Utilizing Timesheets in Steelhead - MAY MASTERCLASS

All right let's go ahead and get started thank you everyone for joining our steel head masterclass webinar uh this is our May event Amanda I'm G to put you on mute oh there we go uh Eric's joining um so this is our May webinar session uh master class we will be covering time sheets and PTO tracking my name is Steven Helman I am a deployment leader here at steelhead Technologies our objective today is to go over time sheets and PTO tracking we will also be doing a software uh demonstration and then at the end there will be a Q&A session so we'll we'll make sure we have time at the end of our master class for any Q&A uh if you do have a question as we go along if there's something that you would like me to dig deeper on or provide more detail on please come off mute and ask that question uh otherwise please refrain until the end of the master class prior to doing a Q&A session so overall here we go for time sheets and PTO tracking the features that we'll be talking about today are the time clock doing a data export for payroll cost tracking managing time off plans and then managing the workflow for time off as well all of this being in one system and that system being Ste Technologies um o sorry a couple of stories that I have from customers uh one of my customers that I've worked with uh configuring their HR time sheets they were able to end their contract with ADP as as a result of getting on time sheets for steelhead I had another customer that we worked with that they were able to get rid of their paper PTO or vacation request forms and do that all within steelhead so that was a great benefit for both of those customers we've had other customers that have uh had the privilege or had the benefit of of not having to answer the question from from their hourly employees that how much vacation do I have those those are all questions that's all data that's presented and available to The Operators within the system uh and we'll show that today so from here let me jump over to Steelhead software excuse me I'm going to switch screens here we're going to go into steel head so should we all should be looking at the main screen the home screen here for steelhead uh our software demonstration is really going to be two-part uh the first part is we're going to focus on more of the admin HR responsibilities and then afterwards the second part we're going to focus on what the operator will be seeing in an inter inter acting with on on a regular basis so from here the first thing that we would do as far as just setting setting up and configuration of time sheets is navigating to our domain settings so so I'll click there within the domain settings and then I'll navigate down to timers and time sheets these are all of our configuration settings that would be applicable to time sheets first thing we need to do is make sure that our time sheets is enabled this feature uh will be will appear on the home screen if we have this icon enabled from there for costing reasons we may want to include a product this is a counting product category uh for for for payroll so we can track uh cost per good sold uh in this case uh per per employer per the time that's collected per employee moving over we have our pay period uh in this instance we are doing a onewe pay period we also have the option for two weeks and then we want to select a date and time that coincides with the beginning of our of our pay period so in this instance when this was originally set up 9 FL is a Monday so our pay period is from Monday to Sunday and this is the beginning of that pay period That's being used for configuration below we can set up overtime what what constitutes as overtime we can also set up some basic rules for that would require admin review so if it if there's a Time segment that is less than 3 hours so if I'm clocked in for Less Than 3 hours for any instance this would be trigger a review uh be performed by an admin likewise on the other end we have a rule that we can create if any time segment is greater than eight hours that would also require an admin review or supervisor if we so choose uh from there this last rule is if anything is if if we have two time segments uh within a 4H hour period that is going to be assumed that they they are of the same shift so those are some of the configuration settings that we would create and set up when we are first setting up time sheets and the use of time sheets within Steelhead and then after that once those settings are created we would review our users so I'll go to users and we have for this domain this this customer we have all of our users that are added what I'm going to be looking for is to ensure that for the employees that will be using our time sheets uh that we mark them as an hourly employee okay so one thing that I can do uh I'll demonstrate here is I'll create a new user just to show you how how easy this is so I'm going to go um just going to create a very simple user this email here is just for uh recovery password recovery okay and then for time clock what we're going to want to do is make sure that all of our employees are using a pin so I'm just creating a pin for this user uh creating their role within the company setting permissions so what access do they have within steelhead this product here this is again for the accounting so we have here everything that we have designated as an accounting product for cost of goods sold we can do paint departments we can track cost per paint department per powder Department uh those are some of the examples that we have here so let's just say that as default John Doe is going to be working in our paint department he is working as an hourly employee um I can create a supervisor here so he reports to Lars in this instance and then he is starting today so with all of this information I'm going to go ahead and create that user John Doe and then we will be able to um clock in as John do and allocate time off if we need to for John do as well okay any questions so far I mean we talked through some of the configurations on the domain settings to get time clock configured we've created a user and where I'm going to navigate next is to time sheets and actually allocating that time off and making sure that HR plans are applied to that uh that employee do we have any questions so far any immediate questions okay all right so I'm going to jump into time sheets first thing that we see here this is all of the collected time that we have per our hourly employees uh we have three instances here at the top of the list uh where we can see that the icons are different these are actually active uh timers so these people are currently clocked into steelhead for payroll purposes I can also navigate to view active time sheet segments and this is going to be a filtered list of of those uh users that are currently and actively clocked in so if we need to perform an audit per shift on who is clocked in and who's not this is where we might go to see who is act who is actually here today who's clocked in are there any employees that are supposed to be here that are not here this would be our first area to kind of perform that audit to verify who is clocked in and who is not if I go to schedule time off we're going to be focusing on PTO and uh other types of time off that we might have so here we have uh I'm going to navigate to I'm just going to let somebody in all right so I'm going to go to setup time off allocations and then I'm actually going to go to time off plans so this plan here we can create this in advance this is going to replicate any type of HR policy related to time off we would go ahead and create this and then we would be applying it to any new employee that is hired so we create the plan and then we apply the user is essentially what we're going to be doing so in an environment where we have lots of employee turnover um we have people coming in people leaving this creating the HR plan separately from attributing to the employees this will make it extremely efficient to be able to do so so we just created John Doe he was hired today this is our plan that we've created uh for that matches our HR policies and if I go here I can see we can start creating different rules for time off what type of time off it's going to be so I could do FM FMLA um how long this is applicable for what is my acral how am I acre that time off those are all rules that can be created that constitute a time off plan but once this is created so this is going to be more of a setup at initially and modify as needed but once this is created I'm going to go to time off allocation I'm going to search for John Doe so we have John Doe if I click on this icon here I'm actually going to apply this plan to this user to this employee I only need to do this once and as long as he is an employee of the company this time off acrel and the rules will apply for him so let me dig into this a little deeper so the first instance here we have sick Leaf what this plan is telling us is for every year John Doe is going to be get getting 16 hours of sick leave and that is going to begin on the user start date if I move down un paid leave this is really going to be a tracking mechanism for leaving early no calls no show leaving late uh those types of uh activities is we're we can use this unpaid time as a tracking mechanism vacation we have our vacation policy so upon the user start date we are acing so the anniversary year we are acing one hour of allocated time off per week and then once we've have three years under our belt we are starting to recruit two hours of paid time off per week with a maximum of 40 and 80 hours so you can start to see there what's what's going on uh we can carry over time from one series one time segment uh to the next so these are the amount of hours that I'm going to be carrying over from from each of those different types of buckets if you will for for vacation holiday I'm creating a holiday time off as well so these are all of a paid hours for holidays that we have but this is in in essence this is our this is our HR time off policy that we are creating per employee so once I have this what I'm doing now back to what we originally doing is we're we have this plan and we're making it applicable for John do so once I'm happy with this I'll go ahead and create the allocation plan and we'll see here that we have with a time off type of sick Le we have 16 hours available or John has 16 hours available for sick sick leave if I go to vacation we can see that over the course of of uh from 2024 to 2027 John is able to acrew 156 hours that's a total amount of hours that he can acrew but he's going to be limited to 40 hours uh as a maximimum so could start seeing that there and if I expand this this is this is when John would be acre those those that PTO that vacation time so this is really the schedule for acre that time off but it's as easy as that so we create our time off plan we have a user we apply that time off plan per the user and as long as John do an employee this plan and the progression of John through that plan is already set up and and created and and easy to manage okay any questions on on that okay excellent all right so this is what again we're we're I'm operating as the admin I'm in the time sheets I'm creating time off I'm adding users I'm applying that time off um um more of the day-to-day things that we might be doing as the admin within time sheets we might be reviewing requested time off this is all requested through steelhead the software so if I go to re recruit review requested time off I can see that operators uh Jordan Peterson and Kelsey have requested time off they have they're both requesting eight hours they're requesting uh a shift off and then we can see uh what day they're requesting that on so they they're both requesting vacation Jordan is requesting on 5:31 Kelsey's requesting on 5:30 so Thursday and Friday of this week they are both requesting eight hours and there's 80 hours uh remaining if approved so they have they both have available vacation time that they have remaining uh if this request is available so they're not exceeding their a lotted time off so me as the admin I can I have the option to approve or reject these uh I can edit it if I need to if I click edit I can include in here a comment so approved five 29 I'm going to go ahead and click save so I now have added a comment I'm going to go ahead and approve that you can see here I can edit that comment again if I need to all right I do that same thing here all right so I have a I've approved both of those requests and if I go back up a level I can click on view calendar and I can see a calendar view here of all of our requested time offs that we have for per employee so if it's dark green like all of these are that means that vacation is approved if it's a a lighter green a lime green color it means it's requested so the same actions that I did on the other screen in in list form to approve that time off I could also do from this calendar view as well so if I click on any of these I can see here uh the details related to that time off so on Wednesday last week we had Jordan off on vacation I was uh it looks like I left early potentially there's some unpaid leave that that uh I have here uh Kelsey was sick on Thursday and then for this week uh Kelsey was on vacation for uh Tuesday and and so on and so forth so this gives you a high level view of what support you may have in production uh so if you have multiple operators are requesting time off on the same day or you might be like light on production this graphical view this more uh this view here is a great snapshot into uh observing those instances and react reacting to them accordingly so all of this data is then visible if I go to our payroll report now all of that gets rolled up into our pay report so we were looking at 527 yes okay so this is the pay period this is the active the current pay period that we're in we had previously just just now approved time off uh vacation time off for Kelsey on Thursday 5:30 and vacation for Jordan on 5:31 so this is all getting rolled up into our payroll report we can also see that uh on Tuesday we have Eric work 8.47 hours he's also got a little icon here a caution icon there's something that we need to review as the admin related to his time uh Kelsey was on vacation on Tuesday as well and it looks like I worked eight hours on on Tuesday so all of that information all of that payroll information gets accumulated in this this payroll report uh including vacation including other types of time off uh we can look look historically if we need to as well so so we'll go back to the previous pay period and we can start seeing that same vacation uh unpaid leave sick leave Etc there's some other actions some other icons some visual information that we can see here and I'll I'll get into that in a second um but as far as time off and then the collection of that for the payroll report I I'll stop here uh if there are any questions yeah hi there Steve uh I was wondering does the the calendar view show of allocations that are in the that are over after they've passed for recordkeeping purposes like look back and see what requests were granted in the past yes absolutely yep so there's all the historical information as far as requested time off will be collected and will be visible in that calendar as well okay perfect how about denied requests will they be left there for records or just deleted they yeah we can navigate back there but those are we can change our filtering if we need to so I will go to view calendar we can filter by requested approve or reject rejected so if there was any rejected uh time off requests we could also filter that and see that within the calendar view here um time off type if we wanted to do some more filtering on the type of time off whether it be sickly vacation holiday etc those are other filtering mechanisms that we have for the calendar view as well and the last thing I'll note here just on filters is you'll see it in a number of different areas within the time sheets um we're able to filter upon supervisor so if if you're a shift lead and you're curious as far as your your operators um that your direct reports um you might be able to select yourself uh as a supervisor and then you'd be able see your direct reports uh the time off requests that they have have uh Etc so that this is another filtering mechanism that we have for the data that's in the calendar so supervisor time off type and approval status inclusive of requested and rejected great question okay all right let's go back to the pay report and I'm going to go to the previous pay period and then we're going to start digging into this payroll report a little deeper so the first thing I note here is we have a banner uh that's displaying that there is overtime uh that has been accumulated per our rules we had indicated that anything over 40 hours is going to be classified as overtime uh in our domain settings so we can see for Eric Eric has worked 44 hours uh he worked a shift on Saturday maybe he was doing maintenance on Saturday uh but he has 4.08 hours on Saturday in excess of 40 this is being classified uh or being flagged as potentially being overtime we also see that same yellow fill here for Kelvin uh it's showing that Kelvin has exceeded 40 hours of as well uh so this this might be overtime if you draw your attention over to the exclamation point over here there's something incorrect or that needs review of K kelvin's collected time so what we might do is expand the payroll report for Kelvin and we can start looking at the raw data for his collected time so for Monday we can see that he worked from 7: a.m. to 3:29 he had a 30 minute lunch period as well between his two time segments so we have our time segments that are denoted by an ID so a Time segment is really going to be the activity of clocking in and clocking out so anytime it's unpaid leave such as lunch in this case we'd be clocking out for lunch and then clocking in after lunch so that would though that Tim duration between those clockin and clock out activity that's going to be captured uh as unpaid time off uh if I go down here I can see on Friday we have a this is the time segment that needs to be reviewed if I'm just reviewing this I can see that what Kelvin had done is he clocked in in the morning at the beginning of the shift and then it clocked out at the end of the shift uh it does not appear Kelvin clocked out for lunch so what I might do here is I can review some of the information here uh related to that time segment okay what I can also do is go ahead and create a break so what what I'm going to add is that I'm going to add a lunch to this so I'm modifying this this this data to reflect um what we do for for lunchtime so I'm going to go ahead and save that and you will see here that we took that one time segment and we broke it into two because of the missed clock in and clock out event for for the lunch okay you'll notice that that exclamation point after we've done that review after we've corrected the data has been removed and if I Collapse this we can see here now that Kelvin this is no longer being uh flagged for overtime so at this point what I can do is I can Auto apply this overtime if I click on this button this will automatically apply the overtime so I'm going to do that and now what I see here is that for Eric Eric has 40 hours of regular paid time and he's got 4.08 hours of overtime if I expand expand myself in this case I want to talk a little bit about the accounting behind or the the accounting functions behind uh perel we can see here that my time segments because I have when I was created as a user within steelhead there was a default setting that was created uh I was a product an accounting product was assigned to me so I work in the paint department so any time any cost that I acrew the company for accounting purposes is going to be attributed to the paint department you can see that here so all of all of my time segments all of the costing that I would uh contribute to the company is going to be classified uh as as a paint department so what this does is allows you to track uh employee costs per Department we could do this for any and all departments that we have we can cut this really any way that we need to for accounting purposes uh if I need to modify any of that so those are the default settings if I click on the assigned product breakdowns this little brief case I can see here for all of my time segments these are each each of my time segments I can actually go ahead and change the change the product code for accounting purposes if I need to so looks like I've worked in the Pate Department all last week um I do have some unpaid time leave there as well uh but if I needed to change any of these I can for accounting purposes and costing purposes I'll go ahead and click save uh and that will register all of that data so at this point once I'm satisfied with the payroll Rapport what can do is I can download the data I can click on this button that will download the data and I will be generating a CSV file an Excel file uh that can be imported into our payroll system and that this is configurable so depending on which payroll provider you're using that may be that may be different um that that CSV export file may may need to be configured to match whatever the import requirements are for your payroll software provider uh but that is manageable we can we can you you'll work with your team member you'll work with your deployment Specialist or deployment engineer and to configure that file any questions on payroll we are running a little bit long so um any questions there's two questions in the chat can you have people Flex between departments for counting their time yes you can um I demonstrated that what we do there is click on the briefcase and then we have a drop- down menu of the available product products that we have that we can assign per the the collected time per user can you use the PTO portion of the system without utilizing the full time sheet tracking for punching it and punching out absolutely yes you can um they're really independent you do not need to be using using uh the clocking in and clocking out functions uh we have certain customers that they the operator will request of their HR time off and HR manages all of the collection of of time off and tracking of that um but let me show you the benefit of of using the full system so I'm logged in I'm going to navigate so I'm I'm putting on my operator hat now I'm kind of Switching gears um I can can see here under my account I'm currently clocked in but I also am able to request time off directly through the software so in any instance with steelhead each user will log in uh and have login information they'll have their own account access when they do that and they will be able to request time off through through the software so if I go here I can request time off when it's going to be uh what type of time off I'm requesting any sort of comments that I need to leave um and I'm also being displayed how much time off that I have remaining here as well okay once it's approved it gets displayed here so I have 111 2024 I took one hour of vacation this has been approved 522 uh I left early um so that's also being displayed here as well uh in this approved time off section this table here okay all right I want to just share one more thing and then we'll kind of conclude and switch over to Q&A um but through our domain settings we can take a dedicated device and we can put it into time clock mode and what that time clock mode looks like I'm going to do a new share here okay so we can do this with a dedicated device we can switch it into time clock mode and now we can put this in an area within the shop or multiple multiple clock-in devices within the shop and then what we can do here The Operators can go in and pin in hit submit and then they can clock in for the day here as well so this would be again a dedicated device I'm already clocked in here as it as it shows the only option I have at this point is to clock out I'm going to do that here soon as I hit clock out it's GNA automatically log me out for the next user the next employee in line to to clock in so I'm going to go ahead and clock back in can see now I'm currently clocked out the only option that I have is to clock in otherwise I can log out without clocking in or out but uh this is let me just clock in soon as I clock in again I'm uh automatically logged out next person in line would then clock in okay clock in or we pin in one more time if I miss a clock in or clock out event uh I can always click this button so let's say I showed up to showed up to work start a shift with seven for whatever reason I forgot to clock in the morning I can always click this button and that will signal for an admin a supervisor whoever it may be that uh they need to review my my time segment but if I click I click on this let's say I forgot to clock out um I can includ in here what time I clocked out at any rationale that I need to include and then this would be available for the admin to review uh that is performing payroll so all in all everything is very connected it's very it's it's one system with with a connected data um all of the different sued tools here are functioning together all of the data is being reviewed uh displayed and is available um but it's it's a it's a great system we've had many successful customers that have used it and uh I'll I'll put a pin in there is there any questions that we have we'll switch over to the Q&A so let me actually going to stop sharing we're concluding the software demonstration and then I'm going to share the Q&A slide here and let me put this into presentation mode and I do see one more question that came through chat uh the question being is there a potential for biometric login in the future uh yes there is that is on our product road map we are looking to add biometric login uh currently I don't have exact timing on when that will be but yes that is something that we are looking to add add to the the time clock uh tool the mechanism is is biometric login okay if you have any questions uh please come off mute ask them I have a question or some more questions Stephen yes please go ahead I don't mean to monopolize the time here so um I was speaking or chatting with Lydia uh earlier one of the things that we have in our facility is uh or we're looking for is an ability to track uh things like maintenance time or training time in addition to the productive time that we would be tracking already in our work orders um she suggested that maybe time sheets would be an opportunity for that um but I don't know how that would function so maybe you give me some heads up on that yes yes uh we have the ability of creating so our plans that we we talked about consist of time off types those are all definable as far as what the time off types are so if we wanted to track uh maintenance activity we we could um what and what we might do there is create a time off type called uh maintenance work and then what we could do in that instance is have our users clock in and clock out uh per per those uh maintenance events that's I hesitate to suggest it um it's not really what it's designed and and meant to do it is possible uh that we could do that um but yeah if we want to track uh maintenance time that is a way that we could do it and then we would export that for uh accounting and and and be able to track the costs of of those maintenance events and how long they're taking yeah so it is possible this yeah at this point I'm not I'm not super worried about the cost of those things but for allocation of people's time um so the way that I had seen it done in past experience is um we would create a work order for training and a work order for maintenance unemp place so they have a monthly work order that people then allocate their time to when they're doing those types of activities and then it accumulates in the same spot that we would see um our labor efficiency you know what I mean and you just it out as maintenance or training right so absolutely that that was the way that I kind of conceived to do it but I don't know if like I don't know if you're the right guy to talk about it but there may be limitations that side too so I I don't know what the right choice is right yeah yeah um you you mentioned did you talk to Lydia um regarding this this okay um she said talk to you so I'm so you're talking to me perfect yeah yeah and we're continuing to expand the capabilities of the software there are things that we can do today um as as far as tracking who's doing what and and do we have the right resources allocated for the activities that we're doing um but we're continuing every day to expand our capabilities and add new functionality um I'm going to talk to Lydia uh as far as the conversation that you had with her um one of the things that we do on our side is we track all of our customer requests for for features and and uh functionality I want to make sure that we have I like what you're suggesting a lot um and there are like I said there are ways to solve it today but I think there will be uh some some potential enhancements that we can do in that area specifically yeah yeah just like when I look at the pure labor efficiency numbers in the system right now kind of undervaluing some of the time that people are spending yes aren't it isn't allocated to work orders so I don't want to Short change people right so that's why I want to get that going um you know in some form or fashion but yeah yeah I think the PTO part part of what you talked about today would be really helpful for us too so yeah are you are you using station timers for for costing purposes yeah you are okay one of the things that I'm doing presently is we have I have a customer I'm working with that is using time sheets for for for you know the normal payroll processes but using station timers we're actually going to be able to create an efficiency report uh comparing our station timers the actual direct labor that we're applying to in work order and compare that against the how long was I clocked in for today and and be able to compare those two values for an operator and and station efficiency uh reporting purposes so right so in our again I don't mean to monopolize the time because there's other people on here so we could talk about this offline this if you'd like see but yeah let do we track yeah we track our payroll time in a different system already and so we've already got a bunch of stuff that's set up and we've got biometric punching and stuff like that so I don't want to necessarily rock that boat so I combining the labor from the jobs and that system in my own report right now got it got it but I don't have a good way of tracking PTO so that's why that got brought up so I I'll leave it at that and we can chat further after this excellent yep I like where you're going with that though I think there's a lot of uh lot of potential there so I would be interested in talking to you afterwards um okay any other questions okay all right just a quick time check uh it's 1:42 eastern time uh we have time for maybe one or two more questions if there are none we can conclude early but uh any any last questions if you have a question please come off mute and ask otherwise put it in the chat going once going twice okay thank you very much everyone for joining uh stay tuned to Future master classes that we do in the future and uh again appreciate your time today and and uh if you have any questions that you want to send me or Kelsey Kelsey's emails displayed there um please send those to Kelsey and she can uh make sure that the right representative from steelhead uh gets that question and we get an answer to you uh as quickly as possible so thank you everyone bye