City of Boise Employee & Supervisor Training

1. City of Boise Employee & Supervisor Training Timecard Entry (CyberShift) Department - Legal City of Boise

2. Agenda • Introduction to User Groups • Logging On • Dashboard • Calendar Specifics • Time Entry Super Time Sheet • Time Entry – Civil Court Case • Time Card Approval • Absence Request • Absence Approval • Clocks • Web Clock Kiosk • Web Clock – UTE • Standard • Bio-Metrics • Checking Clock Times • Accruals / Balances (viewing) • Timecard keeping process / workflow • Wrap up • Back Up City of Boise

3. USER GROUPS who use physical clocks No access to PCs Position or role does not provide access normally USER GROUPS who do not use clocks Exempt Personnel Supervisors Introduction to User Groups: What type of user are you ?Clocks / No Clocks? • All of Airport personnel will clock in using one of these methods: • Biometric clock • Web log on UWI clock • Web Kiosk clock • Supervisors can exist across both flavors exempt & non-exempt • Some groups are specialized due to department requirements • Specific training to be conducted at depart levels City of Boise

4. Logging On To log on to WFM3G, perform the following steps: • Open your web browser. • Enter the web address or URL provided to you by your System Administrator. • The login window displays: • Enter the unique Client Id in the Client Id field. Note: Your System Administrator will give this unique code to you. • Enter your User Name in the User Name field. This field is case sensitive. • Enter your Password in the Password field. This field is case sensitive. Note: If you have forgotten your password, click the Forgot Password? link (if enabled) and provide the required information. An email will be sent to you with a random, safe password that you will be required to change upon initial login. • Click the Login button. The main workspace window will display • To log off- click “log off” button in upper right corner • Exercise#1: Log into CyberShift • Access web link • Enter Client ID, User Name, & Password • Log off City of Boise

5. Dashboard & LayoutDefault = “Classic” view Choose Messages Enter Time Enter Criteria City of Boise

6. Calendar Specifics: Example #1 Enter From & To dates to set range or single date Set range example #2: 1: Click on mini calendar for From: 2: Click on mini calendar for To: Set range example #3: Click on start date & drag to end date You can select today for setting single date or choose a day on calendar for single dates City of Boise

7. Common use codes Each Action has a corresponding list of codes: Action list: 11 known action types WRK, ABP, ABU, OFF, BNS, UNP, BNK, BRK, JOB, WTH, ENT List may change over time Many codes to memorize- will be scrubbed over time ***Stick with the common codes- learn others over time Actions & Codes – Overview *Actions & codes are key elements to timecard entry City of Boise

8. Actions & Codes in use • To use actions and codes in a timesheet, you: • #1 select the action • #2 select the code #2 Select code type #1 Select Action type *click on magnifying glasses will display in dashboard area! City of Boise

9. Exercise #4: Enter time in super timesheet Enter “me” on Who: field Select timecard from What field: Super Time Sheet Click Go! Enter time & date information; actions, codes, add rows, or other criteria; view clock data Save all / apply changes Super Time Sheet Unique timesheet not all groups will use • Work Order Exercise: • Click magnifying glass to view options • Search if can’t find • Select work order City of Boise

10. Super Time Sheet – Civil Court Case • Optional Exercise: Civil Court Task • Select 11401 for Work Order • Choose desired case in Civil Court field • Choose task desired in task field • Enter hours worked in REG field • Apply changes • Add a row below • Choose 1106 for Service Unit • Choose 1106 –Auto for project • Repeat steps as needed for adding additional cases & apply changes / save City of Boise

11. Time Card Approval (Supervisors view) • Exercise # 5: View Team • Select “who” = my team • Select “what” = View payroll Summary • Exercise #6: View employee • Click on employee name to drill down & view You can filter by criteria approvals To drill down click name • Exercise #7: Make a change • Select person in who • Drill down on name • Modify & save • Exercise # 8: Approve time / payroll • Select “who” = my team/ “what” = View payroll Summary • Click go or approve all or select approval for each employee & Save!! City of Boise

12. Absence Request • Exercise# 9: Schedule / Request absence • Select “who” = me • Select “what” = Schedule Absence (T) or (D) to request • Choose / enter day or date ranges criteria, and verify availability • Submit- supervisors will get request message and approve or deny • Schedule Absence (T) – used by non-exempts • Schedule Absence (D) – used by exempts Time will not Show Immediately City of Boise

13. Absence Approval (Supervisor view) Requests & timecard messages will show here • Exercise# 10: Approve / deny absence • Select “who” = employee or click on message link to request • Select “what” = view messages • Supervisors- check messages, & approve or deny • Save Time will not Show Immediately City of Boise

14. Web Kiosk UWI – Web Clock Standard Bio-Metrics Clocks City of Boise

15. Web Clock Kiosk *Click through the warning if hit 1 • Open your web browser. • Enter the web address or URL provided to you by your System Administrator. • The login window displays: • Enter the unique Client Id in the Client Id field. • Enter your User Name in the User Name field. • Enter your Password in the Password field. This field is case sensitive. • Click the Login button. The main workspace window will display • To log off- click red “log out” button Exercise#12: Clock in w/ Web Kiosk • Access web link • Enter Client ID, User Name, & Password • “Swipe” by clicking on Clock On button • Click OK to clock on • Log off 2 3 4 City of Boise

16. Select Employee or team Select view desired Select date range Select date Click Go to retrieve data Web Clock (UWI) • Exercise #11: Clock on using web clock • Select “me” in Who list • Select “Web Clock” from What list • Click Go • Click “Clock On” to swipe • Log off • Access web link • Enter Client ID, User Name, password Optional Exercise: Lunch Punch City of Boise

17. Standard Clocks • Badges required to use • Supplemental training coming • Locations will vary with department City of Boise

18. Biometrics based clocks • Overview / Do’s & Don’ts • 3 fingers are recorded / scanned to system • No wet, dirty, fingers • Do not press hard • You can enter employee ID# • No badges required at Airport Biometric stations • Airport Locations: • 3rd Floor Break Room • 2nd Floor Custodial Lead Hall • Basement Break Room • Baggage Office • Inflight • SRE-Airfield Break Room City of Boise

19. Viewing Clock Data & Payroll Summary (from web) • Exercise #13: view clock data • Select “me” in Who list • Select “View Clock Data” from What list • Click Go • Exercise #14: view Payroll Summary • Select “me” in Who list • Select “Payroll Summary” from What list • Click Go City of Boise

20. Accruals / Balances (viewing) • Exercise #15: View Accruals • Select “me” in Who list • Select “View Accruals” from What list or in shortcuts • Click Go City of Boise

21. Timecard Keeping Process Workflow TIMECARDS ARE DUE BY MONDAY 10:00 AM TO YOUR SUPERVISORS TIMECARDS ARE DUE BY TUESDAY 5:00 PM TO PAYROLL City of Boise

22. Wrap Up • Know your user group type (clock used y/n?) • Practice during dual entry periods (expectation is to use) • Follow up with payroll admin / supervisors as needed • Know your target go live dates! • Send questions / feedback to FAQ page http://www.cityofboise.org/ERPVision2020/FAQ/page61213.aspx City of Boise

23. Back up • Time In Detail • Labor Distribution City of Boise

24. Select Employee or team Select view desired Select date range Select date Click Go to retrieve data Time Entry – Enter Time in Detail (Non-Exempt) • Exercise #2: Enter Time • Enter “me” on Who: field • Select timecard from What field: (Enter Time in Detail / Super Time Sheet) • Click Go! • Enter all criteria, time & date information, actions, codes • Save Exercise Lunch Punch: • In time card, add row • select Action BRK • Select code LUN • Save & log off Back to Web Clock UWI City of Boise

25. Time Entry – Labor Distribution Timecard(Exempt) • Exercise# 3: Enter Time • Enter “me” on Who: field • Select timecard from What field: (Enter Time in Detail / Labor Distribution / Super Time Sheet) • Click Go • Enter date and time information, actions, codes • Save Hours auto populate based on shift / schedule assigned. Set action and code as needed Only need to modify hours if different from shift / schedule City of Boise