State of Connecticut
Core-CT Project
Application:HRMS
Module:Time and Labor
Business Process:Schedule Employee Time
Requirement Number:TL051
Requirement Title:Ability to display shift begin and end for regular shift on the timesheet and schedule
Module Leads: Lee Stolzman, Judd Nielson
- Requirement Description
Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.
Some agencies track the beginning and ending times of the shift on the employee’s schedule and time sheet. This is especially useful for agencies that have employees providing direct care at 24/7 facilities with a large number of work sites and many different shifts with a wide variety of starting and ending times. Currently DMR uses this method to track attendance and shift assignments. As delivered PeopleSoft will allow for the entry of Elapsed time or Flex/Punch time however they do not offer the option of combining the two. The preference of DMR is to use Elapsed Time Reporting but still have the capability to store time-in and time-out information. However using Punch Time with its multiple entries per day will hinder the productivity of time entry personnel. If the decision is made to create elapsed time schedules for DMR then duplicate schedules will be needed during the configuration effort of the project.
- Business Need
Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.
The majority of employees in DMR work in direct care with many different shifts and schedules. DMR is a large agency with more than 6,000 employees. Most of the 1,600 part time employees are direct care employees working staggered shifts in order to provide the required coverage for the approximately 150 group homes located throughout the state. There are also other sites that are not group homes but require 24/7 coverage. It is therefore efficient to have the shift beginning and ending times associated with the schedule and time sheets so that the employee has a printed record of when they are assigned to work, and the supervisor knows whom to expect and when. In addition the association of starting and ending times with the employee’s schedule which will pre-fill the timesheet and the Weekly Time Reporter Page, will assist the timekeeper in determining which Time Reporting Codes (TRCs) are to be used to ensure that the employee is paid the appropriate shift differentials.
Required By: (Y/N)
Federal ____Agency Y___Bargaining Unit ____
State Statutory ____State Regulatory ____State Procedural ____
- Requirement Priority
Medium____(High, Medium, Low – please see “Requirements Prioritization Criteria”)
- Recommended Solution
Enter an “X” next to the appropriate category
X______Process Solution
2___Option Number
______Application Modification
___Option Number
- Explanation for Recommendation
Provide reasons for recommendation. Please do not re-state the description of the solution itself.
The provision of the beginning and ending hours for each shift provides a mechanism for determining that minimum staffing levels are being met and will assist timekeepers in applying the various shift differentials correctly. In many cases minimum safe staffing requirements are mandated by federal funding sources while provisions in the new 1199 bargaining unit contract have complicated the awarding of shift differential.
- Organizational Impact of Recommendation
Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.
Additional effort in configuration to set up duplicate schedules as well as separate timesheet reports will be needed.
- Process Solutions
Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.
Option 1. Change the current business process of showing time in / out on the timesheets. If needed track the time in/out manually on a spreadsheet or other form.
Option 2. Create shifts that would imply the start and end time for each schedule.
Option 3. Use the Flextime functionality to process time for employees in DMR
- Application Modifications
Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.
Option 1.
Modification Type: On-line/Report
Complexity: Difficult
Description: Create additional rows on the schedule template to record the beginning and ending shift times and can be printed on the timesheets. This will involve the creation of an additional timesheet report.
Option 2.
Modification Type: On-line/Report
Complexity: Difficult
Description: Modify the Employee Schedule Page to show the schedule and appropriate in and out times for an employee. This will also require a timesheet report.
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