Automating the Time Card Process for Students
Tuesday, July 22, 2003
309 Bowen Thompson Student Union

Committee Members Present:
Scott Blackwood, Kim Davis, Mike Failor, Duane Hamilton, Brian Kramer, Dave Maley, Pam Sautter, Michele Simmons, Jim Stainbrook, Sandy White, Donna Wittwer, Karen Woods

Jim Stainbrook called the meeting to order at 1:05 p.m.

Jim stated Jeff Nelson would not be attending the meeting today because of trying to complete the eTime Manual. A draft would be available tomorrow. It is approximately 80 pages. The Committee will then be asked to review the manual.

Jim then suggested that we begin with discussing problems. The first item discussed was a problem with the card reader in the Science Library. The problem may have been that the reader wasn't going through the normal process when booting up. The reader may be defective. The problem has been corrected and the reader is now working properly.

There was a problem approving the current week. It appeared as though the previous week had not been updated. Mike Failor will receive the "fix" for the problem from Kronos.

Student Employment has been busy moving ID numbers to the first appointment. The new process will be much easier for the student and supervisor to understand. There have been a few problems with swiping due to the conversion. Sandy White and Mike Failor are looking into the problems and will correct. The IS Summary is important in determining where students are punching in on PC"s There are three ways to punch in; 1) swipe your ID card, 2) key in at the reader, and 3) time stamp on a PC.

Kim Davis asked how long time lapsed before the system notified you there was a missed punch. Presently it is set for 12 hours (10 hours). There was some discussion as to whether the period of time should be shortened. It was decided that for right now everyone is going to be using the same work rule.

Duane Hamilton stated that presently there is no rounding. The system is set for minute-to-minute. The same work rules now apply to the entire University. Donna Wittwer stated a manager must verbally state expectations to the student concerning swiping in and out. Managers must state exactly the time that should be worked.

Kim Davis asked if it would be possible to include a "week ending" somewhere at the top of the Interim Time Card to be used as a quick reference. She also wanted to make the Committee aware that an email is being sent to the student stating their time has been approved. In the email it thanked the student for a job well done. It was decided the message should be removed in case of performance issues in the future. The Committee decided the email at sign off was not necessary because it did not include any useful information.

Kim Davis asked about the transferring of hours, etc. With Kronos we are able to transfer from regular to work study, the rate of pay for the two different areas, and between labor distribution accounts. Kim Davis asked about the transferring of hours, etc. With Kronos we are able to transfer from regular to work study, the rate of pay for the two different areas, and between labor distribution accounts.

Kim stated there is still a problem with the midnight to 2:00 a.m. block of time. Mike Failor will check into the problem, but stated for now it may have to be done manually.

Kim Davis stated when a student has worked the Expected PP Report always indicates " 0 ". Kim wanted to know which report would show actual hours worked. Sandy White stated she would check into this. It may be connected to the scheduling feature.

Jim Stainbrook then distributed the eTime Implementation Schedule. He stated that after school begins there will be a break of several weeks in the Kronos System training. Training will begin again in mid September. Michelle Simmons stated training has been taking from 90 minutes to two hours.

There was a discussion about the best way for dining hall students who work in more than one dining hall to clock in. Duane Hamilton suggested a student be assigned to one dining hall reader (ex: Kreischer) where they will be able to swipe their card, but key in on a PC at a different location (ex: Founders). Dave Maley stated this would be an excellent way to keep track of their students and hours worked at different locations.

Duane Hamilton asked how it was determined which department paid the overtime if a student had more than one appointment. Sandy White stated that presently HRS determines who pays the overtime. Example:

1st appointment 40 hours (+ 8 hours)
2nd appointment 16 hours
The first appointment now pays the overtime hours at the half time rate.

On an exception basis, Sandy can charge the half time rate to the department that is responsible for allowing the student to work overtime. (This is what is happening currently.) Also, with eHire the manager will receive notice if the student is working in another position.

Sandy White stated the Kronos system has been extremely slow. They are hoping that it improves with time, once all the problems have been corrected.
Jim Stainbrook adjourned the meeting at 2:45 p.m.

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