Automating the Time Card Process for Students
Tuesday, June 10, 2003
104 Olscamp Hall

Committee Members Present:
Scott Blackwood, Stephanie Crooks, Kim Davis, Mike Failor, Duane Hamilton, David Maley, Jeff Nelson, Mariann Reiter, Jen Sader, Pam Sautter, Michelle Simmons, Jim Stainbrook, Sandy White, Karen Woods

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

Jim stated the first item of discussion was student sign on issues. It was decided the easiest way to sign on would be to swipe the BGSU photo ID. This will work for 92% of the students on campus. Mike Failor commented the 92% would be able to use the same Log On name on a PC as they use for their BGSU net account.

At this time only 8% of the working student population have multiple appointments. If a student tries to use their ID card at their second or third position it will be rejected. At these positions they must manually Log On. Mike Failor gave the example that at their second position they would punch in ŖMFAILOR". At their third position it would be ŗMFAILOR". Jim Stainbrook suggested that sign ons are more complicated for students with multiple appointments.

The ID card is only valid at their oldest position. This is the only position where they will be able to swipe the card. Once this position is terminated the ID card will be valid at their second position and so on.

If a student forgets their ID card they will be able to manually punch in. The system does not read the "P" of a student pin number. The first digit has become the appointment number. The system will not allow any bad punches.

Michelle Simmons next discussed training issues. She stated Power Point might be used as part of the training program. Jeff Nelson distributed a handout titled "eTime Overview".

Mike Failor commented that eTime could not be a favorite/bookmark or ICON on the Monitor. A student cannot be linked to eTime from a home computer.

Kronos is still working on the Mac issue. It is still not available for any features other than recording hours. Supervisors at this time cannot use a Mac for any features or reports.

BGSU is considering a pay week to be one week within the Kronos system, so that each week, the hours worked will be approved and sent to AHRS, which will continue to use a 2-week pay period.

All supplemental staffing supervisors would need a BG account and pin number. They must be an active employee and able to charge to a Bursar account, etc.

Jeff Nelson stated the training program would be finished this week. Supervisors and students will begin training the week of June 16. Mike Failor said the pilot (parallel) testing would begin with Facilities on June 22, the start of a new pay period.

Facilities will be testing until June 22 and begin production after the 22nd. The Library will begin with the first pay period in July and Student Employment the second pay period in July.

Students will be trained in each department. Jim Stainbrook suggested a quick reference card be prepared and posted as a job aid in each card reader area.

Questions and Answers

• Information is retained in the Kronos system indefinitely.
• The shift differential should not be a problem using the correct job code.
• There may be a problem with the transfer of hours after midnight.
• Exceptions set for 10 minutes either way.
• Schedules can be set up on an individual basis within each department.
• Comments / codes are strictly for department use. They can be used for department record keeping.
• If there are no hours there is no record. There is nothing to approve. Hours only are brought forward.
  

After the initial three pilot groups are up and running the same process will be used across campus. Test - then go live. It will be done department by department as each feels comfortable. During fall semester all departments will go live at some point.

There will be a standard form / document used by everyone to keep time for students not yet in system.

Jeff Nelson adjourned the meeting at 3:25 p.m.

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