Phase 1 -Initial Requirements Questionnaire

Phase 1 -Initial Requirements Questionnaire

The purpose of this questionnaire is to identify the key requirements of your organization. Please complete the questionnaire as thoroughly as possible as this insures that Qqest can better understand policies and procedures and assist you in your implementation.

Feel free to expand on the questionnaire with attachments but please respond to each question. If the question does not apply to you then simply respond with “N/A.” This is a critical document in the implementation process. Once completed please e-mail this to your implementation specialist.

Shortly after you receive this survey, you will be contacted by your Qqest Implementation Specialist who will walk you through filling out the survey and assisting you in the completion of your project. If, while completing the survey, you reach a section you are unsure of, please move past this section and review if with your Qqest Implementation Specialist.

Company Name:
Primary Contact:
Primary Contact Phone:
Primary Contact Email:
Secondary Contact:
Secondary Contact Phone:
Secondary Contact Email:
Street Address:
City:
State:
Zip Code:
Company Website:
Number of Hourly Employees:
Number of Salary Non- Exempt:
Number of Salary Exempt:
Payroll Provider:
Payroll Provider Contact:
Payroll Provider Phone:
Payroll Provider Email:
Payroll Software (If Known):

Table of Contents

PROJECT SCHEDULING

Self-Install Hardware Information

LOCATIONS

DEPARTMENTS

ABSENCE CODES.

ACCRUAL POLICIES

HOLIDAY LISTS

OVERTIME POLICIES

PAY PERIOD INFORMATION

PUNCH ROUNDING

PAY GROUPS

PROJECT SCHEDULING

When would you like to start punching live data within TimeForce? (We recommend either entering one full payroll worth of test data and comparing it to your previous timekeeping system OR using TimeForce in parallel with your old timekeeping system for two pay periods before doing this.)
When will you have the implementation survey and employee template completed?
When would you like to install the software? (This should be 5-10 business days after you have submitted the survey and template unless otherwise indicated by your implementation specialist.)
When do you want to do Administrator training? (The software must be installed before we can do this.) How many admins are to be trained?
When do you want to do Supervisor training? (The software must be installed before we can do this.) How many supervisors are to be trained?
When will you export your first payroll after going live?
When will you export your second payroll after going live?

Self-Install Hardware Information

This only applies to self-install customers. ASP hosted customers may ignore this section.

Have you identified a computer to install Timeforce on?
What is the operating system of this computer?
Is this computer a server?
If server, is it a domain controller?
If server, does it host other databases?
If server, does it host other websites?
If server, is it an Exchange server?
What type of CPU does the computer have?
How many processors?
How much physical memory is installed in the computer?
Does this computer serve as a firewall?
Do you already have a version of SQL running on this computer?
If yes what version? (2000 or 2005)

LOCATIONS: (Insert as many rows as necessary)

Name / Location / Total # of employees
Salt Lake City / 100 N 300 W / 125 (Example)

DEPARTMENTS: (Insert as many rows as necessary)

Name / Dept Number / Parent Dept (If Any)
Administration / 100 / X Company (Example)

ABSENCE CODES: Please list the absence codes that your company uses for hours tracking, i.e. Vacation, Sick, PTO, etc.

Name / Paid/Unpaid / Deducts From Accrual Policy / Export Code
Paid Time Off / Paid / PTO / PTO (Example)
Do these absence codes count toward Hours Based Accruals? (If Applicable)
Do these absence codes count toward Overtime?

ACCRUAL POLICIES

Does your company offer Accrual Policies?
Is this policy Calendar Based or Hours Based?

CALENDAR BASED POLICY #1 (Based off of a calendar i.e. 01/01 or employee’s anniversary hire date.

Name of Accrual Policy:
When should these hours be applied to employees’ records?
(Daily, Each Pay Period, Monthly (Date), Monthly (Anniversary), Quarterly (mm/dd), Quarterly (Anniversary), Semiannually (mm/dd), Semiannually (Anniversary), Annually (mm/dd), Annually (Anniversary))
Do you want your accruals to rollover from one year to the next? If yes, when? (Employees Anniversary, or mm/dd)
Is there a probation period for this policy? If so, how long?
Do you have caps on the accruals> (i.e. 80 hours in a year, max bank of 120 hrs?)
Levels of Accrual
0-3 Years / 80 hours (Example)

CALENDAR BASED POLICY #2

HOURS BASED POLICY #1 (Based off of X amount of accrual hours per X amount of hours worked, i.e. .075 hr/1 hr worked)

Name of Accrual Policy:
When should these hours be applied to employees’ records?
(Daily, or each Pay Period)
Do you want your accruals to rollover from one year to the next? If yes, when? (Employees Anniversary, or mm/dd)
Is there a probation period for this policy? If so, how long?
Exclude Overtime from this accrual?
Levels of Accrual
0-3 Years / 80 hours (Example)

HOURS BASED POLICY #2

HOLIDAY LISTS

Does your company offer paid time off for holidays?
If yes, do all employees receive the same paid holidays?(i.e. Full-Time vs Part Time, Hourly, Salaried, Union, etc, If no, please add additional lists)
Holiday Name (Please list current year holidays) / Date
Do holiday hours count toward hours based accruals?
If an employee works on a holiday, are they paid for the holiday and worked hours?
Do you want to create holiday hours equal to the worked hours?
Do holiday hours count toward overtime?
What is the standard amount to pay in hours on a holiday?
Is there a probation period for paid holidays?
Is there any sort of premium pay for employees that work on a holiday?
If so, what is the premium? (1.5x, 2x, etc)
Do you require your employees to work the shift before and/or the shift after a holiday to qualify for the paid holiday time?
If so, how many shifts must they work to qualify?

OVERTIME POLICIES

Do your employees earn overtime?
If yes, after how many hours in the week is the overtime earned?
What is the weekly overtime rate?
Do your employees earn Daily Overtime?
If yes, after how many hours in a day is overtime earned?
What is the daily overtime rate?
Do you have other overtime rates?
If so please list the policies.

PAY PERIOD INFORMATION

Place an “X” next to each Pay period type that your company uses. Please also note when pay period starts and ends.

Semi-Monthly / X / 1st and 16th of month (Example)
Daily (365)
Weekly (52)
Bi-Weekly (26 or 27)
Semi-Monthly (24)
Monthly (12)
What is your overtime week? i.e. Monday-Sunday
Will you require Employees to electronically sign off on their time cards?
Will you require Supervisors to electronically sign off on their time cards?

Please indicate which items you will be tracking in TimeForce for these employees:

Type / Punches / Absences / Accruals / Export
Hourly
Salary Non-Exempt
Salary Exempt

PREMIUM PAY POLICIES

Do your employees receive a pay rate differential for working certain shifts, departments, or at specified days of the week / times of the day?
If YES, please provide us with the following policy information

PREMIUM POLICY #1

What is the name of this policy?
What will the Premium Pay Code be used for? (Worked Hours, Holiday List, Department/Shift Differental)
What are the dates that this policy is in effect?
Is there a specific time of day that this policy is in effect?
Is there a specific number of hours that must be worked before this policy is in effect?
Is there a specific number of weekly hours that must be worked before this policy is in effect?
Are there certain days of the week that this policy is in effect?
Does this policy count toward hours based accruals?
How will this Premium Pay Policy be calculated? (Pay x Factor, Pay + Premium, Flat Rate, Pay Rate Formula)
What is the factor, rate, flat rate, or formula for this policy?

PREMIUM POLICY #2

PUNCH ROUNDING

Does your company use Punch Rounding?
Types of Punch Rounding
Range rounding allows you to select a time range and round it to a specified time within that range; for example, From 7:45 am to 8:05 am, round to 8 am.
Interval rounding allows you to specify a rounding interval such as 6 minutes or 15 minutes. The rounding for each interval is then selected to nearest, up, or down.
Schedule rounding is used on schedule rules only. It will round to the schedule start and end times.

RANGE ROUNDING POLICY #1

What is the name of this policy?
What is the starting time of the range you want rounded?
What is the ending time for the range you want rounded?
What time would you like the range rounded to? i.e. 08:00

RANGE ROUNDING POLICY #2

INTERVAL ROUNDING POLICY #1

What is the name of this policy?
At what interval should the punches be rounded? (3, 5, 6, 10, 15, 30 min)
Which punches do you want rounded? (All, All In, All Out, First In, Last Out)

INTERVAL ROUNDING POLICY #2

What is the name of this policy?
At what interval should the punches be rounded? (3, 5, 6, 10, 15, 30 min)
Which punches do you want rounded? (All, All In, All Out, First In, Last Out)

SCHEDULE ROUNDING POLICY #1

What is the name of this policy?
How long before the start time of the schedule would you like to round in minutes?
How long after the start time of the schedule would you like to round in minutes?
How long before the end time of the schedule would you like to round in minutes?
How long after the end time of the schedule would you like to round in minutes?

SCHEDULE ROUNDING POLICY #2

SCHEDULE RULES

SCHEDULE RULE #1

What is the name of this rule?
In hours and minutes, what is the amount of time before the Start Time or After the Stop Time that employees entering punches will still be considered on this shift? i.e. 1 hour 30 minutes
How many hours is an employee required to work in order to be counted as completing the shift for the day?
How many Absence Hours should be associated with this shift (this setting is used to generate employees’ approved absences such as Vacation, Holiday or Sick Time)?
What is the maximum number of daily hours that an employee assigned to this shift is allowed to work?
Would you like the program to automatically deduct a meal break for the employee during this shift?
How long should the meal break be?
How long after the start time should the meal break begin?
How long is the window of time that a meal-break can take place?
If an employee clocks out for lunch, but takes less than the specified
Lunch Amount, do you want the program to automatically deduct the remainder of the lunch break?

SCHEDULE RULE #2

PAY GROUPS

Assigning an employee to a pay group assigns that employee to the policies specified within that pay group. This eliminates the need to assign company policies on a one-by-one basis.

PAY GROUP #1

Name of Pay Group?
Which Overtime Policies would you like to be associated with this pay group?
Which Pay Period would you like to be assigned to this group?
Do you wish to assign any Premium Pay or Rounding policies to this pay group? If yes, provide us with the policy names that are to be assigned.
Premium Pay Policies
Rounding Policies
Do employees using this pay group receive paid days off for holidays? If yes, What Holiday List should this pay group use?
For how many hours should employees in this pay group be paid for holidays?

PAY GROUP #2

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