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Time Recording Process Change OVERVIEW

This initiative implements changes to the time recording process for non-exempt employees to ensure accurate meal break tracking and compliance with labor laws. The modifications include meal break validations, clock display adjustments, and stamp changes. Employees will be prompted to indicate shift start or end and meal breaks taken, reducing off-clock work risks. Training materials and a communication plan are provided for seamless implementation across business units with clear timelines for kick-off and go-live dates.

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Time Recording Process Change OVERVIEW

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  1. Time Recording Process Change OVERVIEW

  2. Time Recording Process Change • What are we doing • Ask non-exempt employees to validate if they received an uninterrupted meal break for each shift they work. • Why • Several law suits involving off clock work for non-exempt employees. • Focus on meal break interruptions and not being paid for interruption. • Automatic 30 minute meal break deduction for non-exempt employees if 5 consecutive hours worked. • Employees and timekeepers can override the automatic 30 minute meal deduction if work time is more than 5 consecutive hours. • Throughout the investigations several issues surfaced: • Employees did not know if they were paid for an interrupted meal break • This was changed by showing hours paid for working through lunch on pay advices • No acknowledgement if received an unpaid meal break or not • Need to change

  3. Time Recording Process Change Time Clock Changes • Clocks will have a new initial screen displaying: • Start of Shift/Swipe In • End of Shift/Swipe Out • Prior to swiping their badge employees will be required to indicate whether the punch is an “Start of Shift/Swipe In punch” or an “End of Shift/Swipe Out Punch”. • The End of Shift question will be activated only when the “End of Shift/Swipe Out Punch” key is selected. • The Smart View question must be answered YES or NO for the out punch to be recorded. • If the answer is: • YES – the automatic 30 minute meal deduction will occur and a comment will be applied to the shift indicating the employee took a meal break. An acknowledgement of answer will be displayed on the time clock screen. • NO – the automatic 30 minute meal deduction will be cancelled and a comment will be applied to the shift indicating the employee did not take an uninterrupted 30 minute meal break. An acknowledgement of answer will be displayed on the time clock screen. • Not Answered – The punch will not be recorded and will appear on time card as a missed punch.

  4. Time Recording Process Change Time Stamp Changes • Implementation will occur after all time clock changes have been rolled out • Functionality will be the same as time clocks Training • Managers, timekeepers and staff will be provided with training materials that explain: • the new clock and time stamp screens • instructions on recording punches • definition of an uninterrupted break • explanation of new Kronos Genie and workflow that will identify missing punches due non answer of Smart View question

  5. Communication Plan • Six Weeks Prior (BU Senior Management) • Overview/Demo of Smart View Technology • Review Communication Plan and Key Dates • Assign BU HR, IT, and Operation Contacts • Five Weeks Prior (BU EMG) • Overview/Demo of Smart View Technology • Review process to download Smart View technology to clocks • Review Manager/Timekeeper Training materials • Review Communication and Implementation Key Dates • Three Weeks Prior (BU Managers and Timekeepers) • Provide manager and employee training materials • Review what managers/timekeepers need to do and understand • Provide details of how and when clocks will be updated • Schedule Timekeeper review/training sessions • Provide key dates for communication and implementation • One Week Prior (BU Managers and Timekeepers) • Complete Timekeeper review/training sessions • Send out reminders of when clocks will be update • Provide new Time Stamp URL (when applicable)

  6. Proposed Business Unit Implementation Timeline BUImplementation Kick-OffGo-Live Group E CHP 07/27/2011 09/07/2011 NHP 07/27/2011 09/07/2011 PAV 07/27/2011 09/07/2011 Group F MHP 08/10/2011 09/21/2011 HPL 08/10/2011 09/21/2011 Group G CCB 08/24/2011 10/05/2011 CEM 08/24/2011 10/05/2011 CMI 08/24/2011 10/05/2011 CRP 08/24/2011 10/05/2011 CRS 08/24/2011 10/05/2011 CTB 08/24/2011 10/05/2011 EMI 08/24/2011 10/05/2011 OHA 08/24/2011 10/05/2011 ONC 08/24/2011 10/05/2011 PTC 08/24/2011 10/05/2011 RFP 08/24/2011 10/05/2011 SBI 08/24/2011 10/05/2011 UHH 08/24/2011 10/05/2011 NWVNA 08/24/2011 10/05/2011 UPP 08/24/2011 10/05/2011 BUImplementation Kick-OffGo-Live Pilot SMH 02/17/2011 04/06/2011 Group A HRZ 06/01/2011 07/13/2011 NWH 06/01/2011 07/13/2011 NWSCR 06/01/2011 07/13/2011 BDF 06/01/2011 07/13/2011 Group B MCK 06/15/2011 07/27/2011 MWH 06/15/2011 07/27/2011 Group C CRILO 06/29/2011 08/10/2011 HCP 06/29/2011 08/10/2011 PUH 06/29/2011 08/10/2011 Group D DIV 07/13/2011 08/24/2011 HER 07/13/2011 08/24/2011 SHW 07/13/2011 08/24/2011 SHY 07/13/2011 08/24/2011 SRL 07/13/2011 08/24/2011 WPI 07/13/2011 08/24/2011 Note: UPP & CRS will be included with each BU implementation ADG, IMI, IMT – Does no currently have any Non-Exempt Employees

  7. Initial Time Clock Screen 10:14 AM Tues Feb-15-2011 Univ. Of Pittsburgh Med. Ctr. End of Shift/Swipe Out Start of Shift/Swipe In More…

  8. Punch Acceptance after Swiping In Accepted Punch Badge-id 710024800 10:14 AM Tue Feb-15-11

  9. End of Shift Time Clock Screen End of Shift 02/15/2011 Adams, Julia Did you receive an uninterrupted meal break during your shift today? <<Yes No>>

  10. Punch Acceptance Time Clock Screen Punch Created 02/15/2011 Adams, Julia Punch Time: Tues Feb 15 10:06:34 EST 2011 Meal break taken

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