easy payautomated payroll / timekeeping system introduction and project status update

7/29/2019 Easy PayAutomated Payroll / Timekeeping System Introduction and Project Status Update

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Automated Payroll / TimekeepingSystem Introduction and Project Status Update


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Staff Introductions Executive Sponsor

Bertha Henry

Project Sponsors J ohn Bruno Susan Friend Kevin Kelleher

Project Manager Alison Redmond

Communications / Change Management / Training Team Melissa Grimm Margaret Stapleton

Catrina Stewart-Cosme

Project Team Paul Cissell

Rita McManus

Allen Wilson

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What is easyPay?

easyPay is a name given to our new automatedpayroll/timekeeping system that will beimplemented enterprise-wide to all Countyemployees.

The primary goal ofeasyPay is to ensure that allemployees are paid timely, accurately,consistently and efficiently in accordance withall County rules, contracts and policies.

The vendor, Kronos, has been in place andutilized since 1995 at Water and WastewaterServices.

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What is easyPay?

easyPay will be fully automated, and because it willeliminate the need for time cards, leave slips andother paper-based methods currently used to report

time and attendance, its environmentally-friendly.

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easyPay Implementation Schedule

1

st

Paper paychecks will be replaced with Paycards(Visa debit card) for those employees not selectingdirect deposit.Note: For employees receiving paper paychecks, a letter will beattached to their paycheck advising them that they can switch todirect deposit or receive Paycard.

2nd Online paystubs will be available to employees byaccessing a website replacing the blue paper paystubs.

3rd Time cards and leave slips will be submitted andapproved online.

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Benefits to Employees

PaycardsCash is immediately available

Over the counter bank cash withdrawal at any Visa logo bank or innetwork ATM cash withdrawal (Allpoint). Two companion cards areavailable at no charge. Go to www.allpointnetwork.com to find anAllpoint ATM. There are over a 1,000 ATMs in a 50 mile radius of here.

Save time and moneyNo more check cashing fees and no more waiting in lineat the bank to deposit your check.

Added securityNo more lost or stolen checks, or carrying large sums of cash with you.

Never miss a paycheckThe Paycard is automatically reloaded each pay period and you canstill access your pay if you are sick, on vacation or not scheduled towork.

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http://www.allpointnetwork.com/http://www.allpointnetwork.com/


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Online Paystubs

Employees will be able to access their confidentialearnings statements online anytime, anywhere,through a secure website.

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Automated Timekeeping Automation of pay rules and the application of pay

policies increases accuracy, drastically reduces theneed for manual intervention, and saves time forevery employee involved in the process.

Employee and Manager self service empowersemployees to help themselves: Employees and managers can gain access to their own time and

attendance information quickly.

Both employees and managers will spend less time on paperworkallowing them to focus on their core mission.

Consistent and equitable pay across the organizationresults in fewer grievances and better employee morale.

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easyPay Communications

Sun eNews Special edition to launch program External website broward.org/easyPay BC-Net Agency employee newsletters and meetings Posters/Flyers

HR/Payroll Liaisons

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Project Status Update

Currently in Assessment Phase and project is anticipatedto be implemented by October 2013.

Payroll Liaisons will continue to have a key role to playas gatekeepers of the payroll before it is submitted toPayroll Central for final processing.

Thank you for your assistance and support for the new

system. You are key to easyPay success.

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easyPay Website

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13/282009 KRONOS INCORPORATED I October 17, 2012 132009 KRONOS INCORPORATED I October 17, 2012

Employee Self-ServiceDemonstration

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View Timecard

View Timecard

Butler, Gerard

Current Pay Period

Mon 10/25 8:30 AM 12:30 PM1:30 PM 05:00 PM

Tue 10/26 8:30 AM 12:30 PM

1:30 PM 05:00 PM

Wed 10/27 8:30 AM 12:30 PM

1:30 PM 05:00 PM

Thu 10/28 8:30 AM 12:30 PM

1:30 PM 05:00 PM


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2009 KRONOS INCORPORATED I October 17, 2012 15

Approve Timecard

App rov e Timec ard

Appro ve

Butler, GerardPrevious Pay Period

Mon 10/25 8:30 AM 12:30 PM1:30 PM 05:00 PM

Tue 10/26 8:30 AM 12:30 PM

1:30 PM 05:00 PM

Wed 10/27 8:30 AM 12:30 PM

1:30 PM 05:00 PM

Thu 10/28 8:30 AM 12:30 PM

1:30 PM 05:00 PM


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View Total Hours Worked

View Hours

Butler, GerardCurrent Pay Period

Regular 40:00


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View Schedules

View Schedule

Schedule But ler, Gerard

Mon 10/22 8:30 AM 5:00 PM

Tue 10/23 8:30 AM 5:00 PM

Wed 10/24 8:30 AM 5:00 PM

Thu 10/25 8:30 AM 5:00 PM

Fri 10/26 8:30 AM 5:00 PM


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Request for Time Off Process

Approved

Rejected

ManagerTakes Action

Acknowledgement Sent to Employee

PC

Kronos 4500Terminal

EmployeeInitiates

Request

RequestRouted to

Manager

Schedule

SystemUpdated

Acknowledgement Sent to Employee

Timesheet


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Request Time Off

03:27PM

Tues May-08-2012

Welcome to Kronos

Review Punches

Current Sched

Labor Transfer

Future Sched

Punch Status

Request Time Off

More

Current Balances

Leave Information

Leave Type:

From Date:MM.dd.YYYY

To Date:MM.dd.YYYY

Hrs/Day (00:00):

Comment Code:

301

06.16.2012

06.17.2012

08:00

Time Off Request

Floating Holiday (101) 16

Personal Day (201): 01

Vacation (301): 40

CancelSubmit


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Employee Notification

Time Off Request Submitted

Leave Summary

Name :Gerard Butler

Badge ID :5001

Request Date :Fri Oct 5 2012

Comments :Day Off

Leave Type 1 :Annual Leave

:10.30.12 10.31.12

:8hrs/day

*You may also receive this conf irmation via e-mail


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2009 KRONOS INCORPORATED I October 17, 2012 212009 KRONOS INCORPORATED I October 17, 2012

4500 Touch IDTerminals


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How Does Kronos Touch ID Work?

Kronos Touch ID technology is used to create a unique finger scan

template. It uses your finger scan template to verify your transaction.

Step 1. Enrollyour finger scantemplate

Step 2. To punch in orout, or transfer, swipeyour badge or enteryour PIN

Step 3. The terminalprompts you to placeyour finger on theverification device

Biometric Verification

Adams, J ulie

Place right index fingeron sensor.


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Step 2:The image is

converted to an

encrypted

mathematicalrepresentation, whichcant be used to

recreatethe actual fingerprint.


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Frequently Asked Questions Ive heard Broward County is getting a new payroll system. Is this true?

Cyborg is still our payroll system. However, there is a new system coming that

will change the way information about employee attendance and hoursworked is collected and submitted to Cyborg. The new system is fullyautomated, and because it will eliminate the need for paper time cards andpaper leave slips, its also environmentally-friendly! The new system ispart of a new and improved employee payroll initiative, sponsored byHuman Resources, Accounting and Enterprise Technology Services,called easyPay.

Whats wrong with the current system and why are we changing i t?

The current system is inefficient and the technology supporting it is outdated.The process for scheduling employees, tracking leave and reporting hours

worked is cumbersome, paper-based and labor intensive. Payroll policies areapplied in different ways. easyPay will help ensure that all employees are paidon time, accurately and consistently in accordance with union contracts andpayroll policies. easyPay will also streamline the bi-weekly payroll processfor Payroll Liaisons.

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Frequently Asked Questions Whos designing the new system?

The selected vendor is Kronos, a leader in software design forautomated workforce management systems. A similar Kronos systemhas been in place at Water and Wastewater Services since 1995.easyPay is being customized for Broward County, incorporating hours ofinput received from the project sponsors and County agency directors,along with a core team of agency business subject matter experts.

Vantage Solutions and PKING Consulting are companies that havepartnered with Kronos to conduct input interviews with Broward Countyagencies and manage the change process. Union leaders have alsobeen involved in the process.

Who will use the new system?

Every Broward County employee will use easyPay to schedule theirleave. As system design progresses, decisions will be made as to whichemployees will use easyPay to report time worked.

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Frequently Asked Questions What changes will I see as an employee?

We wont know all the changes until the system is fully designed. But thenew payroll process will definitely eliminate the use of paper! No moretime cards and paper leave slips! With easyPay, youll submit your timeand leave requests online. Your supervisor will approve your requestsonline. If your plans change, no problem! You can also cancel or changea leave request online. With confidential, secure online access to

easyPay, youll be able to check all your payroll information, such astime worked, accrued sick time and leave balances, online.

What changes will I see as a payroll liaison?

The payroll process will change. It will become easier, and take less timeto complete. However the payroll liaisons responsibility for monitoring

payroll to ensure it is accurate, consistent and timely, will not change.

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Frequently Asked Questions When will the new system be implemented?

The new system is anticipated to launch in October 2013. Before then,on a date not yet determined, there will be two changes in preparation forthe new system. If you are on payroll direct deposit, the blue paperpaystub you currently receive will be replaced with an online paystub. Ifyou receive a paper paycheck, you will be able to choose between directdeposit with an online paystub, or a Paycard, which is issued and used in

much the same way as a debit card. Watch for details on these changes,coming soon.

How will I find out about the changes?

Were creating a special website where well post updated informationabout the transition to easyPay. Well also share updates in Sun eNews,

eCountyLine, and on the BC-Net. Look for flyers and otherannouncements posted in employee break rooms and other locations.Your Payroll Liaison will have the latest updates and information oneasyPay. You can also email questions and comments [email protected]. Well respond, and post answers to the mostfrequently asked questions on the website.

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mailto:[email protected]:[email protected]


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Questions and Answers

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easy payautomated payroll / timekeeping system introduction and project status update

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