EMPLOYEE TRACKING SYSTEM (ETS)

1. EMPLOYEE TRACKING SYSTEM (ETS) Time Card & Leave Reporting

2. Please Log In ……. • Novell Log in and Password • ETS – Icon on Desktop • User ID • Use employee ID which can be found on the back of your ID Badge. • Password • Social Security Number (no dashes) You may change your password once you have successfully signed in.

3. Training Agenda • Access/Logging In • Overview of Time/Leave Process • Expectations/Responsibilities • Time Sheet Overview • Create Practice Time/Leave Records • Follow up • Review • Closing

4. Overview of Time/Leave Process • Create an efficient, streamlined process for reporting time • Reduce Data entry error • Reduce Processing Time and labor • Eventually eliminate the need for paper leave reporting

5. Expectations/Responsibilities • Weekly Time Card • Weekly Cycle – Any time worked from Sunday – Saturday. • Complete and submit by the end of your shift on the last day worked each week. • Critical that the data submitted is timely and accurate. • Anticipated leave should be requested as soon needed. • Additional time worked must be pre-approved.

6. Time Sheet Overview Access Time Sheets Update Account: Change Password here

7. Your Information Check your information – let us know if it is incorrect. Show/Hide: These buttons will open or collapse the detail of each section.

8. Indicates whether this time has been submitted. Current Timesheet Information – Select Pay Period to be entered.

9. Assigned Activities: This is where actual time worked is entered - including extra time, if applicable. Other Time: Any non- work time would be entered in this section. Let us know if categories are missing.

10. Notes: Any change in your actual work time should include details/explanation in this section.

11. Save Timesheet: Saves input but does not submit. Save and Submit: Saves input and submits for approval.

12. Leave Banks: Shows current balance as of the last posted date. You can see time posted by selecting “Show Leave Detail”

13. Default Distribution: This is for information only

14. After Submission: You will see this screen which will ask you to correct noted issues (edit) or √ check the box verifying the accuracy of your timesheet and then you will submit.

15. ACCESS • (ETS) can be accessed within the network on any desktop or under Staff Links on the District Web Page. • Will be available to input time from home.

16. Create Practice Time/Leave Records As administrators of the system, Office Managers/Supv. will be using the Time Cards produced today as part of their training on Friday. • Create a No Exceptions Week • Under the Current Time Sheet Bar • Select week beginning 1/16/2011 in the Active Pay Period drop down menu. • Under the Assigned Activities Bar • Enter your regular hours for all 5 days • Save Time Sheet • Notice the Totals, verify, Save and Submit.

17. Create Practice Time/Leave Records Continued Create a Week with Exceptions • Under the Current Time Sheet Bar • Select week beginning 1/23/2011 in the Active Pay Period drop down menu. • Under the Assigned Activities Bar • Enter regular hours on 1/24 • Enter half your hours on 1/25 • Enter full hours less one hr on 1/27 • Enter regular hours + 1 hour on 1/28 • Under Other Time Bar • Enter half your hours on 1/25 as Personal Leave • Enter your full hours in Personal Leave on 1/26 • Add one hour in in Comp Time on 1/27

18. Create Practice Time/Leave Records Continued • Save Time Card - Notice the Totals • Verify, Save and Submit your Time • You will get a Warning Message Select Edit and adjust your Comp time to 2 hrs on 1/27 & reduce time worked by 1 hr. • Select Save and Submit • √ Check the box confirming the time submitted is accurate • Select the Submit button

19. Follow up • Time Card goes to Office Manager and/or the Principal/Supv for Approval • Check your email regularly • You may receive an email asking you to correct any error and re-submit. • Office Managers will have a deadline for approval as well – so help them out by submitting accurate and timely Time Cards. • Payroll will validate and Post in order to meet payroll deadlines – accurate pay is our goal.

20. Review • Complete and submit by the end of your last day of each week – a new week starts each Sunday. • Critical that the data submitted is timely and accurate. • Check your email! • Let us know if leave categories are missing, hours per day are incorrect, etc. • (ETS) can be accessed through the desktop or under Staff Links on the District Web Page. • User ID - Use employee ID which can be found on the back of your ID Badge. • Password - Social Security Number (no dashes) You may change your password once you have successfully signed in.

21. Closing • You will be notified when to start using the ETS system to report time. • We are available to assist as we transition to this new process. • Additional training will be provided as needed • Office Managers are a great resource – access them. • Please let us know if you encounter any issues – it is our job to support your efforts. • This Training document will be available for reference on the District Website under the Human Resources Department / Staff Resources. • NO WORRIES……… and thank you for your time