PKING Consulting, Inc. | PACERS CM&T, LLC.

Sneak Peek for

Directors, Managers, and Supervisors

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Meet the Team EXPERTS ON HAND

Matt Constantine Jackie Jackson Rose Johnson Phyllis A. King Rita McManus Nina Moore Wendy Novack Jessica Palencia Mike Shannon Tiffany Snider

Rita McManus Carol Munemura Rebecca Robertson Allen Wilson

PKING Consulting, Inc. | PACERS CM&T, LLC.

TRAINING COACHES

12/13/2013

PROJECT MANAGER Alison Redmond

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PKING Consulting, Inc. | PACERS CM&T, LLC.

Housekeeping Cellphones on Silent Questions & Answers Break – 15 minutes Demo Format Preparing for Change

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PKING Consulting, Inc. | PACERS CM&T, LLC.

Show of Hands • Who here has had to figure out how County and union pay rules apply to your own, an employee’s time, or pay situation?

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PKING Consulting, Inc. | PACERS CM&T, LLC.

Show of Hands • Who manually tracks employee schedules, attendance, and leave balances?

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easyPay will provide… Better management of leave and attendance

PKING Consulting, Inc. | PACERS CM&T, LLC.

Accurate real-time information Streamlined payroll procedures Efficient reporting Consistency & Automation  Easy!

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PKING Consulting, Inc. | PACERS CM&T, LLC.

Today you will learn • • • • • • • •

How the system works – features & functions Timeclocks and Touch ID Who does what Hot Topics How you will be trained What the system looks like How you can prepare Key Takeaways

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PKING Consulting, Inc. | PACERS CM&T, LLC.

HOW THE SYSTEM WORKS

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How the System Works:

Workforce Central Workforce Timekeeper (WTK) • Timeclock w/Touch ID • Timestamp w/PC • Mobile App • View /manage timecards • View/manage schedules • Reports

Workforce Absence Manager (WAM) • Manage leave & attendance • Reports

Workforce Activities • Transit Trip Report management • Grants administration • Reports

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Workforce Timekeeper (WTK) features • • • • • • •

Manage work schedules & timecards Review employee’s hours Respond to time off requests Review timecard exceptions Make necessary adjustments Approve timecards for payroll Delegate authority

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Workforce Absence Manager (WAM) features • Monitor attendance and leave including vacations, sick days and FMLA policies • Run attendance reports • Generate standard documentation • Receive automated alerts

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How the System Works:

Activities Module features - Trip Reports Customized to do the following:

PKING Consulting, Inc. | PACERS CM&T, LLC.

• Track time not identified in the schedule • Automate the Trip Report used by Transit Bus Operators • Supervisors will approve these reports Example: If a Bus Operator finishes the assigned route 15 minutes late, the operator would select the Trip Report from easyPay and select a code to explain the cause of the delay

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How the System Works:

Activities Module - Grants administration Customized to do the following:

PKING Consulting, Inc. | PACERS CM&T, LLC.

• Automate the process of tracking and reporting employee time spent on grants • Track time spent on a specific grant or multiple grants • Allow Broward County to report on all grants where employee time is spent working on a grant • Supervisors will have access to this information Broward County Grant Administrators will set up the record for each grant which will track the grant name, grant number, contract and/or project number, grantor agency, and funding source 14 14

How the System Works:

Ways you can access the system

PKING Consulting, Inc. | PACERS CM&T, LLC.

• There are two (2) ways to access the system • Employees will be assigned one way to access the system • A PC can still be used to review accruals, and more

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How the System Works: All Employees

• All employees must submit a time off request through the system for approved leave PKING Consulting, Inc. | PACERS CM&T, LLC.

• All employees will review and approve their time each pay period • Hourly employees will clock in/out at the Timeclock or PC • Salaried employees do not clock in/out

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Timeclocks &Touch ID

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Timeclocks &Touch ID – General Access Employees will be assigned to specific Timeclock locations at their primary workplace and other locations they may visit • Governmental Center • Government Center West • Emergency Operations Center • Other locations specific to employee’s division (e.g. Libraries and Parks)

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Timeclocks &Touch ID

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Timeclocks &Touch ID

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Timeclocks &Touch ID

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Timeclocks &Touch ID – Viewing schedules

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Timeclocks &Touch ID – Requesting time off

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Hourly Employees - Timeclock functions • • • • • • •

Clock in/out View schedule View timecard View Accruals Approve timecard Submit a time off request Use County or kmail (Kronos) email system

* Ability to clock in/out via PC or Mobile App (only if assigned)

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Hourly Employees - PC / Web functions • • • • • •

Clock in/out via Time Stamp View schedule View accruals View timecard Approve timecard Submit a time off request

• Cancel time off request • Use County or kmail (Kronos) email system * Ability to clock in/out via PC or Mobile App (only if assigned)

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How the System Works:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Salaried Employees - PC / Web functions • • • • • • •

Schedules already stored View accruals View timecard Approve timecard Submit time off requests Cancel time off requests Use County or kmail (Kronos) email system • Does not Clock In/Out 26

PKING Consulting, Inc. | PACERS CM&T, LLC.

WHO DOES WHAT

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Who does what: Supervisor Responsibilities

PKING Consulting, Inc. | PACERS CM&T, LLC.

Manage Employee Timecards

• Reviewing Flags • Resolving exceptions • Editing prior periods (historical edits) • Selecting leave or earning codes • Add comments and notes to changes Schedules

• Creating for part-time employees • Assigning • Adjusting

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Who does what: Supervisor Responsibilities continued Approve timecards • Approve timecards for employees by 10 a.m. every other Monday

PKING Consulting, Inc. | PACERS CM&T, LLC.

Delegate in your absence • Supervisors will have the ability to activate and deactivate delegations in the system Other Supervisor Tasks • Approving time off requests • Approving / denying FMLA requests • Monitoring Attendance

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Who does what:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Payroll Liaison Responsibilities Data Verification • Enter ongoing employee maintenance data into applicable system (Cyborg and/or Kronos) in real-time Other Payroll Liaison Tasks • Continued support of employees with questions related to payroll and timekeeping

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Who does what: Payroll Liaison Responsibilities continued

PKING Consulting, Inc. | PACERS CM&T, LLC.

Final Payroll Review & Closeout

• Verify that all timecards are approved • Verify that there are no exception flags in system • Complete sign-off on division by 11 a.m. every Payroll Monday • Coordinate payroll related matters with Payroll Central

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Who does what:

Business Processes

PKING Consulting, Inc. | PACERS CM&T, LLC.

Change Notifications and Support • Each agency should have a secondary designee responsible for communicating updates in employee data to the Payroll Liaison BC-102 Form • Employees cannot begin work at Broward County or transfer to another agency until their BC-102 form has been processed in Cyborg Payroll Tasks Responsibility • Due to system restrictions, supervisor payroll responsibilities cannot be assigned to the Payroll Liaison • Payroll Liaisons will be able to see outstanding flags and exceptions but cannot make changes or corrections to an employee’s timecard 32

PKING Consulting, Inc. | PACERS CM&T, LLC.

HOT TOPICS

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PKING Consulting, Inc. | PACERS CM&T, LLC.

System definition of ‘Supervisor’ • Anyone who has direct reports and is responsible for approving or rejecting a timecard and/or time-off request is assigned the ‘Supervisor role’ in the system. • This is a system function only and in no way affects your actual Broward County position or job classification. 34

PKING Consulting, Inc. | PACERS CM&T, LLC.

Real-time Employee Data • Each agency Payroll Liaison will be responsible for keeping employee information in Cyborg and Kronos up-to-date in real-time. • Changes in employee information may affect an employee’s pay.

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Employee Data Update: Workflow

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Data Access & Reporting

PKING Consulting, Inc. | PACERS CM&T, LLC.

Security measures are in place which prevent viewing and access to employee information outside of your immediate employee workgroup.

• Supervisors can only change the timecards of employees that report directly to them • A secondary user login is available to authorized staff; by department/office, in order to generate comprehensive reports 37

Supervisor Delegation

PKING Consulting, Inc. | PACERS CM&T, LLC.

Reasons for Delegation • Planned vacations • Sick time • Other extended absences e.g. conference, training, etc. Delegation Rules • Delegates must be part of the same Division • Delegates must be an employee with ‘supervisor role’ in system • A secondary delegate other than the primary delegate should be identified 38

Employee ID Numbers & Active Directory Access

PKING Consulting, Inc. | PACERS CM&T, LLC.

Memorizing Employee ID Numbers • Last 6-digits will be used to clock in/out • Remind employees to start remembering this number now Active Directory Username/Password • Employees should login often using their assigned Active Directory username and password. Keeping this information refreshed can avoid password expiration

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PKING Consulting, Inc. | PACERS CM&T, LLC.

Employee Learning

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How You Will Be Trained

PKING Consulting, Inc. | PACERS CM&T, LLC.

Resources Live Classes Foundations KPass

Quick Reference Card Job Aides User Guides

Supervisor Role & Payroll Future Liaison Tasks (Online Tutorials) (Instructor Led)

Basic Tasks for Hourly & Salaried (Online Tutorial)

Resources (Online)

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How to Access KnowledgePass BC-Net > Hot Picks > easyPay > Learning > KnowledgePass™

PKING Consulting, Inc. | PACERS CM&T, LLC.

Learning

Log In User Name: Employee Number Password: broward

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Navigating KnowledgePass   

Self-Paced Tutorials Job Aides Quick Demonstrations

PKING Consulting, Inc. | PACERS CM&T, LLC.

Jane Doe

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PKING Consulting, Inc. | PACERS CM&T, LLC.

QUESTIONS?

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PKING Consulting, Inc. | PACERS CM&T, LLC.

BREAK 15 MINUTES

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PKING Consulting, Inc. | PACERS CM&T, LLC.

PACERS CHALLENGE!

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PKING Consulting, Inc. | PACERS CM&T, LLC.

System Demonstration

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A Day in the Life… • Logging on/off of easyPay (WFC) • Viewing Timecards • Editing Timecards • Managing Exceptions • Editing an Absence (Vacation  Sick) • Approving Timecards • Running Reports

Supervisor

Live Demo

Employees • Clocking In/Out with Timestamp (PC) • Viewing Work Schedules • Viewing Total Hours Worked • Approving Timecard • Reviewing Leave Bank Hours • Requesting Time Off • Cancelling Time Off Requests

RTO

What the system looks like: Logging on to easyPay

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Logging off from easyPay

Sample Screenshots – Actual configuration may vary. 12/13/2013

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Employees • Clocking In/Out with Timestamp (PC) • Viewing Work Schedules • Viewing Total Hours Worked • Approving Timecard • Reviewing Leave Bank Hours • Requesting Time -off • Cancel a Time-off Request

What the system looks like: Hourly Employee View

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Clocking In/Out with Timestamp – via PC

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Clocking In/Out with Timestamp – via PC

cont.

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Viewing a Schedule

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Total Hours Worked – Pay Period Summary

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Total Hours Worked – Per Day

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Approve Timecard – All Employees

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Approve Timecard – All Employees continued

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Approve Timecard – All Employees continued

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Requesting Time Off – My Requests

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Requesting Time Off continued – Calendar View

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Requesting Time Off continued – Current Requests

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Requesting Time Off continued – Calendar Submitted

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Requesting Time Off continued – Pay Codes View

12/13/2013

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What the system looks like: Requesting Time Off continued – Request Status

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Cancel Time Off Request – All Employees

Questions 12/13/2013

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• Logging on/off of easyPay (WFC) • Viewing Timecards • Editing Timecards • Managing Exceptions • Approving Timecards • Running Reports • Edit an Absence (Vacation  Sick)

Supervisor

What the system looks like: Supervisor – Default View

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Schedule Editor by Employee

Sample Screenshots – Actual configuration may vary.

What the system looks like: Editing a Timecard – Exception Flags

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Editing a Timecard - Missing Punch

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Editing a Timecard – Managing Exceptions

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Approving Timecards – Pay Period Before Approvals

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Approving Timecards – Pay Period After Approvals

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Running Reports - Reports Interface

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Running Reports - Reports Interface - Timecards

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Running Reports - Time Details

Sample Screenshots – Actual configuration may vary. 12/13/2013

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What the system looks like: Running Reports - Touch ID Enrollment

Sample Screenshots – Actual configuration may vary. 12/13/2013

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PKING Consulting, Inc. | PACERS CM&T, LLC.

QUESTIONS

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How you can prepare:

PKING Consulting, Inc. | PACERS CM&T, LLC.

Pre-launch Activities • ERP Speakers Bureau Agency Visits - Now • Sneak Peeks for Directors, Managers & Supervisors - Now • KPass Online Resources - Now • Foundation Online Tutorial – Coming soon • Instructor-led classroom training – Beginning January • Future online training – Beginning March

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Key Takeaways:

PKING Consulting, Inc. | PACERS CM&T, LLC.

• Supervisors should meet with Payroll Liaisons as soon as possible to formalize your internal business processes and ensure efficiencies are in place to meet the new Payroll Central timelines every Payroll Monday • Supervisor/Manager payroll tasks can no longer be delegated to the Payroll Liaison • The Personnel Action Form (BC-102) must be submitted to Payroll Central and the information entered into Cyborg before an employee can start work in Broward County

• easyPay automates the same supervisory tasks that you currently perform on paper; promoting payroll efficiencies and streamlined business processes for all 83

PKING Consulting, Inc. | PACERS CM&T, LLC.

YOUR FEEDBACK IS APPRECIATED HOW ARE WE DOING? TELL US NOW…

PKING Consulting, Inc. | PACERS CM&T, LLC.

FROM THE ENTIRE ERP CHANGE MANAGEMENT AND TRAINING TEAM THANK YOU! WE APPRECIATE ALL THAT YOU DO If you have additional questions email: [email protected]