Automating the Time Card Process for Students
Tuesday, January 21, 2003
315 Bowen Thompson Student Union

Committee Members Present:
Bryan Benner, Scott Blackwood, David Crooks, Kim Davis, Micky Doolittle, Barb Erisman, Mike Failor, Duane Hamilton, Jeff Nelson, Mariann Reiter, Jen Sader, Pam Sautter, Michele Schmitz, Michelle Simmons, Jim Stainbrook, Sandy White, Donna Witter, Karen Woods

Guest:
Mark Jakubec

Jim Stainbrook called the meeting to order at 1:10 p.m.

Jeff Nelson introduced Mark Jakubec the new Operations Manager at the BGSU Bookstore. Everyone introduced themselves and welcomed Mark.

Jim Stainbrook discussed the meeting last Thursday, January 16, the core team had with the project manager and application consultant from Kronos. The primary purpose for the meeting was to work toward finalizing the Functional Specification Document. BGSU hopes to sign off on this document this week.

The core team will have a conference phone call tomorrow, January 22, to discuss interfaces.

Jim Stainbrook talked with Molly Hansel of Miami University. Miami University went live November 23, 2002, with bi-weekly employees only. The University purchased 80 readers. Jim will also be in contact with Ball State.

Mike Failor announced all hardware has been ordered and should be here by the middle of February. The system will run through Windows and not Unix.

Donna Wittwer stated the Hardware Subcommittee met and prepared their proposal for the Reader Locations. She then distributed the Proposed Locations worksheet. Donna suggested the Subcommittee meet again and break down the information even further to look at other potential sites.

Jim Stainbrook stated he has heard from different people that more readers may be necessary. He has been hearing comments such as, .departments to not want long lines of students..

Last Thursday when the core team met with Kronos one of the major topics discussed was the card issue and appointment ID. The card enters P#.s but not the location of the work. Students will have to swipe their card then enter appointment ID for job locations. This will be required of all students.

There is an e-mail component to the system. Mike Failor will check to see if Eudora will work with the Kronos system.

Students can record their time by a reader or by a computer terminal. Readers can be restricted as to where students will be able to punch in and out. The other way students can record time is by computer terminal. ITS can limit computer access so students cannot use a computer from off-campus or from a dorm room to record they are starting to work. A student will not be able to use a computer in Harshman to record their time starting to work and walk to the Library where they actually do work. There is a log that is kept in the Kronos system that records the machine where the student entered their time. A student can have view only access to a computer terminal that will allow them to view hours worked and a schedule, but will not allow them to make any changes, or record time. Students with multiple appointments will have multiple licenses. Students can be approved for two or more different readers.

Jim Stainbrook discussed PC.s versus Mac.s. In the spring students will be able to time stamp on a MAC, but supervisors cannot approve on a MAC.

Karen Woods suggested we may need a checklist for supervisors. That training for supervisors be mandatory. Agreements may have to be written for students to receive information on what happens if not properly clocked in . dismissal / termination.

Jeff Nelson distributed the following guides:

• A Guide for Employees
• A Guide for Managers

Please bring suggestions and comments to the next meeting.

A tutorial is also available to install on computers and save. This tutorial is for employees only. This is general information on how the system will be used.

Michelle Simmons then distributed the Time Sheet Comments, Version I. She stated 999 comments are allowed no larger than 50 bytes. This is not a free form to plug information into. You must use a formatted code.

The decision has not been made as to how long to store student information in the system. It was noted that a history of the student.s employment might be helpful to supervisors when completing evaluations.

Jim Stainbrook adjourned the meeting at 2:45 p.m.

Back to Project Home Page