Time Sheet Training

1. Time Sheet Training Press the F5 Key to view the Presentation. It may be helpful to have a printed copy of this slide presentation for the practice sessions. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 1

2. Overview of Training • There are 25 slides and six opportunities for hands on practice in this training. Here’s a brief overview so you can see where you’re headed: • Intro • Overview of training • First things first – are you a “newbie” or an “oldie”? • Why change? • What’s new? • Automatic Pay Period Set-Up • Hands On • Automatic Leave Allocation • Special events and non-routine assignments • Overtime • Time Out for a Tip – deleting previous period’s hours • Hands On • Time Out for a Tip – using the Zoom feature • Hand On • Hands On – taking the timesheet for a test drive • Printing • Print – Page Break Preview • Printing – How to tell if you need to set the Print Area and Margins • Printing – Selecting the Print Area • Printing – Setting the Print Area • Printing – Page Set Up • Hand On • Time Out for a Tip – Freezing the Pane • Hands On • A few friendly Reminders • Now It’s up to you. It may be helpful to have a printed copy of this slide presentation for the practice sessions. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 2

3. First things first … • Are you a golden “oldie” or a shining “newbie”? • If you have never used a previous timesheet, click here to start learning about this time sheet’s features. • If you are switching from a previous timesheet, click here to see what’s new and what’s changed. Slide 3

4. Why Change? • to enhance ease of use, • to streamline payroll data entry, and • to reduce chance of error. • But that part will be up to you. • You must use the timesheet thoughtfully and recognize what you can and cannot do with an excel timesheet. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 4

5. What’s New? • Automatic Pay Period Set-up • Automatic Leave Allocation • Overtime Designation Column • Special Events and Non-routine Assignments Column To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 5

6. Automatic Pay Period Set-up • All you do is select the start date from a drop down box. • The time sheet will fill in the rest of the dates and also color in the time period. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 6

7. Hands On • Try it! • Here’s a simplified version of the time sheet • Click on the button below to try out the start date feature. • For this exercise and for the rest of this training session you may find it useful to have printed copies of these slides. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 7

8. Automatic Leave Allocation • Designate your home center(s) by entering a percent allocation. • Your leave will automatically be added to your home centertotals at the bottom.For you previous time sheet users, please note that this is a change. You will no longer mingle your leave hours and work hours on the right side of the sheet. Enter your leave hours on the left side as usual. Allocate only your hours worked on the right side. Your leave hours will be automatically added to your work totals at the bottom of the sheet based on your home center allocation percent. • You’ll get to try this later. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 8

9. Special Events and Non-Routine Assignments • Along with your usual programs there will be a couple of columns for other programs and events you may work from time to time. You may designate these by using the drop down box for each column header. We’ll try this one later.

10. Overtime • If you work over time on any day, enter your hours under columns worked, but use the over time column to designate which program should be charged for overtime. We’ll try this later. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 10

11. Time Out for a tip • When you start a new pay period, highlight each of the areas contained within the dashes and hit the delete key to get rid of last period’s hours. Set your new start date and you’re ready to go. It’s as simple as that!

12. Hands On • Try it! • Here’s a simplified version of the time sheet. • Click on the button below to practice getting rid of the previous period’s hours. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 12

13. Time Out for another tip • If you think about it, different tasks call for different screen sizes. Sometimes you need to see the detail. Sometimes you need to see the whole picture. Use the zoom feature on the View menu on the menu bar to manage the screen size.

14. Hands On • Try it! • Here’s a simplified version of the time sheet • Click on the button below to try out the zoom feature. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 14

15. Ready to try it out? Hands On • Click on the button above to take it for a spin! • Set the start date • Assign your home department(s). • Take some leave. • Work some over time. • Work a special event. • A red triangle in the worksheet indicates a helpful comment. Point to it to see what it says. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 15

16. Printing • Normally your timesheet comes to you ready to print. This section of the training covers what to do if you lose your print settings. • Excel allows you to work in two views under the View Menu on the Menu bar: • Normal View (see right) • Page Break Preview (see right) • In Page Break Preview the print area is outlined in blue and the rest of the sheet is grayed out. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 16

17. Printing Since you will only be working in the print area, it makes sense to just keep your time sheet in Page Break Preview – and use the zoom and the other tips we’ve covered to manage the screen size. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 17

18. Printing • How do I tell if I need to set the print area and the margins? • If your work sheet looks like this in Page Break Preview with the white background extending beyond the time sheet and multiple blue lines running through out, then you need to set the print area and margins.

19. Printing – Selecting the Print Area • To set the Print Area: • In Page Break Preview View, highlight just the area of the time sheet that you need to print. (recommend that you zoom down to 25% or so to do this.)

20. Printing – Setting the Print Area • Choose Set Print Area from the File Menu on the Menu Bar

21. Printing – Page Setup • Choose Page Setup from the File menu on the menu bar • You will work in the Page tab and the Margins tab. Use the settings in these two screen shots To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 21

22. Printing • Now your timesheet is ready to print! • Click on the button to practice printing:

23. Time out for a third tip – Freezing the Pane • To always keep your column and row headers in view, you can freeze the pane. • To do this, select the cell that’s one column over and one row downfrom the areas you want to always keep on the screen.(usually these are the column and row headers). • Then select Freeze Pane from the Window Menu.

24. Freezing the Pane Hands On • Now you’ll be able to go anywhere on the time sheet, and the column and row headers will always be in view! • To unfreeze the frame go back to the Window Menu on the task bar and select Unfreeze Panes. • Click on the button and slide the window bars to see how this works. Close Excel to come back to this slide. To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 24

25. There is a technical support number and email addy in the upper right hand corner of the sheet: jwinstead@nfp.org If your time sheet breaks, please contact Payroll or Jeanne Winstead at 999-9999. They can send you a new one. Remember little red triangles in the worksheet indicate the presence of a helpful comment – point to them to see what they say. And finally … A few friendly reminders To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 25

26. Remember the time sheet is not fool proof. It is just a tool. As with any tool, correct use and optimal results will depend a lot on your decisions, choices, and good judgment as you apply what you know. Remember that many people depend on you to enter your hours correctly while you keep the timesheet intact.Thanks, and remember to close PowerPoint when you’re through! Now it’s up to you To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions. Slide 26