Automating the Time Card Process for Students
August 5, 2003
309 Bowen Thompson Student Union

Committee Members Present:
Bryan Benner, Scott Blackwood, Kim Davis, Mike Failor, Duane Hamilton, Brian Kramer, Jen Sader, Michele Simmons, Jim Stainbrook, Sandy White, Donna Wittwer

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

Jim began the meeting with issues from the July 22 meeting. Michelle Simmons stated an electronic version of the eTime Manual was sent to areas that are up and running. The manual may not include screen prints. It will be user friendly. Michelle mentioned there is still editing that needs to be completed. She stated there is still some question about approvals. As soon as details have been worked out it will be sent to everyone.

Sandy White stated a student may continue to use the eTime system even though there has been an approval by the manager. For example, if a manager approves time on Wednesday and the student signs in on Thursday there should not be a problem. They should be able to swipe their card or use a PC. Michelle Simmons stated that in training she is suggesting that a group approval or approval be done at the end of the pay period. Not in the middle of a pay period. Sandy reminded everyone that once "signed off" you are not allowed to go back in. No changes after this point. Supervisors must sign off on everyone in their area, whether hours were worked or not.

Jim Stainbrook stated the problem with the card reader in the Science Library has been corrected and it is functioning properly.

Sandy White stated we now have over 200 students using the Kronos System.

Mike Failor stated a temporary fix has been received to correct the problem of the week change at the incorrect time. A permanent fix will be installed next Wednesday.

Michelle Simmons stated all appointment ID's have been updated. Students are now set up before the department goes live.

Mike Failor stated that when a termination is done a portion called "user account" is not automatically terminated. Mike said at this time it has to be manually terminated.

Jim Stainbrook mentioned that 10 hours lapse before the system will report a missed punch. The time period will be discussed again after everyone is live and we will be able to see if this will present any problems.

Michelle Simmons has updated the Interim Time Card and has included "week ending". Everyone will receive a copy of it electronically.

It was decided emails being sent to students would not state anything about performance. An email will not be sent at "sign off" only after time has been approved.

Midnights to 2:00 a.m. will include a phantom punch. Supervisors will need to be trained in how to edit.

Several from the Committee stated they would like a report stating actual hours worked, a total hours report. This will be looked into before the next meeting.

Jim Stainbrook stated the system was very slow two weeks ago. Sandy White said this week it seems to be fine.

The Committee wondered if there is a set amount of time before the Kronos system automatically logs off supervisors and managers. Jim Stainbrook stated he would ask the question on Thursday during the conference call with Kronos.

Duane Hamilton asked if when a pay period closed, before sign off, was the Library comparing eTime to timecards? Kim Davis stated she did check when the pilot program first started. Kim said there were very few discrepancies.

Dining Services will be going live August 17. Michelle Simmons stated there will be training next week on two different days to try to included everyone. Michelle thanked Kim Davis for the great job she has been doing in helping with training. Michelle stated Kim is our "veteran eTime user".

Duane Hamilton stated in defense of supervisors the Kronos system is not very forgiving. It only uses what it is fed. This does not mean that supervisors are necessarily doing a poor job.

Donna Wittwer reminded everyone that Kronos does not supersede managers or supervisors responsibilities.

Donna Wittwer stated training has been completed in Human Resources. Their student has not yet used the eTime system, but will begin next week.

Jim Stainbrook commented that there have been a few more MAC issues, but they are being dealt with as problems arise. Also, there is sufficient time to develop additional training for remaining areas. For example, Jim stated the TV Station will have a number of transfers while the majority of the remaining departments will not be doing transfers.

Duane Hamilton stated there was a problem in the residence halls with PC's. Supervisors and students were not able to get into the system. Mike Failor said all PC's in the residence halls were locked down. Labs were locked down in error, but are now open. That problem was corrected.

Michelle Simmons stated the Comment Codes were updated. Two additional comments have been added as requested. One for "hardware/software issues" and the other for "illness". A revised version of Comment Codes will be sent to the Committee.

Kim Davis stated all is going well. Sandy White stated the same. Sandy said she has done quite a bit of comparing and time reported has been off a few minutes at the most.

Jim Stainbrook noted Larry Smith has accepted the position as Manager of Payroll.

Mike Failor stated there was a problem as to whether someone was using JAVA Run Time 13 or 14. Kronos cannot be installed with JAVA Run Time 14. Kronos has made a suggestion in using JAVA Run Time 14 if necessary. Another problem Mike mentioned is the issue with the Payroll interface. A transfer on interface to Payroll requires an override.

Duane Hamilton asked if the Kronos System was programmed to change with Daylight Savings Time. Mike Failor stated it would not be a problem.

The Recreation Center and Field House went live over the weekend. A transfer function key will be installed if needed. Everyone under agency 460 will be able to swipe their ID card at either location.

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

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