Making Time Clock Software and Banner Tick
Presented byBrad Smith
Library and Information ServicesInstitutional Systems
and
Jeanne HillaryFinancial Operation, Payroll Services
with
Terry BeardLibrary and Information Systems
Time Clock IntegrationDickinson College
General Announcements• Please turn off all cell phones/pagers• If you must leave the session early, please do so
as discreetly as possible• Please avoid side conversations during the
session.• Please feel free to ask questions at any time
during the session.
Thank you for your cooperation!
Time Clock IntegrationDickinson College
Mornin’ Ralph!
Mornin’ Sam!
Your First Memory of a Time Clock?
Time Clock IntegrationDickinson College
Memories…..
1. Manual Time Slips
2. Filled out by Employees
3. Approved by Supervisors
4. Hand Delivered to Student Payroll Office
5. Collated and Summarized Manually by Student Payroll Administrator
6. Hand Entered into PHAHOUR by Student Payroll Administrator
7. Job Codes matched up Manually
8. Mismatched Job Codes or Problem Hours investigated in the middle of Payroll Entry (If they were caught).
9. Hours and hours of alphabetizing, time entry, troubleshooting, and balancing.
Time Clock IntegrationDickinson College
The Project Begins – Summer 2005
1. Part of 1College Project
2. Time Clock Plus demonstrations for campus, April 2005
3. Decided to install Time Clock Plus
4. All Student Employees in Dining Services
5. All non-student hourly employees who were using card readers in Dining Services.
6. No cross-communication with Banner in original project plan.
7. TCP installed in July and August 2005.
8. 300 – 400 employees using TCP in an average week.
Time Clock IntegrationDickinson College
Initial Results … Successful……but…..
Time Clock Plus Reports sent to Payroll
Hours Still Entered Manually by Payroll Administrators
TCP Reports could not identify incorrect or non-existent job codes for an employee.
Investigation of problem areas was still manual, if they could be identified.
Entry errors remained an issue costing time in the payroll process and complicating the payroll balance routine.
Administered by Dining Services.
Time Clock IntegrationDickinson College
Two robust, feature-filled systems with No Communication
between them!
We needed to make them Partners!
The Disconnect Remained
Time Clock IntegrationDickinson College
Reduce or Eliminate Data Entry Errors in Payroll
Identify Employees submitting hours for incorrect Jobs
Identify Employees submitting OT hours in error
Reduce or Eliminate Time in Investigating Time Entry Errors
Reduce Time Needed to Balance Payroll Hours
Some Problems Remained to be Solved
Time Clock IntegrationDickinson College
July 2006 – Time to Take the Big Step --- Communicate!
Team formed to execute a number of Campus Initiatives:
Add Book Store, Mail Center, and Conference Center employees to the TCP Application.
Export TCP Hours into the Banner Payroll Process
Solve the Issues of Mismatches (employees, jobs, hours) between TCP and Banner
Assist Payroll in the Control of Hours process
Get Control of the TCP Administration Process.
Time Clock IntegrationDickinson College
The Plan - Issues to be Resolved
Maintenance of Job Code Validation Table
Closing the Pay Week (TCP)
Running and Monitoring the TCP Banner Interface
TCP System Upgrades and Maintenance
Troubleshooting and Error Resolution (HW and SW)
Reporting Time Worked
Maintaining Employee Records
Approving Submitted Time
Time Submission Control Reports
Time Submission Error Identification and Resolution
Time Clock IntegrationDickinson College
A Closer Look at Time Clock Plus
Data Management, Inc
Employee Master Information
Job Code Master Information
Employee/Job Combinations with Pay Rates (optional)
Controlled Access to Employees
Break Rules can be easily Defined by Job
Robust Reporting System
Robust Tools to Administer Time/Monitor Absentees/Track Unresolved Punches
Time Clock IntegrationDickinson College
The ‘Keys’ to the TCP Banner Interface
Job Code – Crosswalk Table
Banner ID – Changed Dickinson ID Cards to Read Banner ID
Pay Cycle – Used Field in TCP as Crosswalk to Banner.
Location – Used for Reporting
Time Clock IntegrationDickinson College
The Job Code Export Field in TCP is set to the Job Code defined within Banner.
The Job Code Crosswalk
Time Clock IntegrationDickinson College
The Badge ID field in TCP was changed to the Banner ID assigned to each employee.
Setting up the Scanned ID Number
Time Clock IntegrationDickinson College
The DEPT field in TCP was used as a crosswalk to the Pay Cycle (i.e. Pict Code) in Banner.
Identifying the Pay Cycle in Time Clock Plus
Time Clock IntegrationDickinson College
The CLASS field in TCP was already being used as a Location Code by Dining Services. This was expanded for use by other locations. Here, ’40’ indicates that the employee works in the “Devil’s Den”
Coding the Location in Time Clock Plus
Time Clock IntegrationDickinson College
Putting the Pieces Together – The Interface Program
SQL Program – Reads the TCP database
Parameters to define the Pay Cycle and Weeks to be extracted.
Uses the Banner Pay Calendar to select the days to be extracted.
Edits hours against FLSA Overtime Rules
Compares Job and Employee Information to Banner information.
Creates an Error Log for audit purposes.
Wrapped into a Banner Process (PTCXFER)
Time Clock IntegrationDickinson College Interface Process (PTCXFER)
Parameters:
Year
Pay ID
Pay Number
Uses the Pay Calendar to get the correct dates.
Time Clock IntegrationDickinson College
PTCXFER – Where in the Process is it?
PHPTIME – Start Payroll Process. Creates PHAHOUR.
PHPMTIM – Import Approved Hours from Web Time Entry.
Run COGNOS Balancing Report – Checkpoint!
Run TCP Report of Hours Approved for the Pay Period.
PTCXFER – Prepare Time Clock Hours for Export to Banner
PHPMTIM – Import Hours Prepared by PTCXFER
Run COGNOS Balancing Report – Checkpoint!
Remediate and Enter Hours that were Not Imported (from COGNOS Report)
PHAHOUR – Enter Corrected Hours and Special Items
Run COGNOS Balancing Report – Checkpoint!
Time Clock IntegrationDickinson College Interface Process (PTCXFER)
Edits Employee Job Codes and Hours
If the Banner ID and Job Code are valid, moves the Hours to PHAHOUR where they can be reviewed.
If the Banner ID is invalid, moves the data to an Error register table.
If the Job Code is invalid, or valid but not for the indicated employee, moves the data to an Error register table.
Calculates regulatory overtime and makes adjustments where necessary based on FLSA Regulations.
Time Clock IntegrationDickinson College Reporting the Results (COGNOS)
The TCP Error Report:
Time Clock IntegrationDickinson College Reporting the Results (COGNOS)
This report shows all hours imported to Banner by Banner ID, Job Code, and Earn Code.
A Grand Total of Hours appears at the bottom.
Time Clock IntegrationDickinson College Time Clock Plus Report
Each location submits a Payroll Period Summary Report, Approved, to Payroll with Totals.
Time Clock IntegrationDickinson College
The Balancing Act Revisited
The total of the Hours Imported
+
The total of the Hours Rejected
=
The total Hours from the TCP Reports
Time Clock IntegrationDickinson College
The Benefits
Reduced Data Entry Time
Eliminates Data Entry Errors
Streamlines Problem Investigation
Aids in Payroll Balancing
Time Clock IntegrationDickinson College
Manual Time Slips are……
Time Clock IntegrationDickinson College
Questions and Answers
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