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Team Leader TKS Job Aid

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Team Leader TKS Job Aid

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  1. Team Leader TKS Job Aid

  2. Viewing the On-line Presentation • If you are viewing this presentation via Internet Explorer for best results resize the “Notes” section by dragging the window separator located below the slide image.

  3. Downloaded Presentation • If you have downloaded this PowerPoint document the following is recommended: • This presentation is best displayed with Notes visible in PowerPoint • This presentation is best printed as Notes Pages in PowerPoint

  4. Objectives Understand your role Approve timecards Modify, add, and delete series Generate reports Analyze reports Reset passwords

  5. Understanding TKS and your role • Understand the importance • Understand your responsibility • Understand the procedures • Learn how to login as a supervisor

  6. The Importance of TKS for Supervisors • Why is TKS Important? • Payroll for hourly employees • Billing information for the client • Financial information for management (complete reporting information) • Why do Agents use TKS? • Used to log their worked hours • Why do Managers use TKS? • Fix errors • Identify improvement opportunities

  7. The Importance of TKS for Supervisors - continued • What should I focus on to ensure accuracy? • Activity codes • Adjustment codes • Forms • Keep in mind the TKS cutoff time • Ask your manager or HR for the cutoff time in your site • Pay discrepancy = unhappy employees • System time delays • The Time Card Approval System receives all of its information from TKS and People Soft • Changes in People Soft can take up to 72 hours to load into TKS • Once loaded into TKS it can take up to another 72 hours to load other systems such as Digital Solutions

  8. Check TKS reports and systems (Phone login and Logout when available) Verify that the times are correct and the activity codes are in the correct order Make any changes that are needed in the Time Card Approval system Any corrections that are made to a series automatically approves it Your Responsibilities

  9. Procedures for checking TKS • Run TKS daily • Run a time card report for your team • Verify the employee’s TKS is correct • Check the Lunch and Break lengths • Ensure that all codes are in the right order • Whatever punch is before the Lunch entry or the Out entry is what these 2 punches will take on • 3 day window to correct TKS • If not corrected must ask your Manager

  10. Enter Accessing a database

  11. Enter Log In • User ID and Password • ALL CAPS • Password • Asterisks will not change

  12. Changing Your Own Password Main Menu: • F1 • F5

  13. Running a TKS Report Main Menu: 2 - Reports 1 - Time Card Reports 1 - Time Card Report 1 - Regular Time Card Report

  14. Running a TKS Report - Continued Specify the Follow: • Date • Project • Group • Location

  15. Running a TKS Report - Continued Device options: • Screen • Email • Attachment • Printer

  16. Approve Time Cards During the Approval process you have the following options: • Approve • Modify • Delete • Skip • Quit

  17. Hundredth of Minute 1 0.02 31 0.52 2 0.03 32 0.53 3 0.05 33 0.55 4 0.07 34 0.57 5 0.08 35 0.58 6 0.10 36 0.60 7 0.12 37 0.62 8 0.13 38 0.63 9 0.15 39 0.65 10 0.17 40 0.67 11 0.18 41 0.68 12 0.20 42 0.70 13 0.22 43 0.72 14 0.23 44 0.73 15 0.25 45 0.75 16 0.27 46 0.77 17 0.28 47 0.78 18 0.30 48 0.80 19 0.32 49 0.82 20 0.33 50 0.83 21 0.35 51 0.85 22 0.37 52 0.87 23 0.38 53 0.88 24 0.40 54 0.90 25 0.42 55 0.92 26 0.43 56 0.93 27 0.45 57 0.95 28 0.47 58 0.97 29 0.48 59 0.98 30 0.50 60 1.00 Minute Conversion Table (100th of 1 hour) Minute Minute Hundredth of Minute

  18. Approve Time Cards Main Menu: 6 – Utilities 1 – Time Card Adjustments 7 – Time Card Approval Menu 1 – Approval Screen

  19. 123456789 Approve Time Cards - Continued If you are approving Time Cards for someone else, then you will need to Enter the PS Team ID for that Supervisor. If agents are not reporting to the correct Manager in PeopleSoft they will not appear in the Time Card Approval System.

  20. Rickie Dufrane 123456789 123456789 Rickie Dufrane F1 Approve Time Cards - Continued • Review, press <enter>, and then Approve

  21. 123456789 Rickie Dufrane F3 Modify Time Cards

  22. 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 123456789 Rickie Dufrane Modify Time Cards - Continued • TYPE CODE • TIME • CATEGORY • ACTIVITY CODE

  23. F5 Deleting a Series

  24. Manual Adjustments • Modify • Add • Delete

  25. Modify, add, and delete series Main Menu: 6 - Utilities 1 - Time Card Adjustments

  26. 123456789 Rickie Dufrane F2 Modifying a Series • Employee ID • Date that the series number exists on • One series automatically populate • Multiple series required to enter the series number • Press the ENTER key at the “Is This OK “ prompt. • A box displaying all of the punches for the selected employee and the selected series number will appear

  27. F7 Modifying a Series - Continued • Select the appropriate punch • Edit the appropriate fields

  28. Add a Series Main Menu: 6 - Utilities 1 - Time Card Adjustments 2 - Add Entire New Series

  29. Add a Series - Continued • Enter Employee ID • Enter Date • Enter Project ID

  30. Add a Series - Continued • Edit the appropriate fields

  31. Delete a Series Main Menu: 6 - Utilities 1 - Time Card Adjustments 3 - Delete Entire Existing Series

  32. F5 Delete a Series - Continued

  33. Generate Reports • Save Time • Identify Errors • Identify Exceptions • Validate Data • Identify Trends

  34. Time Card Error Reports • Serious or Warning • Eliminate pay impacting errors • Examples • Daily hours > 20 • Hours > expected • Long lunch • Incomplete series • Run daily after TKS corrections

  35. Time Card Error Reports - Continued Main Menu: 2 – Reports 5 – Misc Reports 1 – Time Card Error Report 1 – Regular Time Card Report

  36. Time Card Error Reports - Continued • Enter appropriate information • Specify SW for Error Level

  37. Time Card Approval Report Located in the Time Card Approval Menu is the Time Card Approval report. This report may be run at any time and will display all the Series that have been approved or not approved, who approved them, the date and time they were approved, the Agent’s Supervisor and the Supervisor’s Manager. To Access the Time Card Approval Report choose the following from the Main Menu: 6 – Utilities 1 – Time Card Adjustments 7 – Time Card Approval Menu 2 – Time Card Approval Report

  38. Time Card Approval Report - Continued

  39. Analyze reports for coaching and/or improvement opportunities Next we will look at a variety of reports that will help you manage your agents: • Time Card Inquiry • Time Card Reports • No Lunch Reports • Long Shift Reports • Exception Reports • Team Listing

  40. TIME CARD REPORTS - Group MAIN MENU: 2 - REPORTS 1 - TIME CARD REPORTS 1 - TIME CARD REPORT 1 - REGULAR TIME CARD REPORT Enter Appropriate Date Enter Appropriate Project Enter Appropriate Group Enter Appropriate Location

  41. TIME CARD REPORTS - Agent MAIN MENU: 2 - REPORTS 1 - TIME CARD REPORTS 1 - TIME CARD REPORT 2 - SELECTED TIME CARD REPORT Enter Appropriate Date Enter Appropriate Employee ID(s)

  42. No Lunch Report Main Menu: 2 - REPORTS 9 - SHIFT REPORTS 2 - NO LUNCH IN SHIFT REPORTS Enter Appropriate Dates Enter Appropriate Project Enter Appropriate Group Enter Appropriate Location Enter Daily Shift Length Target (7.5)

  43. Long Shift Report Main Menu: 2 - REPORTS 9 - SHIFT REPORTS 1 - LONG SHIFT Enter Appropriate Date Enter Appropriate Project Enter Appropriate Group Enter Appropriate Location Enter Daily Shift Length Target (13hrs)

  44. Exception Reports • Use to analyze team activity • Breaks • Lunch • All coded activity

  45. Exception Reports - Break Main Menu: 2 - Reports 5 - Misc Reports 3 - Activity Exception Report Enter Appropriate Project Enter Appropriate Group Break Activity Code (26 or 27) Exception only = Y Expected hours = .50 Enter Appropriate Date Enter Appropriate Location

  46. Exception Reports - Lunch Main Menu: 2 - Reports 5 - Misc Reports 3 - Activity Exception Report Enter Appropriate Project Enter Appropriate Group Break Activity Code (99) Exception only = Y Expected hours = .50 Enter Appropriate Date Enter Appropriate Location

  47. Team Listing Main Menu: 3 - Listings 5 - Employee File Listing Enter Appropriate Project Enter Appropriate Group Enter Appropriate Location Choose A FOR ACTIVE

  48. Agent Maintenance • Agent Password Reset • Assigning Agents To A Group/Team • Making Changes to an Agent’s Project

  49. Password Reset • To view and reset an Agent’s password from Main menu go to 5 - Employee Maintenance Menu and press enter. • Select 4 - Reset EmployeePassword and press enter.

  50. Password Reset - Continued • Enter the Employee ID and press enter. • Note: The password will be reset to the default, which is the Agent’s Employee Id minus the first number.

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