Time Entry for Maintenance Maintenance Training Academy FY16

1. Time Entry for MaintenanceMaintenance Training AcademyFY16

2. Course Agenda • Section One – Time Entry Overview • Section Two – Basic Time Entry and Work Orders • Section Three – Other Work Time Entries • Section Four - Leave Entry • Section Five - Common Timesheet Errors and Issues

3. Course Learning Objectives At the end of this course, you should be able to: • Validate, enter and release basic timesheet data • Identify other work time entry types used in your timesheet • Enter and release leave time in a timesheet • Identify common time entry errors and issues

4. Learning Logistics • Breaks built into the class schedule • Classroom participation encouraged; ask, answer, and participate in the discussion • Exercise Directions provide assistance for in-class exercises • Parking lot used to capture questions forfollow-up

5. Your Contributions to a Positive Learning Environment • Please respect the other participants by silencing your cell phones • Focus on the course, please use the Internet and email over break times • Please delay your side conversations until break times • Attend the entire course to obtain creditfor successful course completion

6. Section One – SAP Overview At the end of this section, you should be able to: • Explain the time entry process • Identify roles and responsibilities in the time entry process

7. Time Entry Process - Primary Roles Timekeeper

8. Time Entry Process - Support Roles Timekeeper

9. Attendance and Absence Types • CDOT employees enter both attendances and absences • A/A types • Track attendances and absences • Describe reason for attendance or absence • Total of all time entries, regardless of A/A type, MUST equal at least 40 hours

10. Work Orders and Timesheets • All of your Attendance hoursshould be recorded in a Work Order AND your timesheet • If the Work Order is: • Reactive then time automatically transfers to your timesheet • Routine/Preventive then you must enter the time in your timesheet • Regardless of how the time gets to your timesheet, YOU are responsible for releasing AND saving your timesheet

11. Timesheet Status • In Process • Released • Approved • Approval Rejected • Changed After Approval • Cancelled

12. Payroll Timelines • Daily • Check and/or enter time (Work Order must be approved/released) • Weekly: • Release time by 5 p.m. on Friday • Ensure all previous week’s time has been approved • Monthly: • Check all time is entered, released and approved • Deadline is at the END OF THE MONTH To view CDOT’s Payroll Schedule go to http://intranet/business/payroll

13. Check Your Knowledge • Who is responsible for entering and releasing your timesheet? • You • True or False. If there are errors in your timesheet, your Supervisor can correct them. • False • How often should you check and/or enter your time? • Daily

14. Section Two – Time Entry and Work Orders At the end of this section, you should be able to: • Explain how Work Orders and timesheets are linked • Describe Work Schedules and how they impact pay • Recognize required data for Work Order operation entries • Identify issues with Work Order time transfer • Enter and release time in SAP

15. Reactive Work Orders and Time Entry

16. Routine/Preventive Work Orders and Time Entry

17. Work Schedules • Planned working hours for the week • Starts on Saturday at 12 a.m. • Includes scheduled lunch break • Pre-defined in SAP and assigned to the employee’s master data • Affects: • Absences • Overtime • Holidays • Shift differential

18. Data Required for Working Time

19. Reactive Work Order Timesheet Issues • Work Order Issues: • Work Order not released/approved so time hasn’t transferred to timesheet • No “N” in System Condition field (standard SAP ONLY) • Contains wrong: • Work Center (5000 number) • Dates and/or Start and End Times • Timesheet: • Quota Error on timesheet • Employee manually entered time in the timesheet before batch job was run

20. Routine/Preventive Work Order Timesheet Issues • Work Order has not been released/approved • Work Order is closed

21. Unreleased Time Entries • Cannot be approved • Result in: • Missing hours • No special pay for: • Overtime • Shift Differential • On-Call

22. Learning Activity:Exercise One • Business Scenario: All employees must review, enter and release their time. • Trigger: You work four ten hour shifts per week. This week, you’ve spent two days clearing a rock slide and six hours out on “litter” patrol. The work for the rock slide was entered in a Reactive Work Order which was created and released/approved. You’re pretty sure you’ve already approved that time, but you want to check it. You created a Routine Work Order for the litter clean up and it has been released/approved. • Action: Go to your timesheet in CAT2 and: • Check the time that transferred from the Reactive Work Order for errors and approval • Enter your time for the Routine Work Order • Release and Save your timesheet

23. Review Work Orders • Timesheet links to Work Order • Review Operation data and validate: • Operation Activity • Work Center • Dates and Times (Reactive Work Orders) • Update Work Order, if required

24. Learning Activity:Demonstration One • Business Scenario: You are reviewing your timesheet before you release and save it. • Trigger: You don’t think that the time from a Reactive Work Order is correct. Go back to the Work Order and review the data. Check the Dates for the Operation Activity. • Action: Access Work Order directly from a timesheet.

25. Check Your Knowledge • You ALWAYS have to manually enter your time for ________________ Work Orders. • Routine/Preventive • What data must be entered for each line item for working time in your timesheet? • Rec. (Receiving) Work Order • Activity • Work Center • A/A Type • From/To Time

26. Check Your Knowledge • What problems can the wrong Work Schedule cause? • It affects how you can enter and get paid for: • Absences • Overtime • Holidays • Shift differential

27. Section Three – Other Work Time Entries At the end of this section, you should be able to: • Explain CDOT’s overtime, compensatory (comp) time and alternate holiday time rules • Identify issues with ”Over Midnight” time entry • Identify Wage Types and how they are used on your timesheet • Enter Wage Types in timesheet

28. Overtime • Must be authorized by Supervisor • Additional hours worked compensated with money • 1. 5 times base hourly rate • ONLY earned for hours worked: • Outside scheduled (planned) work hours • Over 40 hours paid time in your work week

29. Compensatory (Comp) Time • Must be authorized by Supervisor • Requires signed agreement with the Appointing Authority (or their designee) • Additional hours worked compensated with future time off • Time earned must be outside of employee’s scheduled (planned) work hours • Maximum hours worked per fiscal year is 16 hours worked = 24 hours earned

30. Alternate Holiday Time • Alternate Holiday worked: • If you work on a holiday, you can code up to 8 hours of Alternate Holiday time worked • If your scheduled day off falls on a holiday, then 8 hours of Alternate Holiday time is banked for you

31. Data Required for Overtime/Comp/ Alternate Holiday Entries • Rec. Order  • Activity • Work Center  • Attendance Type  • From (Start Time)  • To (End Time) 

32. Time Over Midnight • Entering time over midnight can be an issue when: • Employee charges to multiple work orders • Time worked on two days and in two months • Contact your Timekeeper with questions about time entries which cross midnight • Let your Supervisor know these entries need to be approved with other monthly entries

33. Wage Type • Paid above base pay • Requires authorization • On-Call • Paid to employee, during unscheduled time, to ensure employee’s availability to report to work if needed • Work Schedule Premium Pay • Paid for activity held during 1st shift hours for employees who have a 2nd/3rd shift work schedule

34. Data Required for Wage Type Entry • On-Call • Work Schedule Premium Pay • Wage Type  • Wage Type  • From (Start) Time  • Total Hours  • To (End) Time 

35. Learning Activity:Demonstration Two • Business Scenario: Your normal work schedule is during the 3rd shift. Your Supervisor requires you attend a meeting during the day. • Who: Anyone at CDOT working the 2nd or 3rd shift. • Trigger: You are working the 3rd shift and you have worked a 40 hours this week. There is a Safety meeting on Wednesday morning from 9 to 11 a.m. and your Supervisor requested you attend. You did so and now need to enter time to the Wage Type for Work Schedule Premium Pay. • Action: Open the timesheet for Kerry 3rdShift and enter time for the meeting.

36. Check Your Knowledge • True or False. You can enter overtime for time within your normal work schedule. • False • The maximum number of Comp Time hours you can work per fiscal year are ______ hours. • 16 hours • What are the three Wage Types used at CDOT? • On-call (4099) • Work Schedule Premium Pay – 2nd shift (7002) • Work Schedule Premium Pay – 3rd shift (7003)

37. Section Four – Leave Requests At the end of this section, you should be able to: • Define common leave types • Describe the impact of leave entry on leave bank • Enter leave in SAP

38. CDOT Leave • All leave is entered in scheduled (planned) time • Most common leave types are: • Annual – 130P • Sick – 120P • Alternate Holiday – 141P • Comp Time – 110P • Your Timekeeper is your resource for less commonly used leave types

39. Leave Banks/Quotas • Leave time accrued by employee • Separate bank for each of the leave types: • Annual • Sick • Alternate Holiday • Comp Time • SAP tracks and deducts leave requests/entries from relevant leave bank once approved • Unpaid leave (LWOP) results in partial monthly leave accrual

40. Annual Leave • Used for personal leave • Should be requested in advance • Subject to Supervisor approval • Annual leave bank: • Accrued on a monthly basis • Maximum annual carryover is double the amount you’re eligible to earn for the fiscal year • Any leave above your carryover amount is deducted from your Annual leave bank on July 1 of next fiscal year

41. Sick Leave • Used for the health needs of the employee, their spouse, parent, or legal dependent • When possible, should be requested in advance • Can only be used for health-related reasons • Supervisor can request documentation • Sick leave bank • Accrued on a monthly basis • Maximum carryover is 360 hours

42. Alternate Holiday and Comp Time • Used for personal leave • Should be requested in advance • No carryover to next fiscal year • Alternate Holiday (141P): • Not to be used before it is earned • Comp Time (110P): • Must be approved to code it as Comp Time used • Can have up to 24 hours of Comp Time banked • Does NOT count towards the 40 hours required for overtime

43. Learning Activity:Demonstration Three • Business Scenario: You need to determine what leave time you have available. • Who: Anyone at CDOT. • Trigger: You are anticipating taking some time off and need to determine what leave types you have available in your leave banks. • Action: Open your Leave Summary Report and review your available leave.

44. Request Leave

45. Data Required for Leave Request • Partial Day Leave Request • Full Day Leave Request • Absence Type  • Absence Type  • From (Start) Time • Total Hours  • To (End) Time 

46. Leave Time and Resources • Timekeeper is your first resource for all time issues • Work with your Timekeeper when you have uncommon leave requests, like: • FML • Injury • Worker’s Comp • Jury Duty • Bereavement • LWOP

47. Learning Activity:Exercise Two • Business Scenario: You need to request both sick and annual leave. • Who: Anyone at CDOT. • Trigger: You have to take the kids to the dentist on Wednesday afternoon, so you want to take four hours of sick leave at the end of your shift. You also want to take Thursday off to visit your sister. You’re going to use annual leave for this. In both cases, you already have your Supervisor’s approval for this time off. • Action: Enter sick leave for the last four hours of your shift on Wednesday afternoon and enter annual leave for the whole day on Thursday.

48. Leave Without Pay (LWOP) • Must be approved by Appointing Authority • Cannot request LWOP until you’ve exhausted: • Comp Time • Alternate Holiday Leave • Annual Leave • Sick Leave (when applicable)

49. Check Your Knowledge • What are the four common leave types used by Employees? • Annual, Sick, Alternate Holiday Used and Comp Time Used • List the field entries required for a Leave Entry in your timesheet. • A/A Type • For full day’s leave – Total Hours (must be full shift as per Work Schedule) • For partial day’s leave – From (Start Time) and To (End Time) • If you are having issues or are not sure what leave type to use, who should you talk to? • Your Timekeeper

50. Section Five – Common Timesheet Errors and Issues At the end of this section, you should be able to: • Identify common timesheet errors • Find your Work Orders in the system • Describe the process for Time Entry changes • Explain how to delete (zero out) time entries • Change your timesheet