Important Updates and Reminders for June API/DS User Group

Stay informed with key updates for the June API/DS User Group, including announcements, reminders, and details on classes such as Juneteenth holiday, fiscal new year, and EDS732 Staffing and Scheduling for Managers. Ensure proper badging for ITPs and avoid missing information on schedules. Address any issues promptly to facilitate smooth operations.

• Updates
• Reminders
• Juneteenth
• Staffing
• Scheduling

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1. June API/DS User Group Bernie Rice TA Julia Bambach SS Tiffany McNeill - SS

2. Agenda 1. Announcements 2. Reminders Classes Juneteenth holiday ITP Clockings Filters check when things are missing 3. FISCAL NEW YEAR and BUDGET REPORTS: Charge Back Special Code Summary (PCR) Multiple Pay Codes using OR Productive vs NonProductive Hours Summary iform Reporting How many FTEs do I need? How many WEO do I need?

3. EDS732 Staffing and Scheduling for Managers Class are on the 3rd Wednesday at 8am. You can register in EdTrack. If the person registering needs API SS Access, be sure to send request to apiresourcebox@duke.edu Registrants will receive a Zoom link for the class. When your enroll in EdTrack, remember to leave the Enrollment Status AND Facility blank when you search for available classes. Next classes June 15 July 20 Aug 17 Sept 21 Oct 19 Nov 16

4. Reminder: Juneteenth is June 20 For payroll purposes, June 20 is the Juneteenth holiday This is a new holiday this year This will be just like other Monday holidays Look for email with the payroll close times For those working who want double time and a half Use PTOS not PTOU

5. ITPs and Badging In ITPs have a HOME position in department 2420 This means their default swipes are in 2420 Every swipe needs to be floated to their assigned department Please remind your ITPs and check this is correct on their time cards 2420 WORK DEPT

6. Something missing on your Schedule? Be sure to double check that you aren t using a filter Case In Point Came Up Recently

7. Call from a Scheduler I dont see anything I asked for a screen shot and got the above. Any ideas what the issue is?

8. We fixed that, dark lines on left gone, BUT The schedule still looked blank Thoughts??

9. View> Scheduled Items All Unchecked Somehow all the boxes under View>Scheduled Items were unchecked This meant everything was hidden except the ED (Edtrack items). Weird, but we fixed it!

10. July 1 starts FY23 BUDGET TALK Reports API and Beyond FTEs Direct Indirect PTO Updating Staffing Templates

11. The Charge Back Detail Report REPORT DESCRIPTION ROLES GRANTING To view all hours charged or floated to a cost center Put your facility and API department number Start and End date most often = pay period Worked = See all charged to the cost center, home and floated employees. To sort/filter by special code you can export the report .CSV and manipulate in Excel TA Approver TA Editor TA Reports Only Reminder: April User Group meeting we gave directions on how to set up this email on a regular basis Choose the second April PPT Some folks may not be able to choose themselves we are working on that https://finance.duke.edu/api-dukeshift-user-group- materials

12. Special Code Summary (PCR) REPORT DESCRIPTION ROLE GRANTING Special codes are used on clockings (ie, NL, OR, ID, CH, PR) To see the usage of special codes for an employee for a specified date range. If the special code field is left blank, you will see all the in and out swipes. To filter (ie, by job class, by employee) or to total hours, you will need to export the report CSV and add Excel formulas/pivot tables. TA Approver TA Editor TA Reports Only

13. Multiple Pay Codes Using OR REPORT DESCRIPTION To pull all calendar (paid or unpaid pay codes) that a department/employee has used in a specified date range. Pay Code String field must use all capital letters separated by a comma no spaces Ie: PTOS,PTOU,PTOUU,PTOUS,FMLUP,FLMST,FLMSTUS ROLES GRANTING TA Approver TA Editor TA Reports Only

14. Productive vs Non Productive Hours Summary REPORT DESCRIPTION ROLES GRANTING This report uses SCHEDULING DATA This report lists all the activity codes assigned to employees in the indicated labor distribution and date range with the total number of hours for that activity code. The totals are broken down by productive (includes both direct and indirect productive time) activity codes (ie 0800/8, DS, ID and OR), non-productive activity codes (ie, REQOFF, /), and calendars (PTO, FML, STDBY and JURY). SS Supervisor/Manager SS Reports Only A pie chart is displayed showing the percentages. The Pie gives a quick visual on the estimated percentage of PTO/STDBY used.

15. Productive vs Non Productive Hours Summary Non-Productive = REQOFF, /, U, PTO, FML, STDBY, JURY Productive = all else (direct and indirect combined)

16. Iforms Reporting No DOLLAR information in housed in API All $$$ information is in SAP Some helpful reports are: Accounting View of Payroll (ZH223) Overtime Report for Departments (ZH409) Payroll Activity Detail Multi-Per (ZH333) DUHS Position Management Report (ZH219) Active Roster Employee Data Sheet (iforms>Reporting>HR reports)