1. Overview of Kaba Time Collection System Original preparation by Vance Prince-HRIM: edited for CHASS by Ed McCallum

2. Current bi-weekly pay process in CHASS After the Hire or Rehire process: 1) HR Services creates blank timesheets and place on the O drive 2) EAs distribute timesheets to supervisors/employees 3) Employee fills out the timesheet as time is worked and signs then gets to the supervisor at the end of the pay period 4) Supervisor reviews and signs timesheet and send to the EA for review 5) EA reviews and then submits to HR by placing on the O Drive in the proper folder 6) HR staff manually enters hours into HRS and places the timesheet in the personnel file and the departmental file 7) HR creates and distributes the comp control report 8) EA (may or may not) review comp control report and reports errors to HR and/or employee/supervisor Employee is Paid

3. Overview - What is Kaba… Automated time collection system fully integrated with the Human Resources System (HRS). It will be used to…. Record time punch data for all student workers and temporary staff (hourly) employees. In turn, punch data in fed into HR System so total hours worked can be documented & tracked each week Will help later to determine eligibility for health care under the Affordable Care Act

4. Kaba is… (cont’d) Replacement for paper timesheets for Student Workers and Temporary staff (hourly) employees Replacement for manual entry of timesheets into the HR System Replace the need for Bi-weekly Comp Control

5. Kaba Implementation Campus Wide by Sept. 30, 2014 for all Student Workers & Temporary (hourly) Staff Pilot Programs beginning in January 2014 CHASS DASA

6. Time Collection Web Clock –Accessible from the MYPACK PORTAL under “Employee Self-Service”. (Navigation: Time Reporting->Report Time->Punch Clock) –Can be used wherever the web is accessible –Can be access by smartphone or tablets –Wall mounted clocks are available-but …

7. When can employees utilize Kaba Newly hired employees –The day after the Hire Action is approved Hire action must be approved prior to first work day Rehires and additional jobs –15 minutes after the transaction is approved

8. Time Keeping Location (TKL) Number First step in our process is assigning TKSs A TKL is unique three digit number identifying the primary work unit the employee is assigned to punch In/Out. Departments may decide to have more than one TKL

9. Time Management Hierarchy Division Payroll Coordinator Dept. Timekeeper Dept. Timekeeper Dept. Timekeeper TKL #100 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5 TKL #101 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5 TKL #102 Supervisor ID Employee 1 Employee 2 Employee 3 Employee 4 Employee 5

10. Supervisor Responsibilities As identified by the Supervisor ID on job data under the “Job Information” tab—near end of pay period, will get an email with link to time record… Responsible for.. Notifying new direct reports of requirement to use Kaba to punch in/out Ensuring that the employee has worked the hours recorded on the timesheet Training direct reports on how to punch in/out via Kaba Working directly with timekeepers to resolve any time punch issues for their employees within 48 hours of receiving the timesheet summary notification.

11. Supervisor Responsibilities (cont’d) Verifying the info provided on the timesheet summary produced after the end of each pay period. Report errors to Department Timekeeper immediately. Able to review/print a timesheet summary for direct reports within 24 hours of the completion of a biweekly pay period.

12. Timekeeper Responsibilities Review entries and working with the supervisor to resolve any time punch issues prior to scheduled lockout. This includes: –Missed punches –Exception alarms –Incorrect punch entries –Project ID#’s

13. Division Payroll Coordinator Responsibilities Send reminders to Timekeepers of due dates Serve as the liaison with Central HR (HRIM) Responsible for –Managing recorded time entries for the College. –Assisting timekeepers with any missed punch after the period closes –Serve as backup upon request –Serving as a second set of eyes for reviewing punch data.

14. Manager Self Service, Time Management Approve Time and Exceptions, provides a quick view of employee exceptions. This section should be monitored daily to prevent any delays in employee payable time. Report Time, managers can verify and manage employee time worked. View Time, provides options to retrieve data and print payable time sheet information. Manager Search Options, allows managers to change the default search options.

15. Manager Self Service, Approve Time and Exceptions Employee Name xxxxxxxxxxx

16. Manager Self Service, Approve Time and Exceptions Employee Name xxxxxxxxxxx

17. Bi-weekly Employee Timesheet Example

18. The Bottom Line: Current ProcessFuture Process 1) HR Services creates blank timesheets and place on the O drive 1) Employee signs in and out 2) EAs distribute timesheets to supervisors/employees2) Supervisor reviews at the end of the pay period 3) Employee fills out the timesheet as time is worked and signs then gets to the supervisor at the end of the pay period 3) Timekeepers review file for budget and time 4) Supervisor reviews and signs timesheet and send to the EA for review Employee is Paid 5) EA reviews and then submits to HR by placing on the O Drive in the proper folder 6) HR staff manually enters hours into HRS and places the timesheet in the personnel file and the departmental file 7)HR creates and distributes the comp control report 8) EA (may or may not) review comp control report and reports errors to HR and/or employee/supervisor Employee is Paid

19. Kaba Implementation Checklist ☐ Identify TKL within the Departments ☐ Provide HRIM with the number of TKLs required for the division ☐ Schedule HR/Timekeeping Manager Training ☐ Set up and deliver Supervisor information/training ☐ Communicate to employees ☐ Assign Employees to appropriate TKLs in the HR System ☐ Request Time Keeper access in SAR as needed