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City of Boise Employee & Supervisor Training. Timecard Entry (CyberShift) Department – Public Works. Agenda. Introduction – Reason for Change Logging On Dashboard Calendar Specifics Time Entry Basics Common Adjustments Time Card Approval Absence Request Absence Approval Clocks
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City of Boise Employee & Supervisor Training Timecard Entry (CyberShift) Department – Public Works City of Boise
Agenda • Introduction – Reason for Change • Logging On • Dashboard • Calendar Specifics • Time Entry • Basics • Common Adjustments • Time Card Approval • Absence Request • Absence Approval • Clocks • Web Clock Kiosk • Web Clock – UTE • Standard • Bio-Metrics (Airport only) • Checking Clock Times • Accruals / Balances (viewing) • Timecard keeping process / workflow • Wrap up City of Boise
Cybershift? City of Boise
Logging On To log on to Cybershift, 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 “BOISE” in the Client Id field. • Enter your Novel User Name in the User Name field. This field is case sensitive and should be all small letters. • Enter your Password in the Password field. Your initial password is set up as 1234. 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
Dashboard & LayoutDefault = “Classic” view Choose Messages Enter Time Enter Criteria City of Boise
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
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
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 Common Actions & Codes *Actions & codes are key elements to timecard entry City of Boise
Exercise #2: 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 Enables multi-day entries for projects • Work Order Exercise: • Click magnifying glass to view options • Search if can’t find • Select work order City of Boise
Exercise #3: Enter time in detail Enter “me” on Who: field Select timecard from What field: Enter Time in Detail Click Go! Enter time & date information; actions, codes, add rows, or other criteria; view clock data Save all / apply changes Enter Time in Detail Use when adjusting meal breaks City of Boise
Correcting missed clock-in • Enter shift code by clicking on magnifying glass and entering the same number that appears for that day normally. You can copy and paste the number from a prior day. • Enter the start and stop time. Remember to use leading zeros for numbers less than 10. • Select the timesheet line, change action to WRK and code to (W) • Enter the start and end time – don’t worry about lunch it will fill it in. • Click apply changes City of Boise
Changing the lunch taken • Remove the check mark on the “Meal Break” by clicking on the check mark. • Click on field to the left of the line you want to delete (in this case the BRK) • Click on “Delete Row” • Apply Changes • Save All City of Boise
Time Card Approval (Supervisors view) • Exercise # 4: View Team • Select “who” = my team • Select “what” = View payroll Summary • Exercise #5: View employee • Click on employee name to drill down & view You can filter by criteria approvals To drill down click name • Exercise #6: Make a change • Select person in who • Drill down on name • Modify & save • Exercise # 7: 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
Absence Request • Exercise# 8: 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
Absence Approval (Supervisor view) Requests & timecard messages will show here • Exercise# 9: 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
Web Kiosk UWI – Web Clock Standard Bio-Metrics – used only by Airport Clocks City of Boise
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#7: 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
Select Employee or team Select view desired Select date range Select date Click Go to retrieve data Web Clock (UWI) • Exercise #8: 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
Standard Clocks • Badges required to use • Supplemental training coming • Locations will vary with department City of Boise
Viewing Clock Data & Payroll Summary (from web) • Exercise #9: view clock data • Select “me” in Who list • Select “View Clock Data” from What list • Click Go • Exercise #10: view Payroll Summary • Select “me” in Who list • Select “Payroll Summary” from What list • Click Go City of Boise
Accruals / Balances (viewing) • Exercise #11: View Accruals • Select “me” in Who list • Select “View Accruals” from What list or in shortcuts • Click Go City of Boise
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
Wrap Up • Know your user group type (clock used y/n?) • Use STG1 database for “What If” scenario, TST1 for dual timesheet entry. • Follow up with payroll admin / supervisors as needed • Go live date May 1st! • Send questions / feedback to FAQ page http://www.cityofboise.org/ERPVision2020/FAQ/page61213.aspx City of Boise