HTL500 Day One

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State of ConnecticutCore-CT Project Time and
Labor Processing Day 1
Updated xx/xx/xxxx
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Getting Started
Welcome

• Welcome to the Time and Labor Processing Course
• Instructor introduction
• Participant introduction
• Training Facility Orientation
• Ground rules
• Parking Lot
• To participate in this course, you should have
  already completed the following training
• PeopleSoft Navigation Tutorial
• HOV100 HRMS Business Process Overview

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Objectives
Welcome

• In this training, you will learn to
• Apply the new Time and Labor processes that you
  learned about in the Overview courses. We will
  specifically focus on the following processes
• Verifying Time Reporter Set Up
• Assigning Work Schedule
• Generating Employee Timesheet
• Entering Time
• Use Core-CT as a tool in supporting these
  processes
• Utilize Core-CT functionality to maximize your
  efficiency

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Agenda Day One
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Agenda Day One
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Training Tools
Welcome

• In this training session, we use tools created
  specifically for this course.
• Presentation
• We use a PowerPoint presentation to guide us
  through our discussion of processes and key
  points related to using Core-CT
• Exercises
• We developed exercises that enable you to
  practice the skills you learn in each module
• Training Database
• The functionality in our database mirrors the
  Core-CT production environment closely, though
  changes may be made prior to go-live
• Significant changes made after training will be
  communicated to you
• Data is loaded into the Core-CT training database
  to help you learn how to use Core-CT, not to
  reflect a specific agencys transactions
• You can make mistakes and experiment without
  consequence

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Training Tools
Welcome

• We also use a web-based help system during this
  class. This tool is available to you after
  go-live.
• Web Learning Assistant
• Web-based tool that provides help and detailed
  information for specific Core-CT job functions
• Contains concepts, procedures, flows, and a
  glossary
• The WLA is your primary reference tool (now and
  once Core-CT goes live)
• The WLA will evolve with Core-CT. As
  functionality changes, so will the content in the
  WLA
• Lets walk-through the tool together now
• WLA Browse Path Core-CT Time and Labor gt Time
  and Labor Concepts gt Concepts gt Time and Labor
  Concepts

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Training Tools
Welcome

• Job Aids are available to reinforce the
  information introduced in this course. Job Aids
  summarize key information and outline critical
  processes in Core-CT.
• General Job Aids
• Module Specific Job Aids
• Reporting Job Aids

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Core-CT Navigation
Welcome

• Together we will practice the skills you learned
  in the Core-CT Navigation Tutorial.
• Universal Navigation Header
• Activity Log in and use the Universal Navigation
  Header to sign off Core-CT
• Left-Hand Navigation Menu
• Activity Use the Left-Hand Navigation Menu to
  step through the various levels of the directory
  structure

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Agenda Day One
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Time and Labor Basics - Words to Know

• Time Reporter
• an employee whose time is reported and
  generated in Core-CT
• Time Administration
• a batch program that validates and converts
  reported and/or scheduled time into payable time
  ready for payroll
• Payable Time
• time that is ready to be collected by payroll

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Time and Labor Basics - Words to Know

• Workgroup
• a group of time reporters who have a common set
  of payroll requirements/characteristics
• Taskgroup
• group of time reporters with similar time and
  fund reporting requirements
• agency acronym
• Time and Labor Group
• group of employees that have a common set of
  criteria
• Elapsed Time
• time that is reported in a single block

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Time and Labor Basics Process Flow

• Time and Labor is the module used to capture and
  track employee time.

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Time and Labor Basics - Pay Calendar
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Agenda Day One
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Overview
Verifying Time Reporter Set Up

• Time Reporter data assists Core-CT in determining
  how the employee will report time and how that
  time will be processed.
• Human Resources user sets up time reporter data
  during the hire process
• Once the time reporter data has been set up, the
  Time Reporter becomes active in Time and Labor
• You must verify the time reporter data

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Process Flow
Verifying Time Reporter Set Up
Hire Data
This step activates the employee in Time and Labor
Verify Time Reporter Data
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Key Points
Verifying Time Reporter Set Up

• When verifying the time reporters data, remember
  the following
• The Agency Human Resources user performs the
  initial Time Reporter setup
• The Agency Time and Labor user performs the
  maintenance of the Time Reporter data

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Walk-through and Exercise
Verifying Time Reporter Set Up

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Exercise 1. Janet was hired into the
  Department of Children Families. Verify that
  the information entered by the Human Resources
  user is appropriate for Janet.
• WLA Path Core-CT Time and Labor gt Setting Up
  Time Reporters gt Data Entry Procedures gt Maintain
  Time Reporter Data
• On your own, complete exercises 1a. in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Knowledge Check
Verifying Time Reporter Set Up

• Answer the following questions
• Define a workgroup and taskgroup.
• How will changes to Time Reporter data be made?

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Agenda Day One
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Agenda Day One
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Overview
Assigning Work Schedule

• Core-CT provides a way for you to schedule
  employees time.
• Created by Central Time and Labor
• Assigned by agencies
• Used to create payable time
• Pre-populates the employees timesheet and online
  time entry page with scheduled time

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Process Flow
Assigning Work Schedule
Schedule Employee Time
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Key Points
Assigning Work Schedule

• When assigning employees to schedules, remember
  the following
• Created by Central Time and Labor. If the
  appropriate work schedule does not exist, Central
  Time and Labor must be notified
• Assign the appropriate shift to the employee
• The work schedule and the shift are independent
  of each other
• Use the Weekly Elapsed Time page to override an
  employees schedule on a short term basis
• Use the Weekly Elapsed Time page to override an
  employees shift on a short term basis
• Positive Time Reporters have zero-hours
  schedule assignments

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Walk-through and Exercise
Assigning Work Schedule

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Exercise 2. Janet Greenwood has been
  hired into the Department of Children Families.
  She is an exception time reporter and requires a
  work schedule assignment.
• Assign Janet to her workgroup's schedule.
• WLA Path Core-CT Time and Labor gt Setting Up
  Time Reporters gt Data Entry Procedures gt
  Assigning Work Schedules
• On your own, complete exercises 2a in your
  Exercise packet
• Remember to utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Knowledge Check
Assigning Work Schedule

• Answer the following questions
• Define a positive time reporter
• What pages can be used to assign a shift to a
  time reporter?
• How can you perform short term schedule overrides
  for an employee?

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Agenda Day One
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Overview
Generating Employee Timesheets

• Core-CT provides a way for you to generate
  employee timesheets.
• Prints in either an individual bi-weekly or group
  daily format
• Pre-populates with scheduled time (for employees
  that have schedule assignments)
• Allows for documentation of employees worked
  time
• Informs employees of their leave accruals
  (individual bi-weekly)
• Allows for manual supervisor signature
  (individual bi-weekly)

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Process Flow
Generating Employee Timesheets
Generate Employee Timesheet
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Key Points
Generating Employee Timesheets

• When generating employee timesheets, remember the
  following
• Agency time keepers should run the Individual
  Bi-Weekly timesheets every two weeks
• Time printed on the timesheets reflects the
  employees scheduled time
• Employees with schedule assignments should be
  informed to only report exceptions to their time
• Blank timesheets can be generated for employees
  without schedule assignments

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Walk-through and Exercise
Generating Employee Timesheets

• Lets log-in to Core-CT.
• First, we will walk-through the process together
• Scenario Exercise 3. Use the individual
  biweekly timesheet to report Janets time.

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Knowledge Check
Generating Employee Timesheets

• Answer the following questions
• What is exception time reporting?
• How many timesheet reports exist in Core-CT?

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Agenda Day One
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Agenda Day One
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Overview
Entering Time

• Core-CT provides a way for you to capture time
  from your employees.
• Allows for the input of employees time into
  Core-CT
• Allows for leave reporting
• Allows for monitoring of leave balances

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Process Flow
Entering Time
Enter Time
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Key Points
Entering Time

• When entering employees time, remember the
  following
• Time should be converted to decimals (e.g. 7hrs
  and 45 mins 7.75hrs)
• Positive time reporters need their total hours
  worked per workday entered into Core-CT
• Exception time reporters only need to report
  updates to scheduled time
• Time reported does not become payable time until
  it has been processed through the Time
  Administration process and cleared from exceptions

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Key Points
Entering Time

• When entering employees time, remember the
  following
• Time Reporting Codes to which employees can
  report time are defined by their workgroup
  assignment
• Use the missing timesheet query to identify which
  employees did not submit their time
• Online time entry edits are minimal. Detailed
  time validation occurs through the Time
  Administration process

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Walk-through and Exercise
Entering Time

• Lets log-in to Core-CT.
• We will walk-through the process together
• Scenario Exercise 4. On Friday October 3rd,
  Janet was asked to work 4 evening hours for a
  tardy employee. Janet worked the 4 evening hours
  at another location and should be reimbursed for
  her 7 for meal expense.
• Enter Janet's worked hours using the Weekly
  Elapsed Time page.
• WLA Path Core-CT Time and Labor gt Entering Time
  gt Data Entry Procedures gt Entering Weekly Elapsed
  Time

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Walk-through and Exercise
Entering Time

• Lets log-in to Core-CT.
• We will walk-through the process together
• Scenario Exercise 5. October 13th is Columbus
  Day. Janet was scheduled and did work on the
  holiday.
• Enter Janet's time appropriately for October
  13th.
• WLA Path Core-CT Time and Labor gt Entering Time
  gt Data Entry Procedures gt Entering Weekly Elapsed
  Time
• Remember to
• Utilize the Web Learning Assistant
• Raise your hand if you need any assistance

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Knowledge Check
Entering Time

• Answer the following questions
• Why do two search results display for each
  employee on the Weekly Elapsed Time search page?
• What instances would require adding a row on the
  Weekly Elapsed Time page?

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Agenda Day One
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Agenda Day One
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Summarize Day 1/ QA
Time and Labor Processing Day 1

• You have successfully completed the following
• Verifying Time Reporter Set Up
• Assigning Work Schedule
• Generating Employee Timesheet
• Entering Time

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Challenger Exercise
Day 1

• Scenario
• Amy Estes was hired into DCF. She is an exception
  time reporter and is eligible for both weekend
  and shift differential.
• Verify her Time Reporter data and update the
  Weekend Diff and Shift Diff fields, as necessary.
• Use the following WLA for assistance
• Core-CT Time and Labor gt Setting Up Time
  Reporter Data gt Data Entry Procedures gt
  Maintaining Time Reporter Data