4-Day Work Week Setup Instructions

Transcription

1 4-Day Work Week Setup Instructions Login to Navigation Path Manager Self-Service NEW DISD 4 Day Work Week Setup DISD 4-Day Work Week Setup screen will open and list all employees in a 221-day or greater assignment for whom you have been designated in Oracle as the Timecard Approver. Once you begin the setup process, you may exit at any time, however, your employees will not be set up until you complete all 4 screens. If you exit before completing all 4 screens you can return at any time during the enrollment period and changes that you have already saved will still be on the screens. Changes will be effective for the duration of the 4-day work week period for Central Staff and through the end of the school year for Campus Staff in 221-day assignments. At the end of the period the employees records will be updated with the start and end times and lunch deductions that were in their records prior to the 4-day work week. If an assignment change is entered for an employee with an effective date after the 4-day work week begins, start and end times and lunch deductions entered for the new assignment will replace the 4-day setups and will not be touched when the 4-day work week period ends. 1 P a g e

2 Screen 1: Note: An Export feature has been added to allow Timecard Approvers to export completed steps into Excel for review prior to final submission. You can use this feature to check the accuracy of each step in the set-up process. There are 3 options for selecting the employees who will be working the 4-day work week: Option 1: The department is not participating. a) You do not need to make any changes to employee records. b) Click on the Exit button and leave the setup screens. 2 P a g e

3 Option 2: Everyone in the department is participating. a) Click on the box that says, Mark All Yes. b) Click on the Save button to save your selection. You will receive a Confirmation stating that Your changes have been successfully updated. You will receive this screen each time you save your entries. c) Click on the box that says, Click to continue and this will take you back to Screen 1. 3 P a g e

4 Option 3: Some employees will be on a 4-day work week while others will remain on the 5-day work week. a) The default is already No. To select individual employees, click in the box after the employee s name that says, Mark Selection. b) If you have a large number of employees who will be working 4 days you can click on the box that says, Mark All Yes and then click the individual employees who will not participate to remove the check mark. c) Save your selections. 4 P a g e

5 d) You will receive a Confirmation stating that Your changes have been successfully updated. e) Click on the box that says, Click to continue and this will take you back to Screen 1. f) All your employees are still listed but the employees who are not participating in the 4- day work week have now been moved to the bottom of the list. g) You can view the total number of employees who will be included in the 4-day work week and the number who will be excluded at the bottom of the screen under Employee Selection. h) Click on the button that says Next to move to the next screen. Screen 2: The 4-day workweek schedule has been designated as Monday - Thursday for all participants therefore, the Mon-Thu selection has been defaulted for employees on this screen. 1. All employees who are participating in the 4-day work week will be listed on this screen. a) You will not be able to make any selections on this screen. 5 P a g e

6 b) Save your selections. c.) You will receive a Confirmation stating that Your changes have been successfully updated. d.) Click on the Next button to move to the next screen. 6 P a g e

7 Screen 3: This screen includes only the non-exempt employees who will be working the 4-day work week. To properly report hours worked for non-exempt employees, it is necessary to know whether they are working at a location where a time clock will be available for clocking out and back in daily for lunch. 1. The default is Yes, there will be a Biometric Clock Available. a) If all the employees listed will have a clock available where they can clock out and back in daily you do not need to make any changes. b) Click on the Next button to move to the next screen. 7 P a g e

8 2. All or some of your employees will not have access to a timeclock to clock out and back in for lunch. a) After the employee s name, uncheck the box that says, Biometric Clock Available for each employee who WILL NOT have access to a time clock. b) Save your selections. c) You will receive a Confirmation stating that Your changes have been successfully updated. d) Click on Click to Continue and this will take you back to Screen 3. e) You can view the total number of employees who will have a time clock available and the number who will not have time clock available under Clock Selection at the bottom of the screen. f) Click on the button that says Next to move to the next screen. 8 P a g e

9 Screen 4: On the final screen you need to select the lunch period and start time for all employees who are working the 4-day work week. Based on the information you enter; the setup screen will enter the end time for you once you save your entries. The default is the employee s current lunch deduction and start time and the end time has already been calculated for a 10-hour work day. 1. No Biometric Clock Access Non-Exempt Employees a) Enter changes to Lunch Deductions. The choices are 30 Minutes and 1 Hour. b) Enter changes to Start Time. You must use the format indicated on the screen: HH:MM. c) Select AM or PM. d) Save the changes in this section. e) You will receive a Confirmation stating that Your changes have been successfully updated. f) Click on the box that says, Click to continue and this will take you back to Screen 4. g) Changes have been updated on screen and will update in Oracle on the first day of the 4-day work week. i. Start and End Times will be updated. ii. Lunch deductions will be updated. 9 P a g e

10 2. Biometric Clock Access Non-Exempt Employees a) Enter changes to Lunch Deductions. The choices are 30 Minutes and 1 Hour. b) Enter changes to Start Time. You must use the format indicated on the screen: HH:MM. c) Select AM or PM. d) Save the changes in this section. e) You will receive a Confirmation stating that Your changes have been successfully updated. f) Click on the box that says, Click to continue and this will take you back to Screen 4. g) Changes have been updated on screen and will update in Oracle on the first day of the 4-day work week. i. Start and End Times will be updated. ii. Lunch deductions will be removed and employees must clock out and back in for lunch each day during the 4-day work week period. 3. Biometric Clock Access-Exempt Employees a) Enter changes to Lunch Deductions. The choices are 30 Minutes and 1 Hour. b) Enter changes to Start Time. You must use the format indicated on the screen: HH:MM. c) Select AM or PM. d) Save the changes in this section. e) You will receive a Confirmation stating that Your changes have been successfully updated. f) Click on the box that says, Click to continue and this will take you back to Screen 4. g) Changes have been updated on screen and will update in Oracle on the first day of the 4-day work week. h) End Time will be updated. i) Start and End Times will be updated. j) Lunch deductions will be updated. 10 P a g e

11 4. To complete setup of 4-Day Work Week click on the Exit button at the bottom of Screen 4. *******************************IMPORTANT************************** If there is a separated employee listed for the approver, it will block the approver from submitting the 4-Day Work Week Setup. The Approver should deselect any employees whose status is separated from the 4-Day Work Week Setup. This will remove the block. ****************************************************************** ********Be sure to run the 4-Day Work Week Listing Report listed below to review a complete list of all employee s setup on the 4-Day Work Week Schedule. ******* 11 P a g e

12 4 Day Work Week Listing Report Login to Navigation Path DISD OTL Approve Timecards XXX Requests Run 1. Click OK on the Submit a New Request window to run a Single Request 12 P a g e

13 2. Select DISD 4 Day Work Week Listing using the LOV for the Name field then Click OK. 3. Click Submit 13 P a g e

14 Once you submit your request, the Requests window opens and provides you with the status of your request and the request ID number. 4. Please go to your and click on the Excel attachment to view the Employee schedule information you have updated in the DISD 4-day Work Week Setup. 14 P a g e

15 5. View Output. If you need to make any changes, follow the steps in the 4-Day Work Week Setup instructions. 15 P a g e