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Team Leader TKS Job Aid

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Objectives

Analyze reportsAnalyze reports

Modify, add, and delete seriesModify, add, and delete series

Generate reportsGenerate reports

Approve timecardsApprove timecards

Reset passwordsReset passwords

Understand your roleUnderstand your role

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Understanding TKS and your role

• Understand the importance

• Understand your responsibility

• Understand the procedures

• Learn how to login as a supervisor

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The Importance of TKS for Supervisors

• Why is TKS Important?– Payroll for hourly employees– Billing information for the client– Financial information for management

(complete reporting information)• Why do Agents use TKS?

– Used to log their worked hours • Why do Managers use TKS?

– Fix errors – Identify improvement opportunities

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The Importance of TKS for Supervisors - continued

• What should I focus on to ensure accuracy?– Activity codes– Adjustment codes– Forms

• Keep in mind the TKS cutoff time– Ask your manager or HR for the cutoff time in

your site– Pay discrepancy = unhappy employees

• System time delays– The Time Card Approval System receives all

of its information from TKS and People Soft– Changes in People Soft can take up to 72

hours to load into TKS– Once loaded into TKS it can take up to

another 72 hours to load other systems such as Digital Solutions

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Your Responsibilities

Verify that the times are correct and the activity codes are in the correct order

Make any changes that are needed in the Time Card Approval system

Any corrections that are made to a series automatically approves it

Check TKS reports and systems (Phone login and Logout when available)

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Procedures for checking TKS

• Run TKS daily

• Run a time card report for your team

– Verify the employee’s TKS is correct

– Check the Lunch and Break lengths

– Ensure that all codes are in the right order

• Whatever punch is before the Lunch entry or the Out entry is what these 2 punches will take on

• 3 day window to correct TKS

• If not corrected must ask your Manager

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Accessing a database

Enter

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Log In

Enter

• User ID and Password

– ALL CAPS

• Password

– Asterisks will not change

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Changing Your Own Password

Main Menu:

• F1

• F5

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Running a TKS Report

Main Menu:

2 - Reports

1 - Time Card Reports

1 - Time Card Report

1 - Regular Time Card Report

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Running a TKS Report - Continued

Specify the Follow:

• Date

• Project

• Group

• Location

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Running a TKS Report - Continued

Device options:

• Screen

• Email

• Attachment

• Printer

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Approve Time Cards

During the Approval process you have the following options:

•Approve

•Modify

•Delete

•Skip

•Quit

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Minute Conversion Table (100th of 1 hour)

Minute Hundredth of Minute Minute Hundredth of Minute

1 0.02 31 0.52

2 0.03 32 0.53

3 0.05 33 0.55

4 0.07 34 0.57

5 0.08 35 0.58

6 0.10 36 0.60

7 0.12 37 0.62

8 0.13 38 0.63

9 0.15 39 0.65

10 0.17 40 0.67

11 0.18 41 0.68

12 0.20 42 0.70

13 0.22 43 0.72

14 0.23 44 0.73

15 0.25 45 0.75

16 0.27 46 0.77

17 0.28 47 0.78

18 0.30 48 0.80

19 0.32 49 0.82

20 0.33 50 0.83

21 0.35 51 0.85

22 0.37 52 0.87

23 0.38 53 0.88

24 0.40 54 0.90

25 0.42 55 0.92

26 0.43 56 0.93

27 0.45 57 0.95

28 0.47 58 0.97

29 0.48 59 0.98

30 0.50 60 1.00

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Approve Time Cards

Main Menu:

6 – Utilities

1 – Time Card Adjustments

7 – Time Card Approval Menu

1 – Approval Screen

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Approve Time Cards - Continued

If you are approving Time Cards for someone else, then you will need to Enter the PS Team ID for that Supervisor.

If agents are not reporting to the correct Manager in PeopleSoft they will not appear in the Time Card Approval System.

123456789

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Approve Time Cards - Continued

• Review, press <enter>, and then Approve

123456789Rickie Dufrane

Rickie Dufrane 123456789

F1

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Modify Time Cards

Rickie Dufrane 123456789

F3

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Modify Time Cards - Continued

• TYPE CODE

• TIME

• CATEGORY

• ACTIVITY CODE

123456789

123456789

123456789

123456789

123456789

123456789

123456789

123456789

123456789

123456789 123456789 Rickie Dufrane

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Deleting a Series

F5

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Manual Adjustments

• Modify

• Add

• Delete

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Modify, add, and delete series

Main Menu:

6 - Utilities

1 - Time Card Adjustments

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Modifying a Series

• Employee ID • Date that the series

number exists on– One series

automatically populate

– Multiple series required to enter the series number

• Press the ENTER key at the “Is This OK “ prompt.

• A box displaying all of the punches for the selected employee and the selected series number will appear

F2

123456789 Rickie Dufrane

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Modifying a Series - Continued

• Select the appropriate punch

• Edit the appropriate fields

F7

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Add a Series

Main Menu:

6 - Utilities


2 - Add Entire New Series

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Add a Series - Continued

• Enter Employee ID

• Enter Date

• Enter Project ID

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Add a Series - Continued

• Edit the appropriate fields

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Delete a Series

Main Menu:

6 - Utilities


3 - Delete Entire Existing Series

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Delete a Series - Continued

F5

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Generate Reports

• Save Time

• Identify Errors

• Identify Exceptions

• Validate Data

• Identify Trends

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Time Card Error Reports

• Serious or Warning

– Eliminate pay impacting errors

• Examples

– Daily hours > 20

– Hours > expected

– Long lunch

– Incomplete series

• Run daily after TKS corrections

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Time Card Error Reports - Continued

Main Menu:

2 – Reports

5 – Misc Reports

1 – Time Card Error Report

1 – Regular Time Card Report

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Time Card Error Reports - Continued

• Enter appropriate information

• Specify SW for Error Level

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Located in the Time Card Approval Menu is the Time Card Approval report. This report may be run at any time and will display all the Series that have been approved or not approved, who approved them, the date and time they were approved, the Agent’s Supervisor and the Supervisor’s Manager.

To Access the Time Card Approval Report choose the following from the Main Menu:

6 – Utilities

1 – Time Card Adjustments

7 – Time Card Approval Menu

2 – Time Card Approval Report

Time Card Approval Report

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Time Card Approval Report - Continued

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Analyze reports for coaching and/or improvement opportunities

Next we will look at a variety of reports that will help you manage your agents:

• Time Card Inquiry

• Time Card Reports

• No Lunch Reports

• Long Shift Reports

• Exception Reports

• Team Listing

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MAIN MENU:2 - REPORTS1 - TIME CARD REPORTS1 - TIME CARD REPORT1 - REGULAR TIME CARD

REPORT

Enter Appropriate DateEnter Appropriate ProjectEnter Appropriate GroupEnter Appropriate Location

TIME CARD REPORTS - Group

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TIME CARD REPORTS - Agent

MAIN MENU:

2 - REPORTS

1 - TIME CARD REPORTS

1 - TIME CARD REPORT

2 - SELECTED TIME CARD REPORT

Enter Appropriate Date

Enter Appropriate Employee ID(s)

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Main Menu:2 - REPORTS9 - SHIFT REPORTS2 - NO LUNCH IN SHIFT REPORTS

Enter Appropriate DatesEnter Appropriate ProjectEnter Appropriate GroupEnter Appropriate LocationEnter Daily Shift Length Target (7.5)

No Lunch Report

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Long Shift Report

Main Menu:

2 - REPORTS

9 - SHIFT REPORTS

1 - LONG SHIFT


Enter Appropriate Project

Enter Appropriate Group

Enter Appropriate Location

Enter Daily Shift Length Target (13hrs)

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Exception Reports

• Use to analyze team activity

• Breaks

• Lunch

• All coded activity

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Main Menu:

2 - Reports

5 - Misc Reports

3 - Activity Exception Report



Break Activity Code (26 or 27)

Exception only = Y

Expected hours = .50



Exception Reports - Break

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Main Menu:

2 - Reports

5 - Misc Reports

3 - Activity Exception Report



Break Activity Code (99)

Exception only = Y

Expected hours = .50



Exception Reports - Lunch

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Main Menu:3 - Listings5 - Employee File Listing Enter Appropriate ProjectEnter Appropriate GroupEnter Appropriate Location Choose A FOR ACTIVE

Team Listing

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Agent Maintenance

• Agent Password Reset

• Assigning Agents To A Group/Team

• Making Changes to an Agent’s Project

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Password Reset

• To view and reset an Agent’s password from Main menu go to 5 - Employee Maintenance Menu and press enter.

• Select 4 - Reset Employee Password and press enter.

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Password Reset - Continued

• Enter the Employee ID and press enter.

• Note: The password will be reset to the default, which is the Agent’s Employee Id minus the first number.

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Instructions For Assigning Agents (Individual) To A Group/Team

Main Menu:

5 - Employee Maintenance Menu

2 -Employee Maintenance Group

1 - Select Employee Maintenance Group

• Enter Employee ID • Enter Group• Enter Group name• Enter Project Code

and whether you are in production or training

• Press F7 to Save

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Instructions For Assigning Agents (Whole Group) To A Group/Team

Main Menu:


2 - Employee Maintenance Group

2 - Selected Employee Group Change

• Enter Employee Numbers for All Agents

• Tab To “Move Employees To Group” and Enter Your Group/Team Name

• F7 To Save

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Instructions For Assigning Agents To A Group/Team

• Printing off Group/team assignments

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Making Changes to an Agent’s Project

SPECIAL ACCESS REQUIRED

Main Menu:


3 – Employee Maintenance – Projects

1 – Employee Maintenance - Projects

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Making Changes to an Agent’s Project - Continued

• Enter the agent’s Employee Id

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Making Changes to an Agent’s Project - Continued

• Modify Projects codes except for the first field

• Overwrite existing codes, or add new project codes as needed

• Press F7 to save changes

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Digital Time Card – Time Clock Application…for Agents

Help your team with TKS issues

Web site : webtks.cmg.convergys.com/golf

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Close the Browser

• Important: Use the “Close Browser” tab to exit the system

• Do Not use the close window “X”

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Digital Time Card – Time Clock Application…for Agents

• All Project Activities are displayed

• Saved punches are displayed

• Time cards will display for up to 14 days

• Message Board will display tips and important messages

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US Agents only

• Lunch Pop up

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Frequently Asked Questions

• Options tab

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Things for agents to remember

• At log in the Remember Me box will keep you logged in for 10 hours.

• At log in make sure their own name appears before making a punch.

• Agents should view their time cards daily to ensure accuracy.

• A series is a total of the time that includes an “in” and “out” punch.

• Team leads can reset agent passwords.

• Agents can view their timecards for up to 14 day.

• Tips and messages will display in the left corner on the message board.

• The “Close Browser” Tab will close TKS and release agent log in data.

• Closing the window by clicking will not release agent log in

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Changing Passwords

• Options tab

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Thank you for participating

• Reminder: By launching this course an assessment has been assigned to you in the PDC. In order to receive credit for this course please complete the assessment located in the PDC.

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