Automating the Time Card Process for Students
Tuesday, February 18, 2003
315 Bowen Thompson Student Union

Committee Members Present:
Bryan Benner, Scott Blackwood, Stephanie 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

Jim Stainbrook called the meeting to order at 1:10 p.m. and distributed the agenda for today.s meeting.

1)   Report on Conference Call with Ball State

The conference call included three people from Ball State, a project manager and someone from their ITS and payroll departments.

Sandy White stated several questions were asked and answered about problems going live. Overall the conversation was positive.

Michelle Simmons stated they were able to compare an earlier version of Kronos to our newer version. Ball State suggested we begin with individual departments and not to go live all at once. Ball State is not using comment codes.

Mike Failor stated their situations are very similar to ours with respect to struggling with multiple appointments.

Jim Stainbrook stated they have various levels of managers for approval. Ball State has 2,800 students and 1,200 classified employees using the system. He said the Committee made good contacts at Ball State.

2)   Software / Hardware

Mike Failor stated servers are up and running with the exception of the Web application server. The order for readers to be installed is being decided. All eighteen readers will be installed by March 10.

ITS purchased an additional twenty readers. There will be no charge to departments for readers, only a charge for installation. ITS also purchased an additional one hundred managers licenses bringing our total to six hundred.

A weekly interface test has been run between the Kronos system and our payroll system. So far it has been successful. In the near future a reverse run will be conducted from our HR system back to the Kronos system.

3)   Card Readers

Locations for the first twenty readers have been determined. Donna Witter asked if departments had been informed there would be an installations charge. Jim Stainbrook stated it was addressed in the Employer Notification Letter. Jim also said he had been contacted by the Art Department stating they have forty students and would like to be considered for a reader.

4)   Mac Issues

Students may record their time on a Mac, but supervisors cannot approve time on a Mac. Mac's are not supported by Kronos at this time. Miami University said they are approving time on Mac's using additional software. We will continue to work on this problem.

5)   Comment Codes

Jim Stainbrook sent the comment codes to Kronos. They thought the codes looked great. Excellent work Michelle Simmons!

6)   Training Update

The Kronos agreement has been signed. They will receive a purchase order today and we will begin to schedule training.

7)   Pay Rules Sign-off

Bowling Green State University will sign-off this week. Once signed any changes will be additional cost to BGSU.

8)   Questions . what.s bothering you?

Some areas are becoming anxious about being a pilot group. They have been assured there will be qualified trainers to walk them through the Kronos program.

A tutorial will soon be available on the server. It is for employees, but will give supervisors insight into the Kronos system.

Donna Wittwer stated the Committee should wait six months to one year before presenting the benefits of the Kronos system to the Classified Staff Council for consideration. Jim Stainbrook stated that the eTime system would be used only for students when the system begins in May of this year.

Jim Stainbrook adjourned the meeting at 2:10 p.m.

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