Making Time Clock Software and Banner Tick

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. Dickinson College 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! General Announcements Time Clock Integration

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

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

19. 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 Run COGNOS Balancing Report – Checkpoint! Remediate and Enter Hours that were Not Imported (from COGNOS Report) PHAHOUR – Enter Corrected Hours and Special Items Run COGNOS Balancing Report – Checkpoint!

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

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

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

27. Dickinson College Time Clock Integration Questions and Answers