Automating the Time Card Process for Students
Tuesday, June 24, 2003
104 Olscamp Hall

Committee Members Present:
Bryan Benner, Kim Davis, Mike Failor, Duane Hamilton, Jeff Nelson, Mariann Reiter, Jim Stainbrook, Sandy White, Donna Wittwer, Karen Woods

Jim Stainbrook called the meeting to order at 1: 05 p.m. The main item of discussion was that the first pilot group was up and running. Duane Hamilton stated the system is working pretty well. They are going to test for 4 weeks before going live. There are approximately 25 student employees presently using the system. Duane said there is additional training that needs to be completed. He also said over the next 2 weeks he will be adding additional student employees.

Mike Failor discussed eTime reports and all the information that is available to supervisors. He also stated "real" time is used. Example: when a student swipes a badge the supervisor should be able to view a report immediately to see who has clocked in, where they are working, etc.

Jim Stainbrook distributed the eTime Implementation Schedule. The different Phases were discussed and changes made. The Committee plans to have Phase I and II completed before Fall Semester begins. Training for supervisors will be one week prior to going live. The training session will last approximately two hours. There will be a maximum of 20 people per session. Training for students should take no longer than five minutes.

Mariann Reiter stated Jerome Library would be training their staff next week. They will begin testing on July 6. Michelle Simmons, Student Employment will also begin testing on July 6. Michelle's department will be P/C's only. Donna Wittwer stated it was important to contact Larry Spencer, Dining Services and include him in the supervisors training.

Mike Failor stated a problem has been solved in the Union Dining Hall with respect to working in different areas. They are able to use the function keys on the card reader to specify what area the student will be working. A student will punch out of their first position, swipe their card a second time and select the correct area (function key) and begin working in that area.

Sandy White stated the Kronos system does not include longevity increases, raises, etcs. If students look to see the amount of their check it may not be correct. At this time it should be used for hours only.

Duane Hamilton asked if he could use a student name and change the password to see what screens the students actually uses. Mike Failor stated that as long as you are in test mode you can change the password without creating any problems.

Mariann Reiter said that while doing an alphabetical sort using "P" in Kronos, the system pulled up all BGSU pin numbers. She found that when you need to sort using "P", you must use "Pa" to sort.

Mike Failor stated that when badge numbers are terminated they are actually valid through the end of the week. If a student has multiple positions they must continued to punch/key in at their second position until the new week begins. After that time they may begin to use their BGSU ID to swipe in at that position.

Sandy White was asked when she would "lockdown" the pay period. After much discussion it was decided that Monday at noon might be the best time. All supervisors would need to send their department information to Sandy no later than noon. It was suggested that every Friday afternoon an email reminder be sent to supervisors of the "lockdown" time.

The goal of the Committee is to have all training completed no later than November 23, 2003 and to have the University live prior to December 7, 2003.

It was decided the Committee will continue to meet every other Tuesday through July and August. Jeff Nelson will locate rooms for the meetings and Terie Kuhlman will send email reminders.

Jim Stainbrook adjourned the meeting 2:00 p.m.

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