Team Leader TKS Job Aid
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3
Objectives
Understand your role
Approve timecards
Modify, add, and delete series
Generate reports
Analyze reports
Reset passwords
4
Understanding TKS and your role
• Understand the
importance
• Understand your
responsibility
• Understand the
procedures
• Learn how to login
as a supervisor
5
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
6
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
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Your Responsibilities
Check TKS
reports and
systems
(Phone login
and Logout
when
available)
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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
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
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Accessing a database
Enter
10
Log In
• User ID and
Password
– ALL CAPS
• Password
– Asterisks will
not change
Enter
11
Changing Your Own Password
Main Menu:
• F1
• F5
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Running a TKS Report
Main Menu:
2 - Reports
1 - Time Card
Reports
1 - Time Card
Report
1 - Regular Time
Card Report
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Running a TKS Report - Continued
Specify the Follow:
• Date
• Project
• Group
• Location
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Running a TKS Report - Continued
Device options:
• Screen
• Email
• Attachment
• Printer
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Approve Time Cards
During the Approval
process you have
the following
options:
•Approve
•Modify
•Delete
•Skip
•Quit
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Minute Conversion Table (100th of 1 hour)
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Minute
Hundredth of Minute
Minute
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
Approve Time Cards
Main Menu:
6 – Utilities
1 – Time Card
Adjustments
7 – Time Card
Approval Menu
1 – Approval Screen
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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.
19
123456789
Approve Time Cards - Continued
• Review, press
<enter>, and then
Approve
Rickie Dufrane
123456789
Rickie Dufrane
F1
20
123456789
Modify Time Cards
Rickie Dufrane
F3
21
123456789
Modify Time Cards - Continued
•
•
•
•
TYPE CODE
TIME
CATEGORY
ACTIVITY CODE
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
123456789
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123456789
Rickie Dufrane
Deleting a Series
F5
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Manual Adjustments
• Modify
• Add
• Delete
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Modify, add, and delete series
Main Menu:
6 - Utilities
1 - Time Card
Adjustments
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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
F2
26
123456789
Rickie Dufrane
Modifying a Series - Continued
• Select the
appropriate
punch
• Edit the
appropriate
fields
F7
27
Add a Series
Main Menu:
6 - Utilities
1 - Time Card
Adjustments
2 - Add Entire New
Series
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Add a Series - Continued
• Enter Employee
ID
• Enter Date
• Enter Project ID
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Add a Series - Continued
• Edit the
appropriate fields
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Delete a Series
Main Menu:
6 - Utilities
1 - Time Card
Adjustments
3 - Delete Entire
Existing Series
31
Delete a Series - Continued
F5
32
Generate Reports
• Save Time
• Identify Errors
• Identify
Exceptions
• Validate Data
• Identify Trends
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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
34
Time Card Error Reports - Continued
Main Menu:
2 – Reports
5 – Misc Reports
1 – Time Card Error
Report
1 – Regular Time
Card Report
35
Time Card Error Reports - Continued
• Enter appropriate
information
• Specify SW for
Error Level
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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
37
Time Card Approval Report Continued
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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
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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
40
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)
41
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)
42
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)
43
Exception Reports
• Use to analyze
team activity
• Breaks
• Lunch
• All coded activity
44
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
45
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
46
Team Listing
Main Menu:
3 - Listings
5 - Employee File Listing
Enter Appropriate Project
Enter Appropriate Group
Enter Appropriate Location
Choose A FOR ACTIVE
47
Agent Maintenance
• Agent Password
Reset
• Assigning Agents
To A Group/Team
• Making Changes
to an Agent’s
Project
48
Password Reset
•
•
49
To view and
reset an Agent’s
password from
Main menu go to
5 - Employee
Maintenance
Menu and press
enter.
Select 4 - Reset
Employee
Password and
press enter.
Password Reset - Continued
•
•
50
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.
Instructions For Assigning Agents
(Individual) To A Group/Team
Main Menu:
5 - Employee
Maintenance Menu
2 -Employee
Maintenance Group
1 - Select Employee
Maintenance Group
• Enter Employee ID
• Enter Group
• Enter Group name
• Enter Project Code
and whether you
are in production or
training
• Press F7 to Save
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Instructions For Assigning Agents
(Whole Group) To A Group/Team
Main Menu:
5 - Employee
Maintenance Menu
2 - Employee
Maintenance Group
2 - Selected Employee
Group Change
•
•
•
52
Enter Employee
Numbers for All
Agents
Tab To “Move
Employees To
Group” and Enter
Your Group/Team
Name
F7 To Save
Instructions For Assigning Agents
To A Group/Team
• Printing off
Group/team
assignments
53
Making Changes to an Agent’s
Project
SPECIAL ACCESS
REQUIRED
Main Menu:
5 - Employee
Maintenance
Menu
3 – Employee
Maintenance –
Projects
1 – Employee
Maintenance Projects
54
Making Changes to an Agent’s
Project - Continued
• Enter the agent’s
Employee Id
55
Making Changes to an Agent’s
Project - Continued
• Modify Projects
codes except for
the first field
• Overwrite existing
codes, or add new
project codes as
needed
• Press F7 to save
changes
56
Digital Time Card – Time Clock
Application…for Agents
Help your team with TKS issues
Web site :
webtks.cmg.convergys.com/golf
57
Close the Browser
• Important: Use
the “Close
Browser” tab to
exit the system
• Do Not use the
close window “X”
58
Digital Time Card – Time Clock
Application…for Agents
• All Project
Activities are
displayed
• Saved punches
are displayed
• Time cards will
display for up to
14 days
• Message Board
will display tips
and important
messages
59
US Agents only
• Lunch Pop up
60
Frequently Asked Questions
• Options tab
61
Things for agents to remember
•
•
•
•
•
•
•
•
•
62
At log in the Remember Me box will keep you logged in for 10 hours.
At log in make sure their own name appears before making a punch.
Agents should view their time cards daily to ensure accuracy.
A series is a total of the time that includes an “in” and “out” punch.
Team leads can reset agent passwords.
Agents can view their timecards for up to 14 day.
Tips and messages will display in the left corner on the message board.
The “Close Browser” Tab will close TKS and release agent log in data.
Closing the window by clicking
will not release agent log in
Changing Passwords
• Options tab
63
Thank you for participating
• Reminder: By
launching this
course an
assessment has
been assigned to
you in the PDC.
In order to receive
credit for this
course please
complete the
assessment
located in the
PDC.
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