual. Important Information You can base a new pattern template on an existing one. For example, you have a rotating pattern for the first shift and need to create a similar pattern for the second shift. Duplicate the template, modify the start and end times, and save it with a new name. Click (close) to close the tab. DEMO

Guided Practice: Assigning a Recurring Schedule
Scenario Chris Pringle just learned that Kevin French will work from 1 p.m. to 10 p.m., Monday through Friday, starting in the next scheduled period. Assigning a Recurring Schedule Starting Point: Workspaces > General Maintenance > Scheduler Planner Guided Practice: Assigning a Recurring Schedule Overview Refer participants to the Handout Manual p. 45. Ask for a volunteer to enter the data for the activity. A recurring schedule repeats over a period of time. You can assign one or more shifts to a recurring schedule. Assigning a pattern to the schedule defines which days the shift is worked. You just created the pattern template 1p-10p M-F that specifies the day or days that this shift is worked. Now let’s create a recurring schedule by assigning the 1p-10p M-F template to an employee. Scenario Chris Pringle just learned that Kevin French will work from 1 p.m. to 10 p.m., Monday through Friday, starting in the next scheduled period. Instructions Complete steps 1-5 in the Handout Manual. In step 5, the Anchor Date field refers to the date that the pattern was created. Before step 6 say: You can select an end date from the calendar, but in most cases, you select Forever. Before step 7 say: When you click Override Other Patterns, you get an automatic warning that says, “Selecting Override may delete shifts or unavailable days -except for locked days or locked shifts.” This warning fades on its own without any interaction from you. After step 8 say: This is the same warning that we saw before, but this one must be acknowledged, so we'll click Yes. After step 10 say: After you've saved the new schedule, refresh the screen to ensure you are able to view it. Let's look at the next schedule period to see the recurring schedule. Important Information Refer participants to the Handout Manual. By clicking Override Other Patterns, you ensure that you do not accidentally add a second schedule where one already exists. Shifts with overlapping start or stop times generate an error. DEMO

Hands On Practice: Building and Assigning Schedules
Hands On Practice: Building and Assigning Schedules p. 47 in HM. Monitor participants to answer questions and to ensure that they are on track. Scenario Your organization just implemented short hours for a new 30-day intern program. Create a new shift template and a new pattern template. Assign the new schedule to Alan Riley who will lead that program. Supply the date for the exercise based on the current database. Instructions Log on to Workforce Now as cpowers followed by the number that was assigned to you. Use the appropriate procedure in your Handout Manual to complete the practice. The practice results are displayed on the following page. Practice Login Information Review slide contents and refer participants to the Handout Manual. In your Handout Manual, write down your login information.

User Name and Password provided by your Instructor Please write down your user name and password. You need this information to login during our practices. Instructor Notes: Add URL to slide Tell clients: Please write down your user name and password. You need this information to login during our practices. Do not try more than 3x to log in or it will lock you out

Maintaining Schedules
Overview After you assign a schedule to an employee, you can edit it if necessary. Maintaining Schedules Overview Earlier we looked at the Schedule Planner workspace. Let's take a closer look at some of the tools available on this page. Review the slide contents, p in HM.

The Schedule Planner Page
The following illustration displays the icons on the Schedule Planner page. Depending on the features chosen by your company, you may see more or fewer icons. Explore: The Schedule Planner Page Overview The following illustration displays the icons on the Schedule Planner page. Depending on the features chosen by your company, you may see more or fewer icons. Refer participants to the Handout Manual p. 50. Icons and Descriptions Refer participants to the Handout Manual p. 51. Point to the icons at the top of the page and describe each icon's functionality. DEMO

Modifying an Existing Schedule for Specific Days
Scenario Samuel Barbato and Susan Montgomery are needed for a later shift on the first Monday of the next schedule period. You need to assign new start and stop times to override Sam's currently scheduled shift. You also need to assign the new work hours to Susan who does not use a schedule pattern. Modifying an Existing Schedule Starting Point: Workspaces > General Maintenance > Schedule Planner Demonstration: Modifying an Existing Schedule for Specific Days Overview Refer participants to the Handout Manual p. 52. Ask for a volunteer to enter the data for the activity. Scenario Samuel Barbato and Susan Montgomery are needed for a later shift on the first Monday of the next schedule period. You need to assign new start and stop times to override Sam's currently scheduled shift. You also need to assign the new work hours to Susan who does not use a schedule pattern. Instructions Refer participants to the Handout Manual. We know that Sam is being paid by schedule because hours will populate a timecard only if the employee is paid by schedule. Important Information If the employee's schedule is applied to a pattern, the next schedule period will revert back to the original schedule. Any changes that you make will impact only the current schedule. The changes do not roll forward. Modify the pattern to modify the schedule permanently. DEMO

Inserting a Shift Transfer
Scenario On Wednesday of the current time period, Samuel Barbato will transfer at 9 a.m. to Pediatrics, department 315, as a charge nurse (job number 513). Inserting a Shift Transfer Starting Point: Workspaces > General Maintenance > Schedule Planner Demonstration: Inserting a Shift Transfer Overview Refer participants to the Handout Manual p. 53. Ask for a volunteer to enter the data for the activity. If you have employees who transfer in and out of labor accounts, you can simply insert a shift transfer into their schedules. Refer participants to the Handout Manual. Scenario On Wednesday of the current time period, Samuel Barbato will transfer at 9 a.m. to Pediatrics, department 315, as a charge nurse (job number 513). Instructions To view the details of the transfer, you can point to the cell or double-click. DEMO

Guided Practice: Adding a Pay Code to an Employee
Scenario Kenneth Johnson wants to take a vacation day next Tuesday to attend his child’s school play. You need to add a pay code for his time off. Adding a Pay Code Starting Point: Workspaces > General Maintenance > Scheduler Planner Guided Practice: Adding a Pay Code to an Employee Overview Refer participants to the Handout Manual p. 54. Ask for a volunteer to enter the data for the activity. Refer participants to the Handout Manual. If your company uses the Request Time Off feature, your employees submit their requests for vacation time and personal time using this feature. We will learn more about the Request Time Off feature at the end of Part 2 of this class. Scenario Kenneth Johnson wants to take a vacation day next Tuesday to attend his child’s school play. You need to add a pay code for his time off. Instructions Let's schedule Kenneth’s vacation day. DEMO

Adding Employees to a Schedule Group
Scenario Kevin French and Eileen Godfrey have taken new assignments but will maintain their current schedules for the transition period. We will add Kevin and Eileen to the Day Office schedule group beginning the next schedule period. Adding Employees to a Schedule Group Starting Point: Workspaces > General Maintenance > Scheduler Multi-Line Demonstration: Adding Employees to a Schedule Group Overview Most commonly, employees are grouped because they share the same schedule. However, they can be grouped because of other attributes as well. For example, while warehouse workers have several schedules, they can be grouped so the manager can easily view coverage and make individual or group edits. Refer participants to the Handout Manual p. 55. Scenario Kevin French and Eileen Godfrey have taken new assignments but will maintain their current schedules for the transition period. We will add Kevin and Eileen to the Day Office schedule group beginning the next schedule period. Instructions Refer participants to the Handout Manual. Kevin French and Eileen Godfrey are now assigned to the Day Office group. Important Information See the appendix for instructions on creating a schedule group. DEMO

Adding a Pay Code to a Group
Scenario Chris Powers' employees who are assigned to the Day Office group will attend an off-site training seminar next Monday. You need to add a pay code to reflect their time at the seminar and a comment to approve it. Adding a Pay Code to a Group Starting Point: Workspaces > General Maintenance > Schedule Multi-Line Adding Comments and Confirming Entries Starting Point: Workspaces > General Maintenance > Schedule Multi-Line > Add Pay Code Guided Practice: Adding a Pay Code to a Group Overview Refer participants to the Handout Manual p. 56. Scenario Chris Powers' employees who are assigned to the Day Office group will attend an off-site training seminar next Monday. You need to add a pay code to reflect their time at the seminar and a comment to approve it. Refer participants to the Handout Manual. Instructions: Adding the Pay Code Instructions: Adding Comments and Confirming Entries In addition to adding the pay code to the schedule group, we want to document the event further using comments. We are still in the Add Pay Code window. Refer participants to the Handout Manual p. 57. Best Practice If the pay code is replacing a shift (for example, when an employee is out sick), leave the Stop Pay from Schedule field selected. If the pay code is in addition to the shift (for example, when you are paying a bonus or scheduling an on-call shift), clear the Stop Pay from Schedule field. the Add Pay Code page and move to our next task. DEMO

Managing Requests Overview When an employee submits a request, such as for time off or for a manager delegation, you receive a Requests from Others alert. Managing Requests Overview Review the slide contents and refer participants to the Handout Manual p. 58. You respond to these types of alerts in much the same way as exception alerts.

Requesting Time Off as an Employee
Scenario Log on as Kenneth Johnson, and request a vacation day for next Monday. The request will be sent to Kenneth's manager, Chris Powers, for approval. The request will be displayed in Chris’s Requests from Others alert. Requesting Time Off as an Employee Starting Point: Workspaces > My Information Demonstration: Requesting Time Off as an Employee Scenario Refer participants to the Handout Manual p. 58. Let's log on as kjohnsonXX and submit the vacation request to his manager, Chris Powers. Instructions Refer participants to the Handout Manual. After step 1, review the four buttons at the top of the page and their functions: Select dates Switch to the by-day view Switch to the by-week view Switch to the by-month view Before step 7 say: You can save your request as a draft until you are ready to submit it by clicking Draft, but we are ready to submit it. Once you’ve submitted the request, you can see the request on the calendar. Under Calendar, find the start date entered in step 3. Point to the entry. In the right corner of the cell, click the right arrow. Click Details. Click Close. To remove a request that you’ve submitted, you would click the calendar cell with the time-off request and then click the Retract button. DEMO

Responding to Time Off Requests
Scenario Manager Chris Powers received a Request from Others alert from Kenneth Johnson, an employee who reports to him. Approve Kenneth's time-off request. Responding to Time Off Requests Starting Point: Workspaces > My Employees Demonstration: Responding to Time Off Requests Scenario Refer participants to the Handout Manual p. 59. Let's log on as cpowersXX. Instructions Refer participants to the Handout Manual. Click the Requests from Others alert. Click Time Off. Highlight the request to view the details. To approve the request, click Approve. Result: The Approve Time-Off Request window opens. Click Approve. Result: The request is removed from the Manage Requests page. DEMO

Hands On Practice: Managing Schedules
Hands On Practice: Managing Schedules p. 60 in HM. Monitor participants to answer questions and to ensure that they are on track. Scenario 1 Kenneth Johnson requested Friday of the current schedule period as a vacation day. Add the pay code Vacation and 8 hours to Kenneth's schedule and approve it. Refer participants to the Handout Manual. Supply the date for the exercise based on the current database. Scenario 2 Eileen Godfrey needs to work a restricted schedule next week. Assign the shift template 1st Shift MFG on Wednesday and Friday of the next schedule period. Confirm your entries in the next schedule period. Refer participants to the Handout Manual. Instructions Log on to Enhanced Time and Attendance as cpowersXX followed by the number that was assigned to you. Use the appropriate procedure in your Handout Manual to complete the practice. The practice results are displayed on the following page. Practice Login Information Display the Practice Login Information slide from the first practice in this part of the class and review the slide contents. To complete this practice, use the same login information from the first practice in this part of the class.

User Name and Password provided by your Instructor Please write down your user name and password. You need this information to login during our practices. Instructor Notes: Add URL to slide Tell clients: Please write down your user name and password. You need this information to login during our practices. Do not try more than 3x to log in or it will lock you out

Debrief Summarize the main points for the following topics:
Schedule Templates Shift Template Pattern Template Recurring Schedule Modifying Schedule for Specific Days Adding Pay Code Schedule Group Managing Requests Instructor Notes: Take about the topics which where covered in this session. In this part of the course, you learned and practiced many of the steps necessary to view and to edit timecards.

Part 2 Summary Topics This module included the following topics:
Building and Assigning Schedules Maintaining Schedules Managing Requests Part 2 Closing Summary In this part of the course, you learned and practiced many of the steps necessary to build, assign, edit, and maintain employee schedules.

Course Name: Managing Schedules Instructor name: Date: August Please add your name and date to the slide before starting the training.

Break Length of break: Instructions:
For audio, call Access code: Break A 10-minute break is recommended. However, you can change the length of the break based on the pace of the course and the participants’ needs.

Welcome Welcome to Enhanced Time & Attendance. Let me introduce myself. Does everyone have a copy of the Handout Manual? You'll refer to it throughout the course. This course has been designed to provide you with the knowledge and hands on experience required to be comfortable using the Enhanced Time for ADP Workforce Now®. Core Part 3: Closing the Pay Cycle

Part 3: Closing the Pay Cycle To minimize background noise, use your phone’s mute function or on your phone’s keypad, press: *6 to mute the line *7 to unmute the line Return promptly from breaks. Interact. Participate. Ask any question that comes to mind. Make mistakes. This is a safe environment. Please do not place your phone on hold. Use this slide to introduce the course agenda as well as the guidelines. Upon completion of this course, participants will be able to: (Overview objectives) The purpose of this class is to prepare you to begin using your time and attendance module.

Part 3: Closing the Pay Cycle
Topics This part includes the following topics: Running Reports Finalizing Timecards Completing End-of-Pay-Period Tasks Support After Class Part 3 Introduction Does everyone have a copy of the Handout Manual? You will refer to it throughout this part of the course. Review the slide contents, p. 64 in HM.

Running Reports Overview Extract information from the database.
View information in an easy-to-read format. Print or send information to employees and managers in an attachment. Running Reports Overview Review the slide contents and refer participants to the Handout Manual p. 65. In Part 1 of this course, you learned how you can get a quick view into your labour force by simply selecting one of the QuickNavs available to you in the Manage My Employees workspace or from the Related Items panel. At times, you may want a report to capture certain information. Why do you think you would run a report on your Time & Attendance data? Refer participants to the Handout Manual.

Types and Descriptions
Employee Employees who enter time using a Web browser can also access reports about their time detail, schedules, and accruals for a specific time frame and view them on the desktop in HTML format. Manager/Practitioner Based on their access privileges, managers and Practitioners can generate and view reports that provide information about employees, groups of employees, and other time and attendance information. Types of Enhanced Time & Attendance Reports Types and Descriptions Review the slide contents. Important Information Refer participants to the Handout Manual p. 65.

Employee Report Types and Descriptions
Accrual Balances and Projection Displays an employee’s current balances, projected future takings and debits, projected future earnings or credits, and projected balances Schedule Displays an employee's schedule data Time Detail Displays detailed data about employee punches, time periods, and pay code edits Types of Employee and Manager/Practitioner Reports Employee Report Types and Descriptions Refer participants to the slide and Handout Manual p. 66.

Manager/Practitioner Report Types and Descriptions
All Contains all reports available to managers in Enhanced Time & Attendance Accrual Details Displays types of accrual transactions for each employee Work Rules Lists the work rules defined Absent Employee Displays an employee’s excused and unexcused absences through the current day Hours by Labour Account Displays money, hours, and wages for each labour account Manager/Practitioner Report Types and Descriptions Review the two slides. Note that not all of the report types are listed on the slide. Enhanced Time & Attendance has more than 100 reports accessible to managers and supervisors that are based on the access privileges that ADP set up for them in their profiles. Your Handout Manual contains descriptions of frequently run reports that you can refer to after class.

Manager/Practitioner Types and Descriptions (continued)
Report Type Description Employee Schedule – Weekly Displays schedules of employees whose home locations are selected Employee Transactions and Totals Displays pay code transactions and totals by employee for a selected time period Exceptions Displays exceptions or comments attached to the start or end of a pay period Manager/Practitioner Report Types and Descriptions Review the two slides. Note that not all of the report types are listed on the slide. Enhanced Time & Attendance has more than 100 reports accessible to managers and supervisors that are based on the access privileges that ADP set up for them in their profiles. Your Handout Manual contains descriptions of frequently run reports that you can refer to after class.

Viewing Manager/Practitioner Reports
Scenario You need to run the Time Detail report so you can monitor totals and view employees who required edits in the previous pay period. You want to view only the actual punch information and exclude adjustments made to past hours. Viewing Manager/Practitioner Reports Starting Point: Workspaces > Manage My Employees > Related Items > Reports Demonstration: Viewing Manager/Practitioner Reports Scenario You need to run the Time Detail report so you can monitor totals and view employees who required edits in the previous pay period. You want to view only the actual punch information and exclude adjustments made to past hours. Refer participants to the Handout Manual p. 67. Instructions Refer participants to the Handout Manual. The Time Detail report is useful for viewing data about each employee's punches and pay code edits for a selected time frame. In addition, the report provides summary and total information for that employee. Important Information If you have previously selected an option in the People field, that filter option will remain active. DEMO

Sending and Printing Reports
Scenario You need to send the Time Detail report to Kenneth Johnson. Keep the default report setup. Sending and Printing Reports Starting Point: Workspaces > Manage My Employees > Related Items > Reports Demonstration: Sending and Printing Reports Overview Refer participants to the Handout Manual. Scenario You need to send the Time Detail report to Kenneth Johnson. Keep the default report setup. Refer participants to the Handout Manual p. 68. Instructions If the delivery fails, mention that the result will be displayed as Complete when the message is sent. Important Information Be cautious when sending reports as attachments. Reporting information is based on the access rights of the user creating the report, not the user receiving it. DEMO

Guided Practice: Scheduling Reports
Scenario Chris Powers needs to schedule a report that lists all managers who have not signed off on their employees' timecards. You need to send this report to each pay period. Scheduling Reports Starting Point: Workspaces > Manage My Employees > Related Items > Reports Guided Practice: Scheduling Reports Overview Refer participants to the Handout Manual p. 69. Ask for a volunteer to enter the data for the activity. Refer participants to the Handout Manual. The Reporting tool allows you to schedule reports to run on specific days and at specific intervals. For example, you may want to run a weekly report that lists managers who have not signed off on their employees' timecards. You can set this report to run the day before your pay period ends and have the report automatically sent to your managers as a reminder. Scenario Chris Powers needs to schedule a report that lists all managers who have not signed off on their employees' timecards. You need to send this report to each pay period. Instructions: Selecting Report Criteria Refer participants to the Handout Manual p. 69. If you want to assign this report to a manager, you select the manager's name from the list; otherwise, select your own name. We’ll leave Chris's name. Let's set up the report to be automatically sent to a printer and to John Dexter. Your Enhanced Time & Attendance representative will set up the available printers during implementation. To send the report to multiple recipients, separate each address with a comma. Instructions: Scheduling a Report Refer participants to the Handout Manual p. 70. Now let's set up the frequency at which the report will run. Select Forever only when you do not want to specify an end date. DEMO

Finalizing Timecards Overview Stage Description 1
Employees and managers complete timecard edits for the pay period. 2 Employees approve their own timecards. Managers approve their employees' approved timecards. 3 Once managers approve the timecards, the practitioner signs off on the timecards and prepares the data for payroll. Note: Depending on the timecard-approval process adopted by your company, multiple levels of approval may be required. Finalizing Timecards Overview The process of finalizing timecards consists of timecard approval and sign-off. Typically, only payroll managers or their direct reports approve timecards. Approval—conducted by employees and then by their managers. The approval prevents the employee from making further edits. Depending on your configuration, an employee can remove the approval to apply an edit if the manager has not yet approved the timecard. Sign-off—conducted by the Payroll practitioner only. The sign-off prevents any further editing or totaling in the pay period. Refer participants to the Handout Manual p. 71 and review the slide contents. The Finalizing Timecards Process Stages and Descriptions Refer participants to the Handout Manual p. 71. Important Information Refer participants to the Handout Manual. Approvals can include a single day or a range of dates, including future dates. Only the person who gives approval or someone who has higher security rights can remove that approval.

Entering and Approving Timecards as an Employee
Scenario Log on as Gary Walters and enter your own timecard information. Your schedule has supplied your daily hours, so you only need to indicate changes. Report vacation time on Monday and Tuesday of the previous pay period. Entering and Approving Timecards Starting Point: Workspaces > My Information Demonstration: Entering and Approving Timecards as an Employee Overview Refer participants to the Handout Manual p. 72. In Part 1, we reviewed the workspace called My Information. Let’s look at some additional timecard tasks as we follow an employee. Scenario Log on as Chris Powers and enter your own timecard information. Your schedule has supplied your daily hours, so you only need to indicate changes. Report vacation time on Monday and Tuesday of the previous pay period. Refer participants to the Handout Manual. Instructions: Editing My Timecard Caution: You must delete existing punches first before entering a pay code. Instructions: Approving My Timecard Refer participants to the Handout Manual p. 73. Once you’ve saved your entry and verified it, you approve your timecard. If your manager hasn’t approved it yet, you can change your timecard by removing your approval. Then, make the change to the timecard and approve it again. DEMO

Guided Practice: Approving Timecards as a Manager
Scenario Your company has a manager who approves timecards before the timecards go to the Payroll practitioner for sign-off. Log on as Alan Riley, Gary Walters’ manager, and approve Gary’s timecard. Approving Timecards as a Manager Starting Point: Workspaces > Manage My Employees Guided Practice: Approving Timecards as a Manager Overview Refer participants to the Handout Manual. Ask for a volunteer to enter the data for the activity. We can use two methods to approve or remove an approval from a timecard. In most Workspaces and QuickNavs, you can select one or more employees and then select Approval from the Icon Bar and choose either Approve or Remove Approval. Optionally, you can navigate to an individual timecard and approve it from the Approve Timecard icon there as well, but let's learn how to perform this task from a QuickNav first. Refer participants to the Handout Manual p. 74. Scenario Your company has a manager who approves timecards before the timecards go to the Payroll practitioner for sign-off. Log on as Alan Riley, Gary Walters’ manager, and approve Gary’s timecard. Refer participants to the Handout Manual. Instructions After step 8, say: You can sort the data in any of the columns by clicking the arrow in the heading. For example, click the Manager Approval column heading to list the approved timecards first. Notice how a “1” is displayed in the Manager Approval column once it’s approved and refreshed. In a few minutes, we will act as Alan Riley and sign off on Gary’s timecard. Important Information Employee approvals are indicated by a check mark in the Employee Approval column in the Approve Timecards QuickNav. Manager approvals are indicated by a number in the Manager Approval column in the Approve Timecards QuickNav. Colours on the timecard indicate different levels of approval. See the appendix for more information. DEMO

Completing End-of-Pay-Period Tasks Stages and Descriptions
1 Edit or correct employee timecards (if necessary). 2 Verify that totals are up to date. 3 Verify that employees and managers have approved timecards. 4 Sign off on timecards. 5 Run the Employee Transactions and Totals report. 6 Pass time and labour data to payroll. 7 Verify that the hours and totals in payroll and Enhanced Time & Attendance hours and totals match. 8 Submit the payroll. 9 Lock the payroll (quarterly). Completing End-of-Pay-Period Tasks Overview While the tasks shown here are the ones performed most frequently, your company may do additional tasks because of policy or procedure changes that occurred after the implementation of this application. Refer participants to the Handout Manual p. 76. Stages and Descriptions Refer participants to the slide and Handout Manual p. 76. Completing these suggested tasks makes the process of transmitting payroll smooth and efficient. This table summarizes those tasks. Let's take a closer look at each stage. After step 8, say: Your implementation specialist will instruct you on how to submit your payroll.

Stage 1: Completing End-of-Pay-Period Tasks
Scenario Log on as Payroll Practitioner Chris Powers. Review the exceptions and identify any errors that have not been resolved. Last minute changes or punches can sometimes result in previously unnoticed errors and exceptions. Use the Punch Issues widget to quickly identify and correct possible errors and exceptions. Completing End-of-Pay-Period Starting Point: Workspaces > Manage My Employees > Punch Issues Demonstration: Completing End-of-Pay-Period Tasks Stage 1: Edit Employee Timecards Refer participants to the Handout Manual p. 77. Scenario 1 Log on as Payroll Practitioner cpowersXX. Review the exceptions and identify any errors that have not been resolved. Refer participants to the Handout Manual. Instructions: Resolving Exceptions After step 3, say: Notice that the Time Period and People elements are a little different on this page. Instead of links, they are available as menus. However, you'll see that all of the options are the same. Scenario 2 Last minute changes or punches can sometimes result in previously unnoticed errors and exceptions. Use the Punch Issues widget to quickly identify and correct possible errors and exceptions. Refer participants to the Handout Manual p. 78. Ask for a volunteer to enter the data for the activity. Instructions: Locating and Resolving Additional Exceptions DEMO

Stage 2: Verify That Totals Are Up to Date
Scenario Refresh the timecard data to verify that all timecards in the time period that you are closing are up to date. Totals that are up to date display a check mark in the Totals Up-to-Date column. Verify That Totals Are Up to Date Starting Point: Workspaces > Close Pay Period Demonstration: Stage 2: Verify That Totals Are Up to Date Refer participants to the Handout Manual p. 79. Instructions For the next several stages, the tasks can be completed using a variety of QuickNavs. However, let's explore a new workspace, Close Pay Period. This workspace not only includes access to the necessary tasks, but it also organizes them in a wizard to help guide you through the process. Refer participants to the Handout Manual. Important Information If the Totals Up-to-Date column does not display check marks after refreshing the timecard data, contact your ADP representative. DEMO

Stage 3: Verify That Employees and Managers Have Approved Timecards (Optional)
Scenario Depending on your company's policies, employees and managers may need to approve their timecards. You can view the timecards that still need employee or manager approval. Generally, practitioners will return any unapproved timecards to the manager for approval. Verify That Employees and Managers Starting Point: Workspaces > Close Pay Period > Hours Summary Demonstration: Stage 3: Verify That Employees and Managers Have Approved Timecards (Optional) Refer participants to the Handout Manual p. 80. Instructions Refer participants to the Handout Manual. Because we are still in the Close Pay Period wizard, our pay period and people selection remain the same in each step unless we choose to change them. The Employee Approval column displays a sortable list of timecards that require employee approval. The Manager Approval column displays a sortable list of timecards that require manager approval. DEMO

Stage 4: Sign Off on Timecards
Scenario Timecard sign-off indicates that the timecard is ready for payroll processing. Signing off on a timecard is the final stage before sending employee data to payroll. It is a mandatory stage that prevents further edits to timecards before you close the pay period. Sign Off on Timecards Starting Point: Workspaces > Close Pay Period > Approval Status Detail Demonstration: Stage 4: Sign Off on Timecards Timecard sign-off indicates that the timecard is ready for payroll processing. Signing off on a timecard is the final stage before sending employee data to payroll. It is a mandatory stage that prevents further edits to timecards before you close the pay period. You can sign off only in a previous pay period. Once you sign off on a timecard, it cannot be edited by employees or managers unless the sign-off is removed. You can sign off on employee data from most QuickNavs workspaces. Refer participants to the Handout Manual p. 81. Instructions Refer participants to the Handout Manual. Important Information If edits are required and the data has not been passed to payroll, you can remove the sign-off and make the necessary edits. You can then approve and sign off on the timecards. You must sign off on timecards before locking the payroll. Payroll practitioners should be the only persons with access rights to sign off on timecards. DEMO

Stage 5: Run the Employee Transactions and Totals Report
Scenario The Employee Transactions and Totals report displays pay code transaction data and totals by employee as well as a grand total. Run this report to ensure that this information is correct when it is passed from Enhanced Time & Attendance to payroll. Run the Employee Transactions and Totals Report Starting Point: Workspaces > Close Pay Period > Group Edit Results for Approvals Demonstration: Stage 5: Run the Employee Transactions and Totals Report Employees can make entries until you sign off on the payroll. Always sign off on the payroll before you run the Employee Transactions and the Totals report to ensure no further edits can be made. Refer participants to the Handout Manual p. 82. Instructions Stages 6 to 9 are System Generated Steps DEMO

What Is a Payroll Lock? Overview
A payroll lock permanently secures your historical data. It is a critical function that keeps your database running smoothly and efficiently. The process prevents users from making changes to timecards that were already processed. Once a payroll is locked, it cannot be unlocked. What Is a Payroll Lock? Overview A payroll lock permanently secures your historical data. It is a critical function that keeps your database running smoothly and efficiently. When you perform a payroll lock, the process prevents users from making changes to timecards that were already processed. Also, calculations are completed and accepted as accurate and final. Once a payroll is locked, it cannot be unlocked. However, you can use historical edits to add, to delete, or to remove hours. Refer participants to the Handout Manual p. 83. The payroll lock is only available from the cpowers00 account to safeguard it from being selected accidentally. Example It is the end of the quarter, March 31. You have signed off on the timecards, processed your payroll, and verified that the output is correct. You lock the payroll and indicate the prior quarter ending date, December 31 of the prior year, as the cutoff. Refer participants to the Handout Manual. Important Information Time Frames for Locking the Payroll Guidelines You should perform the payroll lock step on a quarterly basis. Although we include the payroll lock step as part of the punch-in to payroll process, it is not performed every payroll. The best practice is not to lock your payroll until you’ve completed your implementation process and processed payrolls for one quarter. This practice allows your ADP representative to make adjustments even after you’ve moved to the next pay period. After that, ADP recommends locking the payroll cycle quarterly. Additional Resources For more information about how to record timecard adjustments using historical edits, consult your Implementation Consultant or Client Service team.

Locking the Payroll Scenario
It is the end of the quarter and you have signed off on all timecards, processed the payroll, and verified the output. Lock the payroll for one quarter in arrears. Locking the Payroll Starting Point: Workspaces > Close Pay Period Demonstration: Locking the Payroll Scenario It is the end of the quarter and you have signed off on all timecards, processed the payroll, and verified the output. Lock the payroll for one quarter in arrears. Refer participants to the Handout Manual p. 84. Instructions Refer participants to the Handout Manual. Do not perform this activity live because it will cause problems within the training database. Here you select the effective date. We will not actually lock the payroll. A check mark is displayed in the Locked column once the payroll is locked. Caution Locking the payroll is irreversible. It should be implemented quarterly after the current employee payroll transmission has occurred and paychecks are printed and ready for distribution. Do not lock the payroll during implementation. DEMO

Debrief Summarize the main points for the following topics:
Manager / Practitioner Reports Schedule Reports Approving Timecards End of Pay Period Payroll Lock Support After Class Instructor Notes: Take about the topics which where covered in this session. In this part of the course, you learned and practiced many of the steps necessary to view and to edit timecards.

Part 3 Summary Topics This module included the following topics:
Running Reports Finalizing Timecards Completing End-of-Pay-Period Tasks Support After Class Part 3 Closing Summary In this part of the course, you learned and practiced many of the steps necessary to Run Reports, Finalizing Timecards and Completing End-of-Pay-Period Tasks

Course Closing Course Objectives
Now that you have completed this course, you are prepared to do the following: View and edit employee timecards. Build and manage employee schedules. Manage requests. Run reports. Finalize timecards. Complete end-of-pay-period tasks. Course Closing Summary In this course, you reviewed many of the steps necessary to use Enhanced Time & Attendance to view and edit employee time and attendance information, run reports, and close a pay period. Course Objectives Refer to the previous slide. Let’s look at the course objectives. Consider those tasks that you feel you’ll need to practice once you leave class.

Training Evaluation Training Evaluation
Review the slide contents before launching the training evaluation. Please take a moment to complete the evaluation. Your suggestions will help us evaluate the effectiveness of our client training programs. On the first page, in the Instructor field, select [insert your name]. You can enter the first letter of my name to move directly to the section of the list. If this is a VC, do the following: Select Training Evaluation. If you do not have any of the profile information, let me know. If participants have any questions about the final question on the evaluation that directs them to the sales lead Web site, instruct them as follows for information about how this site functions and what they can expect: For more information about any ADP solution, see the final question of this evaluation. An ADP representative will contact you to help identify your needs and the ADP solution that will best benefit your business.

Support after Class - Tools & Resources
ADP has excellent online resources starting with ADP’s Client Service Centre Easy access to: The Bridge Training Year-end Centre ADP’s Client Service Centre The Bridge: This is an ADP sponsored online community for ADP clients to share knowledge, skills and have questions answered by client/ADP within the community. The Client Training Centre: This is an online repository where clients can locate various types of information. Year-end Centre Plus we have the ADP Workforce Now® Support Centre built right in ADP Workforce Now® to provide you with: Step-by-Step procedures Online documentation regarding a variety of subjects Learning Bytes on a variety of subjects Note: eLearning (WBT and Learning Bytes) is not MAC compatible. Plus we have the ADP Workforce Now® Support Centre built right into ADP Workforce Now® .

Course Name: Closing the Pay Cycle Instructor name: Date: Please add your name and date to the slide before starting the training.

Enhanced Time for ADP Workforce Now®

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Enhanced Time for ADP Workforce Now®

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