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