Welcome

Required for Todays Session:Pre-tested PODs user name and passwordCurrent time record

Folks without the necessary information are welcome to stay for the training session, opting to enter their time record into the system at a later time OR they may elect to reschedule for another training date. Either way is fine!

Thank you for your assistance in ensuring a timely session for all.

Welcome Electronic Time and Attendance TrainingHuman Resources Revised March 9, 2012

1Introductions

HR Time and Attendance Implementation Team:

2Lisa Havturlhavtur@binghamton.eduX7-3734Vicki Metritikasvmetriti@binghamton.eduX7-4463Jeff Hadleyjhadley@binghamton.eduX7-2187On the HR site there is also an online form to report any system problems you may encounter: http://www2.binghamton.edu/human-resources/time-attendance/tas-issue.htmlBefore we get started . . .Be sure to sign-in before you leave today.

Feel free to take notes, although you will be provided a hard copy cheat sheet for future reference.

This presentation is available for you on the HR web site, cleverly entitled Time and Attendance.

3AgendaINFORMATIONToday, the Time and Attendance System (TAS) implementation team will outline:A brief background on TAS.An overview of our campus training timeline. A high-level and a step-by-step explanation of the TAS Process. USER TOOLS Each attendee will also be provided:A condensed hard-copy cheat-sheet and electronic access on the HR web site of this Power Point presentation for your reference. Contact information for any future questions.

LIVE ENTRY OF YOUR TIME RECORD Following the above:Each attendee will enter their recent time record live into the SUNY HR TAS system. A brief session for Supervisors will follow the All Employee portion of the training.

4BackgroundThe new system has been in development at System Administration for the past two years and is part of SUNY's five-year technology plan.

The Binghamton campus was selected as one of two live-pilot campuses and played a key role in the development and testing of the new system.

Features and Benefits:Completely paperless system - supports our "green" campus initiative and saves paper, printing, and off-site storage costs of time records.

Provides an electronic approval workflow.

Increased efficiencies, accuracy, and up-to-date accrual balances.

5Campus Training TimelineDecember 2011- President's and Vice President's office staff training.

January through June 2012- Phased implementation of 1,600 UUP faculty and professional staff, as well as Management/Confidential staff. (There is a link on the HR site with a schedule by department.)

Summer / Fall 2012- System testing for Classified Service and Hourly UUP professionals (subject to change).

Fall 2012 / Winter 2013- Implementation for Classified Service staff.*

*(excluding those using the Kronos electronic timekeeping system.)

6All EmployeesElectronic Time and Attendance Overview of the Basic ProcessMonthly All Employees8STEP-BY-STEP EXPLANATION

9 NOW WELL TALK YOU THROUGH THE PROCESS BEFORE HAVING YOU SIGN-INAccess to SUNY HR will be found at:http://www.suny.edu/timeFirst:Sign-in ScreenSecond:One-time Security Screen10Suggested Bookmark

PODS User ID and PWFor security reasons your sign-in will be different the first time you enter SUNY HRs Time and Attendance.

Here, you will be asked for your SUNY ID (which we have for you) and your DOB. To Enter, Click on theTime and Attendance Tab

11Bonus FeatureFaculty-Only View All others will have the view displayed on the next slide.12

Faculty Step 1, Charge to enter sick time. If none, go directly to Step 2.Faculty Step 2 Next, Select Month(Accrual Period)

Current Month (or Accrual Period) Comes Up Automatically13A Few Notes About Accrual Balances Mathless Math!14

Up to 30 days Family Sick LeaveTracked Here, Subtracted from SickFloater PLUS Regular EQUALSYour Holiday TotalNon-Chargeable Time Tracked, Not SubtractedEnter Holiday Credits First Every Month, Every Time. THEN SAVE!

1) Enter Credit Due For Each Eligible Holiday.2) Then Save15Enter Charges for Vacation, Sick, or Other. THEN SAVE!

2 )Then Save1) Enter Charges for Time Used16Quarter-day increments ONLY may be used:.25.50.75

A) View of Sub-Menu Produced by Clicking on Individual Calendar Dates Single-Day Entries

Click Here to Change to MULTI-DAY ViewSINGLE DAYView17B) View of Sub-Menu Produced by Clicking on Individual Calendar Dates Multiple Day Entries, Same Reason Code

Click Here to change to SINGLE DAY ViewMULTI-DAYView18About TIME RECORD COMMENTS

Part timers: Use this box to indicate your set schedule. (Mandatory for calculation of holidays earned.)

All Employees: Use this box to indicate any items youd like noted on your record for your supervisor or for audit purposes.19LAST STEPS: Review Entries for Accuracy, Certify (Sign), and lastly, Submit to Supervisor.

3) Submit2) Certifyb201) Review Your Entries for Accuracy20Sign out of the SUNY browser AND close. To ensure your privacy and system security, in addition to Logging Off, you will also need to X out of the SUNY browser. (You can do this by clicking on the box in the upper right hand corner of your screen).

Step1:Log-Off

Step 2:Close Browser21OPTIONAL FEATURES AND NOTES

SUPERVISORS OPTION:Electronically Requesting Time Off23 REQUEST TIME OFFSelection Click on TIME RECORD to return to the MAIN SCREEN

When using this Optional Feature,Remember to SUBMIT Your Request 24Remember to SUBMIT your request

ABOUT FLOATERSNEW WAY OF THINKING: Y and N indicators ARE NOT ASKING IF YOU DID OR DID NOT WORK.

25No Action Needed for Floaters Y or NBe sure to enter Earned Amount and SAVE

ABOUT LEAVE DONATIONSFOR THOSE WITH OVER 40 VACATION DAYS:

Your generous Leave Donations will continue to be administrated through Human Resources, following the current process.

Upon receipt of your Leave Donation Form, a member of the TAS Team will make the necessary electronic transactions.

26ABOUT E-MAIL NOTIFICATIONSTime record submission is now officially a MONTHLY process.

System-generated e-mail reminders will be available via e-mail once the majority of our campus is trained and transitioned right now that feature is turned off.

E-mail reminders are currently being sent manually.

27SupervisorsElectronic Time and AttendanceThe Basic ProcessMonthly SUPERVISORS29Step-by-StepSupervisors

Supervisors will have Work Roster view for the electronic record status of direct reports.

Select Work Roster31View of an Actual Work Roster32

Pending Time Record ApprovalsPending Leave Requests Employee List, Favorites First

1) View Employees Electronic Time Record2) Determine an Action 3) Then, Submit

View Details or History of Time Record

3) Submit 2) Select Action

33Sign out of the SUNY browser AND close. To ensure your privacy and system security, in addition to Logging Off, you will also need to X out of the SUNY browser. (You can do this by clicking on the box in the upper right hand corner of your screen).

Step1: Log-Off

Step 2:Close Browser3435ALMOST THERE, QUICK REVIEW . . .The Basic Process All Employees36Your Turn! Sign-In to SUNY HR at:http://www.suny.edu/timeFirst:Sign-in ScreenSecond:One-time Security Screen38Suggested Bookmark

PODS User ID and PWFor security reasons your sign-in will be different the first time you enter SUNY HRs Time and Attendance.

Here, you will be asked for your SUNY ID (which we have for you) and your DOB. ONE LAST TIME:The Basic Process All Employees39Your time and consideration is appreciated.

Please contact any member of the HR Time and Attendance implementation team if we can be of further assistance.

For more information, visit the HR site at: http://www2.binghamton.edu/human-resources/time-attendance/tas.html

Thank You!