1. Making Time Clock Software and Banner Tick
Presented by
Brad Smith
Library and Information Services
Institutional Systems
and
Jeanne Hillary
Financial Operation, Payroll Services
with
Terry Beard
Library and Information Systems

2. General Announcements
Dickinson College
Time Clock Integration
General Announcements
Please turn off all cell phones/pagers
If you must leave the session early, please do so as discreetly as possible
Please avoid side conversations during the session.
Please feel free to ask questions at any time during the session.
Thank you for your cooperation!

3. Your First Memory of a Time Clock?
Dickinson College
Time Clock Integration
Your First Memory of a Time Clock?
Mornin’ Ralph!
Mornin’ Sam!

4. Dickinson College Memories….. Manual Time Slips
Time Clock Integration
Memories…..
Manual Time Slips
Filled out by Employees
Approved by Supervisors
Hand Delivered to Student Payroll Office
Collated and Summarized Manually by Student Payroll Administrator
Hand Entered into PHAHOUR by Student Payroll Administrator
Job Codes matched up Manually
Mismatched Job Codes or Problem Hours investigated in the middle of Payroll Entry (If they were caught).
Hours and hours of alphabetizing, time entry, troubleshooting, and balancing.

5. The Project Begins – Summer 2005
Dickinson College
Time Clock Integration
The Project Begins – Summer 2005
Part of 1College Project
Time Clock Plus demonstrations for campus, April 2005
Decided to install Time Clock Plus
All Student Employees in Dining Services
All non-student hourly employees who were using card readers in Dining Services.
No cross-communication with Banner in original project plan.
TCP installed in July and August 2005.
300 – 400 employees using TCP in an average week.

6. Initial Results … Successful……but…..
Dickinson College
Time Clock Integration
Initial Results … Successful……but…..
Time Clock Plus Reports sent to Payroll
Hours Still Entered Manually by Payroll Administrators
TCP Reports could not identify incorrect or non-existent job codes for an employee.
Investigation of problem areas was still manual, if they could be identified.
Entry errors remained an issue costing time in the payroll process and complicating the payroll balance routine.
Administered by Dining Services.

7. The Disconnect Remained
Dickinson College
Time Clock Integration
The Disconnect Remained
Two robust, feature-filled systems with No Communication between them!
We needed to make them Partners!

8. Some Problems Remained to be Solved
Dickinson College
Time Clock Integration
Some Problems Remained to be Solved
Reduce or Eliminate Data Entry Errors in Payroll
Identify Employees submitting hours for incorrect Jobs
Identify Employees submitting OT hours in error
Reduce or Eliminate Time in Investigating Time Entry Errors
Reduce Time Needed to Balance Payroll Hours

9. July 2006 – Time to Take the Big Step --- Communicate!
Dickinson College
Time Clock Integration
July 2006 – Time to Take the Big Step --- Communicate!
Team formed to execute a number of Campus Initiatives:
Add Book Store, Mail Center, and Conference Center employees to the TCP Application.
Export TCP Hours into the Banner Payroll Process
Solve the Issues of Mismatches (employees, jobs, hours) between TCP and Banner
Assist Payroll in the Control of Hours process
Get Control of the TCP Administration Process.

10. The Plan - Issues to be Resolved
Dickinson College
Time Clock Integration
The Plan - Issues to be Resolved
Maintenance of Job Code Validation Table
Closing the Pay Week (TCP)
Running and Monitoring the TCP  Banner Interface
TCP System Upgrades and Maintenance
Troubleshooting and Error Resolution (HW and SW)
Reporting Time Worked
Maintaining Employee Records
Approving Submitted Time
Time Submission Control Reports
Time Submission Error Identification and Resolution

11. A Closer Look at Time Clock Plus
Dickinson College
Time Clock Integration
A Closer Look at Time Clock Plus
Data Management, Inc
Employee Master Information
Job Code Master Information
Employee/Job Combinations with Pay Rates (optional)
Controlled Access to Employees
Break Rules can be easily Defined by Job
Robust Reporting System
Robust Tools to Administer Time/Monitor Absentees/Track Unresolved Punches

12. The ‘Keys’ to the TCP  Banner Interface
Dickinson College
Time Clock Integration
The ‘Keys’ to the TCP  Banner Interface
Job Code – Crosswalk Table
Banner ID – Changed Dickinson ID Cards to Read Banner ID
Pay Cycle – Used Field in TCP as Crosswalk to Banner.
Location – Used for Reporting

13. Dickinson College The Job Code Crosswalk
Time Clock Integration
The Job Code Export Field in TCP is set to the Job Code defined within Banner.

14. Setting up the Scanned ID Number
Dickinson College
Setting up the Scanned ID Number
Time Clock Integration
The Badge ID field in TCP was changed to the Banner ID assigned to each employee.

15. Identifying the Pay Cycle in Time Clock Plus
Dickinson College
Identifying the Pay Cycle in Time Clock Plus
Time Clock Integration
The DEPT field in TCP was used as a crosswalk to the Pay Cycle (i.e. Pict Code) in Banner.

16. Coding the Location in Time Clock Plus
Dickinson College
Coding the Location in Time Clock Plus
Time Clock Integration
The CLASS field in TCP was already being used as a Location Code by Dining Services. This was expanded for use by other locations. Here, ’40’ indicates that the employee works in the “Devil’s Den”

17. Putting the Pieces Together – The Interface Program
Dickinson College
Time Clock Integration
Putting the Pieces Together – The Interface Program
SQL Program – Reads the TCP database
Parameters to define the Pay Cycle and Weeks to be extracted.
Uses the Banner Pay Calendar to select the days to be extracted.
Edits hours against FLSA Overtime Rules
Compares Job and Employee Information to Banner information.
Creates an Error Log for audit purposes.
Wrapped into a Banner Process (PTCXFER)

18. Interface Process (PTCXFER)
Dickinson College
Interface Process (PTCXFER)
Time Clock Integration
Parameters:
Year
Pay ID
Pay Number
Uses the Pay Calendar to get the correct dates.

19. PTCXFER – Where in the Process is it?
Dickinson College
Time Clock Integration
PTCXFER – Where in the Process is it?
PHPTIME – Start Payroll Process. Creates PHAHOUR.
PHPMTIM – Import Approved Hours from Web Time Entry.
Run COGNOS Balancing Report – Checkpoint!
Run TCP Report of Hours Approved for the Pay Period.
PTCXFER – Prepare Time Clock Hours for Export to Banner
PHPMTIM – Import Hours Prepared by PTCXFER
Remediate and Enter Hours that were Not Imported (from COGNOS Report)
PHAHOUR – Enter Corrected Hours and Special Items

20. Interface Process (PTCXFER)
Dickinson College
Interface Process (PTCXFER)
Time Clock Integration
Edits Employee Job Codes and Hours
If the Banner ID and Job Code are valid, moves the Hours to PHAHOUR where they can be reviewed.
If the Banner ID is invalid, moves the data to an Error register table.
If the Job Code is invalid, or valid but not for the indicated employee, moves the data to an Error register table.
Calculates regulatory overtime and makes adjustments where necessary based on FLSA Regulations.

21. Reporting the Results (COGNOS)
Dickinson College
Reporting the Results (COGNOS)
Time Clock Integration
The TCP Error Report:

22. Reporting the Results (COGNOS)
Dickinson College
Reporting the Results (COGNOS)
Time Clock Integration
This report shows all hours imported to Banner by Banner ID, Job Code, and Earn Code.
A Grand Total of Hours appears at the bottom.

23. Dickinson College Time Clock Plus Report
Time Clock Integration
Each location submits a Payroll Period Summary Report, Approved, to Payroll with Totals.

24. The Balancing Act Revisited
Dickinson College
Time Clock Integration
The Balancing Act Revisited
The total of the Hours Imported +
The total of the Hours Rejected =
The total Hours from the TCP Reports

25. Reduced Data Entry Time Eliminates Data Entry Errors
Dickinson College
Time Clock Integration
The Benefits
Reduced Data Entry Time
Eliminates Data Entry Errors
Streamlines Problem Investigation
Aids in Payroll Balancing

26. Manual Time Slips are……
Dickinson College
Time Clock Integration
Manual Time Slips are……

27. Dickinson College
Time Clock Integration
Questions and Answers