State of Connecticut Core-CT Time and Labor Employee Self Service
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State of Connecticut Core-CT Time and Labor Employee Self Service
description
State of Connecticut Core-CT Time and Labor Employee Self Service. Welcome to the Time and Labor Employee Self Service Course!. Instructor Introduction Agenda Participant Introduction Training Facility Orientation Ground Rules Parking Lot. Your Objectives. - PowerPoint PPT Presentation
Transcript of State of Connecticut Core-CT Time and Labor Employee Self Service
State of ConnecticutCore-CT
Time and Labor Employee Self Service
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Welcome to the Time and Labor Employee Self Service Course!
• Instructor Introduction
• Agenda
• Participant Introduction
• Training Facility Orientation
• Ground Rules
• Parking Lot
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Your Objectives
WHAT DO YOU NEED MOST FROM TODAY’S CLASS?
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Class Agenda
• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
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Ground Rules
• Cell Phone – Vibrate or Off
• Avoid Side Conversations During Demos
• Questions Are Welcome
• What Do You Need to Stay Focused
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Parking Lot
DURING CLASS, IF I DON’T KNOW THE ANSWER TO A QUESTION YOU ASK, I WILL NOT GUESS AND POSSIBLY GIVE YOU THE WRONG ANSWER.
INSTEAD
I WILL WRITE YOUR QUESTION ON MY QUESTION PARKING LOT.
AND
AFTER CLASS, I’LL ASK SOMEONE WHO KNOWS THE ANSWER.
THEN
I WILL SEND THE ANSWER TO YOU.
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Training Tools
We will use tools created specifically for Self Service Employees.
• Presentation We use a PowerPoint presentation to guide us through our discussion of
processes and key points related to using Core-CT
• Rapid Builder Exercises We use step-by-step instructional exercises to enable you to learn and
practice the correct way to use the Employee Self Service system
• Go-Live Labs After we go-live with the new Employee Self Service system, you can
come to one of these labs to enter, view and submit your information with a trainer’s assistance
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Training Tools
Job Aids are available to reinforce the information introduced in this course. Job Aids summarize key information and outline critical processes in Core-CT.
• General Job Aids
• Module Specific Job Aids
They are located at this Core-CT link:
http://www.core-ct.state.ct.us/hr/time_and_labor/Default.htm
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Self Service Navigation Paths
Enter Time:
Self Service > Time Reporting > Report Time > Timesheet
View Time:
Self Service > Time Reporting > View Time > Payable Time Summary
Or
Self Service > Time Reporting > View Time > Payable Time Detail
View Exceptions and Entering Comments:
Self Service > Time Reporting > Report Time > Timesheet > Reported Time Status (link)
View Personal Information:
Self Service > Personal Information > Personal Information Summary
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Time and Labor Basics - Words to Know
Time Reporter
– An employee who reports and submits their time in Core-CT
Exception Time Reporter
– Only reports time that is an exception to their Timesheet’s defaulted schedule, such as updating 8 REG to 8 VAC
Positive Time Reporter
– Reports total number of hours worked each day (no scheduled time)
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Time and Labor Basics - Words to Know
TRC – Time Reporting Code that identifies the type of reported time, such as REG is Regular time and OVT is Overtime
Time Administration
– Core-CT overnight process that validates and converts reported and/or scheduled time into payable time ready for payroll
Payable Time
– Validated and Approved time that is ready to be collected by payroll
Exception
– Invalid time that is unable to be collected by payroll until corrected
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• Enter Time – Exception Time Reporter
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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Overview - Employee – Entering Time
Time & Labor Self Service allows employees to enter their own time into Core-CT.
• Employees access Core-CT via their own login and password
• Employees enter their time either on a Positive or Exception basis
• Employees view their leave accrual balances on their Timesheet page
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Process Flow - Employee – Entering Time
Validate Time
Employee Enters Time
Manage ExceptionsErrors?
Approve Time
Time Ready for
Payroll
Yes
Time needs to be revalidated
No
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Key Points - Entering Time
When entering time, remember the following:
• Exception time reporting: Schedule is assigned; only exceptions to the defaulted schedule are entered, such as REG to VAC
• Leave balances displayed on the Timesheet are updated real time
• Time needs to be reported, validated, cleared from exceptions, and approved before it can become payable time
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Walk-through and Exercise – Exception Employee – Enter Time
Step-by-Step Demonstration.
• First, we will walk-through the process together
Scenario: Enter Time as an Exception self service employee
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Review - Entering Time – Exception Employee
When entering time, remember the following:
• Only enter updates to your Timesheet’s defaulted schedule
• Timesheet leave balances are updated real time
• Time needs to be reported, validated, cleared from exceptions and approved before it can become payable time
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• Enter Time – Positive Time Reporter
• View Payable Time Summary
• Manage Exceptions
• Morning Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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Process Flow - Employee – Entering Time
Validate Time
Employee Enters Time
Manage ExceptionsErrors?
Approve Time
Time Ready for
Payroll
Yes
Time needs to be revalidated
No
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Key Points - Entering Time – Positive Employee
When entering time, remember the following:
• Positive time reporting: No schedules are assigned; Positively must report all time to get paid for all time
• Leave balances displayed on the Timesheet are updated real time
• Time needs to be reported, validated, cleared from exceptions, and approved before it can become payable time
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Walk-through and Exercise – Positive Employee – Enter Time
Step-by-Step Demonstration.
• First, we will walk-through the process together
Scenario: Enter Time as a positive self service employee
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Review - Entering Time – Positive Employee
When entering time, remember the following:
• Report all time on your Timesheet
• Timesheet leave balances are updated real time
• Time needs to be reported, validated, cleared from exceptions and approved before it can become payable time
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Entering Time - Knowledge Check
Answer the following questions:
1. What four steps are necessary for reported time to become payable time?
2. What is the difference between positive time reporting and exception time reporting?
3. What must both Exception and Positive time reporters do for Time Admin to process their Timesheet?
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• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Morning Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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Overview - View Payable Time
Time & Labor Self Service allows you to view payable time.
• View Payable Time’s Status
• View each TRC’s total hours summary
• View Override Rate, Claim Number and Chartfield information
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Process Flow - View Payable Time
Validate Time
Employee Enters Time
Manage ExceptionsErrors?
Approve Time
Time Ready for
Payroll
Yes
Time needs to be revalidated
No
View Payable Time
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Key Points - View Payable Time
When viewing payable time, remember the following:
• The payable status is current as of the most recent Time Administration process run
• Only time that is clear from exceptions is displayed on the Payable Time pages
• Exceptions can be viewed on the Timesheet
• Time with a status of “Needs Approval” is not loaded to Payroll
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Walk-through and Exercise - View Payable Time
Step-by-Step Demonstration.
• First, we will walk-through the process together
Scenario: View Payable Time Summary
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Review - Viewing Payable Time
When viewing payable time, remember the following:
• The payable status is current as of the most recent Time Administration process run
• Only time that is clear from exceptions and has run through the Time Administration process displays on the Payable Time pages
• All entered time, including updates, must be valid and approved to be collected during Payroll’s Wednesday night biweekly process
• Only time with a status of “Goes to Payroll” is ready to be loaded to Payroll
• You can view each TRC’s Payable Time’s Status, total hours summary, Override Rate, Claim Number and Combo Code information
• Summary is 7 days and Details is 31 days view (unless linked from Summary)
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Knowledge Check - Viewing Payable Time
Answer the following questions:
1. When does time appear on the Payable Time pages?
2. You can view Combo Code information on which tab?
3. How many days does Payable Time Summary display?
4. How many days does Payable Time Details display when linked from Payable Time Summary?
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• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Morning Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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Overview - Managing Exceptions
Core-CT provides a way for you to manage the exceptions generated by the Time Administration process.
• An Exception is an invalid entry on a Timesheet, such as exceeding a SFAM annual limit
• One Exception will block out that entire day’s entries, such as 6 REG and 2 SFAM
• An Exception was entered on the Timesheet and must be corrected on the Timesheet
• All Self Service Employees can locate and correct Exceptions on their Timesheet
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Process Flow - Managing Exceptions
Manage Exceptions
Enter Time
Load Time and Labor
Data
Create Payable
Time
Validate Time Errors?
No
Yes
Time needs to be revalidatedSchedule Employee
Time
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Key Points - Managing Exceptions
When managing exceptions, remember the following:
• Communication between Time and Labor, Payroll and Human Resources may be necessary to correct the exception
• Exceptions corrected through the Timesheet page do not become effective until they are processed through the Time Administration process
• Most exceptions can be located and corrected directly on the Timesheet
• If one portion of time generates an error, all time reported for that day is in error
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Walk-through and Exercise - Managing Exceptions
Step-by-Step Demonstration.
• First, we will walk-through the process together
Scenario: Locate and Correct Exceptions on the Timesheet
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Review - Managing Exceptions
When managing Exceptions, remember the following:
• Exceptions are entered on the Timesheet and must be corrected or deleted from the Timesheet to clear the Exception
• Exceptions can be viewed on the Timesheet’s Reported Time Status link
• One Exception will block that entire day from processing
• Corrected Exceptions must process through the Time Admin process to clear
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Knowledge Check - Managing Exceptions
Answer the following questions:
1. When are Exceptions displayed on the Timesheet?
2. What two things need to occur in order for Exceptions to clear?
3. What Timesheet link do you click to view Exceptions?
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• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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Overview – Entering Comments
Core-CT provides a way for you to document and view information on the Timesheet, such as why a TRC was changed.
• The Timesheet Comments icon is located in the Reported Time Status link on the Timesheet
• You can enter up to 32,000 characters per line for a Comment
• You can add unlimited rows for a Comment if 32,000 characters is not enough
• You can not delete a Comment once it is saved
• You can add additional comments to an original comment at any time
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Key Points - Entering Comments
When entering Comments, remember the following:
• A Comment can not be deleted
• A Comment does not need to be submitted or go through the Time Admin process to be permanently saved
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Walk-through and Exercise - Entering Comments
Step-by-Step Demonstration.
• First, we will walk-through the process together
• Scenario: Enter a Comment on a Timesheet
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Review – Entering Comments
When entering Timesheet Comments, remember the following:
• The Timesheet Comments icon is located in the Reported Time Status link on the Timesheet
• You may enter up to 32,000 characters per row; you can click the + Plus icon to add another row for the same comment
• You can not delete a saved comment
• You can return to a comment to enter additional information
• You do not need to submit the Timesheet for the Comments to remain saved
• If a comment has been entered on a date that has multiple Timesheet entries, a shaded Comments icon will appear beside each row of that Comment’s date
• When viewing comments, all comments for a particular day will be displayed regardless of what page the comment was entered from
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Knowledge Check – Entering Comments
Answer the following questions:
1. When is the Comments icon white and when it is shaded?
2. Can you delete a saved comment?
3. How can you add additional information for an existing comment?
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• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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Overview - View Payable Time
Time & Labor Self Service allows you to view payable time.
• View Payable Time’s Status
• View each TRCs’ total hours summary
• View Override Rate, Claim Number and Combo Code information
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Process Flow - View Payable Time
Validate Time
Employee Enters Time
Manage ExceptionsErrors?
Approve Time
Time Ready for
Payroll
Yes
Time needs to be revalidated
No
View Payable Time
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Key Points - View Payable Time
When viewing payable time, remember the following:
• The payable status is current as of the most recent Time Administration process run
• Only time that is clear from exceptions is displayed on the Payable Time pages
• Exceptions can be viewed and corrected on the Timesheet
• Valid entries with a status of “Needs Approval” are not loaded to Payroll
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Walk-through and Exercise - View Payable Time
Step-by-Step Demonstration.
• First, we will walk-through the process together
Scenario: View Payable Time Detail
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Review - Viewing Payable Time
When viewing time, remember the following:
• The payable status is current as of the most recent Time Administration process run
• Only time that is clear from exceptions is displayed on the Payable Time pages
• All entered time, including updates, must be validated and approved to be collected during Wednesday night’s biweekly process
• Only time with a status of “Goes to Payroll” is ready to be loaded to Payroll
• You can view each TRC’s Payable Time’s Status, total hours summary, Override Rate, Claim Number and Combo Code information
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Knowledge Check - Viewing Payable Time
Answer the following questions:
1. When is time populated on the Payable Time pages?
2. You can view Combo Code information on which tab?
3. When you navigate directly to Payable Detail, how many days display?
4. How many days does Payable Time Summary display?
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• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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Overview - View Personal Information
Time & Labor Self Service allows you to view your Personal Information.
• Home Address
• Home Phone Number (s)
• Emergency Contact (s)
• Social Security Number
• Date of Birth
• Original Start Date
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Key Points - View Personal Information
When viewing your personal information, remember the following:
• Only HR, Payroll and you can view your information
• To update your information, contact your HR or Payroll Rep
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Walk-through - View Personal Information
Step-by-Step Demonstration.
• We will walk through the process together
Scenario: View Personal Information
Special Note:Since the Personal Information is a one-page, view-only screen, a Rapid Builder exercise was not created for it.
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Review - Viewing Personal Information
When viewing personal information, remember the following:
• Your personal information can only be viewed by you, HR and Payroll
• You can not make changes on the Personal Information page
• Contact your HR or Payroll Rep if you need any information updated or corrected
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Knowledge Check - Viewing Personal Information
Answer the following question:
1. Who enters and updates your Personal Information?
2. Who can view your Personal Information?
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• Enter Time
• View Payable Time Summary
• Manage Exceptions
• Break
• Enter Comments
• View Payable Time Detail
• View Personal Information
• Conclusion
Class Agenda
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Overall Key Points - Employee Self Service
• Entering Time: Positive must enter all time
Exception only updates schedule-defaulted time
• Viewing Time: Payable Time’s Summary = TRC Total Hours
Payable Time’s Detail = Status
• Correcting Exceptions: View and Correct on Timesheet
• Entering Comments: Can not be deleted Can add more for the same date
• Viewing Personal Time: HR or Payroll enters You view
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Training Materials
Training materials for Time and Labor Employee Self Service:
Course Presentation
Rapid Builder Exercises are provided on your:
State of CT CORE-CT web page
Desktop
Job Aids are provided on your: State of CT CORE-CT web page
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Wrapping UP
Wrapping up the Time and Labor Employee Self Service course:
• Summary of completed (Employee Self Service) course objectives
Entering Time
Viewing Payable Time - Summary
Managing Exceptions
Entering Comments
Viewing Payable Time – Details
Viewing Personal Information
• Final Questions
• Complete the course evaluation forms
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Question and Answer
Questions?
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In this practice session, you will have time to:
• Study the course material
• Perform Rapid Builder Step-by-Step exercises
• Perform Rapid Builder Challenger Exercises
Rapid Builder Practice Session
