Service Level Agreement for NCSU Automated Time Collection
System - Kaba
Kaba is third party automated time collection system integrated with the HR System
that the University uses for the purpose of recording hours worked for all student
workers and temporary staff. Through an interface with the HR System (1) job and
person data from the HR System is fed to Kaba time collection devices which in turn
(2) feed in/out punches and time keeping locations back to the HR System. As of
September 30, 2014, it must be used to collect and record the hours worked for all
temporary staff and student workers.
This Service Level Agreement (SLA) outlines the equipment, cost, roles, and
responsibilities of the various units and individuals involved in the ongoing use and
support of Kaba. The parties/individuals include user department, departmental punch
employees, supervisor, timekeeper, division payroll coordinator, departmental IT
support person, OIT-Enterprise Application Services (EAS), Human Resource
Information Management (HRIM, and University Payroll Office. It also provides some
general information and links to NC State University support.
Glossary of Terms
B-Comm – the piece of Kaba software that serves as the data exchanger between
NCSU’s HR System (PeopleSoft) and the Kaba time collection devices.
Punch exception/alarms – a punch exception alarm occurs when the system detects
an issue with a particular punch or set of punches, examples include when an
employee fails to punch in or out or their job records become inactive (generally due to
a separation) on a day for which they already have punches.
Missed punch – a missed punch occurs when an employee fails to punch in at the
start of their work period or when returning from an unpaid break/meal period or they
fail to punch out at the end of a work period or the start of a meal period or unpaid
work break.
Time Collection Device (TCD) – a device used to collect in/out punches and time
keeping location data from an employee.
Time Keeping Locations (TKL) – a three-digit code that identifies a specific work
location within a unit.
Wall-Mounted Clock - a wall-mounted device produced by KABA with a built-in
proximity (prox) reader, abbreviated keypad and small screen display which
employees can clock in/out by entering their badge number or by placing their NCSU
All Campus Card issued after May 2010 or Wolfpack One Card near the built-in prox
reader.
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Web Clock – a time collection device accessible through the MYPACK Portal on any
device that has access to the NC State University network. It requires a valid unityID
and password to login to the portal.
Equipment/Devices
NC State University utilizes two types of Time Collection Devices (TCD):
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Wall-Mounted Clock
A wall clock is a device with a proximity ID reader built-in and onscreen instruction
to clock In/Out. NCSU All Campus cards issued on or after May 2010 come
equipped with a proximity access ID # built into the card. This also includes the
WolfPack One card. The proximity access ID # allows employees to use the
proximity ID feature to punch In/Out and track time worked. It is recommended for
employees who have little or no access to computers.
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Web Clock
A web clock is accessible through the MYPACK Portal on any device that has
access to the NC State University network. It requires a valid unityID and password
to login to the portal. It is recommended for employees who have access to
desktop computers, laptops, or personal devices with web access to the campus
network.
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Roles and Responsibilities
User Departments
Responsible for the following
For Wall Mounted Clocks
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Purchase the appropriate number of wall clocks including spares in the event one
breaks down, (approximately $1700-$2100* per device).
Negotiate the opportunity to share a Kaba wall clock with another dept. and
dividing the cost of any clocks purchased, including spares.
Determine the location where the wall clock will be installed. Using an existing jack
plate and port will help reduce installation cost. If a network port is not within
proximity of the clock, network cabling may need to be installed to make the
connection.
Schedule and Activate the appropriate items with Comtech:
o Network connection using existing jack plate/port to the Kaba VLAN
(approximately $125*)
o Secure Power over Ethernet (PoE) on the jack plate/port. If PoE is not
available, there is power adaptor option (approximately $50*)
o If the Kaba wall clock is installed in a location with no existing jack plate/port
or cabling, additional installation cost will be incurred. Comtech will have to
evaluate the location to determine the additional cost.
Relocation of a wall clock subsequent to the initial installation will be the
responsibility of the department. Subsequent relocations will be the responsibility of
the department to have the port activated.
Contact the Network Operations Center (NOC) ph# 513-9675 or email at
support@ncstate.net for network support.
*Note: Price quotes listed in this document are approximate cost. Contact Comtech
and schedule a site visit for the latest network/installation price quotes.
For Web Clocks
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Web Clock allows employees to track time using an application, accessible through
the MYPACK PORTAL, (valid NCSU Unity ID and Password required).
Employees must have a valid employee ID to punch In/Out on a web clock.
Web clocks are convenient for employees who spend most of the day in front of a
computer.
A web browser is the only requirement, (Firefox or Google Chrome recommended).
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User Departmental Roles and Responsibilities:
Punch Employees
Responsible for
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Punching In/Out using the Kaba wall clock or web clock.
For those with multiple active jobs, ensuring that they select the correct specific job
to clock into after their ID is validated. It is important to follow the onscreen
instructions and navigate to appropriate job to track punch time accurately.
Follow their departmental policy regarding lunch and break time clock punching
requirements.
For those Employees using the wall mounted clock
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Employees configured to punch In/Out in the HR System and issued a NCSU All
Campus card, (with proximity access ID) will scan the card in front of the Kaba ID
reader and follow the onscreen instructions.
If the All Campus card is damaged and no longer works notify your direct
supervisor or timekeeper. Replacement of the All Campus Card is something that
will have to be worked out between the employee and department/division.
Employees that do not have an NCSU All Campus card with proximity access will
enter their Employee ID # using the Kaba wall clock key pad, to punch In/Out.
For those Employees using the Web Clock
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Web clock access is through the MYPACK PORTAL.
Select the Web Clock link, enter the employee ID, and follow the login instructions
to punch In/Out.
Remember to log out of the MYPACK PORTAL once the user has clocked In/Out.
The Web Clock window can stay open for other users to clock In/Out and
eventually timeout after 15 minutes of inactivity.
Supervisor
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Notifying all student workers and temporary staff reporting to them of the
requirement that they use Kaba to punch in/out thereby recording the hours that
they work. This includes instructing them of the consequences for misusing the
system which might include termination.
Training direct reports on using Kaba and ensuring that they have the requisite
access to use the system.
Verifying that the hours worked and recorded in the HR system is correct for direct
reports.
Approving timesheets for direct reports when approvals are required by the
unit/division. UNDER NO CIRCUMSTANCES WILL HRIM APPROVE ANY
TIMESHEET IF THE SUPERVISOR IS NOT AVAILABLE.
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Notifying the timekeeper as soon as possible whenever an error is discovered but
no later than 48 hour after receipt of the biweekly timesheet report at the end of a
pay period.
Reviewing and managing time entries for direct reports on a daily basis
Providing timekeeper with the information they need to resolve exception alarms
and missed punches for their employees
Notifying the departmental/college/division HR representative when they hire or
separate employees within 24 hours of doing so.
Notifying the timekeeper within 48 hours of the receipt of the biweekly timesheet
report of any errors, omissions or additions to the timesheets of their employees
Timekeeper
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Responsible for working with the supervisors to resolve any missed punches or
exception alarms.
Completing all corrections they are notified of by the scheduled payroll lockout
dates for the current pay period.
o Bi-weekly/Temporary: timesheet modifications have to be completed in the
HR System no later than 3.5 calendar days after the pay period end date.
o Timesheets cannot be updated or modified after lockout dates, (view only).
o Note: Holidays that fall on a Monday will reduce the amount of modification
time by one day during those lockout periods.
Reporting any All Campus/Wolfpack One Card or employee related time punch
issues to Division Payroll Coordinator for initial investigation.
Adhering to all posted deadlines
Subscribe to the Kaba time collection list server for updates. (To subscribe send an
email to: mj2@lists.ncsu.edu, leave the "Subject:" blank, type: subscribe Kabatime-collection in the body of the message and send.)
Note: Time Administration is automatically scheduled to run daily at 4 AM, 2PM &
7PM. Any updates made to clear an exception alarm on the employee timesheet
will not be corrected until run time administration has completed its process.
Division Payroll Coordinator
Provide the first level of Kaba support for the direct timekeepers and/or supervisors
overseeing the time collection activity within the division. They work directly with HRIM
when time and labor issues cannot be resolved. The Division Payroll Coordinator is
also responsible for verifying time entries for the division and assisting the timekeepers
with the following:
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Verifying all punch exception alarms, missed time punches, and any modifications
for their division that have been updated in the HR System before scheduled
lockout dates.
Managing/resolving all pay period adjustments/modifications before payroll lockout
dates and when necessary after lockout dates when issues are not resolved.
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o Note: Holidays that fall on a Monday will reduce the amount of modification
time by one day during those lockout periods.
Assign all punch employees to a specific Time Keeping Location (TKL) in the HR
System using the Start Employment Process or the VPAF Process. (i.e: Hire
transactions use Start Employment tool, TKL updates use VPAF)
Managing lost, stolen, or damaged NCSU ID badge issues.
Initiating Security Access Request (SAR) for the divisionary roles and
responsibilities associated with Kaba access in the HR system. If employee
approvals are required Supervisor backups will need to be established in SAR.
Monitor job records for employees within their college/division to ensure that the
supervisor/report to field is being kept up top date.
Note: Division Payroll Coordinators and the Departmental HR Representative may
be the same person responsible for the items associated with Division Payroll
Coordinator within the division. Please contact your HRIM Specialist for support if
departmental time and labor issues related to employee payable time cannot be
resolved.
Daily Recommendation: Supervisors/Timekeepers must review, manage, and approve
payable punch time on a daily basis to help eliminate delays in payment associated
with the automated payroll process. If delays occur because of exceptions, the
automated payroll process will push out the payable exception amount to the next pay
period. An off-cycle check will not be issued to pay unresolved exceptions.
Departmental IT Support
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First point of contact within the department for network or power related issues
associated with any of the Kaba time collection devices.
If the Kaba wall device is not powered on, or if it is operating in offline mode due to
a failure of network connectivity (indicated by the display of ‘OFF’ in the top center
of the screen display), departmental IT will be responsible for ensuring power and
local network connectivity is functioning.
If the Kaba device is not functioning after network and power have been verified,
then HR Information Systems should be contacted,
HRIM_KABASupport@ncsu.edu.(TBD)
NCSU ID badge related issues may require support from NC State Help Desk or
the Walk-In Center.
Email: help@ncsu.edu or Phone: (919) 515.HELP (4357)
OIT/EAS ROLES and RESPONSIBILITIES:
OIT-Enterprise Application Services (EAS) Group
Responsible for the following:
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Receiving, unpacking, record tracking, and labeling the clocks with an installation
location/tracking number.
Pre-configuring the network settings and software on the clocks.
Registering and configuring the clocks in the server software.
Providing the clocks pre-labeled for their destination to the department with the
mounting hardware.
Assisting departments with any problems encountered in functionality or
configuration.
Establishing customer acceptance testing if time and labor processing rule
changes are made. Each dept. is handled on a case by case basis.
Adding/maintaining new TCD, TKL, TCD Group or Organizational Unit Code
(OUC), along with Dynamic Group (security).
Refreshing dynamic groups associated with TCD and TKL (auto scheduled daily).
Providing technical support for TCD Configuration, the KABA BCOMM Server
Configuration, and the Configuration and Coding of the HR System.
Ensuring that Time Administration is run at least 3 times/day (currently, auto
scheduled daily at 4 AM, 2PM & 7PM).
Note: The results of Run Time Administration reflects annual bonus or vacation
pay plus any compensation pay for employees earning extra time or overtime.
Maintain SAR (for Roles and TKLs).
Maintaining Dynamic Group security for Users in the Row Security Permission
List.
Providing email notification sent within 24 hours after the end of the pay period to
timekeeping managers notifying them to review the time summary report for each
employee.
Human Resource ROLES and RESPONSIBILITIES:
Human Resources Information Management
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Placing orders for all wall-mounted clocks
Providing support for Divisional Payroll Coordinator and/or Departmental HR
Representatives regarding time and labor employee payable time in the HR
System. Support/Maintain employee time reporter data.
Reviewing/approving supplemental pay results (vacation, bonuses, extra/overtime
amounts) if required.
Notifying campus users via HR Connections and Kaba users list serve of any
planned outages as far in advance as possible
Notifying campus users via HR Connections and Kaba users list serve of any
unexpected outages when they are made aware of such occurrences
Notifying campus users via HR Connections and Kaba users list serve whenever
changes are made to published due dates impacting Kaba users
Keeping users abreast of any changes made to the Kaba or PeopleSoft that affect
the time collection/recording system as soon as practical
Under no circumstances will HRIM approve timesheets in absence of a supervisor
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University Payroll Office
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Processing Payable Time to pay sheets.
Running Time Administration as needed for troubleshooting purposes.
Please sign the appropriate line below after reviewing the SLA:
User Department representative:
_______________________________________
Signature:______________________________________________Date:_________
User Department IT representative:
Signature:______________________________________________Date:_________
HRIM representative:
Signature:______________________________________________ Date:_________
OIT-EAS representative:
Signature:______________________________________________ Date:_________
University Payroll Office representative:
Signature:______________________________________________ Date:_________
Account Number to be Billed:
Name & Ph# of Bookkeeper;
Updated 12/10/13
_________________________
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